Copyright: © 2012... ACCEO Solutions Inc.


About the System Manager Application

The System Manager application is the software's core (your business, accounting and banking data). Without it, applications cannot be used. It centralizes the data and makes some features available to all applications. Thus, the System Manager application offers solutions for organizing and standardizing processes.

In the General Ledger, it supports company startup, creation of a chart of accounts, definition of taxes, making backup copies and the establishment of data access protection elements, such as locks and passwords.

At the administration level, data management is facilitated by customizable toolbars, intuitive windows and navigation keys. In addition, the date format, display of negative amounts in red, assignment of a color to certain windows as well as print settings are only a few of the configurable options.

Finally, at the analysis level, several utilities are available, such as the Search window, financial calculator, calendar, checking idle files, deactivation of files using selection criteria and data export/import.


About the Guide

This guide offers a general overview of the System Manager application. It is designed to help users move easily between windows and provide a quick overview of the software's operation.

It is structured according to the chronological order of the steps to follow when using it. All these steps are described individually, from startup to daily and occasional tasks.

Some information can be essential to a given step. Thus, the [image] Essential Information symbol displayed at the beginning of a section indicates required information.

Throughout the learning process, it is strongly recommended that you use the help topics as well as the contextual help bubbles to adequately fill out the required boxes in order to use this software. This guide is not intended to replace taking a specific training course offered by ACCEO Solutions.


Installation

As a new user, you must first install the System Manager.

1.	Close all programs.

2.	Insert the CD-ROM in the appropriate drive.

The installation process launches.

3.	Select the installation language then follow the instructions on the screen.

4.	In the Installation Type group box, select New Installation, then click Next.

5.	Select the folder in which to install the program. By default, the folder C:\Fortune\ is selected.

Note:	When the program is used in network mode, contact your network administrator before installing.

6.	In the Installations Options group box, to install a dummy company, select Demo Company Installation, then click Next.

7.	Once installation is complete, remove the CD-ROM from the drive and store it.

The installation process is complete.


Activation

[Info menu, Register, Acomba Applications]

To use an application, it must first be activated and eventually registered.

Application activation consists of entering the serial and reference numbers. These numbers are found on each application card. Once these numbers are entered, the application can be used for a period of 7 days.

Note:	When the System Manager is not activated, click OK in the Welcome window displayed upon launching to display the Register Applications window.


Registration

[Info menu, Register, Acomba Applications]

To use an application definitively, it must be registered. To do so, you must request the registration key. Contact a registration agent and give him or her the application's serial and reference numbers; the agent will then provide you with the registration key.

There are three methods of communication available: Internet, fax or telephone. In the Register Applications window displayed once activation is complete, select the method by which you want to make your request and follow the instructions on the screen.


Registering Options

After configuring the program, certain options must be registered. This registration serves to inform ACCEO Solutions of the options you use. Thus, any change to these options can easily be communicated to the users affected. This is why the Registration window is displayed upon closing the Company Information window.

Registering Options

1.	In the Company Information window, click [image].

The Registration of Options window is displayed.

2.	Call the telephone number shown in the window, leave your contact information and a registration associate will contact you.

3.	Click Cancel to close the window.

When the registration assistant calls you:

4.	Open the Company Information window and click [image].

The Registration of Options window is displayed.

5.	In the Access Code group box, enter the code provided by the registration associate.

The new options are now registered.


PAD Configuration

[Company Information window, PAD tab]

Pad configuration is necessary to specify the financial institution from which PADs will be withdrawn as well as the transmission mode of electronic funds transfer (EFT) files. The options offered in the drop-down menu vary according to the financial institution selected. This configuration is defined under the PAD tab displayed once the PAD has been activated. To enter general information including communication settings, contact technical support to set up an appointment.

Note:	Once EFT operations have been performed in Payroll or Accounts Payable, the information can simply be copied here.

Configuring PAD Options

1.	Open the PAD tab in the Company Information window and, in the Number field, enter the number assigned to the financial institution in which PADs are to be deposited.

2.	In the Transmission Mode box, select the transmission mode used to transfer the PAD file to the selected financial institution.

3.	Contact Technical Support to set up an appointment for assistance with entering information in the General Parameters group box as well as in the Customer PAD window accessible by clicking Communications Settings.

Note:	When EFT operations are performed in Payroll or Accounts Payable, this information can simply be copied here.

4.	Click Save.

The PAD option is now configured and ready for use.

Below is a detailed description of the PAD options found under the PAD tab of the Company Information window.

Under the PAD tab, the Financial Institution group box contains elements to select the financial institution where PADs are to be deposited. Here, you also find the transmission mode for the EFT file as well as other PAD configuration parameters.

Number: Option available to select the financial institution where PADs are to be deposited. Select the appropriate option.

Transmission Mode: Options available to select the PAD EFT file transmission mode for the selected institution. Options vary according to the financial institution selected in the Number field. Select the appropriate option.

Paper: Transmit the EFT file to the financial institution on paper.

Disk: Transmit the EFT file to the financial institution on disk.

Modem: Transmit the EFT file to the financial institution via modem.

Internet: Transmit the EFT file to the financial institution via Internet.

The General Parameters group box contains a table for the input of information concerning the PAD EFT transfer files. Contact Technical Support for assistance in entering this information.

Note:	When EFT operations are performed in Payroll or Accounts Payable, the information can be copied here.

Note:	This box is available when the Disk, Modem or Internet option is selected in the Transmission Mode box.

Communication Parameters: Displays the Accounts Receivable PAD window in which to enter information concerning PAD electronic file transmission. Contact Technical Support for assistance with entering this information.

Note:	This button is available when the Modem or Internet option is selected in the Transmission Mode box.


Company Startup

[File menu, New Company…] or

The basic element of the software is the company. It contains business, accounting and banking data from all the applications active for the company in question. Each company is independent and has individual parameters. The only way to access the application is to start up a new company or open an existing one.

Company startup begins with assigning a name to the company. A folder bearing the company's name is automatically created under C:\F1000.dta in which all the information related to the company is saved.

Next the necessary applications are selected. At least one application must be selected. If a selected application requires other applications for proper operation, the additional applications will be selected automatically. Applications can be started up at any time.

The selected applications will be started up one after the other. The respective startup windows are displayed allowing you to enter operational parameters and immediately afterwards proceed with any necessary transactions.

Caution:	Certain information entered upon startup cannot be modified afterwards.

Caution:	Certain elements, such as the chart of accounts, are required to start up a company. For more information, consult Startup and Start up Complements sections for the application in question and look for the [image]  symbol.


Starting a Company

[File menu, New Company…] or

1.	In the New Company window, enter the name of the folder in which the company information is to be saved. This name contains a maximum of 40 characters. Click OK.

2.	In the Select Applications to Startup window, make sure that the applications to start up are selected and click Next.

Note: 	At least one application must be selected. In addition, it is possible that selecting an application implies the selection of other boxes.

Application startup is performed in sequentially.

Caution: 	Certain information entered during the startup cannot be modified subsequently.

Note:	To know the steps to follow to start up an application, see the Startup sections of each.

3. 	In the Startup Summary window, click Yes to start up the selected applications.

The company is created under C:\F1000.dta and any information concerning it is saved in here.

Applications are now active.


Starting a Company by Importing Data

[File menu, New Company…] or

1.	In the New Company window, enter the name of the folder in which the company information is to be saved. This name can contains up to 40 characters. Click OK.

2.	In the Select Applications to Startup window, make sure that the applications to start up are selected.

3.	In the Data from Other System group box, select the Use Data from Another Accounting System box.

4.	In the Data Source box,  specify the format of the data to import. By default, Import File (ADX) is displayed.

5.	Select the Modify Chart of Accounts box when the latter has to be modified following the import procedure.

6.	Click Next.

7.	In the Startup Summary window, validate parameters and click Finish.

8.	In the Select File to Import window, specify the folder and filename, then click Open.

9.	When modifications are to be made to the Chart of Accounts, the latter is displayed. Once corrections are made, click Next.

10.	Answer the question "Do you want the system to automatically convert to mixed case?"

11.	Answer the question "Do you want to delete import file?"

The created company is open and import is completed.


Open/Close

[File menu, Open Company] or

[File menu, Close Company]

To open a company, select the folder bearing the company's name to access its data. Closing a company renders its data inaccessible.

When opening or closing a company the Open/New Company window is displayed.

Tip:	At the bottom of the File menu, you see the last companies opened; you can select one directly.


Demo Company

[File menu, Open Company] or

Upon installation you have the option of installing a dummy company called Demo. Using this company you can practice and master the program using dummy data. Use this option to explore the program and experiment with new features.

Note:	To access it, select the Supervisor user and enter Demo as the password.


Customizing Company Icon

When a user works in multiple companies, using different icons for each one facilitates the work and reduces the risk of errors.

To change icons, use the shortcut ALT+TAB and in the upper-left corner of the main window, copy the file for the icon into the company's folder (F1000.DTA\MyCompany).

Note:	The icon file must be named acocie and in the .ico format.


Assigning an Icon to a Company

It is possible to assign various icons to each company. It is practical for those who are working with several companies simulteanously. For example, by switching from one application to the other by using the ALT+TAB keys. You can also quickly identify a company by looking at the Windows' task bar.

1.	In the company folder (C:\F1000.dta by default), in the folder of the appropriate company, copy the icon file to be assigned to the company.

This file must have the .ico extension.

2.	Rename this file acocie.ico.

When the company is next opened, the new icon will be assigned.


Ending a Work Session

[File menu, Exit] or

At the end of a work session, the software should be closed. If you exit abruptly, the last data entered might be lost, whereas if you exit correctly, the software saves the data in the appropriate registers.  It is thus important to exit by following the procedure to ensure information integrity.

1.	In the File menu,  select Exit.

OR

2.	Click Close [image] in the top right corner of the main window.

Note:	When a work session is interrupted by a break down or if the software has been exited by turing off the computer without following the aforementioned procedure, the system might have to verify data integrity. Thus, at the next startup, the following message is displayed: Normal operations have been interrupted. Would you like to proceed with data recovery? Click OK.

The system then starts rebuiliding the data. You should then produce the appropriate report to ensure that the latest data entered was saved.


Company Information

[Input menu, Company, Company Information] or

Each company has functional specificities according to its sector and size. To streamline and facilitate use, you can tailor the software to reflect your company’s situation.

The Company Information window contains the operational parameters for most of the active applications. Several parameters are defined upon startup and can be modified subsequently as needed. However, some parameters cannot be modified once operations have begun or can only be modified following a closing procedure.

With the System Manager application, under the Address tab, you can enter the company’s address information. This information is used for such activities as printing invoices and reports.

Under the Company tab, you can select the Archives option.

Note:	The other tabs are described in documents dealing with their respective applications.


Filling out the Company tab under Company Information

[Input menu, Company, Company Information] or

Options

Archives: Select this option to archive reports. The Archives window and all related options become available. For more information, see Archiving.

Archives

Do not print required reports: Select this option to only generate the .pdf archive copy and skip the printing of required reports. If you do not select this option, required reports will be both printed and archived.

Bank Archives: Select this option to find check information using the View in Bank Archive command. The Bank Archives section is added to the Archives window.


Chart of Accounts

[Input menu, General Ledger, Accounts] or

The company should follow a systematic method of assigning numbers to General Ledger accounts in order to classify them according to nature and position. The list of all accounts constitutes the Chart of Accounts. The structure of the Chart of Accounts is important to ensure that accounts are easy to locate and group for the purpose of producing financial statements.

The Chart of Accounts is used by multiple applications, which is why it is positioned within the System Manager.

 Essential Information: Chart of Accounts


Creating a Chart of Accounts

Several possibilities exist: Each button allows you to start up a chart of accounts in a different manner.

Select: Select a pre-defined chart of accounts from the Industry Sector group box then click Next.

Create: Click Create and, in the window displayed, enter each individual account (number, description and category).

Import: Click Import and specify the company folder from which to import the chart of accounts.

File: Click File then specify the location of the chart of accounts in .prw, .prn or .csv format, which may have been given to you by your accountant.

Regardless of the method, the Edit Chart of Accounts window is displayed allowing you to make any necessary changes.

Note:	The traditional General Ledger contains five account categories: Assets, Liabilities, Capital, Income and Expenses. Three additional categories are available: Bank, Allocation and Quantity. The Bank category is assigned to accounts held in financial institutions.


Accounts

[Input menu, General Ledger, Accounts] or

In the Account window, you can create and modify an account.

When the General Ledger is active, other features are available, such as alias and GIFI numbers and budget amounts for the period.

For more information, see Accounts under the Startup section of the General Ledger.


List of Accounts

[Report menu, General Ledger, List of Accounts] or

The List of Accounts window allows you to print the chart of accounts.

When the General Ledger is active, other features are displayed allowing you to include in printed reports, account balances, budget amounts and transactions posted to a specific account for a selected period.

For more information, see List of Accounts under the Occasional Tasks section of the General Ledger.


Chart of Accounts Modification

[Input menu, Utilities, Modify Chart of Accounts] or

When several accounts are to be modified or merged, the Modify Chart of Accounts window is displayed allowing you to indicate all changes prior to their application.


Modify Chart of Accounts

[Input menu, Utilities, Modify Chart of Accounts] or

The Modify Chart of Accounts window is used to merge two accounts or modify an account's name, number or category.

The Chart of Accounts currently used is displayed in the left table, whereas the right table presents the expected Chart of Accounts. Select the account to delete in the left table and the one to keep in the right table and click Merge [image]. To modify a name, number or category, select the element to modify in the right table and enter the modification.

Once the requests are finished, click Continue. Thus, the window is displayed to confirm certain parameters such as the alias number to keep when merging. Click Next. A new company is created with the new Chart of Accounts. In this new company, all transactions made using the accounts that have been deleted are now entered with the new account. Creating a new company allows you to open the previous one and restart, should an error occur.


Taxes

[Input menu, Company, Taxes] or

A tax is a levy established by the government as a percentage of the price of goods and services purchased. Most transactions made in Canada are subject to a goods and services tax (GST) and a provincial sales tax, such as the Québec Sales Tax (QST). Businesses pay taxes to their suppliers and charge taxes to their customers.

 Essential Information: The account numbers required for entering tax payment and collection transactions.


Tax Setup

[Input menu, Company, Taxes] or

The tax wizard guides the user through the process of creating the required taxes and tax groups.

Select GST or HST and a province to assign to the tax group, which will apply both the federal and provincial taxes.

Selct a province to create the federal tax (GST) and provincial tax selected, then a tax group that applies these two taxes.

Next, the accounts required to enter tax transactions must be selected: an account for taxes collected from customers to be paid to the government and another one for taxes paid to suppliers to be claimed from the government.


Tax

[Input menu, Company, Taxes] or

The Tax window supports tax creation and modification. In addition to the accounts, you can enter the company's tax number, such as the one assigned by the Canada Revenue Agency (CRA) for the GST/HST.

Under the Accounts tab, the type of tax credit for which you are eligible may be selected. When the credit is not 100%, the percentage must be entered in the Credit column under the Tax Rate tab.

Finally, under the Purchase and Sales tabs, all accounts in the Expenses and Income categories are selected by default. Those not included in the calculation of income and expenses subject to government taxes must be unselected.


Tax Wizard

[Input menu, Company, Taxes, [image]]

The Tax Wizard is a tool for creating taxes and tax groups. When the software is current, the current rates and application method are proposed.

1.	When no tax has been created for the company, the Tax Wizard launches as soon as a tax or tax group is displayed.

Hint: 	To launch the tool manually, click Tax Wizard [image] in the Taxes or Tax Groups input windows.

2.	In the Select Taxes to Create window, select a tax (GST or HST) to create the tax and a tax group that will apply it.

or

Select a province to create the federal tax (GST) and select a provincial tax, then a tax group to apply the two taxes.

3.	In the Tax Specifications window, verify the shortcut and tax rates then select the accounts required to enter transactions involving taxes: an account for taxes collected to be remitted to the government and an account for taxes paid to a supplier for which a claim will be filed with the government.

4.	In the Summary window, verify the parameters of the tax created and click Finish.

5.	In the Tax input window, you can define additional parameters such as the tax account, such as the GST/HST account assigned by the Canada Revenue Agency (CRA).

Under the Accounts tab, select the type of tax credit for which you are eligible. When the credit does not equal 100%, the percentage is entered in the Credit column under the Tax Rate tab. In addition, you can enter the minimum and maximum amounts for tax claims.

Finally, under the Purchase and Sales tabs, all Expense and Income accounts are selected. Unselect all those not to be included in the calculation of income and expenses for government tax reports.

6.	The taxes and tax groups are created.


Tax Groups

[Input menu, Company, Tax Groups] or

Use the Tax Group to group together taxes usually applied together and assign a keyboard shortcut.

Thus, when entering a transaction, pressing the shortcut once the total has been entered extracts the corresponding taxes and distributes the amounts in the proper accounts.


What areTax Groups for?

[Input menu, Company, Tax Groups] or

Tax extraction and the allocation of the amounts deducted from the proper account increases transaction entry.

A tax group is used to identify taxes corresponding to specific situations. Consider the following hypothetical situation where a $10 surtax is added to each transaction over $100 including taxes. It is possible to create a tax group to make the appropriate calculations.

Note: 	Taxes included in a tax group must be created individually. In order to indicate a fixed amount tax, modify the Type of the tax in question.

In the window displayed, identify taxes included in the group. Assign a name and shortcut to the tax group. This shortcut will be used when entering the transaction.

Click Automatic Tax Calculation [image] in order to calculate the taxes applicable and affect the proper accounts. When more than one tax group is available, the Tax Groups list window is displayed in order to select the appropriate group.

Hint:	Use the appropriate shortcut to apply taxes directly.


Security

[File menu, Backup Copy]

At all time, company data must be secure. Security can be ensured by limiting access using a password activating a lock and making regular backup copies.


Password

[Input menu, Company, Change Password] or

By assigning a password to the company you limit access to its data. The password must be entered to access the company.

You can also assign a password for each application.

Note:	The Customization and Security application supports the creation of users and passwords to limit access to certain windows and features.


Assigning Application Passwords

[Input menu, "Application", Password]

To assign a password to access an application

1.	Select the application for which to assign a password.

2.	In the Application toolbar, select "application name" Password .

The Change Password window is displayed.

3.	In the Old Password box, enter the old password attributed to the application.

Note : 	If no password was assigned, leave the field empty.

4.	In the New Password box, enter the new password attributed to the application.

5.	In the Confirm New Password box, enter the new password again.

6.	Click OK.

The new password is assigned to the application. From now on, the password is required to access the application's commands and features.


Lock

[Input menu, Utilities, Lock] or

[Edit menu, Options, General tab]

The lock is an additional security mechanism that blocks access to the program. It is activated by the Lock command or Ctrl+L. It can also be automated in the general options defined for the company. It activates automatically when no operation has been registered in the software for a defined period of time.

This feature is only useful when a password is required to open the company.


Backup Copy

[File menu, Backup, Make Backup Copy]

The backup copy allows you to store a copy of the company's data in a safe place from which it can be restored should the need arise.

Making backup copies is justified by many reasons including equipment failure.

In addition, as part of the year-end procedure, General Ledger transactions are deleted; data from the previous year are no longer accessible. Making a backup copy and recovering it in a new company allows you to maintain an archive of company data as at the closing of the fiscal year and enter adjustments provided by the accountant at your convenience.

Making regular backups is a good habit to develop. The frequency of backups should be based on the quantity of data entered on a daily basis.

Making a Backup Copy

Defining Multi-company Backup Copy

Filling Out the Backup Tab

Recovering a Backup Copy


Making a Backup Copy

[File menu, Backup, Make Backup Copy]

Note:	Only one user can be active in the company whose data are backed up.

1.	In the File menu, select Backup, then Make Backup Copy.

The Backup window is displayed.

2.	Under Backup, in the Destination group, select Disk to create a file saved on a removable read/write unit (diskette, ZIP drive, USB stick).

In the Options group, select options as needed.

Note:	It is recommended to select the Include Report Files, Include Report Generator Files and Include EFT Files options.

In the Format group, select Compressed.

Click Backup.

The Saving Backup Copy is displayed.

3.	In the Save In box, select the destination of the backup copy. The Backup folder of the company's directory is selected by default.

In the File Name box, enter the name of the backup file.

Note:	AcomBak.BAZ is entered by default. It is recommended to use a more evocative name such as « PeriodNb_XX », where Nb is the period number and XX is the year.

Click Save.

A status window displays the progress of the operation. A confirmation window is displayed next.

4.	Verify the information, make sure the target support is ready and click OK.

The backup copy is saved and the Backing up Files window is displayed.

5.	Click Finish.

The backup copy is done.

6.	To make sure that the operation was successful, see Recovering a Backup Copy.

For more information, see Backup Copy or Filling Out the Backup Tab.


Filling Out the Backup Tab

[File menu, Backup, Make Backup Copy]

Destination

Disk : Produces a file saved on a removable unit (diskette, ZIP drive, USB stick).

E-Mail : Sends an E-mail message with the backup copy attached.

Backup Options

Include Index Files: An index file is a file allocation table. If the index files are not included in the backup copy, they are created as needed.

Otherwise, the first free space on the disk is used to store a new element. Such method reduces file fragmentation, i.e. empty spaces that require defragmentation to free up space on a disk. Fragmentation slows down operations.

Include Additional Files: This option adds to the backup copy files that normally would not be covered. To be included, additional files must be stored in the company's folder. Plus an Acombak.txt file containing the list of additional files to include in the backup copy must be saved in the company's folder.

Note:	Use a word processor program to create the Acombak.txt file. Make sure to use the Text Format Only mode of the Save File window.

It is possible to use the asterisk as a wildcard to replace file names in the Acombak.txt file.

Example:	To add all Excel files regarding the company in the backup copy, type *.xls in the Acombak.txt file.

Format

Compressed with Password: To enter a password when creating the backup file. The password is required to restore the copy.

For more information, see Backup Copy or Making a Backup Copy.


Defining Multi-company Backup Settings

[File menu, Backup, Define Multi-company Backup Settings]

Note:	Only one user can be active in the company whose data are backed up.

1.	In the File menu, select Backup, then Define Multi-company Backup Settings.

The Multi-company Backup Settings window is displayed.

2.	Select the Companies to Backup tab.

3.	In the Settings group, click [image] to select a company to include in the multi-company backup operation.

4.	The Open Company window appears. Select a company and click Open to add it to the list.

Its backup information is displayed under the Backup Settings tab.

Repeat the select process as often as needed.

5.	Click Save [image] to save the multi-company backup configuration.

Backup configuration sets are BZS files. It is possible to recall a configuration saved earlier.

Each company’s individual backup copies are saved to their specific folder identified in the Destination group.

6.	Click Start Multi-company Backup to launch the operation according to the settings specified for each individual backup.


Filling Out the Backup Settings Tab

[File menu, Backup, Define Multi-company Backup Settings]

Settings

 Opens the Open Company list window that contains companies that can be included in the multi-company backup operation.

 Removes the selected backup configuration from the multi-company backup operation.

 Moves the backup configuration down in the list.

 Moves the backup configuration up in the list.

Name of backups: Identifies the individual backup configurations included in the multi-company backup operation.

That name is assigned in the Name of Backup group, in the Name box. By default, the name of the source folder is displayed when the backup configuration is first created.

Source company:	Displays the name of the folder and the path to the selected company’s directory. The name of the directory is displayed in the Folder box. It is possible to select the folder of the company using the Browse command.

Destination Group

Folder:	Contains the name and path of the folder where the backup copy will be saved. By default, the subdirectory Backup of the company’s folder is used.

It is possible to select the destination of the copy using the Browse command.

Filename:	Contains the name of the backup copy. By default, the name of the folder is displayed.

Maximum Number of Backups: When selected, displays the number of files to keep in the backup folder. Once the maximum is reached, the oldest file is replaced with the latest.

Backup Options

Include Index Files: An index file is a file allocation table. If the index files are not included in the backup copy, they are created as needed.

Otherwise, the first free space on the disk is used to store a new element. Such method reduces file fragmentation, i.e. empty spaces that require defragmentation to free up space on a disk. Fragmentation slows down operations.

Include Additional Files: This option adds to the backup copy files that normally would not be covered. To be included, additional files must be stored in the company's folder. Plus an Acombak.txt file containing the list of additional files to include in the backup copy must be saved in the company's folder.

Note:	Use a word processor program to create the Acombak.txt file. Make sure to use the Text Format Only mode of the Save File window.

It is possible to use the asterisk as a wildcard to replace file names in the Acombak.txt file.

Example:	To add all Excel files regarding the company in the backup copy, type *.xls in the Acombak.txt file.


Recovering a Backup Copy

[File menu, Backup, Recover Backup Copy]

1.	In the File menu, select Close Company.

The Open/New Company window is displayed.

2.	Cli Cancel.

3.	In the File menu, select Backup.

The Select the company to restore window is displayed.

4.	Click New.

The New Company window is displayed.

5.	In the Name of Company Folder box, enter the name of the company.

Note:	It is recommended to name the company «CompanyName_PeriodNb_XX» where Nb is the period number and XX is the year.

Click OK.

The Backup window is displayed.

6.	Select the relevant recovery options and click Recover.

The Protected Recovery option restores the original data should a problem arise with the recovery. However, a protected recovery extends the time required by the recovery operation.

The Opening Backup Copy window is displayed.

7.	In the Find In box, select the folder that contains the backup copy to recover. Click Open.

The Recovering Files window displays the progress of the recovery operation.

8.	When the recovery is complete, 100% is displayed. Click Finish.

The company created with the recovery opens. Close it.

The recovery of the backup copy is successfully completed.

9.	Remove and store the diskette, ZIP drive, USB stick, etc. in a safe place.

Hint:	Modifying the chart of accounts at this moment is quick and more accounts can be deleted as they contain no transactions. However such modification must be taken into account whent logging adjustment entries (Input menu, Utilities, Modify Chart of Accounts).

For more information, see Backup Copy

To carry on with the end-of-period procedure, see Running the End of Period Procedure.


Archiving

[Report menu, Company, Archives] or

Archiving is the process of creating .PDF-format reports and storing them in a common folder. The sub-structure of this folder is created as reports are produced and operations performed. Electronic archives simplify consultation and reduce required storage space and paper use.

In general, two types of reports are produced: those produced as part of required procedures, such as the daily report or payroll journal, and those produced as needed, such as the balance sheet and list of customers.

Archive copies of “required” reports are created and stored automatically upon their production. These reports are stored in .pdf format in the appropriate sub-folder. They are named according to location and title: folder.sub-folder.report title.pdf.

Hint:	To only generate the .pdf archive copy and skip report printing, select the Do not print required reports option (Company Information window, Company tab).

To archive an optional report, in the report editor, click Archive Report [image] to save the report in .pdf format in the appropriate sub-folder. The file is named according to its location and the title entered.

Finally, reports are managed in the Archives window.


Archives Window

[Report menu, Company, Archives] or

The Archives window is used to manage archived reports.

Note:	This window is displayed when the Archives box is selected under the Company tab (Company Information) window.

In the left part of the window, click a section name to display the title of the reports linked to it. Click a report title to display the corresponding archived reports in the right-hand section.

Right-click an archived report to display the contextual menu. Thus, the Open and Print commands become available for report consultation and printing. In addition, the Delete Selection from disk [image] and Send file by email [image] buttons are used to delete and email the selected report. Click Add a File [image], to add a file to the archives.

Hint:	Click Display sections with archived files [image] to hide empty sections. Click this button when it is active to display all sections.

Finally, to prevent any loss of information due to equipment failure, click Copy archive [image] to select the folder in which to copy archives and enter a range of dates to which report copies are to be restricted.

Hint:	Copy archives on a removable read/write media (USB key, ZIP drive, external hard drive) or in a folder from which a CD/DVD will be burned for storage.


Bank Archives

[Report menu, Company, Archives] or

Following the application of the new CPA (Canadian Payments Association) standards, a .pdf file containing check information can be downloaded from your financial institution’s Web site.

When the Bank Archives box is selected (Company Information window, Company tab), this file can be added to the Bank Archives/Checks section of the Archives window by clicking Add a file [image]. An account, a date and a password must be entered. It is then possible to search for information regarding a check.

The View in Bank Archive command is available in the contextual menu displayed from Transaction: Check, Payment: Check Payable to Supplier, and Employee Payment: Check windows. Thus, the information displayed in the window becomes the search subject.

In the Search [image] window in Advanced mode, (under Input/Utilities), enter the information to find, select the Bank Archives file type and launch the search.

In both cases, results present a list of the elements containing the character string in question. Double-click an element to see its details.


Main Window

The main window, displayed upon launch, gives access to the commands for displaying the windows required for your tasks.


Menu Bar

The Menu bar contains all the commands that can be activated. They are grouped according to the element that they reference.

File	The company

Edit	Text editing and configuration options

Operation	The window displayed

Entry	Input windows

Report 	Report windows

My Favorites	Customizable toolbar

Window	Management of displayed windows

Info	Access to all related information


Vertical Navigation Bar

[Main window] and [Edit menu, Options] or

The Vertical Navigation Bar offers another way of accessing program windows. Access it by clicking the Vertical Navigation Bar button located in the status bar (bottom left) or by placing the pointer on the left edge of the workspace.

At the top of the bar, you will find the most frequently used buttons of the Standard toolbar.

In the Find box, enter the information desired and click Find [image] to locate the element in the company’s data. Results are displayed in a report list of all elements containing the character string entered. Double-click any element to display its details.

From the contextual menu, select Search Internet and an Internet browser opens and the search is performed.

Hint:	Internet can be selected as the default search mode (Options window, Configure Vertical Navigation Bar button). The default search engine is selected under the Internet Search tab.

Access to Interface windows and the My Favorites and Option Windows toolbars is available followed by access to the most frequently used commands of the Input and Report windows for each application. Clicking an application name opens the section and displays available commands.

Finally, the Exit [image] and Lock [image] buttons are available.


Using the Vertical Navigation Bar

[Main window] and [Edit menu, Options] or

Click Lock [image] to anchor the Vertical Navigation Bar. Click Unlock [image] to allow its displacement.

Once anchored, the width of the Vertical Navigation Bar can be adjusted by positioning the pointer on the right or left edge. The pointer becomes a [image]; click and drag the edge to the desired width.

In addition, once the My Favorites section has been opened and anchored, items can be copied to it. First select the Move command in the contextual menu while pointing to the item to be added. The pointer becomes a [image]. Indicate the location for the item in My Favorites and left-click to place the item.

Finally, when Customization and Security is active, you can hide or move items. To hide an item, select Hide Item from the contextual menu while pointing to the item. To redisplay the item, simply select it in the Options window, under the appropriate application’s tab.

Finally, to move an item, the procedure is the same as for the My Favorites section, except that it is done within a section.


File Menu

The File menu contains commands that allow you to work on a document or file. Some commands from the File menu can also be found in the Standard toolbar.

Command	Icon	Usage
Create New Company ...		Displays the New Company dialogue box to allow for the creation of a new company.
Open Company ...		Displays the Open/New Company dialogue box to select which company to open.
Close Company		Closes the open company and displays the Open/New Company dialogue box to allow for another company to be open.
Remote Access via Internet
Print Setup ...		Displays the Default Printer Settings dialogue box to modify print settings.
Print...
System Configuration		Allows you to access the startup configuration commands   Note: This command is available when the Customization and Security application is active.
Backup ...		Displays the Backup dialogue box to allow for the selection of the data backup parameters.
Accountant		Allows you to access commands that let you send the company's accounting data to your accountant on disks or by E-mail and retrieve adjustment entries.
Recent Files		Displays the list of recently opened files.
Exit		Saves data and closes the program.


Edit Menu

The Edit menu contains commands that let you modify the contents of a file. Most commands of the Edit menu are also available through the Standard toolbar.

Command	Shortcut	Icon	Usage
Undo	Ctrl+Z		Cancels the effect of the last operation.
Redo	Shift+Ctrl+Z		Repeats the last operation made.
Cut	Ctrl+X		Removes the selection and places it in the Clipboard.
Copy	Ctrl+C		Places the selection in the Clipboard.
Paste	Ctrl+V		Inserts the content of the Clipboard at the cursor location. This command is only available if perform after a cut or copy operation.
Delete			Erases the selection without placing it in the Clipboard.
Options...			Displays the Options... dialogue box.


Window Menu

The Window menu contains options that let you choose how windows are to be displayed.

Command	Usage
Cascade	Displays windows as to only let their title bar show.
Tile	Displays windows side by side as to fill the whole screen.
Arrange Icons
Close All	Successively closes all opened windows.
Windows Open	Lists all opened windows in the order they were opened.

Window Arrangement

A window opens in the same location where it was last opened. Note that to move a window, you simply need click and hold the title bar and bring the window to its new location.

Other options are available to arrange the windows within the main screen. Windows can be placed in cascade or in tile format.

Cascade

With the cascade layout, windows are set so as to only let their title bar show. To bring a window upfront and render it active, simply click its title bar. Only the active window, the one in which you are working, is completely visible. A window can also be activated through the Windows Open box.

Tile

With the tile layout, windows are set side by side so as to let you work in a window while consulting another. Windows are resized as to fill the whole screen. The active window is identified by the color of the title bar (blue). To render a window active, simply click its title bar.

Window Activation

By clicking in a window, you bring it to the foreground and render it active. The active window is identified by its different color title bar (blue).


Standard Toolbar

The Standard toolbar, located in the upper-left corner contains shows buttons activating the most frequently used commands in the File and Edit menus.


More on the Standard Toolbar

The Standard toolbar is located in the upper left-hand corner of the main window, under the menu bar. It contains the Print Configuration icon as well as text edition commands. To use a feature, simply click its icon and follow the instructions displayed on screen.

Icons in the Standard Toolbar

Command	Shortcut	Icon	Usage
New Company			Lets you create a new company. You will also find this command under the File menu.
Open Company			Lets you locate and open a company. The command is also found under the File menu.
Default Print Settings			Lets you set up the default printing configuration of documents.
Search			Searches for the specified string in Acomba databases.
Undo Last Operation	Ctrl+Z		Cancels the last operation. The command is also found under the Edit menu.
Redo Last Operation	Shift+ Ctrl+Z		Repeats the last operation made. The command is also found under the Edit menu.
Cut	Ctrl+X		Removes the selection and places it in the Clipboard. The command is also found under the Edit menu.
Copy	Ctrl+C		Places a copy of the selection in the Clipboard. The selection is left in its location. The command is also found under the Edit menu.
Paste	Ctrl+V		Inserts the content of the Clipboard at the location of the cursor. The command is also found under the Edit menu.
Options			Displays the Options dialogue box where are defined functional parameters: input commands, reports, font size or which toolbars are displayed, etc.
Note:	Icons in the Standard toolbar are the only ones that cannot be identified with text.


Applications Toolbar

The Applications toolbar contains, per application, the buttons activating the most frequently used commands of the Input and Report menus.

A tab is added for each application activated. To move between tabs, use the arrows in the upper-right corner. In addition, when the many buttons are present, use the navigators at the end of the line to access those not visible.


More on the Application Toolbar

This topic presents all information regarding the Applications toolbar not addressed in the preceding topics.

Navigating with the keyboard: You can use arrow keys to navigate between buttons and tabs. Thus, when a tab is selected, the up and down arrows move one tab forward or one tab backwards, respectively. The right and left arrows move from one button to another. When a button is selected, the right and left arrows move to the next or previous button respectively. In addition, pressing Enter displays the window related to the button selected.

Note: 	Navigation is possible even when no list or input window is displayed.

Button Identification Format

General: By default, buttons are displayed in Icon and Text format. This identification format can be modified for all the buttons by selecting the appropriate option: Text, Icon or Icon and Text in the Button Format box (General tab, Options window).

Note: 	The general format is applied to all buttons for which an individual format has not been defined.

Individual: Individual button formats can be modified by clicking the button in question in the toolbar and selecting the appropriate option.

Size of the Applications Toolbar: You can adjust the size of the Applications toolbar. When the pointer is placed on the left extremity of the toolbar the arrow changes to [image]. Click and adjust the size as desired.

With Customization and Security, you can control button display and placement in toolbars. For more information, see Customize the Applications toolbar.


About the My Favorites Toolbar

[My Favorites menu, My Favorites toolbar]

The My Favorites toolbar can be customized. Add to it the commands needed to perform your tasks or those that are more difficult to access.

The toolbar is displayed in the same position as it was when the application was last closed. In addition, for each button, a command is added in the My Favorites menu.


What is the My Favorites Toolbar used for?

[My Favorites menu, My Favorites toolbar]

The My Favorites toolbar is a floating window displayed on top of all other open windows. The buttons created in this toolbar are therefore always available. Using the My Favorites toolbar gives you the option of closing the Standard and Application toolbars to save space.

By default, the toolbar presents five buttons: AR Interface, AP Interface, INV Interface and GL Interface as well as the Add a Favorite… button. These buttons are displayed according to the applications that are active. You can create up to 50 buttons.

All buttons are also available as a command under the same name in the My Favorites menu. In addition, when Customization and Security is active, each user can define his or her own My Favorites toolbar.

You can adjust the size of the My Favorites toolbar. The toolbar is displayed in the location it was positioned when the system was last closed.


Adding an Item to the My Favorites Toolbar
Adding an Item to the "My Favorites" Toolbar

To add an item to the "My Favorites" toolbar:

1.	Press the Add a Favorite... button.

The Add a Favorite... window is displayed. The left-hand column contains the applications and utility programs from which to select an item to add to My Favorites. The right-hand column contains the commands associated with the selected application.

2.	In the left-hand column, select the application from which to select a favorite to add to the toolbar.

3.	In the right-hand column, select the item to add to the "My Favorites" toolbar and click Add to Favorites.

OR

Right-click the item to add to the "My Favorites" toolbar.

The cursor changes to [image].

4.	Position the cursor in the "My Favorites" toolbar where the button should be added.

The cursor changes to [image].

5.	Click in the "My Favorites" toolbar to add the button.

The button is added to the "My Favorites" toolbar.


Removing a Button from the My Favorites Toolbar
Removing a Button from the "My Favorites" Toolbar

To remove a button from the "My Favorites" toolbar

1.	In the My Favorites toolbar, right-click the button to be removed.

The contextual menu is displayed.

2.	Select Remove Button.

A confirmation message is displayed.

3. 	Answer Yes to the Do you really want to remove this button from "My Favorites"?

The button is removed from the "My Favorites" toolbar.


Windows Toolbar

[Window menu, Windows Open]

The Windows toolbar presents a button for each open window. Regardless of whether or not the window is active, displayed in full-screen or reduced mode, each window is listed.

To bring a window to the forefront, simply click its button. If a window was reduced to icon format, it will be enlarged automatically.


Status Bar

The Status bar, at the bottom of the main window, shows the name of the button identified, the action possible or any current error messages.

Finally, the tab located to the right of the status bar allows you to adjust the dimensions of the main window when not displayed in full-screen mode.


Contextual Menu

The contextual menu, available in most windows, offers four commands from the Edit menu as well as those regarding the element identified by the cursor when the right mouse button is clicked.


What are Windows?

There are five categories of windows; each one created to fulfill a specific role.

Each category has an Operation toolbar corresponding to the commands most frequently used from the Operation menu.


An Input Window Is ...

The various elements must be defined in order to operate the application. For example, customers, terms of payment, discounts and accounts receivable sets required for the Accounts Receivable application.

An Input window contains elements required to create an element.


What is an Input Window?

An input window exists for each type of element. It consists of groups of boxes for defining element parameters. Once the input window is displayed, you can:

- create a new element

- view, edit or delete an element

- return to the corresponding list

Input windows are said to be modal when their display blocks which take precedence over all other commands or windows, including the main window. These windows are used for required operations, such as creating a file backup or opening a company.

For more information on input windows, see: Operation Menu and Toolbar, Arrow Keys, Contextual Menu, Integrated Calculator, Underlined Fields.


Operation Menu and Toolbar

The Operation menu is displayed whenever a list or input window is open. It is located between the Edit and Input menus.

The Operation menu contains the commands a user can perform in an input window. It usually contains 12 commands and seven shortcuts. The use of each of these commands is outlined below.

Command	Shortcut	Icon	Usage
New Item	Ctrl+N		Saves the item and clears all fields to allow for the creation of a new item.
Select an Item	Ctrl+A		Displays the item's list window to allow for the selection of a new item.
Save Item	Ctrl+S		After an item has been created, the command saves it and clears all fields to allow for the creation of a new item.    After an item has been modified, this command saves the item. The item is displayed to allow for further modifications.
Go Back to Original			Cancels all changes made to the item since it was last saved.
Delete Item			Deletes the selected item. The Delete item command is available as long as the item has not been used.
First Item	Ctrl+ Home		Displays the item that has the lowest value according to the selected sorting key. The sorting key used is the one selected in the item list window.
Previous Item	Ctrl+ PgUp		Displays the item whose value according to the selected sorting key precedes that of the displayed item. The sorting key used is the one selected in the item list window. After the New Item command has been performed, using the Previous Item command displays the last viewed item.
Next Item	Ctrl+ PgDn		Displays the item whose value according to the selected sorting key follows that of the displayed item. The sorting key used is the one selected in the item list window.
Last Item	Ctrl+ End		Displays the item that has the highest value according to the selected sorting key. The sorting key used is the one selected in the item list window.
Change Item Number			Allows for a new number to be assigned to the displayed item. The number must be unique as no two items can have the same number. The item number is made up of a maximum of x digits or alphanumerical characters.
Go Back to List			Saves the item, closes the window and displays the item list window. After selecting an item in the Search and Select Item window, saves the item, closes the window and redisplays search results.
New Item/Save Item			Saves the item as needed, clears all fields to allow for the creation of a new item.


Arrow Keys

It is possible to move within Input windows using direction keys. When a field is accessed, the cursor is placed at the end of the information it contains. Furthermore, as soon as a field is filled in, the cursor moves on to the next (except if the cursor is located in the primary key field while in View mode).

Left Arrow: 	Moves the cursor one character to the left. If the cursor is located in the first position of a field, it moves to the previous field. After it reaches the first field of the window, it moves to the last.

Right Arrow: 	Moves the cursor one character to the right. If the cursor is placed at the last position in a field, it moves to the next field. Please note that when accessing a new field the cursor is set at the end of the field so that it seems to move from field to field. After it reaches the last field of the window, it moves to the first.

Up/Down Arrow: Moves the cursor from field to field. When the cursor reaches the last field, it returns to the first, and vice versa. The up arrow moves the cursor to the previous field; the down arrow moves the cursor to the next field. If the cursor is located on a radio button, the Up/Down Arrows let you select another radio button from the same group.

Enter/Shift+Enter: 	Moves the cursor from field to field. If the cursor reaches the last field of the window, it moves to the first field, and vice versa. Shift+Enter moves the cursor to the previous field; Enter moves the cursor to the next field.

Tab/Shift+Tab: Moves the cursor from field to field. If the cursor reaches the last field of the window, it moves to the first field, and vice versa. Shift+Tab moves the cursor to the previous field; Tab moves the cursor to the next field.

Ctrl + + :	Moves the cursor from one tab to the tab on its right, when more than one tab is available. If the cursor reaches the last tab, it moves to the first.

Ctrl + – :	Moves the cursor from one tab to the tab on its left, when more than one tab is available. If the cursor reaches the first tab, it moves to the last.

Ctrl+Enter :	 When fields contain more than one line, such as the Comment field, pressing the Ctrl+Enter combination causes a line feed command, sending the cursor to the beginning of the next line.

F2:	While the cursor is located in a cell of a worksheet, pressing the F2 function key selects the content of the cell for editing.

Spacebar:	When the cursor is located in a scroll list field, pressing the spacebar displays the content of the list. Pressing the spacebar again closes it. When the cursor is located on a check box, pressing the spacebar checks the box and moves the cursor to the next field.

Alt + Down Arrow:	When the cursor is located in a scroll list field, pressing the Alt+Down Arrow combination displays the content of the list.

/ Key:	If the primary key is selected, pressing the slash key activates the Back to List command. It saves the item if needed, closes the window and displays the corresponding list window.

ESC Key:	Closes the input window.

Objects of an input window are part of a loop. Using the appropriate key allows you to go through every field of every tab of an input window and to return to the first field.

Warning: The New/Save command located in the upper right-hand corner of the window is part of the loop. Using the Enter key to loop will cause the activation of the Save command and will close the window.

Ctrl + M: Minimized/full-screen display of active window.


Contextual Menu

Right-clicking in an input window displays a contextual menu. By default the contextual menu contains at least all four editing commands (Cut, Copy, Paste and Delete). Other commands can also be included depending on the location from which the menu is called.

They are:

   - Select an Item from the input window

   - Select an Item from an underlined field

   - View/consult an Item from an underlined field


Integrated Calculator

A calculator is integrated to amount type fields, allowing you to perform basic arithmetic operations.

Position the cursor in the field and enter the operation using the numeric keypad. Available operations are addition (+), substraction (-), multiplication (*) and division (/). Press Enter to get the result.

Arithmetic conventions apply. The multiplications and divisions are first calculated and inserted in the operation. For same-level operations, the calculation proceeds from left to right. Thus 2000-1000*2 equals 0. The calculator first does the multiplication (1000*2), inserts the result in the operation and then proceeds with the substraction.


Underlined Fields


Underlined Fields

A field is said "underlined" when admissible value can be selected among a definite list. Two exceptions to that rule should be noted: the E-Mail and Web Site fields. Though underlined, they allow one instead to quickly access the address or create a new E-mail destined to the address entered in the box without having to launch another program or enter the information again.

Seven types of underlined fields are available: Dates, Periods, Scroll Lists, Fields Linking to Other Fields, Primary Key Fields, E-mail Addresses and Web Sites.

Positioning the pointer over an undelined field displays an info-bubble specifying the action performed by clicking the field. The same information is also displayed in the status bar.


Dates

Date field names are underlined. Clicking the field name brings up the Calendar input window, allowing you to select the desired date. The Calendar window can be accessed using one of many mehods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the box.

4.	The Operation menu contains the Select a Date command when the cursor is positioned in the Date field.

5.	The contextual menu contains the Select a Date command when it is called from within the Date field.

If the cursor is positioned in an empty Date field, the DD/MM/YY caption is displayed by default. Please note the date format can be modified using the Edit menu and selecting the Options... command. In the Options window select the Configuration tab and select the appropriate format from the Date Formats option group.

Furthermore, it is possible to drag and drop a date from the Calendar input window. Simply right-click the date (the pointer changes to [image]) in the calendar and left-click in the Date box of the input window. To show the area is suitable for the drop, the pointer changes to [image].

It is also possible to enter 2, 4 or 6 digits of the date in the Date field. The system will fill in the rest of the date as needed.


Periods

A field containing a period is underlined. It brings up the Select a Period window that allows the user to select a period. The Select a Period window can be accessed using one of many mehods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the box.

4.	The Operation menu contains the Select a Period command when the cursor is positioned in the Period field.

5.	The contextual menu contains the Select a Period command when it is called from within the Period field.

If the cursor is positioned in the Period field, the number of the active period is highlighted by default.


Scroll Lists

A scroll list is underlined as it allows for the selection of an item among a definite list of items. A scroll list can be accessed using one of many methods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the box.

4.	The Operation menu contains the Select a "Name of the scroll list" command when the cursor is positioned in the scroll list field.

5.	The contextual menu contains the Select a "Name of the scroll list" command when it is called from within the scroll list field.


Fields Linking to Other Fields

Among the information necessary to create a new item, there might be a link to another item already entered or one that needs to be entered. For example, a customer contains a reference to a sales representative. When such information is required, the list window for the item can be accessed using one of many methods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the field.

4.	The Operation menu contains the Select an Item command when the cursor is positioned in the field.

5.	The contextual menu contains the Select an Item command when it is called from within the field.

Furthermore it is possible to directly access the input window containing the information using one of many methods:

1.	Pressing the Shift+Ctrl+A key combination when the cursor is positioned in the field.

2.	The Operation menu contains the View an Item (pertaining to the underlined field) command when the cursor is positioned in the field

3.	The contextual menu contains the View an Item (pertaining to the underlined field) command when it is called from within the field.

4.	Double right-clicking the field displays an input window containing information on the item currently entered in the field.

With fields linked to other item types, the user can choose not to use these options and type any value in the field. If the item already exists then it is displayed in the input window. Otherwise, a message is displayed asking whether or not to create the item. If Yes is selected, an input window pertaining to the underlined field is displayed in creation mode with the primary key field already filled out. When the process is complete, the item is saved and displayed.

Once an item is displayed in such a field, the system ensures that it cannot be deleted.

Furthermore, it is possible to drag and drop an item to fields of this type. Simply right-click the item (the pointer changes to [image]) in the non-modal list and left-click in the appropriate box of the input window. To show the area is suitable for the drop, the pointer changes to [image].


Primary Keys

A primary key field is underlined. It brings up the list window pertaining to the item allowing the user to select a new primary key or a new item to view. Such a window can be accessed using one of many methods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the field.

With primary key fields, the user can choose not to use these options and type any value in the field. If the item already exists then it is displayed in the input window. If the item does not exist, it is created.

Furthermore, it is possible to drag and drop an item to a primary key field. Simply right-click the item (the pointer changes to [image]) in the list and left-click on the input window of the item. To show the area is suitable for the drop, the pointer changes to [image].


E-Mail

A field containing an E-mail address is underlined. It allows for the quick creation of an E-mail message destined to the address entered without having to launch the E-mail program or enter the address. The E-mail window can be accessed using one of the following methods:

1.	Clicking the field name.

2.	Pressing the Shift+Ctrl+A key combination when the cursor is positioned in the field.

3.	The Operation menu contains the Send E-mail message command when the cursor is positioned in the field.

4.	The contextual menu contains the Send E-mail message command when it is called from within the field.

Note:No message can be sent until an Internet link is activated.


Web Site

A field containg a Web site address is underlined. It allows for a quick access to an Internet Web site without having to launch an Internet browser or enter the address. The Internet browser can be accessed using one of the following methods:

1.	Clicking the field name.

2.	Pressing the Shift+Ctrl+A key combination when the cursor is positioned in the field.

3.	The Operation menu contains the Go to Web site command when the cursor is positioned in the field.

4.	The contextual menu contains the Go to Web site command when it is called from within the field.

Note:No Web site can be accessed until an Internet link is activated.


Default Card

Creating a default card consists of entering all repetitive information that has to be entered each time a new customer, supplier or contact is created. Using a default card means that this repetitive information will already be filled in upon creating a new customer, supplier or contact. This information can, however, be modified.

Those using Customization and Security can create specific default  cards for each user.

Here is the short procedure for creating a default  card.

To Create a Default Card

1.	In the Number field of a relevant input window, type DEF.

Note:	To create a specific default card for a user, type DEF-User Number. Example: DEF-Frances.

2.	Enter pertinent information in the appropriate boxes. This is the information that must be entered for each new customer.

Note: 	Once the default card is created for a user, enter all information specific to this user.

3.	Save the default card by clicking Save [image].

The default card is created and added at the bottom of the list window, under the Inactive tab.

Henceforth when a customer, supplier or contact is created, the boxes are filled in with information from the corresponding default card, unless the user whose code is entered has a specific default card. In this case, the specific default card is used.


A List Window Is...

The List window displays the list of the specific type of elements. They are classified according to the tab selected.

Double-click an element to display its input window.

To quickly locate an element, according to number (under the Number tab), for example, simply type the first characters of the number in question and the selection will be made accordingly.

Tip:	To display a list of elements that meet particular criteria, use the Search function.


What Is a List Window?

A list window contains sorted information of a specific type. That information has been entered or compiled from input window entries.

Once the information is displayed, it is possible to:

- sort data according to different criteria

- modify how the information is displayed

- determine the quantity of data to display

- display the information in the corresponding input window to allow for consultation, modification or item creation

Two types of lists can be found:

- The first one is called from menus and serves mainly to consult information contained in the list.

- The second is called from within another window and serves to facilitate the operation in progress. The user must select an item from the list to carry out the operation. No action is possible until a selection is made.

It is possible that while performing an operation you forget, for example, the number of the account to affect or the number of the report format to use. List windows are there to provide this information.

A list window is available for all underlined fields. To access the list window, simply click the name of the field or type a question mark in the field. In the list window, use the mouse or direction keys to select an item and press Enter to insert the information in the field.


Operation Menu and Toolbar

The Operation menu is displayed whenever a list or input window is open. It is located between the Edit and Input menus.

Command	Shortcut	Icon	Usage
New Item	Ctrl+N		Displays an item's input window in support of the creation of a new item.
View/modify Item	Ctrl+A		Displays the item's input window, which contains information on the selected item for consultation or modification.
Update			Updates the content of the item's list window following modification by a user.
Options...			Displays the Options dialogue box, which contains commands for adding or deleting columns in the item's list window.


Arrow Keys

Arrow keys can be used to move the pointer within a list window.

Left/Right Arrow: Moves the pointer from one tab to the next in list windows and between fields within an input window.

Up/Down Arrow: Moves the pointer up and down in a list and between fields in an input window.

Home/End Key: Moves the pointer to the first or last item in a list.

Page Up/Page Down Key: Moves up or down one page at a time in a list. A page must contain at least three (3) items.

ESC, / : Closes the list.

Press Enter or simply double-click to display the supplier selected in the input window or field from which the list was displayed.

Ctrl + M: Minimized/full-screen display of active window.


Update

More than one user can work at once on a company file. Input from these users should be updated regularly.

Updating data can be achieved using any of these methods:

- by clicking the Update icon

- automatically every time a user accesses the list

- automatically at intervals specified by the user

The automatic update options are selected through the Options window, under the General tab, in the Update of Application and Input Windows. Select the option to activate.


Search in a List

Search by Index

To easily find an item by its number, you only have to enter the first digits of the number you are looking for and the selection will move to the first item starting with these digits.

For example, you are looking for supplier 4589. Enter 4 : the first number beginning with 4 is selected. Then enter 5: the first number beginning by 45 is selected. Proceed like this until the right supplier number is selected.

Or you could even search for the "Clearance Sale" discount. Enter C: the first description beginning with C is selected. Then enter L: the first description beginning with CL is selected. Proceed like this until the right discount description is selected.

The Backspace key is used to delete search characters.

The Enter key and double-click are used to display the item selected in the input window or in the box from which the list was displayed.

Search Tool

At the bottom of the Accounts, Addresses, Projects, Customers, Suppliers, Products and Employees list windows you will find a search tool.

The Look up box is used to enter search characters in all boxes of all the items displayed in the list window. Click OK to display the Find and Select Product window displaying the list of items for which the characters in question are found in at least one box.

Select the Exact box in order to find the items that contain exactly the criteria in the Look up box.

For a more detailed search, the Look up function available under the Utilities tab is used to search through all the software's items by taking into account the selected applications.


Tabs and Sorting Keys

The various tabs of a list window actually represent sorting criteria of the information contained in the list. Under each of these tabs, values are sorted in ascending order.


Resizing and Moving Columns

Column width is adjusted using the mouse. When the pointer is located between two column headers, it changes to [image]. Them click and hold the left button of the mouse and resize the column to the desired width.

Column order can be modified using the mouse as well with the drag-and-drop technique. Right-click a column header to capture the column. The pointer changes to [image]. Simply move the pointer to the new location of the column and click.


Drag and Drop

The right mouse button has been programmed to perform the drag-and-drop action in list windows. The drag-and-drop technique can be used to rapidly display an item.

To drag and drop an item

1.	Select an item by right-clicking it in the list window.

Once the item is selected, the pointer changes to [image].

2.	Drop the item by clicking:

- on the desktop

The selected item is displayed in a new appropriate input window.

or

- in an appropriate input window

The selected item is displayed in the input window.

or

- in a field of a similar type

Information is displayed in the field.

Note: The pointer changes to [image] when passing over an area where the object could be dropped.


Interface Windows

This type of window displays a condensed version of elements contained in certain input windows, such as suppliers, addresses and sales representatives.

In addition, a command zone is located at the bottom of the window. The buttons shown activate the commands for the selected element. For example, a report is produced for the customer currently displayed.

Tip:	When the Customization and Security window is active, each user can define the contents of the command zone.


Contact Concept

The contact concept is central to interface function. Everything revolves around the contact, which is the means of accessing the various interfaces.

What is a contact? It could be a customer, supplier, employee, address or product according to the programs you use. After selecting a contact the corresponding information will be displayed in the appropriate interface.


Report Windows

The Report window serves to print information regarding the elements created as well as to analyze this information. Various parameters can be defined to produce multiple reports.

Tip:	Save a group of parameters as a template that can be used as needed.


What is a Report Window?

A report window is composed of a combination of boxes that allow the user to define the contents of a report before producing it. Once the report window is displayed on screen, you can:

- create a new report layout

- view, modify or delete an existing report layout

- save or rename a report layout

For more information on the report window, see any of the following topics:

The Operation Menu and Toolbar, Direction Keys, Contextual Menu, Integrated Calculator, Underlined Fields, Creating Report Formats, Producing Reports, Report Output Modes, Report Formats, Opening an .ARF Report


The Operation Menu and Toolbar

When a report window is displayed on screen, an Operation menu appears in the menu bar of the program, between the Edit and Input menus.

The Operation menu contains commands the user can perform from the report window. It usually contains six commands and specifies one shortcut. The purpose of each of these commands is described below.

Command	Shortcut	Icon	Usage
Save			Saves modifications made to the active report model. The information stays on screen for further modifications.
Save As...			Creates a report format by saving the selection under the specified name.
Go Back to Original			Discards modifications made to the active report model since it was last saved.
Rename...			Allows the user to give a new name to the active report model. The model name serves to identify the report model and list it. A report model name can contain a maximum of 90 characters.
Delete			Deletes the active report model.
Produce	Ctrl+P		Closes the window and produces the report using specified parameters.
Close			Saves the selected report format and closes the window.
Stop Report Production			Terminates report production. The displayed portion of the document remains on screen.
Save Print Setup			Saves report configuration (column width and order, etc.) for future use.
Report Models			Options available when producing reports. Formats are created using the Save As command. Select the required option.


Arrow Keys

It is possible to move within Report windows using direction keys. When a field is accessed, the cursor is placed at the end of the information it contains. Furthermore, as soon as a field is filled in, the cursor moves on to the next (except if the cursor is located in the primary key field while in View mode).

Up/Down/Right/Left Arrow: Moves the cursor from option to the next in an option group. When the cursor reaches the last option, it returns to the first, and vice versa.

Enter/Shift+Enter: 	Moves the cursor from field to field. If the cursor reaches the last field of the window, it moves to the first field, and vice versa. Shift+Enter moves the cursor to the previous field; Enter moves the cursor to the next field.

Tab/Shift+Tab: Moves the cursor from one option group to the next. If the cursor reaches the last option group of the window, it moves to the first option group, and vice versa. Shift+Tab moves the cursor to the previous option group; Tab moves the cursor to the next option group.

Ctrl+Enter 	 When fields contain more than one line, such as the Comment field, pressing the Ctrl+Enter combination causes a line feed command, sending the cursor to the beginning of the next line.

F2:	While the cursor is located in a cell of a worksheet, pressing the F2 function key selects the content of the cell for editing.

Spacebar:	When the cursor is located in a scroll list field, pressing the spacebar displays the content of the list. Using the Up/Down arrows or typing the first letter in the name of an option makes it possible to select an option. Pressing the Enter key selects the option and moves to the following field. When the cursor is located on a check box, pressing the spacebar checks the box and moves the cursor to the next field.

ESC, / Keys:	Closes the input window.

Objects of a report window are part of a loop. Using the appropriate key allows you to go through every field of every tab of a report window and to return to the first field.

Warning: The Produce command located in the upper right-hand corner of the window is part of the loop. Using the Enter key to loop will cause the activation of the Produce command and will close the window.


Contextual Menu

Right-clicking in a report window displays a contextual menu. By default the contextual menu contains at least all four editing commands (Cut, Copy, Paste and Delete). Other commands can also be included depending on the location from which the menu is called.

They are:

   - Select an Item from an underlined field

   - View/consult an Item from an underlined field


Integrated Calculator

A calculator is integrated to amount type fields, allowing you to perform basic arithmetic operations.

Position the cursor in the field and enter the operation using the numeric keypad. Available operations are addition (+), substraction (-), multiplication (*) and division (/). Press Enter to get the result.

Arithmetic conventions apply. The multiplications and divisions are first calculated and inserted in the operation. For same-level operations, the calculation proceeds from left to right. Thus 2000-1000*2 equals 0. The calculator first does the multiplication (1000*2), inserts the result in the operation and then proceeds with the substraction.


Underlined Fields


What are Underlined Fields?

A field is said to be "underlined" when admissible values can be selected from a predefined list.

Four types of underlined fields are available: Dates, Periods, Scroll Lists and Fields Linking to Other Fields.

Positioning the pointer over an undelined field displays an info-bubble specifying the action performed by clicking the field. The same information is also displayed in the status bar.


Dates

Date field names are underlined. Clicking the field name brings up the Calendar input window, allowing you to select the desired date. The Calendar window can be accessed using one of many mehods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the box.

4.	The Operation menu contains the Select a Date command when the cursor is positioned in the Date field.

5.	The contextual menu contains the Select a Date command when it is called from within the Date field.

If the cursor is positioned in an empty Date field, the DD/MM/YY caption is displayed by default. Please note the date format can be modified using the Edit menu and selecting the Options... command. In the Options window select the Configuration tab and select the appropriate format from the Date Formats option group.

Furthermore, it is possible to drag and drop a date from the Calendar input window. Simply right-click the date (the pointer changes to [image]) in the calendar and left-click in the Date box of the input window. To show the area is suitable for the drop, the pointer changes to [image].

It is also possible to enter 2, 4 or 6 digits of the date in the Date field. The system will fill in the rest of the date as needed.


Periods

A field containing a period is underlined. It brings up the Select a Period window that allows the user to select a period. The Select a Period window can be accessed using one of many mehods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the box.

4.	The Operation menu contains the Select a Period command when the cursor is positioned in the Period field.

5.	The contextual menu contains the Select a Period command when it is called from within the Period field.

If the cursor is positioned in the Period field, the number of the active period is highlighted by default.


Scroll Lists

A scroll list is underlined as it allows for the selection of an item among a definite list of items. A scroll list can be accessed using one of many methods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the box.

4.	The Operation menu contains the Select a "Name of the scroll list" command when the cursor is positioned in the scroll list field.

5.	The contextual menu contains the Select a "Name of the scroll list" command when it is called from within the scroll list field.


Fields Linking to Other Fields

When specifying items to include in a report, there might be a link to another item already entered or one that needs to be entered. When such information is required, the list window for the item can be accessed using one of many methods:

1.	Clicking the field name.

2.	Double-clicking in the box.

3.	Pressing the Ctrl+A or Shift+/ (or Shift+é for French keyboards) key combinations when the cursor is in the field.

4.	The Operation menu contains the Select an Item command when the cursor is positioned in the field.

5.	The contextual menu contains the Select an Item command when it is called from within the field.

With fields linked to other item types, the user can choose not to use these options and type any value in the field. If the item already exists then it is displayed in the input window. Otherwise, a message is displayed asking whether or not to create the item. If Yes is selected, an input window pertaining to the underlined field is displayed in creation mode with the primary key field already filled out. When the process is complete, the item is saved and displayed.

Linked boxes are receivers, which means they can receive an item entered with the contextual menu functions. An item can be entered by using the Copy or Cut command of the contextual menu then pasted in another linked box using the Paste command.


Producing Reports

[Report menu]

1.	Displays the desired report window.

2.	Select appropriate parameters to determine the elements to include in the report.

OR

Click Contextual Help [image] located in the window's title bar then click an option. The description is displayed.

Hint: 	Ensure that the Activate Help Bubble [image] button of the Standard toolbar is pressed before using the Contextual Help [image] button in order to permanently display the help bubble which content is adjusted according to the pointer's position.

Note: 	To produce a report using an existing report template, select the desired template in the Report Models field and save it uder a new name. For more information, see Creating Report Templates.

3.	Select appropriate output. For more information, see Report Output Modes.

4.	Click Produce to produce the report.

The report is produced using the selected parameters.


Creating Report Templates

 [ Report menu]

This is the procedure to follow to create report templates.

Report Template Creation

1.	Displays the desired report input window.

2.	Select the required parameters. Parameters define items included in the report and how to produce it.

 3.	Save the report model by clicking Save As [image].

The Save As window appears.

4.	In the Save Current Settings Under Label field, enter the name of the report model.

The name serves to identify and list the report models. It contains up to 90 characters.

5.	Select the Make available to all users box for the report template to be available to another user.

Note:	This box is available when the Customization and Security application is active.

6. 	Click OK.

A new report model is added to the list of report models for this particular report input window.

The [image] icon is displayed when the selected template is only available to the user who created it while the [image] icon is displayed when the selected template is available to all users.

Note:	A global report template is available to users for whom the Access to Global Report Labels option is activated in the User window, under the Company tab.

In the drop down menu, templates are classified like this: the Default template is always first, then the templates available for all users are grouped before those available only for the user then by alphabetical order.

Note :	The name of the template saved when the Expert application is launched is in italics.

Hint:	Any modification to the report window is automatically saved in the template. Before using the active template as a starting point for a new report template, save it under a new name before making changes thus retaining the original template.

For more, see Saving Report Configurations.


Report Output Modes

Four report output modes can be used.

Screen: Displays the Report Editor window so that the user can review and modify the report layout. For more information see Report Editor and Report Layout.

Printer: Allows the user to print the report or send it by fax.

Disk: Allows the user to save the report on disk, hard drive, CD, etc.

E-Mail: Allows the user to send the report by E-mail as an attached document.

Note:	When either Disk or E-mail is selected, the user must specify the format of the file. For more information, see Report Formats.


Report Formats

When either Disk or E-Mail is selected, the user must specify the file format. The available formats are:

Format	Software used to open the file
ARF	Acomba Report Editor   For more information, see  Opening an .ARF Report.
TXT	Spreadheet
RTF	Word processor
XML	Web page editor
PDF	Acrobat Reader


Opening an .ARF Report

This is the procedure required to open a report that was saved as an .ARF report.

1.	In the Report menu, select Open...

2.	In the Open window, select the report to be viewed.

3.	Click Open.

The report is displayed in the report editor window.


How to Use the Archived Tab in Journals

[Report menu]

This topic explains how to use the Archived tab. This tab contains the elements required to consult and delete previously produced journal-type reports.

Regardless of the journal-type window displayed, the table presents a list of produced reports. When the Details button is pressed, each line represents an archived report. The table has 2 columns containing the number of the order in which the report was created as well as the creation date and time. [Display only]

Hint:	To reproduce an archived report, select the report in question and click Produce.

Note:	Archived reports cannot be altered.

Note:	In the Remittance Journal window of the Payroll application, the third column presents the type of remittance made.

Specific Commands: The table details the buttons on the toolbar of the Archived tab that are not displayed in the standard report windows.

Command	Icon	Function
Delete Selected Report		Deletes the selected archived report.
Large Icons		Shows each archived report accompanied by a large icon. Icons are arranged horizontally.
Small Icons		Shows each archived report accompanied by a small icon. Icons are arranged horizontally.
List		Shows each archived report accompanied by a small icon. Icons are arranged vertically.
Details		Shows each archived report accompanied by a small icon. Icons are arranged vertically and the creation date and time are displayed together in a separate column.


Report Editor

[Report menu]

The report editor presents the results of a query defined in the report window.

It supports report page layout prior to printing.

When viewing a report for analysis purposes, double-clicking an element displays the original transaction in the input window so you can see where it comes from.

In addition, information presented can be copied to a word processor or electronic spreadsheet.

Tip:	To add amounts, select them and activate the Add command in the contextual menu available by clicking the right mouse button. Once displayed, the Sum window remains available for a new selection.


Operation  Menu and the Report Editor Toolbar

[Operation menu]

The Operation menu is displayed whenever the Report editor is open. It takes place between the Edit and Input menus.

The Operation menu contains the commands a user can perform from the Report Editor. It contains 18 commands, many of which can be found in the window toolbar and, in some cases, in the contextual menu. The use of each of these commands is outlined below.

Command	Shortcut	Icon	Usage
Print Report			Displays the Printing dialogue box that lets you set printing settings for the report and print it.
Preview			Displays the report on screen as it will be printed. For more on report editing and layout, see Report Layout.
Print Setup...			Displays the Print Setup dialogue box to let you set the report printing settings.
Send via Internet...			Displays the Internet Transmission window where the report format is selected, then the Send E-mail window where the recipient's information is entered.
Save Report As...			Allows for the report to be saved in the selected location under one of the proposed formats: .ARF for the Acomba format; .TXT for spreadsheet; .RTF for word processors; .XML for a Web page format.
Save Print Setup			Saves the report layout for a future production.
Archive Report			Saves the report in .pdf  format under the name specified and files it in the archives. Note: This button is displayed when the Archives option is selected (Company Information, Company tab).
Stop Report Production			Stops the ongoing report production.
Password...			Displays the Change Password window to allow the user to assign a password to the report before it is saved. That password will be required to access the report.
Customization			Contains five options that allow for the customization of report presentation. For more information, see Report Customization.
Windows/DOS Printing			Toggles report printing mode between Windows and DOS.
Mode			Toggles report display modes between Paper and Spreadsheet.
Grid			Displays the content of the report in a grid.
Line Spacing			Displays a bar that allows you to adjust the line spacing in the report.
Global Font...			Displays the Font dialogue box to allow for the modification of the font being used in the report. The command is available if the Windows printing mode is activated. For more, see Modifying Font in a Report.
Title			Displays the Title box that contains the title of the report.
Ascending Sort			Sorts data in ascending value according to the first column or the selected column. The command is only available when the Spreadsheet display mode is activated.
Descending Sort			Sorts data in descending value according to the first column or the selected column. The command is only available when the Spreadsheet display mode is activated.
Search...	Ctrl+F		Displays the Search dialogue box that lets you look for a string of characters in a report. For more see Search in a Report
Align...			Displays the Align dialogue box that allows for the modification of how information is displayed in a cell or on a line.
Activate Word Wrap			Activates the Word Wrap function for every cell of the report. For more information, see Alignment.
Specific Font			Lets the user create a specific font combination and apply it to the selected area. For more see Modifying Font for Part of a Report
Go Back to Input Window			Closes the Report Editor and displays the report input window.


Arrow Keys

Once a report is displayed in the Report Editor, direction keys can be used to navigate through it.

Up and Down Arrows: 	scrolls the report up and down respectively.

« / » key: runs the Go Back to Input window command that closes the Report Editor and displays the corresponding input window.

ESC key: closes the Report Editor.


Contextual Menu

Right-clicking in the Report Editor displays a contextual menu that contains commands of the Operation and Edit menus. Commands available change according to the window.

Command	Usage
View	Starts the drill down command. For more information, see Drill Down Operations.
Copy	Copies the selection to the Clipboard.
Copy to word processor/copy to spreadsheet	Depending on which display mode has been activated, this command copies the selection for use by a word processing program when using Paper mode or to a spreadsheet program when using the Spreadsheet mode.
Select All	Selects the entire report.
Select by Font	Displays the Font dialogue box that allows for the selection of a font. Then click OK so all characters in that font contained in the report are selected.
Cancel Selection	Cancels the selection. Highlighted sections revert to normal.
Align	Displays the Align dialogue box where you can choose the horizontal and vertical alighment for the cell or line contents.
Specific Font/New	Select a new font and apply it to the selection. The selected font is added to the list of previously defined fonts.
Specific Font/ Already Defined	Select the font to apply to the selection among those previously defined.
Specific Font/ By default	Applies the default font. For information on changing font, see Modifying Font in a Report and Modifying Font for part of a Report.
Add	Adds the amounts selected. For more information, see Adding Ammounts in a Report.


Report Customization

Report layout can be customized to meet your requirements. It is possible to resize columns, move them around, change font, insert page breaks, etc. The Report Layout topic outlines the possibilities.

To be able to use a report layout, it is necessary to save it first. For more information, see Save Report Layout.


What is Report Customization?

To produce reports suitable to your situation and needs, they should be customized. To do so, you can edit layout: position columns in the desired order, select specific fonts for reports sections, insert page breaks, etc. The possibilities are detailed in What is Report Layout? .

To save a layout for reuse, it must first be saved. For information on saving layouts, see Saving Report Configurations.


Saving Report Configurations

This topic outlines the procedure to follow to save report configurations.

To define and save a report configuration

1.	Display the appropriate report window.

2.	Select the report template to produce.

or

Create a report template. For more information, see Creating Report Templates.

3.	Click Produce to produce the report.

4.	The report is displayed in the Report Editor window.

In the Report Editor, adapt the report layout to suit your needs. See Report Layout for more information.

.

5.	Save the modified layout. To do so, click Save Print Setup [image] or display the Operation menu, select Customization and click Save.

Note:	To revert to the basic report layout, display the Operation menu, select Customization and click Go Back to Default Format.

Note: 	To cancel changes to the layout, display the Operation menu, select Customization and click Go Back to Original.


Sorting Data

To sort data displayed in a report

1.	Activate the Spreadsheet display mode.

   	To do so, click Paper/Spreadsheet [image] or display the Operation menu and select Mode.

2.	Highlight the columns whose data are to be sorted. If no selection is made, data are sorted according to the leftmost column.

3. 	To sort data in ascending order, click Sort in ascending order [image] or display the Operation menu and select Ascendant Sorting. For a descending sort, click Sort in descending order [image] or display the Operation menu and select Descendant Sorting.


Search

The Search function can be used to locate information within a Report Editor.

To locate information in a report:

1. Click Search [image] or display the Operation menu and select Search...

The Search dialogue box is displayed.

2. In the Search box, type the string to locate.

3. Select the Respect Upper Case, Lower Case, and Accents as needed.

The search takes this information into account.

4. Click Search. To cancel the operation, click Cancel.

 	All occurrences of the string are highlighted.

6. The Next button is displayed if more than one occurrence is found. To move to the next occurrence of the string, click Next.

 	If no occurrence of the string is found, a message is displayed.


Drill Down Operations

From the Report Editor, you can use the View command to retrace the origins of any accounting information.

To use the View command from a report window

1. Position the pointer over a transaction's iinformation or select the data.

2. To display the transaction's details, you can:

- right-click and select View from the contextual menu. The transaction's details are displayed in the input window.

- double-click the transaction. The transaction's details are displayed in the input window.

3. From the input window, other information can be obtained. Right-click a value and select Transaction Information from the contextual menu. The time and date of inscription and modification of the transaction and whether or not it has been reconciled are displayed. When using Customization and Security, Transaction Information also identifies the user who entered or modified the transaction.


eXplic

The eXplic function lets you rapidly and easily get to the source of any accounting information. The eXplic function is available from any report or list. To use the eXplic function, either double-click the left button or right-click, depending on the information needed.

To Display a Transaction from a List or Report

Double-click the amount or the transaction number to display it in the Entry window.

To Display an Account Description from a List or Report

Double-click the account number. The information will be displayed in the Account window. Items included are account description, periodic balances and budgets.

To produce a list of accounts with transactions for a specific period, from the Account window

Right-click the current balance of the specific period. Select View General Ledger for Period: X from the contextual menu.

To Get Information about a Transaction

Right-click the account number or the transaction amount. A contextual menu is displayed. Select Transaction Information. By default, it provides date and time of entry and whether or not the transaction has been reconciled. If the Customization and Security program has been installed, it also identifies the user who entered or modified the transaction.


Adding Amounts

 [Report menu]

To add amounts in a report

1. Using the mouse, select the amounts to be added.

2. Right-click and select Add from the contextual menu.

The Sum box is displayed. It contains the result.

Note:	While the Sum dialogue box remains open, the result displayed changes as amounts are selected.


Report Layout

Report layout can be modified through the Report Layout window.

For more information, select one of the following topics:

Specific Font

Adjusting Line Spacing

Alignment

Columns

Page Break


What is Report Layout?

[Report menu]

You can modify the layout of a report displayed in the Report Editor. Here you can adjust the overall font, sort information, set line spacing, etc.

For more information, see the following topics: Specific Font, Adjusting Line Spacing, Alignment, Columns, Page Break.


Specific Font

To modify the font used for a section of a report

1. Select text portions to be modified.

2. Right-click the selection.

A contextual menu is displayed.

3. Select Font:

•	To select a new font: select New... The Font dialogue box is displayed. Select font settings and click OK.

•	To apply a previously defined font to the selection, select Already Defined. The Font dialogue box is displayed. Select the font and click OK.

•	To apply the default font to the selection, select By Default.


Adjusting Line Spacing

To adjust line spacing

1. Click Adjust line spacing [image].

A scroll bar is displayed.

2. Slide the adjustment bar or click at the bottom of the scroll bar until the line spacing suits your needs.

3. Once the adjustments are made, close the adjustment window by clicking Adjust line spacing [image] again.

To adjust line height

1. In the grey group box left of the report area, position the pointer in the line header so as it changes to [image].

2. Click and hold the left button then slide the pointer to adjust line height.

3. Release the button when the desired height is reached.

Note: 	Adjusting column width is only possible in Windows printing mode.


Alignment

[Report menu]

To align cell content:

1. Select cells for which you want to set the alignment.

2.	Select Align from the Operation or contextual menus.

The Align dialogue box is displayed.

3. Set the desired vertical and horizontal alignment.

4. Click OK to apply the new settings.

Note:	When Automatic Word Wrap is selected, texts that exceed one line are displayed on multiple lines within a given column.


Columns

[Report menu]

Column Display

When in Paper mode, information is grouped together. Column headers are compressed. To display headers, click on arrows at the rightmost end of the header bar [image]. Or using the leftmost arrows [image], the user can display one header line at a time.

In Spreadsheet mode, information is displayed on a single line.

Printed Columns

When using the Windows printing modem, columns whose names are underlined are printed.

When using DOS printing mode, columns whose names are capitalized are printed.

Printing Area

A yellow line in the header bar shows the page edge. Information displayed left of that line is printed on a different page.

In DOS mode, character pitch can be adjusted so as to print more or less information on a single line.

Moving Report Columns

1. Right-click the header of the column to move.

2. Hold the button and drag the pointer to the new location of the column.

3. Release the button.

The column is displayed in its new location.

Note: Columns can be moved as often as needed. Column width can also be adjusted.

Modifying Column Width

1.	Position the pointer over the edge of the header of the column to be resized so the pointer changes to [image].

2. 	Click and hold the left button of the mouse and slide the pointer until the column has the desired width.

3. Release the button.


Page Break

[Report menu]

To Insert a Page Break

1.	In the grey group box left of the report area, right-click the line header where the page break is to be inserted.

The message Do you want to insert a page break? is displayed.

2. 	Click Yes.

 	A circle is inserted in the margin where the page break has been inserted.

To Remove a Page Break

1. 	Right-click the symbol of the page break in the margin.

The message Do you want to remove a page break? is displayed.

2.	Click Yes.

The page break is removed and its symbol disappears.


Keyboard

Use the navigation keys and keyboard shortcuts to speed up your movements and selections. We stress keyboard use as it is the quickest means of navigating.


Navigation Keys

A navigation key is a key or a sequence of keys used to move between boxes or windows within the software.

Enter, Arrows	Moves the cursor back and forth and between boxes.

Tab, Shift+Tab

« / » or « é »	Closes a list window, or in an Input window, displays the list window.

« ? », Shift+/	In a underlined field, it displays the list window for the element.

or Shift+é

Esc. (ESC)	Saves and closes the window displayed.

Ctrl+Tab	When several windows are displayed, it activates the next window.

ALT	Activates the Menu bar or a command

selected with the arrows or an

underlined letter.

Note:	For each window category, a topic presents an exhaustive list.


Keyboard Shortcuts

A keyboard shortcut directly activates menu commands.

To know the keyboard shortcut assigned to a command, look in the Menu bar or, to obtain a table showing all the shortcuts, print FAQ 297 Keyboard Shortcuts from the Private Server.


Integrated Calculator

All boxes in which an amount can be entered have a calculator option. The calculator operates with the number pad; to obtain the result, press Enter. All calculations are made according to standards rules of arithmetic.


Options

[Edit menu, Options] or

The Options window contains parameters for defining general presentation and company operation.

Under the General tab, you find the display parameters for toolbars, menus and windows, keyboard use, window update and default printer selection.

Under the Configuration tab, you find font and language (French/English) parameters as well as the display format for dates and numbers.

Under the Appearance tab, you find parameters for defining background and toolbar color to help identify the company. In addition to facilitate the identification of certain entry windows, an identification bar can be added to accounting operation windows such as Invoicing, Entry and Payment.

Under the Internet tab, you find parameters for downloading software updates. In addition, you can define parameters for sending lists, reports and backup copies via Internet, such as the email address and server.

Finally, under the Internet Search tab, you can define the search engine to used by default upon activating the Search Internet command in entry boxes or with the Find box.

Hint:	Click Default Values to return to default values.


Filling out the General tab of the Options Window

[Edit menu, Options] or

Application Buttons

Button Style: Appearance of toolbar buttons.

Standard 3D: Presents buttons with frames giving a 3D effect.

Flat: Presents the frame when one points to or activates the button in question. In addition, when pointed to the button’s color becomes darker, while it lightens when activated.

Main Window Toolbar

Bar Type: Format of command access format: Standard and Applications, Vertical Navigation Bar or Both.

Button Format: Display mode for the application toolbar.

Note:	This default format is applied where the format has not been defined individually.

Configure the Vertical Navigation Bar: Click this button to display the Vertical Navigation Bar Configuration window, where you define its parameters. For more information, see Filling Out the Vertical Navigation Bar Configuration window.

Note:	This button is displayed when either the Both or Vertical Navigation Bar option is selected in the Bar Type box.

Toolbar of Other Windows (Operation)

Display: Select this option to display the Operation toolbar for list, input and report windows.

SMB Portal

Displayed as Workspace Background: Unselect this option to display the SMB Portal upon request only.

Update of Application and Input Windows

When Activated: Select this option to update information upon window activation.

Every: Select this option to update information according to the delay specified in the box.

Lock

After: Select this option to automatically lock the program after the interval of time specified in the box. Thus, if after X seconds no operation has been performed, the system will lock and a password will be required to unlock it.

Print Setup

Multiple Print Setups: Select this option to display the Operation toolbar of the Default Print Settings window. You can create other print setups in the same manner in which report formats are created.

Print in DOS: Select this option to access DOS printing drivers for use with dot-matrix printers. Since Windows was not designed to work with these printers, the print process will be slowed and you will have less flexibility in editing reports.

Note:	When Customization and Security is active, these printing options are only accessible by the Supervisor.


Filling out the Vertical Navigation Bar Configuration Window

[Edit menu, Options, Configure Vertical Navigation Bar button] or

General

Menu Position: Location of the Vertical Navigation Bar in the workspace.

Width: Number of pixels determining the width of the Vertical Navigation Bar.

Search by Default: Element searched by default to locate the item in the Find box.

Open Automatically: Select this option to open the Vertical Navigation Bar when the pointer is placed on the left or right edge of the workspace.

Always Displayed: Select this option to display the Vertical Navigation Bar at all times.

Don't confirm program closure: Unselect this option to exit the program without required confirmation.

Display Sections

Section: Select this option to display the corresponding section in the Vertical Navigation Bar.


Filling out the Configuration Tab of the Options Window

[Edit menu, Options] or

Date Formats

Date separator: Symbol used to separate date elements.

Date Format: Date display format used by your company. The international format is YY/MM/DD, while the American format is MM/DD/YY and the Imperial format is DD/MM/YY.

Language

Working Language: Language used in the program and documentation (guides and help topics).

Default Font

Font Size: Size of characters displayed.

Number Format

In the Number and Amount Format group box, define display parameters for numbers and amounts. Once defined the results are displayed in the Number Example and Amount Example boxes.

Hint:	Select Negative Amounts in Red to identify negative amounts in the report editor.

Info:	The international standard uses a space for the thousands separator, a comma to mark the decimal and places the currency symbol after the amount.


Assigning Colours to Toolbars

[Edit menu, Options] or

To Assign Colors to Window Toolbars

1.	From the Color Selection group, click Element.

A scroll list is displayed.

2.	Select Toolbar.

3.	Check the Use Selected Colors box.

4.	Using the mouse left button, click the color for the characters.

5.	Using the mouse right button, click the color for the background.

Once the changes are applied, toolbars will appear as shown in the Example frame.


Adding an Identification Bar

[Edit menu, Options] or

To Add an Identification Bar to Accounting Operation Windows

1.	From the Color Selection group, click Element.

A scroll list is displayed.

2.	Select the element to which to add an identification bar.

3.	Check the Use Selected Colors box.

4.	Check the Display Identification Bar box.

5.	Using the left mouse button, click the color for the characters.

6.	Using the right mouse button, click the color for the background.

7.	In the Text Repetition scroll list, select the number of occurrences of the name of the accounting operation in the identification bar.

Once the changes are applied, the identification bar appears as shown in the Example frame.

8. After all elements requiring customization have been modified, click Apply or OK to apply the changes.

9. To cancel changes made and revert to default settings, click Default Values.


Filling out the Internet Tab of the Options Window

[Edit menu, Options] or

Before you can download updates or send lists and reports via E-mail Internet parameters must be configured. There are several ways to access the configuration window. Open the Edit menu, select Options then Internet or click Internet Configuration in the Update window. The configuration window can also be accessed from the E-mail window by clicking Configure.

First identify your connection type. Select Modem Connection if you must use a connection program to access the Internet. In this case, you would have already defined an access profile in the Windows settings.

The LAN Connection should be selected if your Internet conncection passes through a central server. In the third section, enter your E-mail address and the address of the host Internet server.

Fill in all appropriate fields. Your Internet provider can help you should you have a question.


Types of Connections

Two forms of Internet links are offered: modem and internal network.

A modem connection is distinguished by its use of a modem activation program. Basically, a modem (modulator-demodulator) transforms the digital source data into analog data, which can be transmitted over telephone lines. Having reached its destination this analog data is reconverted into digital information by the receiving modem. The remote access is defined by accessing the Windows configuration panel and selecting Modem. You must enter the telephone number of the Internet server you will be using, your user name, and other information that will be supplied to you by your Internet service provider or electronic bulletin board administrator.

An internal network link connects you to a central computer, which in turn is connected to the Internet. This network link is faster than the modem connection described above due to the absence of the analog process. Another advantage is that this sort of connection allows for the use of a proxy server. A proxy server functions as an intermediary to control internal network users' access to the Internet. It also controls external users' access to the internal network. The proxy server can be used with a "firewall", which protects your network from intrusion. Ask your network administrator if these technologies are used in your environment.

The Internet, regardless of the connection used, provides your user name as well as the address of the server holding your E-Mail account.

Consult your Internet service provider or communication system administrator for more information.


Filling out the Internet Search Tab of the Options Window

[Main menu] and [Edit menu, Options] or

Search Engine: Search engine used by the Search Internet command.

Query Format: Address of the specific search engine to use when the Other option is selected in the Search Engine box.


What is Printing?

[File menu, Print Setup] or

The Default Print Settings window allows you to configure default print settings for documents such as reports, checks, labels, invoices and account statements.

In the section on the left, select he document for which a print setup is to be defined, then under the tabs on the right, define the appropriate parameters. The default setting can be modified when printing an individual document.

Note:	The options let you save the configurations for future use. DOS printing options are available from the Options window (Edit menu).


Configuring Label Printing

[File menu, Default Print Settings]

It is possible to print on labels of any format using various printer types. All paramters used to define a label are available in order to create a format according to your needs.

To Configure Customized Label Printing

1.	From the File menu, select Default Print Settings.

The Default Print Settings window is displayed.

2.	From the left list, select Customer Labels, Product Labels, Supplier Labels or Employee Labels according to the application from which the labels were produced.

Boxes specific to this printing type are displayed.

3.	In the Printer box, select the appropriate printer.

4.	If needed for Product Labels only, select the Print Bar Code box and select the appropriate code in the Type of Bar Code box.

Note:	For the bar code to be printed, the universal product number must be entered in the UPC box of the Supplier Product window.

5.	Click the Properties button.

The Select Label window is displayed.

6.	In the Category and Template boxes select the format from whichlabels are created.

The result is displayed.

7.	Click the Create… button.

Label parameters are displayed.

8.	In the Template Name group box, enter the name of the model currently created.

9.	Enter the appropriate parameters.

The customized label printing format is created under the Customized Labels category.


Document Tab

[File menu, Print Setup] or

According to the document selected, a tab related to the document is displayed and is used to specify, among other things, the printing type, elements to include, particular printing format as well as page layout and pagination parameters.


Paper Tab

[File menu, Print Setup] or

Any information concerning the paper (format, margins, text orientation, etc.) can be defined here.


Print Test

[File menu, Print Setup] or

View the result of the configuration defined by clicking Preview or click Test Printer to print it. According to the type of document selected, a Print Test tab is used to make an additional configuration before testing.


Multilanguage

[Input menu. Company, MultiLanguage] or

The MultiLanguage window is used to enter certain terms used in the software.

Certain terms can be added such as the two last table lines of the tables used to enter telephone numbers and E-Mails. Enter a new term in the Multilanguage window and this term is displayed in all appropriate windows such as Company, Address or Supplier.


Search Window

[Input menu, Utilities, Search…] or

The Search window is used to quickly find the characters entered in the Search group box. This search is done in all the software's elements or only in those selected.

Click Search to produce a report containing all the elements in which the characters in question were found.

Hint:	In order to select all the elements of an application, click the button corresponding to the appropriate application.


Simplified Search Window

[Input menu, Search] or

The Search button [image] of the main menu's Standard toolbar accesses the simplified Search window, which by default searches all applications. However, to restrict the search, use to the [image] [image] buttons to switch to detailed mode and select the applications of interest.

Once the search string has been entered, you can select between two result output modes. The Report on Screen option displays a window with a list of all elements containing the search string. To display an individual element, simply double click it in the list. The Selection List mode displays results in a list windows where the Field and Value columns present the location and form in which the search string was found. In addition, upon selecting an element, a preview is displayed to help you locate the element in question.


Financial Calculator

[Input menu, Utilities, Financial Calculator] or

The Financial Calculator is used to produce reports displaying the table to calculate the interest or return on loans, investments, annuities or mortgages.

Hint:	In the Parameters group box, when a value is missing, click the Calculate button to display it.


Creating a Financial Calculation

[Input menu, Utilities, Financial Calculator] or

1.	Under the Utilities tab, click Financial Calculator [image].

The Financial Calculations window is displayed.

2.	Click New Financial Calculation [image].

The  Finance window is displayed.

3.	In the Number field, enter the number identifying the financial calculation.

This number is used to identify and store the financial calculation. It must be unique; two financial calculations cannot bear the same number. The number can have up to 4 digits.

4.	In the Type field, select the type of financial calculation to be created.

5.	In the Country box, select the appropriate option.

Note:	The Canada option allows for mortgage interest to be calculated on a semi-annual basis, the USA option, on an annual basis.

6.	In the Parameters group box, enter the known values.

Hint:	Click Calculate to display the missing value.

7.	In the Contribution/Payment Date group box, enter the date of the first installment.

8.	Select the appropriate options in the Report Format and Output group boxes.

9.	Click Produce.

The Depreciation Table window is displayed showing the results of the financial calculation.

A new financial calculation is added to the Financial Calculations list window.


Calendar

[Input menu, Utilities, Calendar] or

In order to quickly know a date a calendar is at your disposal containing buttons that can be used to select a month ( [image], [image]) or a year ( [image], [image]). The Today button is used to select the current date.

Hint:	The Calendar window is displayed by clicking the name of any box requiring date entry.


Checking for Idle Files

[Input menu, Utilities, Check Idle Files] or

The Check Idle Files procedure is used to analyze the dependency between elements and to identify those that are not. After this procedure, no element is deleted. However non-used elements can be deleted in their input windows.


Card Deactivation

[Input menu, Utilities, Card Deactivation] or

You can deactivate or render inactive customers, suppliers or products according to selection criteria. Once inactive, the elements are displayed under the Inactive tab of their respective list windows.

Caution:	It is highly recommended to make a backup copy before proceeding because cards have to be activated one by one should an error occur.


Data Import/Export

[Input menu, Utilities, Export Data] or

[Input menu, Utilities, Import Data] or

The information of two companies can be shared, such as a chart of accounts, repetitive transactions or customers.


Exporting Data

[Input menu, Utilities, Export Data] or

1.	Under the Utilities tab, click Export Data [image].

The Export Data window is displayed.

2.	In the Export Format group box, select the appropriate option.

Accounting Data Exchange: to export data concerning the options selected in the .adx file.

or

Chart of Accounts Template: to export a company's chart of accounts and content to a .prw, .prn or .csv file. Under the tabs at the bottom of the window, select the appropriate options.

Hint:	Click All to select all the tabs.

3.	Launch export by clicking Exporter.

The Saving Export File window is displayed.

4.	Enter the name of the export file as well as the folder in which to store it and click Save.

The export process is complete.


Importing Data

[Input menu, Utilities, Import Data] or

Note: 	A file can be imported upon launching a company. For more information, see Starting up a Company by Importing Data.

1.	Under the Utilities tab, click Import Data [image].

The Import Data window is displayed.

2.	In the Import File Format group box, select the appropriate option.

Accounting Data Exchange: to import information from an .adx file.

Chart of Accounts Template: to import the chart of accounts and content from an existing company saved in a .prw, .prn or .csv file.

or

DBF File: to import information contained in a database.

3.	Launch import by clicking Import.

4.	Perform the appropriate operation.

In the Select File to Import window, specify the folder and the name of the file and click Open.

or

In the Import Data window, specify the folder containing the data to import then click Import.

The import process is complete.


Update

[Info menu, Update…]

The software update is important and must be performed regularly. It improves the operation of the applications, adds new features and takes into consideration legislative and fiscal changes. This procedure is even more crucial for Payroll application users. Finally, the content of the new version is detailed on the Private Server or in the documents.

Note:	This step is reserved for subscribers to certain service plans.

Update Via Internet

Updating via Internet (detailed version)

Update Via CD-ROM

Updating from CD-ROM (detailed version)

Local Network Update

About Acomba Window

Know Which Version is Installed


Update Via Internet

[Info menu, Update…]

The station used is connected to the Internet, which is the simplest update method. However, it first must be configured (see the Options step).

1.	In the Info menu, select Update…

The Update window is displayed.

2.	Select your preferred working language.

3.	To begin downloading the Update, click Update via Internet.

4.	To the question asking whether or not you wish to proceed with the transfer, click Yes.

5.	To the question asking whether or not you wish to proceed immediately with the Update, click Yes.

6.	To the question asking whether or not you wish to replace the older version, click Yes.

A window displays the update's progress.

The update is complete and the software restarts.


Updating via Internet (detailed version)

[Info menu, Update...]

This type of update is a two-step process: first compare the files on your computer with those available on the Internet and then download only those files for which there is a more recent version available.

Note: Internet access must be configured prior to using this method.

1. In the Info menu, select Update...

The Update window is displayed.

2. In the Update Program Folder group box, select the folder in which to download the update. By default, the folder C:\Fortune\NetMAJ is displayed. Click Browse to change the folder.

Note: When the software is used on a network, contact the network administrator before installing the update.

3. Select the user language for the software.

4. To begin downloading, click Update Via Internet.

Note: To check Internet configuration, click Internet Setup. Then, under the Internet tab of the Options window displayed, select the appropriate connection type: Modem Connection or LAN Connection. Enter no information in these boxes. Click OK.

5. When asked if you wish to proceed with the transfer, click Yes.

6. To proceed with the update immediately, click Yes, then follow the on-screen instructions.

OR

To update at a later time, click No. The files will remain in the folder specified ready for the update procedure to be undertaken at a later time. When you wish to update, in the Info menu, click Update… In the Update Program Folder group box, select the folder containing the update files and click Update and follow the on-screen instructions.

7. When asked whether or not you wish to replace the older version, click Yes.

A window showing the progress of the process is displayed.

The update is complete and the software restarts.


Update Via CD-ROM

[Info menu, Update…]

When the software undergoes a general update, a CD-ROM of the new version is sent to subscribers.

1.	Close all programs.

2.	Insert the CD-ROM in the appropriate drive.

The installation process launches.

3.	Select the installation language then follow the instructions on the screen.

4.	In the Installation Type group box, select Update then click Next.

5.	To the question asking whether or not you wish to replace the older version, click Yes.

The update is completed.


Updating from CD-ROM (detailed version)

[Info menu, Update...]

1.	Close all programs.

2.	Insert the CD-ROM in the appropriate drive.

The installation process launches automatically.

3.	Select the language to be used for installation and follow the on-screen instructions.

4.	To continue with the update, in the Installation Type group box, select the Update option and click Next.

5.	Select the folder in which to install the update. This folder must be the one in which the applications are stored. By default the C:\Fortune\ folder is selected. Click Browse to select a different folder, if necessary.

Note:	When the program is used on a network, contact the network administrator before installing the update.

6.	When asked whether or not to replace the old version, answer Yes.

7.	Once the update process has finished, remove the CD-ROM from the drive and store it in a safe place.

The update is complete.

Note:	Normally when the update CD-ROM is inserted in the drive, the update process launches automatically. If this is not the case, access the contents of the CD-ROM using your computer's explorer utility. Next double-click Setup.exe and the process should launch.

If the computer has Internet access, you can perform the update via Internet. Should both options fail, contact Technical Support and request a new update CD-ROM.


Local Network Update

[Info menu, Update...]

This type of update contains two steps:first, download all the necessary update files and compare these files with those on your computer and only update those that are out of date.

On a network computer with Internet Access:

1.	From the Info menu, select Update…

The Update window is displayed.

2.	In the Update Program Folder group box, select the folder where to download the files required ro run the update. The  C:\Fortune\NetMAJ folder is selected by default. Click Browse to modify it.

3.	Select the basic language of the applications.

4.	To start the download, click Prepare Local Update Image.

Note:	To verify the Internet configuration, click Internet Setup. Then, under the Internet tab of the Options window displayed, select the appropriate connection type: Modem Connection or LAN Connection. No information is required in these boxes. Click OK.

5.	At the question asking you to proceed to the image preparation, click Yes.

A window displays the update progress.

A message is displayed when the image is finished.

On the newtwork computer on which the software is to be updated:

1.	From the Info menu, select Update…

The Update window is displayed.

2.	In the Update Program Folder group box, select the folder where to download the files required ro run the update. The  C:\Fortune\NetMAJ folder is selected by default. Click Browse to modify it.

3.	Select the basic language of the applications.

4.	To start the download, click Update from a Local Image.

5.	At the question asking you to start the update, click Yes and follow the on-screen steps.

6.	At the question asking you to replace the existing version, click Yes.

A window displays the update progress.

Update is complete and the software restarts.


About Acomba Window

[Info menu, About Acomba]

Open the About Acomba window in order to know the number and date of the version installed and to see if an update is required or to make sure the update procedure was run correctly.


Know Which Version is Installed

[Info menu, About Acomba]

Knowing the number of the version installed is used to decide if an update is required or to ensure that the software was succesfully updated.

To know which version is installed

1.	From the Info menu, select About Acomba.

The About… window is displayed.

The number and date of the version are indicated at the top of the window.

To know the version of the tables in the Payroll application

1.	Under the Payroll (Input) tab, click Tax Tables [image].

The Tax Tables window is diplayed.

The number and date of the version are indicated in the Version group box under each tab.


User's Guides

[Info menu, User's Guides]

A user's guide is available for each product. The guide provides an overview of operations and is designed to help the user get familiar with the system and navigate easily between windows. It is structured in the chronological order of steps, each of which is described individually from startup and frequently used functions through to options used only occasionally.

In addition, certain guides introduce the features of new software versions or treat specific program functions.

Clicking Consult Guides displays the SMB Portal page containing product user’s guides. They are presented in a manner facilitating easy identification and access. Simply click the product in question to display its corresponding guide in .pdf format.

Use the Download Guides command to download guides for active applications. Menus are created with the same structure as the SMB Portal page. In the appropriate menu, simply select the guide desired.


Help Topics

[Info menu, Help Topics]

The help function covers all forms of assistance linked to application operation and use. Available at any time from the software, without interrupting the ongoing work, the Help function is accessible in various formats and provides answers to a wide range of questions.

Help Topics are a reference source containing user's guides to which have been added technical descriptions of the main fields as well as details of the procedures to follow in order to perform the more complex tasks.

The information is classified by application under the Summary tab. The information is categorized by topic under the Index tab and under the Search tab, the entry of a word or expression displays the list of topics containing it.

Under the Search tab, click Options… to select the search type: All words in any order or All words in exact order.

A topic or group of topics can be printed by clicking Print.


Help Bubbles

[Info menu, Help Bubble] or

The help bubble is contextual help concerning a specific item. It is used to quickly display an item's function.

A bubble is displayed by clicking [image] located in the windows' top right corner then by clicking the object or by positioning the pointer on it and pressing the F1 key.

Finally, when sustained help is required, click Activate Help Bubbles [image] in the Standard toolbar before displaying a bubble. Thus, the bubble remains displayed and the text is adjusted according to the pointer's position.

The size and position of the bubble can be fixed and adjusted using the mouse. However, click Maximize [image] to go back to an optimal workspace.

Hint:	To display a button's name or the function of an underlined field, leave the pointer on it until the help bubble appears.


Customization and Security Is ...

The Customization and Security Application

The Customization and Security application allows you to specify precisely the extent to which users can access, enter or modify data. It is thus possible to render information inaccessible to certain users.

The Customization and Security application also allows users to customize their work environment. It is possible to modify menus and toolbars to better suit their working habits or to simply group together frequently used commands.


Customizing the Applications Toolbar

1.	Open the Edit menu, select the Options... command.

2.	Select the tab of the application whose toolbar is to be modified.

3.	Within the Input or Report tab, select or de-select commands as needed.

4.	Repeat step 2 and 3 as needed.

To see the effect of the modifications without closing the Options window, click Apply. Changes are confirmed by clicking OK.

Note Any modification made to an Applications toolbar also results in the removal of the corresponding menu item.


Moving an Icon Within the Applications Toolbar

1.	Right-click the icon to move.

2.	In the contextual menu, select Move.

3.	Move the pointer to the desired location within the Applications toolbar.

4.	At the desired location, click the left-mouse button to release the icon.

Note The operation can be repeated as often as needed.


Displaying or Hiding Columns in List Windows

It is possible to display or hide columns displayed under each tab of list windows. To do so:

1. Open the Operation menu, and select Options....

2. Select the columns to display or hide under the tab of the relevant sorting order.

3. Click OK to effect changes.


Moving Columns in List Windows

It is possible to move columns within list windows, to allow you to display information in the order that suits your needs.

To do so:

1.	Right-click the header of the column to move.

The pointer changes to [image].

2.	Move the pointer to the new location of the column.

3.	Click to release the column in its new location.


Resizing List Window Column Width

To modify the width of list window columns:

1.	Move the pointer to the end of the header of the column to resize.

The pointer changes to [image].

2.	Click and hold the left button of the mouse.

3.	Resize the column to the desired width.


The User Concept

Identifying Several Users

More than one users may work with the program at once. The Customization and Security application lets you assign each user a number and a password, as needed. The user number and password is required to begin a work session or to change user. Also a user is attributed access and edition privileges.

To create a new user and give him or her access privileges, open the Input menu, select the Company option, then the Users command. In the Users list window, open the Operation menu and select New User.


Defining a New User Card

1.	Open the Input menu, select the Company option then the Users command.

2.	In the Users list window, open the Operation menu and select New User.

A blank User input window is displayed.

3.	Provide the required identification information (user number, first name, last name, password, etc.)

The user number can be made up of letters and digits.

Note A maximum of 15 characters is allowed for user numbers.

Note A maximum of 10 characters is allowed for password.

4. Access each tab to assign access privileges.

5. Save the new user.

Hint When creating several users in a session, it is more efficient to create every user file before attributing access privileges. See Viewing and Modifying User Parameters. It is also possible to assign several users the same privileges. For information, see Assigning User Privileges to a New User


Copy User Settings

[Input menu, Company, Copy Settings] or

The Copy Settings window allows you to assign to one or multiple users the settings of another. User settings include up to six elements: options (Edit menu/Options), privileges (Input menu/Company/Users, Privileges tab) and Invoicing interface toolbar customization. In addition, when Point of Sale is running, you can define settings for the Functions toolbar in the Invoicing window and main window as the customer display screen.

First select the user whose settings you wish to copy. Next, select the settings to be copied and define the destination(s). Once the settings are copied, you must restart the company for the settings to take effect.

A user who cannot open the User window can copy the settings of another user barring privileges.

Note:	When the Point of Sale application is running, settings can be copied from one user to another or from one cash register to another. However, privileges only relate to cash registers.


Viewing or Deleting Users

1.	Open the Input menu, select the Company option, select the Users command.

2.	In the Users list window, select the user to modify or delete.

3.	Open the Operation menu, select View/Modify User or click [image].

4.	Make all necessary changes.

5.	Save the user.

Warning To assign a new number to a user, click [image].

Note Click [image] to discard all modifications made to the user and revert to the last saved settings.

Note Click [image] to delete the selected user.

Note Click [image] to save the modifications made to the selected user, close the User input window, and display the Users list window to select a new user to display.


Change User

1.	Open the Input menu, select the Company option, select the Change User command.

2.	Enter the user number of the new user and his or her password.

Clicking User Number displays the Select a User list window. If the user has no password, leave the Password field blank.

3.	Click OK to confirm the change of user.

The working environment is adapted to fit the new user's access privileges.


The Privilege Concept

Privileges correspond to what the user can access, what the user can edit, what the user can create, what the user can produce. Thus it allows you to restrict access to certain applications or functions.

For more information, see Viewing and Modifying User Parameters.


Viewing and Modifying User Parameters

1.	Open the Input menu, select the Company option, and select the Users command.

2.	In the Users list window, select the user to modify.

3.	Open the Operation menu, select View/Modify User or click [image].

4.	In the Privileges group, select the tab of an application.

5.	Select or deselect commands, features, reports to grant access or remove it.

A selected item is displayed and accessible to the active user.

6.	Repeat step 5 for each application.

7.	Save the modifications to the selected user.

Note Click [image] to discard all modifications made to the user and revert to the last saved settings.

Note Click [image] to delete the selected user.

Note Click [image] to save the modifications made to the selected user, close the User input window, and display the Users list window to select a new user to display.


Ascribe User Privileges to a New User

1.	In the User input window, open the Operation menu and select Privileges.

2.	In the Privileges input window, in the Same Access As User field, specify the number of the user whose privileges are to be attributed to the selected user.

Clicking Same Access As User displays the Select a User list window.

3.	Click OK to confirm the operation.

The privileges of the user selected in the Same Privileges As User field are attributed to the active user.

Note The Same Privilege function is useful when the same privileges to several users. To do so, simply create a model user.


The Password Notion

A password is used to control access to the software. Each user is assigned a password. The password can be a word, a numbers, or a mix of letters and digits. A maximum of 10 characters is allowed for password.


Modifying Users Password

1. Open the Input menu, select the Company option, select the Users command.

2. Select the user whose password is to be modified.

3. Open the Operation menu, select View/Modify User or click [image].

4. Select the Password field and make the necessary modification.

5. Save the modification to the user.

Note Click [image] to discard all modifications made to the user and revert to the last saved settings.

Note Click [image] to delete the selected user.

Note Click [image] to save the modifications made to the selected user, close the User input window, and display the Users list window to select a new user to display.

Changing Password During a Work Session

1. Open the Input menu, select the Company option, select the Change Password command.

2. In the Change Password input window, in the Old Password, enter your current password.

3. In the New Password field, enter the new password.

4. In the Confirm New Password box, enter the new password again.

5. Click OK.

Note Passwords can be modified directly through individual user input windows. For more information, see Modifying Users Password.


Producing User Lists

1. Open the Report menu, select the Company option, select the List of Users command.

2. In the Output group, select the report's output mode.

3. Click OK to start producing the report.


About Data +

The Data + complement is used to enter additional information concerning the main elements of the software such as customers, suppliers and products. The program assists in compiling information and ensures standardized entry.

In the administration step, certain information is required for the efficient operation of your company. The Data + complement appears as an additional configurable tab within Acomba containing features specific to your company's industry.

In the course of operations, the information is updated using the complement or directly from the software.

Finally, upon analysis, the information entered can be printed using the Report Generator complement.


Fields List Using Data +

  [Options menu, Fields List or

The Fields List window displays the list of fields created for the element selected.

Double-clicking the empty line at the bottom of the list displays the Edit Fields window used to define the field whereas double-clicking an existing field displays the Edit Fields window where you can modify the field in question.

Note:	As long as no fields have been created, the Data + window displays the message To define fields, click here.

The Table drop-down menu is used to select the software's window to which the field is to be assigned.

Hint:	The [image] and [image] buttons are used to position the fields in the Fields List and Data + windows.

Note:	The windows displayed in the drop-down menu vary according to the active applications.

The [image] button is used to save and integrate any modifications made to the fields of the table selected in the Data + window. Once saved and integrated, modifications cannot be deleted and the Table menu becomes available once again.

Note:	Existing fields can be modified when the window in question is not being edited.


Field Creation with Data +

[Fields List window, double-click a list line] or

The Edit Fields window is used to define a field.

The Field group box is used to assign the name the field will have in the database and the description used to identify it in the complement. Select the type of field to enter and its entry mode.

The File entry mode is used to create a constant, such as the weight or volume of a product or a customer's preferred hairstylist. Whereas the Event mode is used to create a field, such as the follow-up of car repairs or employee pay monitoring.

Note: 	The Name, Type and Entry boxes are available as long as a field has not been saved and integrated.

The Parameters group box, which varies according to the selection made in the Type box, is used to define the settings required to enter the field. For a detailed description of the boxes, see Filling Out the Field Definition Window section.

Finally, the Color box can be selected to assign a color to the description of the field in the Data + window. The [image] button assigns a color to the characters whereas the [image] button assigns a color to the background. An example shows the result.

Note: 	The Color box is available when File is selected as the type of field entry.


Variable Creation with Data +

[Options menu, Fields List] or

1. 	Click Fields List [image].

The Fields List window is displayed.

2.	In the Window drop-down menu, select the one for which a field must be created.

3.	Click New [image] or double click the empty line at the bottom of the list.

The Edit Fields window is displayed.

4.	Fill in the relevant boxes. For a detailed description of the boxes, see Filling Out the Field Definition Window.

5.	Click OK.

The field is added to the Fields List window.

Note:	Other fields can be created or modified for the window selected before saving them and integrating them into the Data + window.

6.	Click [image] and close the window.

The field is added to the Data + window.

7.	Under the appropriate tab, double-click the field line for which a value is to be entered.

The entry window is displayed.

8.	Enter the field's value and click OK.

A value is entered for the field and is displayed in the Data + window.


Filling Out the Data + Field Definition Window

[Options menu, Fields List] or

The Field group box is used to define the type of field to create.

Note: 	The Name, Type and Entry boxes are available as long as a field has not been saved and integrated.

Name: Name assigned to the field in the database.

Hint: 	Click [image] in order to select an existing field in the software. Thus, it is possible to gather certain information or render the information otherwise inaccessible.

Entry: Options available to define the entry mode.

File: Used to create a constant, such as the weight or volume of a product or a customer's preferred hairstylist.

Event: Used to create a field, such as follow-up on car repairs or employee pay monitoring.

Type: Options available to define the type of field.

Description: Description identifying the field.

Index Key: Select this box in the window Data + window to sort events according to this field.

Note: 	The Index Key box is available when the Event option is selected in the Input group box.

The Parameters group box is used to define the field.

Note: 	The content of the Parameters group box varies according to the selection made in the Type box.

Length: Number of characters the field can contain. It varies from 1 to 255.

Amount

Decimal: Number of decimals the field can contain. It varies from 1 to 5.

This Amount Can Be Cumulated: Select this box for the amount to be taken into account in the calculations made in the Report and Form Generator complements.

Note: 	This box is displayed when the Report and Form Generator complements are active.

Text

Activate Entry Selection: Select this box in order to enter different values in the field below. Thus, when entering data in the field, text can be entered and a value selected.

Values: Possible field values, which are available in the drop-down menu.

Add New Values: Select this box to add new values to the drop-down menu when entering the field.

List

The Items List group box presents a table used to enter the options included in the drop-down menu. The Description column is used to enter options. Clear the Active column box in order to remove an option from the menu.

Hint:	The [image] and [image] buttons are used to position the items in the menu.

The Printing group box is used to specify how the field is processed by the Report Generator complement.

Default Condition: The field is automatically added to the conditions.

Condition Added: The field can be added using the Add command.

Not Conditional: The field is not available.

Note: 	This group box is displayed when the Report and Form Generator complements are active.

Colors: Select this box to render the Colors group box available and assign a color to the description of the field in the Data + window. The [image] button assigns a color to the characters whereas the [image] button assigns a color to the background. An example shows the result.

Active: Clear the box to deactivate the field.


Value Entry in the Data + Window

[Input menu, Auxiliaries, Data +]

Once the fields are created, the Data + window is used to enter a value for each element of the selected window.

First, a tab is displayed for each window for which a field has been defined. Thus, under the appropriate tab, the element (customer, supplier, address, product…) for which a value is to be entered must be selected.

In the window's upper table, each line represents a Folder field whereas in the lower one, each column represents an Event field. Thus, for each field, press Enter or double-click it to display the Input window and enter the field's value.

Each table has a toolbar. The File tool bar contains two buttons:  to delete the value of the selected field and [image] to delete all values in the table for the selected element.

The Event toolbar has five buttons: Add Event [image] and Delete Selected Event [image] to manage events in the table, then Delete All Events [image] for the selected element and, finally, Move Event Up [image] and Move Event Down [image] to order the events.


Value Edition in the Data + Window

[Input menu, Auxiliaries, Data +] or

Once in the software, in the window of one of the elements (customer, supplier, address…) as well as in the Invoicing windows, the values entered can be consulted and modified in order to keep the information up to date.

In the window of the appropriate element, click Display Data + Window [image]  to display the Data + "Element" window. Clicking again will hide the Data + window.

Note:	The Display Data + window [image]  is displayed when permission is granted. For more information, see Data + Window "Element".

Hint:	Clicking Separate the two tables [image] displays the tables in two separate windows facilitating multiple information layouts. Click once more to reunite the two windows.


Search in Data +

[Operation menu, Find] or

Certain tools exist to optimize the features of the Data + complement.

You can search to find an element based on the information entered. To do this, select the appropriate tab in the Data + window then click Find [image].

In the Condition group box, select the appropriate field and the condition it must meet for the element to be included in the search. Click Find [image]. Thus, the elements found are displayed in the last row at the bottom of the window.


Data + Complement

[Window menu, Always on Top]

You can select to display Data + regardless of the software program that is running.

Clicking Always on Top again removes the check from the menu and Data + will longer be constantly displayed.


Data + Window "Element"

[Options menu, Windows Display] or

Selecting a box in the Windows Display makes available the Display Data + Window [image] option in the window of the corresponding element in the software. In addition, selecting Customer/Supplier in Invoicing allows you to add a Customer or Supplier tab to the Data + Invoicing window.

Note: 	Only boxes for which fields have been created are displayed.

Note: 	The User box is displayed when the Customization and Security application is active.


Synchronization of Data + Information

[Options menu, Synchronization]

It may be required to synchronize the software's and Data +'s databases when, for example, an element's number has been modified.


A Label Format Is...

[Input menu, Auxiliaries, Label Format Generator] or

A company may need to print labels with various contents in order to meet the needs of different departments. Printed elements, layout and format vary according to the purpose of the label.

Functionality: The Label Format window is used to create various item selections and layouts (text, box, image, barcode…) to print on a label considering the label stock used.

Using label formats is optional.

Interactions: A label format can be selected by label type in the Default Print Settings (File menu, Default Print Settings…) window. A label format can be modified for a particular print run. This label format can be replaced for specific printing.


Creating Label Formats

[Input menu, Auxiliaries, Label Format Generator] or

1.	Under the Auxiliaries tab, click Label Formats Generator [image].

The Label Formats list window is displayed.

2.	Select the tab corresponding to the format type to create.

3.	Click New Format [image].

The Label Format (Type) input window is displayed.

4.	In the Number box, enter the number identifying the label format.

5.	To modify the label stock, in the Label group box, click Select Label Paper [image]. Then, in the window displayed, define the stock parameters used to print labels. For more information, see Label Printing Configuration. Click OK.

A label with the selected dimensions is displayed in the workspace.

6.	In the Operation group box, click New Item [image].

A Field type item is displayed in the workspace.

7.	To modify the item type, in the Item group box, select appropriate type.

8.	Define the item using the Field, Contents, Path, Layout and Line Width group boxes.

For a detailed description of these parameters, see The Label Format window to Using the Element Toolbar.

OR

Click Contextual Help [image] located in the title bar of the Label Format window and click in a box. The box's description is displayed.

Hint:	Ensure that the Activate Help Bubbles button [image] in the Standard toolbar is pressed before trying to use Contextual Help [image]. The help bubbles will give information on items indicated by the pointer.

9.	Save the label format by clicking Save Label Format [image].

A new label format is added to the Label Formats list window under the appropriate tab.


The Label Format Window

[Input menu, Auxiliaries, Label Format Generator] or

Number: Number by which the label type is identified and filed. This number has to be unique: two formats of the same type cannot bear the same number. The label format number contains a maximum of 4 digits. In the Label Formats list window, it is possible to sort formats by number.

Clicking Number displays the Select Label Format window used to display a label format among those already created for consultation or modification purposes. For more information, see A Label Format Is…, Creating Label Formats and An Input Window Is…

Type: Label format type. It corresponds to the tab selected in the Label Formats window before activating the New Format command. [display only]

Description: Description used to define the label format. This description contains a maximum of 30 characters.

Label Toolbar: Used to define label parameters. For more information, see Using the Label Toolbar.

Element Toolbar: Used to define the parameters of an element of a label. For more information, see Using the Element Toolbar.

Workspace: Displays the label currently created as well as vertical and horizontal rulers.

This table presents the various forms of the pointer within the workspace.

Form	Function

Used to resize the element when the pointer is positioned on the edge of the element.

Used to move the element when the pointer is positioned on the element.

Used to rotate the element when the pointer is positioned in the middle of the element.

Used to select all by clicking in an empty corner of the label and dragging to the opposite corner or of clearing all by clicking in the label.

Hint:	Using the Ctrl is used for multiple selections.

Status Bar:  Displays the horizontal and vertical position, in the unit of measure selected, of the pointer in the work space or the position of the upper left and lower right corners of the elements as well as the dimensions of the element being moved.


Using the Label Toolbar

[Input menu, Auxiliaries, Label Format Generator] or

The Label toolbar contains the elements required to define label format creation parameters.

Select Label Paper: Displays the Select Label Stock window used to select the parameters concerning the stock used to print labels. For more information, see Label Printing Configuration.

Display Boxes: Displays the elements of Box type as they will appear when printed according to the defined length and font type.

Example:	An element of Box type displaying Price 1 now displays 12,345.99.

Display Format: Displays the Format Preview window displaying a preview of the selected label. The Format Preview window is used to validate the positioning of the elements and overall printing.

Unit: Used to select the measuring unit used for the ruler, grid and positioning of an element.

Grid: When this button is selected, the grid is activated. The invisible grid is used to align elements. When an element is moved, its top left corner is positioned on the intersection of the nearest grid.

In order to define the vertical and horizontal spacing between the grid's lines, click one of the arrows.

Zoom: When this button is selected, zooming is optimized in order to see the label completely according to the window's size. Clicking it once again displays the last zoom factor selected.

When this button is not selected, to define zooming, click one of the arrows to increase or decrease it by 20 or enter a value in the box.


Using the Element Toolbar

[Input menu, Auxiliaries, Label Format Generator] or

The Element toolbar contains the elements required to define an element displayed on a label.

New Element/Copy Selected Element: Click this button to add a new element to the label currently created. When no element is selected, the element added is of Box type, if not, it is a copy of the element selected.

Delete Element: Click this button to delete the selected element.

Element Position: Displays the Element Position window used to precisely enter the position of an element on the label.

Rotation: Click this button to rotate the element selected 90° counter clockwise.

Element: Options available to specify the type to assign to the element. Select the appropriate option.

Box: Options available to specify the box in the Format Type window to display in the selected element. Select appropriate option. For more information, see More On Label Formats.

Note:	This group box is displayed when the element selected is of Box type (Element group box) and presents options according to the label format type selected (Type box).

Content: Text to display in the element selected.

Note:	This group box is displayed when the element selected is of Text type (Element group box).

Path: Path of the image to display in the element selected.

Note:	This group box is displayed when the element selected is of Image type (Element group box).

Layout: The Layout group box contains the elements required to define the font (style, size, attributes), the position of the content or box in the element as well as the bar code type according to which the element selected must be printed.

Hint:	Any text element of Text or Box type can be printed as bar code. Simply select the element and select Code128B in the Bar Code drop-down menu, the last item of the Layout toolbar.

Note:	This group box is only displayed when the element selected is of Box or Text type (Element group box).

Line Thickness: Options available to specify the line thickness of the element selected.

Note:	This group box is displayed only if the element selected is of Line or Rectangle type (Element group box).


More On Label Formats

[Input menu, Auxiliaries, Label Format Generator] or

Here follows all the information concerning the Label Format window not previously included.

Bar Code: A bar code must have a minimal width to be readable by an optical reader. This width varies according to the quantity of information the bar code should contain, according to the printer's resolution and the precision of the optical reader. In order to facilitate bar code printing, it is recommended to use the Code128B type bar code and to test it before printing a large number or copies.

Below are precisions for some Product type boxes:

Current Date: This box displays the current date according to the following encoding: month-year minus the first digit- day. Thus, if the current date is 2006-03-07, 03607 is printed.

Cost, Sales Price and Reference: These boxes correspond to the options that can be selected in the window displayed when labels are printed, for example from the Product window or after an inventory adjustment.

Cost: A Cost box is printed as is or according to the code entered in the Company Information window (Inventory Tab).


Purpose of the General Ledger

The General Ledger compiles all transactions resulting from company operations. Like a traditional general ledger, transactions entered in other applications are transferred to it for the production of reports presenting an accurate portrait of the company’s financial situation at all times, which is essential for sound decision making.

Concerning finance, the General Ledger lets you define a fiscal year and enter budget figures for each account. In addition, you can create batch transactions and various performance ratios in support of your work.

At the administrative level, the General Ledger lets you easily enter transactions (checks, deposits and accounting entries) and print checks.

Finally, concerning accounting, in addition to reconciling accounts, a multitude of reports are available, including tax reports, lists of transactions and all the financial reports required for healthy company management.


Before Starting

Cash Basis of Accounting vs. Accrual Accounting

In the General Ledger, transactions are entered according to the principles of accrual accounting. Therefore, revenues and expenses are entered when they are received or issued. For example, a purchase invoice is entered upon reception. The counterpart is the bank, when the invoice is paid immediately, or accounts payable, when paid later. Likewise, revenues are recorded upon sale conclusion, without regard to the cashing of funds. This type of accounting can be done using only the General Ledger as long as the volume of transactions does not necessitate the use of subledgers.

Computerizing the Accounting of an Existing Company

When computerizing the accounting of an existing company, a date for changing the accounting method must be established. This could be the beginning of a new fiscal year, however any date is possible. You need not have precise information about your accounting at the method change date as opening balances can be changed at any time before the end of the fiscal year.

In addition, in support of bank reconciliation, checks and deposits outstanding at the switchover date should be entered affecting the appropriate bank accounts as credits or debits as the case may be. Thus the accounting effect will be null, but transactions will be available for reconciliation.


Company Information and Accounting

[Input menu, Company, Company Information] or

The Company Information window contains operational parameters for active applications.

 :	Get the operational parameters: number of the period in the financial year, number of the current period and the number of the first entry to record.

Caution:	These parameters can be modified once General Ledger startup is completed.

Under the General Ledger tab, enter such parameters as the number of periods in the company’s fiscal year, the current period and the number of the next entry to be recorded.

Note:	Period 0 (zero) exists by default and corresponds to the opening balance. This period is not included in the number of periods.

Finally, budget column titles in the Account window can be modified. These titles are displayed in reports. For more information, see Accounts and the General Ledger.


Filling Out the General Ledger Tab of the Company Information Window

[Input menu, Company, Company Information] or

Operational Parameters

Caution:	The boxes of the Operational Settings group box cannot be modified once General Ledger startup is complete.

Number of periods: Number of periods in the fiscal year. A fiscal year has at most 13 periods.

Note:	Period 0 (zero) exists by default and corresponds to the opening balance. This period is not included in the number of periods.

A fiscal year is a yearlong period for which budget forecasts are established and financial statements are produced. Dividing the fiscal year into periods supports the regular monitoring of accounting information. It is generally broken down into 12 accounting periods, which correspond to the months of the year, or 13 accounting periods of 28 days each.

Current period: Number of the current accounting period according to the start and end dates of the fiscal year and when the accounting was computerized. An End-of-Period procedure increments the period number by 1.

Example:	A company starts operations on April 1st. The accountant determines the fiscal year as being from January 1st through December 31st; therefore, the current period is period 4.

Entry Number: Number assigned to the next entry transaction recorded in the General Ledger.

Each entry is identified and recorded under a unique number. The entry number has at most 7 digits.

Budget Column Titles

In the Budget Column Titles group box, you can modify the titles of the budget columns displayed in the Account window.


Accounts and the General Ledger

[Input menu, General Ledger, Accounts] or

Since it is used by multiple applications, the chart of accounts is created in the System Manager application. For more information, see Accounts under the Startup section of the System Manager application. However, several fields are added to the Account window upon starting up the General Ledger.

The Opening Balance box can be used to enter information for an existing company, meaning the account balance as of the last period. You can, therefore, produce company financial statements based solely on opening balances. Opening balances can be modified throughout the current fiscal year.

Tip:	To record a negative balance, place a “-”  before the amount.

Tip:	Producing a trial balance allows you to check balances. For more information, see  Trial Balance.

In the Check # and Deposit # boxes, enter the next check and deposit number for the bank account in question.

In addition, Quantity and Allocation accounts are added. Quantity accounts function like a counter for managing non-accounting values such as mileage. Allocation accounts can be used as an entry template to group accounts affected by a transaction in various defined proportions.

Finally, the Balance column of the Budget table shows the balance by account for each period. The following columns can be used to display comparative amounts from budget forecasts or previous-year balances.


Filling out the Account Window

[Input menu, General Ledger, Accounts] or

Number: Number by which the account is identified and recorded. This number must be unique; no two accounts can bear the same number. An account number has at most 7 digits.

Category: Options available to define the account category. By default, the Undefined category is displayed.

Quantity: This account functions like a counter for managing non-accounting values such as project expenses or mileage. It can be added to a transaction without affecting the balance; it increases with debits and decreases with credits and is not included in financial statements.

Tip:	To budget a Quantity account, enter the amount as an opening balance.

Allocation: For more information, see Allocation Accounts.

Opening Balance: Opening balance of the account.

Tip:	To record a negative balance, place a “-”  before the amount.

When you select the Allocation category, the Percentage box is displayed showing the total of the % column of the budget table, which corresponds to the cumulative total of percentages of the individual accounts composing the allocation account.

Description: Description identifying the account. This description has at most 60 characters.

Check #: Number to be assigned to the next check transaction. This box is updated when creating a check transaction.

Note:	This box is displayed when the selected category is Bank.

Deposit #: Number to be assigned to the next debit transaction. This box is updated when creating a deposit transaction.

Note:	This box is displayed when the selected category is Bank.

Alias Number: Number of the account to use to reposition the account in question in financial reports. Using an alias number only affects financial reports, amounts are still held in the original account.

Using an alias number allows you to show a negative amount as a positive one by moving it from one column to another (Credit to Debit or vice versa) in financial reports.

Example:	The balance of bank account 1001 is negative. By assigning an alias, the balance is displayed on line 2110 Bank Account Overdraft in the Liabilities section of the financial report.

An alias can be used to permanently reposition an account that was originally assigned the wrong category.

Description: Description identifying the alias in financial reports. This description has at most 60 characters.

Always Use Alias: Select this option to use the alias permanently. Do not select this option if you only want to reposition the account when the balance is negative.

GIFI: General Index of Financial Information (GIFI) is a chart of accounts developed by the Canada Revenue Agency (CRA) to facilitate electronic reporting of company revenues. Each account can thus be associated with a GIFI account. For more information, see the Guide to the General Index of Financial Information (GIFI) for Corporations (RC-4088) - CRA (Canada Revenue Agency).

OFX Description: Account number assigned by the financial institution and used for Performing  Autoreconciliation.

Associated Descriptions: Select this command to display the Account Descriptions window where you can change the description of OFX transactions associated with this account and used upon autoreconciliation to enter any unrecorded OFX transactions.

Budget Table

The Balance column shows account balances by period. The following columns are for entering comparative amounts such as forecasts or previous year balances. These amounts can be retained or transferred from one column to another as part of the year-end procedure.

Note:	Allocation accounts do not have a Budget table.

Note:	Column titles can be changed (Company Information window, General Ledger tab).

The General Ledger report for a specific account and period can be produced from the Account window. To do this, right-click in the appropriate period of the Balance column in question. In the contextual menu that appears, select View General Ledger for Period X.


Allocation Accounts

[Input menu, General Ledger, Accounts] or

Allocation accounts serve two purposes.

Entry Template

The Allocation account can be used as an entry template for transactions affecting several accounts or those that always affect the same accounts, such as credit card payments. Thus in the table of the Account window, select all accounts of the transaction, but leave the Percentage column blank.

In the Entry window, enter the number of the Allocation account. By pressing the Enter key, accounts included in the Allocation account are displayed. All that remains is to enter the amounts affecting the accounts. When no amount has been entered for an account, it disappears upon recording the transaction.

Distribution by Percentage

The Allocation account can also be used to group accounts affected in the same percentages at each posting, such as a mortgage where 25% is short-term and 75% is long-term. Thus in the table in the Account window, all accounts affected by the transaction must be selected and their percentages entered.

In the Entry window, the number of the Allocation account and the total of the transaction must be entered. By pressing Enter, the accounts included in the Allocation account are displayed and the amount is distributed according to the defined percentages.


More about Accounts

[Input menu, General Ledger, Accounts] or

Deleting Accounts

An account can be deleted when it is not selected in a window such as:

Taxes, Tax Groups and Tax Exceptions in the System Manager application

Accounts (Allocation category) in the General Ledger

Accounts Payable in the Accounts Payable application

Accounts Receivable and Product Groups in the Accounts Receivable application

Departments in the Payroll application

In addition, the account must have never been used in a General Ledger transaction because even if the transaction (check, entry, deposit) were to be deleted, the transaction log is retained. In addition, it must not have been used in a transaction in another application, such as Accounts Receivable, Accounts Payable or Payroll.

Finally, run a check for idle files (Input menu, Utilities).

Finally, if the Delete Account button [image] is inactive, the account cannot be deleted.


Address

[menu Saisie, Comptabilité, Adresses] ou

An address represents any person or business associated with the company for whom or which checks are issued or regular communications maintained either by mail or E-mail: for example, Hydro Québec, Bell Canada, law firms and government agencies.

Note:	Customers, suppliers or employees are created in their respective applications.


Printing and the General Ledger

[Report menu, Formats, General Ledger Checks] or

The Default Print Settings window [image] is available (File menu) for all document printing, when margin adjustment is required or when you need to change printers or options. For more information, see What is Printing? in the Daily Work section of the System Manager application.

For printing checks with default settings, this is done in Windows mode and according to the basic check format respecting the standard of the Canadian Payments Association (CPA). It is recommended that users employ the basic format in conjunction with check stock supplied by ACCEO Solutions in combination with a laser or ink jet printer.

However, for specific needs, you can create a General Ledger check format and configure all the print settings according to your situation.


General Ledger Check Format

[Report menu, Formats, General Ledger Checks] or

To create a check format, the Customized Windows print mode must be selected in the Default Print Settings window (File menu).

A single check format can be created per bank account. Thus, upon creating a format, you must select the type.

In the General Ledger Check Format window, click Options [image] to define the dimensions and characteristics of the various check sections.

Finally, for each section (Check, Stub or Double Stub), text can be entered and fields added by clicking Select a Field [image] or deleted using the Backspace key.


Configuring Check Printing

[File menu, Default Print Settings…] or

1.	In the list on the left, select General Ledger Checks.

The boxes specific to this type of printing are displayed.

2.	In the Printer box, select the appropriate printer.

3.	Under the Checks tab, select stub location: before or after the check or both.

Note:	When Customization and Security is running, the option can be limited to the Supervisor alone (Edit menu/Options).

4.	Select the print option.

5.	Under the Paper tab, determine the top and left margins as well as the unit of measure.

6.	Identify the paper feed type for the checks.

7.	Apply the configuration.


Batches

[Input menu, General Ledger, Batches] or

In the Batch window, you can create batches that serve as buffers to receive transactions for later processing. Several batches may be created to group the various types of transactions to be processed.

Note:	When deleting a batch, all transactions it contains are deleted.

Non-repetitive

In general, in a non-repetitive batch, once a transaction has been processed, it is deleted form the batch. This type of batch is useful when receiving transactions from a subledger closing, such as Accounts Payable, Accounts Receivable or Payroll or a transaction belonging to a future period, such as a postdated check.

Tip:	Create a non-repetitive batch for each accounting period assigning the period number as the batch number for each one.

Repetitive

Regarding a repetitive batch, once a transaction is processed, it remains in the batch for subsequent postings. This type of batch is practical for recurrent transactions such as pre-authorized payments, loan reimbursements and depreciation.


A Ratio Is...

[Input menu, General Ledger, Ratios] or

A ratio is a relationship between two significant values for evaluating company activities such as administrative and financial performance as well as the performance of the staff, market, marketing techniques and the management of stocks and installations. For example, the ratio lumber sales/total sales is an indicator of the volume of lumber sales.


Creating a Ratio

[Input menu, General Ledger, Ratios] or

1.	In the Descriptions group box, enter the description of the ratio’s numerator and denominator.

2.	In the Ratio group box, enter the numerator and denominator of the ratio using account numbers, preceded by a #, constants and arithmetic operators (+, -, * and /).

Tip:	To specify the sum of a range of accounts, place a colon between the first and last account in the range.

3.	Enter the units and the average range, the values between which the ratio is considered normal.

4.	Under the Comments tab, enter the comments to present in the report according to the value returned by the ratio whether in range or falling on either side of normal.

5.	Click Evaluate Ratio [image] to get the result of the ratio for the specified period.

Tip:	A ratio report can be produced. For more information, see Ratio Report


Type of General Ledger Transactions

[Input menu, General Ledger, Enter Transactions] or

Recording transactions corresponds to entering any changes in account balances. There are two types of transactions.

Check

The check is the means by which an account holder instructs his or her financial institution to transfer a sum to a designated payee. The Transaction is a Check [image] option is thus used for all bank outflows, such as tax and government remittances and CSST payments. A check always credits a bank account.

Deposit

A deposit is the means by which a sum is deposited into an account at a financial institution. The Transaction is a Deposit [image] option is thus used for all bank inflows or transfers between accounts. A debit always debits a bank account.

Entry

The Transaction is an Accounting Entry [image] option is used for all transactions other than checks and deposits, such as depreciation and adjustments. An accounting entry does not affect any account by default, each one must be selected.


Recording Transactions in the General Ledger

[Input menu, General Ledger, Enter Transactions] or

1.	Ensure that the button of the proper transaction type to record is selected: Transaction is a Check [image], Transaction is a Deposit [image] or Transaction is an Accounting Entry [image].

2.	Enter a description of the transaction.

3.	Enter the accounts affected and amounts.

Tip:	Click Entry Wizard [image] to record an accounting entry using the principles of increasing and decreasing the balance of an account instead of the debit-credit concept. For more information, see Using the General Ledger Entry Wizard.

4.	Taxes: To extract taxes from the total in the column across from the one for which an amount is entered on the first entry line, place the pointer at the end of the transaction, in the Account column on a blank line, and click Automatic Tax Calculation [image], which becomes available. In the window displayed, select a tax group.

The accounts in the Taxes group box are added to the transaction, the amount of tax extracted from the total is assigned to the tax accounts according to the defined percentages.

5.	Batch: To place the transaction in a batch, click Transaction Belongs to a Batch [image] then enter the batch number.

6.	Check: Check can be issued from a checkbook or printed on check stock paper. In order to print a check, click Check to the Printed [image].

In the boxes that appear, enter the coordinates of the payee and select to print immediately or using deferred processing.

In the Number box, ensure that the number corresponds to the one on the paper check.

7.	Save the transaction.

Account balances are affected.

The transaction is displayed under the first four tabs of the Transactions list window.

When the transaction belongs to a batch, it is displayed in the Batch window and under the last two tabs of the Transactions list window.


General Ledger Transaction Template

[Input menu, General Ledger, Enter Transactions] or

A transaction can be used as a template to create another one. In the Transactions list window, place the pointer on the appropriate transaction and click Use Transaction as a Template [image].

A copy of the selected transaction is displayed; modify and save it.

Tip:	You can speed transaction entry using an Allocation account. For more information, see Allocation accounts.


Using the General Ledger Entry Wizard

[Input menu, General Ledger, Enter Transactions] or

1.	In the Account column, enter the number of the account affected by the transaction.

The description and account balance of the account are displayed in the Description and Balance columns.

2.	Click [image] or [image] to specify whether the transaction increases or decreases the account balance.

3.	In the Amount column, enter the amount of increase or decrease.

The account balance following the operation is displayed in the Result column.

Note:	Only two accounts can be used in the transaction.


Filling out the General Ledger Transaction Window

[Input menu, General Ledger, Enter Transactions] or

Header

Date: Date on which the transaction is recorded. By default, the current day is displayed.

Period: Period in which the transaction is to be recorded. The current period is displayed by default. Only the current or the immediately preceding period can be entered.

Number: Number of the transaction.

For a check or deposit, the number displayed is the one from the bank account to be affected.

For an accounting entry, the number displayed is the one found under the General Ledger tab of the Company Information window.

Note:	When a check is printed, the number should correspond to the one on the paper check.

Amount: Amount of check or deposit [display only]

Balance: Balance of accounting entry: difference between total debits and credits [display only]

Note:	An accounting entry can only be recorded when the Balance box displays 0 (zero).

Description: Note stating the reason for the transaction. This description is used when searching for a particular transaction and is printed in reports.

Table

Account: This column is for selecting accounts to be affected by the transaction.

Description: This column is for modifying the description of the account to be used in the transaction.

Debit/Credit: These columns are for entering amounts to affect the selected accounts.

Batch

Note:	These boxes are displayed when the Transaction Belongs to a Batch [image] option is selected.

Batch: Number of the batch in which the transaction is to be held until its transfer to the General Ledger.

Description: Description of the batch. [display only]

Reference: Number of the transaction within the batch. Each transaction type is numbered sequentially. [display only]

Check

Note:	These boxes are displayed when the Check to the Printed [image] option is selected.

Payee Information: Coordinates of the person or company to receive the check. This information is printed on the check.

Comment: Note printed on the check stub. By default, the contents of the Description box are displayed.

Print: Option of when to print the check.

Now: Launches printing upon saving the transaction.

Later: Supports printing of a multiple checks at once at a later time.

When Posted to the General Ledger: Launches printing upon transferring the batch containing the check to the General Ledger.

Note:	When entering a check not belonging to a batch, only the Now and Later print options are available.

Note:	When entering a check in a non-repetitive batch, the Now and When Posted to the General Ledger options are available.

Note:	When entering a check in a repetitive batch, the When Posted to the General Ledger option is available.


Transferring Batches to the General Ledger

[Input menu, Deferred Processing, Batch Processing] or

Transactions posted to batches have been saved but not recorded. The Transfer window is used to record batch transactions in the General Ledger. The transfer can be performed at any time.

Tip:	The Post Batch to General Ledger [image] option of the Batch window displays the Transfer window.

1.	Select transactions to transfer.

Tip:	The Select Transactions [image] option is for selecting postings according to selected criteria.

2.	In the Period box, select the Current or Previous period as the one into which to transfer the transactions.

3.	In the Date and Number columns, verify the date of transactions following transfer and for checks and deposits, the number.

4.	Click Post Batch to General Ledger [image].

5.	Check: When the transaction selected is a check whose printing is defined as When Posted to the General Ledger, select print time.

6.	Non-repetitive: Transactions from a non-repetitive batch should be deleted to avoid any confusion.

Repetitive: Transactions from a repetitive batch should remain in the batch for subsequent transfers. The Last Posting Date box in the Batch window shows the date of the last transfer to the General Ledger.

The transactions are recorded; they now appear under the first four tabs of the Transactions window.


Deferred Printing of General Ledger Checks

[Report menu, Deferred Processing, Print Checks/Payments] or

Rather than printing checks individually upon their entry, you can print a block of checks together at the same time using deferred processing.

After selecting the payment type and the bank on which the check is to be drawn, the Print window is displayed where under the Checks to Print tab, you see checks awaiting printing using deferred processing.

The checks to print must be selected and their individual number and date verified. Finally, click Print Checks [image].

Tip:	The Select All Checks to Print [image] and Clear Selection [image] options can speed up the selection process.

Once printed, checks are displayed under the Checks Printed tab.


Reprinting General Ledger Checks

[Report menu, Deferred Processing, Print Checks/Payments] or

A printed check can be reprinted. The procedure is similar to Preferred Printing of General Ledger Checks, except the checks are selected under the Checks Printed tab.

Another method is to display the check transaction in the Entry window (Input menu/General Ledger/Transactions) and click Reprint Check [image].

Note:	A check for which the Check to the Printed [image] was not selected upon saving the transaction cannot be printed.


Correcting General Ledger Transactions

[Input menu, General Ledger, Transactions] or

Transaction correction refers to all types of modifications that can be made to a check following the recording of its transaction to include deletion.

Note:	When a transaction has been reconciled, it must be dereconciled prior to correction then   re-reconciled afterwards using the Reconciliation window, regardless of the type of reconciliation performed.

Note:	Any transaction not included in an End-of-period process can be corrected.

Modifying Transactions

Display the transaction to be modified then make changes.

Note:	When the transaction is a check or a deposit, the bank account cannot be modified.

Reversing Transactions

In the Transactions list window, place the pointer on the appropriate transaction and click Transaction Reversal [image]. A transaction that is the reverse of the original is displayed; save it.

Voiding Transactions

Display the transaction to cancel, then click Void Transaction [image].

When the transaction is an accounting entry, a new transaction is created, the reverse of the voided transaction.

When the transaction is a check or a deposit, it is marked ***VOID*** in the Description box. The accounting effect is cancelled and the number can be reused.

These transactions are included in reports.

Deleting Transactions

Display the transaction to delete then click Delete Transaction [image]. The transaction is deleted.

When the transaction is a check or a deposit, the number can be reused.

These transactions will only appear in the log.


Lists of Transactions

[Report menu, General Ledger, List of Transactions] or

The List of Transactions window is used to produce reports showing transactions entered in the General Ledger (Transactions tab) or transactions belonging to a batch (Batches tab).

Two types of lists can be produced. The Summary type presents the number and amount of the transaction, while the Detailed type presents the complete transaction as in the General Ledger.

In addition, various options can be selected.

Audit Trail: Selecting this option includes in reports previous versions of current transactions such as voids and modifications.

Exclusive: Select this option to exclude transactions for which there are no previous versions.

Quantities: Select this option to only display transactions in which a quantity is used.

Condensed: Select this option to produce a condensed detailed report with one transaction per line.

Finally, the report can be limited to a specific transaction type, period, range of periods, element or a specific amount. Select the appropriate items and enter the necessary selection criteria.


Reconciliation Is...

[Input menu, General Ledger, Reconciliation] or

Reconciliation consists of comparing, as of a specific date, transactions entered for an account with the transactions from a bank statement to reconcile any difference in balances. The difference is often due to outstanding checks, deposits in transit, credits, unrecorded bank fees or errors in transactions or opening balances.

Reconciliation compares a Bank account with the account statements supplied by the financial institution. However, all accounts can be reconciled including those used for credit cards, pre-paid expenses, expenses incurred and direct payments.


Reconciliation Session

[Input menu, General Ledger, Reconciliation] or

After selecting an account to reconcile, the last reconciliation performed for this account is displayed. Click New Reconciliation Session [image].

Once the reconciliation date is entered, all unreconciled transactions as of this date are displayed. Transactions on the statement must be selected.

Tip:	Click Select Postings [image] to select transactions according to your criteria.

Tip:	Click Show Unreconciled Postings [image] to limit the display.

Tip:	Click Reconciliation Date to display a previous reconciliation.

Finally, the reconciliation report must be produced.

The transactions are reconciled.


Autoreconciliation

[Input menu, General Ledger, Autoreconciliation] or

Autoreconciliation window automates as much as possible the process of transaction reconciliation and the entry of unrecorded transactions.

The reconciliation is performed using an electronic statement downloaded from the financial institution’s Web site and criteria such as check amount, date and number.

Transactions included on the electronic statement but not recorded in the General Ledger are entered by selecting them and clicking Add a Transaction [image]. The description of the transaction on the statement is retained in the account used to enter the transaction in order to present this account by default the next time an entry with the same description is encountered during an autoreconciliation process.

Finally, the reconciliation report must be produced.

Transactions are reconciled.


Performing Autoreconciliation

[Input menu, General Ledger, Autoreconciliation] or

1.	From the financial institution’s Web site, download the electronic statement for the appropriate range of dates. The electronic statement must respect the OFX standard and be in one of the following formats: OFX, QFX, RX or CMD. For more information, see The Bank Statement and the OFX Format.

2.	In the Applications toolbar, under the General Ledger tab, click Autoreconciliation [image].

The Selecting an OFX File window is displayed.

3.	Select the electronic statement downloaded.

When the electronic statement also contains transactions from more than one account, the List of OFX Accounts window is displayed where you select the number the financial institution assigned to the account you want to reconcile.

When the Link with… window is displayed, select the account to reconcile to link it with the account number assigned by the financial institution. Once linked, the window will not be displayed again. This number is displayed in the OFX Description box of the Account window where it can be modified.

The Autoreconciliation window is displayed.

4.	Click Autoreconcile Account [image].

The reconciliation is performed and the reconciled transactions are transferred to the Reconciled Transactions table.

For a check-type OFX transaction from an electronic statement, the reconciliation process first searches for a check-type transaction with the same number and amount. If a match is not found, the search continues to find a check transaction in the amount with a date that is close to the one in question.

If the difference in dates is greater than 10 days, the user is prompted to select whether or not to reconcile the two.

5.	Check the reconciliation.

Tip:	Select two transactions and click Reconcile a Transaction [image] to reconcile the two transactions and transfer the pair to the Reconciled Transactions table; the reverse is done by clicking Dereconcile a Transaction [image].

6.	Enter unrecorded transactions by selecting the OFX transactions in question from the electronic statement and clicking Add a Transaction [image]. In the Transaction window that is displayed, enter the transaction details and save the transaction.

The description of the OFX transaction can be linked to the account. This account is displayed by default upon entering a transaction bearing this description.

Tip:	To modify the list of OFX transactions, click Associated Descriptions in the Account window.

The OFX transaction is reconciled with the transaction created and the pair is transferred to the Reconciled Transactions table.

7.	When the electronic statement contains transactions from more than one account, click Go to the Next OFX Account [image] to display the transactions of the next account.

8.	Produce the reconciliation report.

Autoreconciliation is complete.


Reconciliation Report

[Input menu, General Ledger, Reconciliation] or

Regardless of the type of reconciliation performed, click Reconciliation Report [image] to produce a list of transactions in circulation following reconciliation. In addition, by entering balance from the statement, the balances are reconciled.

There are two types of reports: As of Reconciliation Date and For All Transactions. The latter includes postdated transactions.


Electronic Statements and the OFX Standard

Financial institutions may allow the downloading of electronic statements in file format respecting the OFX standard. The OFX (Open Financial Exchange) standard is a standard for financial information exchange. It covers a wide variety of activities: individual financial transactions or those of SMBs; invoice payments; investments, mutual funds, shares. Other services will be added in the future, such as financial planning and insurance.

Here are the procedures for downloading statements from the main financial institutions.

Caisse populaire Desjardins

National Bank of Canada

National Bank of Canada (Commercial Accounts)

Royal Bank of Canada

Canadian Imperial Bank of Commerce (CIBC)

Toronto-Dominion Bank (TD Canada Trust Bank)


Downloading a Caisse Populaire Desjardins Account Statement

[Input menu, General Ledger, Autoreconciliation] or

1.	Go to the secure site and click Statements.

2.	At the bottom of the page, select Bank Reconciliation.

3.	In the page displayed, enter the dates and select the account for which you want to have a statement.

4.	Click Download the File.

5.	Indicate where the CMD file is to be saved.


Downloading Statements from the National Bank

[Input menu, General Ledger, Autoreconciliation] or

1.	After accessing the secure site, click Direct@Nat.

2.	Select the account for which the statement is to be downloaded.

3.	In the Exporting Records group box, select OFX.

4.	Click Export and select the destination for the file.


Downloading a National Bank of Canada Commercial Account Statement

[Input menu, General Ledger, Autoreconciliation] or

1.	Go to the site and select Clic Commerce.

2.	Click Clic Statement.

3.	Enter you access code and password.

4.	Choose Balances in the left column.

5.	Display the account desired.

6.	Under the heading Choose the format of the file to be saved, select OFX.

7.	Click Save.


Downloading a Royal Bank Account Statement

[Input menu, General Ledger, Autoreconciliation] or

1.	Go to the secure site and click Download Activity.

2.	In the page displayed, select if you want to obtain all the transactions or only those that have been added since the last statement download.

3.	Click one of the software buttons displayed. Each of these software options produces a compatible OFX file.


Downloading Statements from the Canadian Imperial Bank of Commerce - CIBC

[Input menu, General Ledger, Autoreconciliation] or

1.	After accessing the secure site, select Download Transactions.

2.	Select the appropriate account.

3.	Specify whether the file contains all transactions entered since the last download or only those falling within the specified range of dates.

4.	Select the file format.

5.	Click Download.


Downloadeing Statements from the TD Canada Trust

[Input menu, General Ledger, Autoreconciliation] or

1.	After accessing the secure site, Account Activity menu.

2.	Select the appropriate account.

3.	Enter the number of days to include.

4.	When the account detail is displayed on the screen; select the OFX format file to download.

Note:	Quicken and QuickBooks produce OFX-compatible files.

5.	Click Download.


A Financial Report Is...

[Report menu, General Ledger, Financial Reports] or

The Financial Reports window is used to produce reports constituting a summary of all information entered in the General Ledger. These reports communicate, as clearly as possible, the maximum amount of pertinent information to an outsider (auditor, banker, investor, etc.) in order that they may analyze the company’s financial position.


Trial Balance

[Report menu, General Ledger, Financial Reports] or

Trial Balance tab is used to produce a list of all accounts by category with their balances in either the Credit or Debit columns. This report compares credit and debit balances.

When the Trial Balance report doesn't balance, the opening balance may be in error.

Tip:	To get a list of opening balances, produce a report for period 0 (zero).


Balance Sheet

[Report menu, General Ledger, Financial Reports] or

Balance Sheet tab is used to produce a report showing the list of Asset and Liability accounts as well as the difference represented by capital. The latter correspond to the Capital accounts including profits and losses, the result of the Income Statement report. This report shows the company’s financial position as of the given date.

The balance sheet is cumulative, thus the values are calculated up to the selected period.

When the Balance Sheet report doesn't balance it may be due to a income or expense account being assigned to the wrong category (Asset or Liability). It is also possible that an account was left out when using a template.

Tip:	To customize the report, see Balance Sheet or Income Statement Template Creation.


Income Statement

[Report menu, General Ledger, Financial Reports] or

Income Statement tab is used to produce a list of Income and Expense accounts and the difference between the two, which corresponds to the profit or loss figure. This report shows the company’s net profit or loss for the selected period.

The report can be periodic or cumulative according to the selected option.

Tip:	To customize the report, see topic Balance Sheet or Income Statement Template Creation.


Balance Sheet or Income Statement Template Creation

[Report menu, General Ledger, Financial Reports] or

1.	Under the Balance Sheet or Income Statement tab, click Create.

The Balance Sheet or Income Statement window is displayed.

2.	Assign a number (4 digits) and a description (30 characters) to the template.

3.	Under the General tab, select the subdivision of the appropriate accounts then enter the range of accounts for each sub-section in the table.

The Beginning column is used to enter the first account of the range and the End column, the last one.

4.	Income Statement results: Under the Grouping tab, select the income statement type.

Regular: Corresponds to the standard income statement that only presents the balance of accounts.

Column: Corresponds to a comparative income statement, which presents three columns. Their content must be selected in the Column Contents group box.

5.	Under the Example tab, consult an example of the report according to the options selected and validate the titles assigned to the sub-sections.

6.	Click Save [image].

Format is created.


Ratio Report

[Report menu, General Ledger, Financial Reports] or

The Ratios tab is used to produce a report presenting the description of the ratios included in the range and their result.

For more information, see  A Ratio Is....


GIFI

[Report menu, General Ledger, Financial Reports] or

GIFI tab is used to produce five types of reports.

The Summary type presents a list of GIFI codes that have been assigned to an account of the chart of accounts as well as its balance.

This report can be exported, along with some company information, in GIFI text format by selecting the Comma delimited format type. An accountant can then import it in another software to file the company’s tax report. This is why questions concerning the level of audit detail for are asked.

The Detailed type presents a balance sheet and an account statement according to GIFI standards and codes entered for each account. This type can be used for an audit for example.

Finally, the two last types present the chart of accounts with their GIFI correspondence.


Filling In the Financial Reports Window

[Report menu, General Ledger, Financial Reports] or

Inactive Accounts: Select this box to include in the report accounts for which no transaction has been entered during the period selected.

Accounts at Zero: Select this box to include zero-balance accounts.

Grouping Accounts: Contains accounts according to their numbering in the chart of accounts, thus by 10’s or 100’s.

Note:	This group box is available when a format is selected.


Filing Taxes Is...

[Report menu, General Ledger, Tax Reports] or

Taxes must be filed according to the frequency required by the government agency. The filing may include input tax credit claims and input tax refunds. This request is used to recover (or pay) the difference between taxes collected at selling and paid at purchase of goods and services on which they apply.


Tax Report

[Report menu, General Ledger, Tax Reports] or

The Tax Report window is used to produce reports presenting all the information regarding taxes.

The Summary type report presents, per tax, the total purchases (Expense category) and sales (Income category) as well as taxes collected and paid.

The Detailed type report presents, in addition to the information in the Summary report, the balance of each purchase and sales accounts.

For the balance of purchase and sales accounts to be included in the report, the box for the accounts in question must be selected under the Purchase or Sales tab in the Tax window.

To be included in the balance of a purchase or sales account, a transaction must be entered within the range of periods, or, when the Active Date option is selected, within the range of dates.

Concerning the balance of the taxes collected and paid account, it includes all transactions entered from period 0 (zero) to the last period of the range indicated. When Active Date is selected, the transaction date must precede the end-of-range date.

Tip:	In the Detailed report, double-click the balance of an account to produce the List of Accounts report used to consult the transaction in which the account has been affected. Double-click its description to display the Account window.

Finally, the report presents the amount payable or receivable.

The form must be filled out and sent to the appropriate government agency.

Finally, the payment or claim must be recorded by entering the corresponding transaction.


Government Sales Taxes

[Input menu, Deferred Processing, Government Sales Taxes] or

The Government Sales Taxes window is a wizard used to produce a report presenting the amounts necessary to fill out the GST/HST and PST declaration as well as the ITC/ITR claim.

Once configured and taxes and dates entered, the amount for each box with its number on the form is presented.

Tip:	Click a box number to display the list of accounts used to select those whose balance must be included in the calculation of the box and click [image] to recalculate the amount of the box.

Click Print [image], then select the appropriate option to, once printing is over, display of the Entry window where a transaction resulting from the report is displayed by default. Click Save [image].

Amounts can be transcribed on the prescribed form that must be sent to the appropriate government agency with payment due.

Finally, for Clic Revenu subscribers, the report can be transmitted via Internet and any amounts due can be remitted by pre-authorized payment.


End-of-Period Procedure

[Input menu, General Ledger, End of Period] or

In order to go to the next period, the End-of-period procedure must be performed.

The first step, called “Prerequisites”, consists of closing operations for the current period, i.e. entering all transactions for the period and, if necessary, closing all Accounts Receivable and Accounts Payable subledgers and Payroll and then ensuring financial statements balance.

The second step consists of running the End-of-period procedure. This procedure is used to constitute your accounting books by printing transactions entered during or included in the current or preceding period. It is used to go to the next step.

Finally, upon closing the last period of the fiscal year, period 1 of the next fiscal year becomes available. Thus, account balances are reset to zero. The balances of Asset, Liabilities or Capital category accounts become the opening balances of these account in the new year. As for the balances of Income or Expense category accounts, they are transferred to the Retained Earnings or Owner Equity account balance; the selection is made during the procedure.

In addition, information in the Budget table of the Account window must be transferred from one column to another in order to free the Balances column for the new fiscal year and retain the appropriate information.

General Ledger transactions are then deleted.

Finally, adjustment entries must be entered in due course.

For more information, see the General Ledger Fiscal Year-End document.


Summary of Steps

[Input menu, General Ledger, End of Period] or

	Step	Objective	Procedure
1	Prerequisites to the End of Period	• Transfer amounts to the General Ledger.	Enter the invoices received from suppliers, and clients as well as pays or If Accounts Payable, Accounts Receivable and Payroll are active, enter invoices and pays in the appropriate application and close the period in each of these auxiliaries
		• Prepare the General Ledger for the end-of-year procedure	1. Transfer batches 2. Post deposits, direct deposits, PADs, accounting entries and print checks 3. Perform account reconciliation 4. Print a cumulative trial balance and check the main accounts 5. Print financial statements 6. Print a tax report (end of year)
		• Make a copy of the data as of closing time	Make a backup copy
2	End of Period or End of Year	• Begin a new period.   OR • Start a new fiscal year • Close result accounts • Delete General Ledger transactions • Transfer account budgets	Perform the year-end procedure
3	Adjustment Entries	• Post an amount, in whole or in part, to the fiscal year to which it belongs, so that the net profit figure for the year being closed is accurate.	1. Log adjustment entries in Company Name_XX 2. Print a cumulative trial balance and check it against the accountant's adjusted trial balance 3. In the current company, modify the account's opening balance 4. Print a trial balance for opening balances and check their accuracy


Prerequisites to the End of Period

[Input menu, General Ledger, End of Period] or

Operations must be performed before launching the end-of-period procedure to properly prepare the company's General Ledger data. The preliminary steps ensure that all entries from the Payroll, Accounts Payable and Accounts Receivable applications are transferred to the General Ledger. In addition, they ensure that all financial statements and auxiliary journals balance.

Finally, in the case of the end of fiscal year, they ensure that the proper documents are printed as once the year is closed the data are not easily accessible.


Transferring Subledger Entries

[Input menu, General Ledger, End of Period] or

Enter the invoices received from suppliers, those sent to customers and wage payment entries.

OR, when the Accounts Payable, Accounts Receivable and Payroll applications are active:

1.	Accounts Payable

Make sure all checks and direct deposits for the current month are printed. In the Report menu under Deferred Processing, select Print Checks/Payments.

Make sure that all supplier invoices that belong to the year being closed are entered.

Produce a summary or detailed weekly report, using the active date mode as of the last day of the current fiscal year. The weekly report is accessible through the Report menu, Accounts Payable, Weekly Report.

2.	Accounts Receivable

Make sure all payments and PADs for the current month are entered. In the Input menu under Accounts Receivable, select Accounts Receivable Payments.

Make sure that all customer invoices that belong to the year being closed are entered.

Print pre-authorized debit notices for the month to be closed.

Produce a summary or detailed daily report, using the active date mode as of the last day of the current fiscal year. The daily report is accessible through the Report menu, Accounts Receivable, Daily Report.

3.	Payroll

Make sure all salaries were entered.

Make sure all checks and direct deposits for the current month are printed. In the Report menu, Deferred Processing, select Print Payroll.

Produce a summary or detailed payroll journal, including the last period of the current fiscal year. The payroll journal is accessible through the Report menu, Payroll, Payroll Journal.

Produce a CSST-type payroll statement to calculate the CSST amount to remit for the concerned portion of the year.

Transactions are posted to the General Ledger.


Preparing General Ledger Data

[Input menu, General Ledger, End of Period] or

Once the auxiliary journal transactions transferred in the General Ledger, make sure all financial statements and auxiliaries are balanced and print reports for your records including the General Ledger:

1.	Produce a detailed list of transactions (batches) to ensure all transactions in a batch for the accounting period being closed have been transferred (Report menu, General Ledger, List of Transactions).

2.	Make sure all checks for the period are printed (Report menu, Deferred Processing, Print Checks/Payments).

3.	Make sure all entries and deposits for the period are entered.

4.	Make sure all inventory change entries have been posted.

5.	Reconcile accounts (Input menu, General Ledger, Reconciliation).

6.	Print a cumulative trial balance and ensure balances of main accounts are correct (Report menu, General Ledger, Financial Reports).

Note:	Since it is impossible to post an unbalanced entry, opening balances must be checked.

Petty Cash: Make sure the petty cash account balance on the trial balance corresponds to the actual amount contained in petty cash.

Cash Receipt Account (linked to Accounts Receivable): The account balance for the cash receipt displayed in the trial balance must correspond to the amount of money in possession of the person in charge of deposits.

Account Receivable: The account receivable balance in the trial balance report must be the same as that of the Accounts Receivable Balance line of the previously produced daily report.

Account Payable: The account payable balance in the trial balance report must be the same as that of the Accounts Payable balance line of the previously produced weekly report.

7.	Print a balance sheet and cumulative income statement (Report menu, General Ledger, Financial Reports).

8.	As part of the end of fiscal year procedure, print a tax report. This report is used to get the actual income and expense amounts required to produce the last tax declaration for the fiscal year (Input menu, Deferred Processing, Government Sales Taxes).

All balances shown in the trial balance are correct and reports are printed for your records.


Making a Backup Copy

[File menu, Backup]

Note:	Only one user can be active in the company whose data are backed up.

1.	In the File menu, select Backup.

The Backup window is displayed.

2.	Under Backup, in the Destination group, select Disk to create a file saved on a removable read/write unit (diskette, ZIP drive, USB stick).

In the Options group, select options as needed.

Note:	It is recommended to select the Include Report Files, Include Report Generator Files and Include EFT Files options.

In the Format group, select Compressed.

Click Backup.

The Saving Backup Copy is displayed.

3.	In the Save In box, select the destination of the backup copy. The Backup folder of the company's directory is selected by default.

In the File Name box, enter the name of the backup file.

Note:	AcomBak.BAZ is entered by default. It is recommended to use a more evocative name such as « PeriodNb_XX », where Nb is the period number and XX is the year.

Click Save.

A status window displays the progress of the operation. A confirmation window is displayed next.

4.	Verify the information, make sure the target support (diskette, ZIP drive, USB stick, etc.) is ready and click OK.

The backup copy is saved and the Backing up Files window is displayed.

5.	Click Finish.

The backup copy is done.


End-of-Period Procedure Concept

[Input menu, General Ledger, End of Period] or

The End-of-Period procedure constitutes your ledgers by printing the transactions entered in the course of the last period. You can select to print only the additions or a complete list of transactions. The procedure allows you to pass to the next period.


Running the End-of-Period Procedure

[Input menu, General Ledger, End of Period] or

Caution:	Once completed, the procedure cannot be canceled.

Note: 	The user running the procedure must be the only one logged into the company.

1.	Under the General Ledger tab, click End of Period [image].

The End of Period window is displayed.

The window contains the elements required to print three report types: List of Transactions (checks, deposits and entries) for the previous period, then a List of Transactions (checks, deposits and entries) report for the period currently closed and a List of Accounts with Transactions report for the period currently closed including transactions added to the previous period.

2.	In the Date box, enter the date to print on the end-of-period reports and select the appropriate options

The Optional Reports window is displayed.

3.	Select formats for the reports to print then select End of Period/Fiscal Year-End corresponding to the procedure in which the report template is to be used.

Tip:	Click Add Report [image] to add a report template to the table.

The Summary window is displayed.

4.	Check your selections and click Finish.

Reports are printed according to the selected parameters then the end-of-period procedure is launched.

The end-of-period procedure is complete.

Tip:	The number of the current period is displayed in the Company Information window (General Ledger tab).

Note:	A transaction included in the end-of-period procedure can no longer be corrected.


Fiscal Year-End Concept

[Input menu, General Ledger, End of Period] or

The end of fiscal year is the same as the end of period procedure but with a few extra steps. It is performed upon closing the last accounting period of the fiscal year and makes available Period 1 of the next fiscal year.

During this procedure, account balances are reset to zero. The balances in Asset, Liability and Capital accounts become opening balances. As for the balances of Income and Expense accounts, they are transferred to the balance of the retained earnings (or owner equity) account; this account is selected during the procedure.

In addition, information in the Budget table of the Account window must be transferred from one column to another to free up the Balances column for the new fiscal year and to retain the appropriate information.

Finally, General Ledger transactions are deleted.

The process to make the archive is analogous to creating a new company under the name ZGL_companyname_fiscal in the F1000.dta folder. The fiscal year used in the name is entered in a procedural step.

This archive copy only includes General Ledger data as they are before running the fiscal year-end procedure. It is not a backup copy that includes data from all applications in a compressed file format.


Running the Fiscal Year-end Procedure

[Input menu, General Ledger, End of Period] or

Caution:	Once complete, the procedure cannot be canceled.

Note:	The user running the procedure must be the only one logged into the company.

Note:	To perform an end-of-fiscal year procedure when the accounting cycle is not yet complete, all periods must be closed one after the other.

1.	Under the General Ledger tab, click End of Period [image].

The End of Fiscal Year window is displayed. It shows the steps to perform.

2.	Click Next.

The End of Period window is displayed. It allows you to print a List of Transactions from Previous Period as well as the one being closed, then a List of Accounts with Transactions for the period being closed including transactions added to the previous period.

3.	In the Date box, enter the report printing date. It generally corresponds to the last day of the fiscal year. If the fiscal year coincides with the calendar year, the date will be December 31st.

Select the appropriate options.

The Retained Earnings window is displayed. Here you select the account into which to transfer profits and losses.

4.	In the Number box, enter the number of the Capital account in which the profits (or losses), obtained by closing the Income and Expense accounts must be transferred.

The description of this account varies with the company’s type of legal constitution: owner equity for a company with a single private owner or retained earnings for a corporation.

When Cost Analysis is active, the Reset Project Balances to Zero window is displayed.

5.	Select Reset Project Balances to Zero for Income and Expense Accounts to reset to zero the opening balances of Income or Expense accounts when projects are used as account extensions: for example to present financial statements by division or by branch. Balance sheet accounts retain their opening balances.

The Transfer Budgets window is displayed. It supports the transfer of data from one column to another in the Budget column in order to free up Balance columns for the for the new fiscal year and retain the appropriate information.

6.	Select Transfer Current Year Balances when the amounts entered in the Balance column of the Account window are to be transferred into one of the Budget columns. Then, select the box(es) in which these amounts are to be posted.

In the Transfer Amounts in Budget Columns group box, select the destination of the budget columns to transfer.

In the Increase Budgets group box, select the Budget columns whose amounts are to be increased or reduced, and enter the percentage to apply by account category.

Click Specific Increase to display the Specific Budget Increase window. It allows you to enter a percentage of increase for each account.

Tip:	Click Wizard [image] to launch the Budget Transfer window. This wizard takes the user through each step of entering information in this window and the next one to ensure successful transfers. Only a specific increase will have to be made afterwards, if needed.

The Title des columns de budgets window is displayed.

7.	Enter titles to assign to the Budget columns of the Account window. These titles are adjusted under the General Ledger tab of the Company Information window.

Note: 	If you used the Budget Transfer Wizard, the titles are already entered.

The Transfer Reconciliation window is displayed. Here, you select an account to be reconciled in the course of the new fiscal year.

8.	Select the accounts for which an audit trail is to be retained. Thus non-reconciled transactions (checks, deposits) linked with a selected account will be displayed in the Reconciliation window and will be available for reconciliation in the course of the new fiscal year.

Tip:	Click Select by Category [image] to display a window in which you can select accounts by category.

The Annual List of Accounts with Transactions window is displayed. From here, you can print the List of Accounts with Transactions report for the fiscal year being closed.

9.	Select Print Annual List of Accounts with Translation to print the Report List of Accounts with Transactions report then select the appropriate options.

The Optional Reports window is displayed.

10.	Select the report formats to print, then select End of Period/End of Fiscal Year corresponding to the procedure in which the report template is to be printed.

Tip:	Click Add Report [image] to add a report template to the table.

The Summary window is displayed.

11.	Check your selections and click Finish.

Reports are printed according to the selected parameters then the end of fiscal year procedure launches.

12.	Enter the fiscal year for the archive copy.

The new fiscal year is now open.

Tip:	The number of the current period is displayed in the Company Information window (General Ledger tab).

Note:	General Ledger transactions of the previous fiscal year are deleted.


Filling in the End of Period Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the End of Period window. This window contains the elements required to select the parameters used to specify the content of some reports printed during the end-of-period procedure.

The End of Period Reports group box contains the elements required to print three report types: rapport List of Transactions (checks, deposits and entries) for the previous period, then a List of Transactions (checks, deposits and entries) report for the period currently closed and a List of Accounts with Transactions report for the period currently closed including transactions added to the previous period.

Date: Date printed on the end of period reports.

This date usually corresponds to the last day of the fiscal year. It can coincide with the calendar year thus finishing December 31st, or even following the operational year.

Click Date to display the Calendar window used to select a date. For more information, see Using the Acomba Calendar and Defining the Date Format.

The Update Lists from Previous Periods group box contains the elements required to select the content of the List of Transactions report of the previous period. Select the appropriate option.

Note:	This group box is not available when Period 1 is currently being closed.

Only Print New Transactions: Produces a report displaying the transactions added to the previous period since its closing.

Print Complete Lists: Produces a report displaying all transactions entered in the previous period, those entered before closing the period and those added after.

The List of Accounts with Transactions group box contains the elements required to select the elements that can be included in the List of Accounts with Transactions report of the current period.

Print Inactive Accounts: Select this box to add inactive accounts. An account is inactive when it is not used in any transaction during a period.

Page Break after Each Account: Select this box to insert a page break between each account.

For more information on the end-of-period procedure, see Filling in the Optional Reports Window.

For more information on the year-end procedure, see Filling in the Retained Earnings Window.


Filling in the Retained Earnings Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the Retained Earnings window. This window contains the elements required to select an account to which are transferred benefits and losses.

Note:	This window is available when running the year-end procedure.

Number: Number of the account of Capital category into which Income and Expenses account balances are transferred.

For single owner companies, the description of this account corresponds to Owner Equity and for business corporations: Retained Earnings.

Caution:	An account of Capital category must be selected. When it does not exist, it can be created from the Select Retained Earnings Account window, which is displayed by clicking Number.

Category: Category assigned to the selected account [display only].

Description: Description assigned to the selected account [display only].

For more information, see Filling in the Reset Project Balances to Zero Window.


Filling in the Reset Project Balances to Zero Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the Reset Project Balances to Zero window. This window contains the elements required to select the option used to reset project balances to zero.

Note:	This window is available when running the year-end procedure and when the Cost Analysis application is launched.

Reset Project Balances to Zero for Income and Expense Accounts: Select this box when projects are used as account extensions, i.e. for presenting financial statements per division or branch. Thus the opening balance of Income and Expense projects are reset to zero. A balance sheet account retains its opening balance.

For more information, see Filling in the Transfer Budgets Window.


Filling in the Transfer Budgets Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the Transfer Budgets window. This window contains the elements required to select budget amounts to transfer, their destination and the increase applicable to them.

Note:	This window is available when running the year-end procedure.

Hint:	The Wizard [image] button is used to launch the Budget Transfer Window. This wizard takes the user through each step of entering information in this window and the next one to ensure successful transfers. Only a specific increase will have to be made afterwards, if needed.

Transfer Current Year Balances: Select this box when amounts entered in the Balance column of the Account window have to be transferred to one of the Budget columns. Then, select the box(es) in which these amounts are to be posted.

The Transfer Amounts in Budget Columns group box contains the elements required to select Budget columns of the Account window to transfer and their destination.

The Increase Budgets group box contains the elements required to select the Budget columns of the Account window whose amounts are to be increased and the box used to enter the increase percentage applicable to each account category.

Budget: Select this box when the amounts of the Budget column of the Account window are to be increased. The increase table then becomes available.

The Increase Budgets group box contains three tables used to enter the increase or decrease percentage, applicable to the amounts of the three Budget columns of the Account window. Each line represents an account category.

Specific Increase: Click this button to display the Specific Budget Increase window used to enter a specific increase for each account.

For more information, see Filling in the Budget Column Headers Window.


Filling in the Budget Column Headers Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the Budget Column Headers window. This window contains the elements required to enter the Budget column titles of the Account window when printing reports.

Note:	This window is available when running the year-end procedure.

Column X: Headers assigned to the Budget columns of the Account window. Thus, these headers are adjusted in the Company Information window, General Ledger tab.

Note: 	When the Budget Transfer Wizard has been used, titles are entered.

For more information, see Filling in the Transfer Reconciliation Window.


Filling in the Transfer Reconciliation Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the Transfer Reconciliation window. This window contains the elements required to select an account that has not been reconciled completely.

Note:	This window is available when running the year-end procedure.

The Transfer Reconciliation window presents a table used to select accounts for which audit trails of transactions in circulation are to be stored. Therefore, an unreconciled transaction (check, deposit) related to the selected account will appear in the Reconciliation window for reconciliation during the following fiscal year. Each line represents an account. Select the appropriate accounts.

Hint:	The Select by Category [image] button displays a window used to select categories for which all accounts should be selected.

For more information, see Filling in the Annual List of Accounts with Transactions Window.


Filling in the Annual List of Accounts with Transactions Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the Annual List of Accounts with Transactions window. This window contains the elements required to print a List of Accounts with Transactions report for the fiscal year.

Note:	This window is available when running the year-end procedure.

Print Annual List of Accounts with Transactions: Select this box to print the List of Accounts With Transactions report then select the appropriate options.

The Annual List of Accounts with Transactions contains the elements required to select the content of the List of Accounts with Transactions report.

Note:	This group box is available when the Print Annual List of Accounts with Transactions box is selected.

Date: Date printed on the report.

This date usually corresponds to the last day of the fiscal year. It can coincide with the calendar year thus closing December 31st or even follow the operational year.

Click Date to display the Calendar window used to select a date. For more information, see Using the Acomba Calendar and Defining the Date Format.

Periods, To: Numbers of the periods starting and ending the range of periods.

All…: Click this button for all periods to be included in the range.

Accounts, To: Numbers of the first and last account in the range.

Clicking Accounts to To displays the Select Account window used to select an account among those already created. For more information, see Fields Linking to Other Fields.

All…: Click this button for all accounts to be included in the range.

Print Inactive Accounts: Select this box to add inactive accounts. An account is inactive when it is not used in any transaction within a period.

Print Quantity Accounts: Select this box to add quantity accounts.

Page Break after Each Account: Select this box to insert a page break between each account.

For more information, see Filling in the Optional Reports Window.


Filling in the Optional Reports Window

[Input menu, General Ledger, End of Period] or

This topic explains how to fill in the Optional Reports window. This window contains the elements required to select report models to print.

The Optional Reports window presents a table used to select report models to print. Each line represents a report model.

End of Period/Fiscal Year-End: Select the box corresponding to the procedure during which the report model must be printed.

Hint:	The Add Report [image] button is used to add a report model to print in the table.

To display the procedure, see Running the End of Period Procedure.

To display the summary table, see Prerequisites to the Year-End Procedure.


Adjustment Entries

[Input menu, General Ledger, End of Period] or

After auditing the financial statements, the accountant or auditor transmits the adjustment entries. The purpose of these entries is to adjust transaction amounts, or constituents thereof, in the fiscal year in question so that the net profit for the fiscal year being closed will better reflect the actual situation.

Post adjustment entries in the General Ledger archive copy created in the fiscal year-end procedure.


Entering Adjustments

[Input menu, General Ledger, End of Period] or

1.	Open the « CompanyName_PeriodNo_XX» company, the data of the fiscal year being closed.

2.	Enter the accountant's adjustment entries (Input menu, General Ledger, Inscription de transactions).

Note:	When adjustments have been restored using the Import changes from Accountant command, the entries are already posted.

3.	Print a cumulative trial balance (all periods) and ensure it is identical to the accountant's adjusted one (Report menu, General Ledger, Financial Reports).

The amounts of the General Ledger application now correspond to the actual situation.

4.	Make another backup copy to ensure that you have a complete copy of all data for the fiscal year.

Note:	To maintain the confidentiality of your data, we suggest you change the password for your company.

5.	Exit the company ZGL_CompanyName_FiscalYear (File menu, Close Company).

Caution:	To maintain access to the data after closing the company, do not run the fiscal year-end procedure in ZGL_CompanyName_FiscalYear.


Modifying an Adjusted Balance

[Input menu, General Ledger, End of Period] or

1.	Open the current company (File menu, Open Company).

2.	For Assets, Liabilities or Capital accounts, adjust the opening balance so it is identical to the accountant's adjusted one (Input menu, General Ledger, Accounts).

3.	For an Income or Expenses account, only the opening balance of the Retained Earnings account must be adjusted.

The latter is available using the trial balance of opening balances or the opening balance sheet provided by the accountant. Otherwise, it can be calculated using the company's adjusted trial balance « CompanyName_PeriodNo_XX» printed as part of the preceding procedure. It corresponds to the opening balance of the Retained Earnings account of the adjusted fiscal year to which the total for Income accounts is added and the total of Expense accounts is deducted.

4.	 Print a trial balance of opening balances (period 0) and make sure that they correspond to those provided by the accountant (Report menu, General Ledger, Financial Reports).

The opening balances of the current company are identical to the accountant's adjusted balances.


List of Accounts and General Ledger

[Report menu, General Ledger, List of Accounts] or

The List of Accounts window is used to produce a report presenting a list of accounts. Some of the information entered in the Account window can be presented as well as transactions in which the account is used. The list can be produced in three different types.

The Summary type list presents the company’s chart of accounts, i.e: category, number and description.

The Detailed type list produces a report that can present, in addition to the elements of the Summary type report, the content of the Balances and Budgets table according to the options selected.

Finally, the With Transactions type list produces a report that presents, in addition to the elements of the Summary type report, the balance of the account at the beginning of the period selected and the list of transactions in which the account has since been affected.


List of Addresses and General Ledger

[Report menu, General Ledger, List of Addresses] or

The List of Addresses window is used to produce a report presenting an address list. All the information entered in the Address window can be displayed. Two types of lists are available.

The Summary list type presents the number, name and telephone number, whereas the Detailed list presents complete data.

The Labels type is used to print the name and address on paper labels.

Finally, the Mail Merge type is used to create a data file required to generate a mail merge document using a word processor. First, boxes corresponding to the form letter mail merge fields must be selected. The file must then be saved in a format compatible with the word processor used. Lastly, the form letter and data file are merged in the word processor.


What Is the Cost Analysis Application For

Introduction

Do you want to know the cost for building that house on Main Street? Would you like to know in which branch this new product sells the best? Traditionally, answering these questions would require going through each invoice and keeping track of detailed records for each activity for each branch.

The Cost Analysis application offers a more efficient method of achieving your goal. Simply assign a project number or segment to each activity or branch, and have the number entered upon transaction input. The system keeps track of all amounts. It is then easy to produce reports that cover specific projects, thus answering your questions.

The Cost Analysis program offers features that allow you to classify income or expenses according to the specified operation. The application allows you also to produce reports that cover specific projects.


Cost Analysis Company Information

First, select Non-segmented or Segmented. Non-segmented means the number can contain up to 15 alphanumeric characters.

Segmented means you can choose the number of segments that the number will contain, up to 3, and you can choose the size of each segment. Here too, the maximum number of alphanumeric characters is 15. The total length of the mask, including separators, is 30.

The input mask is used to standardize project number entry. To be accepted, the project number must fit the mask you created. Standard project numbers makes it easier to produce accurate reports and train new employees.

Whichever option you select, enter the structure of your number. For a segmented number, you must also select the separators. Accepted symbols are dashes, periods, braces, brackets and parenthesis. Thus a mask corresponding to the number (99)AAA-325 would be (**)***-***.

You can specify that only income or expense transactions entered using a project number be accepted by checking the box beside Project Number is required for income and expense accounts.

Note

Once a project number has been entered, it is impossible to change the type of project. A segmented project cannot be made into a non-gesmented project and vice versa.


Segmented or Not?

The Cost Analysis module lets you create two different types of project number: segmented and non-segmented.

Non-Segmented Project Number

The non-segmented project number is made up of a maximum 15 characters. It contains no divider. Such project numbers are used for simple projects. No mask is created for this type of project.

Example: 2455HAMEL

Example: when a consultant needs to know how much it costs to perform an engagement. Only the total amount to bill matters. A non-segmented project number is sufficient. When entering transactions relating to a specific engagement, specifiy the relevant project number.

Segmented Project Number

The segmented project number is also made up of 15 characters, plus dividers. A maximum of three segments can be created to compose the project number. The Cost Analysis program uses input masks to standardize input. The advantage of using segmented project numbers is the flexibility they give you as you can combine segments to make up the complete project number.

Example: 0123-0001 (corresponding to branch-agent)

So the segmented numbers offer more flexibility. For example, consider a real estate network. To compare the results of each branch and agent, create two segments: one for branch, and a second for agents. Then each branch and agent is assigned a segment number.

When entering a transaction, you select the right branch from the list, then add the correct agent. If you enter a non-existent number, you will be asked whether to create the segment.

Segment numbers can be specified to produce reports. For example, to obtain a list of transactions for agents of the 0123 branch, simply ask the report entering project number 0123-****. (The * character acts as a wildcard.)


Creating Projects

To create new projects:

1.	Under the General Ledger tab, click Projects.

2.	In the Projects list window, open the Operation menu and select New Project [image].

3.	In the Project input window, select the type of project to create.

4.	Enter the number.

The maximum of characters allowed is specified in the Company Information window under Project.

5.	Enter a brief description of the project.

6.	Enter budget figures, as needed.


Project Report

To produce a project report

1.	Under the General Ledger tab, click Project Report.

The Project Report window is displayed.

2.	In the Mask field, specify the number of the project or segment covered by the report.

Hint:	To obtain a list that covers all projects, leave the Mask field empty. Use the asterisk wildcard character to select more than one project at a time.

3.	Click Produce.

The Report Editor, containing the report, is displayed.


Producing Reports for a Specific Project Number

A Cost Analysis group is included in most every report input window to allow you to produce the selected report for the specified project number(s). To activate the option, simply select the Search the Projects box and enter the project number.

Producing Reports for a Specific Project Number

1.	From the report window, in the Cost Analysis group, select the Search the Projects box.

2.	In the Mask box,

enter the number of a project to produce the report for a specific project

or

enter the number of a segment to produce the report for any segment

Hint:	Wildcard characters can be used to select more than one project or segment at once. The accepted wilcard character is *.

3.   Click Produce to prepare the report.

The report editor window is displayed.

Using Wildcard Characters

Example :	A report covering all transactions relating to a specific project or segment number must be produced.

To use wildcards, first enter characters that are similar in every definition, then replace variable characters with asterisks. Assuming the project mask is ****, then to produce a report covering every project whose number begins with 335, you would enter 335*; using the same project mask but to cover every project number that begins with 5 and ends with 0, you would enter 5**0.


More About Cost Analysis

Allocation Accounts and Projects

You can assign a project number to each account contained in an allocation account so that when a transaction is entered, amounts are distributed between each account of the allocation account as well as between the project numbers assigned to each of these accounts.

To assign a project number to an allocation account, select a project number in the Project column of the Account window for each account that makes up the allocation account and save the modifications.

Resetting Projects

It is possible to use project numbers as extensions to your accounts: for example, when presenting financial results for a division or a branch. During the year-end procedure, it is possible to reset project opening balances.


Report Generator Is...

The Report Generator allows you to create customized financial statements that meet your own specifications, thus permitting you to use tools that answer your questions.

The Report Generator accounting spreadsheet offers you four type of programmed functions to process your company's data: arithmetic, statistical, accounting and data functions.


Introduction

The Report Generator is a spreadsheet which includes a series of programmed accounting functions. As with all spreadsheets, it is essential that you understand the system of coordinates.

The system of addresses is based on Cartesian coordinates. Each cell is identified by its column identifier, followed by its row number. Thus, the cell in the upper-left corner is called A1 and the cell just under it is A2.

Report Generator commands can apply to more than one cell. A group of cells is called a field. To define a field, you must enter the coordinate for the cell in the upper-left corner of the block in question, followed by the identifier for the one in the lower-right corner. The two coordinates must be separated by two periods.

Otherwise, you can always check the address of the active cell, which is displayed in the upper-left corner of the screen.

New Icons

Through regular use of the software, you have undoubtedly learned about the icons which let you execute current functions. The Report Generator offers you three new icons.

•	@ This icon gives you access to the Report Generator's programmed functions. These are grouped into four categories: arithmetic, statistical, accounting, and date functions. A detailed description of each of these is given later in this document.

•	#? This icon lets you select the account from within the Select an Account help window. You can also directly enter the account numbers in the command. In order for Report Generator to recognize the accounts, you must enter a # before the account number. That is how the Report Generator know the number is actually an account number.

•	¿ This icon marks the editing process for a cell. It completes the entry process and executes the active function.

Using the Report Generator

The Report Generator is designed to take full advantage of the possibilities offered by the system's environment. You will be working on the data of the company which is active in the General Ledger.

This chapter will first address the periods; then, our attention will turn to application's functions and the selection of General Ledger accounts. The chapter closes with a discussion of how to use substitution characters and account groups.

Cell Alignment

All good spreadsheets have formats for displaying the contents of its cells. The Report Generator maintains the convention that numerical values be right-justified, while all text be left-justified.

To change the alignment of text cells, open the Operation menu and select Align. Note that this choice only applies to the active cell or cell fields. Also note that, barring any changes,  the numbers are always right-justified.

Current Functions

So that you can produce reports according to your needs, the 'M Report Generator provides you with a series of programmed functions that you can insert in the calculation sheet. All these formulas begin with the @ symbol. The coordinates of the affected zone are in parentheses following the command. If a field is required, identify the cell in the upper-left corner as well as the one in the lower-left corner; separate the two coordinates by two periods.

To access the functions, click @. The list that is displayed contains the most used functions. Should the function you are looking for not appear in the list, select Other... The Functions window is thus displayed. In it, functions are sorted under three categories: General, General Ledger and Arithmetic.

The Accounts

General Ledger accounts are the building blocks of customized reports. The Report Generator integrates them into the list of accounts, accessible by using the Btn_Fct icon. All the data related to the accounts are available, such as balances, categories, budgets, etc.

Quickly select Rows and Columns

There are several ways to select cells in the Report Generator.

The point-and-drag technique consists of selecting a cell and keeping the left mouse button depressed, dragging the cursor to highlight a block of cells.

You can also select an entire column or row with a single operation, by clicking on the column header or on the row number.


Cell Address

The Report Generator is a spreadsheet that includes a series of programmed accounting functions. Like all spreadsheets, it is necessary to understand the coordinate system.

The system of addresses is based on Cartesian coordinates. Each cell is identified by its column identifier, followed by its row number. Thus, the cell in the upper-left corner is called A1 and the cell just under it is A2.

Report Generator commands can apply to more than one cell. A group of cells is called a field. To define a field, you must enter the coordinate for the cell in the upper-left corner of the block in question, followed by the identifier for the one in the lower-right corner. The two coordinates must be separated by two periods.

Otherwise, you can always check the address of the active cell, which is displayed in the upper-left corner of the screen.

See also Absolute or Relative Address?.


Absolute vs. Relative Address?

Each cell is assigned an address. By default, this address is said to be "relative". When a relative address is part of a formula, and the cell is moved or copied, the formula is adjusted to take into account the cell's new address. This feature is especially useful when a row or column is inserted into the worksheet or deleted from it.

It does occur that the cell reference must never change, no matter what. Then it is necessary to make the address "absolute". To do so, the dollar sign ($) is added before the cell address. When the dollar sign is encountered in a cell address, the system would not modify the cell reference in case of a move.

So to make the formula @SOMME(B5..C8) absolute, you would enter @SOMME($B5..$C8).


Selecting the Period

By default, the period used by the Report Generator is the current period. Accomba displays the number of the active period in the upper-left corner next to the coordinates of the active cell.

The Report Generator also lets you change the active period and select a range of periods. The change always affects the active cell. To modify the period for all the cells, you must first select all cells.

To make the change, open the Operation menu. This function is available in the contextual menu, which is accessed by clicking the right mouse button. Select Period, then choose Specific to access the choice of periods box. In the Period group box, indicate whether you wish to access a single period (Simple), a field (Cumulative) or an Interval of periods. According to your choice, the frame at the left will be adjusted to guide you towards the required information.


Grouping General Ledger Accounts

You want these reports to be concise and complete. Right now, the complete list of accounts is of little use to you. The Report Generator can group them by applying a simple procedure. Just replace the number of necessary digits in the account number call.

For example, the chart of accounts for a shoe store contains the following accounts:

60121	Black Shoes (Women)

60122 White Shoes (Women)

60123 Blue Shoes (Women)

60124 Red Shoes (Women)

60125 Gold Shoes (Women)

60126 Black Shoes (Men)

60127 Brown Shoes (Men)

60128 Tennis Shoes (Men)

60129 Beach Sandals

By typing #6012x in a cell, the Report Generator creates a virtual account grouping together all the accounts whose numbers start with 6012.


General Ledger Accounts

The Report Generator integrates the list of accounts, which is accessible by the [image] icon. You can thus select accounts needed to produce your reports. All the data related to the accounts are available, such as balances, categories, budgets, etc.

In order for the Report Generator to recognize the number as an account identifier, you must place a # in front of the account number. For example, to enter the account 1001 in a calculation sheet, you would have to type #1001.

#nnnn	This is the syntax for a General Ledger account number in the Report Generator. Each "n" stands for a digit of the account number. For example, if you want to place the account 1001 in cell A1, enter #1001 in the cell, press enter [image], and the appropriate account will be inserted.

#nnnn..#nnnn	Using this syntax, you can insert a range of accounts into your worksheet. For example, #1000..#2000. The following is also permissible: #nnnn..nnnn.

#nnxx	Use an "x" in the account number to tell the system that one of the digits is a variable. For example, 1x00 indicates to the system that it must consider all accounts between 1000 and 1900.

Note that the indications given in the present section show four-digit account numbers. The maximum number of digits in an account number is seven.


Current Functions

The Report Generator offers you four types of programmed functions. You can take advantage of arithmetic, statistical, accounting and date functions to generate reports that will provide answers to your financial management questions.

The general syntax of a current function is the following:

@function(parameter[..parameter2]).

The @ symbol must always appear in front of the formula; the function is the name of the operation to be performed; the parameters are entered in parentheses. Parameters may be numbers or cell addresses.

According to the command type, you will have to enter one or two parameters. In the later case, you have to put two periods between the two parameters.

For example:

@POS(3)

@SOME(A4..B12)

The three types of functions are:

•	Arithmetic functions

•	Statistical functions

•	Accounting functions


Arithmetic Functions

The arithmetic functions perform basic algebraic functions. Operations are performed using the contents of one cell at a time. Replace x with a number or cell address.

@ABS(x)	Returns the absolute value of "x".

@ROUND(x)	Returns the value of x rounded to the hundredths place.

@INT(x)	Returns the whole number of a value. Ex: x = 2.43, INT(x) = 2.

@EXP(x)	Returns the exponential of "x" (i.e. ex, where 2 = 2.71828183).

@LN(x)	Returns the natural log of x.

@LOG(x)	Returns the base-ten log of x.

@ROOT(x)	Returns the square root of "x" (√x).

@NEG(x)	Returns the absolute value of "x", if and only if "x" is negative. If  "x" is positive, the result will be 0.

@POS(x)	Returns the value of "x", if and only if "x" is positive. If it is negative, the result will be zero.

Just a few words of explanation about @NEG and @POS. These functions are principally used during the production of trial balances. It is customary not to display negative values. Negative values thus simply pass from the Credit to the Debit column, or vice versa. Therefore by using the @NEG and @POS functions in conjunction with @BALANCE in a credit or debit column, you can produce a trial balance in compliance with current accounting standards.


Accounting Functions

Use the accounting functions to obtain the type of information useful for report production. The functions are always applied to a block of cells, called a field. Fields are defined by identifying two cells: one in the upper-left corner of the desired block and one in the lower-left corner.

Remember that like all programmed functions, they must be preceded by the @ sign.

@NUMBER(account)	Returns the General Ledger account number in the cell

@CATEG(account)	Returns the account category. The categories have the following codes: 1 – Bank, 2 – Assets, 3 – Liabilities, 4 – Income, 5 – Expenses, 6 – Allocation, 7 - Quantity.

@BUDGET1, 2, 3(account)	Returns the budget for the General Ledger account for a given period in the specified budget column (1, 2, 3)

@BALANCE(account)	Returns the account balance for the specified period.

The @BUDGET and @BALANCE functions can only be used after a precise period has been defined; see the help section on Selecting the Period.


General Functions

The general functions let you insert information already contained in the system into calculation sheets. The functions can be applied to a block. You should use the Report Generator's accounting functions in conjunction with the General Ledger and its accounts.

@CONAME	Returns the name of the company in the cell

@DATE1	Displays the date in the format selected under Print Setup: Year/Month/Day or Day/Month/Year

@DATE2	Displays the date in alphanumeric characters, for example: November 11, 1999

@PERIOD	Displays the overall period in the following manners: For Period "N", or "N" is the period number.

An account can just as well be the description of an account as an account number written in the #nnnn format. It can also be the address of the account in the calculation sheet.

A word about @PERIOD: This function displays the current period of the sheet.


#profits Function

The Report Generator features the #profits function. It runs as a virtual account, and allows you to assess the net profit or loss for the current financial year, without using the list of expenses and income accounts. It is thus easier to produce control reports or balance sheets taken this information into account.

Using the #profits function

1. Select a cell and type #profits.

2.	In a second cell, enter @BALANCE(address of the cell where #profits is entered).

The result of the balance of every income account minus the balance of every expenses account is displayed.


Copy, Cut, Paste

The Report Generator has all the same edit functions as the other applications. Along with Copy, Cut and Paste, you will find Copy Spreadsheet.

Here's the procedure to follow:

1.	Highlight the block to be edited.

2.	In the contextual menu, choose the operation you want to perform (Copy, Cut, Copy Spreadsheet).

3.	Move the cursor to the location where the selection is to be displayed.

4.	In the contextual menu, choose Paste.

The Copy Spreadsheet operation lets you place a selection on the clipboard in order to subsequently paste it into an electronic spreadsheet.


Deleting or Inserting Rows or Columns

It is easy to quickly insert or remove a row or a column from an existing worksheet.

Block Selection of Rows or Columns

Clicking a column or row heading allows you to quickly select the whole row or column. For example, clicking B selects the entire B column, whereas clicking 4 selects the whole row 4.

Inserting New Rows or Columns

To insert a new row or column in an existing worksheet, you must first select the location of this new element. Next, right-click the selection and select Insert from the contextual menu.

Note

The insert is made at the selected location. The content of the selection is moved down or right, depending on whether a row or a column was inserted.

Deleting Rows or Columns

Select the element to delete. Then right-click on the selection and select Delete from the contextual menu. The whole element is deleted and the relative cell addresses affected by the move are adjusted.

If you select Delete Contents, the element remains in place, but the contents of the cells are cleared. The relative cell addresses are thus not affected.

Warning

The deleting of a row or a column cannot be reversed. So make sure you select the right item before performing the operation.


Switching Between Windows and DOS Printing Modes

A report generator document can be converted to allow it to be printed on a DOS printer or to be edited in spreadsheet mode. To do so, select the Windows/DOS Printing [image] command prior to printing.


Print the Calculation Sheet

To print Report Generator calculation sheet, use the [image] icon, which is located at the top of the screen. You do not have to select the portion to be printed.


.PDF Format

[Report menu, Report Generator, Report Generator] or

To save financial statements in .PDF format, in the Operation menu, select Save As then select the appropriate format in the Type box.


Opening an Existing Calculation Sheet

It is possible to use a previously saved calculation sheet.

To do so:

Open the Report Generator by clicking [image] under the R.G. tab. You can alternatively select Report Generator from the Report Generator option of the Report menu.

In the icon bar, click [image]. By default, the system displays the files having .rgs and .fc1 formats contained in the folder last used.

Select the calculation sheet to open and click Open. If the sheet is located in another folder, browse the structure to find it.

Note

Data from the active company are used to calculate the value of the programmed formulas inserted in the open calculation sheet. Therefore, it is possible that some errors may occur; for example, if a formula calls an account number that does not exist in the company into which the sheet has been imported.

To save a calculation sheet, click [image] and follow the instructions.


List of Financial Statements

Under the R.G. tab, click the R.G. button and the List of Financial Statements window is displayed. This window presents all previously defined finanacial statemetns saved in the company folder(F1000.DTA by default).

A financial statements that appears in this window can be added to the My Favorites window and to the main menu. Click Add to Favorites [image], to add the file to the My Favorites window or click Add to Main Menu [image], to add the file to the Report meny and the application toolbar under the R.G. tab.

To remove a button from the R.G. menu, use the Edit/Options menu, open the R.G. tab, and in the Specific Reports group box, delete the name of the report in the field and unselect the corresponding box.


Report Generator for Excel

The Report Generator for Excel application serves as a bridge between the General Ledger and Microsoft® Excel. With it, you can create custom reports in support of decision-making using all the page layout and data processing features available in Microsoft Excel while exploiting data directly from the Acomba General Ledger.

The Report Generator for Excel is much more than a classic electronic spreadsheet as it includes a series of programmed accounting functions for building financial reports linked in real time with the Acomba General Ledger database.


Financial Statement Management

[Report menu, Report Generator, RG for Excel]

Upon opening the Report Generator (RG) for Excel, the List of Excel Financial Statements window is displayed.

In this window, you can click New [image] to create a new report or View/Modify Selected Financial Statement [image] to open an existing report.

In addition, the List of Excel Financial Statements window allows you to enter a shortcut to the selected report in the My Favorites toolbar by clicking Add Selected File to Favorites [image], or in the Applications toolbar and menus by clicking Add Selected File to Main Menu [image].

Hint:	To remove a report shortcut from the Applications toolbar, in the Options window under the RG tab, clear the box for the shortcut to be removed then delete the access path to the report.

When creating a new Excel financial statement, you must enter a name and the fiscal year after which the creation process will launch.


Company Management

[List of Excel Financial Statements window, New] or

In order that the Excel workbook read the company's General Ledger data, you must first select one or more companies.

Caution:	To de added, a company must be assigned a name in the Company Information window.

Note:	Once the financial statement is created, the Companies window is accessible through the Companies button of the RG for Excel toolbar.

In the Companies window, each company whose data is to be accessed must be specified. Therefore, the company folder must be selected, the fiscal year entered and the company added by clicking Add.

Note:	When Customization and Security is active, the user and password must be entered.

When creating a report comparing earnings for various fiscal years, it is possible to harmonize the charts of accounts. For more information, see Harmonized Charts of Accounts.

Assigning the same fiscal year to multiple companies consolidates the company's amounts. Only consolidated amounts are available when creating the report.

Click OK. The status bar indicates the progress of the connection creation process allowing you to access company data from the Microsoft Excel workbook.


Harmonized Charts of Accounts

[Companies window, Harmonize Charts of Accounts]

With time new accounts are added to the chart and others change number. In the Harmonize Charts of Accounts window you can create links between these differences for all the charts of accounts for the companies included in the report.

The basic chart of accounts displayed in the left part of the Harmonize Charts of Accounts window is the chart of the reference company. This company corresponds to the one for which a # is displayed to the left of its name in the Companies window.

Hint:	To assign the number to another company, double-click the company's name in the Companies window.

Next, select the second company in the drop-down menu. Its chart of accounts is then displayed in the section on the right.

To link two accounts, select them and click Link. Click Auto Link to create links between accounts with the same number.  Thus you can identify unlinked accounts in the reference company.

Finally, select an account for which a link exists from the section on the right then click Unlink to unlink the accounts or click Reset to unlink all accounts in the selected company. Finally, click Reset All to unlink all accounts for all companies included in the report.


RG for Excel Toolbar

[Microsoft® Excel, RG for Excel toolbar]

Once you have selected the companies for inclusion, Microsoft Excel opens and displays a spreadsheet. The RG for Excel toolbar serves as a bridge between the Excel workbook and the General Ledger.

Icon	Function
	Displays the list of functions of the RG for Excel application, namely those relating to the reference company, the General Ledger and Cost Analysis applications as well as other functions.  For more information, see What are Functions?.
	Displays the list of accounts. Select one or two accounts and click Fill Cell to display the number of accounts in the selected range. After selecting a function, select one or two accounts and click Apply to formula to apply the function to the selected range of accounts.  Note: Click once more on the selected account to cancel selection.
	Displays the list of projects. Select one or two projects and click Fill Cell to display the number of the projects in the selected range. Select a function then one or two projects and click Apply to formula to apply the function to the selected range of projects.  Note: Click the selected project once more to cancel selection. Note: The Project button is displayed when Cost Analysis is active.
	Allows you to enter the period and the fiscal year for calculations in selected cells.  For more information, see Period and Fiscal Year.
	Allows you to specify the fiscal year and the period to use by default for all calculations in the workbook. For more information, see Period and Fiscal Year.
	Displays the Companies window allowing you to add a company or modify the configuration of one of them whose chart of accounts has been harmonized.
	Updates data in the General Ledger and Cost Analysis applications.
	Recalculates the workbook when in manual mode.


Period and Fiscal Year

[RG for Excel toolbar, [image] or [image]]

In the Period window, specify the period or the fiscal year for use in the workbook or cells selected.

Select a fiscal year to use when data from multiple companies are to be displayed in a report. Thus you can display the company with the selected fiscal year in the Companies window.

Click Option to display the Global tab where you can select a period or fiscal year for the entire workbook, while the Period button displays the Period and Year tabs for the cells selected. By default, the period or fiscal year for a new workbook is the current period and the fiscal year corresponds to that of the reference company, the one with the # in the Companies window.

Regarding the period, it can be a single period (X), a cumulative period (from 0 to X) or a range of periods (from X to Y).

Hint:	Other cells can be selected without closing the Period window.


Functions

[RG for Excel toolbar, [image]]

To obtain data from the General Ledger or Cost Analysis in a cell, a function from the RG for Excel toolbar must be inserted in the formula.

Company Functions

The functions available under Company control the display of information entered in the window Company Information window for the reference company.

CINAME, CICAREOF, CIADDRESS, CICITY, CIPOSTAL CODE and CICOUNTRY

Displays information from the box under the Company tab corresponding to the function's name.

PERIOD, NBPERIOD, BUDGET1NAME, BUDGET2NAME and BUDGET3NAME

Displays information from the box under the General Ledger tab corresponding to the function's name.

General Ledger Functions

Functions available under General Ledger control the display of information entered in the Account window.

GLBUD1, GLBUD2, GLBUD3, GLCATEG, GLDESC, GLBAL, GLGIFI

Displays information from the box corresponding to the name of the function.

GLBALWILDCARD	Displays the balance of accounts whose number corresponds to the wildcard entered. To obtain the group of accounts starting with 10, "10*" must be entered. To obtain a group of accounts whose number has four digits starting with 10, enter "10??".

GLPRO	Displays retained earnings from the balance sheet, thus the balance of Income accounts minus the balance of Expense accounts.

Project Functions

When Cost Analysis is active, the Project functions control the display of information in the Project window. They function exactly like the functions of the General Ledger.

PRBAL	Displays the project balance.

PRGLBAL	Displays the account assigned to the project.

Other Functions

The functions under Other are additional tools.

SHOWRPOS	Displays the value of "x", only if  "x" is positive. If "x" is negative, the result displayed is "0".

SHOWNEG	Displays the absolute value of "x", only if "x" is negative. If "x" is negative, the result displayed is "0".

Note:	Functions SHOWPOS and SHOWNEG are used to hide negative balances in trial balances. Negative balances are moved from the Credit column to the Debit column.


Formula Creation

[RG for Excel toolbar]

In general, a formula begins with the "=" symbol. The function can either be entered directly or selected from the RG for Excel toolbar. Finally, the value of the variables on which the formula is to be applied must be entered in parentheses.

Example:	To display the balance of account 1002: =GLBAL(1002)

Certain functions require you to enter a range. Account numbers must be separated by a semicolon: =GLBAL(1001;1005).

More than one variable may be available for a function. To display the variables, click the button to the left of the formula entry box. The variables must be separated by a semicolon.

Example:	To display balance of account 1002 for the company whose fiscal year is 2005: =GLBAL(1002;1002;2005)

When the variables FiscalYear, PeriodFrom and PeriodTo remain empty, the value used is the one entered under the Global tab in the Period window.

Note:	You need not enter a reference for a company function.

Of course, the value of the variable can correspond to the address of a cell containing an account number: =GLBAL(B12).

You can use a formula to group accounts when the desired accounts cannot be grouped using the GLBALWILDCARD function.

Example:	To display balance of accounts 4011, 5011 and 6000:

=GLBAL(4011)+GLBAL(5011)+GLBAL(6000)


Creating Formulas

[RG for Excel toolbar, [image] or [image]]

Here are the most frequently used procedures.

To Display an Account Number

1.	In the RG for Excel toolbar, click [image].

The Accounts window is displayed.

2.	Select the appropriate account.

3.	Click Fill Cell.

The account number is displayed in the cell.

Hint:	To display the number of a range of accounts, select the first and last account in the range in the Accounts window.

To Display an Account Balance

1.	In the RG for Excel toolbar, click [image].

2.	In the General Ledger menu, select the GLBAL function.

3.	In the RG for Excel toolbar, click [image].

The Accounts window is displayed.

4.	Select one or more appropriate accounts.

5.	Click Apply to formula.

The balance of the account or the range of accounts is displayed in the cell.

To Display Balances of Multiple Accounts

1.	Display the numbers of the accounts as described in the first procedure or simply enter the numbers manually.

2.	Select the cells displaying the numbers.

3.	In the RG for Excel toolbar, click [image].

4.	In the General Ledger menu, select the GLBAL function.

The balances for the accounts are displayed in the cells.


About Deposit Slip

Deposit Slip serves process transactions to used to produce deposit slips compatible with all financial institutions.

In the General Ledger, certain parameters must be configured such as the folio number assigned to the Bank category accounts and the activation of the transfer to the General Ledger application option.

At the finance management level, you can select the transactions to include in the deposit in order to account for the amount. Thus the deposit slip will show both cash and check amounts.

Then, in the analysis, a list of transactions and entries assigned to the slip can be printed.


Folios and General Ledger Transfer

[Input menu, Auxiliaries, Deposit Slip] or

When you first launch Deposit Slip in a company, the Folio and General Ledger Transfer window is displayed.

The table allows you to enter folio numbers for each bank account.

General Ledger Transfer: Selecting this box enables the option to transfer deposits to the General Ledger upon slip validation. The appropriate option must be selected: the entry is transferred into the current period, in the preceding period or into a specified batch file.

Note:	When the General Ledger application has not been launched, the entry is generated in an import file (GLImport).

Cash Difference: Selecting an account number from the chart of accounts allows you to enter total deposit amounts that are less than that entered in the deposit slip. The account number is used to create an entry for transfer to the General Ledger.

Example:	Exclude change from the deposit or make an adjustment entry to compensate for a loss in the cash box.

Upon subsequent uses of Deposit Slip, selecting Folios and General Ledger Transfer from the Slip window will display a window allowing you to view and modify the options defined.


First Slip Number

[Input menu, Auxiliaries, Deposit Slip] or

When launching Deposit Slip in a company for the first time, the number of the first deposit slip must be entered. It cannot be entered subsequently.

The startup is complete. Henceforth, all transactions involving amounts due entered in the Accounts Receivable application are available in Deposit Slip.


Creating a Deposit Slip

 [Deposit Slip window, Operation menu, New] or

Note:	Transactions made before launching Deposit Slip are not available.

1.	Select parameters defining the deposit slip then click OK.

The Deposit Slip window is displayed.

2.	In the transactions table, select the transactions to include in the deposit.

3.	To add a transaction to the deposit slip whose payment mode is Check or Cash from an application other than Accounts Receivable, click Add an External Cashing [image].

4.	Click Print Slip [image].

When a transaction whose payment mode is Cash is included in the deposit, the Cash window is displayed. Enter the breakdown of the amount according to denomination then click OK.

Note:	When an account is selected in the Cash Difference box (Folio and General Ledger Transfer window), the Change box is modifiable and the Remaining button transfers the balance of the deposit in the Change box.

The Print Setup window is displayed.

5.	Select the appropriate option then click OK.

The Preview window is displayed.

6.	Click Print [image].

The Print window is displayed.

7.	Select the appropriate print parameters then click OK.

The deposit slip is printed.


Filling in the New Slip Window

[Deposit Slip window, Operation menu, New] or

Here is a detailed description of all fields in the New Slip window.

Number This is the number by which the deposit slip is identified and catalogued. The number following the last deposit slip created is displayed. [display only]

Bank: Options available to select the bank account in which the deposit is to be made. Select the appropriate option.

Date: Date on or before which the transaction must be entered in Accounts Receivable in order for it to appear in the transaction table. By default, the current date is displayed.

The Receivable group box contains account receivable elements to select in order for the transactions to appear in the table.

Note:	The Receivable group box is available when more than one account receivable is active.

All: Select this option to include all transactions regardless of the account receivable assigned.

One: Select this option to include transactions for which a specific account receivable has been assigned.

The Include group box contains transaction selection elements.

Payments: Select this box to display, in the transaction table, payments entered in the Payment window under the Accounts Receivable tab and the payments made in the Invoicing window.

Deposits: Select this box to display, in the transaction table, deposits on orders entered in the Invoicing window under the Invoicing tab and the guaranty deposits entered in the Accounts Receivable Entry window under the Accounts Receivable tab.

Reimbursements: Select this box to display, in the transaction table, the reimbursements entered in the Invoicing window under the Invoicing tab and in the Payment window under the Accounts Receivable tab.

Deposit All: Select this box to include all transactions in the deposit slip.


Slip Validation

[Deposit Slip window, Operation menu, Validate] or

Upon receiving confirmation that the deposit slip has been processed by your financial institution. You can validate the deposit slip in question. To do this, the deposit slip must have been printed. Once validated, the slip cannot be modified.

1.	In the Number box of the Slip window, enter the number of the deposit slip to be validated.

Transactions included in the deposit appear in the transaction table.

2.	Click Validate Slip [image].

The deposit is validated.

Note:	When the General Ledger Transfer option is selected (Folio and General Ledger Transfer window), the entry is transferred. The entry is displayed in the Transactions list window.

Caution:	When the deposit is made for several accounts receivable, the accounts in the first accounts receivable set are used to make the entry.


Filling in the Deposit Slip Window

[Input menu, Auxiliaries, Deposit Slip] or

Here is a detailed description of the main elements in the Slip window.

The Delete Slip button [image] deletes the selected deposit slip and returns the transactions therein to accounts receivable.

The Modify Selected External Cashing button [image] displays the External Cashing window containing information on the selected external cashing allowing you to view and modify contents.

Note:	This button is available when an external cashing is selected in the transaction table.

Number: Number by which the deposit slip is identified and catalogued.

Date: Date on or before which the transaction must be entered in the Accounts Receivable application for it to appear in the transaction table. By default, the current date is displayed. When creating a slip, clicking Date displays the Calendar window allowing you to select a date.

Bank: Number of the bank account in which the deposit is to be made. [display only]

Folio: Folio number of the financial institution where the deposit is to be made. The folio number is printed on the deposit slip. [display only]

Deposit All: Select this box to select all the transactions in the table at once.

The Payment Modes group box contains elements to select payment modes. Only transactions made according to the selected payment modes will appear in the transactions table.

Note:	When creating an invoice in which the payment mode is Direct Payment and a cash withdraw is made, the amount of the withdrawal is added to the transaction with the Direct Payment mode of payment and a second transaction is created in the negative amount of the withdrawal and assigned the Cash payment mode.

Note:	The Payment Modes group box contains the default payment modes defined under the Payment tab of the Company Information window.


Filling in the Deposit Slip Table

[Input menu, Auxiliaries, Deposit Slip] or

The Slip window presents a table from which you select the transactions to be included in the deposit slip. Each line represents a transaction. The table has as many lines as there are transactions to display. These are sorted according to the order selected in the Sort by menu. Each line covers a maximum of 10 columns.

x (Include): When this box is selected, the transaction is included in the deposit. Click the box to select or unselect the transaction.

Number: Transaction number [display only].

Customer No.: Number of the customer involved in the transaction [display only].

Customer Name: Name of the customer involved in the transaction [display only].

Amount: Transaction amount [display only].

Date: Date of the transaction [display only].

Payment Mode: Payment mode used to enter the transaction [display only].

Transaction Type: Transaction type [display only].

Receivable: Number of the account receivable assigned to the customer [display only].

The Total for Payment Mode group box presents, for each payment mode, the number and sum of transactions included in the deposit.

Note:	The Total for Payment Mode group box is displayed when the Display Totals option is selected in the Options menu.

The Total group box presents the number of transactions included in the deposit, the number of available transactions in the table and the total for the deposit.


Slip Printing

[Deposit Slip window, Operation menu, Print] or

When printing a deposit slip, the Report window is displayed. Here, you select the desired printing options.

Summary: Select this box to print all transactions in series, regardless of payment mode. Keep this printout for your records.

Print Entry: Select this box to print the deposit entry transferred upon validating the slip. This option is only available in summary-type reports.

Note:	The Print Cash Entries option is available when the General Ledger Transfer option is selected (Folio and General Ledger Transfer window).

Detailed: Select this box to print all transactions, sorted by payment mode with a page break between each payment mode group. This copy is to be remitted to the financial institution upon making the deposit.

Print Cash Entries: Select this box to print a line for each transaction whose payment mode is Cash. If you do not select this box a single line will be printed showing the total of transactions whose payment mode is Cash.


Slip Templates

[Deposit Slip window, Options menu, Slip Templates]

In the Options menu, the Slip Template command allows you to select the appropriate slip template. The Slip 2 template is selected by default.


Deactivating Deposit Slip Transactions

[Deposit Slip window: Management menu, Deactivate Transactions]

The Deactivate Transactions window allows you to deactivate transactions and move them to the inactive transactions table. A deactivated transaction will no longer be displayed in the transactions table of the Slip window.

1.	In the (x) column of the Active Transactions table, select the line of the transaction to deactivate then click Deactivate [image].

The transaction is deactivated and moved to the Inactive Transactions table.

2.	To activate an inactive transaction, in the (x) column of the Inactive Transactions table, select the line of the transaction to activate then click Activate [image].


Filling in the Deposit Slip Deactivate Transactions Window

[Deposit Slip window: Management menu, Deactivate Transactions]

Here is a detailed description of the main elements of the Deactivate Transactions window.

The Payment Modes group box contains elements for selecting payment modes. Only transactions made with one of the selected payment modes will appear in the transactions table.

Select All: Select this box to select all the transactions in the above table in a single operation.


About Liquidity

Liquidity is a complement to Acomba that produces liquidity figures for a given date taking into account transactions in the General Ledger, Accounts Receivable, Accounts Payable and Payroll.

At the accounting level, you can select an account receivable set to link to the Bank account as well as the type of transactions to include in liquidity calculations.

At the financial management level, the complement supports the calculation of liquidity figures. Liquidity amount corresponding to the appropriate transaction types are displayed along with the total liquidity figure.

At the analysis level, forecast liquidity reports show how liquidity will develop and the projected figure at a future date.


Prerequisites to Run Liquidity

[Input menu, Auxiliaries, Liquidity] or

Accounts receivable are checked upon opening the Liquidity window. When, for an account receivable, a bank-type account is assigned to an account for which an asset-type account is suggested, the Invalid Receivable window is displayed. In this situation, the cash calculation cannot be performed.

To correct this situation and provide for a better liquidity calculation, an Accounts Receivable Daily report must be produced without entering a date in the Date box, thus transferring post-dated transactions and freeing up accounts receivable. After closing the Liquidity window, the Checking Idle Files procedure found under the Input/Utilities menu must be performed. Finally, the bank-type account can be replaced by an asset-type account for the appropriate account receivable.

Note:	It would be wise to use a temporary asset-type account.


Configuring the Account Receivable with Liquidity

[Liquidity window: File menu, Configuration] or

In the File menu, the Configuration command allows you to select parameters that impact the liquidity calculation.

The Receivable tab contains elements required to link accounts receivable to a bank-type account. Thus, you can know the liquidity of any specific bank account.

Note:	When no account receivable has been linked to the bank, cash liquidity and the Accounts Receivable application are not taken into consideration.

Allows you to associate appropriate accounts to a bank: Selecting this box displays fields allowing you to link an account receivable set to a bank-type account.

Bank: Options available for selecting a bank-type account.

Accounts receivable associated with bank: Select the box of each account receivable to associate with the bank account.

Check Accounts Receivable: Selecting this box activates the option to verify accounts receivable upon opening the Liquidity window.


Configuring Liquidity Transactions

[File menu, Configuration] or

The Liquidity tab contains elements to select the type of transactions to include in liquidity calculations.

The Transactions Type group box contains elements to select the type of transactions to include in liquidity calculations.

Note:	In the Liquidity window, only the tab and the field of the selected transaction type are displayed.

Search for batches according to frequency: When this box is selected, the transaction is displayed the number of times corresponding to the frequency specified in the batch (Weekly, Monthly or Annually).

When this box is not selected or when the frequency is other than that cited above, the transaction is only considered once.


Calculating Liquidity

[Liquidity window] or

1.	In the Liquidity Date box, select the date for which liquidity is to be calculated.

2.	In the Bank box, select the account for which liquidity is to be calculated.

3.	Click Calculate.

Under the tabs, transactions are displayed according to selections made. Total liquidity is displayed in the Total box.


Filling Out the Liquidity Window

[Liquidity window] or

Below is a detailed description of the main buttons and boxes in the Liquidity window.

Hint :	The View selected transaction [image] button displays the details of the selected transaction. Double-clicking the transaction line has the same result.

Liquidity Date: Date for which liquidity is calculated. By default, the current date is displayed. Click Liquidity Date to display the Calendar window where you can select a date.

Bank: Options available for selecting the bank-type account for which liquidity is to be calculated.

Balance: Balance of the bank account selected. [display only].

Date: Current date [display only].

Calculate: Clicking this button displays, under each tab, the transactions used in calculating liquidity according to the selected date and bank. It also shows the liquidity of each section along with the grand total for the selected date.

The Type of List group box contains elements to select parameters for producing forecast reports.

Summary: Produces a report that shows the liquidity for all bank accounts.

The header contains the name, number, date used for calculating liquidity and the account balance for bank-type accounts as well as a list presenting the balance of each transaction group. Finally, the total for each bank and the cumulative total for all banks are presented.

Detailed: Produces a report containing all the elements in the summary report plus a table in which each line represents a transaction included in the liquidity calculation for each selected bank. The table contains information otherwise found under the tabs.

Bank List: Options available to select the bank-type account for which the liquidity reports is to be produced.

 : Select this box to select all banks at once.

Note:	This box is available when the Detailed option is selected.

Produce: Click this button to produce the report on the screen.


AR-Cash on Hand Tab

[Liquidity window] or

The AR-Cash on Hand tab displays the total balance of accounts assigned to the Cash, Cash Advance, Direct Payment, Check and Credit Card 1 to 6 lines of the account receivable set.

Note:	An account receivable must be assigned to bank-type accounts in the Configuration window in order that the cash be calculated and only the accounts receivable associated with the selected bank be considered, otherwise $0.00 is displayed.


GL-Check Tab

[Liquidity window] or

The GL-Check tab presents a table showing transactions entered in the General Ledger for the selected bank and whose dates are on or before the date entered in the Liquidity Date box. The sum of transactions under the GL-Check tab is added to the liquidity figure in order to account for checks still in circulation.

Example:	As of today's date the liquidity amount is increased by $1000 because a check for this amount has been entered and dated for tomorrow.


GL-Deposit Tab

[Liquidity window] or

The GL-Deposit tab presents a table showing deposit transactions entered in the General Ledger application for the selected bank and whose dates fall on or before the date entered in the Liquidity Date box. The sum of the transactions under the GL-Deposit tab is subtracted from the liquidity figure to account for deposits not yet made.

Example:	As of today's date, the liquidity amount is reduced by $1000 because a deposit for this amount has been entered and dated for tomorrow.


GL-Entry Tab

[Liquidity window] or

The GL-Entry tab presents a table showing the GL-Entry transactions entered in the General Ledger application for the selected bank and whose dates fall on or before the date entered in the Liquidity Date box. The sum of the transactions under the GL-Entry tab is added to or subtracted from the liquidity figure to account for outstanding entries.


GL-Batch Tab

[Liquidity window] or

The GL-Batch tab shows a table of all types of transactions entered in the General Ledger application that belong to a batch for the selected bank and whose dates fall on or before the one entered in the Liquidity Date box. The sum of transactions under the GL-Batch tab is added to or subtracted from the liquidity figure to account for outstanding transactions.

Note:	When the Search for batches according to frequency box in the Configuration window is selected, each transaction is displayed the number of times necessary according to batch frequency, otherwise it is displayed once.


AR-Payment Tab

[Liquidity window] or

The AR-Payment tab presents a table showing payments and reimbursements entered in the Payment window under the Accounts Receivable tab and the reimbursements in the Invoicing window under the Invoicing tab. Only transactions whose dates that fall on or before the date in the Liquidity Date box and have not been included in an Accounts Receivable Daily Report are displayed. The sum of transactions under the AR-Payment tab is added to the liquidity amount in order to account for transactions not yet transferred to the General Ledger.

Note:	When no selection has been made in the Configuration window, all payments are included in the calculations. When an account receivable has been selected as the bank-type account for which liquidity calculations are to be performed, only payments from customers assigned to this account receivable are included in the calculations.


AR-Deposit Tab

[Liquidity window] or

The AR-Deposit tab contains a table showing deposits on orders entered in the Invoicing window under the Invoicing tab and guarantee deposits entered In the Entry window under the Accounts Receivable tab. Only transactions whose dates fall on or before the date entered in the Liquidity Date box and have not been included in an Accounts Receivable daily report are displayed. The sum of transactions under the AR-Deposit tab is added to the liquidity figure to account for transactions not yet transferred to the General Ledger.

Note:	When no selection has been made in the Configuration window, all deposits are included in the calculations. When an account receivable has been selected as the bank-type account for which liquidity calculations are to be performed, only deposits from customers assigned to this account receivable are included in the calculations.


AP-Payment Tab

[Liquidity window] or

The AP-Payment tab contains a table showing payments made in the Payment window under the Accounts Payable tab as well as in the Payments on Hold window whose checks have been printed or EFTs authorized In the Print window. Only transactions whose dates fall on or before the date entered in the Liquidity Date box and have not been included in an Accounts Payable weekly report are displayed. The sum of transactions under the AP-Payment tab is subtracted from the liquidity figure to account for transactions not yet transferred to the General Ledger.


Payroll Tab

[Liquidity window] or

The Payroll tab presents a table showing the pays entered in the Payroll Entry window under the Payroll (Entry) tab whose checks have been printed or EFTs authorized in the Employee Payment Authorization: Direct Deposit window. Only transactions whose dates fall on or before the date entered in the Liquidity Date box and have not been included in a Payroll Journal are displayed.  The sum of transactions under the Payroll tab is subtracted from the liquidity figure to account for transactions not yet transferred to the General Ledger.


Liquidity Table
Table

[Liquidity window] or

The tabs contain tables showing transactions included in liquidity calculations. Each line represents a transaction. Each table contains as many lines as there as transactions to display. Transactions are sorted according to transaction number, date or customer number. Each line can extend over a maximum of 7 columns.

Number: Transaction or batch number.

Reference: Reference number of the transaction in the batch.

Description: Description of the transaction.

Customer/Supplier: Number of the customer or supplier involved in the transaction.

Name: Name of the customer or supplier involved in the transaction.

Receivable: Number of the account receivable set assigned to the customer.

Amount: Transaction amount.

Date: Transaction date or creation date of a batch entry.

Type: Transaction type.

The table at the bottom of the Liquidity window presents, for each transaction type, the sum of transactions displayed under each tab.

Total: Displays the total liquidity amount. This amount corresponds to the amount entered in the Balance box to which is added all amounts displayed in the table at the bottom of the Liquidity window.


Printing Liquidity Reports

[File menu, Produce] or

1.	In the Type of List group box, select the appropriate options.

2.	Click Produce.

The Preview window is displayed.

3.	Click Print [image].

The Liquidity Forecast report is printed.


About Payroll

Payroll facilitates the management of employee files, simplifies payroll tasks based on the specificities of each employee and supports the production of forms required by various government agencies.

Concerning human resources, it supports the definition of general parameters in order that Payroll reflect the company’s situation. In addition, it reduces the time spent creating and maintaining employee files and departments.

Concerning accounting, it automates the pay entry process and supports electronic funds transfer.

Finally, concerning administration, it simplifies the transmission of governmental remittances (support payments, CCQ, etc.), facilitates the production of records of employment as well as T4 and RL-1 form.


About this Guide

This guide provides an overview of the Payroll application. It is designed to help the user get oriented and easily navigate from one option to another while providing a summary of its operations.

It is structured in chronological order of steps. Each one is described individually, beginning with startup through to daily tasks and finally those performed only periodically.

Information required to perform a step is marked as essential information with the [image] symbol displayed at its introduction specifying information required before proceeding to the next step in the procedure.

For detailed procedures or the function of a particular box, consult the help topics or the contextual help bubbles (Info menu).

Note:	In this document, the term province is used to designate both provinces and territories.


Payroll Configuration

 [Input menu, Payroll, Payroll Configuration] or

The Payroll Configuration window is where you define the company’s payroll parameters. Each parameter selected influences the display of boxes, tabs and windows.

Have on hand federal and provincial identification numbers.

Firstly, under the Information tab, the province of employment must be selected. It determines the tax laws to apply when calculating earnings. Therefore, a company must be created for each province from which earnings are paid.

Caution:	The province can be changed as long a a department has not been created.

Next, Company Options must be selected and the numbers assigned to the company, entered.

Tip:	Payroll tasks are streamlined when only options specific to the company are activated.

Under the Earnings to Deductions tabs, each payroll line corresponds to a earnings amount presented in the format in which the amount is deducted upon entering a pay.

These tabs also contain columns in which, when the corresponding box is selected, you can specify if the amount on the payroll line is subject to federal and/or provincial tax or subject to employee insurance or a government retirement plan (QPP or CPP, etc.)

You can create additional lines to complement the existing ones.

Finally, if necessary, under the Direct Deposit tab you can select the financial institution from which employee paychecks are to be issued, the transmission modes and other parameters required for direct deposit of employee paychecks.

Tip:	For technical assistance when defining Direct Deposit settings, contact Technical Support and set up an appointment.


Filling out the Information Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

Business Location

The Business Location group box contains parameters for selecting the province in which the company is based.

Province: Options available to define the provincial government tables to use in the calculation of payroll withholdings. Selecting a province also makes available options specific to the province selected. Select the appropriate option. Provinces are listed in geographical order from east to west.

When the employees' presence is required in a given establishment, the province of employment is the one in which the establishment is located. When the employees' presence is not required at a given establishment, the province of employment is said to be the one in which the company paying the employee is located.

Other: Select this option for employees working outside of Canada or in Canada but outside the limits of a province or territory. This is the case for diplomats in foreign embassies, for example.

Caution:	This information impacts payroll calculations. In addition, the province cannot be changed once the company has been started.

Note:	A company must be created for each province in which pays must be issued.

Note:	The term "province" is used to designate both provinces and territories.

Company Options

The Company Options group box contains parameters that may be selected according to the specific needs of the company in question. The list adjusts according to the province selected in the Business Location group box.

Hint:	Selecting an option displays all the other options associated with it. To simplify payroll management, select only those options required for company management.

Multidate: When this box is not selected, all departments have the same basic parameters, that is the same pay frequency, first period, starting period, first pay issue date and the same time format. Select this option if you wish to create departments with different basic parameters.

Note:	When an employee works in two different departments, these departments must have the same basic parameters.

Transfer to the General Ledger: Select this option to automatically transfer payroll entries to the General Ledger upon producing a Payroll Journal. When this option is not selected, the payroll entries must be entered in the General Ledger manually using amounts calculated in the Payroll Journal.

Direct Deposit: Select this box when the company offers direct deposit of paychecks to its employees. Once selected here, you can select either Check or Direct Deposit as the payment mode in Employee windows. When not selected, employees are paid by check.

Condensed Display: Select this box to suppress unused payroll lines. For example, when the Commissions box is not selected, Line 105 - Commissions does not appear under the Earnings tab. When the Condensed Display option is not selected, the space assigned to unused payroll lines is still reserved even though the lines are inactive. In this example, the space assigned to Line 105 - Commissions is reserved under the Earnings tab, but the option is inactive. This option only affects screen display allowing you to keep the same screen layout from one company to another.

CCQ: Select this box if you have employees subject to the Act Respecting Labour Relations, Vocational Training, and Manpower Management in Construction Industry (Act R-20) applied by the Commission de la construction du Québec (CCQ). The CCQ (general information),CCQ  Contr. (employer CCQ contributions) and CCQ Ded.(CCQ deductions) tabs are added.

Caution:	Companies operating in the construction industry must provide this information in order for pays to be issued in keeping with the law.

Note:	The CCQ box appears when the province selected is Québec.

Internet Validation of Rates: Select this box to make available options related to the Internet validation of CCQ employer and employee rates and contributions.

Note:	The Check Rates via Internet box is displayed when the Payroll Construction application is active.

Commissions: Select this box when the company pays commissions to one or more employees. Two lines are added: line 105-Commissions under the Earnings tab and line 405-Vacation on Commission Due under the Employer Contr. tab. Commissions earnings represents the remuneration calculated on employee sales or an amount as a function of employee sales. The commission can represent a part or the totality of the earnings.

Detailed Reimb. of Expenses: Select this box to break down expense amounts. Line 109 under the Earnings tab is replaced with the Expenses tab under which you can see details of expense amounts. Twenty reimbursement lines are available. If this box is not selected, total expenses are entered on line 109-Expense Reimb. under the Earnings tab. An expense reimbursement is an amount spent by an employee in the course of his or her work that is reimbursable by the employer.

Taxable Benefits: Select this box and the Benefits tab is added allowing you to create up to 20 taxable benefit lines. In addition, the Tips, Auto Benefits and Group Insurance lines are made available. When this box is not selected, no taxable benefits lines are available.

Note: Selecting Taxable Benefits when the CCQ box is selected adds line 310-Insurance-CCQ under the Benefits tab.

A taxable benefit is one that an employee receives without a direct payment by the employer. This amount increases the employee's overall income without directly increasing his or her earnings. This amount is however taxable. A parking space and professional association contributions are examples of taxable benefits when paid by the employer.

Tips: Check this box when the employee receives tip earnings. When the province selected is Québec, the Tips Attribution rate box becomes available under the Information tab and lines 303-Tips Declared, 304-Tips Controlled and 305-Tips Allocated are added under the Benefits tab. For all of Canada except Québec, lines 301-Tips - Federal and 302-Tips-Provincial are added under the Benefits tab. In all cases, line 406-Vacation on Tips Due is added under the employer Contr. tab.

Auto Benefit: Select this box if the employee receives taxable benefits regarding the use of a vehicle. The Auto Benefit represents the benefit related to using the vehicle and its operating costs. Two lines are created under the Benefits tab: Line 306-Auto Benefits - Federal and line 307-Auto Benefits - Provincial.

Group Insurance: Select this box if you offer group insurance to your employees and make payments thereto on their behalf. Under the Benefits tab, lines 308-Group Insurance - Fed. and 309-Group Life Insurance - Prov. and 311-Group Health Insurance - Prov. are added. Under the Employer Contr. tab, line 407-Group Insurance is added as well as line 705-Group Insurance under the employee deductions (Ded) tab.

Group Insurance is an insurance offered to protect a group of employees and their family members against risks to their health and life. Group insurance covers such things as life insurance, disability, income (short- and long-term), sickness and dental work.

CSST: The majority of employers must make contributions to the Commission de la santé et de la sécurité du travail (CSST). The employer’s monthly payment is calculated from the wages paid to his employees and according to a periodic payment rate provided by the CSST. Select this box to calculate, in each period, the amount the company must pay based on the real total payroll cost. You must pay your premiums periodically to Revenu Québec together with your payment for the source deductions and employer contributions.

Note:	The CSST box is displayed when the province of Québec is selected. If the CSST box is selected, the CSST tab and the CSST column under the Earnings to Contr. tabs are added.

CSST Provisions: Select the box to evaluate the real amount that must be paid to the CSST according to the real rate applying for each employee. When entering the payroll, the system calculates the CSST Provisions and enters the amounts on line 409 CSST, under the Contr. tab. This allows the employer to forecast gradually and more precisely the amount that shall be paid. Thus, a CSST statement can be produced in order to follow the evolution of the contributions and to anticipate if an adjustment is required before the end of the year

Note:	The CSST Provisions box appears when the province of Québec is selected. It is accessible if the CSST box is selected.

WCB Provisions: Employers must make contributions to the Workers' Compensation Board (WCB). These contributions are calculated at the beginning of the year based on estimated total payroll costs for the year. Select this box to register, in each period, the amount the company should pay when the real total payroll cost is known. Thus a WCB report can be produced to track contributions and see if an adjustment is necessary before the end of the year in order to avoid any penalites. Selecting this box adds the WCB tab, line 410-WCB Provisions under the employer Contr. tab and WCB columns under tabs Earnings through employer Contr.

Note:	The WCB Provisions box does not appear when Québec is selected as the province.

HSF Exemption: Select this box when the company is exempt from making HSF contributions for all its employees. Enter the percent exemption in the Exemption (%) box displayed in the Tax Tables window. Do not select this box unless the exemption applies to all company employees. An HSF Exemption is included in Employee entry windows allowing you to specify individual employees who benefit from an exemption.

All companies must contribute to the Health Services Fund (HSF). The HSF is a fund that manages the cost of health services in Québec. Some companies may benefit from an exemption granted by the Ministère du Revenu du Québec according to the terms of the program in question.

Note:	The HSF Exemption box is only available when Québec is selected as the province.

EHT Contributions: All companies must pay Employer Health Taxes (EHT). The EHT manages health services costs in Ontario. Certain companies benefit from an exemption granted by the Ministry of Finance of Ontario according to the terms of the program in question. Select this box if the company must contribute to the EHT. Do not select this box if the company is completely exempt from making EHT contributions.

Note:	The EHT Contributions only appears when Ontario is selected as the province.

RRSP: Select this box when the company has a group RRSP program. Line 411-RRSP is added under the employer Contr. and line 706-RRSP is added under the employee's Deductions tab.

Caution:	Employee RRSP contributions made outside of the company can be entered in the Employee entry window in order that the employee benefit immediately from a tax reduction. In this case the RRSP is not selected.

Labour-sponsored Invest. Funds: Select this box when the company withholds contributions for labour-sponsored investment funds. When this box is selected, lines 412 and 413-Labour-sponsored Invest. Funds are added under the employer Contr. tab and lines 707 and 708-Labour-sponsored Invest. Funds are added under the employee Deductions tab.

A Labour-sponsored Venture Capital fund is a source of funds for investment in small and medium-sized businesses that meet certain criteria. All employees can contribute to obtain tax breaks. Here are a few such funds: in Québec, Fonds des travailleurs du Québec (FTQ) and the Confédération des Syndicats Nationaux (CSN); in British Columbia, the Working Opportunity Fund; in Manitoba, the Crocus Fund; and in Saskatchewan, Working Ventures.

Union Dues: Select this box when union dues are deducted from the earnings of certain employees. Lines 701 through 704-Union Dues are added under the employee Deduction tab.

Note:	This box should not be selected when all the unions represented in the company are affiliated with the CCQ.

Human Resources: Select this box to create HR banks (sick leave, seniority, over time) required for the management of human resources (HR). The Workday group box becomes available under the Information tab.

Support Payments: Select this box when support payments are to be withheld from an employee's pay. Line 906-Support Payments is added under the Ded. tab for the employee. For more information see Managing Support Payments.

Federal Identification

The Federal Identification group box contains parameters for entering company numbers assigned by the Canada Revenue Agency (CRA). These numbers are used when communicating with the federal government.

Payroll Account Number: Payroll Account Number designating a payroll withholdings account.

The Payroll Account Number is assigned by the Canada Revenue Agency (CRA). It is part of a numbering system that simplifies company identification with respect to dealings with the federal government.

It is composed of 15 characters divided into two parts. The first nine digits correspond to the registration number identifying the company. The second part is the account identifier. The first two characters are letters, which identify the type of account. The RP in the present case indicates a source deduction account. The last four digits identify each of the company's accounts.

Employment Insurance Rate: Options available to define the rate of employment insurance that corresponds to Payroll Account Number1. Select the appropriate option.

Note:	The selection influences Payroll Account Number2.

A company is assigned a second business number when it has a reduced employment insurance rate. A company is eligible for a second number when its employees are covered by a private salary insurance plan in case of short-term disability. The company must request the number from the CRA.

Note:	The reduced rate must be entered in the Employer Red. Rate box under the Federal tab of the Tax Tables window.

Provincial Identification

The Provincial Identification window contains parameters for selecting the Quebec Enterprise Number (NEQ) and the identification number. These numbers are used when communicating with the Government of Québec.

Note:	The Provincial Identification group box is displayed when the province selected is Québec.

QC Enterprise Number (NEQ): Number granted by the Registraire des entreprises (REQ) upon registering a company. It is used when communicating with the various programs and services of the government of Québec. It has 10 digits.

Identification Number: Number assigned by the Ministère du Revenu du Québec upon registering the employer. It serves as the company's file number for payment of provincial source deductions. The number has 10 digits, the letters "RS" and concludes with 4 more digits.

Minimum Wages

The Minimum Wages group box contains parameters for entering the minimum wage or the three most frequently used hourly rates. Once assigned to a department, the wage is displayed by default when creating employee files for the department in question. When wage amounts are changed in this table, they are changed for all employees to whom the wages are assigned.

Tips

The Tips group box contains parameters for specifying the attribution rate used to calculate tips attributed by the company.

Note:	The Tips group box is displayed when Québec is selected as the province.

Attribution (%): The rate (percentage) assigned to the company for calculating attributed tips is 8% by default. This rate is displayed in the Employee entry window where it can be modified. Attributed tips correspond to the difference between the percentage of an employee's tippable sales and the tips actually received for these sales. Under certain conditions, a reduction in the attribution rate can be obtained from the Ministère du Revenu du Québec.

Workday

The Workday group box contains parameters for entering the number of hours worked in a day.

Note:	The Workday group box is displayed when the Human Resources option is active.

Hours: Number of hours worked by employees in a day that are remunerated by the company. This number of hours is used to convert hours into days for the HR banks using the Day format. This rate is displayed by default in the Employee entry window where it can be modified. Changing the value in this box will change it for all employees concerned.

Definable Fields

The Definable Fields group box presents a table of the elements required for customizing fields for the entry of data related to employees and their functions. These fields are available in the Employee and Payroll entry windows. The data are not used in payroll calculations but may be useful in situations such as when you want to know the number of sick days remaining for an employee. These data are displayed in the Employee entry window where they can be changed upon running the payroll. Three fields are defined by default.

This table allows you to customize the three fields. Each line represents a field and thus data to be entered. Each line has 3 columns.

Description: Description assigned to the entry field describing the data that can be entered. The description can have up to 20 characters.

Function: This column allows you to specify if the data is assigned to a function or an employee. The fields can be edited by function and a cumulative field is displayed for each employee. For example, if an employee accumulates 2 hours of overtime for function A and 4 hours for function B, the Employee column would show 6 hours.

Format: Format in which data are entered in the field: hours, days, weeks, periods, quantities, amount, percentage or date.


Filling out the CCQ Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

The CCQ tab contains parameters for entering information necessary for the calculation of contributions and production of reports for remittances required by the Act Respecting Labour Relations, Vocational Training, and Manpower Management in the Construction Industry (Act R-20). Consult the Reference guide for completing the employer's monthly report for assistance on entering the correct information. Assistance is also available directly from the Commission de la construction du Québec (CCQ).

Note:	The CCQ tab is displayed when Québec is selected as the province and the CCQ option is selected.

Employer Number

The Employer Number group box contains parameters for entering the employer number assigned by the Commission de la construction du Québec (CCQ). This number is used when communicating with the CCQ as well as on related documents.

CCQ: Number by which the company is identified and listed with the Commission de la construction du Québec (CCQ). The employer number is assigned by the CCQ and is used in all communications with this agency.

Deduction

The Deduction group box contains all parameters required for entering rates and amounts for calculating deduction amounts. This deduction is the CCQ's source of finances.

Employee (%): Rate (in percentage) used to calculate the employee deduction. The employee deduction corresponds to this rate multiplied by the assessable earnings to which the employee's paid vacation and sick leave for the month are added.

Employer (%): Rate (in percentage) used to calculate the portion of the deduction paid by the employer. The amount corresponds to the rate multiplied by the assessable earnings to which the employee's paid vacation and holidays for the month are added.

Minimum Contribution ($): Minimum amount to be paid by the employer each month even if there is no activity for the period in question.

Funds

The CCQ manages three types of funds to which employers must contribute: the Compensation Fund, Training Fund and the Qualification Fund. The Funds group box contains parameters required to enter hourly rates for calculating contribution amounts.

Compensation ($/h): Amount that the employer must pay to the Compensation Fund for each hour worked per employee.

Training ($/h): Amount that the employer must pay to the Training Fund for each hour worked per employee.

Qualification ($/h): Amount the employer must pay to the Qualification Fund for each hour worked per employee. The table allows you to enter four hourly rates. The rate to apply varies according to the employee's trade, speciality and occupation.

CCQ Residential

The CCQ Residential group box contains parameters for entering the elements required for entering the hourly rate used to calculate the residential contribution. This contribution is paid by the employer for hours worked in the residential sector.

Contribution ($/h): Amount that the employer must pay as the residential contribution for each hour worked in the residential sector.

Benefits – Insurance

The Benefits – Insurance group box contains parameters for entering rates used for calculating sales tax applicable to the group insurance portion of benefits provided by the employer.

Sales Tax - Insurance (%): Rate of sales tax applicable to the group insurance portion of benefits provided by the employer.

Taxable Amount ($/h): Hourly rate of the taxable portion of benefits paid by the employer. The table allows you to enter up to seven hourly rates.

AECQ Contributions

In order to work on construction sites in Québec, the employer must be a member of the Association des entrepreneurs en construction du Québec (AECQ). The AECQ Contribution group box contains parameters for calculating AECQ contributions. This contribution is paid by the employer.

Contribution ($/h): Amount that each employer must pay to the AECQ for each hour worked per employee.

Minimum Contribution ($): Minimum amount paid as an hourly rate by the employer each month even if there was no activity for that month.

Yearly Contribution ($): The amount of the yearly contribution paid by the employer. This amount is paid with the October monthly report or divided into two installments, one in October and the other in April.

GST Rate (%): Rate (in percentage) of GST payable on to the sum of AECQ hourly and annual contributions.

QST Rate (%): Rate (in percentage) of QST payable on the sum of AECQ hourly and annual contributions and the GST.

CCQ Labor Union Education Fund: The CCQ Labor Union Education Fund contains the elements required to enter hourly rates for the calculation of the caisse d'éducation deduction. This deduction is deducted by the employer for each hour worked in a sector other than residential.

Deduction ($/hr): The caisse d'éducation syndical amount that the employer must deduct for each hour worked in a sector other than residential.


Filling out the CSST (or WCB) Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

Note:	The name of this tab can change according to the province of employment: CSST or WCB. The CSST tab is displayed when Québec is selected as the province and the CSST option is selected. CSST refers to the Commission de la santé et de la sécurité du travail du Québec. The WCB tab is displayed when a province other than Québec and the WCB Provisions option are selected. WCB refers to the Workers' Compensation Board of Canada.

The CSST tab includes the information essential for calculating the periodic amounts that must be paid to the CSST and for producing a CSST statement that will allow to follow the evolution of the amount that must be paid by the company according to the real amount of the total payroll to date.

The WCB tab includes the information essential for producing the WCB report that will allow to follow the evolution of the amount that must be paid by the company according to the real amount of the total payroll to date

Employer Rate

Note:	The group box only appears if the CSST Provisions box or the WCB Provisions box is selected under the Information tab. The name of this group box can change according to the selected province: Employer Rate for Provisions if Québec is selected as the province and Employer Rate if any other province in Canada is selected.

The Employer Rate for Provisions or Employer Rate group box presents a table used to enter the company's active rates. When creating a company, the CSST (or WCB) assigns one or several classification units or rate groups to the company according to the nature of its activities. Each unit corresponds to a different premium rate.

Each table line represents a rate. These rates are displayed in the Employee window (Contr. tab). When modifying a value in the table, it is automatically adjusted for the employee in question. These employer rates are used to calculate the CSST (or WCB) report. This table contains a maximum of 15 lines.

Note:	The CSST Unit Code and Distribution columns are displayed when the Québec province is selected.

CSST Unit Code: Unit code assigned to the company by the CSST.

Note:	Enter 99999 for an auxiliary worker.

Rate (%): Rate (in percentage) used to calculate the premium.

Distribution: Options available to allocate the maximum insurable earnings subject to the CSST. The Weekly option can be selected when more than 40% of CSST earnings are subject to the CCQ, except for units 90010 and 80020 for which the Annual option must be selected. Select the appropriate option.

Maximum Earnings

The Maximum Earnings group box contains parameters for entering earnings limits for CSST (or WCB) report calculations.

Maximum Yearly Earnings ($): Maximum yearly amount of CSST assessable earnings. The employer is not responsible for making CSST (or WCB) contributions for earnings in excess of this amount for the employee in question.

Maximum Weekly Earnings ($): Maximum weekly amount of CSST assessable earnings based on the maximum yearly insurable amount as determined by the CSST.

Maximum Earnings Distribution: Options available to define the calculation method of the maximum earnings subject to the WCB. Select the appropriate option.

Note:	The Maximum Earnings Distribution box is not displayed when the Québec province is selected as the province.

CSST Remittance

Periodic Payment Rate (%): Rate (in percentage) used to calculate the premiums paid periodically. This rate is provided to the employer by the CSST. The payment rate may change during the year because of a recalculation of the customized rate or to a change in activities classification. In this case, the CSST informs the employer and provides him with the new rate.


Payroll Line Concept

[Input menu, Payroll, Payroll Configuration] or]

The Earnings through Deductions tabs contain tables in which payroll lines are defined. The lines are grouped by category identified by the name of the tab. These lines allow you to distribute the amounts entered when running the payroll according to the various categories.

Each line has a number identifier. The lines and their numbers are displayed at all steps in the payroll process, from creating departments and employees and running the payroll to printing slips and reports. The numbers cannot be modified.

There are two types of payroll lines: basic and additional.

Basic Lines

Tabs and lines are displayed by default according to the Company Options selected under the Information window. These are the basic lines. The descriptions and formats of these lines cannot be edited. A basic line cannot be deleted. However, basic lines are only displayed according to the Company Options selected.

It is normal that certain basic lines are not displayed as they are directly linked with the province and options selected. In addition, certain lines have been reserved for use in case of future program development.

Additional Lines

You can add up to 20 additional lines under most categories in order to adapt the program to your company's needs. These lines are referred to as additional lines. Their descriptions can be edited at any time. As long as an amount has not been entered for the line in question in the Employee window or as long as a payroll has not been run including this line, the line format can be modified and the line can be deleted. All additional lines can be edited following a year-end procedure.

Hint:	To find out if a line can or cannot be deleted, select it and check the status of the Delete Line button. If the option is available, the line can be deleted.

For the detailed procedure, see Creating Additional Lines in a Table.

For all payroll lines

The columns allow you to specify if the amount or number of hours assigned to the line is subject to federal and/or provincial taxes and if it is subject to employment insurance, government pension funds (QPP or CPP), the CCQ or the WCB, etc. Regardless of the type of line in question, it is important to make sure that the right columns are selected, otherwise the payroll amounts will not be calculated correctly.

As long as a payroll line has not been used in running the payroll, its column selections can be changed. Once used, the column background changes to gray indicating that the options cannot be altered. Selections can, however, be changed following the year-end procedure.


Columns

[Input menu, Payroll, Payroll Configuration] or

The Earnings through Deductions tabs have tables with the same columns. These columns are for specifying if the amount assigned to the line is subject to such things as federal and provincial taxes, employment insurance, government pension funds (QPP or CPP), CSST, WCB, etc. Below is a description of each column.

Number: A reference number is assigned to each payroll line. For example, number 102 is always associated with the Regular Hourly Rate line.

Description of Earnings: Description of the line amount. Only the descriptions for basic lines 101 through 104 can be edited.

Note:	You can add payroll lines. For the detailed procedure, see Creating Additional Lines in a Table.

Hour: Select this box to indicate that the amount assigned to the line corresponds to the number of hours increases the number of hours worked used in the calculation of benefits, contributions and deductions.

Note: 	The check box is displayed when the line format selected is $/hour.

Amount: Select this box to indicate that the amount assigned to the line increases the employee's earnings for the purpose of calculating benefits, contributions and deductions.

Federal: Select this box to indicate that the amount assigned to the line is to be added to gross taxable earnings before calculating the income taxes to be remitted to the federal government. These amounts are taxable.

However, under the deduction tabs, selecting this tab indicates that the amount assigned to the line is to be subtracted from the gross taxable earnings before calculating income taxes to be remitted to the federal government.

Provincial: Select this box to indicate that the amount assigned to the line is to be added to gross taxable earnings before calculating the income taxes to be remitted to the provincial government. These amounts are taxable.

However, under the deduction tabs, selecting this tab indicates that the amount assigned to the line is to be subtracted from the gross taxable earnings before calculating income taxes to be remitted to the provincial government.

Employment Insurance (Hours): Select this box to indicate that the amount assigned to the line corresponds to the number of hours contributing to an increase in the number of hours assessable for employment insurance. To see which amounts correspond to assurable hours, refer to Human Resources and Skills Development (HRSD). For example, amounts paid for commissions or paid holidays increase the number of insurable hours, while a work shift bonus or vacation pay without a vacation period does not increase the number of assessable hours.

Employment Insurance (Amount): Select this box to indicate that the amount assigned to the line is subject to employment insurance. To know which amounts increase the assessable amount, refer to Human Resources and Skills Development (HRSD).

However, under the deduction tabs, selecting this box indicates that the amount assigned to the line must be subtracted from the insurable amount before calculating the employment insurance to be remitted to the federal government. To know which amount decreases the insurable amount, refer to  Human Resources and Skills Development (HRSD).

QPIP Column: Selecting this box indicates that the amount assigned to the line is subject to the QPIP (Québec Parental Insurance Plan). To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.

However, under deduction tabs, selecting this box indicates that the amount assigned to the line must be deducted from the insurable amount before calculating the QPIP contribution to remit to the Ministère du Revenu du Québec. To know which amounts reduce the insurable amount, refer to the Ministère du Revenu du Québec.

QPP (or CPP): Select this box to indicate that the amount assigned to the line is subject to the Québec Pension Plan (QPP) for employees in Québec or to the Canada Pension Plan (CPP) for employees in the rest of the country.

However, under the deduction tabs, selecting this box indicates that the amount on the line is to be subtracted from the subject amount before calculating the QPP amount for employees in Québec and the CPP for employees in the rest of Canada.

Note:	The amount considered in the Health Services Fund (HSF) calculation is the same one used to calculate the QPP amount.

CSST (or WCB): Select this box to indicate that the amount assigned to the line is subject to the Commission de la santé et de la sécurité du travail (CSST) for employees in Québec or to the Workers' Compensation Board (WCB) for employees in the rest of Canada.

Note:	The CSST (or WCB) column appears when the CSST (or WCB) option is activated in the Payroll Configuration window under the Information tab.

Vacation: Select this box to indicate that the amount assigned to the line increases the amount used to calculate vacation.

Payment Type: Options available to define the payment type associated with a specific earnings line. Regular is assigned by default. For more information see Payment Types or Entering 	Special Payments.

Format: In this column, specify the format in which the value assigned to this line is to be entered in the Employee window, then calculated in the Payroll Entry window. The available options are: per hour, per pay, per month or as a percentage of earnings. The % earnings format is only available for contributions and deductions.

Note:	The format for the basic lines, those shaded gray, cannot be edited. Only the formats of lines created by the user can be modified.


Filling out the Earnings Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

The Earnings tab contains a table whose lines represent all the types of earnings paid by the company. The columns allow you to specify if the amount or number of hours entered is taxable at the federal or provincial level or subject to employment insurance, government pension plans (QPP, CPP), CSST, WCB, etc.

Any amount payable by the employer to the employee in exchange for work or services performed is considered earnings.

For more information, see Payroll Line Concept.

Regular Earnings (line 101): The amount assigned to this line represents the earnings paid to the employee for a normal work period. This is the fixed earnings amount divided according to pay periods. The various bonuses (compensations, commissions) and overtime pay are not included in the regular earnings amount. The Regular Earnings is the fixed amount normally received by the employee and calculated on a basis other than hourly, therefore on a weekly, biweekly, monthly or annual basis.

Regular Hourly Rate (line 102): The amount on this line represents the earnings paid to the employee according to a guaranteed minimum hourly rate. The Regular Hourly Rate represents the fixed amount for an hour worked.

Hourly Rate X 1.5 (line 103): The amount assigned to this line represents the salary paid to the employee according to the hourly rate increased by 50%. The Hourly Rate X 1.5 represents the basic hourly rate increased by 50% in certain circumstances: for example, when in the case of overtime, the the basic hourly rate is multiplied by 1.5 for each extra hour worked.

Hourly Rate X 2.0 (line 104): The amount assigned to this line represents the hourly rate increased by 100%. The Hourly Rate X 2.0 represents the regular hourly rate increased by 100% in certain circumstances: for example, in the case of overtime hours, the basic hourly rate is multiplied by 2.0 for each extra hour worked.

Commissions (line 105): The amount assigned to this line represents the amount of commissions paid to the employee. The commission earnings represents the remuneration calculated as a percentage of the employee's sales or a function thereof. The commission can constitute the entire earnings amount or a part thereof.

Paid Holidays (line 106): The amount assigned to this line represents paid holidays and statutory holidays. A paid holiday is a day off with pay granted for some reason, such as custom or law. A statutory holiday is a paid holiday granted regardless of the number of hours worked by the employee prior to the holiday. Statutory holidays are fixed by law, collective agreement or established by custom. For example, the Labour Standards Act (N-1.1) grants a paid holiday the day of the employee's wedding.

Annual Leave (line 107): The amount assigned to this line represents paid annual leave granted by the employer to the employee as a period of time off with pay.

CCQ Security Allocation (line 108): The amount assigned to this line represents allocations paid to the employee for the purchase of security materials and equipment.

Expense Reimb. (line 109): The amount assigned to this line represents the overall amount of expenses incurred by the employee and reimbursed by the company. An expense reimbursement represents funds paid to an employee for expenses incurred in the course of his or her work.

Lines 116 to 135: These lines are additional earnings lines available to the user.

For the detailed procedure, see Creating Additional Lines in a Table.


Payment Types

[Input menu, Payroll, Payroll Configuration, Earnings tab]

The Pay column contains the type of payment associated with a earnings line. This selection applies only to the specified earnings line, in addition to the tax calculation specified in the employee’s file.

Selecting the type of earnings automatically activates the required tax calculation formula for pays that include special payments. Special payments include any type of payment other than Regular. Select the appropriate earnings type.

Regular: Type associated by default to any earnings line not requiring particular processing.

Retroactive Payment: Select this type of earnings when this line includes payment for retroactive earnings.

Bonus: Select this type of earnings when this line includes payment for a bonus, a benefit or an allowance.

Accumulated Time: Select this type of earnings when this line includes payment for time accumulated by an employee paid in a period that is different to that of the regular  pay issuance period.

Note: If you pay overtime to an employee at the same time as his/her regular time pay for the period, it is recommended you use the regular-type of earnings.

Single Payment: Select this type of earnings when this line includes non-periodic payments. For a payment to be ruled a single payment, it must relate to a payment made once in a a year of an amount to which the employee is entitled.


Filling out the Expenses Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

The Expenses tab presents a table the lines of which show the expenses incurred by the employee and reimbursed by the company. The columns indicate whether the amount or number of hours are subject to provincial or federal taxes, employment insurance, a government pension plan (QPP or CPP), CSST or WCB, etc.

An Expense Reimbursement is represented by an amount spent by an employee in the course of his or her work that is reimbursed by the employer.

No lines are displayed by default; they are to be created as the need arises.

For more information, see Payroll Line Concept.

Lines 201 to 220: These  Expense Reimbursement lines are available to the user.

For the detailed procedure, see Creating Additional Lines in a Table.


Filling out the Benefits Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

The Benefits tab presents a table whose lines show the taxable benefits paid by the company.  The columns indicate whether the amount or percentage is subject to provincial or federal taxes, employment insurance, a government pension plan (QPP or CPP), CSST, WCB, etc.

A  is a benefit granted an employee without the employer having issued funds to him or her directly. This amount increases the employee's net earnings without directly increasing his or her salary or wages. The benefit is, however, taxable. Refer to the organization is question to find out if an individual benefit is taxable. A parking place, professional association contributions, tuition fees and moving fees are examples of taxable benefits when paid by the employer.

For more information, see Payroll Line Concept.

Tips - Federal (ligne 301): The amount assigned to this line is subject only to federal tax and represents the tip amount declared by the employee.

Tips - Provincial (line 302): The amount assigned to this line is subject to provincial tax only and represents the tip amount declared by the employee.

Tips Declared (line 303): The amount assigned to this line represents the tip amount declared by the employee. The Tips Declared represents the tips received by the employee (tips on sales or otherwise) taking into account the tip sharing plan.

Tips Controlled (line 304): The amount assigned to this line represents the amount of controlled tips. The Tips Controlled by the employer are those due to service fees added to the client's invoice.

Tips Allocated (line 305): The amount assigned to this line represents the allocated tips amount. The Tips Allocated corresponds to the difference between the percentage of the employee's sales that are eligible for tips and the actual tip amount received on the sales.

Auto Benefit - Federal (line 306): The amount assigned to this line is subject only to federal tax and represents the amount corresponding to the fees related to vehicle usage. Auto Benefit represents the benefit of using a vehicle and its operating costs.

Auto Benefit - Provincial (line 307): The amount assigned to this line is subject only to provincial tax and represents the amount corresponding to vehicle usage costs. The Auto Benefit represents the benefit of using a vehicle and its operating costs.

Group Insurance - Fed. (line 308): The amount assigned to this line represents the amount of the contribution paid by the employer in group life insurance premiums. Only life insurance premiums are subject to federal tax.

Group insurance is insurance provided to a group of employees to protect them and their families in case of death, poor health or injury. Group insurance covers life insurance, disability, salary (short- and long-term), sickness, dental care, etc.

Group Life Insurance - Prov. (line 309): The amount assigned to this line represents the total amount of the contribution made by the employer for group life insurance. This amount of the contribution is subject to provincial tax and QPP contributions.

Group insurance is insurance provided to a group of employees to protect them and their families in case of death, poor health or injury. Group insurance covers life insurance, disability, salary (short- and long-term), sickness, dental care, etc.

Insurance – CCQ (line 310): The amount assigned to this line represents the total amount of the contribution made by the employer to the CCQ for life and health insurance. This amount of the contribution is subject to provincial tax and QPP contributions.

Group Health Insurance – Prov (line 311): The amount assigned to this line represents the total amount of the contribution made by the employer for health and dental insurance. This amount of the contribution is subject to provincial tax and QPP contributions.

Group Insurance is an insurance offered to protect a group of employees and their family members against risks to their health and life. Group insurance covers such things as life insurance, disability, income (short- and long-term), health and dental work.

Lines 316 to 335: These lines are additional Taxable Benefits lines available for use.

For the detailed procedure, see Creating Additional Lines in a Table.


Filling out the Contr. Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

The Contr. tab presents a table whose lines show the contributions paid by the company.  The columns indicate whether the amount or percentage are subject to provincial or federal taxes, employment insurance, a government pension plan (QPP or CPP), CSST, WCB, etc.

An employer contribution is the share paid by the employer to a heath and welfare benefit plan (RRSP, group insurance) or a government plan (CPP, QPP, EI, CSST, WCB). It is often required to subsidize public expenses. The contribution is generally calculated according to the earnings of the participants or total payroll.

For more information, see Payroll Line Concept.

QPP (line 401): The amount assigned to this line represents the amount paid by the employer to the Québec Pension Plan. The QPP is a social insurance program to which employers and employees contribute in order to ensure a certain degree of income protection for the contributor and his or her family in the case of retirement, disability or death.

CPP (line 402): The amount assigned to this line represents the amount the employer must pay to the Canada Pension Plan . The CPP is a social insurance plan to which employers and employees contribute to ensure a certain degree of income protection  for the contributor and his or her family in case of retirement, disability or death.

Employment Insurance (line 403): The amount assigned to this line represents the contribution, calculated according the employee's deduction, that the employer must pay to the Employment Insurance Plan.  Employment Insurance is a social insurance to which employers and employees must contribute to provide financial assistance to those who have lost their jobs and support in returning to work.

Vacation on Salary Due (line 404): The amount assigned to this line represents the amount of the contribution, calculated as a percentage of earnings, that the employer must pay to the employee as salary during annual leave. The earnings amounts considered in this calculation correspond to all the lines under the Earnings, Expenses and Benifits tabs where the Vac. tab is selected, except line 105 - Commissions and the Tip lines (301 to 305).

Vacation on Commissions Due (line 405): The amount assigned to this line represents the amount of the contribution, calculated as a percentage of commissions, that the employer must pay the employee as salary during annual leave.

Vacation on Tips Due (line 406): The amount assigned to this line represents the amount of the contribution, calculated as a percentage of tips, that the employer must pay the employee as salary during annual leave.

Group Insurance (line 407): The amount assigned to this line represents the amount of the contribution paid by the employer for group insurance.

HSF (line 408): The amount assigned to this line represents the amount of the contribution paid by the employer to the Health Services Fund for the management of health services in Québec. Only employers contribute to this fund and the amounts are based on total payroll, that is the total of earnings paid to employees including leave, tips, taxable benefits, etc. The contribution is paid upon remitting employee source deductions to the Ministry.

CSST (line 409): If the CSST Provisions box is selected in the Payroll Configuration, under the Information tab, the amount assigned to this line represents the amount of the contribution that the employer would have paid to the CSST (Commission de la santé et de la sécurité du travail) if the contribution was made in periodic instalments. A CSST statement is produced to follow the evolution and anticipate if an adjustment is required before the end of the year.

WCB Provisions (line 410): The amount assigned to this line represents the amount of the contribution paid by the employer to the WCB (Workers' Compensation Board) if the contribution is paid in periodic installments and if the employer knows the total payroll cost for this period.

WCB contributions are calculated at the beginning of the year based on an estimated total payroll for the year. The WCB Provisions line calculates and shows, for each period, the amount that the company should have paid should the actual total payroll cost be known. A WCB report is produced to track developments and alert the user to any changes to be made before the end of the year in order to avoid penalties.

RRSP (line 411): The amount on this line represents the amount of the contribution paid by the employer to the employee's registered retirement savings plan (see line 706).

LSIF1 (line 412): The amount on this line represents the amount of the contribution paid by the employer to the employee's first labor-sponsored investment fund (see line 707). When the amount of a group RRSP cannot be withdrawn prior to retirement or termination of employment, the contributions are not covered by employment insurance.

A labor-sponsored fund (LSF) represents a source of finances for investment in small and medium-sized businesses that meet certain established criteria. Any worker can contribute and benefit from the tax break.

LSIF2 (line 413): The amount on this line represents the amount of the contribution paid by the employer to the employee's second labor-sponsored investment fund  (see line 708). When the amount of a group RRSP cannot be withdrawn prior to retirement or termination of employment, the contributions are not covered by employment insurance.

QPIP (line 414): The amount assigned to this line represents the contribution amount the employer must pay to the Québec Parental Insurance Plan. The QPIP is an income insurance plan applicable in the case of maternity, paternity, adoption or parental leave.

Lines 421 to 440: These are additional Employer Contribution lines available to the user.

For the detailed procedure, see Creating Additional Lines in a Table.


Filling out the CCQ Contr. Tab of Payroll Configuration

Filling out the [Input menu, Payroll, Payroll Configuration] or

The CCQ Contr. tab presents a table whose lines represent the contributions paid by the employer to the CCQ. The columns indicate whether the amount or percentage are subject to provincial or federal taxes, employment insurance or a government pension plan (QPP or CPP).

A CCQ Employer Contribution is the share paid to the CCQ by an employer subject to the Act Respecting Labour Relations, Vocational Training, and Manpower Management in the Construction Industry (Act R-20).

For more information see Payroll Line Concept.

CCQ Benefits (line 501): The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, paid by the employer for CCQ benefits. The CCQ Benefits represent the group insurance coverage and the portion of the retirement plan paid by the employer.

CCQ Deduction (line 502): The amount assigned to this line represents the amount of the contribution, calculated as a percent of earnings, that the employer must pay as a CCQ deduction. These funds are used to finance the CCQ.

Cotisation AECQ (line 503): The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the Association des entrepreneurs en construction du Québec (AECQ).

CCQ Compensation Funds (line 504): The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the CCQ Compensation Fund. The CCQ Compensation Funds insures each workers earnings and benefits.

CCQ Qualification Funds (line 505): The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the CCQ Qualification Fund. The CCQ Qualification Funds supports the application of the Act to Foster the Development of Manpower (D-7.1).

CCQ Training Funds (line 506): The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the CCQ Training Fund.

The CCQ Training Fund is a monetary fund managed by the CCQ for helping workers in the construction industry to take courses, perfect their skills or retrain in another field of construction. This fund also covers the cost of instructors and pedagogical support, resource and pedagogical materials as well as equipment. There are two Training Funds: one for the commercial and institutional sector and another one for the industrial sector which includes civil engineering and roads. Employees must contribute to one or the other.

CCQ Residential (line 507): The amount assigned to this line represents the amount of the contribution, calculated as an amount per hour worked in the residential sector, that the employer must pay to the CCQ. The Residential contribution is used to broadcast applicable working conditions and to measure their efficiency.


Filling out the Ded. Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

The Ded tab has two sections. The top section presents a table of employee deductions and the second one, a table of employee source deductions.

For more information, see Payroll Line Concept.

Employee Deductions

The Employee Deductions group box presents a table whose lines are used to define employee payroll deductions. In the columns, specify if the amount on each line is subject to federal or provincial taxes, employment insurance or a government retirement plan (QPP or CPP).

The Employee Deductions are amounts deducted from an employee's pay to cover contributions due (union, pension plan, insurance premium, etc.) or such things as support payments and garnished wages. These amounts are deducted by the employer and remitted to a third party according to signed agreements. Some deductions are made based on gross earnings thus reducing the tax burden.

Union Dues(line 701): The amount assigned to this line represents amount of union dues calculated as an hourly amount to be paid by the employee. This amount is deducted by the employer from the employee's pay and remitted to the union in question. Union Dues are the amounts the union requires from its members to offset operating costs. Dues must be paid to remain a union member and benefit from its privileges.

Note:	Lines 701 to 704-Union Dues differ in their format.

Union Dues(line 702): The amount assigned to this line represents the amount of union dues calculated as an amount the employee must contribute per paycheck. This amount is deducted by the employer and remitted to the union.

Union Dues(line 703): The amount assigned to this line represents the amount of union dues calculated as a monthly amount to be paid by the employee. The employer deducts this amount from the employee's pay and remits it to the union.

Union Dues(line 704): The amount assigned to this line represents the amount of union dues calculated as a percentage of employee earnings. The employer deducts this amount from the employee's pay and remits it to the union.

Group Insurance (line 705): The amount assigned to this line represents the contribution amount per pay that the employee must pay for group insurance. The employer deducts this amount from the employee's pay and remits it to the insurance company.

RRSP (line 706): The amount assigned to this line represents the amount per pay that the employee wishes to contribute to a registered retirement savings plan (RRSP). The employer deducts this amount from the employee's pay and remits it to the financial institution or insurance company. RRSPs allow individuals to defer paying taxes on certain investments until retirement at which time the tax rate will be lower.

LSIF1 (line 707): The amount assigned to this line represents the amount per pay contributed to LSIF1. The employer deducts this amount from the employee's pay and remits it to the organization managing the fund.

Labour-sponsored venture capital funds represent a source of financing for small and medium-sized businesses that meet certain requirements. All workers can contribute to this fund and benefit from tax breaks.

LSIF2 (line 708): The amount assigned to this line represents the amount per pay contributed to LSIF2. The employer deducts this amount from the employee's pay and remits it to the organization managing the fund.

lines 716 to 735: These are extra Employee Deductions lines available for  use.

For the detailed procedure, see Creating Additional Lines in a Table.

Source Deductions

The Source Deductions group box presents a table whose lines show the amounts the employer deducts from the employee's pay and their formats.

Source Deductions are the amounts deducted from the employee's pay to cover such things as income taxes, employment insurance and pension plans. These amounts are deducted by the employer and remitted to the proper organization on the employee's behalf.

Federal Income Taxes (line 901): The amount assigned to this line represents the amount the employer deducts from the employee's pay and remitted to cover federal income taxes. The employer deducts this amount from the employee's pay and remits it to the proper organization.

Provincial Income Taxes(line 902): The amount assigned to this line represents the amount the employer deducts from the employee's pay and remitted to cover provincial income taxes. The employer deducts this amount from the employee's pay and remits it to the proper organization.

QPP (line 903): The amount assigned to this line represents the amount the employer deducts from the employee's pay for QPP (Québec Pension Plan) contributions. The employer deducts this amount from the employee's pay remits it to the proper organization.

CPP (line 904): The amount assigned to this line represents the amount the employer deducts from the employee's pay for CPP (Canada Pension Plan) contributions. The employer deducts this amount from the employee's pay and remits it to the proper organization.

Employment Insurance (line 905): The amount assigned to this line represents the amount the employer deducts from the employee's pay to cover Employment Insurance contributions. The employer deducts this amount from the employee's pay and remits it to the proper organization.

Support Payments (line 906): The amount assigned to this line represents the amount the employer deducts from the employee's pay for support payments. The employer deducts this amount from the employee's pay and remits it to the proper organization.

QPIP (line 907): The amount assigned to this line represents the source deduction per pay period that the employee must pay to the QPIP (Québec Parental Insurance Plan). The employer deducts this amount from the employee's pay and remits it to the appropriate authority.


Filling out the CCQ Ded. Tab of Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

The CCQ Ded Tab whose lines allow you to break down all CCQ deductions withheld from an employee's pay. Use the columns to specify whether the amount on each line is subject to federal or provincial taxes, employment insurance or a government pension plan (QPP or CPP).

The CCQ Employee Deductions are amounts deducted from an employee's pay to cover various contributions (union dues, insurance premium) relative to the construction industry. These amounts are deducted from the employee's pay and remitted to the proper organization as per the agreement. Certain amounts are deducted from gross earnings thus reducing income taxes due.

For more information, see Payroll Line Concept.

CCQ Dues(line 801): The amount assigned to this line represents the amount of CCQ  Dues, calculated as an hourly amount, that must be paid by an employee working in the construction industry. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

The CCQ Dues represent the amount the CCQ requires of its members to defray operating costs. Members must pay this amount to retain their rights and privileges.

Note:	Lines 801 to 804 CCQ Dues vary according to their format.

CCQ Dues (line 802): The amount assigned to this line represents the amount of CCQ Dues calculated as an amount per pay that an employee working in the construction industry must contribute. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

CCQ Dues (line 803): The amount assigned to this line represents the amount of CCQ Dues calculated as a monthly amount payable by an employee working in the construction field. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

CCQ Dues (line 804): The amount assigned to this line represents the amount of CCQ Dues calculated as a percentage of earnings that an employee working in the construction industry must pay. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

CCQ Benefits (line 805): The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount that an employee must pay for CCQ benefits. This line represents the employee's part of the retirement fund payable by the employee.

CCQ Deduction (line 806): The amount assigned to this line represents the amount of the contribution, calculated as a percentage of earnings, deducted from an employee's pay for CCQ benefits. The CCQ Deduction is the source of finances for the CCQ.

CCQ Vacation (line 807): When an employee is subject to CCQ contributions, the amount on line 404 - Vacation on Salary Due is accorded to him or her each pay period. This amount is then deducted from the employee's pay and remitted by the employer to the CCQ with its regular payments. The amount assigned to this line represents this deduction. The CCQ will pay this amount to the employee as salary when he or she takes annual leave.

Éducation Syndicale CCQ (line 808): The amount assigned to this line represent the amount of the contribution, calculated as an amount for the hours worked in a sector other than residential, that the employee must pay to the Éducation Syndicale CCQ. These funds are used by certain associations to provide training services.


Creating Additional Lines in a Table

[Input menu, Payroll, Payroll Configuration] or

Under the Earnings to Deductions tabs, except those dealing with the CCQ (Commission de la construction du Québec), you can add up to 20 additional lines. These lines are then available at each step in the payroll process.

Note: 	Once the line addition process has been started it must be completed. You can delete the line afterwards should you so desire.

1.	Open the tab under which you wish to create the line.

2.	Click the last blank line at the bottom of the table. If there is a blank line (white) at the bottom of the table, an additional line can be created under this tab.

3.	Type the description for this line. It can have up to 30 characters.

4.	Click Back to move to the next column.

A blank line is added under the line being created unless it is at the very bottom.

5. 	Using the mouse or space bar, select the boxes specifying that the amount assigned to the line being created is to impact the calculations in the individual columns. The cursor will stop in each column before going on to the next step.

Note: 	Certain boxes are selected by default but may not apply to the line being created.

6.	In the Format column, select the format in which the amount assigned assigned to this line is entered in the Payroll Entry window.

7.	Save the line by clicking Save [image].

The line is created.

Caution:	If pays have already been entered for this company, remember to assign the new payroll line an account in all the previously created departments as well as a value (time, amount, percent earnings) in all the files of employees concerned before running the next payroll.


Deleting Additional Lines

[Input menu, Payroll, Payroll Configuration] or

1.	Open the tab under which you wish to delete the line.

2.	Place the cursor on the line to be deleted.

3.	Click Delect Line [image].

A message is displayed prompting you to confirm your wish to delete the line.

Note:	A line cannot be deleted once it has been used; this could be by entering an amount in the Employee entry window or by running the payroll. Once used, the background color of the columns becomes gray. Now the line can only be deleted following a year-end procedure.

4.	Click Yes to delete the line.

The line is deleted.


Departments

[Input menu, Payroll, Departments] or

In the Departments window you define parameters for issuing pays and create the link between payroll lines and the chart of accounts.

    Must have defined the company’s chart of accounts is defined and the distribution of salary expenses as well as the account to be affected for each payroll amount.

Under the File tab you define the pay frequency, time format, start date of the first pay period corresponding to the first pay issued in the calendar year and, finally, the issued date of the first pay period.

These four parameters are used to test compatibility between departments. Thus for an employee to be assigned to multiple departments, these parameters must be identical.

Caution:	These parameters can be changed as long as no pay has been entered.

For the tabs from Earnings to Deductions, an account must be assigned to each payroll line. Thus when creating accounting entries, each pay amount can be assigned to an account.


Department Concept

[Input menu, Payroll, Departments] or

Definition: Department has two functions. The first one allows you to group employees who have identical payroll parameters.  The second one supports the creation of a link between amounts assigned to payroll lines and accounts in order to generate entries that will affect financial reports.

Accounting: There are two situations in which parameters of both departments must be the same. Two compatibility levels have thus been created.

The first situation occurs when an employee is assigned to several departments. All departments to which he is assigned must have the same basic parameters. These basic parameters are: payroll frequency, starting date of the first period, issue date of the first payroll and time format.

The second situation occurs when departments have to be selected when running the payroll, printing checks or producing reports. In this case, the basic parameters are: payroll frequency, starting date of the first period and issue date of the first payroll. Time format is not taken into account.

Accounting Link: An accounting link is created between two departments when, in the Employee input window, under the Function tab, more than one department is assigned to an employee. Departments have to be and remain compatible. An accounting link is thus created between two departments to facilitate modifications management.

CCQ Department: The Commission de la construction du Québec has certain requirements. To create a CCQ department, payroll frequency has to be weekly and the starting date of the first period has to be a Sunday.

Creation: When the Multidate box is not selected in the Payroll Configuration window, all options are available when creating the first department. After saving the first department, basic parameters are determined for all following departments and cannot be modified.

When the Multidate box is selected, departments can have different basic parameters. When creating a second department, default values are displayed in the File tab boxes. Depending on the departments created, values displayed come from the department bearing the preceding Number, if possible, if not, the following one.

Modification: All information except basic parameters can be changed at any time. For basic parameters, three conditions have to meet the requirements for the modification to be accepted. First, the Multidate box has to be selected (Payroll Configuration window). Secondly, no payroll can be entered for the department. Thirdly, if two departments are assigned to an employee, no payroll can be entered in the second department or in a department that has an accounting link otherwise modifications to be made to the first department will not be accepted. Finally, if an accounting link has been created between two departments, modifications made to the basic parameters of one of these departments will consequently affect any department linked to the former.

Example:	Departments 1 to 4 are compatible. Employee A is assigned to departments 1 and 2. Employee B is assigned to departments 2 and 3. If a basic parameter modification is made to department 1, it is duplicated in departments 2 and 3 but not in department 4, which becomes incompatible.

Deletion: As soon as a department is assigned to an employee, it can no longer be deleted.


Creating Departments

[Input menu, Payroll, Departments] or

1.	Under the Payroll (Input) tab, click Department [image].

The Departments list window is displayed.

2.	Click New department [image].

The Department list window is displayed.

3.	In the Number box, enter the department number.

This number is used to identify and index the department. It must be unique; two departments cannot bear the same number. The department number is composed of a maximum of 4 characters.

4.	All boxes have to be filled in. Below is a detailed description of each box.

5.	Save department by clicking Save Department [image].

A new department is added to the Departments list window.


Filling out the Department Window Header

[Input menu, Payroll, Departments] or

Number: Number used to identify and index the department. It must be unique; two departments cannot bear the same number. Department numbers are composed of a maximum of 4 characters.

Hint:The creation of compatible departments with consecutive numbers facilitates the selection of several departments.

Clicking Number displays the Select Department list window from which you can select a department from the existing ones. For more information refer to Department Concept and What is an Input Window?.

Sorting Key: Term used to designate the department. The sorting key is composed of a maximum of 15 characters. It is possible to sort departments in the list window by sorting key.

Note :	If no sorting key is entered when creating a department, the first 15 characters of the description are used as a sorting key.

Description: Description used to define the department. This description is composed of a maximum of 30 characters.


Filling out the File Tab of Department

[Input menu, Payroll, Departments] or

The File tab contains elements required to define a pay period (frequency, periods and issue dates) and other variables associated with a department.

Frequency and Time Format

The Frequency and Time Format group box contains elements required to define pay frequency and time format in which hours worked are entered.

Pay Frequency: Options available to define date type according to which pays are issued for the department. Select the appropriate option.

Note:	If employees subject to CCQ are assigned to the department, pay frequency has to be Weekly.

Tip:	Click [image] to access a wizard to help you define dates and assign a number to the next period. This button is displayed when creating a department.

Time Format: Options available to define time format in which hours worked are entered when entering a pay and in which results are presented in reports. Select the appropriate option.

Example:	12.5 in decimal format is equivalent to 12:30 in minute format.

Dates

The Date group box contains elements required to define starting and ending dates of pay periods as well as issue dates of paychecks.

First Period: Time interval defined by a starting and ending period date. This time interval covers the pay period whose paycheck issue date corresponds to the first pay run for the current fiscal year whenever the department is created. Ending period date is calculated according to the starting date and selected frequency.

From: Starting date of pay period for which paycheck issue date corresponds to the first pay issued for the current tax year whenever the department is created.

Example:	If pay frequency is weekly, starting on a Sunday with a check issued on the next Thursday, the first pay of the current tax year is issued on the first Thursday of January for the period starting on the next to last Sunday of December of the preceding year.

Note:	If employees subject to CCQ are assigned to the department, the starting date of the first period has to be a Sunday.

If the Multidate box is selected in the Payroll Configuration window, click From to display the Calendar input window to select a date. For more information, refer to Using the Calendar and Defining the Date Format.

To: Date at which a pay period ends. This date is calculated according to the starting date and selected frequency [display only].

Issued: Date on which the first period paycheck is issued. This date has to be for the current tax year whenever the department is created. This date is thus always in January.

Example:	If pay frequency is weekly, this date is necessarily one of the first 7 days of January and if the frequency is every two weeks, one of the first 14 days of January.

If the Multidate box is selected in the Payroll Configuration window, click Issued to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.

Last Period: Time interval defined by a starting and ending period date. This time interval covers the pay period whose paycheck issue date corresponds to the last pay run for the fiscal year. These two dates are calculated according to starting date of the first period and the selected frequency [display only].

From: Starting date of the pay period for which the paycheck issue date corresponds to the last pay issued for the current fiscal year. This date is calculated according to the starting date of the first period and the selected frequency [display only].

To: Date on which the last period ends. This date is calculated according to the starting date of the last period and the selected frequency [display only].

Issued: Date on which the last period paycheck is issued. This date is calculated according to the starting date of the last period and the selected frequency [display only].

Periods

The Periods group box contains elements required to define the number of taxable periods and the next pay period.

Taxable Periods: Number of pay periods for which checks will be issued for the current fiscal year. A period is considered taxable the year the check is issued regardless of the year in which the work to be compensated was performed. No link exists between accounting and taxable periods (or pay periods). Value to enter in the box is limited depending on the selected pay frequency. This value cannot be modified in the course of a year. A default value is proposed.

An additional period exists. If the paycheck's issue date of the first period of next year falls on January 1st, which is a holiday, the additional period is only used to issue the first pay for the current year or next year.

Example:	If pay frequency is Every two weeks, only 26 or 27 taxable periods can exist. During a leap year only 27 or 28 taxable periods can exist.

Number of taxable periods is used to calculate tax deductions and contributions to QPP/CPP to withhold from the employee's pays in order to distribute them equally all year.

If the number of taxable periods is modified in a department, all departments linked to it are modified.

Next Period: Number of the next pay period. The first period is always January. "99" appears in this box when the maximum number of pay periods has been reached.

Note:	As soon as a pay is entered for a department employee, the period number increases by one. This number thus cannot be used to make sure that pay periods of all department employees have been entered for the selected period.

Click Next Period to display the Pay Period Selection window where you can select a period according to period beginning or paycheck issue date calculated according to the dates previously entered.

Bank and Wage

The Bank and Wage group box contains elements required to define the bank account and the reference minimum wage.

Bank Account: Account number assigned to the financial institution used for the payment of wages.

Click Bank Account  to display the Select Bank Account list window in order to select a bank account from the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.

Minimum Wage: Options available to define minimum wage or wage that is the most common to employees assigned to this department. This wage is used by default when a department is assigned to the employee being created. These wages are defined in the Payroll Configuration window under the Information tab. When modified, changes are reflected in the files of all employees concerned. Select the appropriate option.

Paycheck Format

The Paycheck Format group box contains elements required to enter the paycheck format used in the department.

Paycheck Format: Paycheck and stub format used by employees of the department.

When no format is selected, a basic format is used for paycheck printing. A CCQ basic format is used when the department is CCQ compliant.

Clicking Paycheck Format displays the Select Paycheck Format list window from which you can select a paycheck format among the existing ones. For more information, see Creating Paycheck Formats and Fields Linking to Other Fields.

Description associated to selected paycheck format [display only].

Union

The Union group box contains elements required to enter the union to which most employees belong.

Note:	The Union group box is displayed when the Union Dues box is selected in the Payroll Configuration window.

Union: Initials of the union to which employees belong, such as CSN or QFL. Union is composed of a maximum of 4 characters. This union is used by default when the department is assigned to the employee in creation.

Local:  Local number assigned to the union to which employees belong. The local number is composed of a maximum of 4 characters. This local is used by default when the department is assigned to the employee in creation.


Filling out the Earnings to Deductions Tabs of Department

[Input menu, Payroll, Departments] or

Earnings Tab

An account number has to be assigned to each line. These accounts have to be of Expenses category. Amounts assigned to these lines are expenses.

It is possible that lines require an account of another category. For example, a Claimable Salary line (CSST or interfirm agreement) requires an account of Asset category. A message is displayed simply to confirm that the choice is voluntary and not an error.

Click Expenses to display the Select Expense Account list window in order to select an expense account from the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.

Net Salary

An account number has to be assigned to the line. This account has to be of Liabilities category.

The Net Salary line is only used when producing the Summary Payroll Journal. This journal transfers a single global entry to the General Ledger affecting the Net Salary account payable and all affected expense and liability accounts. An entry affecting the Net Salary account payable and the financial institution account is generated for each paycheck.

Click Liabilities to display the Select Liability Account list window in order to select an account among the existing ones. For more information, refer to Creating a New Account and Fields Linking to Other Fields.

Expenses Tab

An account number has to be assigned to each expense line. These accounts have to be of the Expenses category. Amounts assigned to these lines are expenses.

Additional lines have been created. One of these lines has to be assigned to an account of another category. For example, a Claimable GST line has to be assigned to an account of Liability or Asset category. A message is displayed simply to confirm that the choice is voluntary and not an error.

Click Expenses to display the Select Expense Account list window in order to select an expense account among the ones already created. For more information, see Creating a New Account and Fields Linking to Other Fields.

Note :	The Expenses tab is displayed when the Detailed Reimb. of Expenses option is selected in the Payroll Configuration window and when additional lines have been created.

Contributions Tab

Two account numbers have to be assigned to each employer contribution line. These accounts are of the Expenses and Liability category.

Amounts assigned to these lines are expenses. They represent what the employer disbursed as an employer contribution. Amounts assigned to these lines are also liabilities because the disbursed amount is payable to a third party (governments, insurance company, etc.)

Note:	Accounts assigned to line 404-Vacation on Salary Due are also used for lines 405-Vacation on Commission Due and 406-Vacation on Tips Due.

Click Expenses or Liability to display the Select Expense or Liability Account list window in order to select an expense or liability account from the ones already created. For more information, see Creating  a New Account and Fields Linking to Other Fields.

CSST (line 409): This line is used to create an account of Liability or Asset category. It is important to create an account for each department in order to produce the CSST remittance or the payroll journal.

Note:	The line 409 CSST is displayed when the CSST box is selected in the Payroll Configuration window under the Information tab.

CCQ Contr. Tab

Two account numbers have to be assigned to each employer contribution line. These accounts are of Expenses and Liability category.

Amounts assigned to these lines are expenses. They represent what the employer disbursed as employer contributions. Amounts assigned to these lines are also liabilities because the disbursed amount is payable to the CCQ or AECQ.

Click Expenses or Liability to display the Select Expense or Liability Account list window in order to select an expense or liability account from the ones already created. For more information refer to Creating a New Account and Fields Linking to Other Fields.

Note:	The CCQ Contributions tab is displayed when the CCQ box is selected in the Payroll Configuration window and when the department meets CCQ conditions.

Reports Tab

When generating a remittance report (ex:CCQ), the corresponding entry is presented. Sometimes certain accounts are missing preventing complete data entry. Lines of the Reports tab are then used to enter these accounts.

Two account numbers have to be assigned to each report line. These accounts have to be of Expense and Liability category.

Amounts assigned to these lines are expenses. They represent what the employer disbursed as employer contributions. Amounts assigned to these lines are also liabilities because the disbursed amount is payable to the CCQ, the AECQ or the government, for example.

Click Expenses or Liabilities to display the Select Expenses Account of Liability list window in order to select an expense or liability account from the ones already created. For more information, see Creating a New Account and Fields Linking to Other Fields.

Deductions Tab

An account number has to be assigned to each employee deduction line. This account has to be of the Liability category.

Amounts assigned to these lines are liabilities. They represent what the employer has withheld from the employee's paycheck that has to be remitted to a third party (governments, insurance company, etc.).

It is possible that lines were already created and that one of them required an account of a different category. For example, a Pay Advance Recovery line requires an Asset account. The message is displayed simply to confirm that the choice is voluntary and not an error.

Click Liabilities to display the Select Liability Account list window in order to select a liability account among the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.

Source Deductions

An account number has to be assigned to each source deduction line. This account is of Liability category.

Amounts assigned to these lines are liabilities. They represent what the employer has withheld from the employee's salary that has to be remitted to a third party (governments, insurance company, etc.).

Click Liabilities to display the Select Liability Account list window in order to select a liability account among the ones already created. For more information, see Creating a New Account and Fields Linking to Other Fields.

CCQ Ded. Tab

An account number has to be assigned to each CCQ deductions line. This account has to be a Liability account.

Amounts assigned to these lines are liabilities. They represent what the employer has withheld from the employee's salary that is due to the CCQ.

Click Liabilities to display the Select Liability Account list window in order to select a liability account among the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.

Note :	The CCQ Ded. tab is displayed when the CCQ box is selected in the Payroll Configuration window and if the department meets CCQ conditions.


Report Category Lines

[Input menu, Payroll, Departments] or

GST on AECQ (line 601): The amount assigned to this line represents the amount of goods and services tax (GST) applicable to the total of hourly and annual contributions paid by the employer to the Association des entrepreneurs en construction du Québec (AECQ).

QST on AECQ (line 602): The amount assigned to this line represents the Québec sales tax (QST) applicable to the total of hourly and annual contributions paid by the employer to the Association des entrepreneurs en construction du Québec (AECQ).

Tax on Insurance (line 603): The amount assigned to this line represents the amount paid by the employer to the CCQ as a sales tax applicable to the group insurance portion of the social benefits.


Employees

[Input menu, Payroll, Employees] or

In the Employee window, you enter personal and specific information for use in earnings calculations and earnings conditions.

Firstly, under the Address tab, the employee’s personal information must be entered as well as the mode of payment.

Next under the File tab, enter parameters for calculating payroll source deductions (taxes, CPP/QPP, employment insurance).

Secondly, you must create the employee’s function. A function allows for the definition of earnings conditions. When an employee has multiple tasks with varying earnings conditions, a function must be created for each task.

Under the Function tab, name the function to be entered. Next, select a department for each function. This allows you to distribute pay amounts over multiple accounts.

Under the Definition tab, define the type of earnings and function options.

Finally, under the Earnings to Deductions tabs, enter on the appropriate lines all values determining earnings conditions that do not change from period to period, such as hourly rates, number of hours worked, vacation accrual rate and group insurance premiums.

Once entered, these values are used for each payroll run.

Tip:	When a parameter is subject to change, leave the box empty and enter the value upon running the payroll.


Employee Concept

[Input menu, Payroll, Employees] or

Definition: An employee is a person who is paid to work for an organization or for another person.

Characteristics: Personal information of the employee is entered under the Employee Info. and File tabs and are used to calculate source deductions withheld from the employee's pay.

An employee has to be assigned to at least one function. These functions are created under the Function tab and defined under the Definition to Deductions tabs, by entering earnings conditions proper to the function. For more information, see Function Concept.

An employee becomes inactive when all his or her functions have been deactivated.  Thus, this employee is no longer included in the Employees list window, in certain reports as well as when running the payroll. An inactive employee can be reactivated if needed. For more information, see Function of the Inactive Employee Option.

Creation: An employee can be created at any time. When creating an employee, at least one function has to be defined. The more detailed and complete the customer information is the more precise the payroll calculation. It is recommended that you create an employee by immediately entering the maximum information possible.

Modification: All values entered under the Employee Info. and File tabs can be modified at any time. For information about Function to Deductions see Function Concept.

Deletion: As soon as a pay is entered for an employee, he or she can no longer be deleted. However, when running the year-end procedure, all inactive functions can be deleted in order to archive an employee. This two-year archive is required to produce government forms (T4, RL-1s, Summary, Tip reports). During the next year-end procedure the two-year employee archive is automatically deleted. For more information see Year End in Payroll.

 Specific Commands: This table describes commands specific to the Operation menu and toolbar buttons of the Employee window.

Command	Key	Button	Function
Previous Function	Shift+Ctrl+F		Displays earnings conditions of the employee's preceding function according to the order established under the Function tab. Click this button to move from the first function to the last. Only active functions are looped.   Note: The Previous Function button is available when the employee has more than one function.
Next Function	Ctrl+F		Displays earnings conditions of the employee's next function according to the order established under the Function tab. Click this button to move from the first function to the last. Only active functions are looped.   Note: The Next Function button is available when the employee has more than one function.
Documentation: Main references come from various government agency documents. Here are some examples:

1. Employers' Guide - Payroll Deductions and Remittances (T4001) – CRA (Canada Revenue Agency)

2. Guide for employers - Source Deductions and Contributions (TP-1015.G) – Ministère du Revenu du Québec

3. Guide for employers - Register and Statement of Tips (TP-1019.4) – Ministère du Revenu du Québec

4. Reference guide for completing the employer's monthly report – CCQ (Commission de la construction du Québec)


Creating Employees

[Input menu, Payroll, Employees] or

1.	Under the Payroll (Input) tab, click Employees [image].

The Employees list window is displayed.

2.	Click New Employee [image].

The Employee list window is displayed.

3.	In the Number box, enter the employee number.

This number is used to identify and index the employee. It has to be unique; two employees cannot have the same number. The employee number is composed of a maximum of 12 characters.

4.	In the SIN box, enter the employee's social insurance number. This number is composed of a maximum of 9 digits. Do not enter spaces or hyphens between the numbers.

Caution: 	A valid social insurance number must be entered. If the SIN is not available, enter 000 000 000.

5.	In the Birth box, enter the employee's birthdate.

Note:	Birthdate is required to calculate QPP or CPP contributions. A valid birthdate is required to enter a pay for an employee  An employee will be created even if you don't enter any information.

6.	Under the Function tab, enter employee's function and department number in order to create a link between amounts assigned to lines and accounts.

7.	Under the Definition tab, specify at least one earnings type and function option.

Note:	The CSST box is selected by default. You must verify if the employee really is eligible to the CSST. If not, unselect the box. Thus, the line 409 CSST disappears under the Contr. tab.

8.	If this employee occupies a second function with different work conditions or allocations, repeat steps 6 and 7.

9.	Fill in all required boxes. See below for a detailed description of each box.

10.	Save employee by clicking Save Employee [image].

A new employee is added to the Employees list window.


Filling out the Employee Window Header

[Input menu, Payroll, Employees] or

Number: Number by which employees are identified and indexed. This number has to be unique; two employees cannot have the same number. The employee number is composed of a maximum of 12 characters.

Click Number to display the Select Employee list window in order to select an employee from the ones already created. For more information, see Employee Concept and An Input Window Is....

Note:	Employee numbers are alphanumeric; numbers are ordered like letters. It is normal that the numbers are sorted as follows: 1, 10, 100, 2, 3, 30, 31, 4.

Sorting Key: Short term used to designate an employee. The sorting key is composed of a maximum of 15 characters. It is possible to sort employees by number, sorting key and name in the Employees list window.

Note:	If no sorting key is entered when creating employees, the first 15 characters of the name are used as the sorting key.

Last Name: Employee's last name. Composed of a maximum of 30 characters.

First Name: Employee's first name. Composed of a maximum of 30 characters.

Function: The content of the Active Functions table of the Employee input window is displayed in this list. Functions are presented in the same order.

Note:	None is displayed in the drop-down menu when no function is created. This menu is available when the employee occupies more than one function.

Department: Number of the department in which employee occupies selected function [display only].


Filling out the Employee Info. Tab of Employee

[Input menu, Payroll, Employees] or

The Employee Info. Tab contains elements required to enter the personal information of employees.

Personal Information

The Personal Information group box contains elements required to define the personal information of employees.

SIN: Employee's social insurance number. This number is composed of a maximum of 9 digits. Do not enter spaces between the numbers.

Caution:	If an employee has no SIN or refuses to give it, QPP or CPP contributions still have to be deducted if his or her earnings are subject thereto. A valid social insurance number must be entered. If the SIN is not available, enter 000 000 000.

      To create an employee, his or her SIN must be validated. This validation test is described in the Guide for Transmitting RL-Slip Data - General and Technical Information (IN-800-V) form.

Sex: Options available to specify the employee's gender: Male or Female.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.

Marital Status: Options available to specify the employee's marital status.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.

Language: Options available to define the employee's language.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.

Dates

The Dates group box contains elements required to define various dates related to employees.

Birth: Employee's birthdate.

Note:	Birthdate is required to calculate QPP or CPP contributions. The entry of the employee's birthdate is essential to payroll entry. An employee will be created even if you enter no information.

Start: First day for which the employee is paid. This value is displayed in the 10 - First Day Worked box of the Record of Employment.

Vacation: Employee's vacation dates.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.

Termination: Last day for which the employee is paid. This value is displayed in the 11 - Last Day for Which Paid of the Record of Employment.

Attention:	A pay cannot be entered if the starting date entered falls before the starting date of the pay period.

Address

The Address group box contains elements required to enter the employee's mailing address.

Address: Street name and number of the employee's residence. The address can contain up to 30 characters.

Example:	234 Elm Street, apt. 102

City: City and province where the employee resides. The city and province field can contain up to 30 characters.

Example:	Montréal (QC)

Country: Code of the country where the employee resides. The country is entered according to phone number and postal code masks.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.

Description of the selected country's code [display only].

Postal Code: Postal code of the employee's residence. Do not enter spaces or capital letters. Postal code is formatted according to the mask of the selected country.

Note:	For American zip codes, enter state initials followed by its zip code. For example, enter CA90210 if the employee resides in California.

Telephone

The Telephone group box includes a table required to enter the employee's different numbers (telephone, fax or others). Table is composed of four lines each line representing a specific number. Each line is divided into three columns.

Description: Description used to designate the number to enter in the next column.

Number: Number (telephone, fax and others) assigned to the description specified in the previous column. One need not enter parentheses, hyphens or spaces between digits. The number is entered according to the mask of the selected country.

Ext.: Extension number associated with the number entered in the preceding box. This number is composed of a maximum of 4 digits.

Internet

The Internet group box contains elements required to enter the employee's E-mail address and Web site.

Web Site: Employee's Web site address.

When an Internet access and a browser are installed on the computer, click Web Site to open the browser and access the site.

This table is used to enter the employee's E-mail. Each line represents an E-mail and the table contains 2 columns.

Note : 	The table is composed of 3 lines when the Customization and Security application is launched.

Description: Description of the address that can be entered in the box in the next column. This description contains a maximum of 20 characters.

E-Mail: E-mail address of the selected employee.

If an Internet access and an electronic mailing program are installed on the computer, click E-Mail to create an E-mail for the recipient whose address is entered on the Main E-Mail line.

For more information, refer to E-Mail.

Payment

The Payment group box contains elements for defining employee payment parameters.

Note:	The Payment group box is displayed when the Direct Deposit box is selected in the Payroll Configuration window.

Mode: Options available to define employee payment parameters. Select the appropriate option.

Check: Employee is paid by check.

Direct Deposit: Employee is paid by a direct deposit into his or her bank account.

Institution: Financial institution number where the pay is deposited. This number can have up to 3 characters.

Branch: Identification number of the employee's credit union or bank branch. This number is composed of a maximum of 5 digits. The number has to correspond to the one on the sample check provided by the employee.

Account: Employee's bank account or folio number. The account number is can have up to 12 digits. The number has to correspond to the one on the sample check provided by the employee.

Pay Entry

The Pay Entry group box contains elements required to select the option that displays comments about employee functions during pay entry.

Temporarily Absent: When this box is selected, the employee is not displayed during payroll entry.

Display Comment when Entering Pay: When this box is selected, comments entered in the employee's functions (under the Definition tab) are displayed when entering pay.

Note:	In order to display comments when the box is selected, automatic pay entry cannot be used for this employee.

Note: 	This box is not available when the Temporarily Absent box is selected.


Filling out the File Tab of Employee

[Input menu, Payroll, Employees] or

The File tab contains elements required to define source deductions calculations and payroll payment parameters.

Federal Income Tax

The Federal Income Tax group box contains elements required to define the calculation method and amounts used in determining federal income tax deductions.

Calculation Method: Options available to define the federal income tax calculation method. Select the appropriate option.

Exempt: No federal income tax is deducted.

Earnings: Federal income tax is calculated according to the employee's earnings for the period. Income tax is deducted according to the tax bracket given by multiplying the earnings for the period by the number of taxable periods. This calculation method is appropriate for employees with a relatively stable income. Income earned corresponds to the sum of amounts entered under the Earnings and Benefits tabs when running the payroll.

Estimated Earnings: Federal income tax is calculated according to the salary entered in the Estimated Earnings box. With this method, income tax is deducted according to the tax bracket indicated by the estimated income regardless of the actual income for this period. This calculation method can be used for employees with fluctuating or commission earnings whose annual earnings can only be estimated.

Cumulative Averaging: The federal income tax is calculated on the salary earned during the period and taking into account that of previous periods. According to that method, the income tax is deducted on the basis of the annual salary calculated from the average salary earned since the beginning of the year. That calculation method can be used for employees on commission or with varying wages.

Personal Exemption: Annual general exemption to which can be added certain exemptions related to the employee's situation (tuition fees, handicap, dependent). This amount corresponds to the line 13-Total Claim Amount of the Personal Tax Credits Return - TD1 form.

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. The word Table is thus entered in the box and determines that the basic exemption amount specified in the Government Tables window is the amount to use for this employee. When modified, changes are reflected in the files of all employees concerned.

Note:	To delete the word Table and enter an amount, click Table.

Hint:	Should an employee also work for another employer and request that you not consider the standard personal exemption, enter $1.00 in the Personal Exemption box so the exemption will not be considered when making source deductions.

Command	Button	Function
Assign basic exemption		Enter the word Table in the Personal Exemption box to determine that the amount to to use for this employee is the Basic Exemption amount specified in the Government Tables window or, when the option is activated, delete the word Table from the Personal Exemption box and enter another amount.
Designated Remote Areas Deduction: Deduction available to an employee living in a remote area. This amount corresponds to the one in the Designated Remote Areas Deduction section on page 2 of the Personal Tax Credits Return - TD1 form.

If the employee lives in Nunavut, Northwest Territories, Yukon or in a zone targeted by regulation, he or she can ask for certain deductions. To know which areas are considered as remote, refer to the Canada Revenue Agency (CRA).

Additional Income Tax Withheld: Additional federal income tax that the company has to deduct from each pay period of the employee upon his or her request. The additional income tax is distributed equally between each function included in the pay.

     When an employee receives other revenues, tax withholdings can be                increased. This amount corresponds to the one in the Additional Income Tax to      Be Deducted section at page 2 of the Personal Tax Credits Return - TD1 form.

Additional Deduction: Annual amount of reduction in income tax withholdings for deductions or credits not appearing on the TD1 form, such as child-care expenses, support payments, working expenses and donations. This amount corresponds to the Net Amount Requested on the Request to Reduce Tax Deductions at Source - T1213 form from which is subtracted the RRSP contributions amount in the RRSP box of the Additional Contribution ($/yr) group box.

Estimated Earnings: Estimated net annual earnings amount that an employee on commission wants the employer to use as a basis for income tax withholding calculations. This amount corresponds to the one on the Estimated annual net commission earnings line of the Statement of Commission Income and Expenses for Payroll Tax Deductions - TD1X form.

Note:	The Estimated Earnings box is displayed when the selected federal income tax calculation method is Estimated Earnings.

Provincial Income Tax

The Provincial Income Tax group box includes elements required to define the calculation method and amounts used to determine provincial income tax amounts to be deducted from an employee's pay.

Calculation Method: Options available to define the provincial income tax calculation method. Select the appropriate option.

Exempt: No provincial income tax is deducted.

     Earnings: Provincial income tax is calculated according to the earnings of the employee for the period. Income tax is deducted according to the tax bracket by multiplying the earnings for the period by the number of taxable periods. This calculation method is appropriate for an employee with a relatively stable income. Income earned corresponds to the sum of amounts entered under the Earnings and Benefits tabs when running the payroll.

Average Base YTD: The provincial income tax is calculated according to the income earned during the period but taking into consideration that which was earned during the preceding periods. According to this method, taxes are deducted according to the tax bracket by calculating the annual revenue based on an average of the income earned since the beginning of the year. This calculation method can be used for employees with fluctuating or commission earnings.

Note:	The Calculation Method box is displayed when Québec is selected in the Payroll Configuration window.

Personal Exemption (Line 7): Annual basic exemption amount of all individuals to whom certain exemptions related to the employee's situation can be added (example: dependent). In Québec, this amount corresponds to the one on line 7 of the Source Deductions Return- TP-1015.3 form. In all provinces except Québec, this amount corresponds to the Total Claim Amount on line 12 of the Personal Tax Credits Return form of your province or territory - TD1XX.

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. Thus the word Table is entered in the box and determines the amount to use for this employee as the Basic Exemption amount specified in the Government Tables window. When modified, changes are reflected in the files of all employees concerned.

Note: 	To delete the word Table and enter an amount, click Table.

Hint:	For an employee who works for two employers and declines the personal exemption, enter $1.00 in the Personal Exemption box in order not to take into consideration the employee's exemption twice when making source deductions.

Command	Button	Function
Assign basic exemption		Entering the word Table in the Personal Exemption box determines that the amount used for this employee is the Basic Exemption specified in the Government Tables window. Deleting the word Table in the Personal Exemption box allows you to enter a value.
Personal Exemption (Line 9): Annual amount of non-indexable personal exemption for all individuals according to the employee's situation. This amount corresponds to the one on line 9 of the Source Deductions Return - TP-1015.3 form.

Note:	The The Non-ind. Personal Exemption box is displayed when Québec is selected in the Payroll Configuration window.

Additional Income Tax Withheld: Additional provincial income tax amount the company has to deduct from the employee's pay for each period at the latter's request. This amount is distributed equally between each function included in the pay.

This amount corresponds to the one on line 11 Additional Amount of Income Tax to Be Withheld of the Source Deductions Return - TP-1015.3 form.

Note:	The Additional Income Tax Withheld box is displayed when the Québec province is selected in the Payroll Configuration window.

Additional Deduction: Deductions and credits related to the employee's situation to be included when calculating tax deductions (remote area, impairment, child-care). This amount corresponds to the one on line 19 of the Source Deductions Return - TP-1015.3 form.

Note:	The Additional Deduction box is displayed when Québec is selected in the Payroll Configuration window.

Taxable Commission Percentage: Percentage of commissions received and that have to be considered as taxable when calculating provincial tax deductions. This percentage corresponds to the one on line 4 of the Statement of Commissions and Expenses for Source Deduction Purposes TP-1015.R.13.1 form. 100 % is displayed by default.

Note:	The Taxable Commission Percentage box is displayed when the Québec province is selected in the Payroll Configuration window.

Y Factor: Deductions amount corresponding to the number of dependents multiplied by the amount assigned according to the different categories of dependants.

Note:	The Y Factor box is displayed when Ontario or Manitoba is selected in the Payroll Configuration window.

Additional Contribution ($/yr)

The Additional Contribution ($/yr) group box contains elements required for claiming income tax reductions for the employee based on contributions to an outside RRSP or LSIF.

RRSP: Annual contribution amount the employee has to deposit into a registered retirement savings plan (RRSP) outside of the company; this amount has to include the LSIF transferred into an RRSP. Provincial and federal income taxes are calculated according to annual earnings minus the RRSP amount from the moment it is entered. This amount has no impact on RRSP lines 411 and 706 under the Contr. and Ded. tabs.

This amount corresponds to the one at the RRSP contributions line of the Request to Reduce Tax Deductions at Source - T1213 federal form. In Québec, this RRSP amount corresponds to the one on line 1 of the Application for a Reduction in Source Deductions of Income Tax - TP-1016 form.

LSIF: Annual amount of the employee's contributions to an outside LSIF.  Additional provincial and federal tax credits are included in calculations from the moment the amount is entered. This amount has no impact on LSIF lines 412, 413 and 707, 708 under the Contr. and Ded. tabs.

This amount corresponds to the LSIF amount of the RRSP contributions line of the Request to Reduce Tax Deductions at Source - T1213 federal form. In Québec, this amount corresponds to the LSIF portion of lines 2 to 6 of the Application for a Reduction in Source Deductions of Income Tax - TP-1016 form.

Federal Employer Account

The Federal Employer Account group box contains elements required to enter an employee in a payroll deduction account.

Source Deduction Account: Options available to enter an employee in a payroll deduction account. Thus, the employee's federal remittances (taxes, employment insurance and CPP) are entered in the selected account and the rate used to calculate the employer's contribution to employment insurance is determined. Select the appropriate option.

Normal Rate: Payroll deduction account to which is assigned the employer's normal employment insurance contribution rate. Select Normal Rate when the company has only one payroll deduction account. The Normal Rate option is selected by default.

When the company has more than one payroll deduction account, select Normal Rate for the employee that is not subject to the employment insurance's short-term disability plan.

Reduced Rate: The payroll deduction account to which is assigned the reduced rate of the employer's employment insurance contribution. Select Reduced Rate for an employee covered by a earnings insurance plan in the case of short-term disability including employees subject to a qualification period of three months or less.

Caution:	When an employee changes accounts during a calendar year, a T4 slip has to be produced for each period of the year.

Caution:	Reduced rate has to be entered in the Employer Red. Rate box of the Government Tables window under the Federal tab.

Note:	When the company has more than one deduction account, either option can be selected for the employee Exempt from employment insurance deductions.

Calculation Method

The Calculation Method group box contains elements required to select the calculation method of employment insurance and QPP or CPP deductions.

Employment Insurance: Options available to specify whether or not the employee's work is subject to employment insurance. Select the appropriate option.

0 - Exempt: The employee is exempt of making employment insurance contributions because hisor her work is not subject to it.

      1 - Subject: The employee has to make employment insurance contributions because the business activities of his or her company are subject thereto.

QPP (or CPP): Options available to define the calculation method of QPP or CPP contributions. When Québec is selected, calculations are made according to the QPP (Quebec Pension Plan). For all other provinces, calculations are made according to the CPP (Canada Pension Plan). Select the appropriate option.

0 - Exempt: The employee is exempt from employment insurance contributions. For example, he or she is not 18, is disabled or occupies a position that is not subject to the governmental pension plan.

1 - Normal: The employee pays the governmental pension plan amount.

2 - Part-time: The part-time worker can be exempted. The part-time work expression is designated by the work done by an employee who regularly alternates between two or more employers for the same type of work, or work performed by an employee whose pay period is less than seven days.

Note:	The Discontinued option is displayed when the Québec province is selected in the Payroll Configuration window.

QPIP: Options available to specify whether or not the employee occupies a function subject to the QPIP (Québec Parental Insurance Plan) or not. Select appropriate option.

0 - Exempt: The employee's function is not subject to QPIP; therefore, the employee is exempt from making contributions.

1 - Subject: The employee's function is subject to QPIP; therefore, the employee must make QPIP contributions.

Note:	The QPIP option is displayed when the Québec province is selected in the Payroll Configuration window.

Paycheck Format

The Paycheck Format group box contains elements required to enter the paycheck format used by the employee.

Number: Paycheck and stub number used when printing.

When no format is selected, the format selected in the department assigned to each function of the employee is used when printing paychecks.

Workday

The Workday group box contains elements required to enter the number of hours worked by the employee in a workday.

Note:	The Workday group box is displayed when the Human Resources box is selected in the Payroll Configuration window.

Hours: Options available to define the number of hours worked by the employee in a day and for which he or she is paid. Select the appropriate option.

0 - Specific =>: Select this option when an employee works a specific number of hours that is not included in the drop-down menu so that it can be entered in the next box.

1 - 0.00: The number of hours worked by the employee is entered in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. This option is selected by default.

Number of hours worked by an employee in a day and for which he or she is paid. This number of hours is used as a  conversion factor of hours in days for HR banks in Day format. Modifying the number of hours by a value other than the default value displays Specific in the preceding box.

Support Payment

The Support Payment group box contains a table used to enter parameters related to source deductions of support payments. Each line represents a support payment file. The table is divided into 5 columns.

Note:	The Support Payment group box is displayed if the Support Payments box is selected in the Payroll Configuration window.

• : Select this box when support payments have to be deducted from the employee's pay. When a support payment is entered and the box is cleared, the entered information is retained but the support payment is not deducted.

File No.: Number assigned by the ministère du Revenu du Québec (MRQ). This number is written on the employee's support payment deduction notice. The number can have up to 16 digits. Do not enter spaces or hyphens.

Mode: Options available to define the format in which the support payment is deducted. Select the appropriate option.

Amount: Select this option when the deduction is a fixed amount. Thus amounts can also be entered in the next column.

Percentage: Select this option when the deduction is a percentage of gross earnings. Thus percentage can also be entered in the next column.

Amount ($) or Percentage (%): When the column is in Amount format, enter the amount that has to be deducted by the employer from each pay as a support payment.

When the column is in Percentage format, enter the rate (in percentage) used to calculate the support payment amount that the employer has to deduct from each pay. This rate, multiplied by the gross earnings, determines the employee's source deductions corresponding to the amount on line 906 Support Payments.

Effective: Date entered on the employee's support payment deduction notice and from which support payment deductions have to start. This date corresponds to the issue date of the first pay on which deductions are made.


Function Concept

[Input menu, Payroll, Employees] or

Definition: A function represents any position that an employee can occupy. When several functions are created, different wage conditions can be assigned to an employee according to each function.

Characteristics: Each function is defined under the Definition tab and by the parameters entered under the Earnings to Deductions tabs. Parameters under these tabs vary according to the options selected under the Definition tab.

A department has to be assigned to each function. This department can be the same for all functions or it can be different. By assigning a department to a function, you can specify which accounts to affect when entering a pay for this employee's function. Departments assigned to an employee's functions all have to be compatible. When assigning different departments to an employee's functions an accounting link is created. For more information refer to Department Concept.

When the Cost Analysis application is launched, it is possible to assign a project to a function. When entering a pay, the employee's earnings for this function are reported in the project indicated in the Project Management table. For more information, see Cost Analysis and Payroll.

A function can be deactivated then reactivated if needed without losing the data it contains. When the function is permanently deactivated vacation accumulated for this function must be paid. It is, however, possible to temporarily deactivate a function without losing or having to pay accrued vacation. In order to deactivate a function, a payroll journal and a federal remittances journal  including all pay periods related to this function must be produced. Also, when the selected province is Québec, a federal remittances journal and, if needed, a CCQ remittance journal also have to be produced. When the selected province is Ontario, an Employer Health Tax (EHT) remittance journal also has to be produced. For more information, see Function of the Inactive Employee Option.

Note: 	When printing paychecks, it is possible to print a payment containing all functions or a distinct payment for each function of the employee. However, in both cases, a stub is produced for each of the employee's functions for each period.

Creation: A function can be created at any time. At least one type of earnings has to be specified under the Definition tab to create and save a function. An employee can have a maximum of 20 active or inactive functions in a year.

Modification: All information related to the employee's function can be modified except for the department assigned to the function that cannot be changed as soon as a pay has been entered for it.

Deletion: A function can be deleted at any time if no pay has been entered for it and if it is not the employee's only function. However, when running the year-end procedure, all inactive functions can be deleted. For more information, see Year-end Procedure.


Filling out the Function Tab of Employee

[Input menu, Payroll, Employees] or

The Function tab contains two tables required to manage functions that the employee occupies or occupied in the company. For more information about functions, see Employee Concept.

Note:	The Project column is displayed when the Cost Analysis application is launched.

The toolbar is used to organize the employee's list of functions.

Command	Button	Function
Move selected function up a line		Moves the selected active function up a line in the list.
Move selected function down a line		Moves the selected active function down a line in the list.
Delete selected function		Deletes the selected active function from the table.
Deactivate selected function		Deactivates the selected active function and moves it to the bottom of the Inactive Functions table.
Activate selected function		Activates the selected inactive function and moves it to the Active Functions table.

Active Functions

The Active Functions group box contains a table used to manage the employee's functions. Each line represents an active function. Taken together the Active Functions and Inactive Functions tables contain a total of 20 lines. Each line is divided into six columns.

No.: Number assigned when creating employee functions.

In other windows, functions are displayed in the order in which functions are displayed in this table.

Number of the selected function is displayed in bold and between brackets. Click a number to select the function to which options entered under the Definition to Deductions tabs apply.

Function Name: Name used to define the employee's function. The name can have up to 30 characters.

Department: Number of the department to which the employee is assigned. By assigning a department to a function, a link is created between the amounts assigned to lines and accounts.

If an employee occupies a function in more than one department, these departments have to contain the same basic characteristics.

Note:	As a pay is entered for a function, the column's background becomes grey indicating that the department associated with the function cannot be modified.

Description: Description of the selected department [display only].

Project: Number of the project for which fees incurred by the function are distributed. This project is used by default when entering pay for this function. If fees of a function are always assigned to the same project, entering the project number allows you to save time when running the payroll.

The Undefined project is selected by default. It corresponds to project number "0".

Note:	The Project column is displayed when the Cost Analysis application is launched.

Pay: Pay can be entered automatically, with no user validation, using the values entered in the Employee window. Select this box when earnings conditions and values entered for this function under the Definition to Ded. tabs have to be considered during the automatic entry of the employee's pay.

Inactive Functions

The Inactive Functions group box contains a table used to view deactivated functions. Each line represents an inactive function. Taken together the Active Functions and Inactive Functions tables contain a total of 20 lines. Each line is divided into five columns, which are the same as the active functions table minus the Pay column. The last deactivated function is located at the bottom of the table.

Hint:	Following the year-end procedure, it is possible to delete an inactive function. Reactivate, select and delete the function by clicking Delete selected function [image].

Note:	To consult an inactive function it has to be reactivated.


Filling out the Definition Tab of Employee

[Input menu, Payroll, Employees] or

The Definition tab contains option groups to select according to the needs and particularities of the employee's function.

Note:	Groups differ according to the  Company Options selected in the Payroll Configuration window.

Earnings Types

The Earnings Types group box contains elements required to select the employee's earnings type(s) for the selected function.

Caution:	At least one type of earnings has to be selected to create an employee.

Regular Earnings: Select this box when the employee receives this type of earnings for the selected function. Thus, line 101-Regular Earnings is added under the Earnings tab.

Hourly Rate: Select this box when the employee receives this type of earnings for the selected function. Thus lines 102-Regular Hourly Rate, 103-Hourly Rate X 1.5 and 104-Hourly Rate X 2.0 are added under the Earnings tab.

Commissions: Select this box when the employee receives this type of earnings for the selected function. Thus, line 105-Commissions is added under the Earnings tab as well as line 405-Vacation on Commission Due under the Contr. tab.

Note:	The Commissions option is displayed when the Commissions box is selected in the Payroll Configuration window.

Function Options

The Function Options group box contains contributions and deductions to select according to the employee's situation for the selected function.

Note:	The Function Options group box is displayed according to the Province and Company Options selected in the Payroll Configuration window.

CCQ: Select this box when the employee is subject to CCQ deductions for the selected function. Thus the CCQ, CCQ Contr. and CCQ Ded.  tabs appear. The Benefits tab is displayed when Taxable Benefits is selected in the Payroll Configuration window.

Note:	The CCQ and Union Dues boxes cannot be selected at the same time. A CCQ union is created when the CCQ box is selected.

Tips: Select this box when the employee receives tips for the selected function. The Tips group box is displayed for Quebec only.

Auto Benefit: Select this box when the employee receives taxable vehicle benefits for the selected function. Thus, lines 306-Auto Benefit - Federal and 307-Auto Benefit - Provincial are added under the Benefits tab.

Group Insurance: Select this box when the employer and/or employee contribute(s) to group insurance for the selected function. Thus lines 308-Group Insurance - Prov. and 309-Group Insurance - Fed. are added under the Benefits tab, line 407-Group Insurance under the Contr. tab as well as line 705-Group Insurance under the Ded. tab.

CSST: This box is selected by default. You must verify if the employee really is eligible to the CSST. If not, unselect the box. Thus, the line 409 CSST disappears under the Contr. tab.

WCB Provisions: Select this box when the employer has to make WCB provisions for the employee for the selected function. Thus, line 410-WCB Provisions is added under the Contr. tab.

HSF Exemption: Select this box when the employer is exempt from making HSF contributions for the employee for the selected function. Thus, the Exemption (%) box appears in order to specify the exemption percentage.

RRSP: Select this box when the employee and/or employer makes registered retirement savings plan contributions for the selected function. Thus lines 411-RRSP under the Contr. tab and 706-RRSP under the Ded. tab are added.

Labour-sponsored Invest. Funds: Select this box when the employee and/or employer makes LSIF contributions for the selected function. Thus LSIF lines 412 and 413 are added under the Contr. tab as well as LSIF lines 707 and 708 under the Ded. tab.

Union Dues: Select this box when the employer pays union dues for the employee for the selected function. Thus, the Union group box is displayed and Union Dues lines 701 to 704 are added under the Ded. tab.

Note:	CCQ and Union Dues boxes cannot be selected at the same time. A CCQ union is created when the CCQ box is selected.

Calculation Method

The Calculation Method group box contains elements required to select the calculation method of the employee's vacation amounts for the selected function. It also indicates the code of the region in which the employee lives.

Vacation: Options available to define the calculation method of the employee's vacation amounts for the selected function. Select the appropriate option.

Cumulative: The vacation amount is accumulated in the employee's vacation counter upon running each payroll. This type of calculation is the most frequently used.

Remitted: The vacation amount is added to the taxable earnings and remitted to the employee at each pay. This type of calculation is normally used for part-time or temporary employees.

CCQ: The vacation amount is added to the taxable earnings and remitted to the CCQ when producing the CCQ remittance journal. During the employee's vacation, CCQ contributions on his or her vacation pay is remitted.

Note:	The CCQ option is displayed when the CCQ box is selected in the Function Options group box.

Region: Number of the administrative region in which the employee usually works for the selected function. This number is composed of a maximum of 2 digits.

Note:	This number is for information purposes only and has no impact on payroll calculation.

Dates

The Dates group box contains elements required to define the function's starting and ending dates.

From: First day for which the employee is paid for the selected function.

To: Last day for which the employee is paid for the selected function.

Union

The Union group box contains elements required to define the union to which the employee contributes for the selected function. By default, the employee is part of the union and local specified in the department assigned to the function occupied.

Note:	The Union group box is displayed when the Union Dues is selected in the Function Options group box.

 Use a Specific Union for this Function: Select this box to access fields for entering a specific union and local when the employee is a member of a union or local other than the one specified in the department assigned to the function.

Union: Initials of the union of which the employee is a member for the selected function. For example, CSN or CSD. Union initials are composed of a maximum of 4 characters.

By default, the employee is a member of the union included in the department assigned to the selected function. When the union is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Use a Specific Union for this Function box is selected.

Local: Number of the local associated with the union to which the employee is a member of for the selected function. This number is composed of a maximum of 4 characters.

By default, the employee is a member of the local entered in the department assigned to the selected function. When the local number is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Use a Specific Union for this Function box is selected.

Tips

The Tips group box contains elements required to define the rate used to calculate the employee's tips for the selected function.

Note:	The Tips group box is displayed when the Tips box is selected in the Function Options group box.

Attribution (%): Options available to define the rate used to calculate tips assigned to the employee for the selected function. Select the appropriate option.

0 - Specific =>: Select this option when the employee is subject to a specific rate not included in the drop-down menu. Thus the specific rate can be entered in the next box.

1 - 0.000: Rate assigned to the company. It is entered in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. This rate is used by default.

Rate used to calculate tips assigned to the employee for the selected function.

HSF

The HSF group box contains the elements required to define the rate used to calculate the employer's HSF contribution for the selected function.

Note:	The HSF group box is available when the HSF Exemption is selected in the Function Options group box.

Exemption (%): Exemption rate (in percentage) used to calculate the employer's HSF contribution. This percentage is applied to earnings paid or considered paid for the employee for the function selected.

Definable Fields

The Definable Fields group box contains a table including all elements required to enter defined data in the Payroll Configuration window. This table is available and modifiable in the Payroll Entry window. Each line represents a field, which, in turn, represents information to be entered. Each line is divided into 3 columns.

Description: Description assigned to the input field defining the data to enter. [display only].

Function/Employee: Value of the data assigned to the employee or function. Only one of these two columns is available. When the Function column is available, the cumulative of all functions is displayed in the Employee column.

Note:	This field is for information purposes only and has no impact on payroll calculation.

Comment

The Comment group box is used to enter notes, information or comments about the employee's function.

To display this comment when running the payroll and prevent automatic pay entry for the employee in question, select the Display Comment when Entering Pay box under the Employee Info.


Filling out the CCQ Tab of Employee

[Input menu, Payroll, Employees] or

The CCQ tab contains elements required to select the type of amount the employer has to contribute or deduct and parameters describing the function of the employee subject to CCQ. Refer to the CCQ Reference guide for completing the employer's monthly report for help with entering these values.

Note:	The CCQ tab is displayed when the CCQ box is selected in the Function Options under the Definition tab.

CCQ Options

The CCQ options group box includes CCQ contributions and CCQ deductions to select according to the situation of the employee subject to CCQ for the selected function.

CCQ Benefits: Select this box when the employer must make CCQ benefit contributions and deductions for the employee for the selected function. Thus, line 501-CCQ Benefits under the CCQ Contr. tab and line 805-CCQ Benefits under the CCQ Ded. tab are added.

CCQ Deduction: Select this box when the employer must make contributions and CCQ Deductions for the employee for the selected function. Thus, line 502-CCQ Deduction under the CCQ Contr. tab and line 806-CCQ Deduction under the CCQ Ded. are added.

AECQ Contribution: Select this box when the employer must make AECQ contributions for the employee for the selected function. Thus, line 503-AECQ Contribution is added under the CCQ Contr. tab.

CCQ Compensation Funds: Select this box when the employer must make CCQ compensation funds contributions for the employee for the selected function. Thus, line 504-CCQ Compensation Funds is added under the CCQ Contr. tab.

Note:	If the employee is part of the company or for directors, managers, executives or any other shareholder with more than 20% of voting shares in the case of a corporation, the employer is not required to make a Compensation Fund contribution for the individual in question.

CCQ Qualification Funds: Select this box when the employer must make CCQ qualification funds contributions for the employee for the selected function. Thus, line 505-CCQ Qualification Funds is added under the CCQ Contr. tab.

CCQ Training Funds: Select this box when the employer must make CCQ training funds contributions for the employee for the selected function. Thus, line 506-CCQ Training Funds is added under the CCQ Contr. tab.

CCQ Sect. Contr. - Residential: Select this box when the employer must make a CCQ residential sector contribution for the employee for the selected function. Thus, line 507-CCQ Residential is added under the CCQ Contr.  tab.

CCQ Sect. Contr. - Other: Select this box when the employer must deduct Caisse d'éducation CCQ contributions for the employee for the function selected. Line 808-Éducation syndicale CCQ is added under the CCQ Ded. tab.

CCQ Function Definition

The CCQ Function Definition group box contains the elements required to select the parameters defining the function of the employee subject to CCQ.

Hint:	Each selection has an impact on values entered under the Earnings to Deductions tabs. Create different functions using the most frequent values in order to have fewer modifications to make for each pay period.

Occupation: The employee's trade, specialty, occupation for the selected function. The occupation code is the same for journeymen and apprentices. It is composed of a maximum of 3 digits. Here are a few occupation codes: 220: Electrician, 370: Plasterer, 412: Plumber and 761: Welder.

Apprentice: The employee is considered to be in a learning period when working as an apprentice in his or her chosen trade. The apprentice period is composed of a maximum of 1 digit, from 1 to 9. Entering a space is equivalent to leaving the box blank when the employee is a journeyman and not an apprentice.

Sector: Options available to define the sector related to the employee's function. Select the appropriate option.

Other =>: Select this option when the employee works in a specific sector that is not included in the drop-down menu. Thus, the specific code has to be entered in the next box.

Code of the employee's function. It is composed of a maximum of 1 letter.

Status: Options available to define the employee's status according to the CCQ classification. Select the appropriate option.

Other =>: Select this option when the employee has a specific status that is not included in the drop-down menu. Thus, the status code has to be entered in the next box.

Employee's status code. It is composed of a maximum of 1 letter.

Annex: Earnings annex of the collective agreement used to pay the employee. This annex is linked to the selected sector and function. The annex code is composed of a maximum of 2 characters. Here are a few examples of annex codes: R, R1, R2, B3 to B8, E1 to E6 and T3 to T5.

Region: Options available to define the region where the employee works for the selected function. Select the appropriate option.

Other =>: Select this option when the employee works in a region that is not included in the drop-down menu. Thus, the specific region code has to be entered in the next box.

Region code where the employee works. It is composed of a maximum of 2 digits.

Syndicate (Union, Local) : Union to which the employee is a member for the selected function. It is composed of a maximum of 4 characters. Here is an example of a union: SQC (Syndicat Québécois de la Construction).

Note:	Enter the local for the the Conseil conjoint of the Fédération des travailleurs du Québec (FTQ-Construction) and the Conseil provincial du Québec des métiers de la construction (International).

Benefits

The Benefits group box contains elements required to select the amount used to calculate sales tax applicable to the group insurance portion of social benefits paid by the employer.

Taxable Amount: Options available to define the amount used to calculate the sales tax applicable to the group insurance portion of social benefits paid by the employer for the selected function. These amounts are defined in the Payroll Configuration window under the CCQ tab. When modified, changes are reflected in the files of all employees concerned.

CCQ Rates Management

The CCQ Rates Management group displays a different table for each function of an employee subject to CCQ rules where you can define earnings line calculated as a percentage of other earnings lines.

Note: That group is available only when the CCQ Rates Management service is activated for the company and the CCQ Rates Management box is checked in Payroll Configuration, under the Information tab.

Additional Lines to Validate

This table contains the premium, wage and percentage lines. The additional available lines refer to additional lines defined in payroll configuration, under the Earnings tab.

Premium (or other) Line: Select the premium or other additional line  type to validate.

Wage Line: Select the wage lone from which to calculate the contents of the premium line.

%: Enter the percentage used to calculate the premium line.

Then you need only validate the rates by clicking the Check icon. Once the rates are validated, the additional lines calculations will be displayed in the appropriate section of the CCQ Rates Modification window. The values are automatically posted to the employee file.

The contents of an additional line may be deleted at any time by selecting the concerned line and clicking the Delete Selected Additional line [image] icon.


Filling out the Earnings Tab of Employee

[Input menu, Payroll, Employees] or

The Earnings tab contains the elements required to enter the number of hours and amounts of each period in order to simplify and accelerate payroll entry. All values entered are reported in the Payroll Entry window where they are used for payroll calculation.

Note:	Lines are displayed according to Function Options and Earnings Types selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which value assigned to this line is entered then calculated in the Payroll Entry window.

Hours: Number of hours normally worked by the employee for each pay period for the selected function. Pay period is determined by the department assigned to the function.

For Hourly Rate lines 102 to 104 , the number of hours entered is used to calculate the gross wages earned. Thus the amount of hours is multiplied by the hourly rate specified in the Amount column during payroll entry.

For the earnings lines, the number of hours is also used to accumulate the number of insurable hours for employment insurance. For the number of insurable hours to be counted, you must select the box in the EI Hours column of the earnings line in the Payroll Configuration window.

For employees paid on a hourly basis, the number of hours worked per pay period is easily determined. For employees earning fixed amounts or commissions, enter the equivalent number of hours worked. In general, the number of hours is the amount found in the employment contract, collective agreement, company policies or labor standards.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts have been predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount is predefined, the box is not available.

For Hourly Rate lines 102 to 104 , Minimum is displayed by default, thus entering the minimum wage of the department assigned to the selected function in the Amount column. When the minimum wage is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Specific option is selected.

When the employee earns a minimum wage other than the one entered in the department assigned to the function, select Specific. Thus the specific amount has to be entered in the Amount column.

Amount: Amount normally received as gross wages by the employee for the selected function. This amount has to be entered according to the format specified for the line. This format is defined in the Payroll Configuration window.

For Hourly Rate lines 102 to 104, the minimum wage of the department assigned to the selected function is displayed by default. When the minimum wage is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Specific option is selected in the Predefined column.

When the employee earns a minimum wage other than that of the department assigned to the function, you must enter the specific amount. The Specific option will then be displayed in the Predefined column. Regardless of the earnings type, when an amount is entered on line 102-Regular Hourly Rate , the amounts of lines 103-Hourly Rate X 1.5 and 104-Hourly Rate X 2.0 are automatically calculated.


Filling out the Expenses to Deductions Tabs of Employee

[Input menu, Payroll, Employees] or

The Expenses to Deductions tabs contain elements required to enter amounts or percentages of each period in order to simplify and accelerate payroll entry. All values entered are transferred into the Payroll Entry window where they are used for payroll calculation.

Note:	Only lines where you may need to enter such a value are displayed. Lines are displayed according to the Function Options group box selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which the value assigned to this line is entered then calculated in the Payroll Entry window.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts are predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount has been predefined, the box is unavailable.

CSST (line 409): Under the Contr. tab, it is important to configure each employee subject to the CSST contribution by specifying the rate applicable according to the employee’s position. Select the option 0-0.000 when the employer is exempt from employee contributions. The line 409 CSST is displayed when the CSST Provisions box is selected in the Payroll Configuration window under the Information tab.

Amount: Amount normally received or withheld for Expenses, Benefits, Contributions and Deductions for the selected function. This amount has to be entered according to the specified line format. This format is defined in the Payroll Configuration window.


Filling out the HR Banks Tab of Employee

[Input menu, Payroll, Employees] or

The HR Banks tab contains elements required to enter HR bank values and consult their balances for the selected employee. Values entered for HR banks for payroll input are reported in the Payroll Entry window for each period to accelerate payroll entry. They can be modified. Values entered in HR banks using batches can be used to produce forecast reports using values defined for the employee.

Note:	The HR Banks tab is displayed when the Human Resources box is selected in the Payroll Configuration window.

Applied to Function

The Applied to function group box presents an input table of HR banks values. Each line represents an HR bank, the entries of which are made through the payroll or batch transactions, applicable to a function that meets each individual bank's criteria. These lines are sorted by HR bank number. Each line is divided into seven columns.

No: Number of the HR bank [display only].

Description: Description of the HR bank [display only].

Input: Input mode for HR bank values. It corresponds to the box selected in the Input group box of the HR Bank input window. [display only]

Format: HR bank format. It corresponds to a combination of options selected in the Format and Input by Payroll or Input by Batch (Frequency) boxes of the HR Banks input window. [display only]

Predefined: Options available to define the value to enter in the HR bank for the selected function. Select the appropriate option. Specific is selected by default.

Specific =>: Select this option when the value to enter for the employee is not listed in the drop-down menu. Thus a specific value can be entered in the next box.

1 - 0.00: Values listed by default for this bank. These values are predefined in the HR Bank input window. When modified, changes are reflected in the files of all employees concerned. When no value is predefined, the option is not available.

Value: Value to enter in the HR bank for the selected function. The column's title corresponds to the format of the value to enter. Replacing the value by one other than the ones proposed by default displays Specific in the Predefined column.

Total: Total of values accumulated in the HR bank for the selected function [display only].

Applied to Employee

The Applied to Employee group box presents an input table of HR bank values. Each line represents an HR bank of payroll or batch input applicable to the employee. These lines are sorted by HR bank number. Each line is composed of seven columns. Column functions are identical to those in the Applied to Function table


Filling out the Employee's Payments Box

[Input menu, Payroll, Employees] or

This topic describes the boxes of the Payments tab of the Employee window. This tab contains the elements required to view and print employee payments.

Sort by: Options available to select the column of the table according to sorting mode. Select the appropriate option.

The Payments tab presents a table used to view payments paid to the employee selected. Each line represents a payment. Lines are sorted according to the column selected in the Sort by box. Each line is divided into seven columns.

Period: Number of the pay period in which the payment was issued [display only].

Number: Check or direct deposit number of the payment [display only].

Type: Payment mode used [display only].

Date: Payment issue date [display only].

From: Starting date of the pay period for which the payment is issued [display only].

To: Ending date of the pay period for which the payment is issued [display only].

Amount: Amount the employee (or function) receives as net earnings [display only].


Employee Consultation

 [Input menu, Payroll, Employee Consultation] or

The Employee Consultation window has two functions. Firstly, it allows you to consult amounts from previous pay periods. You can consult amounts by period, employee and employee function.

Secondly, the Employee Consultation window allows you to enter opening balances, meaning amounts for period 0 (zero). This function is useful in various situations.

During the year-end procedure, accrued vacation amounts are transferred here (lines 404 Vacation on Salary Due, 405 Vacation on Commission due and 406 Vacation on Tips Due).

When the Payroll program is implemented at the beginning of the year, you may need to enter accrued vacation amounts. In addition, when Payroll is implemented in the course of the year, you can enter accounts accrued since the beginning of the year for each payroll line. Forms produced (Record of Employment, T4, RL-1, etc.) will thus include these amounts.

Finally, certain errors can be corrected using the period 0 (zero).

To enter an opening balance, enter 0 in the period box. Next select the function, if necessary, and for each appropriate payroll line, enter the opening balance amount in the Period 0 column.

Note:	You can enter opening balances at any time.


Employee Consultation Concept

[Input menu, Payroll, Employee Consultation] or

Definition: The Employee Consultation window presents an overview of the lines and allows you to enter an opening balance for period 0 (zero).

The 0 period (zero) is used to enter opening balances. No pay can be entered for this period.

Opening Balance represents the amount accumulated for each line before its creation. It corresponds to the amount paid to an employee before starting the Payroll application or to the remaining vacation of the preceding year remaining at the beginning of the calendar year.

Function: The Employee Consultation window presents amounts related to each line entered during payroll entry. These amounts can be consulted individually or cumulatively by period, employee function and line category. Other amounts related to source deductions are also available.

You can also enter the employee's opening balances of each line for the 0 (zero) period in the Employee Consultation window. These amounts are also integrated to the lines total, thus included in the payroll calculation, governmental reports and forms such as the record of employment or the T4 slip.

Interactions: To verify the opening balances, it is possible to produce a periodical Earnings Report for period 0 (zero).

During the year-end procedure, opening balances are all reset except the one on line 404-Vacation on Salary Due in which the accumulated vacation amount is transferred. For more information, see Vacation Tab.

Creation: An opening balance can always be entered.

Modification/Deletion: An opening balance can always be modified.

Modification of an opening balance can sometimes be used to correct a pay. For more information, see Why make payroll corrections?.

Deletion: An opening balance can be deleted by entering 0 (zero).

Specific Commands: This table details the commands of the Operation menu and toolbar buttons of the Employee Consultation window that are different from those of a standard input window.

Command	Key	Button	Function
Previous Period	Shift+Ctrl+P		Displays the details of the employee's payroll information for the period preceding the one currently displayed. Once you reach period 1, clicking this button displays the period 0 - Opening Balances, then the last period. Periods are looped.
Next Period	Ctrl+P		Displays the details of the employee's payroll information for the period following the one currently displayed. Once you reach period 1, clicking this button displays the period 0 - Opening Balances, then the first period. Periods are looped.
Previous Function	Shift+Ctrl+F		Displays the details of the employee's preceding function according to the order established under the Function tab of the Employee input window. Once you reach period 1, clicking this button displays the cumulative of all functions then the last function. All active and inactive functions are looped.   Note: The Previous Function button is only available when the employee occupies more than one function.
Next Function	Ctrl+F		Displays the details of the employee's next function according to the order established under the Function tab of the Employee input window. Once you reach the the last function, clicking this button displays the cumulative of all functions then the first function. All active and inactive functions are looped.   Note: The Next Function button is only available when the employee occupies more than one function.


Opening Balance Entry

[Input menu, Payroll, Employee Consultation] or

1.	Under the Payroll (Input) tab, click Employee Consultation [image].

The Select Employee list window is displayed.

2.	Select the employee whose opening balances are to be entered.

The Employee Consultation window is displayed.

3.	In the Period box, enter "0" (zero), period corresponding to the opening balances.

Opening Balance is displayed.

4.	In the Function drop-down menu, select the function of the employee for which opening balances have to be entered.

5.	Under the Earnings to Source Ded. tabs, enter the opening balances corresponding to each line in the Opening: 0 column. An amount is modifiable when displayed in bold over a white background.

6.	Fill out all relevant fields. See below for a detailed description of each field.

7.	When an employee occupies more than one function in the company, repeat steps 4 to 6 for each function.

8.	Save the opening balances by clicking Save Opening Balances [image].

The employee's opening balances are entered.


Filling out the Employee Consultation Window Header

[Input menu, Payroll, Employee Consultation] or

Employee: Number of the selected employee.

Selected employee's first name [display only].

Selected employee's last name [display only].

Period: Number of the selected period. Opening balances can only be entered when period 0 (zero) is selected.

From: Starting date of the selected pay period [display only].

Note: 	The From box is not displayed when period 0 (zero) is selected.

To: Ending date of the selected pay period [display only].

Note: 	The To box is not displayed when period 0 (zero) is selected.

Issued: Issue date of the paycheck for the selected period [display only].

Note: 	The Issued box is not displayed when period 0 (zero) is selected.

Function: List of the employee's active and inactive functions. The contents of the Active Functions and Inactive Functions tables of the Employee input window are displayed in this list. Functions are displayed in the same order. As payroll entries can be made for each function, this list allows you to select the function for which opening balances are to be modified or lines to be consulted.

When the employee occupies more than one function, Cumulative is added at the bottom of the list. The Cumulative option allows you to consult the total of the amounts entered for each employee function. Values are not modifiable when this option is selected.

Department: Number of the department assigned to the selected function [display only].

Description of the selected department [display only].

Note: 	The Department box is only displayed when Cumulative is selected in the Function drop-down menu.


Filling out the Earnings to Source Deductions Tabs of Employee Consultation

[Input menu, Payroll, Employee Consultation] or

The Earnings to Source Deductions tabs present tables used to consult amounts entered during payroll or opening balances entry according to the selected period. Each line is divided into six columns.

Note: 	When the Cumulative option is selected in the Function box, the amounts displayed correspond to the total amount of all the employee functions.

Number: Reference number assigned to each line [display only].

Description: Description of the amount assigned to this line [display only].

Cal.: Type of calculation used during payroll entry to get the amount assigned to the line. The default calculation type is A (Automatic). It changes to M (Modified) type as soon as a line is modified. For more information, see Payroll Entry Concept [display only].

Note: 	When the Cumulative option is selected in the Function drop-down menu, the calculation is of  type M as soon as an employee's function line is modified.

Opening/Selected Period: Amount entered for the selected period.

When the period selected is not period 0 (zero), the amounts displayed represent those entered during payroll entry for the selected period. They correspond to the amounts of the Total column of the Payroll Entry window for the selected period [display only].

When period 0 (zero) is selected, the amounts displayed represent opening balances. These amounts are modifiable; they are displayed in bold on a white background. The amounts of the next columns adjust automatically when modified.

Periods: 0 to selected period: Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].

Periods: 0 to last period: Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].

Depending on the tab selected, certain lines are added at the bottom of the table.

Totals: Total mounts entered in each column. These totals represent the total  payroll entry amounts or opening balances for a line category of the period affected by each column [display only].

Total Reimbursement (line 109): Amounts entered in each column of line 109 Expense Reimb.. These amounts represent those entered during payroll or opening balances entry for line 109 and for the period assigned to each column [display only].

Note: 	The amounts of Expense Reimb. line 109 are not included in the Total Earnings line.

Note: 	Expense Reimb. (109) line is not displayed when the Detailed Reimb. of Expenses box is selected in the Payroll Configuration window.

Net Salary: Net salary amount received by the employee for the periods corresponding to each column. This amount comes from the Amount box of the Net Salary (function) group box under the Summary tab of the Payroll Entry window.

The Net Salary represents gross earnings minus employee deductions and source deductions to which are added expense reimbursements. It corresponds to the total of the Earnings and Expenses tabs from which is subtracted the total of the Deductions to Source Ded. tabs.

CCQ Time Bank: Number of CCQ Time Bank hours the employee has accumulated during the periods corresponding to each column. This number of hours comes from the total of pay hours entered for the employee (Period tab, Adjustment tab).

Note:	The CCQ Time Bank line is displayed when the CCQ option is selected in the Employee window for the selected function.

CSST (or WCB) Earnings : Earnings subject to the Commission de la santé et de la sécurité du travail (CSST) the employee has accumulated during the periods corresponding to each column. This amount corresponds to the total of all amounts entered on payroll lines under the Earnings to Contr. tabs from which are deducted those of the Deductions tabs. Only amounts entered on a line which CSST (or WCB) column box is selected in the Payroll Configuration window are included in the calculation. The Surplus - CSST is equal to the CSST Earnings minus the Eligible  Earnings - CSST.

Note :	Under the Contributions tab, the Eligible Earnings - CSST (or WCB) line is displayed when the CSST (or WCB) option is selected in the Employee window for the selected function.

Insurable Hours - EI: Number of hours subject to employment insurance that the employee accumulated over the periods corresponding to each column. This number of hours comes from the total hours entered during the employee's payroll in the Insurable Hours - EI table under the Summary tab.

Insurable Earnings - EI: Earnings subject to employment insurance that the employee accumulated over the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under the Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only amounts entered on a line for which the EI Amt column box is selected in the Payroll Configuration window are included in the calculation.

QPP Earnings: Earnings subject to QPP that the employee accumulated over the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only amounts entered on a line for which the RRQ column box is selected in the Payroll Configuration window are included in the calculation.

Note:	The QPP Earnings line is displayed when Québec is selected in the Payroll Configuration window.

CPP Eligible Gains: Earnings subject to CPP that the employee accumulated over the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under the Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only amounts entered on a line for which the RPC column box is selected in the Payroll Configuration window are included in the calculation.

Note:	The CPP Eligible Gains line is not displayed when Québec is selected in the Payroll Configuration window.

HSF Eligible Earnings: Earnings subject to HSF that the employee has accumulated during the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under the Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only the amounts entered on a line for which the RRQ column box is selected in the Payroll Configuration window are included in the calculation.

Note:	The HSF Eligible Earnings line is displayed when Québec is selected in the Payroll Configuration window.

Additional Income Tax Withheld - Provincial: Portion of the amount of Provincial Income Taxes line 902 corresponding to the additional income tax to be withheld. The additional income tax to be withheld during payroll entry comes from the Employee window under the File tab.

Note:	When an employee's earnings is calculated using the Base Avg. cumulative method, not entering this amount as opening balances entry will affect the calculation of the income taxes to withhold.

Note: 	The Additional Income Tax Withheld - Provincial line is displayed when Québec is selected in the Payroll Configuration window.

QPIP: Earnings subject to the Québec Parental Insurance Plan (QPIP) the employee has accumulated during the periods corresponding to each column. This amount corresponds to the total of all amounts entered on payroll lines under the Earnings to Contr. tabs from which are deducted those of the Deductions tabs. Only amounts entered on a line where the QPIP column box is selected in the Payroll Configuration window will be included in the calculation.

Note:	The QPIP line is displayed when Québec is selected in the Payroll Configuration window.


Filling out the Summary Tab of Employee Consultation

[Input menu, Payroll, Employee Consultation] or

The Summary tab presents a table used to consult the totals of each line category according to the selected period. Each line represents the Totals line of a tab. Each line is divided into five columns.

Note: 	When the Cumulative option is selected in the Function box, the amounts displayed correspond to the total amounts of all the employee's functions.

Number: Range of payroll line numbers of the category identified in the Description column [display only].

Description: Description used to define the line category included in the number range [display only].

Opening/Selected Period: The last three columns display the amounts of the Totals lines for each line category and tab for the periods affected by each column [display only].


Description of the HR Bank Tab of Employee Consultation

[Input menu, Payroll, Employee Consultation] or

This topic describes the boxes of the HR Banks tab of the Employee Consultation window. This HR Banks tab contains the elements required to consult HR bank values and balances according to the selected period.

Note:	The HR Banks tab is displayed when the Human Resources box is selected in the Payroll Configuration window.

Applied to Function

The Applied to Function group box presents a table used to consult HR bank values and balances. Each line represents a HR bank and contains six columns. Lines are sorted by HR bank number.

No: Number assigned to the HR bank [display only].

Description: Description assigned to the HR bank [display only].

Format: Format assigned to the HR bank [display only].

Open/Selected Period: Value entered in the selected period.

When the selected period is other than period 0 (zero), the values displayed represent the values entered when posting payroll data from the selected period or upon entering an adjustment, a forecast amount or upon the expiration of an HR bank for a date falling within the selected period. They correspond to the value in the Total column of the Payroll Entry window for the selected period or to the value of the adjustment. [display only].

When period 0 (zero) is selected, the values displayed are opening balances. The values can be modified in the Adjustment of HR Bank window for a date falling within period 0 (zero).

Periods: 0 to selected period: Sum of the values entered from period 0 (zero), that is an adjustment, forecast amount or an HR bank expiration for a date falling within period from period 0 (zero) to the period selected, that is the payroll run, adjustment, forecast amount entry or HR bank expiration that falls within the selected period [display only].

Balance: Total of values entered in the HR bank for the selected function [display only].

Applied to Employee

The Applied to Employee group box presents a table used to consult HR bank values and balances. Each line represents a HR bank whose entry mode is per pay or by batch and applicable to the employee. The lines are sorted by HR bank number and each of them contains six columns. The columns work in exactly the same way as those in the Applied to Function table.


Government Tables

 [Input menu, Payroll, Government Tables] or

In the Government Tables window, you can consult rates and amounts required in the calculation of payroll source deductions for the employer and employees.

As these values are adjusted upon software update, the window is mainly used for consultation purposes.

However, the reduced employment insurance rate can be entered under the Federal tab.

In addition, for employers in Québec, the HSF rate must be specified under the Province tab.


Government Tables Concept

[Input menu, Payroll, Government Tax Tables] or

Definition: Government tables contain the amounts and rates required to calculate the federal and provincial source deductions the employer has to deduct from the employees' earnings as well as rates required to calculate contributions the employer must make according to the employees' earnings or payroll. There are two tabs: one for the federal and another one for the province selected in the Payroll Configuration window.

Province: The "province" term is used to define provinces and territories.

Update: They can also be updated using the Update... option, which is accessible through the Info menu. For more information, see Update via Internet.

Modification: With a subscription, government tables should not need to be modified manually. However, the content of this window can be consulted and modified at any time in order to ensure that the active government tables, rates and amounts entered are exact. However the Employer Reduced Rate - EI and the HSF Rate are specific to the company and have to be entered.

Note:	Amounts specific to the company are not modified by updates.

Variables: Letters in parentheses refer to variables of the Payroll Deductions Formulas for Computer Programs (T4127) document. This document presents all mathematical calculations that need to be used in order to respect the  various fiscal laws in force. Mathematical calculations and variables that need to be used in order to respect Québec's fiscal laws can be found in the Guide for employers - Source Deductions and Contributions (TP-1015.G).

Documentation: Main references come from various government agency documents. Here are some examples:

1. Source Deductions Return (TP-1015.3) – Ministère du Revenu du Québec

2. Personal Tax Credits Return (TD1XX) – Canada Revenue Agency

3. Guide for employers - Source Deductions and Contributions (TP-1015.G) –     Ministère du Revenu du Québec


Filling out the Federal Tab of Government Tables

[Input menu, Payroll, Government Tax Tables] or

The Federal tab contains the elements required to enter the amounts and rate used to calculate federal source deductions to be withheld from the employee's paycheck. In Québec, federal source deductions correspond to lines 901-Federal Income Taxes and 905-Employment Insurance. For every other Canadian province, other than Québec, federal source deductions correspond to lines 901-Federal Income Taxes, 904-RPC and 905-Employment Insurance.

Version

The Version group box contains the elements required to display the numbers and dates of the federal tables currently installed.

Number: Version number of the federal tables [display only].

Valid as of: Date federal tax tables took effect [display only].

Constants

The Constants group box contains the elements required to enter the amounts and rates used for federal source deduction calculations.

Basic Exemption: Earnings amount from which no federal income tax has been deducted. This amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return - TD1 form.

Abatement Rate (QC): Abatement rate (in percentage) assigned to an employee in Québec and used to reduce the federal income tax payable. The abatement amount reduces the federal income tax on the income rate multiplied by the basic federal income tax. The federal government assigns this abatement instead of participating in cost-sharing programmes pursuant to federal-provincial tax agreements.

Note:	The Abatement Rate (QC) box is displayed when Québec is selected in the Payroll Configuration window.

Employment Insurance

The Employment Insurance group box contains the elements required to enter the amounts and rates used to calculate employment insurance (EI) source deductions.

Employee Rate: Rate (in percentage) used to calculate the employee's employment insurance contribution. The rate multiplied by each insurable dollar earned determines the employee's contribution entered on line 905-Employment Insurance.

Employer Rate: Factor used to calculate the employer's employment insurance contribution. The factor multiplied by the employee's contribution determines the employer's contribution entered on line 403-Employment Insurance. This rate is applied to employees for whom the Employment Insurance Normal option is selected in the Employee input window.

Employer Red. Rate: Factor used to calculate the employer's employment insurance contribution for employees covered by a private salary protection insurance against short-term disability. The factor multiplied by the employee's contribution determines the employer's contribution entered on line 403-Employment Insurance. This rate is applied to employees for whom the Employment Insurance Reduced option is selected in the Employee input window. To obtain this rate, the company must request it from the CRA.

Maximum Insurable: Annual amount beyond which the employee's earnings is no longer subject to employment insurance.

CPP

The CPP group box includes the elements required to enter the amounts and rates used to calculate Canada Pension Plan (CPP) source deductions.

Note: 	The CPP group box is not displayed when Québec is selected in the Payroll Configuration window.

Exemption: Amount of earnings from which no CPP contribution has been deducted.

Employee Rate: Rate (in percentage) used to calculate the amount withheld from earnings that the employee must contribute to the CPP. The rate multiplied by each dollar subject from which is deducted the basic exemption determines the employer's contribution, which corresponds to the amount on line 904-CPP.

Employer Rate: Factor used to calculate the employer's CPP contribution amount. This factor multiplied by the employee's contribution determines the employer's contribution corresponding to the amount on line 402-CPP.

Maximum Deduction: Maximum amount of the employee's annual CPP contribution. When this amount has been reached, the employee no longer has to contribute.

Tax Table

The Tax Table group box presents a table used to enter amounts and rates used to calculate the taxes to deduct from the earnings. This tax corresponds to the amount of line 901-Federal Income Taxes. Each line represents a tax bracket. The table is composed of a maximum of 4 lines. Each line is divided into 3 columns.

Income (A): Annual taxable income to which the rate and constant of the following columns are applied to calculate taxes to be deducted.

Rate (R): Rate (in percentage) used to calculate the federal income tax amount withheld from the employee's paycheck based on annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Provincial Tab of Government Tables

[Input menu, Payroll, Government Tax Tables] or

The Provincial tab includes the elements required to enter the amounts and rates used to calculate provincial source deductions to deduct from the employee's earnings. In Québec, provincial source deductions correspond to lines 902-Provincial Income Taxes and 903-QPP. For every other Canadian province, other than Québec, provincial source deductions are included on line 901-Federal Income Taxes.

Note:	The Provincial tab's name is the one of the province selected in the Payroll Configuration window and is not displayed when the Other province is selected.

Version

The Version group box includes the elements required to display the number and date of the provincial tables installed.

Number: Version number of the provincial tables [display only].

Valid as of: Date provincial tax tables took effect [display only].

Constants

The Constants group box contains the elements required to enter the amounts and rates used to calculate provincial source deductions.

Basic Exemption: Income from which no provincial tax is deducted. In Québec, this amount corresponds to line 1-Basic Amount of the Source Deductions Return - TP-1015.3 form. For every Canadian province except Québec, this amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return form of your province - TD1XX.

Income Tax Reduction (S): Amount used to reduce the income tax to be deducted from the employee's paycheck in Ontario or in Manitoba.

Note:	The Income Tax Reduction (S) box is displayed when Manitoba or Ontario is selected in the Payroll Configuration window.

HSF

The HSF group box includes elements required to enter amounts and rates used for HSF contributions.

HFS Rate: Options available to define the rate used to calculate HSF contributions. The rate multiplied by each dollar of earnings subject determines the employer's contribution corresponding to the amount of line 408-HSF. Select the appropriate option.

Variable: HSF contributions are calculated according to a rate that is adjusted automatically. The rate is determined according to the company's cumulative total payroll based on remuneration paid for each period. This calculation method is used for the first two consecutive calendar years for employers such  as those newly registered with the HSF.

Fixed:   HSF contributions are calculated according to the rate entered in the following box.

Note: 	The HSF Rate is displayed when Québec is selected in the Payroll Configuration window.

Rate: Rate (in percentage) used to calculate the employer's HSF contributions. Click Determine HSF Rate to establish the rate to use according to a payroll run.

Note:	This box and button are displayed when Fixed is selected in the HSF Rate drop-down menu.

Command	Button	Function
Determines the HSF rate		Displays the HSF Rate Calculation window in order to determine the HSF rate according to the yearly payroll entered.
Yearly Payroll: Estimation of the payroll for the current year.

Command	Button	Function
OK		Closes the window and enters in the Government Tables window the HSF rate determined based on the total annual payroll amount entered.
Cancel		Cancels the selections made and closes the window.
Exemption (%): Exemption rate (in percentage) used to calculate the employer's HSF contribution. This percentage is applied to the earnings paid or considered paid to all employees.

Note:	The Exemption (%) box is available when the HSF Exemption box is selected in the Payroll Configuration window.

QPIP

The QPIP group box contains the elements required to enter the amounts and rates used to calculate Québec Parental Insurance Plan (QPIP) source deductions.

Employee Rate: Rate (in percentage) used to calculate the employee's Québec Parental Insurance contribution. This rate multiplied by each dollar of insurable earnings determines the employee contribution corresponding to the amount on payroll line 907-QPIP.

Employer Rate: Rate (in percentage) used to calculate the employer's Québec Parental Insurance contribution. This rate multiplied by each dollar of insurable earnings determines the employer contribution corresponding to the amount on payroll line 414-QPIP.

Maximum Deduction: Annual amount beyond which the employee's earnings are no longer insurable by the Québec Parental Insurance Plan.

QPP

The QPP group box contains the elements required to enter the amounts and rates used to calculate Québec Pension Plan (QPP) source deductions.

Note: 	The QPP group box is displayed when Québec is selected in the Payroll Configuration window.

Exemption: Income from which no QPP contributions has been deducted.

Hourly Exemption: Hourly amount assigned to a part-time employee. This exemption is applied to employees for whom the QPP Discontinu option is selected in the Employee input window.

Maximum Deduction: Maximum amount of the employee's QPP contributions. Once this amount is reached no more QPP withholdings will be made for the remainder of the year.

Employee Rate: Rate (in percentage) used to calculate the amount deducted from the paycheck the employee has to contribute to the QPP. The rate multiplied by each eligible dollar earned from which is deducted the basic exemption determines the employee's contribution corresponding to the amount at QPP line 903.

Employer Rate: Factor used to calculate the employer's QPP contribution amount. This factor multiplied by the employee's contribution determines the employer's contribution corresponding to the amount on line 401-QPP.

Tax Table - Income

The Tax Table - Income group box presents a table used to enter amounts and rates required to calculate the income tax to deduct from the paycheck. This table is used when the Earnings provincial income tax calculation method is selected in the Employee input window. This tax corresponds to the amount of line 902-Provincial Income Tax. Each line represents a tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.

Note: 	For all provinces other than Québec, the group box name is Tax Table and the names of the columns are Income (A), Rate (V) and KP.

Tax Table - Cumulative Average

The Tax Table - Cumulative Average group box presents a table used to enter the amounts and rates required to calculate income taxes to deduct from the paycheck. This table is used when the Average Base YTD provincial income tax calculation method is selected in the Employee input window. This income tax corresponds to the amount on line 902-Provincial Income Tax. Each line represents an income tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.

Note:	The Tax Table - Cumulative Average group box is displayed when the province selected in the Payroll Configuration window is Québec.

Surtax (V1)

The Surtax (V1) group box presents a table used to enter the amounts and rates required to calculate the surtax to be deducted according to the amount of provincial income tax paid by the employee. Each line represents a paid income tax bracket. The table is composed of a maximum of 2 lines. Each line is divided into 2 columns.

Income tax: Annual provincial income tax, paid by the employee, from which the rate of the following column is used to calculate the surtax to be deducted.

Rate: Rate (in percentage) used to calculate the amount, deducted from earnings, that the employee must pay as a surtax according to the annual provincial income tax he or she paid.

Note:	The Surtax (V1) group box is displayed when the province selected in the Payroll Configuration window is Newfoundland and Labrador, Nova Scotia, Prince Edward Island, Ontario or Yukon.


Payroll and Printing

[File menu, Print Setup] or

The Default Print Settings window contains such options as margin configuration and default printer selection. Payroll documents (report, paychecks, employee labels, record of employment, support payments) are available in the left side of the window. For more information, see What is Printing? under the Daily Tasks section of the System Manager application.

Default paycheck printing is performed in custom Windows mode according to the basic paycheck format. This is the type of printing recommended when using pay slips supplied by ACCEO Solutions with a laser or ink jet printer.

For specific needs, you can create paycheck formats in order to configure their contents and layout.


Paycheck Formats

[Report menu, Formats, Paychecks] or

The Paycheck window contains options for selecting paycheck contents and layout as well as selecting between single and double stubs. Once created a paycheck format can be assigned by department and/or employee.

In the Paycheck window, click Options [image] to specify format section dimensions and their characteristics.

Finally, for each section (Check, Stub or Second Stub), text can be entered and fields added by clicking Select a Field [image] or deleted using the Backspace key.


Paycheck Format Concept

[Report menu, Formats, Paychecks] or

Definition: The paycheck format contains the selection and location of the elements to print on the form considering the size of the form and the printer used.

The form is the medium on which information pertaining to the employee's pay is printed. It can be any sheet of paper such as encoded paper checks for financial institutions or direct deposit slips. Two standard sizes exist for forms: 8 ½ in. x 7 in. (check/direct deposit slip and stub) or 8 ½ in. x 11 in. (check/direct deposit slip, stub and second stub).

The paycheck option corresponds to the form once the information pertaining to the employee's pay is printed. The term also includes paycheck, direct deposit slip, stub and second stub.

Purpose: A payroll check format is used to create specific selection and location of text and boxes (such as date, amounts paid or deducted, etc.) for different forms or printers.

Using payroll check formats is optional. By default, two basic formats are used when no customized format exists: a standard universal format and a basic CCQ format for departments that meet CCQ requirements (CCQ stands for Commission de la construction du Québec).

Interactions: A payroll check format is available when it is linked to a department or an employee. While it is linked to a department (Department window, File tab), a payroll check format is used to print the paycheck of every employee of said department. When it is linked to a specific employee file (Employee window, File tab), the selected format only applies to that employee paycheck regardless of the format assigned to the department to which the employee belongs.

When an employee has more than one function and the functions belong to departments which use different paycheck formats, a paycheck is issued for each function according to the corresponding department cheque format.

Creation:  It is possible to create a payroll paycheck format at any time.

Modification: It is possible to edit a payroll check format at any time.

Deletion: A payroll check format linked to a department or an employee cannot be deleted.

Documentation: Specific information must be provided with the employee's paycheck. Ensure the paycheck meets the province of employment's applicable requirements and standards. For example, the Act Respecting Labour Standards (N-1.1) states that a paycheck must have the following items:

- the employer's name

- the employee's first and last names

- the function name

- the payement date and corresponding period

- the number of hours paid at the regular rate

- the number of overtime hours paid at the applicable rate or substituted with a day off

- the amount and nature of bonus, indemnities, allowances or commissions paid

- the employee's hourly wage

- the employee's gross salary

- lthe amount and nature of deductions made

- the employee's net salary

- the amount of tips declared by the employee or attributed by the employer if applicable

Specific Commands: The following table describes commands of the Operation menu and icons in the Paycheck Format window that are not found in a standard input window.

Command	Icon	Function
Select a field		Displays the list of boxes that can be added to the selected paycheck format. The contents of the menu varies according to the open tab. For more information, see Modifying Paycheck Formats.
Options		Displays the Format Configuration window to define the paycheck configuration settings. For more information, see Paycheck Format Configuration.
View format		Displays the Preview Format window that features the paycheck as it would be printed on a form according to the selected format. The Preview Format window lets you check field locations and the general result. A sample of the check is displayed when the Check, Stub or Second Stub are selected and a sample of a direct deposit slip is displayed when the Direct Deposit tab is opened.
Print format		Prints a sample of the displayed paycheck according to the selected format. Prints a check when the Check, Stub or Second Stub are selected and a direct deposit slip when the Direct Deposit tab is opened.
Change format number or description		Assigns a new number and a new description to the selected paycheck format. That number must be unique; no two paycheck formats can bear the same number. A maximum of 4 digits can be used. A maximum of 30 characters can be entered for the format description.


Creating Paycheck Formats

[Report menu, Formats, Paychecks] or

1.	Under Format, click Paycheck Formats [image].

The Paycheck Formats window is displayed.

2.	Click New Format [image].

The format Format Initialization is displayed.

3.	Select the format to use for initialization.

4.	Click OK.

The Number of the New Format is displayed.

Note:	When Existing Format is selected, the Select an Existing Format window is displayed for you to select the appropriate format.

5.	In the Number box, enter the number identifying the paycheck format being created.

The number is used to identify a format. It must be unique; no two paycheck formats can bear the same number. Paycheck format numbers can have up to 4 digits.

6.	Click OK.

The Paycheck Format window is displayed.

7.	Configure the format. For more information, see Paycheck Format Configuration.

8.	Modify the items. For a detailed procedure, see Modifying Paycheck Formats.

9.	Define format settings according to your needs. A link to a detailed description of each box is provided below.

10. Click Save the Format [image].

A new paycheck format is added to the Paycheck Formats window.


New Format Initialization and Number

[Report menu, Formats, Paychecks] or

The Format Initialization window contains the formats on which you can base the paycheck format being created.

The Format to use for initialization contains the items required to select the format from which to create the new paycheck format.

Empty Format: Select this option to create a new paycheck format from a blank format.

Basic Format: Select this option to create a new paycheck format from the basic default format. This format displays the most often used boxes in a standard presentation. On checks and direct deposit slips, you see the date, amount of paid wages and name and address of the employee, etc. On the stub, you find period dates, the employee's social insurance number, earnings and deduction details as well as the cumulated amount of gross salary, deductions and net earnings.

Basic CCQ Format: Select this option to create a new paycheck format from the basic default CCQ format. This format contains the same information as the basic format in addition to the employer's number and CCQ-specific deductions and contributions printed on the stub.

Note: 	The Basic CCQ Format option is only available when both the CCQ box is selected in the Company Options group of the Payroll Configuration window and Québec is selected as the province.

Existing Format: Select this option to create a new paycheck format from an existing one.

The Number of the New Format window contains the number and description of the paycheck format being created.

The following is a detailed description of each box.

Number: Number that identifies the paycheck format. It must be unique; no two paycheck formats can bear the same number. A maximum of 4 digits can be used for paycheck formats.

Description: Description that defines the paycheck format. A maximum of 30 characters can be used.


Paycheck Format Window

[Report menu, Formats, Paychecks] or

Number: Number that identifies the paycheck format [display only].

Description: Description that defines the selected paycheck format [display only].

Check to Second Stub Tabs

The Check, Stub and Second Stub tabs contain all elements needed to consult and modify each section of the paycheck format. For a detailed procedure, see Modifying Paycheck Formats.

Note:	The Direct Deposit is displayed when the Direct Deposit box is selected in the Company Options of the Payroll Configuration window.

Note:	The Second Stub tab is displayed when the Second Stub box is selected in the Format Configuration window, under the Check tab. The Format Configuration window appears when Options is selected.

Status Bar

The status bar, located in the lower portion of the window, displays the current location of the pointer. The combination of the Column and Line values gives the coordinates of the pointer.

Column: Horizontal location of the pointer calculated in one-tenth of inches. One inch contains 10 columns. [display only]

Note:	 The width of the printable area is 7 and 8/10 inches.

Line: Vertical location of the pointer calculated in 1/6 of an inch. An inch contains 6 lines. The number of lines is entered in the Height (Lines) box of the Format Configuration window for the selected tab. The Format Configuration window appears when Options is selected. [display only]

Example:	The Column value is 6/10 and the Line value is 1" 2/6. Thus the pointer is 6/10 of an inch from the left side of the format hence in the sixth column and 1 2/6 inch from the top of the format, hence in the 8 lines.

Message: When there is insufficient space to insert the selected element, the message Not enough space is displayed in the status bar.


Paycheck Format Configuration

[Report menu, Formats, Paychecks] or

The Format Configuration window contains the paycheck format settings: size of each section, features of the stub and second stub.

Paycheck format configuration is performed in accordance with the printer and the type of form used. When the dimensions of one section are modified, ensure the total height in number of lines does not exceed the maximum number of lines allowed by the printer or the total printable area.

On a 8 ½-x-7 in. form, a dot matrix printer usually prints 42 lines. on a 8 ½-x-11 in form, it prints 66 lines while an inkjet printer prints between 60 and 66 lines and a laser printer, 60.

The following is a detailed description of each box in the window.

Check: Total height/Direct Deposit: Total height: Total height of the format in number of lines, calculating the values entered in the Dimensions group under every tab. [display only].

Caution:	When the total exceeds the total number of lines allowed by the selected printer, the lines that exceed the limit are not printed.

Note: 	The Direct Deposit: Total height line is displayed only when the Direct Deposit box is selected in the Company Options group of the Payroll Configuration window.


Filling out the Check, Stub And Second Stub Tabs of Paycheck Format

[Paycheck Formats window, Operation menu, Options] or

The Check, Stub and Second Stub tabs contain the elements required to configure the format of the selected section.

Note: 	The Direct Deposit tab is only displayed when the Direct Deposit box is selected in the Company Options group of the Payroll Configuration window.

Note: 	The Second Stub tab is only displayed when the Second Stub option is selected under the Check tab.

Dimensions

The Dimensions group contains the elements required to define the number of lines printed in the section of the format that corresponds to the selected tab.

Lines Before: Number of blank lines printed before the section of the format that corresponds to the selected tab. By default, the Lines Before value is set at zero (0).

Note: 	When a logo is printed on the form, the Lines Before value must be assessed as to avoid printing over it.

Height (lines): Number of lines in the section of the format corresponding to the selected tab on which elements are printed. The maximum number of lines is 20. By default, the value is set at 19 for Check and Direct Deposit tabs and 20 under the Stub and Second Stabs tabs.

Hint:	Use the following method to calculate the value to enter in the box: actual length of the form section that corresponds to the selected tab (in inches) x 6 (lines per inch) – (value of the Lines Before box + value of the Lines After box).

Lines After: Number of blank lines printed at the end of the section of the format that corresponds to the selected tab. By default, the Lines After value is set to zero (0) under the Check, Direct Deposit and Second Stub tabs and three (3) under the Stub tab.

Second Stub

Select the Second Stub box to add a second stub to the selected paycheck format. When opened, the Second Stub tab is displayed in the Format Configuration and Paycheck Format windows.

Note:	The Second Stub box appears under the Check tab.

Initialize Second Stub

The Initialize Second Stub group contains the elements that can be used when configuring the second stub.

Note:	The Initialize Second Stub group is located under the Check tab.

Note:	Once the second stub is properly initialized, the Initialize Second Stub group is no longer available. To reinitialize the second stub, clear the Second Stub box, close the Format Configuration window, open it again and proceed with initialization.

Like the Stub: Select this option to configure the second stub using the settings (dimensions and elements) of the selected stub.

Basic Format: Select this option to configure the second stub using the settings (dimensions and elements) of the stub created with the basic format.

Basic CCQ Format: Select this option to configure the second stub using the settings (dimensions and elements) of the stub created with the basic CCQ format.

Note:	The Basic CCQ Format option is only displayed when the CCQ box is selected in the Company Options group of the Payroll Configuration window and Québec is the province of employment.

Empty Format: Select this option to configure the settings (dimensions and elements) of the second stub starting with an empty format.

Position

The Position group contains the elements required to define the order of appearance of the sections in the paycheck format.

Hint:	Click View Format to see where the stub and second stub will appear on the form.

Note:	The Position group appears under the Stub and Second Stub tabs.

Stub After Check: Select this option to position the stub after the check or direct deposit slip in the paycheck format.

Note: 	The Stub After Check option appears under the Stub tab.

Stub Before Check: Select this option to position the stub before the check or direct deposit slip in the paycheck format.

Note:	The Stub Before Check option appears under the Stub tab.

This Stub at Start: Select this option to position the second stub at the very beginning of the paycheck format, before all other sections.

Note: 	The This Stub at Start option appears under the Second Stub tab.

This Stub at End: Select this option to position the second stub at the very end of the paycheck format, after every other section.

Note: 	The This Stub at End option appears under the Second Stub tab.

Properties

The Properties group contains the elements required to define the features of the paycheck stub.

Note:	The Properties group appears under the Stub tab.

Field Length: Maximum number of characters allowed for the description when adding a new pay line. For more information, see Select Field Format Window.

Print Zero Amounts: Select this box to print the contents of a field associated with a pay line, even when the line's total is zero (0). When a description is typed in instead of being included in the field, it is printed regardless.


Select Field Format Window

[Paycheck Format window, Operation menu, Select Field] or

The Select Field Format window contains the format and description of a field related to a line of pay.

Format: Options available when selecting a field format. Select the appropriate option.

1-Description and total (Periodic): The contents of the field correspond to the description and amount of the Total column of the Payroll Entry input window for the selected payroll line in the specified period.

2-Description and total (Cumulative): The contents of the field correspond to the description and cumulative amount for every period of the current fiscal year, of the Total column of the Payroll Entry input window for the selected payroll line.

3-Total only (Periodic): The contents of the field correspond to the amount of the Total column of the Payroll Entry input window for the selected payroll line in the specified period.

4-Total only (Cumulative): The contents of the field correspond to the cumulative amount for each period of the current fiscal year, of the Total column of the Payroll Entry input window for the selected payroll line.

5-Hours or percent (Hr or %): The contents of the field correspond to the amount of the Hr or % column of the Payroll Entry input window for the selected payroll line.

6-Amount: The contents of the field correspond to the amount of the Amount column of the Payroll Entry input window for the selected payroll line.

Note:	The 5-Hours or percent (Hr or %) and 6-Amount options appear with payroll lines or lines in $/hour or % of earning format.

Line Number: Description that defines the selected payroll line. The maximum number of characters allowed in the description is set in the Field Length box under the Stub tab of the Format Configuration available through the Options window. By default the value is set at 30.

Note:	The field is only available when either 1-Description and total (Periodic) or 2-Description and total (Cumulative) is selected in the Format box.


Adding Elements to Paycheck Formats

[Report menu, Formats, Paychecks] or

Text, entered using the keyboard, is displayed black on white and is printed as such. A field, selected from a menu, is displayed over a grey background and is replaced with information provided through the Payroll entry procedure.

Note:	It is recommended that you configure a paycheck format before modifying its layout. For more information, see Paycheck Format Configuration.

1.	In the Paycheck Format window, under the appropriate tab, position the pointer where the element should appear.

2. 	Enter the text.

OR

Click Select Field [image] and select the desired field from the menu. The contents of the menu vary according to the tab selected.

Note:	Adding an element to a stub does not add it automatically to the second stub and vice versa.

Note:	When a field associated with a payroll line is added under the Stub or Second Stub tab, the field format must be selected. When the selected format is 1-Description and total (Periodic) or 2-Description and total (Cumulative), the description is added to the field and can be edited before the window is closed.

Note:	When pre-numbered checks are used, the CHK # (Check Number) field must not appear under the Check tab.

The text or field is added to the paycheck format to the right of the pointer. If there is not enough room to insert the element, the operation is cancelled and the Not enough space message is displayed.

3.	Click Save the Format [image] to save the paycheck format.

A new element is added to the paycheck formats.


Deleting Elements from Paycheck Formats

[Report menu, Formats, Paychecks] or

1.	In the Paycheck Format input window, under the appropriate tab, position the pointer at the right of the element to be removed.

2.	Delete the element using the Backspace key.

Note:	Deleting an element from the stub does not delete the corresponding element of the second stub and vice versa.

3. 	Click Save the Format [image] to record the modification.

The element is removed from the paycheck formats.


HR Banks

[Input menu, HR Payroll, HR Banks] or

The HR Bank window contains options for defining counters to accumulate value for recording time or amounts (sick leave, time accumulated, seniority, mileage…) for an employee.

Note:	This window is displayed when the Human Resources box is selected under the Information tab (Payroll Configuration window).

Under the File tab, define the element (employee or function) to which the value and format apply. In addition, in the case of a function, you can select a condition for inclusion in the HR Bank. Finally, you can specify whether or not to accept negative balances in the HR Bank.

The accumulation mode must be entered for fixed values. Select Payroll to automatically enter values upon running the payroll (ex: 5 days of seniority/week). Select Batch to enter values according to a defined frequency upon producing a projection report (ex: 5 sick days/year). In both cases, in the Employee window, a table is displayed for entering possible values.

In addition, the withdraw mode must be specified.  Payroll must be selected when values are withdrawn resulting in an additional amount being added to the paycheck. Thus, entering a negative value in the timesheet or Detailed Entry windows requires the entry of an earnings line. The Expiration box allows you to reset the bank to zero when producing a projection report.


Managing HR Banks

[Input menu, HR Payroll, HR Banks] or

The Human Resources option adds to payroll management all related items that could arise in the course of a pay period. In addition, each item can be assigned to a specific day instead of to a pay period as a whole. It is thus easy to identify the day on which a given employee took sick leave or accumulated time.

To do this, banks must be created. They function as counters or value accumulators. For example, a bank can be used to accumulate overtime worked or seniority. Once a bank is created, you can simply enter items in the time table

In addition, employees can consult their pay stub to see the period and cumulative balances of their HR Banks. HR Bank reports are necessary tools for human resources managers.

Startup

1.	In the Payroll Configuration window, select Human Resources. The HR Payroll tab is added to the applications toolbar.

In the Workday group box, enter the number of hours worked by employees per day. This number is used to convert hours to days for HR banks using the Day format.

2.	In the HR Bank window, create the desired HR banks.

3.	In the Employee window, for HR banks for which values are entered by Payroll or Batches, the values must be entered under the HR Banks tab in order that they be added automatically.

Under the File tab, in the Hours box of the Work Day group box, enter the number of hours worked per day if different from the number of hours defined for the company.

4.	In the Paycheck Format window, the HR bank line can be added to the check stub to inform the employee of the balance of HR bank in question.

5.	In the HR Bank Adjustment window, enter the opening balance for the banks in question.

Each Period

6.	In the Timesheet window, when the timesheet is used, the additions and withdrawals are posted. Select the bank to affect in the Bank column.

Otherwise, click Detailed Entry [image].

7.	When entering an individual pay, you can affect a bank by clicking View Timesheet Calendar.

Making a Detailed entry allows you to post values to HR Banks for a particular day. The pay entry process then continues as for an Individual pay.

Periodically

8.	In the Payroll Reports window, the HR Bank Reports tab allows you to produce reports relative to your HR banks. All information entered in the HR Bank and HR Bank Adjustment windows can be presented. In addition, a Batch HR Bank Projection report allows you to enter values in bank in a single operation. In addition, when an Expiration-type report is produced, expired banks are reset to zero.


Using HR Banks

[Input menu, HR Payroll, HR Banks] or

The current topic outlines five uses for HR banks: sick days, accumulated time, seniority, travel allowance and group RRSPs. For each application, a situational reconstruction is offered along with the outline of the five main HR bank parameters corresponding to the HR Bank window's five major fields.

The current topic should serve as a reference when creating an HR bank as it covers most types of HR banks and outlines the effects of selecting one parameter instead of another.

Sick Days

The company's bargaining agreement provides for 3 paid sick days per year for every employee, granted on January 1st.

Format	Day or Hour When Day is selected in the Payroll Configuration, specify the number of hours worked in a day.
Applicable To	Employee Sick days are awarded to an employee regardless of the number of functions.
Negative Amount Allowed	Do not select Not selecting this option prevents the situation where a sick day is paid to an employee who has emptied his or her HR bank. However it becomes impossible to award an additional sick day to any employee.
Accumulation Mode	Select Batch   The number of days is known and frequency is on a case basis. In the Frequency box, select Annually.   In the Next Batch box, select January 1.   In the Default Values table, enter the specified value: 3 days. For every employee, under the HR Banks tab of his or her file, select the appropriate value.   Before renewing the bank, a batch entry projection report must be produced.
Output	Select Payroll and Expiration   The HR bank is adjusted when sick days are paid.   In the Line box, select the payroll line affected when payment is made.   HR banks must be reset at a predetermined time.   To reset an HR bank, an expiration projection report must be produced.

Accumulated Time

When an employee works overtime, he or she may request that the added time be accumulated and paid at a later date.

Format	Hour
Applicable To	Function   Access to overtime is granted on a function basis. Salary may vary according to function.
Negative Amount Allowed	Do not select Not selecting this option prevents a situation where a day off is paid against accumulated time to an employee who has emptied his or her HR bank. However it becomes impossible to award a paid day off against time an employee may later accumulate.
Accumulation Mode	Do not select   Accumulated time is unknown. When running payroll, in the Detailed Entry window, the number of overtime hours is added to the HR bank.
Output	Select Payroll   When running payroll, in the Detailed Entry window, hours are subtracted from the HR bank.   Note: HR banks may be affected in a timesheet.

Seniority

Seniority is the length of time an employee has worked for the company. Thus an employee paid every two weeks is awarded 10 days of seniority per pay period.

Format	Day   Seniority is calculated in worked days.
Applicable To	Employee   Seniority can also be calculated by function.
Negative Amount Allowed	Do not select   This HR bank is only a counter.
Accumulation Mode	Select Payroll The number of hours is known and the frequency is regular. In the next field, select Per Pay. In the Default Values table, enter the original values: 10 when pay period covers two weeks, 5 if it covers one week.   For every employee, under the HR Banks tab of their employee file, select the appropriate value.   The appropriate value is added to the HR bank when payroll is produced.   It is possible to obtain employee seniority information by producing an HR bank report.
Output	Do not select   No value is subtracted from this HR bank.
Travel Allowance

At the end of the fiscal year, a deduction is awarded to companies that refund travel expenses of their employees. The value of this deduction for the first 5,000 km is different from that for additional mileage.

Format	Quantity   Kilometres are entered as quantities.
Applicable To	Employee   The distance travelled must be known for each employee.
Negative Amount Allowed	Do not select   This HR bank only serves as a counter.
Accumulation Mode	Do not select The number of kilometers is unknown. In the Detailed Entry window, the number of kilometers travelled is added to the HR bank. At the end of the fiscal year, the total number of kilometers travelled is known.
Output	Select Expiration    This HR bank must be reset at a predetermined time.   At the end of the fiscal year, accumulated kilometers for each employee are deleted.   To reset HR banks, the Expiration projection report must be produced.
Group RRSPs

The company's bargaining agreement states that on December 31st, an employee's contributions to a group RRSP is matched by the company, up to an amount equivalent to 2% of his or her salary.

Format	Amount
Applicable To	Function   Salary is paid by function.
Negative Amount Allowed	Do not select   This HR bank is only a counter.
Accumulation Mode	Select Payroll The percentage is known and the frequency is regular. In the next field, select % of Pay. In the Default Values table, enter the used value: 2% for employees and 5% for managers.   Under the Admissible Lines tab, select the pay lines corresponding to the amounts upon which the percentage is applied.   For every employee, under the HR Banks, select the appropriate value.   The value is added to the HR bank at payroll run.   At the end of the year, the payable employer contribution is tabulated. All that's left is to validate the actual paid contribution.
Output	Select Expiration    The HR bank must be reset at a predetermined time.   Once the employer contribution is paid, the accumulated amount is deleted from the HR bank.   To reset the HR bank, an Expiration projection report must be produced.


Filling out the File Tab of HR Bank

[Input menu, HR Payroll, HR Banks] or

The File tab contains the information required to select HR bank parameters.

Definition

The Definition group contains elements needed to select HR bank specifications and the values it holds.

Applicable To: Options available to select the type of information held in the HR bank. Select Employee or Function accordingly.

Format: Options available to define the format of information held in the HR bank. Select the appropriate option.

Note: 	When Day is selected, the workday conversion factor used to transform hours to days is the one entered in the Payroll Configuration window in the Hour box.

Condition: Options available to set the condition employee functions must meet to be covered by the HR bank. When a condition is selected, HR bank parameters only apply to the employee's function that its criteria. Select the appropriate option.

None:	  Select this option when the HR bank is applied to every function.

Note:	The Condition box list the company options selected in the Payroll Configuration window as well as salary types and contributions applicable to CCQ employers when the CCQ option is selected.

Note:	Options of the Condition drop-down menu are accessible when Function is selected in the Applicable To box.

Negative Amount Allowed: Select this option when the HR bank balance may be negative.

Accumulation Mode

The Accumulation Mode group box contains parameters for defining how values are added to the HR bank for each employee or function.

Note:	Do not select any option of the Accumulation Mode group box when the value is variable and is entered infrequently.

Payroll: Select this option when a constant value is added to the HR bank at every pay period. The value is preset and is added automatically when the pay information is entered. Fields relating to the Payroll option appears when it is selected.

Options are available to select the type of data entered to the HR bank. The value entered could be added on a pay period basis or monthly; it can also be calculated as a percentage of the total amount or number of hours entered in the box of pay lines covered by the HR bank at payroll run. Select the appropriate option.

Note:	When % of Pay is selected, the Admissible Lines tab appears.

Note:	% of Pay is unavailable when Employee is selected in the Applicable To box or that Quantity is selected in the Format box.

Batch: Select this option when a constant value must be entered in the HR bank at specific times. The value can thus be preset and entered in the HR bank automatically with the projection report. Fields required to specify the value's parameters appear.

Frequency: Options available to specify how frequently the value must be entered in the HR bank, thus how often the HR bank appears in the batch projection report. Select the appropriate option.

Next Batch: Next date on which the value must be added to the HR bank, thus the date when the HR must start appearing in the batch projection report.

The date of the next entry is calculated by default from the frequency and the current date. It is updated when a batch projection report is produced. Clicking Date displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.

Withdraw Mode

The Withdraw Mode option group contains items needed to select the applicable withdraw mode for the HR bank.

Payroll: Select this option when the withdraw mode of the HR bank is earnings. Entering a negative value in the Timesheet or Detailed Payroll Entry windows requires the entry of an additional earnings line so that the appropriate earning lines be affected upon payroll run. The box that allows the selection of the default suggested earnings line is displayed.

Note: 	The Payroll withdraw mode option does not appear when Quantity is selected in the Format field.

Line: Contains the list of salary lines proposed by default when a negative value is entered in the Timesheet or Detailed Payroll Entry window. The selection comprises pay lines entered in the Payroll Configuration window under the Earnings tab. Select the appropriate option.

Expiration: Select this option to reset the HR bank balance at a preset time. Values can also be removed from the bank after a projection report is produced. Fields required to specify the value's parameters appear.

Frequency: Contains the HR bank balance reset to zero frequency, hence the frequency with which the bank is included in Expiration projection reports. Select the appropriate option.

Next Expiration: Contains the next date on which the HR bank is to be reset to zero, Thus the date when the HR bank must be included in the Expiration projection report.

The next expiration date is calculated by default using the selected frequency and the current date. The value is updated after an Expiration projection report is produced. Clicking Date displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.

Default Values

The Default Values option group contains the most frequently used values entered in the selected HR bank. The information entered here is usable under the HR Bank tab of employee files. Modifications made to an HR bank are reflected in every related employee file. Each line of the table corresponds to a value and the table contains 15 lines and a maximum of 3 columns.

Note: 	Time is entered in decimal format.

Note: 	The Default Values group is available when the Payroll or Batch option is selected.


Filling out the Admissible Lines Tab of HR Bank

[Input menu, HR Payroll, HR Banks] or

The Admissible Lines tab contains the information required to select the pay lines to which HR banks are applied.

Note: 	The Admissible Lines tab appears when % of Pay is selected in the Payroll box.

Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Employee Groups

[Input menu, HR Payroll, Employee Groups] or

In the Employee Groups window you can create employee sub-groups: managers, group RRSP contributors, etc.

Note:	The Employee Groups window is displayed when the Human Resources box is selected in the Company Options group box of the Payroll Configuration window.

To create a group box, under the tab corresponding to the desired sorting method, simply select the employees to include in the group.

Note:	An employee may be assigned to multiple employee groups.

In addition, when producing a report, you can filter the information by employee group or print a list of employees in a given group.


Employee Group Concept

[Input menu, HR Payroll, Employee Groups] or

Definition: An employee group is a subdivision of the company's employees who share a common feature and for whom information regarding the pay may need to be gathered.

Purpose: An employee group contains employees of the company who occupy similar functions. An employee can be assigned to several groups.

Example:	All company department managers

Interactions: The Employee Groups function is part of the human resources management module. It is available only when the Human Resources option is selected in the Payroll Configuration window.

It is possible to sort data by employee group in payroll reports.

Creation/Modification/Destruction: It is possible to create, modify or delete employee groups at any time.

Specific Commands: The following table describes commands of the Operation menu and icons of the Employee Group window that are not found in a standard input window.

Command	Icon	Function
Options		Displays the Options dialogue box that controls the display or hiding of columns under each tab of the Employee Group input window.    Note: The Options command is only available when the Customization and Security application is active.


Creating Employee Groups

[Input menu, HR Payroll, Employee Groups] or

The following is the minimal procedure for creating an employee group.

To create an employee group

1. 	Under the HR Payroll tab, select Employee Groups.

Note:	The HR Payroll tab appears when the Human Resources option is selected in the Payroll Configuration window.

The Employee Groups window is displayed.

2. 	Click New Employee Group [image].

The Employee Group input window is displayed.

3. 	In the Number box, enter the number assigned to the employee group.

This number identifies the group. It must be unique: no two employee groups can bear the same number. A maximum of 4 digits can be used for employee group numbers.

4. 	Select each employee to be assigned to the employee group.

5.	Click Save Employee Group [image] to save the employee group settings.

A new employee group is added to the Employee Groups list window.


Filling out the Employee Group Window Header

[Input menu, HR Payroll, Employee Groups] or

Number: Number that identifies the employee group. The number must be unique: no two employee groups can bear the same number. A maximum of 4 digits can be used for employee groups.

Clicking Number displays the Select an Employee Group list window to select an existing employee group for consultation or modification. For more information, see Employee Group Concept and An Input Window Is ...

Description: Description that defines the employee group. A maximum of 30 characters can be used. In the Employee Groups list window, employee groups can be sorted according to their description.


Filling out the Number to Department Tabs of Employee Group

[Input menu, HR Payroll, Employee Groups] or

The Number to Department tabs display tables used to include employees in employee groups or to remove them. There is but one employee per line. The table contains as many lines as there are employees. The information is sorted differently according to the active tab. A maximum of 6 columns can be displayed in a table.

• : Selecting this box adds the employee to the selected employee group. Clearing this box removes the employee from the group.

Number Tab

Under the Number tab, employees are sorted by employee number.

To quickly locate an employee by his or her number, simply type the first characters of his or her number and the pointer moves to the first employee number that matches the entry.

Sorting Key Tab

Under the Sorting Key tab, employees are sorted first by sorting key then by employee number.

To quickly locate an employee by his or her sorting key, simply type the first characters of the key and the pointer moves to the first employee sorting key that matches the entry.

Surname Tab

Under the Surname tab, employees are sorted first by name, then by employee number.

To quickly locate an employee by his or her name, simply type the first characters of his or her name and the pointer moves to the first employee name that matches the entry.

Department Tab

Under the Department tab, each line corresponds to an employee function. The table contains as many lines as there are functions in the company. Functions are first sorted by department number, then by the order assigned to the function in the Active Functions table of the Employee window. A maximum of 8 columns is allowed.

Note:	Selecting an employee function box selects every function for that employee.

To quickly locate an employee by his or her department, simply type the first characters in the department number and the pointer moves to the first department number that matches the entry.

Regardless of the selected tab, the Backspace key deletes research characters to allow you to perform another search. For more information, see Search in a List, Arrow Keys and Resizing and Moving Columns.


Timesheets

 [Input menu, Payroll, Timesheet] or

In the Timesheet window you can enter hours worked for an employee. Thus when running the payroll in automatic mode, the hours falling within the period are used to calculate the pay amount for employees paid an hourly wage.

Firstly, you must specify the entry format for the hours worked. Next, hours worked can be posted in the time table by entering the start and stop time. Finally, when an employee has multiple functions, select the function to which to assign the time in the Function column.


Timesheet Concept

[Input menu, Payroll, Timesheet] or

Definition: The timesheet represents the employee's timecard on which he or she must enter starting and ending times. These entries are normally made using the timeclock. The timesheet can also represent the document containing the details of a person's time management notably used to invoice labor costs or break down fees.

Timesheet Line: A timesheet line represents a time period during which the employee is under the direction of his or her employer in exchange of a salary. Timesheet lines can correspond to each shift (from 8:00 to 12:00 and from 1:30 to 5:00) or can vary according to the projects on which the employee works (from 8:00 to 10:00 on project A and from 10:00 to 12:00 on project B).

Function The timesheet is used to enter the hours during which the employee has worked and for which a salary needs to be paid. The timesheet includes all lines and is also used to assign hours to a project in order to allocate the costs associated with the function. Thus using the timesheet greatly reduces the time required for running the payroll for employees paid hourly.

Creation: A timesheet line can be created at any time.

Use: Each active employee has a timesheet. When an employee occupies more than one function, a function must be assigned to a timesheet line.

When running the payroll, timesheet lines with starting dates included in the payroll period are linked to the pay currently being entered. When an employee is paid hourly, the number of hours of the lines selected is used to calculate the payroll. As soon as the payroll is saved, timesheet lines assigned to it are transferred to the payroll and are no longer displayed in the timesheet.

When the Cost Analysis application is running, a project can be assigned to a timesheet line facilitating the breakdown of earnings when running the payroll.

Modification: As long as a line is present in the timesheet, it can be modified.

Deletion: Timesheet lines can be deleted at any time.

Timeclock: Data import used to run the payroll and/or timesheets of the employees is possible using an intermediate software. This software can create a file in .ADX or PImport format that then can be integrated into the Payroll application.

Specific Command: The Operation menu and the toolbar of the Timesheet input window differ from those of the standard input window.

Command	Button	Function
Deletes the selected line.		Deletes the selected line from the table.


Creating Timesheet Lines
Timesheet Line Creation

[Input menu, Payroll, Timesheet] or

1.	Under Payroll (Input), click Timesheet [image].

The Select Employee list window is displayed.

2.	Select the employee for which a timesheet line is to be created.

The Timesheet of the selected employee is displayed.

3.	In the timesheet line table, click the last line and

enter the values in the Start Date and Total columns.

or

enter the values in the Start Date, Start (T) and End (T) columns. The duration is in the Total column.

4.	Fill in all relevant fields. See below for a detailed description of each field.

5.	Save line by clicking Save Timesheet [image].

The line is added to the selected employee's timesheet.


Filling out Timesheets

[Input menu, Payroll, Timesheet] or

Employee: Number of the employee whose timesheet is displayed.

Click Employee to display the Select Employee list window in order to select an employee among those already created. For more information, see Employee Concept, Employee Creation and An Input Window Is....

First name of the selected employee [display only].

Last name of the selected employee [display only].

Entry Format: Options available to define the time format in which the timesheet line is entered. Select the appropriate option.

Example:	In the minute format, 12:50 means twelve hours fifty minutes. In the decimal format, 12.5 means twelve hours and a half (twelve hours and thirty minutes).

When the hour format is modified, hours displayed in the Start (T), End (T) and Total columns and in Total Hours box are converted in the selected format. The last selected format is displayed by default.

Hint:	When a time clock is used by the company, this format corresponds to the one in which the time clock prints hours and clock cards.

Two lines per day: Select this box when two lines are entered per day worked. Thus when creating a timesheet line, the date displayed by default in the Start Date column is the same on two consecutive lines. The box is displayed by default in the last entry session's statement.

Total Hours: Total number of hours worked by the employee according to the lines entered in the timesheet. This number of hours corresponds to the total hours displayed in the Start (T) column. Hours are displayed according to the format selected in the Entry Format box. [display only]

The Timesheet window presents a table used to enter the hours worked by the employee. Each line represents a timesheet line, a shift or a time period. Upon display, the time lines are sorted in ascending order of starting date. The line being created is the last line in the table and has a turquoise background. Each line contains a maximum of 7 columns.

Note: 	As soon as a timesheet line is used when entering a pay it no longer appears in the table.

Total: Date on which the shift starts.

When the timesheet is empty the day's date is displayed by default. When a timesheet line is present in the table the pointer is moved to the next line the date of the next day is displayed. When the starting date of the line is a Friday, moving the pointer to the next line causes the date of the following Monday to be entered. When the Two lines per day box is selected and when the pointer is on the next line, the date is saved to enter the second shift.

Start (T): Time from which the employee is paid.

Hint:	When the time to be entered is midnight, either the current day is entered in the Start Date column and 24:00 is entered in the Start (T) column or the next day's date is entered in the Start Date column and 0:00 in the Start (T) column.

End Date: Date on which the shift ends.

End (T): Time from which the employee is no longer paid.

Hint:	When the time to be entered is midnight, either the current day is entered in the End Date column and 24:00 is entered in the End (H) column or the next day's date is entered in the End Date column and 0:00 in the End (H) column.

Total: Number of hours worked during the shift. Zero is displayed by default. When values are entered in the Start (T) and End (T) columns, the end hour from which is subtracted the starting date according to the values entered is displayed.

When a value has been entered in the Start (T) column and that the value of the Total column is entered, the one of the End (T) column is calculated.

Function: List of the employee's active functions. The content of the Active Functions table of the Employee input window is displayed in this list. Functions are presented in the same order. As payroll entries can be entered for each function,  this list is used to select the function to which the timesheet line is assigned.

When the timesheet is empty, the first function in the Employee window's list of functions is displayed by default. When a timesheet line is present in the table, the selected function of the preceding line is displayed when moving the pointer on the next line.

Note: 	The Function column is displayed when the employee occupies more than one function.

Project: Number of the project in which the costs incurred due to hours worked are allocated. By default, the project associated with the function is displayed in the Employee window.

Note:	The Project column appears when the Cost Analysis application is active.


Payroll Entry

 [Input menu, Payroll, Payroll Entry] or

The payroll entry process consists of selecting the employees for which the payroll is to be run, selecting the entry method and, if necessary, defining periodic values.

In the Payroll Entry Parameters window, select the department and period to target the employees to be included in the payroll run. Next, specify the entry method.

The Automatic entry method is generally used for employees with fixed pay amounts. This method lets you run the payroll without having to consult the Payroll Entry window. Values contained in the Employee window are used by default.

The Individual entry method allows you to select the employee and functions to be included in the payroll run. The Payroll Entry window is thus displayed.

The Period tab contains values to enter each period. Such as the number of hours worked, the timesheet, as well as tip amounts and certain CCQ parameters, if applicable.

Under the Earnings to Deductions tabs, you see payroll lines to which values in the Employee window or timesheet values are linked. When one of these values is modified, an X is displayed in the M column. Deleting the X will display the default value.

The Vacation tab contains all the information relative to vacation management

Tip:	The Vacation Pay [image] and Vacation due upon Termination [image] buttons facilitate the entry of these two types of pays.

Finally, the Summary tab groups information on net earnings as well as employee and employer source deductions.

In addition, when HR banks are used, an HR Banks tab is added allowing you to post entries and withdrawals.


Payroll Entry Concept

[Input menu, Payroll, Payroll Entry] or

Definition: The payroll entry window could be compared to the individual employee pay record card used with manual bookkeeping. It calculates the employee's net earnings according to hours worked, taking into account deductions and contributions.

Features: The payroll entry procedure calculates each pay line amounts in compliance with the employee's personal information and wages.

Creation: Payroll entry can be performed at any time. However following the first entry of the year, two operations can no longer be performed: pay line configuration modification when the line is in use and changing an employee's department for the current pay.

A pay period is a specific range of dates defined according to the department's pay frequency. It is possible to not enter pay for some periods, such as when an employee is on leave. To create periods for a new year, the payroll year-end must be performed.

You can enter payroll information for several departments at once when the same parameters are applicable. For more information, see Department Concept.

When an employee performs several functions linked to different departments, the employee's pay information must be entered for each function within the same operation as only one pay can be entered for an employee. When the employee did not perform a function, you can exclude that function from the calculation. Values associated with this function are then set to zero. You can display a tally for the current pay of all the employee's functions by using the Cumulative option.

There are two payroll entry methods available. With the Individual method, the pay information is entered for each employee individually or to modify and validate the data required for the calculation.

With the Automatic method, the information is entered once for every employee that shares payroll entry parameters. No validation is required. Using this method speeds up the pay entry process for employees whose earnings do not vary according the number of hours worked or that the number of hours worked does not vary from one period to the next. The Automatic method can also be used regardless of variations in earnings or hours when timesheets are used.

When one is used, timesheet information must be entered before the payroll is run. Only then are pay lines starting within the pay period linked and included in the pay calculation for employees paid on an hourly basis.  For more information, see Timesheet Concept.

Conditions must be met for running payroll, according to the entry method used and for each of the employee's functions. For more information, see Conditions to Meet When Running Payroll.

Use: The payroll run procedure begins with the entry of hours worked and salaries for every salary line.

For employees paid on an hourly basis, the total number of hours is calculated. The result is transferred to the taxable benefits, contributions and deductions lines whose format is $/Hour (marked 1 in the table).

Next the employee's gross salary is calculated. The result is reported to the taxable benefits, contributions and deductions lines for amounts calculated as a percentage of the employee's gross income whose format is % Earnings (marked 2 in the table).

Some values are said to be "To enter" regardless of the line format. Preferably, the information is entered beforehand in the Employee input window and are then displayed by default at payroll run; otherwise enter the required values during the payroll run. Monthly deductions in $/Month format are only used in the first payroll run of the month (marked 3 in the table).

Benefit, Contribution and Deduction Line Format	Hour or %	Amount	Total
$/Hour	Hours worked (1)	To enter (3)	Calculated
$/Pay	–	–	To enter (3)
$/Month	–	–	To enter (3)
% Earnings	To enter (3)	Gross salary (2)	Calculated
Source deduction lines are calculated.

When a calculated or pre-entered value is modified, the "modified" tag is assigned to the pay line, thus modifications are easier to spot when consulting an earlier payroll.

It is also possible when entering payroll information, to assign employees' salaries to projects.

Modification: Produced pays are displayed in the Payrolls list window accessible through the Payroll (Input) tab (Input menu, Payroll, Payroll). There are many ways to modify a pay depending of the type of correction required or when an error is detected. For more information, see  Why Make Payroll Corrections?.

Note:	A negative amount cannot be entered on a pay line.

Delete: Under some conditions, it is possible to delete a payroll. For more information, see Why Make Payroll Corrections?.

Specific Features: The following table describes commands of the Operation menu and icons of the Payroll Entry window that are not found in a standard input window.

Command	Shortcut	Icon	Function
Previous function	Shift+Ctrl+F		Displays the pay associated with the employee's previous function according to the order set under the Function tab of the Employee input window. Clicking this icon once you have reached the first function displays a total for all functions, then the last function. Every function included in the pay are in a loop.   Note: The Previous function command is active when the employee is associated with more than one function.
Next function	Ctrl+F		Displays the pay associated with the employee's next function according to the order set under the Function tab of the Employee input window. Clicking this icon once you have reached the last function displays a total for all functions, then the first function. Every function included in the pay are in a loop. Note: The Next function command is active when the employee is associated with more than one function.
Vacation pay			Displays the Vacation Pay window. For more information, see Vacation Pay.
Vacation due upon termination			Displays the Vacation Due Upon Termination window. For more information, see Vacation Due Upon Termination.
Exclude time Line from the pay    OR    Include time line in pay			Selects the Incl. box in the Timesheet group box, links the line to the pay and includes the number of worked hours in the pay calculation. When the box is already selected, it clears it, frees up the time line and excludes the number of worked hours from the pay calculation.   Note: this command is available when time lines are displayed in the Timesheet group.


Conditions to Meet When Running Payroll

[Input menu, Payroll, Payroll Entry] or

Some conditions must be met to enter a pay for every function of an employee, regardless of the entry procedure. This table describes these conditions.

Window	Tab	Condition	Method
Payroll Configuration or Employee		The Payroll Configuration or a specific employee card cannot be in modification mode on the employee's workstation.	Automatic/Individual
Employee	Employee Info.	A birth date is required.	Automatic/Individual
Employee	Employee Info.	When a departure date is entered, it cannot be before the beginning of the pay period.	Automatic/Individual
Employee	File	The Temporarily Absent option cannot be selected.	Automatic/Individual
Employee	File	The Display Comment when Entering Pay cannot be selected.	Automatic
Employee	Function	In the Pay column, a minimum of one function must be selected.	Automatic
Employee	Function	A minimum of one function must be active.	Automatic/Individual
Payroll Entry Parameters		At least one department linked with one of the employee's functions must be covered in the interval and compatible with the specified department.	Automatic/Individual
Payroll	Payroll	No other payroll must be entered for the employee for the specified period.	Automatic/Individual
Payroll Entry or List of Functions		A minimum of one function must be included on the payroll.	Individual
Payroll Entry		At least one pay line total must be higher than 0 for every function.	Automatic/Individual
Payroll Entry	Summary	Net earnings for every included function must be greater than or equal to 0.	Automatic/Individual


Payroll Entry

[Input menu, Payroll, Payroll Entry] or

There are three payroll entry modes: individual, automatic or detailed.

To make individual payroll entries

1.	Under Payroll (Input), click Payroll Entry [image].

The Payroll Entry Parameters window is displayed.

2.	Select the appropriate payroll entry settings: department, period and the Individual entry method. Click OK.

The Select Employee window is displayed.

3.	Click the box of the employee for whom you wish to enter a pay or double-click the name.

4.	When the employee has more than one function, select the functions to include in the pay calculation in the List of Functions window. Click Entry.

The Payroll Entry window is displayed.

5.	Under Period, make sure the values susceptible to change from one period to the next are accurate.

6.	Under the Earnings to Summary tabs, ensure the total amount for each line is accurate.

7.	Fill in all relevant fields.

8.	Repeat steps 5 to 7 for employees who work more than one function.

9.	Click Save Pay [image] to record the pay.

The pays for the selected employee is entered.

To make automatic payroll entries

1.	Under the Payroll (Input) tab, click Payroll Entry [image].

The Payroll Entry Parameters window is displayed.

2.	Select the appropriate payroll entry settings: department, period and the Automatic entry method. Click OK.

When the pays for all employees covered by the selected parameters is entered, the Payroll Entry Parameters window is displayed so that you may select another set of parameters.

The pays for the employees is entered.

OR

When payroll could not be entered for one or more employees, the Select Employee is displayed. It lists all employees covered by the selected parameters. A check in the · column identifies employees for whom pay was entered automatically. Select the remaining employees individually and enter their pay using the individual method. For more information on pay entry conditions, see Payroll Entry Concept.

To make detailed payroll entries

Note:	The detailed entry method is available when the Human Resources option is selected in the Payroll Configuration window.

1.	Under the Payroll (Input) tab, click Payroll Entry [image].

The Payroll Entry Parameters window is displayed.

2.	Select the appropriate payroll entry settings: department, period and the Detailed entry method. Click OK.

The Select Employee window is displayed.

3.	Click the box of the employee for whom to prepare a pay or double-click the name.

The Detailed Entry window is displayed.

4.	Enter the value effecting the HR bank or pay line for the appropriate day. Click Go to the Pay.

5.	When the employee has more than one function, select the functions to include in the pay calculation from the List of Functions window. Click Entry.

The Payroll Entry window is displayed.

6.	Under Period, make sure the values susceptible to change from one period to the next are accurate.

7.	Under the Earnings to HR Bank tabs, ensure the total amount for each line is accurate.

8.	Fill in all relevant fields.

9.	Repeat steps 6 to 8 for employees who have more than one function.

10.	Click Save Pay [image] to record the pay.

Pay for the selected employee is entered.


Entering Special Payments in Payroll

1.	In the Payroll Configuration window, under the Earnings tab, create a new earnings line for each type of special earnings to be used in payroll. For more information, see Creating Additional Lines in a Table or Payment Types.

2.	When entering pays, enter special payments on additional lines as required. Then according to the payment type associated with that line, the Deductions Associated with Non-Standard Payments and Distribution of Single Payments groups are displayed.

3.	In the Deductions Associated with Non-Standard Payments group, specify deduction amounts entered under the Deductions tab that are associated with the special payment. Leave blank if no special deduction is made.

4.	In the Distribution of Single Payments groups, the amount of single payments is displayed on the line associated with the corresponding tax rate. You can enter these amounts on a different line to meet conditions stipulated in government rules.

5.	Finish payroll entries as usual and click Save.


Payroll Entry Parameters

[Input menu, Payroll, Payroll Entry] or

The Payroll Entry Parameters window contains the conditions employees must meet to be included in the payroll entry procedure.

Department Range

The Department Range group contains the information required to specify the range of departments covered by the payroll entry procedure.

From: Number of the first department of the range covered by the payroll entry procedure.

Hint:	Press Enter to select the department with the lowest number.

Description assigned to the selected department [display only].

To: Number of the last department of the range covered by the payroll entry procedure.

Hint:	Press Enter to select the compatible department with the highest number.

Description assigned to the selected department [display only].

Compatible Departments

The Compatible with Department group outlines the parameters required for selected deparments to be compatible for payroll entry purposes. Only employees assigned to compatible departments included in the range of departments are selected for payroll entry.

Department: Number of the department with which departments included in the range must be compatible for payroll entry. The specified department must not be included in the range. Only employees assigned to compatible departments included in the range of departments are selected for payroll entry.

Description assigned to the selected department [display only].

Frequency: Pay frequency associated with the selected department [display only].

From: Beginning of the first pay period associated with the selected department [display only].

Issued: Issuance date of the first pay associated with the selected department [display only].

Period

The Period group contains information identifying the period for which the pay is entered.

Pay Period: Number of the period for which the pay is entered. The period numbers that can be entered depend on pay frequency for the department selected for compatibility tests. Only employees for whom no pays were entered for the period are included.

Hint:	Pressing Enter in the empty field selects the earliest period for any of the selected departments for payroll entry. The period number is displayed in the Next Period field of the Department input window. For example, compatible departments 1, 2 and 5 are included in the range. Department 1 is in period 2 while departments 2 and 5 are in period 3. 2 is inserted in the empty field when the Enter key is pressed.

Entry Method

The Entry Method contains the payroll information entry method options available. For more information regarding payroll entry methods, see Payroll Entry Concept.

Individual: Selecting Individual displays the Select Employee list window containing the list of employees who meet the selected parameters (department and period). Next, employees are individually selected to enter their pay information.

Automatic: Selecting Automatic enters the employee's default payroll information for all employees who meet the selected parameters (department and period). Values (number of hours, percentages and amounts) are entered in the Employee input window.

Detailed: Selecting Detailed displays the Select Employee list window containing the list of all employees who meet the selected parameters (department and period). Next, employees are individually selected to enter their pay information by the Detailed Entry input window where values are displayed separately for every day of the covered period and every pay and HR bank line.

Note:	The Detailed option is available when the Human Resources option is selected in Payroll Configuration.


Selecting Employees

[Input menu, Payroll, Payroll Entry] or

The Select Employee list window displays the employees you can select for payroll entry.

When the Individual option is selected, the Select Employee list window displays the employees who meet the specified parameters.

When the Automatic option is selected, the Select Employee list window is only displayed when pay could not be produced for one or more employees. It lists all employees who meet the selected parameters. Employees for whom the pay was produced are marked in the · column. Employees for whom the pay was not produced can now be individually selected to enter the required pay information.

The Department tab contains the list of employees covered by the entry parameters. It is possible to select an employee for whom to enter pay data. There is one employee per line. Employees are sorted by department. A maximum of 6 columns per line is allowed.

• : This box is selected when pay is entered for the employee for the selected period.

When the box is clear, clicking it or double-clicking the line displays the List of Functions list window for the selected employee. When the employee works at one function for which the Pay box is selected (Employee window, Function tab) and the Display Comment when Entering Pay box is not, the Payroll Entry window is displayed instead.

Dep.: Number of the department associated with the employee's function. The letter M is displayed when the employee has more than one function. [display only]

Number: Number of the employee [display only].

Surname: Last name of the employee [display only].

Name: First name of the employee [display only].

Function: Employee's function for the first applicable department of the range specified in the payroll entry parameters [display only].


List of Functions

[Input menu, Payroll, Payroll Entry] or

The List of Functions list window displays the employee's functions you can select to enter pay data and read comments regarding the selected function entered in the Employee input window.

For every selected function included in the pay, data entered in the Employee window under the Earnings to Deductions tabs are displayed in the Payroll Entry input window by default. When timesheets are used, pay lines relating to the selected function in timesheets whose beginning is comprised in the pay period are linked to the pay as well. For more information, see Employee Concept, Timesheet Concept and Payroll Entry Concept.

Note:	The List of Functions window is skipped when the employee has only one function selected for the pay (Employee window, Function tab) and the Display Comment when Entering Pay box is clear (Employee window, Employee Info. tab).

The List of Functions window contains a table that lists the functions for which pay entry is required or comments can be viewed. Each line displays an active function of the selected employee. Functions appear in the order of the Active Functions table of the Employee input window. Each line comprises 5 columns.

• : Select the box when pay is to be entered for the employee's function. When the box remains empty, values entered in the Employee window are reset to zero in the Payroll Entry window for the excluded function. By default, the status of that box is the same as the Pay box of the Employee window under Function.

Note:	The function selection can be modified at payroll entry. It is possible during the procedure to add or exclude a function.

Function: Name of the employee's function [display only].

Dep.: Department associated with the selected function [display only].

Description: Description of the department associated with the employee's function [display only].

Comment: First few words of the comment entered for the selected function in the Employee window under Definition [display only].

Comment (Selected Function)

The Comment (Selected Function) displays the entire contents of the Comment field of the selected function. The comment is entered in the Employee window under Definition [display only].


Payroll Entry Window

[Input menu, Payroll, Payroll Entry] or

Employee: Number of the employee whose pay is currently being entered [display only].

First name of the selected employee [display only].

Last name of the selected employee [display only].

Period: Number of the selected pay period [display only].

From: Starting date of the selected pay period [display only].

To: Ending date of the selected pay period [display only].

Issued: Issue date of the paycheck for the selected period [display only].

Net Earnings (Global): Amount the employee receives as global net earnings for the functions included in the pay currently being entered. This amount corresponds to the one on the employee's paycheck. When modifying tabs, this amount is adjusted. [display only]

Net Earnings (Global): represent gross earnings minus employee and source deductions to which are added expense refunds.

Note:	It is normal that the net earnings differ by a few dollars from the manual calculation made with the paper versions of the government tables because it is more precise.

Function: List of the employee's active functions. The content of the Active Functions table of the Employee input window is contained in this list. Functions are presented in the same order. As payroll entries can be made for each function, this list is used to select the function for which a pay is to be entered.

When an employee occupies more than one active function, the Cumulative option is added at the bottom of the list. The Cumulative option is used to consult total amounts of payroll lines, thus the total of amounts entered for each employee function. When this option is selected, no value is modifiable and tables under the Earnings to Summary tabs are composed of a maximum of 4 columns.

Functions included in the current pay are those for which the INC button is pressed when selected. When the button is not pressed, values assigned to the function are reset and unmodifiable. When these values have been entered for a function before excluding it from the calculation, the values are saved in memory in case the function is included at a later date. By default the INC button is pressed for functions selected in the preceding List of Functions window.

Command	Button	Function
Function included in the pay		Includes the amounts associated with the function of the pay currently being entered. Clicking this button when it is already pressed excludes the values associated with the function from the calculation of the pay currently being entered. Zero is displayed in all fields. Note: The INC button is not displayed when the Cumulative option is selected in the Function drop-down menu and when consulting a pay that has already been entered.
Department: Number of the department assigned to the selected function [display only].

Description of the selected department [display only].

Note:	The Department box is only displayed when the Cumulative option is selected in the Function drop-down menu.


Filling out the Period Tab of Payroll Entry

[Input menu, Payroll, Payroll Entry] or

The Period tab contains the elements required to calculate the payroll most likely to vary from one period to another, such as the hours worked and the timesheet amounts. Furthermore, when work is performed in Québec, tips received and certain parameters describing the employee's function subject to CCQ are displayed.

Hours Worked

The Hours Worked group box contains the items required to enter the number of hours worked for the payroll lines most frequently used, lines 101 to 105.

Note:	The Hours Worked group box contains the types of earnings selected under the Definition tab of the Employee input window for the selected function.

Regular Hourly Rate: Number of hours worked per employee at the Regular Hourly Rate for the selected function and period. This number of hours is reported to the Hr or % column of line 102-Regular Hourly Rate under the Earnings tab.

By default, when this line is linked to the pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, this amount is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. When adding or deleting a timesheet line from the pay, the number of hours is adjusted when it is equal to the one in the Total (h) box. The number of hours is displayed according to the hour format selected in the department assigned to the function.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....

Hourly Rate X 1.5: Number of hours worked by the employee at Hourly Rate X 1.5 for the selected function and period. This number of hours is reported in the Hr or % column of line 103-Hourly Rate X 1.5 under the Earnings tab.

By default, when a timesheet line is assigned to the pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, zero is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

Hourly Rate X 2.0: Number of hours worked by the employee at Hourly Rate X 2.0 for the selected function and period. The number of hours is reported to the Hr or % column of line 104 Hourly Rate X 2.0 under the Earnings tab.

By default, when a timesheet line is linked to a pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, zero is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

Regular Earnings: Number of hours worked by the employee as Regular Earnings for the selected function and period. This number of hours is reported in the Hr or % column of line 101-Regular Earnings found under the Earnings tab. The number of hours entered in the Employee window under the Earnings tab is displayed by default. This number of hours is displayed according to the hour format selected in the department assigned to the function. Entering a number of hours for a regular salaried employee is required for employment insurance.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....

Commissions: Number of hours worked by the employee as Commission earnings for the selected period and function. This number of hours is reported in the Hr or % column of line 105-Commissions under the Earnings tab. By default, the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....

CCQ

The CCQ group box contains the elements required to define parameters, most likely to vary from one period to another, describing the function of the employee subject to CCQ (Commission de la construction du Québec).

This information has no impact on payroll calculation. It is however required to produce a CCQ Remittance Journal (Monthly report of the CCQ employer) in accordance with the CCQ regulations. Only one combination of these parameters is possible per function for a payroll period. A function must thus be created for each employee combination during a payroll period. In the CCQ Remittance Journal, a line is printed for each function and payroll period.

Note:	The CCQ group box is displayed when CCQ is selected in the Function Options of the Employee input window for the selected function.

Apprentice: Current learning period when the employee is an apprentice for the selected function. The learning period entered in the Employee window under the CCQ tab is displayed by default.

Occupation: Employee's trade, specialty or occupation for the selected function. The occupation entered in the Employee window under the CCQ tab is displayed by default.

Sector: Options available to define the activity sector related to the work the employee does according to the function selected. The sector entered in the Employee window under the CCQ tab is displayed by default. Select the appropriate option.

Other =>: Select this option when the employee works in a specific sector not offered in the drop-down menu. The specific sector code must be entered in the following box.

Sector code of the employee's occupation. It contains a maximum of 1 letter.

Region: Options available to define the region where the employee works for the selected function. The region entered in the Employee window under the CCQ tab is displayed by default. Select appropriate option.

Other =>: Select this option when the employee works in a region not offered in the drop-down menu. Thus the regional code must be entered in the following box.

Employee's regional code. It can contain up to 2 digits.

CCQ Time Bank

The CCQ Time Bank group box contains the elements required to manage the CCQ Time Bank.

Note:	The CCQ Time Bank group box is displayed when the CCQ box is selected in the Function Options of the Employee input window for the selected function.

Adjustment: Number of hours to add or deduct from the CCQ Time Bank.

Balance: Total of hours entered in the CCQ Time Bank for the selected function. Enter a number in the Adjustment box to modify the value displayed. [display only]

Tips

The Tips group box contains the elements required to calculate the amount of tips received and allocated for the selected period.

Note:	The Tips group box is displayed when the Tips box is selected in the Function Options of the Employee input window for the selected function.

Employee's Sales: Employee's tippable sales figures for the selected function. The sales amount must be considered during the period in which the tips are received, regardless of when the sales were made. This amount is used to calculate tips: for example, $1000.

Declared (Sales): Tip amount actually received by the employee on sales entered in the preceding box less the assessed credit card usage fee. This amount is used to calculate allocated tips: for example, $75.

Net Declared: The employee's net tips amount. It corresponds to the Declared (Sales) tips entered in the preceding box plus the other tips received by the employee (as valet, doorman, etc.) plus the tips received from other employees. From this amount tips remitted to other employees according to the employee-managed tip-sharing plan are subtracted. These tips are included in source deduction calculations. For example, 75 + 5 + 5 - 25 = $60 . This amount is reported in the Total column of line 303-Tips Declared for payroll calculation. The Declared (Sales) tips amount is displayed by default.

Allocated (Sales): Allocated tips correspond to the the difference between the employee's tippable sales ($1000 x 8% = $80) and the tips actually received on these sales. For example, $80 - $75  = $5 . Tips allocated thus correspond to the tips amount missing for the allocation percentage to be respected. This amount is calculated and reported in the Total column of line 305-Tips Allocated for payroll calculation. The allocation percentage used for the calculation of tips allocated is the one displayed under the Definition tab of the Employee input window.

Controlled: Amount of employee tips controlled by the employer. These are tips on service fees added to customers' checks. The amount is carried to the Total column of line 304 -  Tips Controlled and used in payroll calculations.

Timesheet

The Timesheet group box contains elements required to select timesheet lines to be assigned to the pay currently being entered.

Total (h): Total number of hours worked by the employee according to the timesheet lines assigned to the pay currently being entered. This number of hours corresponds to the number of hours entered in the Total column for lines for which the · box is selected. This number of hours is displayed according to the hour format selected in the department assigned to the function. [display only]

When a number of hours is displayed by default in this box and the employee is paid Hourly, this number of hours is reported in the Regular Hourly Rate box and the Hourly Rate X 1.5 and Hourly Rate X 2.0 boxes are reset. When adding or deleting a payroll line, the report is only produced when the number of hours in the Total (h) box equals the value in the Regular Hourly Rate box, which is the figure used by default.

The Timesheet group box presents a table used to select timesheet lines assignable to a pay. Each line represents a timesheet line entered for the employee in the Timesheet window and has not yet been assigned to a pay. Lines are sorted according to starting date. Each line has up to 8 columns.

• : Selecting this box indicates that the line is assigned to the pay and that the hours worked are to be included in the payroll calculation. When the box is selected, the number of hours in the Total column is added to the Total (h) box. Timesheet lines whose starting dates are included in the pay period are selected by default.

Start (date): Date on which the shift starts. [display only]

Start (h): Hour from which the employee is paid. This number of hours is displayed according to the hour format selected in the department associated with the function. [display only]

End (date): Date on which the shift ends. [display only]

End (T): Hour from which the employee is no longer paid. This number of hours is displayed according to the hour format selected in the department assigned to the function. [display only]

Total: Number of hours worked during the shift. When values are displayed in the Start (T) and End (T) columns this value corresponds to the ending time from which the starting time is subtracted according to the dates entered. This number of hours is displayed according to the hour format selected in the department assigned to the function. [display only]

Function: Function of the employee for the shift [display only].

Note:	The Function column is displayed when the Cumulative option is selected in the Function drop-down menu.

Project: Number of the project from which the costs generated by the hours worked are debited  [display only].

Note:	The Project column is displayed when the Cost Analysis application is running.


Filling out the Earnings Tab of Payroll Entry

[Input menu, Payroll, Payroll Entry] or

The Earnings tab contains elements required to enter the number of hours and amounts used for payroll calculation as well as elements required to enter information on paid holidays.

The Earnings tab presents a table used to enter the number of hours and amounts required for payroll calculation. Each line represents a pay line and is composed of a maximum of 8 columns.

Note:	Descriptions of columns identified by an asterisk (*) and definitions of the hours worked and gross earnings terms do not vary from one tab to another. They will not be repeated in the items of the following tabs despite their presence in order to streamline the text.

No.*: Reference number assigned to each pay line.

Description*: Description assigned to each pay line.

Format*: Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.

Hr or %: When the line is in $/Pay or $/Month format, the number of hours corresponding to the amount paid as earnings to the employee in the Total column must be entered. When the line is in the $/Hour format, the number of hours worked by an employee used for the calculation must be entered. For lines 101 to 105, the number of hours entered are reported in the Hours Worked group box under the Period tab.

In the Hr or % column for lines 101 to 105, the number of hours entered in the Hours Worked group box of the Period tab appear by default; for line 108-Allocation sécurité CCQ, the number of hours worked*, for line 109-Remboursement des dépenses, the column is not available, for the other lines, the number of hours entered for the line in the Employee window are displayed. The number of hours is displayed according to the hour format selected in the department assigned to the function.

You must enter the number of hours used to calculate the total of hours worked* for the period for the employee paid Hourly. This number of hours corresponds to the total hours entered in the Hr or % column under the Earnings tab. To be included in the calculation, hours must be on a line in $/Hour format and for which the Hour box is selected in the Payroll Configuration window. Once obtained, the number of hours is transferred to the Hr or % column of the lines under the Expenses to Deductions tabs, which are in $/Hour format. The amount varying according to the number of hours worked by the employee can be calculated.

Amount: When the line is in $/Hour format, the number of hours used to calculate the line total must be entered. The amount entered for the Employee window line is displayed by default.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.

Total: When the line is in $/Hour format, the total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns the total is automatically adjusted. [display only]

When the line is in $/Pay or $/Month format, the total amount used for payroll calculation must be entered. The amount entered for the Employee window line is displayed by default. When the line is in $/Month format, the default value is not displayed when a total amount has already been entered in this column since the beginning of the month.

Amounts entered in this column are used to calculate gross earnings*. Gross earnings correspond to the total of amounts entered in the Total column of the lines under the Earnings and Expenses tabs as well as on line 107-Vacation under the Vacation tab. To be included in the the sum, the amounts must be on a line for which the amount column box has been selected in the Payroll Configuration window. Once calculated, the amount is transferred, under the Vacation to Deductions tabs, into the Amount column of the lines in % Earnings format. Thus, amounts that have to be deducted according to gross earnings received by an employee can be calculated.

Project*: Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.

Note:	The Project column is displayed when the Cost Analysis application is active.

M (modified)*: This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will adjust accordingly.

Information on Paid Holidays

The Information on Paid Holidays group box contains the elements required to enter the information on paid holidays.

Reference: Description of the paid holiday. This description can have up to 60 characters.

Tip Amount: Part of the amount of line 106-Paid Vacation paid by the employer as tips. This indemnity is notably paid for holidays or family events (wedding, birth, adoption, decease). This amount corresponds to the one on line 3- Indemnities (other than annual vacation pay) of the Tax Credit with Respect to the Reporting of Tips - TP-1029.8.33.13 form or the one on line 12 of the CO-1029.8.33.13 form. Entering this amount is used to produce the Reporting Tips - Tax Credit report.

Note:	The Tip Amount box is displayed when the Tips box is selected in the Function Options of the Employee input window.

Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Filling out the Expenses and Benefits Tabs of Payroll Entry

[Input menu, Payroll, Payroll Entry] or

The Expenses and Benefits tabs present a tables used to enter the number of hours and amounts required to calculate expense reimbursements and taxable benefits. Each line represents a pay line and has up to 8 columns.

Hr or %: When the line is in $/hour format, the number of hours used to calculate the total of the line must be entered. By default, the total hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.

Amount: When the line is in $/Hour format, the hour format to use to calculate the total of the line must be entered. By default, the amount entered for the line of the Employee window is displayed.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.

Total: When the line is in $/Pay or $/Month format, the total amount to use for payroll calculation must be entered. By default, the amount entered for the line in the Employee window is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.

By default, when the province of work is Québec, the amount entered in the Controlled box under the Period tab is displayed on line 304-Tips Controlled. When the amount of this line is modified, it is transferred under the Period tab. Furthermore, the amount entered in the Net Declared box is displayed on line 303-Tips Declared and the amount entered in the Attributed (Sales) box on line 305-Tips Allocated. [display only]

When the line is in $/Hour format, the total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns, the total adjusts itself. [display only]

Under the Expenses tab, amounts entered in this column can be included in the gross earnings total .


Filling out the Vacation Tab of Payroll Entry

[Input menu, Payroll, Payroll Entry] or

The Vacation tab contains the elements required for vacation payment and calculation.

Employer Contributions

The Employer Contributions group box presents a table used to enter the percentages of earnings and amounts required to calculate the vacation amounts the employee accumulates for the current period.  The table has up to 3 lines: the employer's contribution lines 404-Vacation on Salary Due, 405-Vacation on Commission Due and 406-Vacation on Tips Due. Each line has up to 8 columns.

Total Vacation to Pay: Total vacation amount the employee accumulates for the pay period. This amount corresponds to the sum of amounts entered in the Total column of this group's table for the selected function.

Hr or %: The gross earnings percentage used to calculate the line's total must be entered. By default, the percentage entered for the line in the Employee window is displayed.

Amount: Amount to use to calculate the line's total. Remuneration subject to vacation is displayed by default. This remuneration corresponds to the total of  amounts entered in the Total column for lines under the Earnings to Benefits tabs as well as line 107-Vacation under the Vacation tab. To be included in the calculation, amounts must be on a line whose Vac. box is selected in the Payroll Configuration window. Furthermore, for the amount on line 107-Vacation to be included in the calculation, the remittance mode must be Cumulative.

Total: The total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns, the total adjusts itself. [display only]

Earnings

The Earnings group box presents a table used to enter the number of hours and amounts required to calculate the vacation taken by the employee for the period. The table contains only one pay line (line 107-Vacation). It contains a maximum of 8 columns.

Hr or %: Number of hours corresponding to the amount paid, as the employee's vacation earnings, in the Total column. This number of hours is displayed according to the hour format selected in the department assigned to the function.

Note:	When a vacation amount is paid during a pay period fully completed   by the employee the number of hours to enter is zero (0).

Amount: This column is not available when the line is in $/Pay format.

Total: Total amount of vacation earnings payable for the period. When the vacation remittance mode is Cumulative, the total amount to use for payroll calculation must be entered. When the vacation remittance mode is Remitted or CCQ, the total of amounts entered in the Total column of  lines 404 to 406 Vacation on… is displayed by default.

When the Termination vacation remittance mode is selected the amount of the Accumulated Vac. box is reset to zero and transferred to the Total column in order to empty the vacation bank.

The amounts entered in this column can be included in the gross earnings total.

Accumulated Vacation

The Accumulated Vacation group box contains the elements required to enter the reference date to calculate the vacation payable and consult the vacation amounts the employee can accumulate.

Reference Date: Reference year termination date used by the company to calculate the amount to pay for its employees annual leave. According to An Act respecting labour standards (N-1.1)  in Québec, this date is usually April 30th unless otherwise determined by an agreement between the company and its employees.

Modification of this date applies to all employees.

Mode: Options available to define the remittance mode of vacation amounts for this function and pay period. The mode entered in the Employee (Definition tab) window is displayed by default. Selecting the appropriate option initializes the vacation amounts and recalculates them according to the new selection.

Cumulative: Vacation amount due to the employee for this period. This is the total of amounts entered in the Total column of lines lines 404 to 406 Vacation on… added to the amount entered in the Accumulated Vac. box.

Remitted: Vacation amount due to the employee for this period is paid on the pay currently being entered. This is the total of amounts entered in the Total column of lines 404 to 406 Vacation on… transferred into the Total column of line 107-Vacation.

CCQ: Vacation amount due to the employee for this period is posted and immediately deducted for remittance to the CCQ. This is the total of amounts entered in the Total column of lines 404 to 406 Vacation on… transferred into the Total column of line 107-Vacation and line 807-CCQ Vacation.

Note:	The CCQ option is displayed when the CCQ box is selected in the Function Options group box in the Employee input window.

Termination: All vacation amounts due to an employee are paid including those cumulated on the pay currently entered. This is the amount entered in the Accumulated Vac. box, which is reset to zero and the value transferred into the Total column of line 107-Vacation for this function.

Hint:	When an employee is terminated, click Vacation Due upon Termination. For more information, see Vacation Due upon Termination.

The Accumulated Vacation group box presents a table used to consult the amounts related to vacation. The table is composed of 3 columns.

Note:	No calculation is made in the table when the vacation remittance mode selected is Remitted or CCQ for vacation amounts are not cumulative: they are remitted as they are accrued to the employee or CCQ.

Accumulated Vac.: Vacation due employee including amounts from the current year. This amount represents the amount of vacation to pay to the employee since the first day worked until today minus the amount of vacation paid to date. [display only]

This amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero -7) to the last period from which the system subtracts total of line 107-Vacation from period 0 (zero) to the last period.

The vacation to pay* amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero) to the appropriate period.

The vacation paid* amount corresponds to the total of line 107 Vacation from period 0 (zero) to the appropriate period.

When the remittance mode is Cumulative, the sum of the amounts entered in the Total column of lines 404 to 406 Vacation on… of the pay currently entered is included in the amount entered in the Accumulated Vac. box.

When the remittance mode is Termination, the amount entered in the Accumulated Vac. box is reset and reported in the Total column of line 107-Vacation of the pay currently entered.

During the payroll year-end procedure, the amount entered in the Accumulated Vac. box is reported to the opening balance of the new year's line 404-Vacation on Salary Due.

DD/MM/YY: Vacation accrued by the employee as of the reference date. This amount represents the employee's vacation to pay amount since the first day worked until the reference date from which the vacation paid amount before the reference date is subtracted. [display only]

This amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero) to the reference date from which the total of line 107-Vacation from period 0 (zero) to the reference date is subtracted.

When the year of the reference date precedes the current legal year, the amount represents the cumulated vacation at the end of the preceding year thus including all vacation amounts payable as well as those paid during the preceding year. When the reference date is prior to the date on which the current period ends, zero (0) is displayed.

Note:	DD/MM/YY reflects the date entered in the Reference Date box.

Balance Due: Vacation amount due to the employee. This amount represents the vacation to pay to an employee since the first day worked until the reference date from which the vacation paid amount until today is deducted. Thus, the amount entered in the DD/MM/YY box from which the vacation paid amount between the reference date and today is deducted. [display only]

This amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero) to the reference date from which the total of line 107-Vacation from period 0 (zero) to the last period is deducted.

When the reference date's year precedes the current calendar year, the amount represents the vacation due at the end of the preceding period, thus including all the vacation amounts payable during the preceding year. When the reference date precedes the date on which the current period ends, zero (0) is displayed.

Vacation amounts paid included in the current paycheck are deducted from the Balance Due when entering the next pay.

Definable Fields

The Definable Fields group box presents a table containing the elements required to enter the data defined in the Payroll Configuration window. This same table is available and modifiable in the Employee input window. Each line represents a field, thus data to enter. Each line is divided into 3 columns.

Description: Box label describing the data to be entered [display only].

Function/Employee: Value of the data in relation to the employee or the function. Only one of these two columns is available. When the Function column is available, the total of all functions is displayed in the Employee column.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.


Filling out the Contributions and Deductions Tabs of Payroll Entry

[Input menu, Payroll, Payroll Entry] or

The Contributions and Deductions tabs, including those concerning the CCQ, present  tables used to enter values (number of hours, percentages and amounts) required to calculate employer contributions and employee deductions. Each line represents a pay line and can have up to 8 columns.

Hr or %: When the line is in $/hour format, the number of hours used to calculate the line's total must be entered. By default, the total of hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department associated with the function.

When the line is in % earnings format, the percentage of gross earnings used to calculate the total must be entered. By default, the percentage entered for the Employee window line is displayed.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.

Amount: Amount used to calculate the line's total. When the line is in $/Hour format, the hour amount entered for the Employee window line is displayed by default. When the line is in % Earnings format, the gross earnings amount is displayed by default.

For line 409 -CSST Provisions(or line 410 -WCB Provisions), the remuneration subject to CSST (or WCB) is displayed by default. This remuneration corresponds to the total of amounts entered in the Total column of the lines under the Earnings to Contributions tabs. To be included in the calculation, the amounts must be on a line whose box in the CSST (or WCB) column is selected in the Payroll Configuration window.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.

Total: When the line is in $/Hour or % Earnings format, the total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns the total adjusts automatically. [display only]

When the line is in $/Pay or $/Month format, the total amount used for payroll calculation must be entered. By default, the amount entered for the Employee window line is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.

For line 807-CCQ Vacation, when the vacation remittance mode is CCQ, the total of line 404-Vacation on Salary Due is displayed by default for the vacation amount payable to the employee to be remitted to the CCQ.


Filling out the Summary Tab of Payroll Entry

[Input menu, Payroll, Payroll Entry] or

The Summary tab contains elements required to calculate source deductions and EI-insurable hours. In addition, when the Cost Analysis program is active, you can break down amounts by project.

The Source Deductions group box presents a table showing source deduction amounts, excluding income taxes, to be withheld from the employee's pay. The Employer Contributions group box presents a table of amounts the employer pays for the employee the calculation of which depends on source deductions. The Source Deductions - Income Taxes presents a table of income tax to be withheld from the employee's pay. The Source Deductions - Support Payments presents a table displaying the support payment amount to deduct from the employee's pay. Each line of the four group boxes represents a pay line and is composed of a maximum of 4 columns.

Note:	The Source Deductions - Support Payments is displayed when the Support Payments box is selected in the Payroll Configuration window.

Total:	Total amount of source deductions or employer contributions for the period. A calculated amount is displayed by default.

The amount displayed by default is calculated based on an equation, constants and variables displayed in the government tables and earning amount subject to each contribution. For example, for line 901-Federal Income Taxes, earnings subject to federal income taxes are used. This remuneration corresponds to the sum of the amounts entered in the Total column of all lines, except those of the Deductions tab which are subtracted. To be included in the calculation, the amounts must be on a line which Fed. column box is selected in the Payroll Configuration window.

For line 408-HSF, it's the earnings subject to QPP deductions that is used to which the employee or company exemption percentage is applied if appropriate.

 For lines 901-Federal Income Taxes and line 902-Provincial Income Taxes, the total includes additional income tax withholdings entered under the File tab of the Employee window. These income tax amounts are distributed equally over each function included in the pay.

For line 906-Support Payments, the parameters entered in the Employee window are used to which a maximum of 50% of net earnings is applied if appropriate.

Support Payments

The Support Payments group box contains the elements required to validate amounts and comments related to support payment deductions.

Note :	This group is displayed when the Support Payments box is selected in the Payroll Configuration window.

Total Withheld from Pay: Amount deducted as support payment for the pay period and selected function. [display only]

Clicking Total Withheld from Pay displays the View Support Payment Amounts window used to modify the amount and comment.

…: Displays the View Support Payment Amounts window used to modify the employee amount deducted as support payments for the pay period and to assign a comment to this amount when the latter is different from the one entered in the Employee window.

Note:	An amount modified in this window is reported in the Total column of line 906-Support Payments.

Insurable Hours - EI

The Insurable Hours - EI group box presents a table used to enter the number of EI hours the employee accumulates for the period and selected function. Each line represents a period; however, when the period with a frequency of every two weeks or twice monthly, it represents a week. Each line is composed of 3 columns.

Description: Description assigned to the number of hours corresponding to this line. The description is Week # of the pay period when the pay period is every two weeks or twice monthly, if not it is Total for Pay Period.

Number of Hours: Total of EI hours for the pay period. This number of hours is displayed according to the hour format selected in the department assigned to the function.

When the pay period is every two weeks or twice monthly, this number of hours is divided in two (2) in order to represent a week. When the number of hours is modified on one line, the amount on the second line adjusts automatically so the total does not change.

The number of hours displayed by default corresponds to the total hours entered in the Hr or % column of lines under the Earnings, Expenses tabs as well as line 107-Vacation under the Vacation tab. To be included in the sum, the hours must be on a line for which the EI Hour column has been activated in the Payroll Configuration window and whose amount in the Total column is not equal to zero (0). To be covered by employment insurance the amount must be insurable.

Note:	No calculation is made when the employee is exempt from employment insurance.

Net Earnings (Function)

 The Net Earnings (Function) group box contains elements required to consult the net earnings amount for the selected function.

Amount: Amount the employee receives as net earnings for the selected function. The net earnings (function) represent gross earnings minus the employee deductions and source deductions to which expense reimbursements for the selected function are added. [display only]

Note:	It is normal that net earnings differ by a few dollars from the result of the manual calculation made with the hardcopy version of the government tables.


Filling out the HR Banks Tab of Payroll Entry

[Input menu, Payroll, Payroll Entry] or

The HR Banks tab contains the elements required to enter HR bank values for the function or for the selected employee.

Note:	The HR Banks tab is displayed when the Human Resources box is selected in the Payroll Configuration window.

Function-Linked Banks

The Function-Linked Banks group box presents a table used to enter HR bank values for the current period. Each line represents an HR bank applicable to the selected function. Each line is divided into seven columns.

Number: Number assigned to the HR bank. [display only]

Description: Description assigned to the HR bank. [display only]

Format: HR bank format. It corresponds to a combination of the options selected in the Format, Payroll or Batch (Frequency) boxes of the HR Bank input window. [display only]

%: Percentage of hours, days or amounts used for calculating the line total. By default, the percentage entered for the HR bank of the Employee window is displayed.

Note:	The % column is available when the % of pay input mode is selected for the HR bank.

Amount/Hours/Days: Amounts, number of hours or days used to calculate the line total. The total of amounts, number of hours or days entered for HR bank pay lines are displayed by default.

Note:	The Amount/Hours/Days column is available when the % of pay input mode is selected for the HR bank.

Total: When the % of pay input mode is selected for the HR bank, the total is calculated by multiplying the values entered in the % and Amount/Hours/Days columns. When modifying the % and Amount/Hours/Days columns, the total is adjusted. [display only]

When the by pay or by month input mode is selected for the HR bank, the value to post in the HR bank must be entered. By default, the value entered for the Employee window line is displayed. When the by month input mode is selected for the HR bank, the default value is not displayed when a total value has been entered in this column since the beginning of the month.

M (modified): This box is selected as soon as a default value is modified in an HR bank line. Clearing this box displays the HR bank's default values.

Caution:	Amounts on lines for which this box is selected do not adjust automatically. For example, when a bank value is modified that is based on the number of hours worked. If the number of hours is changed, the bank value will no longer adjust automatically.

Employee-linked Banks

The Employee-linked Banks group box presents a table used to enter HR bank values for the current period. Each line represents an HR bank that applies to the employee and is divided into seven columns. The function of the columns is identical to those in the Function-linked Banks table.


Vacation Pay

[Payroll Entry window, Operation menu, Vacation Pay]  or

The Vacation Pay window is a vacation payroll entry wizard for employees whose vacation remittance mode is cumulative. It displays the accumulated vacation amounts and the contents of line 107-Vacations for every function included in the pay.

Entering amounts and work time is required. After the window is closed, the data are transferred to the Payroll Entry window and default values displayed under the Earnings and Expenses tabs are adjusted accordingly. Values are multiplied by the result of the division of hours worked by hours paid. Any line modified through Vacation Pay is marked as modified in the Payroll Entry window.

Example:	An employee usually works 40 hr/period and earns $500. She takes 2 vacation days. In the Vacation Pay window, enter 16 hours and $200. The hours worked/hours paid quotient as displayed in the Hrs Wkd./Hrs Paid columns is 24/40. Once the quotient is applied in the Payroll Entry window, the values assigned to line 101 are set to 24 hrs and $300.

Note:	When values were previously modified or when timesheets are used, the payroll entry wizard will not modify the values entered in the Payroll Entry window.

For more information regarding vacation pay management, see Vacation Tab (Payroll Entry).

The Accumulated Vacation contains the information regarding the reference date used to calculate vacation pays.

Reference Date: End of the company's reference year as it pertains to employees' vacation calculation.

The reference date entered in the Reference Date box of the Payroll Entry window under the Vacation tab is displayed by default. Any modification made to the Reference Date box of the Vacation Pay window is posted to the Reference Date of the Payroll Entry window and applies to all employees.

The Vacation Pay window contains a table where it is possible to enter the vacation taken during the period and the corresponding vacation amount to pay. Each line equals line 107-Vacation of every function included in the pay and comprises 11 columns divided into 4 groups.

The Function group contains information for identifying the function.

Function: Name of the employee's function [display only].

Dep.: Number of the department assigned to the employee's function [display only].

The Accumulated Vacation group displays the information relating to vacation amounts. The values it contains are identical to those found in Payroll Entry under Vacation in the Accumulated Vacation group.

Vac. YTD: Amount of vacation due the employee, including all amounts for the current year. This amount equals the amount of vacation to be paid to the employee from his or her first day of work through the current date, minus the amount of vacation paid to date. [display only]

To DD/MM/YY: Amount of vacation accumulated by the employee as of the reference date. This amount equals the amount of vacation to be paid to the employee from his or her first day of work through the current date, minus the amount of vacation paid to date. [display only]

Note:	DD/MM/YY represents the date entered in the Reference Date box.

Balance Due: Amount of vacation due the employee. This amount equals the amount of vacation to be paid to the employee from his or her first day of work through the reference date, minus the amount of vacation paid to date. Thus it equals the amount entered in To DD/MM/YY minus the amount of vacation paid between the reference date and the current date. [display only]

The contents of the box is updated at the next payroll entry operation.

The Vacation Pay group displays the columns where information pertaining to amounts of vacation to be paid and corresponding hours to be entered.

Hour: Number of vacation hours taken. That value is then subtracted from the number displayed in the Hrs. Wkd column. The entered value is also posted to the Hr. or % column of line 107-Vacation of the Payroll Entry window under Vacation. The value appears in the time format selected for the department associated the function.

Total: Total amount of vacation to be paid for the period. Amounts in this column are also posted to the Total column of the line 107-Vacation in the Payroll Entry window under Vacation.

M:  The M box is selected as soon as a value entered by default on the line is modified. Clearing this box displays the default value for this line. The box status is then reported in the M column of line 107-Vacation of the Payroll Entry window under Vacation.

Mode: Options available for defining the payment modes for vacation accumulated on earnings for this function in the current pay period. The entry mode in the Payroll Entry window (Vacation tab) is displayed by default.  The Cumulative mode must appear, otherwise there would normally be no vacation amount to pay.

The selected vacation remittance mode is posted to the Mode drop-down menu of the Payroll Entry window under Vacation.

The Hours Worked group contains the information needed to validate the hours worked values that enter in the calculation of the percentage applied to the default entries of the Earnings and Expenses tabs.

Hrs Wkd.: Number of hours worked by the employee at the selected function during the current period.

By default, the number of insurable hours for employment insurance minus the value in the Hour column is displayed. However, the contents of Hours is not subtracted from the insurable hours total if the contents of one of lines 101 to 105 is modified or the value in the Total Hours field of the timesheet is equal to the number of hours worked. The value appears in the time format selected for the department associated with the function.

The total hours worked  is used in the calculation of the percentage applied to the values under the Earnings and Expenses tabs.

Hrs Paid: Total number of hours paid to the employee for the function for the current period.

By default, the number of hours subject to employment insurance contributions for the period is displayed. The value appears in the time format selected for the department associated with the function. [display only]

The total hours worked is used in the calculation of the percentage applied to the values under the Earnings and Expenses tabs.


Entering Vacation Pay

[Payroll Entry window, Operation menu, Vacation Pay]  or

1.	Under Payroll (Input), click Payroll Entry [image].

The Payroll Entry Parameters is displayed.

2.	Select the entry parameters relevant to the situation: department, period and the Individual entry method. Click OK.

The Select Employee window is displayed.

3.	Select the employee for whom to enter a vacation pay.

4.	When employee works more than one function, the List of Functions window is displayed. Select the functions for which the vacation pay is to be issued. Click Entry.

Note:	Inactive functions can hold cumulative vacation amounts. The inactive functions must be activated through the Employee window to be displayed in the List of Functions window.

The Payroll Entry window is displayed.

5.	Click Vacation Pay [image].

The Vacation Pay window is displayed.

6.	In the Hour column, enter the number of vacation hours taken by the employee.

7.	In the Total column, enter the amount of vacation corresponding to those hours.

8.	Click OK.

Hours and amounts entered in the Vacation Pay window are posted to line 107-Vacation of the Payroll Entry window under Vacation for every included function. The percentage is applied to values of the Earnings and Expenses tabs. The Payroll Entry window stays on screen.

9.	Click Save.

The vacation pay is entered.


Vacation Due Upon Termination

 [Payroll Entry window, Operation menu, Vacation Due Upon Termination] or

The Vacation Due upon Termination is a termination pay entry wizard for the payment of accumulated vacation pay of laid-off employees. This feature may be used to enter pay information for the last pay of an employee. It displays the contents of line 107-Vacation for every function. It contains the amount of accumulated vacation including that calculated on earnings for the current period. Hours corresponding to accumulated vacation are reset to zero as those hours are not worked. Hours, amounts and remittance mode displayed in the Vacation Due Upon Termination window are posted to the Payroll Entry window.

Note:	Functions for which amounts of vacation are accumulated must be included in the pay prior to the operation.

The Vacation Due Upon Termination window contains hours corresponding to the amount of vacation paid to the laid-off employee. Each line displays the contents of line 107-Vacation of a function included in the pay and has seven columns.

Function: Name of the employee's function [display only].

Dep.: Number of the department associated with the function [display only].

Vac. YTD: Amount of vacation due to the employee, including the current year. Zero (0) is displayed by default as the amount of accumulated vacation is posted to the Total column to be paid to the employee. The amount is adjusted when the contents of the Total column is modified. [display only]

Hour: Number of hours corresponding to the amount paid to the employee under the Total column. By default  the number of hours corresponding to the accumulated vacation is reset to zero as these hours are not usually worked. Values of this column are posted to the Hr or % column of line 107-Vacation of the Payroll Entry window under Vacation. Values are displayed in the format selected for the department associated with the function.

Total: Total amount of vacation to be paid for the period. By default vacation to be paid for the current period is included. Values of this column are posted to the Total column of line 107-Vacation of the Payroll Entry window under Vacation.

M: The M box is selected when a value entered by default is modified on the line. The values revert to default if the box is cleared. The box status is posted to the M column of line-107 Vacation of the Payroll Entry window under Vacation.

Mode: Options defining how vacation pay amounts for the selected function and period are to be paid.

The Termination remittance mode is selected by default when Cumulative is selected in the Employee window (under Definition) for the function. When the selected remittance mode is Remitted or CCQ, it need not be modified as vacation is not accrued, being paid to the employee or CCQ weekly.

The vacation remittance mode is included in the Mode drop-down menu in the Payroll Entry window under Vacation.


Entering Pay Upon Termination

 [Payroll Entry window, Operation menu, Vacation Due Upon Termination] or

1.	Under Payroll (Input), click Payroll Entry [image].

The Payroll Entry Parameters is displayed.

2.	Select the relevant entry parameters: department, period and Individual entry method. Click OK.

The Select Employee is displayed.

3.	Select the employee for whom termination pay is to be entered.

4.	When the employee has more than one function, the List of Functions window is displayed. Select the functions for which to issue a pay as well as every function for which vacation amounts are accumulated. Click Entry.

Note:	Inactive functions can still hold accumulated vacation amounts. They must be activated in the Employee window to appear in the list.

The Payroll Entry window is displayed.

5.	Enter the pay information as usual except for vacation amounts that can be entered using the appropriate entry wizard.

6.	Click Vacation Due Upon Termination [image].

The Vacation Due Upon Termination window is displayed. The Termination remittance mode is selected for every function when Cumulative is selected in the Employee window under Definition. The Vac. YTD amounts, including the amounts accrued for the current period, are displayed in the Total column. The vacation bank is empty for functions included in the pay. Hours corresponding to the accumulated vacation amounts are reset to zero as they are usually not worked.

7.	Click OK.

Hours and amounts entered in the Vacation Due Upon Termination window are posted to line 107-Vacation of the Payroll Entry window under Vacation for each function. The vacation remittance mode is reported in the Mode drop-down menu of the Accumulated Vacation. The Payroll Entry window stays on screen.

8.	Click Save.

The termination pay is entered. The vacation bank is empty for the covered functions.


Payment Authorization

 [Report menu, Deferred Processing, Print Payroll] or

The payment authorization process consists of selecting earnings to pay, authorizing the amount to cover the payroll run and generating checks or direct deposits.

In the Payment Authorization Parameters window, select the department and period for the employees to include in the payroll run. Next, select the payment mode and type of printing. The Employee Payment Authorization window is displayed.

The Earnings box for earnings to pay must be selected then authorize the amount for issue in the Authorized box.

Check numbers must be verified when this mode of payment is selected. Clicking Print launches the process.

When the direct deposit mode of payment is selected, clicking Print launches the printing of the pay slips and the creation of the EFT file. Direct deposits are added to the EFT file but not transferred until the process is complete. For more information, see Transferring Direct Deposits.


Payment Authorization Parameters

[Report menu, Deferred Processing, Print Payroll]

The Payment Authorization Parameters window contains payment conditions for authorizing payroll check issuance. Only payments meeting the requirements are included.

Department Range

The Department Range group contains the specifications of the range of departments covered by the payment operation.

From: Number of the first department of the range covering departments in which payments are to be authorized.

The department selected for the last payment authorization operation is displayed by default.

Description associated to the selected department [display only].

To: Number of the last department of the range covering departments where payments are to be authorized.

The department selected for the last payment authorization operation is displayed by default.

Description associated to the selected department [display only].

Compatible with Department

The Compatible with Department contains information required to specify departments with which the departments of the selected range must be compatible. Only payments made to employees of compatible departments included in the range are considered.

Department: Number of the department with which the departments of the range must be compatible for payment authorization. The selected department must not be included in the range. Only payments made to employees of compatible departments included in the range are considered.

Description associated to the selected department [display only].

Frequency: Payment frequency associated with the selected department [display only].

From: Beginning of the pay period associated with the selected department [display only].

Issued: Issuance date of the first pay associated with the selected department [display only].

Payment Properties

The Payment Properties group contains information needed to select the mode and format of the payment to authorize.

Mode of Payment: Options specifying the payment mode to authorize. Select the desired option from the drop-down menu.

Note:	The mode of payment displayed by default is selected in the Employee window under Employee Info. in the Mode field.

Note:	The Direct Deposit and Convert: Direct Deposit · Check options are available once Direct Deposit is selected in Payroll Configuration.

Check: Payments are authorized for employees for whom Check is the mode selected in the Employee input window.

Direct Deposit: Payments are authorized for employees for whom Direct Deposit is the mode selected in the Employee input window.

Convert: Direct Deposit · Check: Payments are authorized for employees for whom Direct Deposit is the mode selected in the Employee input window but needs payment in the form of a check for the current period.

Payment Format: Formats available for issuing payroll payment. Select the appropriate option.

Multiple Payment (One Payment per Function per Period): Displays the Employee Payment Authorization input window that shows one payment per period for each of the selected employee's function. When producing the payroll, a payment (either check or direct deposit) and a stub are issued for each function and every period.

Single Payment (Group Functions Contained in One Period): Displays the Employee Payment Authorization input window that shows a single payment per period including all functions. When producing the payroll, a single payment (either check or direct deposit) with a single total of all the employee's functions is issued with one stub per function.

Note:	Payments linked to functions from different departments linked to different bank accounts cannot be aggregated.

Print Type

The Print Type group contains the available print format for authorized payments.

Print on Form: Selecting this option prints employee payments on paper check forms once payment is authorized.

Print List of Payments to Issue: Selecting this option produces a List of Checks or a List of Direct Deposits to Produce report once payments are authorized. It equates to printing the payments.


Payroll Correction

[Input menu, Payroll, Payroll] or

The Payrolls window contains a tab under which you find all the pays issued since the beginning of the year. The window also contains the Check and Direct Deposit tabs under which you find the checks issued and direct deposits authorized.

From these windows you can make corrections, delete pays or reprint checks.

In most cases, you can select the pay or payment to modify or delete and perform the task. However, the transaction’s stage in the account process determines the extent to which changes can be made.

For more information, see topic Why make payroll corrections?.


Why Make Payroll Corrections?

[Input menu, Payroll, Payroll] or

The terms payroll correction or employee payment correction both refer to any sort of modification (wrong amount, torn paper, etc.) including deletion that could be necessary following an error in running the payroll.

Function: To see the corrections that can be made to the payroll, its current stage in the accounting process must first be identified. The complete payroll process is as follows:

1. 	Pay entry

2. 	Payment authorization (printing checks or creating the EFT file for direct deposits)

3. 	Pay issued (check remitted to the employee or direct deposit transferred to the financial institution)

4. 	Transfer the pay amount to the General Ledger when producing the payroll journal

5. 	Payment of source deductions when producing the remittance journal

For the situations listed below, the procedure detailing how to make the individual correction are available by clicking the appropriate link.

Correction	Is the payment authorized?	Was payment issued?	Were the payroll and remittance journal produced?	Hyperlink used to access procedure
Modify a pay	Yes or No	No check not issued or direct deposit not transferred	No	How to Correct a Pay before the Journals
Modify a pay	Yes	Yes check issued or direct deposit transferred	One of the two journals is produced	How to Correct a Pay after the Journals
Change a check number	Yes	Yes or No	The payroll journal is not produced	Changing Check Numbers
Reprint	Yes	Yes or No	Yes or No	Reprinting Employee Payments
Delete a direct deposit	Yes	Yes or No	The payroll journal is not produced	Deleting Payments Made by Direct Deposits


How to Correct a Pay Before the Journals

[Input menu, Payroll, Payroll, Payroll Tab] or

This topic describes how to correct pays prior to issue: paychecks not yet issued to employees or direct deposits not yet posted to financial institutions. In addition, the pay must not have been included in a payroll or remittance journal.

1. 	Under the Payroll (Input) tab, click Payroll [image].

The Payroll input window is displayed.

2.	Under the Pay tab, select the pay to correct.

The Payroll Entry window containing the information on the selected pay is displayed.

3. 	To modify the pay: modify the erroneous elements and save the modifications by clicking Save pay [image].

Note:	When entering a pay for an employee function that has been forgotten, the pay must be deleted then reentered.

OR

To delete the pay: click Delete pay [image].

4.	Once the employee payment has been authorized for this pay, it will be cancelled.

5.	When payment is a check, the "Cancelled" flag is displayed for this check when producing the Payroll Journal and the payment is no longer displayed in the list of employee payments (Payroll list window, Check tab). Furthermore, when modifying, a new employee pay is created and must be authorized.

OR

When payment is a direct deposit, no flag is displayed for this direct deposit when producing the Payroll Journal  and the payment is no longer displayed in the list of employee payments (Payroll list window, Direct Deposit tab). Furthermore, when deleting the payment, it is deleted from the EFT file created for the financial institution transfer, whereas when modifying the payment, it is displayed in the EFT file until the new authorized payment replaces it.

The pay is corrected.


How to Correct a Pay After the Journals

Under Construction!

This topic is under construction and not available for the moment.

Thanks for your understanding.


Payroll Entry Window in Consultation Mode

[Input menu, Payroll, Payroll, Payroll Tab] or

This topic describes the boxes of the Payroll Entry window that are specific to the consultation of a pay already entered.

Payment (Period Tab)

The Payment group box includes the elements required to consult the status of the employee payment associated with the selected pay for the selected function.

Note: 	The payment mode used to issue the employee pay associated with the selected payroll run appears after the name of the Payment group. When no payment has been authorized for the selected pay, Payment: None is displayed.

Bank: Number of the account assigned to the financial institution used for paying the employee [display only].

Note:	The Bank group box is displayed when an employee payment is authorized for the selected function.

Number: Check or direct deposit number of the employee payment associated with the selected pay. When the employee payment is a check, this number comes from the Number column of the Payment Authorization window. [display only]

Note:	The Number box is displayed when an employee payment is authorized for the selected pay.

Accumulated Vacation (Vacation Tab)

When consulting a pay, the Accumulated Vacation group box presents the accumulated vacation amount in real time and not the vacation amount accumulated when entering the selected pay.


Purpose of Employee Payments

[Input menu, Payroll, Payroll, Check or Direct Deposit tab] or

Once a pay is authorized and produced, an employee payment is created. It includes a copy of the pay issued to the employee.

Usage: The Payrolls list window displays employee payments sorted by the payment mode used at authorization while the Employee Payment window displays the payment details so they can be edited. For more information, see Changing Check Numbers, Reprinting Employee Payments and Deleting Payments Made By Direct Deposit.

Employee payments cover the employee's pay for one or more functions, depending on the option selected in the Payment Format group during payment authorization. For more information, see Payment Authorization Parameters.


Description of the Employee Payment Window

[Input menu, Payroll, Payroll, Check or Direct Deposit tab] or

The current topic contains information regarding the Employee Payment window. It displays the details of an authorized and produced employee payment.

Employee: Number of the employee linked with the selected payment [display only].

For more information regarding employee payments, see Payment Authorization Parameters.

First name of the employee linked to the selected payment [display only].

Last name of the employee linked to the selected payment [display only].

Period: Entry period of the selected employee payment [display only].

Issued: Issuance date of the selected employee payment [display only].

Bank: Number of the General Ledger account assigned to the financial institution used for the selected employee payment [display only].

Number: Number of the selected check or direct deposit. When a check is selected, the number is reported from the Number column of the Employee Payment Authorization window. [display only]

Note:	Click Change Check Number to assign a new number to the payment made by check not included in a payroll journal.

Amount: Amount paid to the employee. The value is reported from the Net Earnings column [display only].

The Detail of Earnings table displays the selected employee's payment data. Each line corresponds to one of the employee's function covered by the payment. Functions are sorted according to the Active Functions table (Employee window, Function tab). A line has 4 columns.

No: Number of the department associated with the employee's function [display only].

Department: Description of the selected department [display only].

Function: Name of the employee's function [display only].

Net Earnings: Net earnings of the employee for the selected function [display only].

Net earnings are reported from the Amount column of the Details of Earnings table of the Employee Payment Authorization window.


Changing Check Numbers

[Input menu, Payroll, Payroll, Check tab] or

Should a printer mishap occur, you may be required to re-issue a check bearing a new number. Changing a check number frees up the discarded check number for later use. When the discarded number must not be re-used, it can be voided in the General Ledger.

1.	Under Payroll (Input), click Payroll [image].

The Payrolls list window is displayed.

2.	Under Check, select the employee payment for which the number needs to be changed.

The Employee Payment window is displayed.

3.	Click Change Check Number [image].

The New Number window is displayed.

4.	In the New Number field, enter the check's new number.

The check number serves to identify and sort the check. It must be unique; no two checks issued from a same bank can bear the same number. A maximum of 7 digits is allowed.

5.	Click OK.

The new number is assigned to the selected check. The discarded number is available for later use.


Reprinting Employee Payments

[Input menu, Payroll, Payroll, Check or Direct Deposit tab] or

It is possible to reprint an employee payment (paycheck, direct deposit pay slip, stub and second stub) at any time.

1.	Under Payroll (Input), click Payroll [image].

The Payrolls list window is displayed.

2.	Under Check or Direct Deposit, select the employee payment to reprint.

The Employee Payment window is displayed.

3.	Click Reprint Payment [image].

4.	When a direct deposit is selected, you are prompted to specify whether the operation affects the EFT file.

The Printing window is displayed to select applicable printing parameters.

5.	Click Print to print the selected employee payment.

Note:	When the modification affects the EFT file, relevant windows are displayed.

The employee payment is reprinted.


Deleting Payments Made By Direct Deposit

[Input menu, Payroll, Payroll, Direct Deposit tab] or

An employee payment not yet included in a payroll journal can be deleted. Once it is deleted, the payment is removed from the EFT file, is displayed in the Payment Authorization window and removed from the Payrolls list window under Direct Deposit.

This command should be used when a pay was wrongly authorized or was added to the wrong EFT file.

1.	Under Payroll (Input), click Payroll [image].

The Payrolls list window is displayed.

2.	Under Direct Deposit, select the payment to delete.

The Employee Payment window is displayed.

3.	Click Delete Direct Deposit [image].

A warning message is displayed.

4.	Click Yes to delete the employee payment.

The employee payment is now deleted.


More Information Regarding Employee Payments

[Input menu, Payroll, Payroll, Check or Direct Deposit tab] or

Specific Commands: The following table describes commands of the Operation menu and icons in the Employee Payment window not found in a standard input window.

Command	Shortcut	Icon	Function
Transaction is a check			This icon is selected when the employee payment is made by check [hint].
Transaction is a direct deposit			This icon is selected when the employee payment is a direct deposit [hint].
Void check			This icon is selected when the check is void [hint].
Reprint payment	Ctrl+S		Reprints the paycheck or direct deposit slip corresponding to the selected employee payment.


HR Bank Adjustments

 [Input menu, HR Payroll, HR Bank Adjustment] or

The Adjustment of HR Bank window allows you to modify HR bank balances. In addition, this window presents an overall view of the bank balance for all employees.

To adjust a HR bank balance, first select the bank in question. Next enter the date of the adjustment and then on the line corresponding to the employee in question, make the necessary change (positive or negative) in the Adjustment column. The new balance will appear in the New Balance column.

Note:	An audit trail of each adjustment is maintained.


HR Bank Adjustment Concept

[Input menu, HR Payroll, HR Bank Adjustment] or

Definition: The HR Bank Adjustment contains an overview of the HR bank balance and allows the user to enter the HR bank opening balance and adjust it.

Purpose: The HR Bank Adjustment contains the opening balance for every employee or function.

The HR Bank Adjustment also serves to enter an HR bank opening balance for every employee or function as well as to adjust balances.

An adjustment is a P (for Provision) HR bank operation.

Interaction: The HR Bank Adjustment is a function associated with human resources management and, as such, is only available when the Human Resources option is selected in the Payroll Configuration window.

HR bank balances take into account every entered adjustment.

Adjustments are displayed in the Timesheet, Payroll Entry (under the Period tab) as well as in the Detailed Payroll Entry windows until a HR bank line is entered in a pay.

A HR Bank Statement features adjustments made to an HR bank.

Modification: HR bank balances can be modified at any time.

Destruction: An adjustment cannot be deleted.


Adjusting HR Banks

[Input menu, HR Payroll, HR Bank Adjustment] or

This section outlines the procedure to follow to adjust HR banks.

To adjust an HR bank

1.	Under HR Payroll, click HR Bank Adjustment [image].

Note:	HR Payroll appears when the Human Resources option is selected in the Payroll Configuration window.

The Select HR Bank is displayed.

2.	Select the HR bank affected by the opening balance entry or adjustment.

The Adjustment input window is displayed.

3.	In the Adjustment column, enter the adjustment for the appropriate employee or function.

OR

In the New Balance column, enter the new HR bank balance for the appropriate employee or function. The adjustment is automatically calculated and displayed in the Adjustment column.

4.	Enter the required information.

5.	Click Save Changes [image] to save the HR bank.

The opening balance or adjustment is recorded.


Filling Up the HR Bank Window

[Input menu, HR Payroll, HR Bank Adjustment] or

HR Bank: Number of the displayed HR bank.

Description associated with the selected HR Bank [display only].

Adjustment Dated: Date of the HR bank balance adjustment.

The current date is displayed by default.

Input Format: Specify the format for the adjustment time entry. Select the appropriate option.

Example:	According to the minute format, 12:50 is 12 hours and 50 minutes. In the decimal format, 12.5 rather means 12 hours and a half (or 12 hours and thirty minutes).

When you modify the time format, information entered in the Balance, Adjustment and New Balance boxes are converted to the new format. The format selected last is used by default.

Note:	The Input Format field only appears when the Hour option is selected in the Format field of the HR Bank input window.

The Adjustment of HR Bank window contains a table where you can view or adjust HR bank balances for all employees or functions associated with it. Each line corresponds to an employee or a function and the table has as many lines as there are employees or functions. Lines are sorted by employee number then function as specified in the Active Functions table of the Employee window. A line can contain up to 6 columns.

Note:	Column format is specified using the Format option of the HR Bank window.

Employee: Number assigned to the employee [display only].

Surname, Name: Surname and name of the employee [display only].

Function: Name of the employee's function [display only].

Note:	The Function column appears when the Function option is selected in the Applicable To box of the selected HR Bank.

Balance: Balance of the HR bank for the employee or function [display only].

Adjustment: Contains the positive or negative adjustment to affect the HR bank. Any entry in that field modifies the corresponding value of the New Balance column.

Example:	The collective agreement grants an additional sick day per year to every employee. Enter 1 in the Adjustment column for every employee.

New Balance: This box contains the balance of the HR bank. An entry in this field modifies the value displayed in the Adjustment column.

Example:	The collective agreement grants every employee 3 non-transferable sick days at the beginning of the year. At the beginning of the year, enter 3 in the New Balance field for every employee.


Transferring Direct Deposits

[Input menu, Deferred Processing, Electronic Funds Transfer] or

In the EFT Server window you transfer EFT files containing payment data to your employees’ bank accounts.

To proceed with EFT file transfer, Payroll Direct Deposit must be selected and the communications parameters, defined. Next click Transmit…  to send the file to the selected financial institution.

To define communications parameters, click Configuration [image]. These parameters can also be defined in the Payroll Configuration window, under the Direct Deposit tab. In addition, the Test [image] button allows you to create test files for sending to a test server and to delete the files once used.

Tip:	Contact technical support for assistance with your first EFT file transmission.


Payroll Journal

[Report menu, Payroll, Payroll Journal] or

The Payroll Journal window is used to produce reports showing accounting entries corresponding to pay issues and past payroll journal procedures. This procedure consists of printing and archiving the report to prevent the modification or deleting of an issued pay whose entry is included in the report and, if necessary, the transfer of entries to the General Ledger.

Firstly, there are two ways to record entries. The Detailed report includes a detailed entry for each pay issued and, if appropriate, a global entry for all direct deposits made. The Summary report shows the amount issued for each pay issued and a detailed global entry.

Three types of reports can be produced. The Summary report presents the number and amount of each pay printed as well as those awaiting printing facilitating the production of other types of reports.

The Consultation report is used to produce a report containing the entries while the Report (Transfer) report launches the Payroll Journal procedure. When the transfer to the General Ledger is performed, the entries are available in the Transactions list or in the batch selected upon transfer.

Finally, the Archived tab contains all payroll journals produced. These reports can be consulted and reprinted at any time.


Function of the Payroll Journal

[Report menu, Payroll, Payroll Journal] or

When a pay is entered for an employee, an accounting entry is made in the Payroll Journal. At the end of the month, the entries in the Payroll Journal must be transferred to the General Ledger in order to close the accounting period.

Use: The Payroll Journal window is equipped for the production of reports showing accounting entries corresponding to pays entered and for the running of the payroll journal procedure.

There are two ways to log entries. The Detailed report presents detailed entries for each pay plus a global entry for the direct deposit payment. The Summary report shows a payment entry for each pay plus the global entry.

In addition, three types of reports can be produced. The Consultation report shows entries while the Report (Transfer) type executes the payroll journal procedure. This procedure consists of printing and archiving the report, locking payroll entries in the report against deletion and modification and the transfer of entries to the General Ledger, if required.

Prerequisites: The Payroll Journal can only be produced when all the pays for the period covered by the report have been printed. The third type, the Summary report, presents the number and the amount of the pays printed as well as those awaiting printing making possible the production of other types of reports. For more information, see Filling Out the Current Tab of the Payroll Journal Window.

Interactions: The accounts used in the entries are those entered in the Department window.

For the entries to be transferred, the Transfer to the General Ledger box must be selected in the Payroll Configuration window. Once transferred, the entries are available in the Transactions list window or in the batch selected upon transfer. When the transfer is made to a file, the file can be sent to an accountant or opened by another accounting system. For more information, see Filling Out the Transfer Type Window.


How to Perform the Payroll Journal Procedure

[Report menu, Payroll, Payroll Journal] or

Caution:	Once complete, the procedure cannot be undone.

Note:	Click Cancel during the procedure to cancel the procedure.

Note:	We recommend that you start with the production of a Consultation-type report. This will allow you to consult the report without launching the Payroll Journal procedure.

1.	Under the Payroll (Report) tab, click Payroll Journal [image].

The Payroll Journal window is displayed.

2.	Open the Current tab.

3.	Fill out the relevant fields. For a detailed description of the fields:

See Filling Out the Current Tab of the Payroll Journal Window.

OR

Click Contextual Help [image] located in the title bar of the Payroll Journal window then click in the box in question. A description of the field is displayed.

Hint	Make sure the Activate Help Bubbles [image] button in the Standard toolbar is pressed before clicking Contextual Help [image] in order to consult help bubbles on window items using the pointer.

4.	Produce a Payroll Journal-type report by clicking Produce.

5.	In the Printing... window, select the desired parameters and click Print.

6.	When Transfer to the General Ledger is selected in the Payroll Configuration, the Type of Transfer window is displayed. Select the appropriate option, then click OK.

When transferring to the General Ledger, the Transfer Option is displayed. Select the appropriate option, then click Transfer.

OR

When transferring to a file, the Save as window is displayed. Enter the name for the file, then click Save.

The progress bar displays the progress of the transfer process.

The report is printed and archived. If necessary, entries are transferred.


Filling Out the Current Tab of the Payroll Journal Window

[Report menu, Payroll, Payroll Journal] or

This topic explains how to fill out the boxes under the Current tab. This tab contains all the elements needed to select the content parameters of the Payroll Journal report.

Type

The Type group box contains elements required to select the type of report to produce. Select the appropriate option.

Summary: Produces a report that shows the number and amount of pays printed and those to be printed rendering possible the production of other types of reports.

Summary Consultation: Produces a report that shows a summary entry for each pay logged affecting a Bank-type account as well as the temporary Net Earnings account.

Detailed Consultation: Produces a report that shows, for each paycheck issued, a detailed entry where each account affected by the amount appears. Pays issued by check affect Bank category accounts while pays issued by direct deposit affect a temporary Net Earnings account. Finally, an entry for the total amount issued by direct deposit is made.

Report (summary transfer): Runs the Payroll Journal procedure by making entries as presented in the Summary Consultation report.

Caution:	Once completed, the procedure cannot be reversed.

Report (detailed transfer): Runs the Payroll Journal procedure by posting entries as they are presented in the Detailed Consultation.

Caution:	Once completed, the procedure cannot be reversed.

For more information, see Payroll Journal Description or Function of the Payroll Journal.

Period

The Period group box contains the elements required to select the last period to be included in the report. All entries not included in the Payroll Journal procedure and that relate to a pay issued in or before the selected period will be included in the report.

Up to Period: Number of the last pay period to be included in the report.

Note:	The periods displayed in the Pay Period Selection window vary according to the department with which the compatibility test was performed.

Departments

The Departments group box contains the elements required to define the range of departments.

From, To: Select this option and enter the numbers for the departments defining the range. Only entries regarding a function falling within a department compatible department in this range will be included in the report.

Note:	Only a department compatible with the one selected in the From field or the on in the Compatible with  Department fields will be included in the report.

Hint	To include a single department in the report, leave the To box empty.

All: Select this option to include all departments in the range. Only entries related to the function occupied in a compatible department will be included in the report.

Note:	Only a department compatible with the one with the lowest number or the one selected in the Compatible with Department box will be included in the report.

Compatible with Department: Select this box and enter the number of the department with which departments in the range must be compatible in order to be included in the report. This reference department does not have to be included in the range.

Double-click in the field to display the Select Department window to select a department from the list. For more information, see Department Creation and Fields Linking to Other Fields.

Options

The Options group box contains elements required to assign a password to the report.

Protect Report using a Password: Select this box to assign a password to the report. Once assigned, the password will be required to view the report in the editor.


Transfer Type Window

[Report menu, Payroll, Payroll Journal] or

This topic explains how to fill out the fields of the Transfer Type window. This window contains elements required to select the type of entry transfer to be performed upon running the payroll journal procedure.

Note:	This window is displayed when the Transfer to the General Ledger box is selected in the Payroll Configuration window.

Type of transfer of entries included in the report

The Type of transfer for entries included in report group box contains parameters for selecting the destination for the entries included in the report. Select the appropriate option.

Post report entries to the General Ledger: Transfers entries from the report to the General Ledger.

Transfer report entries into a file: Transfers entries into a file. This file can be recovered in another company where the accounting is done or sent to someone responsible for the accounting.

  Transfer to another accounting system: Select this box when the file is created to be imported in another accounting system.

Note:	The Transfer to another accounting system box is available when the Transfer report entries into a file option is selected.

  Include chart of accounts: Select this box to include the chart of accounts in the file.

Note:	The Include chart of accounts box is available when the Transfer to another accounting system box is selected.

No transfer: Select this option when no entry transfer is required.

Hint:	To prevent the Transfer Type window from being displayed, clear the Transfer to the General Ledger box in the Payroll Configuration window.


Filling Out the Transfer Type Window

[Report menu , Payroll, Payroll Journal] or

This topic explains how to fill out the the fields of the Transfer Type - Payroll Journal window. This window groups together all elements needed to select entry transfer options for the payroll journal procedure.

Note:	This window is displayed when the Post report entries to the General Ledger option has been selected in the Transfer Type window.

Entry Transfer Options

The Type of transfer for entries included in report group box allows you to select the manner in which the entries will be transferred to the General Ledger application. Select the appropriate option.

Into the current period (number of the current accounting period): Transfers entries into the current period in the General Ledger application. Entries transferred in this manner remain available in the Transactions list window.

Into the preceding period (number of the preceding accounting period): Transfers entries into the preceding accounting period in the General Ledger application. Entries transferred in this manner remain available in the Transactions list window.

Note:	This option is available when the current period in the General Ledger is greater than 1.

Into a batch: Transfers entries into a batch in the General Ledger application for posting at a later time. Entries transferred in this manner are available in the Batch entry window and in the Transactions list window under the Batch and Description (Batch) tabs in the General Ledger application.

Batch Number: Number of the batch into which the entries are to be transferred.

Note:	The Repetitive option for the selected batch must not be selected in the Batch entry window.

Note:	The Batch Number box is available when the Into a batch option is selected.


Payroll Journal Description

[Report menu , Payroll, Payroll Journal] or

This topic presents an example of each of the three reports that can be produced from the Payroll Journal window.

Drill-down: This table contains drill-down options for the Consultation reports. For more information on the drill-down function, see Drill Down Operations.

Double-clicking	Displays
the entry description	Employee Payment window
an entry line	Account window

Summary Report:

Summary Consultation Report:

Note:	When the employee has multiple functions, the department number is not displayed.

Detailed Consultation Report:


More about the Payroll Journal

[Report menu, Payroll, Payroll Journal] or

This topic presents all the information concerning the Payroll Journal window not discussed elsewhere.

Current: An individual entry can only be included in one payroll journal process.

Archived: The Payroll Journal report produced during the payroll journal process is archived for future consultation or deletion.

Hint	When an error occurs upon transferring entries to the General Ledger, the archived report can be printed. The entries can then be entered in the General Ledger manually.

Cost Analysis: When the Cost Analysis application is active, the report contains an additional column showing the project or projects affecting each General Ledger account. When producing a payroll journal, the cost analysis information is also transferred to the General Ledger.


Remittance Journal

[Report menu, Payroll, Remittance Journal] or

When entering pays, the employer contributions are issued and payroll source deductions are made. According to the defined frequency, the employer must send these amounts and the corresponding forms to the appropriate government agencies.

The Remittance Journal window is used to produce reports showing the information necessary for filling out remittance forms and necessary for performing the remittance journal procedure. This procedure consists of printing and archiving the report, to prevent the modification or deletion of a pay for which employer contributions or source deductions have been included in a report and, if necessary, to transfer the remittance payment to the General Ledger.

Under the tab corresponding to the remittance in question, define report production settings. To be included in the report, employer contributions or source deductions must be included in a pay not yet included in a remittance journal and whose issue date falls in the period covered by the report.

The remittance journal procedure can now be executed. Once complete, the remittance payment entry may be proposed.

Tip:	Certain remittances can be transmitted via Internet.

Under the Government tab, a new CSST option group box has been added. It is possible to enter an expense account from this option group box. However, this account will only have an impact if an amount is entered in boxes (4), (5) and (6). Otherwise, the entry will be generated from the accounts entered in the departments. Inside the Remittance Journal, a new section has been added. You can pay your CSST insurance premiums from the provincial remittance. The entry generated can be different depending on whether the periodic payment rate is higher or lower than the provision.

Note:	The CSST group box is displayed when the CSST box is selected in the Payroll Configuration window under the Information tab and if the type of remittance is Provincial or Combined.


Payroll Reports

[Report menu , Payroll, Payroll Reports] or

From the Payroll Reports window you can produce lists and statements regarding payroll data. Each tab represents a different type of report. Simply select the type of report you wish to produce, the data to include and click Produce.

List of Employees

Under this tab, you can print information entered in the Employee window. According to the selections made, the departments and employee functions can be included in reports as well as inactive employees.

Payroll Statement

Under this tab, you can print information concerning payroll entries. The condensed Earnings statement is the report most often produced.

The CSST statement allows you to view the insurable earnings and the contribution of every employee for each pay period.

Note:	The CSST type of statement is available when the CSST box is selected in the Payroll Configuration window. In the report, the Provision column is displayed when the CSST Provisions box is selected in the Payroll Configuration window. The amount of the CSST provision, calculated when entering a payroll, is entered in this column.

Finally, the Specific statement allows you to create a report showing only the desired information. By entering a number and a description, you can save the statement definition, otherwise the report setup is only temporary.

List of Departments

Under this tab, you can print information on all departments or a selected range of departments. Thus, all the information entered in the Department window can be presented.

List of Timesheets

Under this tab, you can print, by employee, the hours paid or on hold as well as the corresponding timesheet lines. Thus all the information entered in the Timesheet window can be presented.

HR Bank Reports

Under this tab, you can print information regarding human resources (HR). Thus all information entered in the HR Bank and Adjustment of HR Bank windows can be presented.  In addition, the Batch Entry HR Bank Projection report allows you to enter values in banks as a part of the operation. In addition, when an Expiration-type report is selected, the report resets to zero the contents of all banks for which the expiration date has been reached or surpassed.


Function of the Payroll Report Window

[Report menu , Payroll, Payroll Reports] or

At any time you may need to get information on payroll data or produce a report showing given information.

Function: Using the Payroll Reports window, you can produce reports showing payroll-related information. Five types of reports are available.

List of Employees: This report presents a list of employees (and functions). All the information entered in the Employee window can be included in the report. The list can be produced in three formats. In addition, you can print labels and create mailmerge files.

For more information, see Filling out the List of Employees Tab and Description of List of Employees Reports.

Payroll Statement: This report presents information concerning payroll entry. All information entered in the Payroll Entry window can be included in the report. Statements can target CSST information, support payments, general payroll information or specific payroll items.

List of Departments: This report presents a list of company departments. All information entered in the Department window can be included in the report.

For more information, see Filling out the List of Departments Tab and Description of List of Departments Reports.

List of Timesheets: This report presents, by employee, hours paid or on hold as well as the corresponding payroll lines. All information entered in the Timesheet window can be included in this report.

For more information, see Filling out the List of Timesheets Tab and Description of List of Timesheets Reports.

HR Bank Reports: These reports present information concerning human resources (HR). Four types of reports are available. Reports can present all the information entered in the HR Bank window. This includes HR bank information entered upon running the payroll and upon expiration.

Interactions: Available parameters are displayed according to the Province selected and the Company Options selected in the Payroll Configuration window.


Filling out the List of Employees Tab of List of Employees

[Report menu, Payroll, Payroll Reports] or

This topic explains how to fill out the List of Employees tab. This tab contains all the elements needed to select the content parameters of the List of Employees report.

Note:	When an employee has multiple functions, each one is considered as a separate entry in the report.

Sort by

The Sort by option groups together all elements needed to select the sorting order of employees to be included in the report. Select the appropriate option.

Employee: Sorts by employee number, then department number and finally by function number (Function tab, Employee window).

Sorting Key: Sorts employees by the sorting key assigned to the employee, then by employee number, department number and finally by function number (Fonction tab, Employee window).

Department: Sorts employees by department number, then by employee number and finally by function number (Fonction tab, Employee window).

Options

The Options group box contains elements required to select elements to be included in the report.

Page Break after Each Employee: Selecting this box inserts a page break between each employee.

Note: 	The Page Break after Each Employee option is available when the Specific option is selected in the List Type group box.

Group Functions by Employee: Select this box to produce a report in which each element represents one employee. Not selecting this option results in a report where each element represents a function. Employee information will thus be repeated for each function.

Note: 	The Group Functions by Employee box is available when the Employee or Sorting Key option is selected in the Sort by group box and when the Summary or Detailed option is selected in the List Type group box.

List Type

The List Type group box contains elements required to select the format of the List of Employees report. Select the appropriate option.

Summary: Produces a report that shows the employee number, department number, function name, sorting key assigned to the employee, the employee's first and last name and telephone number.

Detailed: Produces a report that shows the employee's address, in addition to elements in the Summary-type report.

Specific: Produces a report that shows elements selected in the Items group box in addition to elements in the Summary-type report. In addition, employees included in the report can be limited using selection criteria.

Labels: Produces labels with each employee's name, number and address.

Note:	This information only appears once for each employee even if the employee occupies multiple functions.

Mail Merge: Produces a mail merge file with fields selected in the Fields group box. This file is compatible with word processing and electronic spreadsheet programs allowing you to create custom mailings.

For more information, see  Description of List of Employees Reports or Function of the Payroll Report Window.

Range

The Range group box contains elements for defining the range of employees or departments to be included in the report.

Include: Options available for defining the specific type of employees to be included in the report. Select the appropriate option.

From, To: Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint:	To include a single employee or department in the report, leave the To box blank.

All: Select this option to include all employees in the report.

Filter

The Filter group box contains the elements required to select criteria for including employees in the report. Only employees that meet the criteria will be included in the report.

Employee Group: Select this option and enter the number of the employee group to include in the report.

All: Select this option to include all employees.

Fields

The Fields group box contains all elements needed to select information to include in the report. The options correspond to certain fields in the Employee window (Employee Info. and Function tabs). Select the appropriate option.

Note:	The Fields group box is available when the Mail Merge option is selected in the List Type group box.

Items

The Items group box contains elements needed to select information to be included in the report. The options mainly correspond to group boxes and tabs of the Employee window.

Note:	The Items group box is available when the Specific option is selected in the List Type group box.

Information: Select this box to include information contained in the Address, Telephone, Internet and SIN fields (Employee Info. tab) as well as the department's name and number, function name, region number and comments.

Personal: Select this box to include information contained in the Personal Information group box (Employee Info. tab) except the social insurance number.

Dates: Select this box to include information contained in the Dates group box (Employee Info. tab).

Definable Fields: Select this box to include information contained in the Definable Fields group box (Definition tab).

Fed./Prov. Income Tax: Select this box to include information contained in the Federal Income Tax and Provincial Income Tax and Additional Contribution group boxes (File tab).

Calculation Method: Select this box to include information contained in the  Calculation Method group box (File tab) and in the Vacation box (Definition tab).

Pay Frequency: Select this box to include pay frequency, the number of pay periods, the pay period beginning and ending dates and the date on which the first paycheck was issued for the department associated with the function (File tab, Department window ).

Support Payments: Select this box to include information contained in the Support Payments group box (File tab).

Number of Hours: Select this box to include information contained in the  Hours column (Earnings tab) for payroll lines 101 to 105.

Tips: Select this box to include information in the Tips box of the Options group box of the function in question and also in the Tips group box (Definition tab).

Direct Deposit: Select this box to include information contained in the  Payment group box (Employee Info. tab) when the Direct Deposit option is activated.

CCQ: Select this box to include information in the CCQ box of the Options group box of the function in question and in the CCQ and  Benefits - Insurance group box (CCQ tab).

Union: Select this box to include information in the Union box of the Options group box of the function in question and in the Union group box (Definition tab).

Earnings: Select this box to include information contained in the Format and Amount columns (Earnings tab).

Detailed Reimb. of Expenses: Select this box to include information contained under the Expenses tab.

Taxable Benefits: Select this box to include information contained under the Benefits tab.

Employer Contrib.: Select this box to include information contained under the Contr. tab.

CCQ Employer Contrib.: Select this box to include information contained under the CCQ Contr. tab.

Employee Ded.: Select this box to include information contained under the Ded. tab.

CCQ Employee Ded.: Select this box to include information contained under the CCQ Ded. tab.

HR Banks: Select this box to include information contained under the HR Banks tab.

All: Select this box to include all the elements in the Items group box.

Selection Criteria

The Selection Criteria group box contains all the elements needed to select employee criteria for inclusion in the report. Only employees that meet the criteria will be included in the report. The options correspond to fields in the Employee window (Definition tab).

Note:	The Selection Criteria group box is displayed when the Specific option is selected in the List Type group box.

Earnings Type: Select the earnings types to be included in the report. Only employees with the selected earnings type will be included in the report.

All: Select this box to include all employees regardless of earnings type.

Region: Select the region of the employees to be included in the report. Only employees whose number entered in the Region box in the Calculation Method group box (Definition tab) corresponding to the one entered in the Region box will be included in the report. Leaving the box empty will include all employees regardless of region.

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box is has been selected.

Note:	The Direct Deposit option corresponds to the selection made in the Mode field of the Payment group box (Employee Info. tab).


Description of List of Employees Reports

[Report menu, Payroll, Payroll Reports] or

This topic describes reports produced when the List of Employees tab is selected. Available in five different types, these reports present information entered in the Employee window.

1) Summary

The Summary-type report produces a concise list of employee information in a table where each line presents the following information: employee number, function name, sorting key, first and last name and telephone number.

Use: With this report you can rapidly look up records by employee or function and get telephone numbers.

Drill-down: This table describes the drill-down functions available with the Summary List of Employees. For more information on the drill-down function, see Drill Down Operations.

Double-clicking	Displays
Dep. column	Corresponding department window
Any other element	Corresponding employee

2) Detailed

The Detailed-type report includes all the elements found in the Summary-type report plus each employee's address.

Use: This report is helpful when checking addresses.

Drill-down: The table describes the drill-down options available for the Detailed List of Employees. For more information on the drill-down function, see Drill Down Operations.

Double-clicking	Displays
the Dep. column	corresponding department window
the E-mail address	E-mail window
all other elements	corresponding employee window

3) Specific

In addition to the elements contained in the Summary-type report, the Specific-type report presents the elements selected in the Items group box.  In addition, the employees included in the report can be limited using selection criteria.

Use: Among other things, this report presents a printed copy of the information entered for each employee so it can be checked and updated if needed.

Drill-down: This table describes the drill-down functions available with the Specific List of Employees. For more information on the drill-down function, see Drill Down Operations.

Double-clicking	Displays
on an item related to the employee	corresponding employee window
on an item related to the department	corresponding department window
4) Labels

With the Label-type report, you can print labels containing the name, number and address of each employee.

Use: Among other things, this report allows you to print labels identified with the names of your employees.

5) Mail Merge

The Mail Merge-type report produces a mail merge file containing information selected in the Fields group box. The file created is compatible with word processors and electronic spreadsheets allowing you to create personalized mailings (letters).

Use: Based on a form letter produced with a word processor, this report lets you personalize letters for each employee.


Filling out the List of Departments Tab of List of Departments

[Report menu,  Payroll, Payroll Reports] or

This topic explains how to fill out the  List of Departments tab. This tab contains all the elements needed to select the content parameters of the List of Departments report.

Sort by

The Sort by group box contains elements needed to select the sorting order of the departments included in the report. Select the appropriate option.

Department: Sorts the departments by number.

Sorting Key: Adds the Sorting Key column and sorts the departments by the assigned sorting keys.

Include

The Include group box contains the elements necessary to select items for inclusion in the report.

Note:	The Include group box is available when the Detailed option is selected in the List Type group box.

Page Break After Each Department: Select this box to insert a page break between each department.

Range

The Range group box contains elements required to define the range of departments to be covered by the report.

From, To: Select this option to enter the first and last departments in the range of departments to be included in the report.

Hint	To include a single department in the report, leave the To  box empty.

All: Select this option to include all departments in the report.

List Type

The List Type group box contains elements for selecting the format of the List of Departments report. Select the appropriate option.

Summary: Produces a report that shows, for each department, the contents of the File tab of the Department window.

Detailed: Produces a report that shows all the information in the summary report plus the contents of the Earnings to Deductions tabs of the Department window.

For more information, see Description of Lists of Departments Reports or Function of the Payroll Report Window.


Description of List of Departments Reports

[Report menu, Payroll, Payroll Reports] or

This topic presents the description of reports produced under the List of Departments tab. Here you find two types of reports for displaying the information entered in the Department window.

1) Summary

For each department, the Summary report shows the contents of the File tab of the Department window: department number and description, minimum wage, pay frequency, number of taxable periods, hour format, number of the account from which paychecks are drawn, name of the union and its local, opening date and the date of the first pay period.

Use: Before running the first payroll, this report can be used to check pay period dates, for example.

Drill-down: This table presents the drill-down options available for the Summary List of Departments. For more information on this function, see Drill Down Operations.

Double-clicking	Displays
Bank column	window of the corresponding account
Any other element	window of the corresponding department

2) Detailed

In addition to the elements contained in the Summary report, the Detailed report shows the contents of the Earnings  to Deductions tabs in the Department window including account numbers and the format assigned to each payroll line.

Use: This report can be used to review accounts used, for example.

Drill-down: This table shows the drill-down options available for the Detailed List of Departments. For more information on the drill-down function, see Drill Down Operations.

Double-clicking	Displays
Bank column	window of the corresponding account
Expenses or Liabilities column	window of the corresponding account
Any other element	window of the corresponding department


Filling Out the List of Timesheets Tab of Timesheet

[Report menu, Payroll, Payroll Reports] or

This topic explains how to fill out the  List of Timesheets tab. This tab contains the elements required to define the parameters of the List of Timesheets report.

Sort by

The Sort by group box contains elements required to select the sorting order for timesheets in the report. Select the appropriate option.

Employee: Sorts timesheets by employee number.

Sorting Key: Sorts timesheets by the sorting key assigned to each employee.

Department: Sorts timesheets by department number.

Range

The Range group box contains elements required to define a range of employees.

Note:	The Range group box is available when the employee or Sorting Key option is selected in the Sort by group box.

From, To: Select this option and enter the numbers of the first and last employee in the range. Only timesheet for employees in this range will be included in the report.

Hint	To include only one employee in the report, leave the To box empty.

All: Select this option to include all employees in the range.

Departments

The Departments group box contains all the elements required to define the range of departments to be included in the report.

From, To: Select this option and enter the number of the first and last department to be included in the report. Only timesheets for employees whose functions fall within this range of departments will be included in the report.

Note:	Only departments compatible with the one selected in the From box or with the one entered in the Compatible with the Department will be included in the report.

Hint	To include a single department in the report, leave the To box empty.

All: Select this option to include all departments in the range. Only timesheets fro employees whose functions fall in the compatible departments within the defined range will be included in the report.

Note:	Only a department compatible with the one with the lowest number or the selected in the Compatible with the Department box will be included in the report.

Compatible with the Department: Select this box and enter the number of the department with which the departments in the range must be compatible in order to be included in the report. This department does not have to be included in the range.

Double-click in this box to display the Select a Department window from which you can select a department from the list. For more information, see Department Creation and Fields Linking to Other Fields.

List Type

The List Type group box contains elements required to select the format for List of Timesheets reports. Select the appropriate option.

Summary: Produces a report that shows the number, sorting key, first and last name and telephone number of each employee as well as the total hours. When the Department option is selected in the the Sorting Key group box, the report presents the number and description of each department as well as total hours.

Detailed: To the the elements in the Summary report, this adds the number and description of each department as well as the name and function.

Complete: To the elements of the Detailed report, this report adds the details of each time line (starting date, starting time, ending date, ending time and duration).

For more information, see Description of Lists of Timesheets Reports or Function of the Payroll Report Window.

Type of Hours

The Type of Hours group box contains elements required to select the type of hours to include in the report. Select the appropriate option.

Hours Paid: Presents payroll lines associated with a pay, thus those for which a paycheck has been entered and added to the Period column, which displays the number of the period to which the payroll line is associated. The Periods group box thus becomes available.

Hours on Hold: Presents payroll lines not associated with a payroll running. These are lines that have not been included in a payroll run. The Date groups box becomes available.

Periods

The Periods group box contains elements required to define a range of periods for inclusion in the report.

Note:	The Periods group box is available when the Hours Paid option is selected in the Type of Hours group box.

From, To: Select this option and enter the start and end periods for the range.

Hint	To include a single period in the report, leave the To box empty.

All: Select this option to include all periods in the range.

Date

The Date group box contains all elements required to define the range of dates to include in the report.

Note:	The Date group box is available when the option Hours on Hold is selected in the Type of Hours group box.

From: Beginning date for the range of dates to be included in the report.

To: The ending date for the range to be included in the report.

Include

The Include group box contains elements required to select elements to be included in the report.

Total Hours: Select this box to add a line showing the total hours.

Employees Without Timesheets: Select this box to include employees having no time lines in the Timesheet window.

Comments: Select this box to add a column showing comments entered for each time line.

Note:	The Comments box is available when the Complete option is selected in the List Type group box.

Format

The Format group box contains elements required to select the hour format to be used in the report.

Format: Options available for defining the hour format to be used in the report. Select the appropriate option.

Exemple:	In the minute format, 12:50 signifies 12 hours and 50 minutes. In the decimal format, 12.5 means 12 hours and 30 minutes.

Filter

The Filter group box contains elements required to select criteria for an employee to be included in the report. Only timesheet for employees meeting the criteria will be included in the report.

Employee Group: Select this option and enter the number of the employee group to be included in the report.

All: Select this option to include all employees.


Description of List of Timesheets Reports
Description of Lists of Timesheets Reports

[Report menu, Payroll, Payroll Reports] or

This topic presents a description of reports available under the List of Timesheets tab. Three types of reports are available for presenting data entered in the Timesheet window.

1) Summary

The Summary report presents a table in which each line shows information on the employee, such as the number,  sorting key, first and last name and telephone number of each employee as well as total hours.

Use: Among other things, this report supports the verification of hours paid or to be paid.

Drill-down: This table describes the drill-down options available for the Summary List of Timesheets. For more information on the drill-down function, see Drill Down Operations.

Double-clicking	Displays
Hours column when it presents hours on hold	the corresponding timesheet window
any other element	the corresponding employee window

2) Detailed

To the summary report, the Detailed report adds the department number and description and the name of each function.

Use: This report supports, among other things, the verification of hours paid or to be paid per function.

Drill-down: This table described the drill-down options available for the Detailed List of Timesheets. For more information on the drill-down function, see Drill Down Operations.

Double-clicking	Displays
an employee line or the Function column	the corresponding employee window
a Description or the Department column	the corresponding department window
the Hours column when it shows hours on hold	the corresponding timesheet window

3)Complete

To the Detailed report, the Complete report adds the details of each line: beginning date and time, the ending date and time and the duration.

Use: When presenting hours on hold, this report supports such things as the verification of time punch card entries. When it presents hours paid, the report shows the user the hours paid per day for a given pay period.

Drill-down: This table describes the drill-down options available for the Complete List of Timesheet. For more information on the drill-down function, see Drill Down Operations

Double-clicking	Displays
an employee line or the Function column	the corresponding employee window
the Department column or Description	the corresponding department window
a time line or a total when the report shows hours on hold	the corresponding timesheet window
a time line when the report shows hours paid	the corresponding pay entry window


Records of Employment

[Report menu, Payroll, Record of Employment] or

According to the Employment Insurance Act, an employer must remit the Record of Employment (RE) (INS-2106) to Human Resources and Social Development Canada (HRSDC) for employees for whom pay has been suspended. The Record of Employment window is used to produce this form via Internet, a procedure more commonly known as ROE Web. To use this option, you can subscribe to this service through the HRSDC.

The Record of Employment is created by first selecting the employee for which the statement is to be produced. Next, all appropriate boxes must be filled in; most boxes are filled in automatically from file and payroll information entered for the employee in question.

Finally, select Web Printing (HRSDC). Thus upon saving a .blk file is created in the company's folder. More than one employment record can be included in the transfer file.

Once all the employment records are entered, the procedure supports the display of the ROE Web.

Tip:	Click Send Record of Employment File [image] to display the ROE Web site when the process is interrupted.

Once the identification process is complete, follow the batch transfer steps. When asked for the name of the file to transfer, position the cursor in the box and press Ctrl+V to enter the name.

Once the HRSDC has performed its validation, a .pdf file for each record of employment in the .blk file is made available on their Web site where they can be printed. A copy must be printed for both the employee and employer. There are no copies to sign and nothing to mail to the HRSDC.


What is a Record of Employment?

[Report menu, Payroll, Record of Employment] or

According to the  Employment Insurance Act, the employer must complete the Record of Employment (ROE) (INS-2106) from Human Resources and Skills Development Canada (HRSD) for an employee whenever there is in interruption of earnings.  The form must be provided to the employee within five days of the earnings interruption even if the employee does not plan to apply for employment insurance or is ineligible for employment insurance payments.

This form must contain the length of employment, the number of insurable hours, the amount of insurable gains as well as the reason for the interruption. This information is used to determine if the employee is eligible for employment insurance payments as well as the rate and duration.

The employer must keep a paper copy of each Record of Employment (ROE) form for at least six years.

Function: The Record of Employment window is used to produce Record of Employment (ROE) forms. The information can be printed directly on the carbon form provided by HRSDC using a dot matrix printer or it can be printed on a blank sheet and the information transferred to the form.

Documentation: Guides are available published by Human Resources and Skills Development Canada (HRSDC) and by Canada Revenue Agency: Here are some examples:

1.	Record of Employment (RE) (INS-2106) – HRSDC

2.	How to Complete the Record of Employment Form (RE) – HRSDC

3.	Employers' Guide - Payroll Deductions and Remittances (T4001) – CRA

4. 	Employers' Guide - Taxable Benefits (T4130) – CRA

5. 	Remittance Form - Statement of Account for Current Source Deductions (PD7A) – CRA


How to Produce a Record of Employment

[Report menu, Payroll, Record of Employment] or

1.	Under the Payroll (Report), click Record of Employment [image].

The Select Employee list window is displayed.

2. 	Select the employee for whom the record is to be produced.

The Record of Employment window is displayed.

3.	Fill out all the appropriate boxes. For the details of each box:

See Filling Out the Record of Employment Header to Filling Out the Boxes 19 to 22 Tab.

OR

Click Contextual Help [image] located in the title bar of the Record of Employment window, then click in the box. A description of the box will be displayed.

Hint:	Make sure that Activate Help Bubbles [image] is activated in the Standard toolbar before using Contextual Help [image] to display help bubbles for the elements indicated by the pointer.

4.	Click Print [image].

Caution:	Pays already included in a printed record of employment cannot be included in a subsequent record.

When printing on a blank sheet of paper, the information required for to fill out the Record of Employment (ROE) is printed, but must be manually transcribed to the carbon form.

When printing on the carbon form, the information required to fill out the Record of Employment (ROE) is printed in the appropriate boxes.

When HRSDC Web Printing is selected, A .BLK file is created in the company folder. Multiple record of employment files can be sent together. Click Website [image] to access the HRSDC site from which you can transfer the file via Internet. Once on the site, when the name of the file to transfer is requested, use the Paste command (available in the contextual menu accessible by clicking the mouse) to enter the name. Once the HRSDC validation is complete, a .PDF file for each record of employment included in the .BLD file is available for printing from the site.

5.	Sign the form. Remit part 1 to the employee and keep part 3 for your files. Mail part 2 to the HRSDC at the address indicated on the form.

When HRSDC Web Printing is selected, a copy must be printed for both the employee and employer. Neither copy must be signed and nor need any copy be mailed to the HRSDC.


Filling Out the Record of Employment Header

[Report menu, Payroll, Record of Employment] or

This topic explains how to fill out the Record of Employment header. The header contains elements required to enter information concerning the production of records of employment.

Employee: Number of the employee whose record of employment information is displayed.

For more information on the Record of Employment window, see What is a Record of Employment, How to Produce a Record of Employment and An Input Window Is....

First and last name of the selected employee [display only].

Unused Periods (previous year): Number of unused periods in the previous year. An unused period corresponds to a pay period for which no pay was issued for any company employee. These periods must be excluded from the record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example:	The last pay for the previous year was brought forward and issued in the first period of the current year. Thus, the last period of the previous year is an unused period.

Note:	This box is displayed when the employee has received a pay during the previous year.

Unused Periods (current year): Number of the unused periods of the current year. An unused period corresponds to a pay period for which no pay has been issued to any company employee. These periods must be excluded from record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example:	The first of the current year was issued in an additional period created in the previous year. Thus the first period of the current year is considered unused.

Laser Printing (HRSD): Select this box when the HRSDC laser printing program is used to print the record of employment. Thus the Folder and Browse buttons are displayed.

For more information, see What is a Record of Employment?.

Folder: This is the folder in which the .ROE file must be saved. Then the Folder box is empty, the file is saved in C:\.

Click Folder to display the Browse for Specific Folder window from which you can select the appropriate folder.

Note:	The Folder box is displayed when Laser Printing (HRSDC) is selected

Browse: Click this button to display the Browse for Specific Folder window to find and select a folder containing the .ROE file to be saved.

Note: 	The Browse button is displayed when Laser Printing (HRSDC) is selected.

HRSD Web Printing: Select this box to use the HRSDC ROE Web production methods. The Website and Default buttons become available.

For more information, see How to Produce a Record of Employment.

Web Site: Address of the HRSDC Web site from which you can transfer to the .BLK file via Internet.

Default: Click this button to display the default address for the HRSDC Web site.

Designated Region – Best 14 Weeks: Select this box when the company produces a record of employment for an employee living in one of the 23 EI regions targeted by the HRSDC's Best 14 Weeks pilot project. For ROEWeb, the number of period sent corresponds to project standards and for the record of employment, a button has been added under the Box 15C tab providing for the printing of the additional periods to be transmitted.


Filling Out the Boxes 2 to 8 Tab of Record of Employment

[Report menu, Payroll, Record of Employment] or

This topic explains how to fill out the Boxes 2 to 8 tab. This tab contains elements required to enter information concerning boxes 2 to 8 of the record of employment.

INS-2106 – Versions of ROE Supported

Versions of the Record of Employment (ROE) (INS-2106) on which you can print directly using a dot matrix printer.

Box 2 – Serial Number of ROE Amended or Replaced

When the record of employment is produced to modify or replace information provided on a previously filed Record of Employment (ROE), enter the serial number found on the filed Record of Employment (ROE) form.

Note:	All the boxes of the new record of employment must be filled in, even those not targeted by modifications.

Box 3 – Employer's Payroll Reference Number

Reference number identifying the employee in the company. This reference number can have a maximum of 15 characters. The information displayed in the Number box of the Employee window is displayed by default.

Box 4 – Employer's Name and Address

Box 4 contains the elements required to enter the employer's coordinates. The information entered under the Company tab of the Company Information window is displayed by default.

Caution:	The employer's name and address must be as they appear on the Remittance Form - Statement of Account for Current Source Deductions (PD7A) from the CRA.

Name: Name of the company. The company's name can have up to 40 characters. The information entered in the Name box (Company tab, Company Information window) is displayed by default.

Address: Street name and number where the head office or branch is located. The address can have up to 30 characters. The information from the Address box (Company tab, Company Information window) is displayed by default.

City: Name of the city and province in which the head office or branch is located. The name can have up to 30 characters. The information entered in the City box (Company tab, Company Information window) is displayed by default.

Country: Code for the country in which the head office or branch is located. The code can have up to 2 characters. The information entered in the Country box (Company tab, Company Information window) is entered by default.

Click Country to display the Select Country list window from which you can select a country from those created. For more information, see Fields Linking to Other Fields.

Description associated with the selected country code [affichage seulement].

Box 5 – CRA Payroll Account Number (BN)

Business number (BN) used when remitting employee employment insurance contributions to the CRA. The business number has 15 characters. The business number selected in the Source Deduction Account (File tab, Employee window) used for the employee when running the last payroll is displayed by default.

Note: 	When the employee has changed deduction accounts during the past year, the rate most recently used is displayed. The former rate must be entered in box 18 – Comment.

Box 6 – Pay Period Type

Box 6 groups together all elements needed to select the pay frequency for the employee.

Period: Options available to specify the pay frequency for the employee. The pay frequency assigned to the departments in which the employee occupied a function is displayed by default.

Note:	When the 10 periods, 22 periods or Annually correspond to the pay frequency for the employee. A frequency other that those found in the HRSDC documentation can be entered.

Box 7 – ZIP/Postal Code

The company's postal code. The information entered  in the Company tab of the Company Information window is displayed by default.

Do not enter spaces or upper case letters. The postal code is formatted according to the mask defined for the country selected.

Note:	In the case of a U.S. ZIP Code, enter the state abbreviation followed by the ZIP Code in question.

Box 8 – Social Insurance Number

The employee's social insurance number. This number has 9 digits. The information entered in the SIN box (Employee Info. tab, Employee window) is displayed by default.

Do not enter dashes or spaces between the numbers.

Caution:	A valid social insurance number is required for producing a record of employment. If the SIN is unavailable, enter 000 000 000.


Filling Out the Boxes 9 to 12 Tab of Record of Employment
Filling Out Boxs 9 to 12 Tab of Record of Employment

[Report menu, Payroll, Record of Employment] or

This topic explains how to fill out the Boxes 9 to 12 tab. This tab contains the elements required to enter information in the boxes 9 to 12 of the record of employment.

Box 9 – Employee's Name and Address

Box 9 contains the elements required to enter the employee's coordinates. The information entered under the Employee Info. tab of the Employee window is displayed by default.

Name: Employee's first and last name. The employee's name can have up to 30 characters. The information entered in the Name and Surname boxes of the Employee window is displayed by default.

Address: Street name and number of the employee's address. The address can have up to 30 characters. The information entered in the Address box (Employee Info. tab, Employee window) is entered by default.

City: Name of the city and province in which the employee lives. The name can have up to 30 characters. The information in the City box (Employee Info. tab, Employee window) is displayed by default.

Country: Code for the country in which the employee lives. The code can have up to 2 characters. The information entered in the Country box  (Employee Info. tab, Employee window).

Description associated with the selected country code [affichage seulement].

ZIP/Postal Code: Employee's postal code. The postal code entered in the Employee Info. tab of the Employee window is entered by default.

Do not enter spaces or upper case letters. The postal code is formatted according to the mask defined for the country selected.

Note:	In the case of a U.S. ZIP Code, enter the state abbreviation followed by the ZIP Code in question.

Box 10 – First Day Worked

Box 10 contains the elements required to enter the first day of work for which the employee received compensation.

Date:	Date of the first day for which the employee received compensation.

The date entered in the Start box (Employee Info. tab, Employee window) is displayed by default. When a record of employment has already been printed for the employee, the starting date for the first period entered upon the employee's return to work is displayed by default.

Note:	You must enter a date to produce a record of employment.

Box 11 – Last Day for Which Paid

Box 11 contains the elements required to enter the last day for which the employee received compensation.

Date:	Date of the last date for which the employee received compensation.

Example: 	An employee terminates employment on Wednesday and the employer grants her two days of paid leave (Thursday and Friday). Therefore the date to enter would be Friday's date.

The date entered in the Start box (Employee Info. tab, Employee window) is displayed by default.

Note:	When unpaid compensation is due the employee, enter the last day for which this compensation is due.

Note:	You must enter a date in order to produce a record of employment.

Box 12 – Final Pay Period Ending Date

Box 12 contains elements required to enter the final pay period ending date.

Date:	Final pay period ending date including the day paid as entered in box 11.

The date of the final pay period for which the employee was paid is entered by default.

Note:	You must enter a date in order to produce a record of employment.


Filling Out the Boxes 13 to 16 Tab of Record of Employment

[Report menu, Payroll, Record of Employment] or

This topic explains how to fill out the  Boxes 13 to 16 tab. This tab contains the elements required to enter information in boxes 13 to 16 of the record of employment, with the exception of box 15C, which is found under the Box 15C tab.

Box 13 – Occupation

Name of the occupation the employee occupies in the company. The name of the employee's occupation appearing on the first line or the Active Functions table (Function tab, Employee window) is displayed by default.

Box 14 – Expected Date of Recall

Box 14 contains the elements required to enter the employee's expected date of recall.

Recall: Options available to specify the recall date for the employee. Select the appropriate option.

Note: 	When the Return Date option is selected, the Date box is displayed.

Date: Expected date on which the employee will be recalled to work at the company.

Note:	When the Return Date option is selected, you must enter a date in order to produce a record of employment.

Box 15A – Total Insurable Hours

Box 15A contains the elements required to enter the total number of insurable hours worked by the employee or remunerated over the pay  periods to be included in the record of employment.

The number of hours displayed on line Insurable Earnings - EI line (Source Ded. tab, Employee Consultation window) for the cumulative amount of the employee's functions taking into account the number of pay periods to be included and to which any hours from the previous year are added is displayed by default. The number of hours is expressed in decimal format.

To determine the number of pay period to include in the calculation, consult the Insurable Hours section of the How to Complete the Record of Employment (ROE) Form from the HRSDC.

Note:	Add up the total insurable hours starting with the most recent pay period (the one including the date entered in box 11). Enter fractions of hours. Do not round amounts.

Box 15B – Total Insurable Earnings

Box 15B contains the elements required to enter total insurable earnings paid to the employee over the pay period to be included in the record of employment.

The amount displayed on the Insurable Earnings - EI line (Source Ded. tab, Employee Consultation window) for the cumulative amount of the employee's functions for the number of pay periods to be included and to which any amounts from the previous year are added is displayed by default.

Subsequently when amounts are entered in box 17, they are added to the amount in box 15B.

To determine the number of pay periods to include in the calculation, see Special Situations for Blocks 15B and 15C in the How to Complete the Record of Employment (ROE) Form from the HRSDC.

Note:	Add up the total insurable earnings starting with the most recent pay period (the one including the date entered in box 11). Enter the value in dollars and cents. Do not round the amount.

Note:	When the pay period included in the record of employment has no insurable earnings for the employee in question, the table in box 15C, under the Box 15C tab, must be used and the amount in box 15B is adjusted according to the changes made in the table of box 15C.

Box 16 – Reason for Issuing This Record

Box 16 contains the elements required to enter information on the reason for employment termination.

Reason: Options available to specify the reason for issuing the Record of Employment (ROE). Select the appropriate option.

Note: 	When the option selected is K - Other, the reason must be entered in box 18 - Comment under the Boxes 17 and 18 tab.

For Further Information Contact: First and last name of the person with whom the HRSDC can communicate about the Record of Employment (ROE) issued. This box can contain up to 30 characters.

Telephone: Telephone number of the person with whom the HRSDC can communicate concerning the Record of Employment (ROE) issued. Do not enter parentheses, dashes or spaces. The number will be formatted according to the mask defined for the country in which the company is located.

Ext.: Telephone extension of the person with whom the HRSDC can communicate concerning the Record of Employment (ROE) issued. This number can contain up to 4 digits.


Filling Out the Box 15C Tab of Record of Employment

[Report menu, Payroll, Record of Employment] or

This topic explains how to fill out the Box 15C tab. This tab contains the elements required to enter information related to box 15C of the record of employment.

Box 15C – Only complete if there has been a pay period with no insurable earnings.

Box 15C contains the elements required to enter, by pay period, the employee's insurable earnings when a pay period included in the calculation of the record of employment has no insurable earnings.

There is a pay period without earnings: This box is selected by default  when a pay period included in the calculation of the record of employment has no insurable earnings for the employee in question.  The table for box 15C is available for consultation and modification of the default amounts for each pay period.

Caution:	Box 15C must only be selected when a pay period has no insurable earnings.

Print Designated Region (Best 14 Weeks): Click this button to print a report including the additional periods to be submitted to HRSDC for employees living in of the 23 EI regions targeted by the HRSDC's Best 14 Weeks pilot project.

Note: 	This button is displayed when the Designated Region (Best 14 Weeks) option is selected and Web Printing HRSDC is not.

Box 15C contains a table in which you can enter, per pay period, the insurable earnings for an employee when one of the periods included in the calculation of the record of employment has no insurable earnings. You can enter an amount for up to 53 periods. The table has two types of columns.

P.P.: Sequential number assigned to the pay periods beginning with the most recent. [affichage seulement].

Caution:	The numbers in the P.P. column do not correspond to the pay period numbers in the the Payroll application.

To determine the number of pay periods to include in the calculation, see the table entitled Insurable Earnings of the How to Complete the Record of Employment (ROE) Form from the HRSDC.

Insurable Earnings: Insurable earnings amount paid to the employee for the pay period corresponding to the number in the P.P. column.

By default, the amount displayed on the EI - Insurable Earnings line (Source Ded. tab, Employee Consultation window) as the cumulative amount of the employee's functions accounting for the number of pay periods to be included for each appropriate period including any necessary ones from the previous year.

The sum of all the amounts entered in this column is posted to box 15B. When no earnings have been paid to the employee for the pay period, enter 0 (zero). Nil will be printed on the report.

Caution:	The insurable earnings on line P.P.1 must include all insurable earnings paid or payable upon employment termination (vacation pay, notice pay, etc.) entered in box 17. By default, the amount on line P.P.1 included the amount in box 17.

Note:	Enter amounts in dollars and cents. Do not round.


Filling Out the Boxes 17 and 18 Tab of Record of Employment

[Report menu, Payroll, Record of Employment] or

This topic explains how to fill in the boxes of the Boxes 17 and 18 tab. This tab contains the elements requierd to enter the information related to boxes 17 and 18 of the record of employment.

Box 17 – Only complete if Payments or Benefits (Other than Regular Pay) Paid In or In Anticipation of the Final Pay Period or Payable at a Later Date.

Box 17 contains the elements required to enter amounts paid (other than regular pay) during the last pay period, as a provision or after the fact.

A – Vacation Pay: Amount corresponding to vacation and paid to the employee at the last period or that which is due the employee upon termination of employment. The amount entered on line 107-Vacation of the last pay issued to the employee is displayed by default.

B – Statutory Holiday Pay for: Box 17B presents a table used to enter the dates of paid holidays falling after the last day paid to the employee and the amounts paid or due to the employee for these holidays (insurable or not). Each line represents a paid holiday. The table is composed of three lines and each line is divided into three columns.

Date: Date of the holiday paid after the last day paid entered in box 11.

Amount: Amount paid or due to the employee for the holiday corresponding to the date entered.

Insurable: Select this box when an EI contribution is deducted from the amount paid for the holiday. When this box is selected, the amount is added to those of box 15B and of 15C P.P.1 if needed.  For more information, refer to the Summary chart of insurable earnings and hours of HRSDC's How to Complete the Record of Employment (ROE) guide.

C – Other Monies (Specify): Box 17C presents a table used to enter all the amounts, insurable or not, other than those entered in boxes 17A and 17B, and paid or due to the employee after employment termination. Each line represents an amount. The table contains three lines and each line is divided into three columns.

Description: Options available to specify the nature of the amount paid or due to the employee. Select the appropriate option.

Amount: Amount paid or due to the employee and corresponding to the selected description.

Assurable: Select this box when an EI contribution is deducted from the amount. When this box is selected, the amount is added to that of box 15B and of box 15C P.P.1 if needed. For more information, refer to the Summary chart of insurable earnings and hours of HRSDC's How to Complete the Record of Employment (ROE) guide.

18 – Comment

Box 18 contains the elements required to enter any information likely to lend more precision to the record of employment to prevent the HRSDC from having to communicate with the employer. The box can have up to 255 characters.


Filling Out the Boxes 19 to 22 Tab of Record of Employment

[Report menu, Payroll, Record of Employment] or

This topic explains how to fill out the boxes of the Boxes 19 to 22 tab. This tab contains the elements required to enter the information related to boxes 19 to 22 of the record of employment.

Box 19 – Only complete if Sick/Maternity/Paternal Leave or Group Wage-Loss Indemnity Payment (After the Last Day Worked)).

Box 19 contains the elements required to enter the information related to indemnity paid to the employee after the last day worked.

Payment Start Date: Date of the first indemnity payment made to the employee by the employer or a third party for sick leave, maternity or parental leave or as an insured earnings payment. Entering a date makes available the boxes required to define the indemnity.

Amount: Indemnity amount paid to the employee according to the frequency (per day or per week) selected in the next box.

Note:	Any additional information must be entered in box 18 – Comment.

Note:	The Amount box is available when a date is entered in the Payment Start Date box.

Per Day: Select this option when the indemnity amount entered in the Amount box is paid daily to the employee.

Note: 	The Per Day box is available when a date is entered in the Payment Start Date box.

Par Week: Select this option when the indemnity amount entered in the Amount box is paid to the employee once a week.

Note:	The Per Week box is available when a date is entered in the Payment Start Date box.

Box 20 – Communication Preferred In

Box 20 groups together all elements needed to select the HRSDC communications language.

Language: Options available to select the HRSDC communications language. Select appropriate option.

Box 21 – Telephone Number

Box 21 contains the elements required to enter the employer's phone number.

Telephone: Employer's telephone number. The telephone number entered in the Telephone field of box 16 is displayed by default. Do not enter parentheses, hyphens or spaces.

Ext.: Employer's telephone extension. This number is composed of a maximum of 4 digits. The extension number entered in the Ext. field of box 16 is displayed by default.

Box 22 – Declaration

Box 22 contains the elements required to enter the information related to the signing of the Record of Employment (ROE) form.

Name of the Signer: First and last name of the person who signs the Record of Employment (ROE) form. The name entered in the For Further Information, Contact field of box 16 is displayed by default.

Note:	The Record of Employment (ROE) form must be signed on line Name of the Signer (signature).

Date: Date at which the Record of Employment (ROE) Form is signed. The date of the day is displayed by default.

Click Date to display the Calendar window used to select a date. For more information, refer to  Using the Calendarand Defining the Date Format.


More about the Record of Employment

[Report menu, Payroll, Record of Employment] or

Modification: The record of employment can be reproduced as long as a pay has not been entered for the employee. However, modifications to default values are not saved.

Incidence: Pay periods included a printed record of employment cannot be included in a subsequent one.

Specific Commands: This table describes the commands of the Operation menu and of the Record of Employment's toolbar buttons that differ from those of a standard input window.

Command	Key	Button	Function
Print Setup			Displays the Default Print Settings window used to select the record of employment's print parameters.
Print	Ctrl+I		Prints the information required to fill out the Record of Employment (ROE) form.   When the Laser Printing HRSDC box is selected, this command creates a .ROE file readable by the HRSDC software.
Send the record of employment file			Displays the HRSDC's Web site from which it is possible to transfer the file via Internet. For more information, see How to Produce a Record of Employment. Note: This icon is available when a ROEWeb file is created.


Inactive Employees

[Input menu, Payroll, Inactive Employees] or

In the Inactive Employees window, you can deactivate functions and employees.

Under the tab corresponding to the desired sort, simply select the functions or employees to deactivate.

When an employee has multiple functions, all the functions must be deactivated before you can deactivate the employee.

Tip: 	The Position tab of the Employee window presents two tables showing active and inactive functions for the employee selected.

Note:	A function or employee can be deactivated when all checks or direct deposits for this function or employee in question have been printed. In addition, payroll journals and remittances must have been produced and all vacation, paid.


Function of the Inactive Employee Option

[Input menu, Payroll, Inactive Employees] or

When an employee changes jobs within the same company, the information on his or her former position is put aside in order to streamline the file. When the employee no longer works for the company and there are no plans for rehire, the file is archived.

Function: The Inactive Employee window presents a table in which you can activate or deactivate all the functions created in the company for each employee.

When an employee no longer occupies a given position, this function can be deactivated. It will, therefore, no longer appear upon Payroll entry. An inactive function can be activated at any time. A function can also be activated or deactivated from the Employee input window. For more information, see Function Tab.

When an employee no longer works for a company and there are no plans for rehire, the employee can be deactivated. An employee is deemed inactive when all his or her functions have been deactivated. Inactive employees do not appear in the Employees list nor upon running the payroll. However, you can include inactive employees in reports. They do appear when producing T4 and RL-1s.

Note:	An employee on a leave of absence of a fixed duration is categorized as Temporarily Absent (Employee window, Employee Info. tab). This indicates that the employee is not included in payroll runs but will not be deleted as part of the year-end procedure.

Prerequisites: To deactivate an active function, the total amount of accumulated vacation for the function must have been issued and all pays including this function must have been included in a payroll and remittance journal (federal, provincial and CCQ).


Deactivating an Employee

[Input menu, Payroll, Inactive Employees] or

Note:	Before starting this procedure, make sure that the following prerequisites have been met for each function:

a)	accumulated vacation has been paid

b)	all payments have been printed

c)	employment statement has been printed and

d)	all pays issued have been included in a payroll and remittance journal

1.	Under the Payroll (Input) tab, click Inactive Employees [image].

The Inactive Employees window is displayed.

2.	Select the box of the function to deactivate.

Note:	When a prerequisite has not been met, a message is displayed. Clicking Details displays a report indicating the missing prerequisite step.

The function is inactive. When all of an employee's functions are inactive, the employee becomes inactive.


Using the Inactive Employees Window

[Input menu, Payroll, Inactive Employees] or

This topic explains how to use the Inactive Employees window. This window contains all the elements required to activate and deactivate all functions created in the company.

Each tab presents a table sorted in a different manner allowing you to activate or deactivate an employee function. Each line corresponds to an employee function. The table shows a line for each employee function defined in the company. The table can have a maximum of 9 columns.

• : Select this box to deactivate the function. Clear the box to reactivate the function in question.

Employee Tab

The functions are initially sorted by employee number, then by department number; When the same department is assigned to multiple functions, they are sorted according to the order assigned to the function in the Employee input window.

To locate an employee function quickly, type the first characters of the number of the employee in question. and the selection will move to the first employee whose number begins with those characters.

Sorting Key Tab

Employee functions are first sorted by the assigned sorting key, then  by employee number and department number. When the same department is assigned to multiple functions, they are sorted in the order assigned to the function in the Employee input window.

To locate an employee function quickly, type the first characters of the number of the employee in question. The selection will move to the first employee whose number begins with those characters.

Department Tab

The employee functions are first sorted by department number, then by employee number. When the same department number is assigned to multiple functions, they are sorted in the order assigned to the function in the Employee input window.

To locate an employee function quickly, type the first characters of the department number of the employee in question. The selection will move to the first employee whose department number begins with those characters.

Regardless of the tab opened, pressing the Backspace erases the characters in the search box allowing you to define a new search. For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


More about Inactive Employees

[Input menu, Payroll, Inactive Employees] or

Destruction: As a part of the year-end procedure in the Payroll application, you can delete inactive functions as well as employees who have no active functions.

Specific Commands: This table describes the commands in the Operation menu and the buttons in the toolbar of the Inactive Employees window that differ from those in the input window.

Command	Button	Function
Options		Displays the Options dialog box allowing you to add or delete columns under each of the tabs of the Inactive Employees window.


Year-End

[Input menu, Payroll, Year-End] or

In order to proceed to the next year, the year-end procedure must be performed.

The first step, called Prior to the Year-End, consists of making sure all operations for the year are complete as once the procedure has been performed the data will no longer be easily accessible. It is thus important to keep printed records.

This step can be performed by running an update procedure to get the latest improvements and tax information.

The second step consists of running the year-end procedure. This procedure creates a backup copy of your payroll, opens the first period of the new year and resets payroll line balances to zero. In addition, any vacation balances are transferred into the opening balances for the new year.

The third step, the prerequisites to running the first payroll of the new year, consists of making certain corrections to payroll settings before the first payroll entry of the new year. In addition, certain amount cannot be adjusted once the payroll has been run.

Finally, before entering the first payroll of the new year, new tax regulations must be implemented in the software.

For more information, see Year-End and New Features - Payroll.


Performing the Payroll Year-end Procedure

The Year-end and New Features Guide contains both information required to run the Payroll year-end procedure as well as details of new tax regulations and improvements made to the Payroll application. For more about the new features, see What's New for 2014.

Notice: 	When you have a service plan, software updates are regularly available on the Internet in order to keep your application current with the latest tax regulations. This guide references certain changes to the law. However, the various guides provided by government agencies such as Human Resources and Skills Development Canada (HRSDC), the Canada Revenue Agency (CRA) and Revenu Québec remain the main reference documents.


Summary of Payroll Year-end Steps

[Input menu, Payroll, Year-End] or

This table presents a summary of the steps to perform in the Payroll year-end procedure.

	Step	Objective	Procedure
1	Prior to the Year-End	• Transfer amounts to the General Ledger • Print audit trail for closing year • Ready the system for the year-end procedure	1. Produce a payroll journal. 2. Produce all remittance journals. 3. Print a provisions statement for the CSST (WCB). 4. Print a Condensed Statement of Earnings.  5. Print a statement of support payments. 6. Deactivate functions for employees to be deleted from the system. 7. Produce a projection report for expired HR banks as well as an HR bank statement.
2	Backup Copy	• Archive all company data	For more information, see Making a Backup Copy.
3	Year-End Procedure	• Backup payroll data for the current year.   • Make available next year's periods. • Ready the system for the creation of government returns for the year being closed.	1. Accept the creation of the Payroll data backup.   2. Accept or refuse the deletion of inactive positions.   3. Launch the year-end procedure.
4	Payroll Update	• Run the payroll according to the regulations in effect for the new year	For more information, see Update via Internet under the Occasional Tasks section of the System Manager application.
5	Before Running the First Payroll	• Make changes to the Payroll application that cannot be made in the course of the year.    • Ensure that amounts that vary from year to year are correct.	1. Adjust Payroll configuration and validate the type of earnings associated with each salary line. 2. Adjust departments. 3. Delete inactive employees. 4. Adjust employees (personal exemption amounts, indexation of support payments). 5. Adjust the HSF rate in the table. 6. Adjust HR banks.
6	First Payroll Entry	• Learn about the new tax regulations • Take necessary actions to implement the new regulations	1. The following taxable benefits were adjusted. • Tuition fees and scholarships • Stock options


Payroll Year-end Prerequisites

[Input menu, Payroll, Year-End] or

The Payroll year-end procedure consists of archiving all the employee payroll data in order to begin a new year.

The prerequisite steps prepare Payroll data for the year-end procedure. They ensure that all the entries are transferred to the General Ledger, because once the year-end procedure has been run, data from the preceding year will no longer be easily accessible. It is , therefore, important to keep printed copies.


Prior to the Year-End

[Input menu, Payroll, Year-End] or

1.	All pays issued in the current year must be printed.

2.	Print a summary or detailed Payroll Journal including the last pay period (additional pay period) (Report menu, Payroll, Payroll Journal).

3.	Print a federal, provincial or combined Remittance Journal dated December 31st (Report menu, Payroll, Remittance Journal, Government tab).

4.	SP: When the Support Payments option is activated, a Remittance Journal for the support payments dated December 31st must be printed (Report menu, Payroll, Remittance Journal, Support Payments tab).

5.	CCQ: Employers subject to the Commission de la construction du Québec must print a CCQ Remittance Journal dated the last Saturday of December for the closing year (Report menu, Payroll, Remittance Journal, CCQ tab). There are two possible situations:

A)	The first situation occurs when days worked in January are paid in December. These amounts will not appear in January's report. This is why after producing the report dated the last Saturday in December, a second one containing the last days of the year must be produced and dated December 31st . It is then annexed to January's report.

B)	The second situation occurs when days worked before the December's journal remittance date are paid in January. Therefore, at the beginning of the following year a second CCQ report must be produced for those days worked in December and it must be annexed to the report produced before the end of the year.

6.	CSST: When CSST (WCB) provisions are used, a provisions statement must be printed (Report menu, Payroll, Payroll Reports, Payroll Statement tab). In the Type of Statement box, select CSST (WCB). CSST provisions were paid according to the estimated wage bill at the beginning of the year. This statement indicates whether or not the company must pay an additional amount to avoid any penalties.

7.	A Condensed-type Statement of Earnings must be printed for the last period including the periods without earnings for all active and inactive employees in each department. This Statement of Earnings is used to check amounts when producing RL-1s and T4s after the year-end (Report menu, Payroll, Payroll Reports, Payroll Statement tab, Statement Type group box: select Earnings, Earnings Statement group box: select Condensed).

8.	SP: When the Support Payments option is activated, a Statement of Support Payments including all periods, for all active and inactive employees in each department must be printed (Report menu, Payroll Reports, Payroll Statement tab, Statement Type group box: select Support Payments).

9.	Deactivate employee functions that can be automatically deleted during the year-end procedure. (Input menu, Payroll, Inactive Employees).

10.	When Human Resources is active.

HR: Produce a Projection-type report for HR banks whose expiration dates have been reached (Report menu, Payroll, Payroll Reports, HR Bank Reports tab, in the Projection Type group box select Expiration): select Projection, Projection Type group box: select Expiration).

In addition, an HR Bank statement must be produced (Report menu, Payroll, Payroll Reports, HR Bank Reports tab, Report Type group box: select Statement in the List Type group box: select Detailed).

11.	Ensure that the dates in the unused departments fall within the year being closed.

12.	Payroll Service or MyPaycheque.net: When these applications are active, publish data on the Web Portal.


Year-End Procedure

[Input menu, Payroll, Year-End] or

The year-end procedure creates a payroll backup copy and clears the periods readying them for the next year. This procedure must be run at the end of each calendar year. However, it is wise to make a complete backup copy of your data before proceeding.

Caution:	Once complete the procedure cannot be cancelled.

Note:	Click No or Cancel before the end of paragraph 8 of the procedure to stop the entire process.

Note:	The user running the procedure must be the only user in the system.

1.	Under the Payroll (Input) tab, click Year-End [image].

A message appears with a description of the Year-End procedure and a list of preliminary steps to complete prior to running the procedure.

Caution:	When no pay has been entered for the current year, the following message is displayed: Do you really want to proceed to year X? Should you happen to close the same year twice, click Yes.

2.	Click Yes.

A message is displayed showing the list of reports you should produce for your records before running the Year-End procedure.

Note:	To produce a statement, click No to interrupt the procedure.

Note: 	When a prerequisite step has not been completed, a report is displayed showing all the steps leading to running the Year-End procedure. Click Print Report [image] for a hard copy.  For more details on the preliminary steps, see Prior to the Year-End.

3.	Click Yes.

A message is displayed suggesting that you make a copy of your payroll data.

4.	Click Yes.

A message is displayed informing you that the copy has been made. Data from the Payroll, System Manager and General Ledger applications are stored in the company's folder (F1000.dta) in a folder named ZPAXX_ Name of Company where XX represents the year.

5.	Click OK.

When certain employees have inactive functions, a message is displayed informing you these functions can be deleted.

6.	To retain the inactive functions and the inactive employees, click No.

OR

To delete the inactive functions, click Yes. In the window displayed, select the inactive functions to delete and, if necessary, specify the function in which to transfer the vacation and HR bank balances, then click OK.

When all the functions of an employee have been deleted, the information entered under the Employee Information and File tabs of the Employee window is archived for a period of two years; after which, the employee is automatically deleted. To consult this information, enter the number of the archived employee in the Number box of the Employee window. However, this employee is still active.

Note: 	It is also possible to delete inactive functions individually. For more information, see Before Running the First Payroll.

The Payroll Configuration window is displayed.

7.	If necessary, modify the payroll lines for the next year then click Save.

Note: 	This step can be performed later. For more information, see Before Running the First Payroll.

A message is displayed stating that the Year-End procedure can be run and that you will not be able to cancel it.

8.	To run the Year-End procedure, click Yes.

Employee Advances: When this complement is active, a message is displayed notifying you that the year-end procedure must be performed in this element. Then the Advance Log report can be printed to archive the year’s data prior to its deletion. Click Yes.

A status bar shows the progress of the Year-End procedure. A message is displayed once the procedure is complete.

9.	In the Department window, ensure that the dates entered in the Range group box in each department correspond to those of the new year.

The Year-End procedure was successfully completed.


More on the Year-End Procedure

[Input menu, Payroll, Year-End] or

Negative Cumulative Payroll Line

When the cumulative amount of a payroll line is negative, an error report is generated upon running the Year-End procedure. An adjustment must be made in the opening balances for the concerned employees. The opening balances can be corrected in the Employee Consultation window by selecting period 0 in the Period box and by making necessary corrections to the appropriate lines.

Accumulated Vacation Amounts

When running the year-end procedure, the amount for vacation paid is subtracted from the amount of vacation accrued for the employee. The amount comes from the following lines: 404-Vacation on Salary Due, 405-Vacation on Commission Due and 406-Vacation on Tips Due. Then, the balance of vacation is transferred to the opening balance on line 404-Vacation on Salary Due.


Procedures Prior to Running the First Payroll

[Input menu, Payroll, Year-End] or

Certain corrections must be made to the Payroll parameters before running the first payroll of the year. Certain amounts are not adjusted by the update process and, therefore, have to be corrected at this point. In addition, the impact of new tax regulations should be well understood before running the first payroll of the year.

Once pays have been entered in the new year, you can no longer make certain changes to the Payroll configuration or departments or delete employees. In addition, certain amounts that vary from one year to the next and are specific to the company must be adjusted before running the first payroll.


Before Running the First Payroll

[Input menu, Payroll, Year-End] or

1.	In the Payroll Configuration window, if necessary, select or clear the appropriate boxes.

2.	In the Department window, delete any necessary departments or change their basic parameters (pay frequency, starting and ending dates for the periods, time format).

Note:	The rules concerning department compatibility must be respected. For more information, see Departments.

In addition, the first pay of the new year may be advanced and issued in the previous year using the additional period. To do so, for each department, enter 2 in the Next Period box and make sure the Taxable Period box indicates the number of periods to use in the next year.

3.	If necessary, in the Employee window, delete the employee.

Note:	To delete an inactive employee, in the Employee window, click Number; the list window showing all employees will display.

Under the File tab, enter the amounts for the employees that have to fill out the forms.

A)	At the federal level, use the TD1- Personal Tax Credits Return. The amount in the Personal Exemption box was indexed. However, when the amount is not the basic exemption or Table, the form must be filled out by the employee and a new amount entered.

B)	For provinces except Québec, use the TD1XX - Personal Tax Credit Returns for your province or territory form. The amount in the Personal Exemption box was indexed. However, when the amount is not the basic exemption or Table, the form must be filled out by the employee and a new amount entered. However, for Alberta and Ontario, the personal exemption is indexed regardless of the amount because all the credits are subject to indexation.

C)	For Québec, use the TP1015.3-V – Source Deductions Return form. Every amount in this form is to be annually indexed. The amount in the Basic Amount box has been indexed. Therefore, employees are not required to fill out the TP-1015.3 form again.

4.	In the Government Tables window, the rates and values were adjusted by the update according to the new exemptions and tax rates. For more information, see the appendix.

In addition, under the Québec tab, adjust the HSF rates according to the company's new total payroll amount, if necessary.

5.	In the HR Bank window, adjust the values and create any new HR banks.

In the Payroll Reports window under the HR Bank Reports tab, produce a projection-type report for the batch entry, then according to the expiration.

In the Employee window under the HR Banks tab, adjust the values.


What's New for 2014 in Payroll

[Input menu, Payroll, Year-End] or

FOR QUÉBEC

CSST

The Classification decision specifying your periodic payment rate for 2014 has been sent to you by the CSST. Make sure that the rate entered in the Payroll Configuration window, under the CSST tab, corresponds to the correct periodic payment rate.

RL-1 Summary

Amounts paid in 2013 to Revenu Québec for the CSST do not appear in part 1 of the Summary of Source Deductions and Employer Contributions (RLZ-1.S) form. Please note that no information concerning the amounts paid for the CSST shall ever be added on the payment slip of the RLZ-1-s form. Therefore, no amount to the CSST must be made with this slip. In addition, the notice of assessment that you will be receiving from the CSST in 2014 will include a new section, Appendix - Periodic Payments, that will indicate the periodic payments declared in 2013.

Tips

The TP-1029.8.33.13 and CO-1029.8.33.13 forms have been modified. However, the procedure to produce them remains the same as last year.

CCQ

New rates: Some union dues rates as well as some taxable benefits rates must be modified on January 1st, 2014. If you are using the CCQ Rates Management, please validate the CCQ rates as soon as January 1st, 2014 in order to automatically obtain the new effective rates. If you do not use this service, refer to the Bâtir, edition of December 2013 and January 2014 that the Commission de la construction du Québec (CCQ) sent to you in order to know the new rates.

VRSP (Voluntary Retirement Savings Plan)

The regulations related to the Voluntary Retirement Savings Plan will be effective as of July 1, 2014. In the coming months, we will carefully analyze this new employer requirement. Please refer to the SMB Portal for more information.

FOR CANADA

Many federal documents were not available at the time of publication. Please refer to the SMB Portal for more information.


First Payroll Entry

[Input menu, Payroll, Year-End] or

The first payroll of the year can be run after the update and year-end procedures have been completed and the steps prior to the first payroll have been completed.

Additional Period: When the additional period of the preceding year has been used, make sure to enter the first pay in the correct period. In this case, the beginning and end of period dates for the additional period of the preceding year are the same as those of the first period of the new year. Thus, the first period of the new year, while available, must not be used. The new year will start with period 2.

Note:	If the additional period of the preceding year was not used, payroll entries for the current year will begin with Period 1.

Note:	When producing the first record of employment for the new year, 1 must be entered in the Unused Periods box for the appropriate year.

CCQ (Commission de la construction du Québec): For subject employers, as explained in the Prior to the Year-End procedure (step 5, situation B), once the first payroll has been run, a CCQ Remittance Journal must be produced for the days worked in December and attached to the December report produced prior to the end of year.


More on Running the First Payroll

[Input menu, Payroll, Year-End] or

Prerequisites not Performed

Should a pay be entered for the new year without having first performed the prerequisite steps, it is possible to delete the pay. Afterward, select Checking Idle Files in the Input menu, under Utilities. It is then be possible to proceed with the preliminary steps.

Pays Entered in the First Period

If a pay has been entered in the first period, but it had already been issued in the previous year, when it is time to run a new payroll, select the period corresponding to the dates of the payroll to enter. There will be a period without a payroll entry. However, an adjustment must be made when producing a record of employment as a pay period without a pay entry was detected.


Government Tables

[Input menu, Payroll, Government Tax Tables] or

In the Government Tax Tables window, the rates and values are automatically adjusted by the update according to the new exemption amounts and tax rates.

Note:	Government tax tables for all provinces have been modified including those not shown below.

Federal Tab: Québec

Province Tab: Québec

Note: In the HSF group, select the appropriate HFS rate depending on your payroll.

Federal Tab: Other Provinces

Province Tab: Ontario

Province Tab: New Brunswick


Year-End Tax Forms

[Report menu, Payroll, Year-end Tax Forms] or

The Year-End Tax Forms window is used to produce the various forms required by various government agencies such as the RL-1, T4 and CSST report.

Firstly, the content of the payroll lines (Create Form) and amounts appearing in boxes for each employee  (Verify Form) must be validated. Then select the production method (paper or electronic) and the type of paper used to print the forms (RL-1 and T4) (Form Parameters).

Next the forms (RL-1 and T4) are printed and the electronic file for transfer via Internet is generated (T4 and RL-1 Production). Concerning Summary Production, this option allows you to print a report that will assist you in filling out summary forms once amounts have been confirmed.

Finally, the form is transmitted to the proper government agencies by post or via Internet (Transfer Files).

Finally, a CSST report can be produced if necessary.

Summary of Steps


Procedures of the Year-end Tax Forms Window

This guide is intended for those responsible for producing forms such as the RL-1, T4, Summary, CSST, etc. This guide contains all the information necessary for producing forms required by the various government agencies as well as information on new features for producing these forms according to current tax regulations and improvements made to the Payroll application. For more information on the new features, consult What's New in Form Production for 2013.

When you have a service plan, software updates are regularly available on the Internet in order to keep your application current with the latest tax regulations. This guide details changes to the relevant laws. However, the various guides provided by government agencies such as Human Resources and Social Development Canada (HRSDC), the Canada Revenue Agency (CRA) and Revenu Québec remain the principal reference documents. The following are the most important ones:

Canada

1. Employers’ Guide – Filing the T4 Slip and Summary (RC4120)

2. Employers’ Guide – Payroll Deductions and Remittances (T4001)

3. T4 Summary – Summary of Remuneration Paid (T4-SUM)

Québec

4. Description of the RL-Slip Data Filed on Electronic media (ED-400-V)

5. Guide to Filing the RL-1 Slip (RL-1.G)

5. Summary of Source Deductions and Employee Contributions (RLZ-1.S)

6. Guide for Employers: Source Deductions and Contributions (TP-1015.G-V)

CSST

7. Déclaration des salaires

8. Obligations relatives aux documents à constituer (DC_100_357)

9. Calcul du versement périodique (DC 200-1057)


Year-end Tax Forms Summary of Steps

[Report menu, Payroll, Year-End Tax Forms] or

	Step	Objective	Prerequisites	Procedure
1	Creating Forms	• Ensure the payroll lines assigned to each box are appropriate for the company.	• The year-end procedure must be completed. • The update is installed.	1. Print a List of Boxes report.   2. Check box contents and make any   necessary adjustments.   3. Ensure that changes were made   correctly.
2	Modifying Files	• For each employee, validate the amounts that appear in the boxes	• Have a Condensed Salary Statement on hand	1. Verify the Employer File.   For each employee:   2. Verify the amounts in the boxes and make necessary changes.   3. Check employee files.
3	Form Parameters	• Define the production method and the type of paper used for printing forms	• Have the required paper on hand.	For each form:   1. Select the production method and the  type of paper.   2. Perform a print test.
4	Producing Forms	• Print the forms: RL-1 and T4 slips    • Generate the electronic file for the transfer		For each form:  1. Select employees.    2. Provide the requested information if     an electronic file is to be created.    3. Perform all suggested steps for     printing.
5	Producing Summaries	• Produce a report    to help with       completing the       Summary Forms  • Ensure that amounts       balance	• Have a copy of every employee's T4 and RL-1 slips.   • Have a copy of the source deductions remittance for the year.	For each Summary Form: 1. Enter the requested information. 2. Compare source deductions on forms with the Summaries. 3. Send the summaries and forms to the governments (when not using electronic files).
6	Transferring Files	• Electronically transfer files to the government agencies		According to the transfer type, you may need to: 1. Group the files if there is more than one company. 2. Transfer the files via diskette or Internet. 3. Forward the requested forms.
7 8	CSST Report	• Produce documents required by the CSST		1. Select the report format. 2. Check unit codes and amounts. 3. Produce the report.


What's New in Form Production for 2013

[Report menu, Payroll, Year-End Tax Forms] or

The available types of paper for printing RL-1 and T4 slips have not been modified for the 2013 production of RL slips. Printing as a facsimile (reproduction of a slip on a blank sheet) is the printing type recommended by the Canada Revenue Agency and Revenu Québec. This type of printing is simple and enables to obtain perfect slips. By printing boxes and amounts at the same time, we are certain that the amounts are legible and correctly located in the boxes. Consequently, as of this year, we do not support the printing of RL-1 and T4 slips on forms provided by Revenu Québec and the Canada Revenue Agency.

1 – T4 – Federal

Type of Paper Used

White Paper Stock: Prints the right side and back of T4 forms on a 81/2x11 blank sheet.

Acomba Form – T4: Prints the back according to the T4 (13) form included in the T4 and RL-1 Kit provided by ACCEO Solutions.

Transfer of Files

Employers issuing more than 50 T4 slips must transmit Revenu Canada's copy of the forms via the Internet. If you do not comply with this requirement of transmitting the slips via Internet from this year, you are exposed to a penalty.

Transfer via Internet (Mandatory when more than 50 T4 slips are involved)

The method is the same as last year. A button displays the Canada Revenue Agency Web site from which you can transfer the file via Internet. In addition, when the name of the file is requested, use the Ctrl+V key combination to paste the name. Otherwise, click Browse and select the RCTTX*.xml file in the company folder.

Transfer via Disk (50 T4 slips or less)

1. A label must be placed on each CD or DVD bearing your name and telephone number.

2. Provide complete external labeling showing the transmitter's name and telephone number, the transmitter number and your submission file name.

3. Label the package Electronic Media Filer and send it to:

Electronic Media Processing Team,
Ottawa Technology Centre,
Canada Revenue Agency,
875 Heron Road,
Ottawa, Ontario K1A 1A2

2 - Relevé 1 – Provincial (Québec only)

New Features

Benefit related to the acquisition of shares of a labour-sponsored fund

The value of the benefit from amounts paid by an employer to labour-sponsored fund, on behalf of an employee, after December 31, 2012, is no longer subject to QPP and QPIP contributions, the contribution to the health services fund, the contribution to the financing of the CNT and the contribution to the WSDRF. You must include the value of this benefit in boxes A and L of the RL-1 slip.

Even if you are not required to withhold or remit QPP contributions, this benefit represents pensionable salary for the employee. You must therefore enter “G-1” in a blank box, followed by the amount of the benefit.

New code for benefits paid to the parents of a crime victim

The benefits paid to the parents of a crime victim must be entered in box O of the RL-1 slip. The code corresponding to these benefits is CD.

Type of Paper Used

White Paper Stock : Prints the instructions and boxes of RL-1 forms on a  8½ x 11 blank sheet.

Acomba Form : Prints the front corresponding to the RL-1 (13) form included in the T4 and RL-1 kit provided by ACCEO Solutions.

Transfer of Files

Employers issuing more than 50 RL-1 slips must transmit Revenu Québec's copy of the forms via the Internet. If you do not comply with this requirement of transmitting the slips via Internet, you are exposed to a penalty.

Transfer to Clic Revenu via Internet

Employers who subscribe to Clic Revenu can transfer RL-1 slips and their summaries directly to Clic Revenu. Electronic payment is also available.

However, this method only supports a single transfer of original RL-1 slips in an ungrouped file.

If you wish to use Clic Revenu to transfer RL-1 slips, you must click on the Form Parameters button in step 3 of the government remittance process.  Select the RL-1 Transfer via Clic Revenu option and configure this transfer mode.

Transfer via Internet

The method used last year to transfer RL-1 slips via Internet to Revenu Québec is still available.

To obtain a transmitter number as well as a range of numbers for your RL-1 slips, contact Revenu Québec at 1 866 814-8392 or (418) 659-1020.

Transfer via Disk (CD, DVD)

The Description of the RL-Slip Data File (ED-400-V) form must be filled out and sent to Revenu Québec along with a disk containing the employees' RL-1 data. The preparer number assigned by Revenu Quebec must be entered with the following information:

Information	Characteristics of Magnetic Medium

Type of RL Slip: R1	In-house developed software: No

Taxation Year: 2013	Software Package: Acomba

Version: 9.73

Revenu Quebec Certification Number: RQ-13-01-101

CCQ

Box 52: The Equivalence Factor (EF) is obtained by adding the employee's annual contribution and employer's annual contribution to employee's retirement fund. The employee's annual contribution corresponds to the sum of his or her contributions to company benefits, withheld from each pay, as all these contributions are paid to the retirement fund  (payroll line - 805 CCQ Benefits). The employer's annual contribution corresponds to the sum of contributions paid by the employer to the retirement fund for each hour worked by the employee (line - 501 CCQ Benefits).

For 2013, the employer’s pension plan contribution rates are:

   From 2013-01-01 to 2013-12-31  $4.075/hour for a journeyman
                                                            $3.335/hour for an apprentice

      These rates will be used automatically in calculating the amount in box 52.

Box 50: The Supplemental Pension Plan for the employees of the Québec construction industry is assigned the following federal registration number: 0351106.


Form Creation

[Report menu, Payroll, Year-End Tax Forms] or

Step 1 Form Creation makes it possible to define the payroll lines, which will be used to calculate the amounts appearing on T4 and RL-1 slips. Although a form exists by default, it is always preferable to review the contents of each box to ensure the options selected reflect the company's reality. The lines contained in the boxes vary according to the province of employment and the company's options selected during the year.

To Create Forms - Step 1

More About Creating Forms


Creating Forms - Step 1

[Report menu, Payroll, Year-End Tax Forms] or

Caution: The update and year-end procedure must have already been performed.

1.	Under the Payroll (Report) tab, click Year-End Tax Forms 2013 [image].

2.	Upon first opening the window, answer Yes to the question Do you wish to proceed with year-end tax form preparation? Thus, the new year-end forms installed by your update are produced using payroll data resulting from the year-end procedure.

The Year-End Tax Forms 2013 window is displayed.

3.	Ensure that it displays the year previous to the one in progress. If it does not, the year-end and update procedures were not performed.

4.	To begin creating a form (T4 or RL-1 slips), click Create Form [image].

The “Name of Form” Creation window is displayed.

5.	Under the tab corresponding to the form to be created, click a box's Edit button.

The Define Box Content Parameters window is displayed allowing you to consult and modify the payroll lines already selected for this box.

6.	To delete a line, select it and click Delete selected line [image].

OR

To add a line, place the cursor on the table's last blank line and select its contents.

In the +/- column, select the appropriate arithmetic operator by using the drop-down menu. Thus, the amounts associated with the line are either added to or withdrawn from the total in the box.

In the Section column, select the category of payroll lines to add to the box by using the drop-down menu. When using a line such as Employment Insurance Gains, the Others section offers various groupings of payroll lines or inaccessible amounts.

Warning: The update and year-end procedure must haven been run.

In the Line column, select the payroll line, or the grouping of lines, to be included in the box. The options offered in the Line column depend on and reflect the selections made in the Section column.

7.	Click OK to save the changes and close the window.

8.	Repeat steps 5 to 7 for each box and form.

Hint:	The List of boxes [image] button makes it possible to print the list of boxes for the selected form as well as their contents (each payroll line selected).

Hint:	The Payroll configuration [image] button makes it possible to consult the payroll lines present in the previous year's payroll configuration.

9.	When all boxes from each form have been verified, click Save in the “Name of Form” Creation window, then click [image] to close the window.

10.	In the Year-end Tax Forms window, clicking Verify Form (Creation Step) [image] prints two reports allowing the user to check the information in each box.

A Validation report shows a list of payroll lines that were not selected according to any payroll option but for which an amount was entered upon running the payroll. Next, for each box on the year-end tax forms, the report indicates the presence of lines that perhaps should not be included in the box and, on the other hand, the absence of lines that should be included therein.

The List-type report shows a list of payroll lines included in each box.


More About Creating Forms

[Report menu, Payroll, Year-End Tax Forms] or

The employer's address is incorrect

The address can be modified in the Employer File  - Step 2 procedure.

A payroll line has not been used this year

When a payroll line does not contain an amount, it does not hinder the procedure. It is better to leave the line in the box if it is likely to be used next year.

A pension adjustment for a RPP or DPSP must be calculated

T4: Box 50 - RPP or DPSP Registration Number

In this box, enter the seven-digit registration number assigned by the Canada Revenue Agency for the Registered Pension Plan (RPP) or the Deferred Profit-Sharing Plan (DPSP) or the seven-digit identification number issued by the Canada Revenue Agency for an unregistered foreign pension plan for which an equivalence factor must be declared.

T4: Box 52 – Equivalence Factor

The equivalence factor is the sum assumed accumulated over a year in a registered pension plan (RPP) offered by the employer or a deferred profit-sharing plan (DPSP). When it is necessary to calculate an equivalence factor, the appropriate payroll line must be selected, otherwise, it may be entered manually for each employee in the modification step. See Modifying Files – Step 2.

Note:	For a company subject to CCQ contributions, consult What's New in Form Production for 2013.

Printing a Message in the Center of the RL-1 Slip

Revenu Québec does not allow the printing of a message in the center of the RL-1 slip. Howev0er, the Additional Information section is used to create four additional boxes at the bottom of the slip. These boxes are used to enter specific information, and this, only when required by the government. In the RL-1 Creation window, enter the number (code) assigned to the type of amount in order to enable the Edit button. In the Define Box Content Parameters window, enter a description of the amount and select the payroll lines.


File Modification

[Report menu, Payroll, Year-End Tax Forms] or

Step 2 To Modify Files allows the user to check the amounts to be printed in each box of the year-end forms for each employee. Condensed-type Earnings Statements are helpful in performing this check.

Although rare, information may need to be added or modified; for example, if prior to running the year-end procedure, the employee's opening balances were not adjusted so a corrected figure would appear on the year-end forms, then certain amounts must now be changed.

 :	Printed Condensed Earnings Statement report for the preceding year including opening balances prior to running the year-end procedure.

Modifying Files - Step 2

More about Modifying Files


Modifying Files - Step 2

[Report menu, Payroll, Year-End Tax Forms] or

1.	Click Employer File [image] in the Year-End Tax Forms window to consult and modify the employer's address and his business numbers.

Changes made to an employer's name or address are reflected on all the company's government forms.

2.	Click Employee Files [image] in the Year-End Tax Forms window to consult and modify an employee's RL-1 and T4 slip amounts.

3.	In the window displayed, select the employee whose amounts are to be consulted or modified.

4.	In the RL-1 and T4 Consultation for Employee window, under the appropriate form tab, check the amounts in the boxes for the selected employee using the Condensed Earnings Statement.

Note: 	A T4 (reduced rate) tab appears when an employer has two payroll account numbers corresponding to two Employment Insurance contribution rates.

When changes must be made, enter the corrected amount in the appropriate box. A checkmark appears in the adjacent box indicating that the default amount has been modified. To obtain the original amount calculated by default, simply remove the checkmark.

When the cursor is positioned in a field whose amount has been modified, the Calculated Value field appears and displays the selected amount calculated by default for the selected box.

Changes made to an employee's name or address appear on all the forms to be produced for this employee as well as in the Employee window.

Click Save and repeat the procedure for the following employee.

5.	Click Next Employee [image] and repeat Step 4 for each employee.

Verifying Files

6.	In the Year-End Tax Forms window, click Verify File [image] to print a report and ensure that the form production procedure is possible. When a problem is encountered, the report presents, among other information, the missing elements and the boxes for which the associated amount seems erroneous.


More about Modifying Files

[Report menu, Payroll, Year-End Tax Forms] or

Erroneous Amounts

Salary Statement

1.	Make sure the Condensed Salary Report used as reference includes opening balances.

To print a Condensed Earnings Statement for the preceding year, restore the payroll backup copy made at the time of the year-end procedure and print a Salary Report including the opening balances for all your employees. This payroll backup copy is named “zpaXX_name of the company”, where XX represents the year.

2.	In the payroll configuration, verify if the boxes selected for the payroll lines are exact during the year-end procedure. To perform this check, in the Year-end Forms window, click Create Form [image]  then, in the window that is displayed, click Payroll Configuration. Has there been a change in these boxes during the previous year?

Box Contents

Check the contents of the box. For more information, consult Creating Forms – Step 1.

A Particular Employee

Are there amounts in the lines contained in the box? Was this line used during a payroll entry for this employee? Using the employee's condensed earnings statement, verify that at least one amount appears for one of the lines contained in the box. Has there been or should there be changes made to the employee's opening balances?

The problem may be due to specific information pertaining to this employee: date of birth, personal exemption (high or low), EI or CPP/QPP exemption, RRSP contribution.


Form Parameters

[Report menu, Payroll, Year-End Tax Forms] or

Step 3 To Define Forms makes it possible to prepare data in view of printing forms. It consists of selecting the paper on which the forms are printed, determining whether or not an electronic file must be generated for the transmission of information to the government agencies and performing print tests.

 :	Have on hand the paper on which the forms will be printed.

It is possible to print a reproduction of the government forms on white paper stock with employee/employer information. However, the use of perforated paper is recommended, since the forms of Revenue Canada must be separated at the appropriate places. Perforated forms with a pre-printed back are available from ACCEO Solutions at 1 800 862-5922, option 3.

Finally, generating files reduces the number of copies to print as the copies for the governments are replaced with electronic files.

Defining Forms - Step 3

Running a Form Print Test


Defining Forms - Step 3

[Report menu, Payroll, Year-End Tax Forms] or

1.	Click Form Parameters [image] in the Year-End Tax Forms window to select the method and type of form to produce.

2.	In the Form Parameters window, select the tab corresponding to the form to be configured, either T4 or RL-1.

3.	In the Output Mode box, select the method used for the production of the forms.

•	Paper makes it possible to produce hard copies of the forms to be issued to employees and to the governments as well as kept in your files.

•	File and Paper (transfer via disk or Internet) makes it possible to produce hard copies of the forms for employees and your files as well as an electronic file to be transmitted to the government agencies.

A)	Under the T4 tab :

In the Information group, enter the transmitter number. The number begins with "MM" followed by 6 digits.

B)	Under the RL-1 tab:

For RL-1 slips filed through Clic Revenu, select RL-1 Transfer via Clic Revenu to transmit the forms using Clic Revenu.

To enter the information necessary to easily access the Clic Revenu site, click Setup Clic Revenu [image]. The window may take a few seconds to be displayed. In the Clic Revenu Server – RL-1 and Summary, enter the required information and close the window.

In the Numbering group, the First Number and Last Number fields are filled by default and cannot be modified. In the Next Number field, enter the number of the next RL-1 form  to print. These numbers are printed on top of the box that appears in the top right corner of the form and are required to generate the electronic file.

For RL-1 slips that are not filed through Clic Revenu, contact Revenu Québec to obtain a transmitter number and enter it in the Transmitter Number box. That number begins with "NP" followed by 6 digits. The number must be different than "NP123456". Last year's number may be used.

In the Numbering group, when Revenu Québec assigns these numbers, they are entered by the user in the First Number and Last Number fields. In the Next Number Field, enter the number of the next RL-1 slip to be printed. These numbers will be printed on the upper line of the box located in the upper right corner of the RL-1 slip and are necessary for the production of an electronic file.

To obtain a transmitter number as well as a range of numbers for your RL-1 slips, contact Revenu Québec at 1 866 814-8392 or (418) 659-1020.

4.	In the Paper Type box, select the type of paper, which is used to print the forms (laser or ink jet).

• White Paper Stock (8½ × 11): Allows you to print a reproduction of the government forms with the information concerning employees and employers.

• Acomba Form (8½ × 11): Allows you to print a reproduction of the government forms with the information concerning employees on paper provided by ACCEO Solutions. The paper is perforated and the back is pre-printed.

• Canada Revenu Agency (CRA) form (8½ x 11) for the T4 slip or Revenu Québec form (8½ x 14) for the RL-1 slip: Allows you to print on the forms provided by the CRA and Revenu Québec (red for T4 slips and yellow for RL-1 slips). Ensure the number of the form displays a revision year compatible with the one for which the forms are made.

Note:	The CRA and Revenu Québec call the types of forms produced with the first two options: “Customized” for the T4 slips, and “Facsimile” for the RL-1 slips.

5.	Repeat this procedure for each form, and then click OK to close the window.

Note:	When the method selected is File and Paper, Step 6 - File Transfer becomes available.


Running a Form Print Test

[Report menu, Payroll, Year-End Tax Forms] or

A print test makes it possible to confirm that forms are printed correctly and respect the selected parameters. Xs for characters and 9s for numbers are printed in the boxes, making it possible to validate content type and location.

Note:	No electronic file is generated during the test.

1.	In the Year-End Tax Forms window, click the Configuration and Print Test [image] or [image] according to the form in question.

The Print Test window is displayed.

2.	Select the printer, margins and appropriate options, then click Print Test. For the first test, leave the margins at zero.

Caution:	A print test must be run on a real form, not on a reproduction such as a photocopy. It is possible to print on white paper stock and, by placing the result of the print test over an original government form, verify that the alignment is correct.

3.	According to the result obtained, adjust the margins until the result is satisfactory.

4.	Repeat this procedure for each form.


Form Production

[Report menu, Payroll, Year-End Tax Forms] or

Step 4 To Produce Forms makes it possible to print the employees' forms as they must be remitted to employees no later than the last day of February.

 :	Have a sufficient quantity of paper confirms the selected parameters. For more information on paper choice, consult  Defining Forms – Step 3.

In addition, when the forms' output mode selected in Step 3 is File and Paper, the data files to be transmitted to the CRA and Revenu Québec are also created. Thus, when an electronic file must be generated each time a form is printed, the electronic equivalent is created for inclusion in the company's electronic file.

Producing Forms - Step 4


Producing Forms - Step 4

[Report menu, Payroll, Year-End Tax Forms] or

Note:	When the File and Paper option is selected in the Form Parameters operation, then the Electronic File paragraph outlines the steps to follow.

1.	In the Year-end Tax Forms window, click "Form choice" Production [image] or [image] or [image] to produce the desired form.

2.	In the displayed window, select the type of form to produce and click OK.

Note:	The Produce Draft option prints a report showing the list of form boxes with their amounts for each employee.

3.	In the window, select the employees for whom to print a form by checking or not the corresponding boxes. Once selected, the employees remain selected through the printing operation and the Printed column identifies the employees for whom the form was printed. For the first printing procedure, it is prudent to select a limited number of employees. Then click OK.

Hint: 	Click Select all employees [image] to select all the boxes in the table and click Unselect all employees [image] to clear the table.

Note:	When one or more RL-1 forms were amended, you are prompted to determine whether to reprint amended forms or print new RL-1 slips.

RL-1 Transfer via Clic Revenu: When this option is selected in the Form Parameters window, RL-1 tab, you must indicate whether to produce original RL-1 slips or a draft. Select the appropriate option and click OK.

Electronic File:

The General Information window is displayed. The requested information is necessary for creating the electronic file. The Explanation group box, located at the bottom of the window, provides a description of the required information according to the selected box.

When a file has already been produced for a company, a message is displayed. Select the Delete this file and create a new one option to delete the existing file and replace it with the one you are creating or select Add/modify in this file to add the forms just produced to existing files. A search is performed and when an employee is found in a file having the same company number, the employee is replaced in order not to appear twice. Thus, when producing T4s (normal rate) and T4s (reduced rate), since the company number is different, if an employee requires two forms, the second will be appended at the end of the file.

Note: If the T4 form format is incompatible with that of the new data, a message is displayed to ask whether or not to replace the existing file.

Click OK.

The electronic file is now generated. Once all forms (T4 and RL-1) have been printed, the Transferring Files – Step 6 transmits the files to the respective governments.

4.	The Printing "Name of Form" window is displayed. Click the button corresponding to the appropriate step and follow the instructions on screen.

Caution: When an error is detected, a validation report is issued. Print this report, close it and make the required corrections before continuing with the procedure.

Note:	Click Configuration and print test button to perform the Running a Print Test – Step 3 procedure. Once performed, you do not have to repeat it.

The "Name of Form" Print Set up window is displayed with the selections made during the tests. It is possible to make changes as well. To begin printing, click OK.

A form can be printed as many times as necessary.

5.	The Verify File report displays information concerning the printing as well as the procedure to follow in order to correctly distribute the printed forms. Print this report then close the window.

6.    Repeat Steps 7 and 8 for each print operation.

7.	If necessary, repeat this procedure for the other types of forms.

All T4 and RL-1 slips for the selected employees are correctly printed.


Summary Production

[Report menu, Payroll, Year-End Tax Forms] or

The Producing Summaries step corresponds to the production of the reports required to compile the amounts necessary to complete the federal T4 Summary and the Quebec Summary of Source Deductions and Employer Contributions (RLZ-1.S) forms. Thus, the production of summaries allows for the comparison between total source deductions as declared on the forms and the total payroll source deductions remitted by the employer throughout the year (Remittance Journal).

In general, the summary forms must be produced on or before the last day of February. However, there are some exceptions. Consult the relevant government publications for more information.

:	Have on hand a copy of the forms (T4 and RL-1 slips) for all employees as well as a copy of payroll source deductions payments made to the federal government and to the Quebec provincial government, if needed.

:	Have on hand a copy of the Summary forms to complete.

Producing Summaries - Step 5


Producing Summaries - Step 5

[Report menu, Payroll, Year-End Tax Forms] or

1.	In the Year-End Tax Forms window, click Summary Production [image].

The Summary Production window is displayed.

2.	Select the form whose summary is to be produced. Complete the boxes. Amounts calculated using payroll data are displayed in the corresponding fields. The numbers within brackets correspond to those of the Summary form.

Note:	If you are registered with Clic Revenu, under the RL-1 tab, the Clic Revenu [image] button allows you to search for the remittance amounts processed by the Ministère du Revenu. A window is displayed allowing you to modify values. When the total amount remitted to the Ministère du Revenu is equal to the source deductions calculated by the Payroll application (within $2), the figures from the Payments group box are displayed.

3.	Click OK to produce the report, then print it and verify that the amounts printed on each summary balance with those on employees' T4 and RL-1 slips as well as with payroll source deductions remitted to the governments.

4.	Repeat the procedure for each Summary form to produce.

5.	When the output mode selected is Paper, enter the amounts on the appropriate paper Summary form. Then the Summary T4 and a paper copy of the T4s must be sent to the federal government. In addition, for Québec, the Summary of Source Deductions and Employer Contributions (RLZ-1.S) along with a paper copy of the RL-1 slips must be sent to Revenu Québec.

Note:	To Transfer Files – Step 6 need not be performed.

OR

When the File and Paper output mode is selected, the To Transfer Files – Step 6 must be performed.

Note:	Québec RL-1: Those who generate files that will not be transmitted via Clic Revenu must enter the amount on the paper copy of the Summary form.


File Transfer

[Report menu, Payroll, Year-End Tax Forms] or

Step 6 Transfer Files is for transmitting electronic files to the governments via Internet or disk. In Québec, the transfer can be made via Cllic Revenu (Internet only) or through another department.

In addition, Step 6 Transfer Files simplifies the grouping of electronic files when the forms are produced for several companies and when the transfer mode supports such a grouping.

Note:	This step is available when the File and Paper output mode is selected in Defining Forms - Step 3

      	              A duly filled out Summary form to remit to the government (RL-1).

Transferring Files - Step 6

More on Transferring Files


Transferring Files - Step 6

[Report menu, Payroll, Year-End Tax Forms] or

Caution:	All the preceding procedures must be completed: printing T4 and RL-1 slips, Summary production.

1.	In the Year-End Tax Forms window, click Transfer Files [image].

The Transfer Files window is displayed.

2.	Select the form for which files must be transferred.

Note:	Click View File [image] to see folder contents.

Note:	The RL-1 <Clic Revenu> tab is reserved for employers registered with Clic Revenu who wish to transfer RL-1 slips via Internet. This method only supports a single transfer of original RL-1 slips. You cannot transfer ungrouped files individually.

3.	Group Files: When you wish to group files created for more than one company, in the Grouped file box, click Group Files [image]. A message appears. Answer Yes. The File Group window is displayed.

Select the companies for which the files must be grouped by selecting the corresponding boxes in the first column. The resulting file is saved in the Payroll installation directory.

4.	The Transfer via Disk [image] allows for the selection of the directory in which to save the file, such as a disk drive. When no files have been grouped, use the Transfer via Disk command in the Local File group box as the file created is located in the company's folder. When multiple files have been grouped, use the command in the Grouped File group box as the created file is located in the program's folder.

Note:	A diskette can contain only one file.

OR

Click Transfer via Internet [image] to transfer the file directly to the government via Internet. When no file groupings have been defined, use the Transfer via Internet command in the Local File group box as the file created is located in the company's folder. When a file grouping has been defined, use the command in the Grouped File group box as the file created is located in the application's folder.

A message that the file was correctly transferred is displayed.

5.	Repeat the procedure for each type of government form.

6.	Send the documents to the respective governments:

T4: Internet: Nothing to do. All necessary information is transferred via Internet.

T4: Disk: Only the disk containing the T4 electronic files is to be sent to the federal government.

Note:	For the information to include in the filing, see What's New in Form Production for 2013.

RL-1 - Clic Revenu: Internet: Nothing to do. All necessary information is transferred via Internet. In addition, electronic payment is possible.

RL-1: Internet: Only the Summary of Source Deductions and Employer Contributions (RLZ-1.S) is to be sent to the address indicated in the Guide to Filing the RL-1 Slip (RL-1.G).

RL-1: Disk: The Description of the RL-SLIP Data File (ED-400) form and the disk containing the RL-1 files must be sent to the mailing address indicated on the ED-400 form, while the Summary of Source Deductions and Employer Contributions (RLZ-1.S) form must be sent the address indicated in the Guide to Filing the RL-1 Slip (RL-1.G).

Note:	For the information to include on the ED-400 form, see What's New in Form Production for 2013.


More on Transferring Files

[Report menu, Payroll, Year-End Tax Forms] or

Saving Files on CD

When a file is too large to fit on one CD, group a smaller number of companies in one file in order that the data fit on one CD. Then create a second file with company files, which could not be selected and save it on another CD. Repeat this procedure as many times as necessary.


CSST Report

[Report menu, Payroll, Year-End Tax Forms] or

Steps 7 and 8 regarding Québec's Commission de la santé et de la sécurité du travail (CSST) serve to produce the documents required by this agency.

Employers whose activities fall into more than one classification unit must produce the document detailing the calculation and breakdown of annual insurable wages before submitting the Statement of Wages. This document presents the calculation of annual insurable wages for each employee and the breakdown of these wages by classification units corresponding to the activities to which each employee contributed during the year. This document cannot accompany the Statement of Wages, but must, however, be kept available for the CSST upon demand.

In addition, employers subject to the CCQ must file the Document detailing the contracts for work covered by units 69960 and 80030 to 80260.

Producing the CSST Report - Steps 7 and 8


Producing the CSST Report - Steps 7 and 8

[Report menu, Payroll, Year-End Tax Forms] or

Note:	The CCQ paragraphs address all employers subject to CCQ contributions.

Step 2 – Modifying Files

1.	Click Employer File [image] and ensure that the Activities in multiple CSST units box is selected. Steps 7 and 8 will not appear in the Year-end Tax Forms window.

CCQ: The second Activities in multiple CSST units specific to the CCQ box must be selected.

Step 3 – Form Parameters

2.	CCQ: Click Form Parameters [image] and, under the CSST tab, select the appropriate report format.

Note:	The Divided by Contract option appears when Cost Analysis is active.

Step 7 – Employees/Employer

At this step, you can make changes to amounts and unit codes.

3.	Click Employees [image] and select the appropriate employee. The CSST File window is displayed. Under the Earnings tab, make sure that a unit code is entered for each earnings amount subject to CSST contributions. Under the Adjustments tab, subject earnings can be modified by entering the proper amounts in the Insurable Earnings and Surplus columns. Finally, under the YTD Values tab, verify the cumulative amount for the employee in question.

CCQ: Under the Adjustments tab, a second table allows the user to modify the distribution by contract.

4.	Click Save and perform the procedure for the next employee.

5.	CCQ: Click Employer [image] to display the Distribution of Insurable Earnings by Contract and Unit window where the user can make adjustments per contract for the company.

Step 8 – CSST Report/Contract Report

This step is for producing reports.

6.	Click CSST Report [image]. The CSST File Validation report is produced and displayed when an error is detected, such as a missing unit code for an earnings amount. Print this report, close it and make the necessary corrections to continue with report printing.

OR

In the case where no errors were detected, the Report Editor displays the Document detailing the calculation and breakdown of annual insurable wages according to the format selected in the Form Parameters window.

7.	Print this report and keep it for your records.

The report is printed. This document is not to accompany the Statement of Wages, but should be kept available for the CSST to consult upon request.

8.	CCQ: When the contract format is selected, repeat paragraphs 6 and 7 by clicking Contract Report [image], which prints the Document detailing the contracts for work covered by units 69960 and 80030 to 80260 report.


Employer File - Step 2

[Report menu, Payroll, Year-End Tax Forms] or

In the Employer File window, External Employees and Other Year-End Forms group box, check the boxes corresponding to the functions you want to activate:

•	External Employees

•	T4A

•	RL-2

If you are producing T4 (Normal Rate) and T4 (Reduced Rate) slips, two payroll account numbers have been assigned to you. In the Payroll Account dropdown list, select the number to be used to produce T4A slips.


Create Form - Step 1

[Report menu, Payroll, Year-End Tax Forms] or

To produce T4A and/or RL-2 slips for employees with an “Active” status in the payroll, you can, from the slip creation window, define the lines to be used by clicking on the [image] button of the appropriate boxes.

This allows you to automatically initialize values in the corresponding boxes of the form.


Employee Files - Step 2

[Report menu, Payroll, Year-End Tax Forms] or

External Employees

To produce T4A and/or RL-2 slips for external employees, you must first create an “External Employee” file for each of them by clicking on one of these buttons:

•	: Add an external employee (individual) who is not on the payroll.

•	: Add an external employee (business) who is not on the payroll.

In the Year-End Tax Forms list, an asterisk on the left of the employee number allows you to differentiate external employees from active employees.

To open an external employee file, double-click on the employee’s name in the list.

In the upper right section of the window, check the boxes corresponding to the types of form you want to produce for this external employee: T4 (Normal), T4 (Reduced), T4A, RL-1 or RL-2. The tabs corresponding to the checked boxes are displayed in the left section of the window.

Afterwards, for each type of form selected, enter amounts in the appropriate boxes.

Active Employees

To open an active employee file, double-click on the employee’s name in the Year-End Tax Forms list.

In the upper right section of the window, the T4 and RL-1 boxes are already selected. Check the T4A and RL-2 boxes, if necessary. The tabs corresponding to the checked boxes are displayed in the left section of the window.

Afterwards, for each type of form selected, validate the amounts automatically entered, based on the data entered in Step 1 – Create Form, or enter the amounts in the appropriate boxes.


Form Parameters - Step 3

[Report menu, Payroll, Year-End Tax Forms] or

Under the T4A and RL-2 tabs, select the appropriate type of output: Paper or File and Paper (Transfer via Disk or Internet).

o	If you select File and Paper:

•	For the T4A slip, you must enter the transmitter number (same as for T4 slips).

•	For the RL-2 slip, you must enter the transmitter number (same as for RL-1 slips). Then, in the Numbering group box, enter the numbers specific to your RL-2 slips.

o	In the Paper Type group box, White Paper Stock (approved by governments) is the only available format for T4A and RL-2 slips. Printing on government forms is not supported.

The other production steps are similar to those of T4 and RL-1 slips. For more information, particularly for steps 4, 5 and 6, refer to the preceding sections in this guide.


Tip Declaration

[Report menu, Payroll, Tips] or

The Statement of Tips window is used to produce forms concerning tips.

All Québec employers in the hotel and restaurant sector must produce, for each establishment subject to tip measures, the Employers Statement of Tips and Tippable Sales (TP-1086.R.1) form for its employees.

Firstly, under the Company Declaration tab, the period in question and range of employees must be entered; certain boxes are already filled in. If you need to adjust a tip amount, click Adjustment and enter the correct amount.

In addition, the employer can claim an income tax credit for additional benefits he or she must pay as a result of filing the Tax Credit for the Reporting of Tips (TP-1029.8.33.13 or CO-1029.8.33.13) form.

Also, under the Tax Credit tab, the period in question, the range of employees, HSF and CSST rates must be entered; certain boxes are already filled out. If you need to change an amount regarding tips, click Calculate Vacation Accrued on Tips or Adjustment and make the necessary changes.


What is a Statement of Tips?

[Report menu, Payroll, Tips] or

Québec employers in the hotel and restaurant sector must produce, for each establishment subject to measures regarding tips, the Employer's Statement of Tips and Tippable Sales (TP-1086.R.1) form for his or her employees. In addition, the employer can request a reimbursable tax credit for additional fees paid due to tips using the Tax Credit with Respect to the Reporting of Tips (TP-1029.8.33.13 or CO-1029.8.33.13) form.

Employer's Statement of Tips and Tippable Sales (TP-1086.R.1): This form must be produced once a year and sent to Revenu Québec no later than the last day of February of the current year, for the preceding calendar year, accompanied by the Summary of Source Deductions and Employee Contributions (RLZ-1.S). For each employee who receives tips, the form must contain the first and last name, SIN, period of declaration, tippable sales as well as the reported, controlled and allocated tip amounts.

Tax Credit with Respect to the Reporting of Tips  (TP-1029.8.33.13 or CO-1029.8.33.13): This form is for individuals, members of partnerships or companies. The form can be filled out and attached to the tax return and sent to Revenu Québec. However, when it is produced by a company whose fiscal year including December 31st does not end with the calendar year, this form must be attached to the declaration of revenue for the following year. Certain amounts regarding the QPP, HSF, CNT, CSST, EI and vacation compensation must be included on the form.

Function: The Statement of Tips window is used to produce reports of information necessary for filling out the Employer's Statement of Tips and Tippable Sales (TP-1086.R.1) and Tax Credit with Respect to the Reporting of Tips (TP-1029.8.33.13 or CO-1029.8.33.13) forms. Company-related information is taken from the Company Information and Payroll Configuration window, tip-related information is taken from payroll entries of the employees in question and the Tip Adjustment window.

The Statement of Tips window is available when the Québec and Tips options are selected under the Information tab of the Payroll Configuration window.

Documentation: Guides provided by Québec Revenu are the main references. Here are a few examples:

1.	Tax Measures Respecting Tips (IN-250)

2.	Employer's Statement of Tips and Tippable Sales (TP-1086.R.1)

3. 	Tax Credit with Respect to the Reporting of Tips  (TP-1029.8.33.13 or CO-1029.8.33.13)


How to Produce the Employer's Statement

[Report menu, Payroll, Tips] or

This topic presents the procedure for producing the Employer's Statement of Tips and Tippable Sales form (TP-1086-R.1).

To produce the Employer's Statement of Tips and Tippable Sales (TP-1086-R.1)

1.	Under the Payroll (Report) tab, click Tips [image].

The Statement of Tips window is displayed.

2.	Open the Employer's Statement tab.

By default, the information regarding the company is displayed in the appropriate boxes.

3.	Fill in all the appropriate boxes. To get a description of each field:

See Filling Out the Employer's Statement.

OR

Click Contextual Help [image] located in the title bar in the Statement of Tips window then click in a box. The box description is displayed.

Hint:	Ensure that the Activate Help Bubbles [image] button in the Standard toolbar is pressed before using Contextual Help [image], which shows a help bubble for elements indicated by the pointer.

4.	Click Adjustment to correct tip amounts. For more information, see Adjusting Tip Amounts.

5.	Click Produce to generate the Employer's Statement of Tips and Tippable Sales.

The Employer's Statement of Tips and Tippable Sales report is produced.

6.	Transcribe the information on the Employer's Statement of Tips and Tippable Sales (TP-1086-R.1) and sign it.

7.	Attach the Employer's Statement of Tips and Tippable Sales (TP-1086-R.1) to the Summary of Source Deductions and Employee Contributions (RLZ-1.S) and send it to Revenu Québec before the last day of February of the current year for the preceding calendar year.


Filling Out the Employer's Statement

[Report menu Payroll, Tips] or

This topic explains how to fill in the boxes under the Employer's Statement tab. This tab contains elements required to define production parameters for the Employer's Statement of Tips and Tippable Sales.

Establishment and Employer Identification

The Identification of the Establishment Operated by the Employer group box contains elements required to enter company address and contact information. Information entered under the Company tab of the Company Information window is displayed by default.

Employer's Name: The first and last name of the employer for whom the Employer's Statement of Tips and Tippable Sales is to be produced. The employer's last name can have up to 30 characters. Information in the c/o box under the Company tab of the Company Information window is displayed by default.

Establishment Name: Name of the company for which the Employer's Statement of Tips and Tippable Sales is to be produced. The establishment's name can have up to 40 characters. The information in the Name box under the Company tab of the Company Information window is displayed by default.

Establishment Address: Street address, city and province where the company is located. The address can contain up to 60 characters. Information in the Address and City boxes (Company Information window, Company tab) is displayed by default.

ZIP/Postal Code: Company's postal code. Information from the Postal Code box (Company Information window, Company tab) is displayed by default.

Do not enter spaces or capital letters. The the postal code will automatically be formatted according to the country selected.

QC Enterprise Number (NEQ): Company number assigned by Québec's company registry office. It contains 10 digits. The information in the  QC Enterprise Number (NEQ) (Payroll Configuration window, Information tab) is displayed by default.

Identification Number: Number assigned by Revenu Québec upon registration as an employer. It has 10 digits, the letters RS then 4 more digits. By default, the information in the Identification Number box (Payroll Configuration window, Information tab).

Period Covered

The Period Covered group box contains elements required to define the range of dates to include in the report.

From: Beginning date of the range to be included in the report.

To: Ending date of the range to be included in the report.

Warning: 	The date selected must be in the same calendar year as the date in the From box.

Employees

The Employees group box contains elements required to define the range of employees to be included in the report.

From: Select this option to define a range of employees to be included in the report.

Number of first employee in the range to be included in the report.

Note: 	Only employees whose Tips box is selected in the Options group box of the function in question (Definition tab, Employee window) will be included in the report.

To: Number of the last employee to be included in the report.

Note: 	Only employees for whom the Tips box is selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.

All: Select this option to include all employees in the report.

Note: 	Only employees for whom the Tips box is selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


Filling Out the Income Tax Credit

[Report menu, Payroll, Tips] or

This topic shows the procedure for producing the Tax Credit with Respect to the Reporting of Tips (TP-1029.8.33.13 or CO-1029.8.33.13).

To produce the Tax Credit with Respect to the Reporting of Tips (TP-1029.8.33.13 or CO-1029.8.33.13)

1.	Under the Payroll (Report) tab, click Tips [image].

Note:	The Tips button is available when the Québec and Tips options are selected (Information tab, Payroll Configuration window).

The Statement of Tips window is displayed.

2. 	Open the Tax Credit tab.

Be default, information regarding the company is displayed in the appropriate boxes.

3.	Fill in all the pertinent boxes. For a detailed description of each box see  Filling Out the Tax Credit Tab.

OR

Click Contextual Help [image] located in the title bar of the Statement of Tips window, then click in the box. The box description will be displayed.

Hint:	Make sure the Activate Help Bubbles [image] button is pressed in the Standard toolbar before using Contextual Help [image]. When the help bubbles are activated a help bubbles are displayed for each element on which the cursor is placed.

4.	Click Adjustment to correct a tip amount. For more information, see Adjusting Tip Amounts.

5. 	Click Produce to generate the Tax Credit with Respect to the Reporting of Tips report.

The Tax Credit with Respect to the Reporting of Tips report is produced.

6.	Transcribe the information on the Tax Credit with Respect to the Reporting of Tips (TP-1029.8.33.13 or CO-1029.8.33.13) form. The numbers appearing between parentheses in the report correspond to line numbers on the form.

7.	Attach the Tax Credit with Respect to the Reporting of Tips (TP-1029.8.33.13 or CO-1029.8.33.13) form to the earnings statement for the year in question and send them to Revenu Québec.


Filling Out the Tax Credit Tab of Tips

[Report menu Payroll, Tips] or

This topic explains how to fill out the boxes under the Tax Credit tab. This tab contains the elements necessary for defining parameters for the production of the Tax Credit with Respect to the Reporting of Tips.

Type

The Type group box contains elements for specifying the type of company for which the report is to be produced.

Individual (TP-1029.8.33.13): Select this option when the company has a single owner. Once selected, the appropriate boxes will be displayed.

A sole proprietorship is a company that belongs to a single individual. The owner of such a company benefits from all its profits and assumes sole responsibility for risks and debts. In the case of bankruptcy, the company's assets and the owner's personal assets may be seized.

Partner (TP-1029.8.33.13): Select this option when the type of company for which the report is to be produced belongs to a partner. The boxes specific to this type of company are therefore displayed.

A partnership is the result of an agreement between two or more individuals, called partners, to run a business for profit. In this company, each individual contributes finances (money or goods), professional skills (work or competency) or both. The responsibility of each partner's responsibility varies according to the type of company: general partnership, limited partnership or a joint venture. Each partner must declare individually his or her share in the company's profits and pay the required income taxes.

Corporation(C0-1029.8.33.13): Select this option when the type of company for which the report is produced is a corporation. The boxes specific to this type of company are therefore displayed.

A corporation is a distinct legal entity meaning it is separate from its shareholders. It can be constituted by virtue of the Companies Act (Act C-38) or the Canada Business Corporations  Act (Act C-44). The purpose of a corporation is to run a business and make a profit to be distributed among the shareholders. Each shareholder's responsibility for the corporation's debts is limited by his or her investment, unless the shareholder put up personal assets against a loan of funds to invest in the corporation.

Employees

The Employees group box contains elements necessary to define the range of employees to be included in the report.

From: Select this option to define a range of employees to be included in the report.

The first employee in the range to be included in the report.

Note: 	Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.

To: The last employee in the range to be included in the report.

Note: 	Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.

All: Select this option to include all employees in the report.

Note: 	Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.

Employee Identification

The Employee Identification group box contains elements necessary for entering information on the individual owner, partner or member of the corporation. The information entered under the Company tab of the Company Information window appears by default.

Name of Individual: First and last name of the individual for whom the report is to be produced. The name can have up to 40 characters. The information in the c/o box (Company tab, Company Information window) appears by default.

Note: 	The Name of Individual box appears when the Individual option or Partner is selected in the Type group box.

SIN: The individual's Social Insurance Number. This number has nine digits. Do not enter any spaces.

To create an employee, his or her SIN must be validated. This validation test is described in the Guide for Transmitting RL-Slip Data - General and Technical Information (IN-800-V) form.

Note: 	The SIN box is displayed when Individual or Partner is selected in the Type group box.

Company Name: Name of the company for which the report is to be produced or the company to which the individual belongs. The name can contain up to 40 characters.

Note: 	The Establishment Name box is displayed when the Partner or Corporation option is selected in the Type group box.

Establishment Name: Name of the company for which the report is to be produced. The name can have up to 40 characters. Information in the Name box (Company tab, Company Information window) is displayed by default.

Establishment Address: Street and number, city and province where the company is located. The address can have up to 60 characters. The information in the Address and City boxes (Company tab, Company Information window) is displayed by default.

Postal Code: Postal Code of the establishment in question. By default, in the information from the Postal Code box (Company tab, Company Information window) is displayed.

Do not enter any space or capital letters. The postal code will be formatted according to the mask of the selected country.

Identification Number: Number assigned by the Revenu Québec to the employer upon registration. It has 10 digits, the letters "RS", then 4 more digits. The information in the Identification Number box (Information tab,  Payroll Configuration window) is displayed by default.

QC Enterprise Number (NEQ): Number assigned to the company by the Registraire des entreprises (REQ) upon registration. It contains 10 digits. The information in the QC Enterprise Number (NEQ) (Information tab,  Payroll Configuration window) box is displayed by default.

Partnership ID Number: Registration number assigned to partnerships by Revenu Québec. It has 9 digits followed by the letters SP and then 4 more digits.

Note:	The Partnership ID Number box is displayed when the Partnership option is selected in the Type group box.

Fiscal Year-end Date: Ending date for the fiscal year to be covered by the report.

Note: 	The Fiscal Year-end Date box is displayed when the Partner or Corporation option is selected in the Type group box.

Individual Partnership Share (%): Percent participation for the individual for whom the report is to be produced.

Note: 	The Individual Partnership Share (%) box is displayed when the Partnership option is selected in the Type group box.

Period Covered

 Period Covered group box contains elements necessary for defining the range of dates to be included in the report.

From: Starting date for the range to be included in the report.

To: The last date in the range to be included in the report.

Warning:	The date selected must fall within the same calendar year as the date in the From box.

HSF Contributions

The HSF Contributions group box contains elements necessary for entering the HSF contribution rate.

Total Payroll: Total payroll amount paid by you and all employers with which you were associated for the period in question.

Note:	The Total Payroll box is only displayed if Corporation is selected in the Type group box.

Applicable Rate (%): Rate (percentage) used to calculate contributions made by the employer over the period in question.

Note:	If the corporation benefits from an HSF exemption, the rate entered must select this exemption.

CSST Contributions

The CSST Contributions group box contains elements necessary for entering information for the calculation of CSST contributions on tips received.

Estimated Amount of Tips Received: Estimated amount of tips received and entered on the Déclaration des salaires filed with the CSST before March 15th for the period and the employees selected for the report.

Estimated Tip Allocation: Estimated amount of tips allocated and entered on the Déclaration des salaires filed with the CSST before March 15th for the period and the employees selected for the report.

Applicable Rate (%): Rate (percentage) associated with the CSST unit code assigned to the employees included in the report.


More about Statements of Tips

[Report menu Payroll, Tips] or

Modification: Report contents can be modified prior to production using the Statement of Tips and Tip Adjustment windows. For more information, see Adjusting Tip Amounts.

Specific Commands: The Operation menu and toolbar of the Statement of Tips window contain commands that differ from the standard report window.

Command	Button	Function
Adjustment		Displays the Tip Adjustment window where you can view and modify the details of tips for each employee per pay period.


What is Tip Adjustment?

[Statement of Tips window, Operation menu, Adjust Tips] or

The Tip Adjustment window allows you to view and modify tip amounts for each employee function according to pay period.

The adjusted amounts are used in producing Employer's Statement of Tips and Tippable Sales and Tax Credit with Respect to the Reporting of Tips while conserving the original tax amounts.

Example:	A payroll entry error occurred during the year; it can be adjusted prior to report production.


Adjusting Tip Amounts

[Statement of Tips window, Operation menu, Adjust Tips] or

1.	In the Statement of Tips window, click Adjustment.

The Tips Adjustment window is displayed.

2.   Fill out all the necessary boxes. To get a detailed description of each box:

See Tip Adjustment Window.

OR

Click Contextual Help  located in the title bar of the Tips Adjustment window, then click in the box in question. The description will be displayed.

Hint:	Make sure the Activate Help Bubbles  button in the Standard toolbar is pressed before pressing Contextual Help . This will activate the permanent display of help bubbles for each element on which the cursor is placed.

3.	Save changes by clicking Save .

The tip amount is adjusted.


Tip Adjustment Window

[Statement of Tips window,  Operation menu, Adjust Tips] or

This topic explains how to fill in the boxes of the Tip Adjustment window. This window contains elements required to consult and modify tip amounts.

Employee

The Employee group box groups all elements needed to select the employee for which a tip amount is to be modified.

Number: Number of the employee for whom tip details are displayed.

The employee with the lowest number is displayed by default. Click Number to display the Select Employee list window used to select an employee among those already created to consult or modify his or her tips. For more information, refer to Fields Linking to Other Fields.

First and last name of the selected employee [display only].

Period Covered

The Period Covered group box contains the elements required to consult the range of dates included in the current report.

From: Date starting the range of dates included in the current report. This date comes from the From box of the Period Covered group box of the selected tab in the Statement of Tips window [display only].

To: Final date in the range to be included in the current report. This date comes from the To box of the Period Covered group box of the tab selected in the Statement of Tips window [display only].

Pay Consultation

The Pay Consultation group box contains all the elements required to select the pay period and employee function whose tip details are to be displayed.

Period: Options available to select the pay period for which tip details are to be displayed. Only the pay periods included in the period in question and for which a pay has been entered for the selected employee are displayed.

From: Starting date of the selected pay period [display only].

To: Ending date of the selected pay period [display only].

Issued: Issue date of the paycheck for the selected period [display only].

Function: Options available to select the employee's function whose tip details are to be displayed. This list presents the content of the Active Functions and Inactive Functions tables (Function tab, Employee window).

Tips

The Tips group box presents a table used to modify tip amounts entered in a pay for an employee function. Each line represents a pay line or a box related to tips. The table contains 6 lines and each line is divided into 5 columns.

No.: Reference number assigned to each pay line [display only].

Description: Description of the amount assigned to the pay line or to the box related to tips [display only].

Employee Sales: This line corresponds to the Employee's Sales box (Tips group box, Period tab, Payroll Entry window).

Vacation on Tips Due: This line corresponds to the Tip Amount box (Information on Paid Holidays group box, Earnings tab, Payroll Entry window)

Initial Amount: Amount entered when entering the pay in the box related to tips or in the Total column of the pay line for the selected period [display only].

Current Amount: Amount used to produce the report. When an amount is entered in this column, the amount of the Amount YTD column is adjusted.

Period (beginning of the period in question until the end of the selected pay period): Amount accumulated for the payroll line or the box related to tips starting from the beginning of the period in question until the ending date of the pay period selected [display only].


Managing Support Payments

[Report menu, Payroll, Remittance Journal] or

After divorcing, more and more people are entering the support-payment collection program governed by An Act to facilitate the payment of support (P-2.2). In this situation, the Ministère du Revenu collects the debtor's support payment and pays it to the creditor.

By activating the Support Payments option, payroll line 906-Support Payments is created and all boxes necessary for its operation become available in the various windows, such as Employee and Payroll Entry. A new Support Payments remittance report is also added to automate and simplify the overall process. This topic describes how to create a support payment.

Support Payment Management

Startup

1.	Select the Support Payments box located in the Payroll Configuration window. This creates payroll line 906-Support Payments under the Deductions tab and the fields specific to support payment management become available.

2.	In the Department window, a Liability account must be selected for payroll line 906-Support Payments (Deductions tab) in order to create entries.

3.	In the Employee window, under the File tab, the specific parameters of each employee concerned by support payments must be entered: the amount or percentage of gross remuneration to deduct from each pay, file number and support payment's effective date.

4.	To inform the employee about the source deduction from his or her pay, payroll line 906-Support Payments can be added to the paycheck's stub. To do so, from the Report menu, under Format, select Paychecks. Select the appropriate format and, under the Stub tab, add a box. For the detailed procedure, refer to Modifying Paycheck Formats.

For each Period

5.	When entering a pay, the amount or percentage entered in the Employee window is deducted at payroll line 906-Support Payments. However, when the deduction is a fixed amount, it cannot exceed 50% of the cumulative gross remuneration for all functions. When the maximum is reached the amount is adjusted on a pro rata basis of the functions' remuneration. The comment justifying the amount's modification is also entered.

On a point-to-point basis

6.   Support payment remittance is done weekly or bi-weekly according to the frequency of the government's remittances, if not it is done on a monthly basis.

7.	In the Remittance Journal window, under the Support Payments tab, starting and ending dates of the remittance report are entered in order to ensure that even periods without support payments are included in the report.

View Remittance: Displays a report presenting the remittances payable to the government. Remittances are grouped per employee for the period in question.

Produce Remittance: Displays and prints a prescribed form transmittable to the government  as well as the report to put in your files. When producing it, a window is displayed in order to validate comments for each pay when the support payment has not been fully deducted. Remittance amounts are grouped by employee on the prescribed form except for amounts for which a comment is entered and that are displayed on a single line. The report is then archived and payroll periods included in the report are excluded from subsequent remittance journals.

8.	Date and sign the form. Attach payment and send it with the form to the Fonds des pensions alimentaires at the address indicated on the form.

The support payment is remitted.

Documentation: The various guides conceived by the governmental agencies remain the main reference. Here is an example:

1.	The Collection of Support Payments (IN-902) – Ministère du Revenu du Québec


Managing CCQ Rates via Internet

[Input menu, Payroll, Payroll Configuration] or

This procedure validates CCQ rates for all employees.

1.	Under the CCQ tab, click Check Rates and Contributions of All Employees.

2.	Enter the date for which to validate the rates and click Check CCQ Rates.

When no change is required for an employee, the procedure moves on to the next employee. Each time a change is made the Check CCQ Rates window is displayed.

Note:	When the Don’t confirm changes option is selected, no check is made.

3.	Ensure that the information is entered correctly, then click Check CCQ Rates.

The CCQ Rate Modification window is displayed.

4.	To retain a value in the Current Rates column, enter it in the New Rates column.

5.	To replace the values of the Employee window with those of the CCQ Rate Modification window, click OK.

The procedure moves on to the next employee.

The values of all employees are checked.


MyPaycheque.net Service

With the MyPaycheque.net service, employers can send their employees’ paystubs via email, and employees can access their pay data and company documents on a secure Web page. The MyPaycheque.net service reduces pay slip preparation and distribution time as well as the quantity of paper used.

Once payment has been authorized in the Payroll application, data for the pay period is posted on the MyPaycheque.net portal. At the same time, the system sends subscribing employees an email notice that the pay slip is available on the portal. In addition, this email contains a hyperlink to the portal. Each employee accesses the portal with a personal password to consult his or her file, pay information and earnings statements.

The MyPaycheque.net service integrates with the Payroll application required for its operation.


Identification

[Input menu, Auxiliaries, MyPaycheque.net] or

Upon activating the service, the Starting MyPaycheque.net window is displayed where you enter your username and password. This information will be required to access the administrator portal.

Next company information is presented for validation. By default, information entered under the Address tab of the Company Information window is displayed. A company alias is required, it represents the term selected and will be used by your employees to access their portal. An email address must be entered. An email will be sent to this address confirming portal activation.

Caution:	Keep this email: it contains your username, password, identification code as well as portal address needed by your employees.

Finally, a confirmation window is displayed for information validation. Select Post Company to transfer current and previous year payroll data to the portal in the form of earnings statements.

Click Finish. The information is submitted. Once accepted, the startup, configuration and data transfer operations are performed.


Company Information and MyPaycheque.net

[Input menu, Company, Company Information] or

The address displayed in the header of the notice email sent to employees must be entered in the Main E-mail box.

Hint:	To avoid being tagged as spam by an employee’s Internet service provider, the employee must add this address to the list of contacts in his or her email application.


Payroll Configuration and MyPaycheque.net

[Input menu, Payroll, Payroll Configuration] or

In the Company Options group box of the Payroll Configuration window, the MyPaycheque.net option has been added and selected. Clear this box to deactivate the complement.


Employees and MyPaycheque.net

[Input menu, Payroll, Employee] or

The email address at which the employee wishes to receive pay notices must be entered in the Main E-mail box.

In addition, the Send Electronically and Print a Copy option was added under the Address tab. When this option is selected, a paper copy of the stub is printed and pay notice is sent via email. When this option is not selected the email is sent but no paper pay slip is printed.

Note:	This option is available when the Direct Deposit option is selected in the Mode box.


MyPaycheque.net Portal

[Input menu, Auxiliaries, MyPaycheque.net, Access Portal] or

Open My Profile

The profile consists of the company’s coordinates and logos. This information can be modified in this window.

Click Choose a Logo to download logos to the portal. These logos will be displayed on the employee portal for all your companies. In the window displayed, click Browse to select a logo and download it for display on the portal.

Changing passwords

A password can be modified by entering the existing and then the new one twice.

Caution:	When a password is changed on the portal, it must also be changed in the software in the window accessible by clicking Configuration [image], for each company affected.


MyPaycheque.net Company Management

[Input menu, Auxiliaries, MyPaycheque.net, Access Portal] or

As data from multiple companies can be posted on the portal, the Company Profiles window presents a list of companies whose data have been posted.

Click Edit to consult a company profile and change its status (active or inactive). When the company is inactive, its data cannot be accessed. The company alias, which represents the term used by our employees to access their portal, can be modified. Click Select a logo to download logos to the portal. These logos will be displayed on this company’s Employee portal. Click Delete to remove a company’s data from the portal.

Finally, click Company Name to display a page with the following four options: Employee Management, Reports, Company Library and Message Centre.


MyPaycheque.net Employee Management

[Portal: Home, Company Profiles, «Company Name»]

The Employee Management page presents a list of company employees.

Hint:	Click the underlined column title to sort employees accordingly.

Click Edit to configure the employee file. You can grant the Supervisor access level to an employee.

In the Email Stub column, select Via Email for the employee to receive paystubs electronically or select Notice for the employee to receive notice of paystub availability on the portal. Finally, select Yes in the Active column to permit the employee to access the portal.

Note:	Options in the Email Stub column are available on the employee portal.

In addition, click Reset Password to change the employee’s password. By default, the password corresponds to the 9 digits of the employee’s SIN (Social Insurance Number)

Finally, click Save to save changes and display the Employee Management page.

Click [image] to select the departments to which the supervisor is to have access. The supervisor will be able to consult payroll data of employees in these departments.


MyPaycheque.net Report Management

[Portal: Home, Company Profiles, «Company Name»]

The Reports page presents a list of posted reports.

For each report type, select whether employees or the supervisor is to have access to each report type. Should you wish, you can grant access to both categories.


MyPaycheque.net Company Library

[Portal: Home, Company Profiles, «Company Name»]

The Company Library page is used to make documents available on the portal.

You must create categories to group available documents. Boxes under Category Management are used to enter category names in both English and French. Click Add Category to create a category to be displayed in the Company Library.

Next, under Document Management, select, from the drop-down menu, the category in which the document is to appear. Click Browse to select a file. The name to be given the document must be entered in French and English. Click Add Document to transfer the document on the portal.

Finally, under Company Library, when the box is selected, an employee or supervisor, as the case may be, can access the document. Clicking Delete Document removes the document from the list.


MyPaycheque.net Message Centre

[Portal: Home, Company Profiles, «Company Name»]

Use the Message Centre page to attach files to emails sent to employees concerning their paystubs.

Once a message is ready, select the pay period to which it pertains, Then click Browse to select the file and Download to attach it to the message. At any time you can click Delete to remove a file from the list of attachments.

Note:	When a message is attached to an email, the email is labeled as High priority.


Changing the Company Password

[Input menu, Auxiliaries, MyPaycheque.net, Access Portal] or

The steps in the process for changing the company password must be performed in order.

First, the password has to be changed in Acomba. Then, in the SMB Porta, click Configuration [image]. In the Secure Data Service window, enter the new password, save it and return to the SMB Portal window.

Next click Access Portal [image] to access Web using the old password.

Finally, in the Profile Management window, click Change Password and fill in the appropriate boxes to change the password. The process is then complete.


Posting Pays with MyPaycheque.net

[Input menu, Auxiliaries, MyPaycheque.net, Post] or

The process of entering and printing pays is performed as usual. Once the process is complete the data are transferred to the portal by clicking Post [image].

For each employee, a stub and earnings statement (current and cumulative) is transferred to the portal. In addition, according to the option activated for the employee, an email is generated notifying the employee that a new paystub is available on the portal. This email includes any message attachments as well as the paystub in .pdf format.

Emails are sent on the cheque issue date. For example, if the data is posted on Tuesday and the check issue date is Thursday, the email will be generated on Tuesday, but sent on Thursday.


Email Received by the Employee

On the cheque issue date, the employee receives the pay notice email at the address provided.

When the paystub is attached to the email, it can be accessed with the password corresponding to the 9 digits of the employee’s SIN (Social Insurance Number). To access the paystub, this password must be entered. The stub cannot be modified.


Employee Access to MyPaycheque.net Portal

 [Portal: Access Portal]

Access by Email

An employee can access the portal through the Clicking Here hyperlink in the pay notice email. In the case where an employee does not have email service, the employer must provide the portal address available in email activation.

The employee must identify him- or herself; the first two boxes are filled in by default. The Company box holds the company alias as defined by the employer in the Company Profile window. The Employee No. box holds the number assigned to the employee in the software. The employee’s password is the 9 digits of his or her SIN (Social Insurance Number).

Access via Web Site

Should an employee not have an email address, the employer must provide the address of the Employee portal as included in the activation email.

In addition, the Employer and Employee portals are accessible directly at www.MaPaie.net and www.MyPayCheque.net.


Employee Portal

Click My Profile to consult personal information and change the paystub reception mode.

Click Reports to consult reports, earnings statements and paystub archives.

Click Company Library to access company documents made available by the administrator.

Click Change My Password to modify your password.


More About MyPaycheque.net

[Input menu, Auxiliaries, MyPaycheque.net] or

Toolbar

Errors: Displays a report of errors that occurred posting pay data on the portal.

Note:	This button is only available when an error has occurred.

Finish: Closes MyPaycheque.net and displays the software’s Main menu.

Configuration: Displays the Configuration window. The name, password and identification code from the email are displayed here.

Hint:	To ensure that Internet communications is functional and that the information entered is correct, click Test Communications.

Under the Operation Log tab, you can see a log of all errors that have occurred.


Trial Period Prior to Final Implementation

Before officially implementing the MyPaycheque.net Portal in your company and making it available to all your employees, it would be wise to take advantage of the 15-day trial period.

1.	Make a backup copy of your company then create a test company and open it.

2.	Create a MyPaycheque.net Portal for this test company (see Section 2 – Startup of this guide).

Important:	In step 4 – Employees and MyPaycheque.net, make sure you have a valid email address for the employee for whom you wish to conduct a test.

3.	Startup your MyPaycheque.net portal (see Section 3 – Portal Startup).

Important:	In step 5 – Company Library and MyPaycheque.net, note that the documents created in the test company will not be retained when you activate your MyPaycheque.net company.

4.	Enter a pay in Acomba (see Section 4 – Periodic Tasks).

Important:	In step 1 – Posting Pays with MyPaycheque.net, produce a pay for the employee for whom you wish to conduct a test. Make sure the issue date is prior to the current date in order that the employee email be generated quickly.

5.	Verify the results (see Section 5 – Occasional Tasks).

Important:	In step 1 – Email Received by the Employee, an email was sent to the address indicated in the file of the test employee.

6.	When you are ready for final implementation, access your administrative Portal. In the Company Management window, click Edit and delete the test company.


Implementing MyPaycheque.net

If you took advantage of the trial period, the user code and password are still active even if the company has been deleted. Follow the steps below to complete the implementation:

1.	Inform your employees of the good news by inserting a note in their pay envelopes or sending an email.

Example:	Good News!

You will soon have access to a secure custom Web Portal. Henceforth, you will be able to easily consult your paystubs, reports, company documents and messages via the Internet. In addition, each payday, you will receive your paystub via email.

To access this new service, please confirm the email address where you would like to receive your paystubs.

2. 	In Acomba, enter the employee email address in each file.

3. 	In Acomba, select the company for which the MyPaycheque.net Portal is to be implemented.

4.	Create a MyPaycheque.net Portal for each company (see Section 2 – Startup of this guide).

5.	Start up your MyPaycheque.net Portal (see Section 3 – Portal Startup).

6.	Notify your employees that the Portal is active. To do this, attach a text file to the first pay produced with this new service (see Section 3 – Portal Startup, step 6).

Example: 	Good News!

You now have access to your file on the company’s secure Web Portal.

This email contains your secure paystub. Upon opening this file, you will have to supply your 9-digit password, which corresponds to your social insurance number and cannot be modified.

To access your file on the Web Portal, use the link under Click Here in the email. The name of the company and your employee number are entered automatically. Your password is your social insurance numbers, which can be modified from the Portal.

You can access your file using the www.MyPaycheque.net or www.MaPaie.net address. To do so, simply enter the company name, your employee number and password.

The user’s guide is available on the Welcome page under Documentation.

7.	Enter a pay in Acomba (see Section 4 – Periodic Tasks of this guide).

8.	Validate the results (see Section 5 – Occasional Tasks).


About Employee Advances

The Employee Advances complement helps businesses with employee advance creation and management. An employee advance is an amount paid to an employee for work not yet performed. In order to ensure proper follow-up of disbursements and repayments, the Employee Advances complement offers all the advantages related to efficient management of employee advances.

In the General Ledger, certain parameters must be configured, such as the creation of an employee deduction payroll line for employee advances in the Payroll application and the selection of certain accounts required when the advance is issued by check.

In the payroll management step, an employee advance can be created and paid to the employee. The amount will be deducted in whole or in part from the employee's next pay.

Finally in the analysis step, you can check advances created and reimbursed.


Employee Advances Payroll Configuration

[Input menu, Payroll, Payroll Configuration] or

When Payroll is launched, certain Employee Advance options must be configured accordingly. First, under the Ded. tab, add an employee deduction payroll line in $/Pay format for the employee advances.


Departments

[Input menu, Payroll, Departments] or

For each department under the Deductions tab, an account number has to be assigned to the employee advance payroll line. The account should be assigned the asset category, as the amounts therein are receivable.

Note:	The same account must be selected for all departments.


Employee Advances Configuration

[Employee Advance window, File menu, Configuration] or

The Configuration window is used to define the parameters of the Employee Advances complement.

Note: 	Access Employee Advances by selecting Employee Advances, under Complements in the Input menu.

Advance Deduction Line: Number of the payroll line related to the employee advance. This number corresponds to the line previously created in the Payroll Configuration window.

Bank Account: Number of the account assigned to the financial institution used to deduct the employee advances paid.

Note: 	The Bank Account box is displayed when the General Ledger is active.

Advance Account: Number of the account used when deducting the amount from the employee's pay. By default, it corresponds to the one selected for the employee advance payroll line of the Department window.

Note: 	The Advance Account box is displayed when the General Ledger is active.

According to the Act respecting Labour Standards (N-1.1), an employer can withhold monies from an employee's pay with the employee's written consent. The employer must obtain a written statement indicating the amount in question, the reason for the withholding as well as the duration and frequency.

In the Print Pay Advance Receipt group box, you can activate receipt printing or the display of a message asking if a receipt is to be printed according to the mode of payment selected.


Advance Creation

[Input menu, Complements, Employee Advance] or

In the Employee Advances window, you manage pay advances made to employees in your company. Employee advance creation basically consists of selecting the employee, entering the employee advance amount and issuing it.

First, the employee number is selected as well as the function for which it must be recovered, if necessary.

The date on which the employee advance is to be issued is required. The current date is displayed by default.

The Cumulative box presents, for all the employee's functions, the sum of advances the employee has to repay; the Amount box is used to enter a new advance for issue.

Note : 	When the General Ledger is active, the pay advance amount can be issued by check. For more information, see Payment by Check.

Finally, the employee advance is saved and is added at the bottom of the Advance Log.

Tip:  Select For the selected function to only display the lines relating to the selected function in the Advance Log table.


Payment by Check

[Input menu, Auxiliaries, Employee Advances] or

When the Cash option is selected, the employee advance is saved and added at the bottom of the Advance Log table.

Note: 	When the General Ledger is active, a payment mode may be selected.

When the Check option is selected, the Advance Payment window displaying the check and entry details is displayed. The appropriate General Ledger period or batch can be selected and the transaction is saved.

The pay advance is added at the bottom of the Advance Log table. As for the check, it is available for printing in the General Ledger application from the Entry window (Input/General Ledger/Transactions) or in the Printing window under the Checks to Print tab.


Payroll Entry for Advance

[Operation menu, Synchronization] or

When entering a pay advance for an employee, the total of the advances paid to this employee is entered in the Employee window on the deduction line for payroll advances. Thus when running the payroll, the advance is deducted directly from the proper employee's paycheck.

Of course, when the amount is to be deducted over several pay periods or when the amount is larger than the paycheck amount, the payroll entry must be made manually.

Synchronization must be performed before running the payroll for the next period. This process will subtract the repaid amounts from the total amount of the advance and enter this amount in the Employee window. You are thus ready for the next payroll run.

Hint: 	Synchronization starts automatically when producing the List of Advances to be Deducted  [image] report.


Employee Advances Adjustment

[Input menu, Auxiliaries, Employee Advances] or

When a correction has to be made or when an employee advance is refunded in cash, an adjustment must be created. To do this, a salary advance must be created by entering a negative amount in the Amount box.

Tip: 	Select the Adjustment term in the Payment group box to enter the reason for the adjustment.


Employee Advances Reports

[Operation menu, List of Advances to be Deducted and Advance Log] or

Two reports are available. The List of Advances to de Deducted shows a list of amounts to be recovered upon running the next payroll. Synchronization is automatically performed prior to running the payroll.

The Advance Log report prints the Advance Log table for one or multiple employees.


Employee Advances End of Year

[Operation menu, Advance Log and End of Year]

When the year-end procedure has been performed in the Payroll application, the year-end procedure automatically launches upon starting the Employee Advances complement.

The log of advances for the past year is cleared and the current total amount due is transferred to the Opening line in the Advance Log table.

Tip:	Print an Advance Log report before performing the procedure in order to keep hard copy of your data.


Company Information and Accounts Receivable

[Input menu, Company, Company Information] or

The Company Information window contains operational settings for active applications.

 :	Have on hand the number of the next account statement to produce as well as the number of the next payment to receive.

Caution: 	These parameters can be modified once the Accounts Receivable startup is complete.

Under the A/R tab, you define operational parameters for the Accounts Receivable application such as company options, invoicing elements, reference year for recording sales and interest rates on overdue accounts.

Under the Payment tab, you define specific parameters for managing Accounts Receivable payments, such as the payment and receivable modes: Cash, Direct Payment and Check, Account Statement Number and Payment Number.

Under the Inventory tab, you define the number of decimal places for product prices and product identification parameters, such as product number and names length and description lines.


Filling Out the A/R Tab in Company Information

[Input menu, Company, Company Information] or

Options

General Ledger Transfer: Select this box to transfer Accounts Receivable entries to the General Ledger as part of the daily report procedure. When the General Ledger is not running, data can be transferred into a file for future import.

When this box is not selected, entries can be recorded manually in the General Ledger using amounts presented in the daily report.

Customer Discount Allowed: Select this box to grant specific discounts to certain customers. The Discount window and related options become available.

Invoicing

Number of Default Items: Product quantity invoiced by default. This value is displayed in the Invoiced column when selecting a product in the Invoicing window.

Length of Invoice Numbers: Number of digits in the invoice number printed when the total number of characters entered in the Number and Prefix boxes (Invoicing tab, Account Receivable window) exceeds 12. Only 12 characters are printed, including number and prefix, and priority is placed on the last characters of each. This number must fall between 4 and 12.

Cost Price to be used: Cost price used for invoicing and calculating profit (Sales Report window, Cost Price tab/Cost Price Calculation: Real Cost Price).

Note:	The Cost Price to be used box is available when Inventory is active.

Cash Advance Allowed: Select this box to enter an amount to add to the invoice’s total, during a direct payment. Thus, in the Invoicing window, the Withdrawal box is added under the Totals tab when Direct Payment is selected.

Notify if Invoice Number Changes: Select this box to display a message when the invoice’s number is modified upon saving. This situation can occur when more than one user is invoiced simultaneously.

Confirm the Group of Non-inventoried Product: Select this box to display, once the line of an inventoried product number is entered in the Invoicing window, a window used to confirm the group of products.

UPC Automatic Next Line Function: When entering a UPC in the Invoicing window, select this box to display the product’s default values and enter it on the next product line. Thus, the next UPC can be entered. When this box is not selected, the product’s default values have to be validated before going on to the next line.

Daily Report

Number: Number assigned to the next daily report (maximum 5 digits, 1 is displayed by default).

Sales Representative and Territory

Current Year: Year used to record sales. It corresponds to the Current Year column in the Sales Representative and Territory windows. [display only]

Note:	The Change Year option of the End of Month procedure changes the current year automatically.

Account Receivable:

Name: Name assigned to the Receivable payment mode (maximum 20 characters). This name is displayed in the Account Receivable and Multilanguage windows.

Interest

Minimum Amount: Minimum amount on which interest will be charged during the end-of-month procedure.

Rate (%): Rate (percentage) of annual interest used to calculate interest on overdue accounts. This rate is displayed by default in the Customer window (File (continued) tab) where it can be modified.

Number: Number assigned to the next interest entry (maximum 12 digits). By default, 1 is displayed.


Filling Out the Payment Tab of the Company Information Window

[Input menu, Company, Company Information] or

Additional Payment Modes

This table is used to enter the description of the additional payment modes. Each line represents a payment mode.

Note:	To use an additional payment mode, an account must be assigned to it in the Account Receivable window.

No: Reference number representing the order according to which the additional payment modes are displayed in the other windows such as Account Receivable, Invoicing and Payment [display only].

Description: Description of the additional payment mode (maximum 20 characters).

Note:	The Receivable, Cash, Direct Payment and Check payment modes exist by default. Do not recreate them.

Hint:	An additional payment mode can represent credit cards, gift certificates, loyalty cards, internal sales, etc.

Payments

Account Statement Number: Number assigned to the next account statement generated when running the account statement procedure (Accounts Receivable Report window, Account Statement tab [display only].

Caution:	This parameter can only be modified when the Accounts Receivable application has been activated.

Payment Number: Number assigned to the last payment created in the Customer Payment window. This number is displayed in the Number box of the Payment window [display only]

Caution:	This parameter can only be modified when the Accounts Receivable application has been activated.

Default Payment Mode: Payment mode selected by default in the Invoicing window.

Multiple Payment: Select this box to allow multiple modes of payment for individual transactions created in the Invoicing window.

Payment Receipt

Print Receipt: This is the default mode when entering a payment to issue proof of payment via a slip printer.

Note:	The Payment Receipt group box is available when the Point of Sale application is active.


Accounts Receivable

[Input menu, Accounts Receivable, Accounts Receivable] or

The Account Receivable window is used to select an account for each type of amount that may be contained in an entry regarding shipping fees, interest, payment received in a certain payment mode or discount. Thus, the entry can be generated automatically by distributing the amounts to the appropriate accounts.

Hint:	Creating different accounts receivable sets allows you to track entries of various types such as transactions from various branch stores or those made in US dollars.

Finally, under the Invoicing tab, according to the account receivable used, certain parameters of the Invoicing window can be defined such as the numbering, tax group selected by default and shipping fees.


What are Accounts Receivable For?

[Input menu, Accounts Receivable, Accounts Receivable] or

A transaction between a customer and a company is composed of different amounts, such as the product's selling price, discount, shipping charges, taxes collected and the payment received according to a certain mode. When entering transactions, the different amounts must be distributed in the appropriate accounts.

Functionality: The Account Receivable window is used to select accounts for each type of amount that could compose a transaction in order to create automatic entries.

In addition, various account groupings can be created. For certain types of sales (branch A or B), certain customers (medium or big business) or some currencies ($CAN, $US), these amounts can be distributed among the various accounts receivable.

Interactions: When only one account receivable is activated, it is used by default for all transactions. When more than one account receivable is activated, an account receivable has to be assigned to a customer. The link between accounts and transaction amounts is then created when selecting an account receivable in a transaction. An account receivable can be modified for a transaction in particular.

According to the use of the account receivable, certain parameters of the Invoicing window may vary. The Account Receivable window is used to configure them. When selecting a customer in the Invoicing window it is automatically adjusted according to the parameters selected in the account receivable assigned to the customer.

Definition: The term transaction includes any transaction type between the customer and the company (invoices, credits, payments and deposits).

For more information, see How to Activate Accounts Receivable or More On Accounts Receivable.


How to Activate Accounts Receivable

[Input menu, Accounts Receivable, Accounts Receivable] or

This topic presents the procedure to activate an account receivable.

To activate an account receivable

1.	In the Input menu, select Accounts Receivable, then Accounts Receivable.

The Account Receivable window is displayed.

2.	From the toolbar, click Next Account Receivable [image] to display the account receivable to activate.

3.	Fill out all relevant boxes. For a detailed description of all boxes:

see Filling Out the Accounts Receivable Heading to Filling In the Invoicing Tab of the Accounts Receivable Window.

OR

Click Contextual Help [image] located in the title bar of the Account Receivable window then click a box. The box's functionality is displayed.

Hint:	Be sure that the Activate Help Bubble [image] button of the Standard toolbar is pressed before using the Contextual Help [image] button to permanently display the help bubble that adjusts its content according to the pointer's position.

4.	Select Active to activate the account receivable.

5.	Save the account receivable by clicking Save Accounts Receivable [image].

The account receivable is now active.

For more information, see Accounts Receivable or More On Accounts Receivable.


Filling In the Accounts Tab of the Accounts Receivable Window

[Input menu, Accounts Receivable, Accounts Receivable] or

This topic explains how to fill out the heading of the Account Receivable window. The heading contains the elements required to identify and activate the account receivable.

Number: Predefined number by which the account receivable is identified [display only].

Hint:	When creating an account receivable, account receivable 0 (zero) is assigned by default. Account receivable 0 (zero) should represent the most frequently used account receivable.

Note:	Only numbers from 0 to 4 can be used. They cannot be modified.

Description: Description used to defined the account receivable. This description can contain up to 30 characters.

In the Territory and Sales Representative windows, a tab identified by this description is added.

For more information, see Accounts Receivable, How to Activate Accounts Receivable or An Input Window Is ....

Active: Select this box in order to activate and use accounts receivable. Do not select this box when the account receivable is not used.

Note:	The Active box is not available when it is an account receivable 0 (zero) or when it has been selected in the Accounts Receivable, Entry or Invoicing window.

The Accounts tab presents a table used to select the accounts required to enter an account receivable transaction. Each table line represents an amount type that can be used in a transaction. A line whose suggested category is Assets represents a payment mode; Liabilities represent an account receivable security deposit or order deposit; Income represents a discount, interest income, shipping charges or the conversion of a deposit to a penalty. The table has up to 17 lines. Each line contains 5 columns.

Note:	The number of lines the table has varies depending on the options selected in the Company Information window (A/R and Payment tabs).

Account: Description of the various amount types that can compose a transaction [display only].

Number: Number by which the account is identified.

When an account is used, the background of the column becomes gray indicating that it can no longer be modified. For more information, see More On Accounts Receivable.

Category: Category assigned to the account selected in the Number column [display only].

Suggested: Category usually assigned to the account selected in the Number column [display only].

Description: Description assigned to the account selected in the Number column [display only].


Filling In the Invoicing Tab of the Accounts Receivable Window

[Input menu, Accounts Receivable, Accounts Receivable] or

This topic explains how to fill in the boxes of the Invoicing window. This tab contains the elements required to select the parameters related to invoicing.

Invoice

The Invoice group box contains the elements required to enter the parameters related to invoicing.

Prefix: Code added before the invoice number when printing. The prefix contains up to 15 characters.

Number: Number assigned to the next invoice in which an account receivable is selected. This number contains up to 12 digits.

If the Account Receivable window remains open following the creation of an invoice, the value in the Number box corresponds to the number of the last invoice made with this account receivable [display only].

Note:	When printing invoices, only 12 characters are printed, number and prefix included. When the total characters entered in the Number and Prefix boxes is more than 12, the last characters are prioritized and the number of digits kept for the Number corresponding to the one entered in the Length of Invoice Number box (A/R tab, Company Information window).

Tax Group: Number of the tax group used in the Invoicing window when the account receivable is selected.

Note:	A specific tax group can be assigned in the Customer window or a tax exception can be assigned in the Product Group window.

Click Tax Group to display the Select Tax Group list window used to select a tax group among those already created. For more information, see Tax Group Concept, Creating Tax Groups and An Input Window Is....

Description of the selected tax group [display only].

Shipping

The Shipping group box contains the elements required to define the parameters related to shipping charges.

Shipping: Select this box to add shipping charges in the Invoicing window. The Tax Exception box then becomes available.

Tax Exception: Tax exception applicable on shipping charges.

Note:	The Tax Exception box is displayed when the Shipping box is selected.

Click Tax Exception to display the Select Tax Exception window used to select a tax exception among those already created. For more information, see An Input Window Is....

Description assigned to the tax exception selected [display only].

For more information, see More On Accounts Receivable.


More About Accounts Receivable

[Input menu, Accounts Receivable, Accounts Receivable] or

This topic explains any information related to the Account Receivable window that has not been covered in the previous topics.

Modification: As soon as an account receivable is selected in the Account Receivable input window, it cannot be deactivated. As soon as an account receivable is selected in the Entry or Invoicing windows, certain parameters cannot be modified.

To modify an account receivable set, first produce a daily report with the Active option unselected then run the Check Idle Files process (Input menu, Utilities). An account receivable set cannot be deleted if it has been assigned to a customer.

Caution:	This procedure transfers all account receivable transactions to the General Ledger for the previous or current period or in a batch. It is recommended to make a backup before starting.

The number of the next invoice can only be modified using a decryption code. When you have to modify the Number box, communicate with the technical support to obtain the decryption code.

For more information, see Accounts Receivable or How to Activate Accounts Receivable.


Customers

[Input menu, Accounts Receivable, Accounts Receivable] or

A customer represents any individual or company with which the company has business relations in virtue of a contract, an agreement or a commitment. The Customer window is used to contain information regarding accounts receivable and to speed up invoice processing and facilitate debt-collection management.

Once a customer’s information is entered, the File and File (continued) tabs are used to enter the parameters applicable to sales invoicing and this customer’s credit file. Thus, parameters such as the account receivable, terms of payment, customer discount, shipping, territory and credit line are to be entered.

Then, when taxes to use for this customer are different from those of the account receivable selected or when the customer is exempt for a certain tax, the Tax tab is used to enter this information.

Finally, comments and reference dates such as an anniversary or expiration date can be entered under the Miscellaneous tab.

Most of these parameters will be selected by default or appear for your information when entering the customer in the Entry and Invoicing windows.


Defining Customers

A customer file contains the customer's address and specific parameters, such as the account receivable number, payment terms, available discount, the price list used, number of NSF checks received, preauthorized payment information, etc.

Under the Miscellaneous tab, enter reference dates to be displayed in the Invoicing window. You could choose to enter information such as the customer's birthday, warrantee expiration date or an order reminder.


Customer Concept

[Input menu, Accounts Receivable, Accounts Receivable] or

To use Accounts Receivable efficiently, you must create customer files as they are required for entering transactions and producing third-party invoices.

In the file, you can also enter the customer's complete contact information including address and telephone number. In addition there are fields for the account receivable, payment terms, shipping mode, sales territory, price list, the name of the person who created the file, etc.

That's not all. The customer card also contains fields in which you can enter information specific to the customer, such as birthdate, that will be displayed upon invoicing.


Filling out the Customer Window

[Input menu, Accounts Receivable, Customers] or

Number: Number by which the customer is identified and filed (maximum 20 characters). This number must be unique; two customers cannot have the same number. In the Accounts Receivable list window, you can sort accounts receivable by number.

Note: 	The customer number which starts with DEF is reserved for the default Accounts Receivable file. For more information, see Default Card.

Sorting Key: Short term used to designate the customer (maximum 20 characters). In the Accounts Receivable list window you can sort accounts receivable by sorting key.

Note:	When no sorting key is specified when creating a customer, the 20 first characters entered in the Name box are displayed by default.

Internet

Web Site: The customer’s Web site address.

The table is used to enter the customer’s E-mail addresses.

Note: 	The table contains 3 lines when the CRM application is active.

Mailing: Select this box when the email address is used for mass mailings.

Accnt. Stat.: Select this box when the email address is used to send the account statement to the customer.

Note: 	The Mailing and Accnt. Stat columns are displayed when the CRM application is active.

Hide/Show Details – File

Once the customer file is created, the Hide Details button is displayed. Use this option to limit the display in the Accounts Receivable window to fields that vary from customer to customer, such as the Address tab, Sales Representative and Language boxes of the File and File (continued) tabs, which are displayed in the File/Miscellaneous group box. Click Show Details displays the Customer window in its totality. For more information, see Default Card.


Filling Out the Customer’s File Tab

[Input menu, Accounts Receivable, Accounts Receivable] or

Selections made under this tab become the values displayed by default in the Entry and Invoicing windows once the customer is entered. These can be modified.

Receivable: Number and description of the account receivable assigned to the customer. Account receivable 0 (zero) is displayed by default.

Note:	The Receivable box is displayed when more than one account receivable is activated.

Sales Representative: Number and name of the sales representative assigned to the customer. Sales representative 9999 is assigned by default. In the Accounts Receivable list window, you can sort accounts receivable by sales representative.

Territory: Number and description of the territory assigned to the customer. Territory 9999 is assigned by default. In the Accounts Receivable list window you can sort accounts receivable by territory.

Terms of Payment: Number and description of the terms of payment assigned to the customer.

Note:	When a selection is made in the Bill to: box, this term of payment overrides the paying customer’s.

Bill to: Number and name of the paying customer, that is the one to whom the invoice is made.

Note:	This transaction is entered to the paying customer’s name.

Note:	The term of payment defined for the customer takes precedence over the one for the paying party.

Note:	The Bill to: box is not available when the customer already pays the fees of another customer.

Shipping: Number and description of the shipping mode assigned to the customer.

Customer Discount Allowed: Select this box when a discount can be granted to the customer. The Customer Discount box is then displayed.

Note:	The Customer Discount Allowed is displayed when the Customer Discount is selected in the Company Information window (Accounts Receivable tab).

Customer Discount: Number and description of the discount assigned to the customer.

Note:	The Customer Discount box is displayed when the Customer Discount Allowed box is selected.

Project: Number and description of the project assigned to the customer.

Note:	The Project box is displayed when the Cost Analysis application is active.


Filling out the File (Continued) Tab

[Input menu, Accounts Receivable, Accounts Receivable] or

Selections made under this tab become the values displayed by default in the Entry and Invoicing windows once the customer is entered. These can be modified.

Receivable: Number and description of the account receivable assigned to the customer. Account receivable 0 (zero) is displayed by default.

Note:	The Receivable box is displayed when more than one account receivable is activated.

Sales Representative: Number and name of the sales representative assigned to the customer. Sales representative 9999 is assigned by default. In the Accounts Receivable list window, you can sort accounts receivable by sales representative.

Territory: Number and description of the territory assigned to the customer. Territory 9999 is assigned by default. In the Accounts Receivable list window you can sort accounts receivable by territory.

Terms of Payment: Number and description of the terms of payment assigned to the customer.

Note:	When a selection is made in the Bill to: box, this term of payment overrides the paying customer’s.

Bill to: Number and name of the paying customer, that is the one to whom the invoice is made.

Note:	This transaction is entered to the paying customer’s name.

Note:	The term of payment defined for the customer takes precedence over the one for the paying party.

Note:	The Bill to: box is not available when the customer already pays the fees of another customer.

Shipping: Number and description of the shipping mode assigned to the customer.

Customer Discount Allowed: Select this box when a discount can be granted to the customer. The Customer Discount box is then displayed.

Note:	The Customer Discount Allowed is displayed when the Customer Discount is selected in the Company Information window (Accounts Receivable tab).

Customer Discount: Number and description of the discount assigned to the customer.

Note:	The Customer Discount box is displayed when the Customer Discount Allowed box is selected.

Project: Number and description of the project assigned to the customer.

Note:	The Project box is displayed when the Cost Analysis application is active.


Filling Out the Customer’s Tax Tab

[Input menu, Accounts Receivable, Accounts Receivable] or

Tax Group

Tax Group: Number and description of the tax group to use when invoicing this customer.

The tax group used is the one entered in the account receivable assigned to the customer by default. When the tax group is modified in the Account Receivable window, it is adjusted for all accounts receivable concerned, except for those for which a specific tax group is selected.

Tax Exemption

Tax: Number of the tax from which the customer is exempt. Thus, this tax is not applied when invoicing.

Description: Tax description [display only].

Number: Number assigned to the customer by the appropriate government agency, as reference for the tax exemption selected (maximum 50 characters). The tax number is mandatory; it is recommended to require a written proof from the customer.


Filling Out the Customer’s Miscellaneous Tab

[Input menu, Accounts Receivable, Accounts Receivable] or

Comments:

Box used to enter notes, information or comments (maximum 255 characters).

When a comment is entered, Show Comment is displayed in the toolbar. Click it to display the Miscellaneous tab used to consult comments.

Display Comment when Invoicing: Select this box to display comments when selecting the customer in the Invoicing window.

Add Comment to Invoice: Select this box to add comments on the first product line of the Invoicing window in order to print it.

Reference Dates

Description: Description of the Date box hereunder (maximum 15 characters).

Date: Reference date such as the customer’s birthday.


Filling Out the Customer’s Selections Tab

[Input menu, Accounts Receivable, Accounts Receivable] or

Note: 	The Selections tab is displayed when the CRM application is active and a customer selection is created. For more information, see Customer Selection.

This table is used to include or exclude a customer from a customer selection. Each line represents a customer selection.

• : Select this box when the customer must be included in the customer selection. Clear this box to exclude the customer from the selection.

Number: Customer selection number [display only].

Description: Description of the customer selection [display only].


More on Customers

[Input menu, Accounts Receivable, Accounts Receivable] or

Default File

A default file can be created for a customer. For more information, see Default Card.

Deletion

A customer can be deleted as long as it has not been used in the Entry or Invoicing window or selected in another customer’s Bill to: box.

Customer Deactivation

Click Deactivate Customer [image] to deactivate a customer.

An inactive customer remains archived; the customer remains in the Accounts Receivable list window. The customer is displayed under the Inactive tab and when displayed, (Inactive) is displayed in the window’s title bar. Upon invoicing, a message is displayed warning that an inactive customer has been selected and allows reactivation. Finally, certain reports offer the possibility of including inactive customers.

Note:	The Deactivate Customer [image] button is available for a customer when all payments due have been made, when no order, open order or bid still exist for the customer and when a daily report containing all the customer’s transactions has been produced.

Finally, click Activate Customer [image] to activate an inactive customer.

Card Deactivation

All accounts receivable meeting certain specific criteria can be deactivated automatically. For more information, see Card Deactivation.

Customer Selection

When the CRM application is active, you can create accounts receivable selections. For more information, see Customer Selection.

Specific Commands

Click Customer Interface [image] to display the Customer Interface window used to consult information about the customer and access to customers’ most frequently used commands. For more information, see Interface Window.


Payment Terms

[Input menu, Accounts Receivable, Accounts Receivable Terms of Payment] or

To automate discount calculation when receiving a payment and interests required on the amount due, the Terms of Payment window is used to create the various agreements (delays and conditions) available to a customer. There are four types of payment terms.

The Discount in Days type is based on the number of days allowed before payment is due. A percentage discount can be granted for payment within a defined period.

The Discount According to Date type is based on the payment due date. A percentage discount can be grated for timely payment.

The Periodic Installments type is based on the number of periodic installments for total invoice payment (daily, monthly, quarterly, bi-annually, etc.) and can include a percentage discount for timely payment.

The Payment Schedule type is based on a percentage or amount due on a specific date. It can include a discount for timely payment. For example, three installments are defined by a sales contract: an initial payment, a second upon delivery and a final payment due 30 days after delivery.

Once the type of payment term has been selected, you must enter the specific parameters. The type is displayed in the Definition box. For Payment Schedules, payment due dates must be entered as well as the percentage of the total each payment represents.

Hint:	When the payments are equal, select Equal Payments to calculate the percentage of each.


Filling Out the Terms of Payment Window

[Input menu, Accounts Receivable, Accounts Receivable Terms of Payment] or

Number: Number identifying the payment term (maximum of 4 digits). This number must be unique; two payment terms cannot have the same number.

Description: Description given to the payment term. In the Terms of Payment list window, payment terms can be sorted by description.

Note:	The Description box shows the terms in text form.

Type: This box displays the general payment terms according to the type selected.

Discount in Days: Conditions are based on the number of days allowed before payment is due. A percentage discount can be granted for payment within a defined period.

Discount According to Date: Conditions are based on the payment due date. A percentage discount can be grated for timely payment.

Periodic Installments: Conditions are based on the number of periodic installments for total invoice payment (daily, monthly, quarterly, bi-annually, etc.) and can include a percentage discount for timely payment.

Payment Schedule: Conditions are based on a percentage or amount due on a specific date. It can include a discount for timely payment. For example, three installments are defined by a sales contract: an initial payment, a second upon delivery and a final payment due 30 days after delivery.

Discount (%): Discount rate (percentage) granted to the customer for payment within a defined delay.

Definition: A description of the payment term. [display only]

Discount in Days

Discount allowed for the next X days: Number of days in which a discount can be granted.

Payment due in X days: Number of days within which the payment must be made in order to respect the deadline.

Discount According to Date

Discount allowed until the X of the next month: Date up until which a discount is granted.

Payment is due on the X of next month: Date on which the payment must be received in order to respect the deadline.

Periodic Installments

Frequency: Payment frequency.

Number of Payments: Number of payments due.

Payment Intervals: Number of days allotted for each payment.

Note:	The Payment Intervals box is available when the frequency selected is Daily.

First Payment In: Date of first payment.

Payment Schedule

Percentage: Shows the total of the % column [display only].

Equal Payments: Select this box when the amount to pay is divided into equal payments.

Transaction Amount: Total amount of the transaction.

Note:	The Amount box of the transaction and the Amount column are available when the Terms of Payment window is displayed by clicking View/Modify Customer Terms of Payment [image] in Entry or Invoicing windows.

This table is for entering payments due.

Date: Date on which payment is due.

%: Rate (percentage) of total due.

Amount: Amount of payment: either calculated according to the percentage displayed or entered upon invoicing.


MultiLanguage and Accounts Receivable

[Input menu Company, Multilanguage] or

With the Accounts Receivable application, the Multilanguage window allows you to define several additional terms. For example, you can print specific messages on account statements in several different languages.

Terminology

Among the terms that can be personalized, the Invoicing Msg line can accept up to 100 characters for a message printed on invoices, such as “Thank you for your visit”.

Account statement

To print a specific message on an account statement, the number of days must be entered in the Delay box for account statements. Next titles and messages to print before and after the deadline must be entered on the Message Title (less than X days) and Message Title (X days and more) (30 characters) lines as well as on the Message (less than x days) and Message (X days and more) (255 characters) lines.

Example: The title and message before: “Thanks for your trust.”, “We are pleased to count you as one of our valued customers.”; and after: “Balance due.”, “Please send payment as soon as possible.”

Languages

To print invoices (bids, orders, etc.) or account statements in a language other than French or English, the appropriate box must be selected under the Languages tab.

Then under the Messages tab, terms must be entered for the added language. This language must then be selected in the Customer window (File (Cont.) tab) for customers with whom you wish to communicate in this language. Now, invoices (bids, orders, etc.) and account statements will be printed in this language for the selected customer.


Product Groups

[Input menu, Inventory, Product Groups] or

In order to generate accounting entries for invoices created in the Invoicing window, accounts to hold amounts for each product must be defined. These accounts are defined in the Product Group window.

Note:	When Order Management is active, under the Purchase Accounts tab, you can select accounts to be used when creating a supplier invoice for a purchase.

Generally, the product group is created for each income category account that could be affected by a product invoice. In addition, a product group can be defined using various parameters, such as tax exceptions, back orders and segments.

Finally, when creating a product it must be assigned a product group. In general, a group contains all products with similar specifications.


Filling Out the File Tab of the Product Group Window

[Input menu, Inventory, Product Groups] or

Number: Number by which the product group is identified (maximum 4 digits). This number must be unique; no two product groups can have the same number.

Description: Description identifying the product group (maximum 30 characters). In the Product Groups list window, you can sort the product groups by description.

Invoicing

Tax exception: Number and description of the tax exception assigned to the product group. By default, this tax exception is assigned to products belonging to this product group. A specific tax exception can be assigned to a product in particular.

Back Order Allowed: Select this box to allow back orders by default for products in this group. Selecting this option means that an order will be created automatically upon entering an invoice for a product not in stock.

Note:	The Back Order Allowed option is available when Order Management is active.

Segmentation

Note: 	The Segmentation group box is displayed when Inventory is active and Segmentation is selected under the Inventory tab (Company Information window).

Segment: Number and description of the segment assigned to the product group. By default, this segment is assigned to products belonging to this product group. A specific segment can be assigned to a particular product.


Filling Out the Accounts Tabs of the Product Group Window

[Input menu, Inventory, Product Groups] or

In the table under the Sales Accounts tab, define the accounts to be affected when invoicing a product assigned to the group in question. These accounts will be used to record entries generated in the Invoicing window.

In the table under the Purchase Accounts tab, define the accounts to be affected when purchasing a product assigned to the group in question. These accounts will be used to record entries generated in the Invoicing window.

Note:	The Purchase Accounts tab is displayed when Order Management is active.

Note:	The table contains a line per account receivable for which the Active option has been selected.

Receivable: Description assigned to the account receivable [display only].

Account: Number by which the account is identified.

Category: Category of the account [display only].

Description: Description of the account [display only].

Project: Number of the project in which costs associated by the sale of products in this group are recorded. By default, the Undefined project is selected. It corresponds to project number 0.

Note:	The Project column is displayed when Cost Analysis is active.


Products

[Input menu, Inventory, Products] or

The Product window is where you create files of the products sold by your business. Once created, you can select products upon invoicing thus accelerating the process and maintaining control over your inventory.

The appropriate number, description, product group and, if necessary, the tax exception must be entered.

As for the Sale Price and Cost Price, they are used to calculate the profit margin displayed in the Margin box.

The Quantity and Adjustment boxes are available for basic inventory management. Once the product is created, only the Adjustment box is available. As for the Quantity box, it shows the quantity in inventory and adjusts automatically when the product is invoiced.

Finally, you can enter additional information under the Description tab.

When Inventory is active, other functions are available, such as segmentation, serial numbers, price lists and component products. For more information, see Product under Inventory Startup.


Tax Exceptions

[Input menu, Company, Tax Exceptions] or

All products are taxed by default. However, there are some exceptions such as basic food products, which are not subject to GST or PST and books with ISBN codes that, in Québec, are not subject to provincial tax. The Tax Exception window allows you to create these exceptions.

Info:	A tax exception applies to a product or product group while a tax exemption is granted to an individual or company and applies to all products purchased.

Once the taxes for the exemption have been entered in the Tax Number column, select the rate to apply. These rates are entered in the Tax window (under the Tax Rate tab). When modified in the Tax window, the change is reflected in the tax exceptions.

Next, select the type of tax: Non-taxable, Taxable, when the tax is itself subject to tax, and Fixed Amount. The amount of a fixed amount tax must be entered in the Amount column.

Finally, the tax exception is selected in the appropriate product group.


Customer Discounts

[Input menu, Invoicing, Customer Discount] or

Your company may allow certain customers or business partners to negotiate discounts. The Customer Discount window lists all the discounts offered allowing you to grant a percent price reduction on a product group for specific customers.

There are two types of discounts: global and specific. A global discount is a percent discount applied to all product groups. This percentage is entered in the Global Discount (%) box. Specific discounts only apply to product groups selected under the Product Group tab. The percent discount is entered in the % column of the table.

Note:	Specific discounts take precedence over global discounts; they can therefore be considered as exceptions to global discounts.

Finally, the method to use to apply the percent discount when a cost price (average cost price, last cost price or next cost price) is selected in the Price box of the Customer window must be selected.


Filling Out the Customer Discount Window

[Input menu, Invoicing, Customer Discount] or

Number: Number by which the discount is identified (maximum 4 digits). This number must be unique; two discounts cannot have the same number.

Description: Description defining the discount. This description can have up to 30 characters. In the Customer Discounts list window, you can sort the discounts by description.

Global Discount (%): Percent discount applied to all products in all product groups.

When a cost price is selected for a customer, the percentage is applied according to the option selected in the Calculation Based on Cost Price box.

Calculation Based on Cost Price: Method to use to apply a percent discount when a cost price (average cost price, last cost price, next cost price) is selected in the Price box of the Customer window.

% = None: The product is sold at cost price selected without a percent discount.

% = Additional: The product is sold at the cost price selected on which the percent discount is applied, thus rendering the price below cost.

% = Profit on Cost Price: The product is sold at the cost price selected to which an amount is added to ensure that the profit over cost price is equal to the percent discount applied.

Example: A 20% profit on a $100 cost price gives a retail price of $120 as per the following calculation:
$100 x (1 + 0.20) = $120.

% = Profit on Sale: The product is sold at the cost price selected to which is added an amount ensuring a profit over sales price equal to the percentage applied.

Example: A 20% profit on a $100 cost price gives a retail price of $125 as per the following calculation: $100/(1 – 0.20) = $125.

From the table under the Product Group tab, select the product groups to which you wish to apply a specific discount, which will override the percentage entered in the Global Discount (%) box.

Number: Number of the product group to which the specific discount is applied.

Description: Product group description [display only].

%: Percent discount to apply to the product group.


More on Customer Discounts

[Input menu, Invoicing, Customer Discount] or

Interactions

Discount options are available when the Customer Discount box is selected in the Company Information window (Customer tab).

When the Customer Discount box is selected in the Customer window (File tab), you can enter a discount for this customer upon invoicing. In addition, a discount can be granted in the Customer window (File tab). Therefore, when preparing an invoice for this customer, the discount is applied automatically on all appropriate products. This discount can be modified for each individual product.

Incidences

You can grant a discount to a customer when In-Store Customer is selected, but the Discount % column of the Invoicing window will remain unavailable.

When the price of a product is modified upon invoicing, the discount entered is considered as a discount on a non-cost price item.

Deletion

A discount can be deleted if it has not been assigned to any customers and a checking idle files procedure has been run (Input menu, Utilities).

Complementary Products

The Promotion complement allows you to put a specific product on sale by applying a percentage or making a change to the price list. Special promotions can be programmed in advance and activated automatically for the defined period.


Sales Representatives and Territories

[Input menu, Invoicing, Sales Representatives] or

[Input menu, Invoicing, Territories] or

The Sales Representative window lists all the sales representatives in the company. The Territory window posts sales by geographical region or zone (city or postal code).

Contact information for each sales representative is found under the Address tab.

In both cases, under the Account Receivable tab, you can enter sales goals in the Projection column. The following columns show the totals (excluding taxes and shipping) of each invoice created in the Invoicing and Entry windows involving either the selected sales representative or territory.

Hint:	Click the right mouse button in the box to display the contextual menu with the View the Statement of Territory for Month or View the Sales Representative’s Statement for Month.  This command produces the Sales Representative/Territory Statement showing a list of invoices for the sales representative/territory for the month.

Hint:	When it’s not appropriate to track sales by territory, the Territory window can be used to track such things as membership: active, inactive, student, senior, etc.


What are Sales Representatives For?

[ Input menu, Invoicing, Sales Representatives]

A sales representative is any person or entity (branch) likely to make a sale for the company. The user has the option of viewing the sales figures for each representative.

Functionnality: The Sales Representative window is used to index all persons likely to make a sale. In addition, it is used to enter monthly sales objectives that have to be met and to view the sales made by the sales representative for the current year, as well as for the three previous years.

Using the Sales Representative window is optional. Sales representative 9999 is used by default when no sales representative has been created or selected in an invoice. All invoices are assigned to a sales representative.

Interactions: A sales representative can be selected when creating an invoice or assigned to a customer (File tab). It is displayed by default when selecting this customer in the Entry or Invoicing window. A sales representative can be modified for an invoice in particular.


Filling In the Sales Rep. Contact Info. Tab of the Sales Representatives Window

[Input menu, Invoicing, Sales Representatives] or

This topic explains how to fill in the Contact Info. tab. This tab contains all the elements required to enter the sales representative's information.

Number: Number identifying the sales representative in the system. No two sales representatives can share the same number. The number can have up to 4 digits.

Note:	The sales representative number 9999 must not be assigned to a sales representative as it serves as the default number.

Sorting Key: Short term identifying each sales representative. The sorting key can have up to 15 characters. Sales representatives can be sorted by this key in the Sales Representatives list window.

Note:	Should you leave this box blank when creating a sales representative, the system will assign the first 15 characters contained in the Name box as the sorting key.

Address

The Address group box contains the elements required to enter the sales representative's postal address.

Name: First and last name of the sales representative or of the third party who makes a sale for the company. This name can contain up to 30 characters. In the Sales Representatives list window, it is possible to sort sales representatives by name.

Note:	When no sorting key is entered when creating a sales representative, the first 15 characters of the name are displayed in the Sorting Key box.

C/O: Last and first name of the sales representative when the Name box has been used for the company. The C/O box can contain up to 30 characters.

Address: Number and name of the street on which the place of business or the sales representative's residence is located. The address can contain up to 30 characters.

Example:	234 Elm Street, Apt. 102

City: Name of the city and province the place of business or the sales representative's residence is located. City name can contain up to 30 characters.

Example:	Sainte-Foy, QC

Country: Country code of the sales representative's place of business or residence. You can use telephone number and postal code formats when entering payroll data.

Postal Code: Postal code of the sales representative. Do not enter spaces or capital letters. The postal code is formatted according to the mask of the selected country.

Note:	In the case of a U.S. Zip code enter the State's abbreviation followed by the Zip code. For example, enter CA90210 when the sales representative lives or works in California.

Telephone

The Telephone group box presents a table required to enter the sales representative's different numbers (work telephone, fax and others). The table contains four lines and each of them represents a specific number. Each line contains 3 columns.

Description: Description assigned to the field of the next column and describing the number it allows you to enter [display only].

Number: Number (telephone at work, fax and others) assigned to the description entered in the previous column. Do not enter parentheses, hyphens or spaces. The number is formatted according to the country mask selected. In the Sales Representatives list window, it is possible to sort sales representatives by telephone number, which is the one on the Work line.

Ext.: Telephone number extension assigned to the number entered in the previous column. This number contains up to 4 digits.

Detail

The Detail group box contains the elements required to select the additional parameters related to the sales representative.

Language: Options available to define the sales representative's language. Select appropriate option.

Note: 	This information has no impact. It is only entered for information purposes.

User: User number assigned to the sales representative. Calls entered for the selected user are displayed under the Call tab of the Sales Representative Interface window.

Note: 	The User box is displayed when the Customer Relationship Management (CRM)  application is active.

Internet

The Internet group box contains the elements required to enter the sales representative's E-Mail and Web site addresses.

Web Site: Sales representative's Web site address.

When an Internet access and Web browser have been installed on your computer, click Web Site to open the browser and access this address or Web site. For more information, see Web Site.

This table is used to enter the sales representative's E-Mail address. Each line represents an E-Mail address. The table contains 2 columns.

Note: 	The table contains 3 lines when the Customization and Security application is active.

Description: Description assigned to the field of the next column and describing the address it is used to enter. This description contains up to 20 characters.

E-Mail: E-Mail address of the sales representative assigned to the description entered in the previous column.

When an Internet access and a Web browser have been installed on your computer, click E-Mail to create a message to the E-Mail address entered on the Main E-Mail line. For more information, see E-Mail.


Filling In the Accounts Receivable Tab of the Sales Representatives Window

[Input menu, Invoicing, Sales Representatives] or

This topic explains how to fill in the boxes of the Account Receivable tab of the Sales Representative window. This tab contains the elements required to enter the projected sale amounts and view those made during the three previous years for the account receivable selected.

Note:	The Sales Representative window contains an Account Receivable tab for each account receivable which Active box is selected (Accounts Receivable window).

The Account Receivable tab presents a table used to enter the monthly sales projection amounts and to view sales amounts for the current year and the three previous ones for the selected account receivable. Each line represents the sum of sales amounts for a month. Each line contains 6 columns.

Projection: Monthly sales amount  the sales representative has to reach for the current year.

Note: 	This information has no impact. It is only entered for information purposes.

Current Year/1 Year Ago/2 Years Ago/3 Years Ago: Sum of the monthly sales amounts associated with the sales representative for the corresponding year. This sum comes from the total (excluding taxes and shipping) of each invoice created in the Entry and Invoicing window in which the sales representative has been selected according to the date and account receivable. [display only]

Hint:	Right-clicking a box displays a pop-up menu showing the View the Sales Representative's Statement for MONTH command. This command produces the Sales Representative Statement report used to view the list of invoices associated with the sales representative for the month.

Totals: Sales amount for the corresponding year. Sum of amounts entered in each column. [display only]


More on Sales Representatives

[Input menu, Invoicing, Sales Representatives] or

This topic presents all the information related to the Sales Representative window that has not been covered in the previous topics.

Modification: Sales representative 9999 cannot be modified.

Deletion: Sales representative 9999 cannot be deleted.

Incidences: The amount added in the table excludes taxes and shipping. In the Invoicing window it corresponds to the amount displayed in the Subtotal box (Totals tab). In the Entry window, it corresponds to the total of the entry from which is deducted the amount of lines for which certain accounts have been selected: the one entered on the Shipping line of the Account Receivable window as well as those entered in the Tax Group window.

In the Company Information window (A/R tab), the Current Year box indicates the calendar year corresponding to the current year. During the Accounts Receivable year change procedure, amounts are moved under the appropriate column and the Current Year column is reset to zero.

Use: If consulting sales amounts per sales representative is not useful for your company, the Sales Representative window can represent another category such as members of an association: active members, inactive members, student members, senior members, etc.

Specific Commands: This table describes the commands of the Operation menu and of the toolbar buttons of the Sales Representative window that are different from those of the standard input window.

Command	Shortcut	Button	Function
Sales Representative Interface	Ctrl+I		Displays the Sales Representative Interface window used to view summarized information related to the sales representative and access to commands he or she uses the most frequently.   Note: This button is available when the Customer Relationship Management (CRM) application is active.


What are Territories For?

[Input menu, Invoicing, Territories] or

A territory encompasses an administrative area, a city, a postal code, etc.  where your sales force work or that presents an interesting sales potential.

Function: The Territory window contains monthly sales objectives and sales result for the current and the three previous years.

Using the Territory window is an option. Territory 9999 is selected by default when no territory has been created or assigned to an invoice. That way, a territory is assigned to every invoice.

Interactions: A territory can be selected when entering an invoice or assigned to a customer (under File). It then appears by default when said customer is selected in the Entry or Invoicing window. A default territory can be changed for a specific invoice.


Filling in the Accounts Receivable Tab of the Territory Window

[Input menu, Invoicing, Territories] or

This topic outlines the procedure to follow to fill out the fields of the Territory window's appropriate  Receivable tab. Under this tab you find information required to enter projected sales amounts and review sales of the previous three years for each account receivable selected.

Note:	The Territory window presents a Receivable tab for every account receivable set whose Active box is selected in the Account Receivable window.

Number: Number that identifies the territory. The territory number must be unique: no two territories can bear the same number. A maximum of 4 digits makes up the territory number.

Note:	Territory number 9999 should not be assigned to a specific territory as it represents the default territory.

Description: Description that defines a territory. It comprises a maximum of 30 characters. In the Territories list window, it is possible to sort territories by descriptions.

The Receivable tab features a table that contains the monthly sales projection figures and the actual sales amounts for the current and three previous years, for each account receivable selected. Each line contains the sales figures for the month over 6 columns.

Projection: Projected monthly sales for the selected territory.

Note: 	This information is only informative and has no incidence.

Current Year/1 Year Ago/2 Years Ago/3 Years Ago: Total  amount of monthly sales associated with the territory for the corresponding year. The amount is calculated from the total before shipping and taxes of each invoice entered through the Entry and Invoicing windows for the selected territory, according to date and account receivable. [display only]

Hint:	Right-clicking a box displays a contextual menu that features the View Statement of Territory for month command. It produces the Statement of Territory report that contains the list of invoices assigned to the selected territory that month.

Totals: Total sales amount for the corresponding year. Total of the amounts entered in each column. [display only]


More on Territories

[Input menu, Invoicing, Territories] or

This topic contains information relating to the Territory input window not covered in previous topics.

Modification: Territory 9999 cannot be renamed.

Destruction: Territory 9999 cannot be deleted.

Effects: Amounts in the table are entered before shipping and taxes. In the Invoicing window, they correspond to the amount displayed in the Subtotal field (under Totals). In the Entry window, they correspond to the entry balance minus the amount affecting the shipping and applicable tax accounts.

In the Company Information (under A/R), the Current Year field displays the calendar year corresponding to the current year. After performing the Accounts Receivable application year-end procedure, balances are transferred to the relevant column and the Current Year column is reset to zero. For more information, see End-of-Month

Uses: Should knowing the amount of sales made by territory prove irrelevant, you can use the Territory window for other classification categories. For example, club membership: active member, inactive member, student member, etc.


Shipping

[Input menu, Invoicing, Shipment] or

A company may prefer certain shipping modes, others may be required by customers. The Shipment window is used to file all available shipping modes. The shipping mode is printed on invoices and shipping orders for information purposes.  Thus the shipping agent is informed of the desired shipping mode.


What is Shipping?

[Input menu, Invoicing, Shipment] or

A company may need to set the method used by its customers receive their merchandise or services. The company may prefer some shipping methods while customers may want others.

Purpose: The Shipment window displays the shipping methods used by the company. That information may be printed on invoices or shipping orders so that the personnel in charge of shipping is made aware of the method to use.

Using the shipment feature is optional.

Interactions: A shipping method can be selected at invoicing or assigned in the customer file under the File tab. When assigned to a customer, the shipment mode is displayed by default in the Invoicing window. The shipping method can be modified for a specific invoice.


Filling Out The Shipments Window

[Input menu, Invoicing, Shipment] or

This topic outlines the procedure to follow to fill out the Shipments input window. It contains the information required to create a shipping mode.

Number: Number that identifies the shipping mode. This number must be unique; no two shipping modes can bear the same number. A maximum of 4 digits is allowed.

Description: Description defining the shipping mode. A maximum of 30 characters is allowed for descriptions. In the Shipments list window, shipping modes may be sorted by descriptions.


Printing and Accounts Receivable

[File menu, Print Setup] or

In the Default Print Settings window you can adjust margins, change default printers and select certain printing options. Accounts receivable documents (reports, invoices, account statements, labels) can be configured here. For more information, see Printing under the Daily Tasks section of the System Manager application.

The default print mode for invoices is Windows using the basic format. We recommend this mode and format when using forms supplied by ACCEO Solutions in combination with a laser or ink jet printer.

You can, however, change the print format to custom configure invoices.


Print Formats

[Report menu, Formats, Invoicing Print Formats] or

In the Invoicing Print Formats window, you can select invoice content and define layout.

The tab corresponding to the document to configure must be selected. In the Display group box, there is a box for many of the columns in the Invoicing window. Here select the information you want printed on invoices. Below the group box in the preview area, you can adjust field width and position.

Note:	When Inventory is active, some fields of the Product window are available.

The default font of headers and lines can be modified. Finally, for each column, you can adjust the position of the text in the column, header position and the position of the column in the page.

Once complete, select Print Using Customized Format in the Default Print Settings window accessible by clicking Default Print Settings [image] or through the File menu.

Note:	When Customization and Security is active, several invoice print formats can be created for each document. Once the Print Using Customized Format option is selected, a format must be selected.

Note:	When Order Management is active, all invoicing documents (bids, orders, shipping order, etc.) can be configured individually. Thus a format must be selected for each document.


Accounts Receivable Transaction

Entering Transactions

Entering transactions in Acomba Accounts Receivable is easy. Simply supply the required information and let Acomba do the rest.

The architecture of the transaction entry window facilitates rapid data entry.

Nature of the Transaction

Select the type of transaction you wish to enter by clicking the appropriate icon:  Invoice, [image] Credit, [image] Interest, or [image] Other Charges. The entry window adjusts according to the selected operation. Alternatively, the transaction type can be selected from the Operation menu, under Accounts Receivable.

Date

The date you enter on a transaction must be the one on which the selected accounts are to be affected. The current date is presented by default. To enter a different date, either type it in the box or access Acomba's built-in calendar by clicking Date.

Customer

Type the customer's file number to be used in the transaction. Should you need to create a customer file, click [image] Customer. Note that a help window is available to assist with the selection.

Bill To

A customer may request that his or her invoices be sent to another party for payment. This payee's number appears in this box. Note that you cannot change this information in the entry window. The change must be made in the customer's file.

Accounts Receivable

Make sure the account receivable indicated here is the appropriate one for the selected customer. Should the number be wrong, correct it in the customer's file as it cannot be changed in the transaction entry window.

Terms of Payment

The terms of payment are used in determining payment deadline parameters for account statements. The terms of payment can be changed in the transaction entry window. However parameters of individual payment terms can only be changed from the Terms of Payment window or from the transaction entry window by opening the Operation menu and selecting View/Modify Payment Term under Accounts Receivable.

Invoice Number

Entering an invoice number is essential to good accounts receivable management. Acomba requires a number be entered before proceeding.

Amount

Enter the total amount of the transaction on the first line and then click [image] and Acomba will calculate the taxes as defined in the system.

Taxes button

The [image] button automatically extracts taxes from the total transaction amount and posts them to the appropriate accounts according to the transaction type.

For this function to work correctly, the tax accounts must first be properly defined.

Important: Remember that you must enter the total transaction amount before clicking [image] to extract the taxes.

Viewing or Modifying Transactions

Transactions can be viewed, modified or even deleted. Transactions entered in the system can be accessed throught the Transactions option found under Accounts Receivable.

To access this function, open the Accounts Receivable tab and click [image] Transactions. It is easy to locate the desired transaction using the various sorting methods. Double-click the dsired transaction or click [image] to view it on screen.

Modifying Transactions

Once the right transaction is on screen, make any necessary changes in the appropriate fields. Modifications must not, however, unbalance the entry. Unbalanced entries will be rejected by the system. Save the entry following modification.

Deleting Transactions

Click [image] to delete a transaction.

Warning: Make sure you are dealing with the right transaction, for once deleted it cannot be recovered.

Warning: Transaction that have been transferred to the General Ledger cannot be deleted.


Entering Invoices

This function is for entering customer invoices in the Entry window.

1.	Select the Accounts Receivable tab and click Entry [image]. Alternatively open the Input menu, select the Accounts Receivable option then Accounts Receivable Entry.

2.	Click Customer Invoice.

3.	In the Date field, enter entry date and press Enter.

4.	Select the customer. Clicking Customer displays the Select a Customer list window.

5.	Enter order and reference numbers.

6.	Enter a brief description of the entry and press Enter.

7.	Enter invoicing parameters as well as sales representative and territory information.

8.	Log the accounting entry.

9.	Click Save [image].


Invoicing

[Input menu, Invoicing, Invoicing] or

The Invoicing window serves to enter and print invoices. An invoice is a contract where the name of the buyer, the items invoiced, the number of items purchased, the value of the items, payment terms, etc.

Once the customer is selected, the current date is entered by default and a sequential number is assigned to the transaction Some information fields can be filled to describe the transaction. Other fields are filled out using customer's data.

In a table, the purchase is recorded. Once a product number is entered in the Number column, relevant information is displayed in the Price, Discount, Retail Price and Group. Enter the number of items purchased in the Invoiced column.

Under the Totals tab, you can add delivery charges, select payment modes, enter the amount of money you received and the number of copies you need to print.

Hint:	Click View [image] to preview the invoice before it is printed; the E-Mail command lets you send a PDF-format copy of the invoice to the customer.

The invoice is then recorded and printed.

The entry is made and accounts specified for credits in the product group file and debits in the Accounts Receivable file are affected. That transaction is displayed in the Transactions list window and its type is Invoice.

If Cash is selected, a payment is created.


Sales Distribution

[Input menu, Invoicing, Invoicing, Operation menu, Sales Distribution]

By default, a sales representative is assigned to every customer file that is created, usually the one who opened the file. Up to five sales representatives can be entered for each transaction.

When the sales distribution feature is active, the total amount of the invoice is distributed among the assigned sales representatives, including the sales representative assigned by default. In reports amounts are compiled according the the selected distribution mode and its parameters.

Two modes are available: Total and By Line.

With the Total mode, transaction amounts are distributed among the selected sales representatives according to specified percentages.

With the By Line mode, each invoicing line is assigned to a sales representative.

In  By Line mode, any line not assigned to a specific sales representative is assigned to the sales representative by default.

The sales distribution feature is activated through the Company Information window, under the Customer tab.


Total Price Override

[Input menu, Invoicing, Invoicing, Operation menu, Total Price Override]

An authorized sales representative may override the total amount of an invoice. The resulting reduction affects every invoiced product and taxes are calculated using the final amount.

When the sales distribution feature is active, the sales price is distributed among sales representatives according to the selected distribution mode and its parameters.

The discount applies to every invoiced item; its amount is displayed in the Discount column and the sales price is displayed in the Retail Price column.

Caution

The new total amount must be lower than the original amount.


Discount Equal to Taxes

[Operation menu, Discount on Sales or F4, F9]

The total amount of an invoice can be reduced to the sub-total before taxes. The discount is distributed among invoiced products and taxes adjusted to reflect the new total.

Open the Operation menu and select Discount on Sales or press F4, then F9. The operation is carried out.

To reverse the operation, press F4 and F10 (Cancel Last Discount).

When the sales distribution feature is active, the sales price is distributed among sales representatives according to the selected distribution mode and its parameters.

Taxes are adjusted from the final total price.

The reduction applies to every invoiced product and is displayed in the Discount column, while the final retail price appears in the Retail Price column. The discount is calculated according to the profit rate for each product. Take, for example, an invoice containing two items sold at $100 each. The profit on the first item is $90 and $50 on the second. The profit margin for both items is, therefore, $140. The discount will be distributed between the two items as follows: 90/140 for item 1 and 50/140 for item two. Neither the selling price nor the cost price are actually modified.


Printing and the Invoicing Process

The Yellow Copy is Back

A new 8 ½-by-14 invoice format is now available. It and allows you to print both copies of an invoice on a single dual-color sheet. The top half is yellow and the sheet is perforated for easy handling.

To use this type of form, in the Default Print Settings window, select either Invoices, Orders, Open Orders, Shipping Orders, Bids or Purchases, then under the Invoices, Orders, Open Orders, Shipping Orders, Bids or Purchases tab, in the Print Type option group, select Legal, 2 copies.

Landscape Orientation

It is possible to define an invoice format that allows you to print invoices in Landscape mode. To do so, from the Default Print Settings window, select Invoices then under the Paper tab, in the Orientation group box, select Landscape.

Using the Landscape mode may require you to activate text justification for both headers and footers in order to spread them over the extended width of the page. To do so, from the Default Print Settings window, select Invoices, Orders, Open Orders, Shipping Orders, Bids or Purchases, then under the Invoices, Orders, Open Orders, Shipping Orders, Bids or Purchases tab, in the Print Using Customized Format, select Justify Header and Footer.

Reversed Printing of Forms

When using the manual feed option with some HP printer models, the paper sensor has trouble reading paper perforations. To remedy this situation, a new command has been added letting you invert the paper feed and reverse the printing operation.

To activate this command, from the Default Print Settings window, select Invoices, Orders, Open Orders, Shipping Orders, Bids or Purchases, then under the Paper tab, in the Orientation group box, select Reversed.


More on Invoicing

[Input menu, Invoicing, Invoice] or

Send by E-mail

To simplify the transmission of documents over the Internet and improve communications with your business partners, you can E-mail invoices to your customers as PDF attachment files using the E-Mail command (Totals group box, Invoicing window).

Invoicing Total Price

In the Invoicing window, it is possible to enter the total amount for an item and have Acomba calculate the related item quantity. After selecting a product, make sure the invoiced quantity is 0 then enter the total amount for the item in the Subtotal column. The invoiced quantity is calculated and displayed in the Invoiced column.

Invoicing Disregarding Bill to Option

Click Invoice Customer Directly [image] to invoice the customer overriding the Bill to option. The [image] button is displayed. Click it again to invoice the party in the Bill to box.


Customer Payment

Entering Payments

Entering payments with Acomba is a simple process. Once the customer from whom a payment has been received is selected, a list of the customer's transactions is displayed.

To enter a payment, open the Accounts Receivable tab and click [image]. Alternatively, open the Input menu and click Accounts Receivable Payment under Accounts Receivable.

The Payment window is displayed. Select the desired customer and the system displays all associated transactions. Select the invoices to be covered by the payment. The total of the selected invoices is displayed in the Balance box.

Select transaction to be covered by the payment.

For more details on the Acomba payment entry process, see Entering a Customer Payment.

Transaction Selection

There are two ways to select transactions to be covered by the payment. The first is to select each invoice individually.

If there are many invoice to include, the second method will prove helpful. You can define selection parameters by clicking [image], which displays the Select Transaction window.

Enter selection parameters, such as the transaction type or date range, and click OK. You can always remove a transaction selected in this manner. Simply click the transaction to be removed.

Delete Payment

To delete a payment, call it to the screen and click [image]. You will be called upon to confirm your choice before the payment is deleted. The invoices involved will be marked as unpaid and returned to the list.


Filling out the Customer Payment Window

[Input menu, Accounts Receivable, Accounts Receivable Payment] or

Discount: Displays the discount amount disregarding payment delay.

Allowed Discount: Displays the discount amount taking into account payment delay.


List of Customers

The list of customers is a basic report with many uses. You can use this report for such tasks as checking your customer's addresses, printing mailing labels and creating mailmerge files.

To produce a list of customers, open the Accounts Receivable tab and click [image] Customer Reports then Customer List. Alternatively, open the Report menu and click Customer Reports under Accounts Receivable.

Six different types of lists are available.

Customer lists can be produced for all customers or a selection thereof. In the Date field, enter the date to be printed on the list.

Summary List The summary of customers contains the customer number, name, the alphabetic sorting key as well as telephone and fax numbers.

Detailed List The detailed list of customers contains the same information as the summary list plus the customer's complete address.

Complete List The complete list contains all the information in the customer file.

Labels This list contains the names and addresses of selected customers in label format for mailing tasks.

Mail Merge This option creates a mail merge file with selected information.

To see the details of the headers, click the down arrow in the upper-right corner.

For more information, see the topic entitled Producing Lists of Customers.


Customer Statement

The customer statement is an essential tool for the proper accounts receivable management. It contains information on your customers' purchases, such as a list of invoices or deposits, as well as purchase and credit records.

Acomba offers two types of customer statements: summary and detailed. This report is available at all times. You can select to include inactive invoices from a specified date forward.

To produce a customer statement, open the Accounts Receivable tab and click [image]. Alternatively, open the Report menu and select Customer Reports under Accounts Receivable.

The summary customer statement contains the customer's name and number; the date and type of entry; invoice number as well as its description, reference and amount; payment amount and balance due.

The detailed customer statement contains the customer's name, number and telephone number; the number of days between invoicing and report production; date of invoicing and transaction type, along with its number, reference and amount.

This report can be produced at any time for any number of customers. As you can include paid invoices, it serves as an audit trail for your accounts receivable. Store this report in a safe place.

For more information, see Producing Customer Statements.

Customer Statement (Credit Record)

This report supplies precise information on customers' payment habits over the last four years.

The report contains a customer payment record, credit line, maximum amount owed, number of NSF checks received as well as the number of payment notices sent. In addition, you will find monthly balances over the last five years as well as the balance due per accounting cycle.

Customer Statement (Purchase Record)

In a glance, this report shows the changes in the customer's purchase habits from one year to the next. Note that amounts in this report do not include taxes. The report will immediately signal a drop in sales allowing you to react quickly to remedy the situation.


Filling out the Customer Statement Tab

[Report menu, Accounts Receivable, Customer Reports] or

Statement Type

Credit Record: Includes the delay between the invoice and payment date.

Credits: Includes credits available.

Delay

Delay According to Invoice Date: Select this box for a report presenting the time delay between the invoice and payment dates. If not selected, the report is calculated from the date corresponding to the end of payment terms assigned to the customer and the payment date to show the delay.

Note: This box is available when the type of statement selected is Credit Record.


Aged Trial Balance

The aged trial balance is a report that gives an overall view of accounts receivable and allows you to prioritize the application of received payments. The report presents the total due and orders in waiting as well as the breakdown of invoices by the selected accounting cycle. This is a report to be produced on a daily basis. Used in combination with the customer statement, the pair presents an overall picture of the accounts receivable for each customer and gives you the needed information to take appropriate action on overdue accounts.

To produce an aged trial balance, open the Accounts Receivable tab and click [image]. Alternatively, open the Report menu and select Customer Reports under Accounts Receivable. Regardless of the method used, select Aged Trial Balance.

You can modify the accounting cycle parameters for the report.

Invoices entered after the indicated date are excluded from the report.

Note that the report only includes transactions whose entry dates precede the date indicated in the Date box. Acomba uses the current date by default.

For more information on the production of aged trial balances, see Producing Aged Trial Balances.


Filling out the Aged Trial Balance Tab

[Report menu, Accounts Receivable, Customer Reports] or

Display

Credit Line: Select this option to add a Credit Line column to the report displaying the credit limit amount.

Only in Case of Credit Overrun: Select this option to add an Overrun column to the report displaying amounts over the credit limit.

Zero-balance Accounts: Select this option to include zero-balance accounts in the report.


Account Statement

Account statements show customers the activity in their accounts and the balances due. You can include all useful information in the report and print it in form format to present a professional image.

To produce account statements, open Accounts Receivable and click [image]. Alternatively, open the Report menu and select Customer Reports under Accounts Receivable. Regardless of the method used, select Account Statement.

The account statement will only display transactions with balances due by default. However, you have the option of including payments and paid transactions. With Acomba, you decide what to include on your reports.

You can print account statements on forms customized to fit your company's image. To do so, select the Print on Form option.

Account statements can also be printed in form format.

Account statements can also be produced in active date mode. This means that you can produce reports including only those transactions dated on or before the indicated date. Remember to select the Active option.

For more information, see Producing Account Statements.


Filling out the Account Statement Tab

[Report menu, Accounts Receivable, Customer Reports] or

Options

Exclude Account Statements via E-Mail: Select this option to exclude account statement sent via E-mail from the print process.

Account Statement

Number of Copies of the Form: Number of copies of the form to be printed.

Note: 	This box is displayed when Print on Form is selected with the Printer output mode.


Customers by Product

The Customers by Product is an exceptional marketing tool. At a glance, you can see a list of customers who purchased the selected product(s). Use the report to target complementary item sales.

To produce the Customers by Product report, open the Accounts Receivable tab and click [image]. Alternatively, open the Report window and select Customer Reports under Accounts Receivable. In either case, select Customers by Product.

Do targeted mass mailings using Customers by Product reports.

Identify the products to be covered by the report. To create a focused report, select a specific range of customers, invoices and dates. You can display these reports by product or customer. Use the report to create a merge file for mass mailings targeting customers who are most likely to be receptive to your offer.

For more information on the Customers by Product report, see Producing Customers by Product reports.

Product Items

Product items represent specific product features. These items are used to focus searches. For example, if you have entered a pair of shoes of brand: XYZ, color: black and style: sport, to search by these items, first identify the products in the range. Do not confuse products with category items.

Categories and Category Items

The category represents the product features. Unlike the product item, the category is not specified in a product definition. It is, however, a general search criterion. For example, you can produce a report for the Shoe category. Note that by virtue of using products, you must count the shoes as inventory items.


Products by Customer

Would you like to get a picture of your customers' purchase habits to better target your marketing efforts? Would you like to know what products to order as a function of your market's demand?

The Products by Customer report is the answer. It contains a list of products purchased by each customer in the identified range. To produce a tightly focused list of customers, you can define selection critreria, such as a range of invoices or dates. This is a powerful tool for seasonal product sales and a great asset for ensuring continued customer patronage.

To produce the Products by Customer report, open the Accounts Receivable tab and click [image]. Alternatively, open the Report menu and select Customer Reports under Accounts Receivable. In either case, select Products by Customer.

For more information on the Products by Customer report, see Producing Products by Customer Reports.


Filling out the Invoicing Report Window

[Report menu, Invoicing, Invoicing Report] or

Number of Copies: Number of copies of each form to be printed.

Note: 	This box is displayed when Print on Form option is selected with the Printer output mode.


Daily Report

The daily report, as its name implies, sould be produced at the end of each business day. It resets the registers to zero and provides the figures you need to verify that your transactions are correct. You can also choose to automatically transfer entries to the General Ledger. Automatic transfer ensures that your ledgers are correct and up to date in support of sound decising making.

To access this procedure, open the Accounts Receivable tab and click [image]. Alternatively, open the Report menu and select Daily Report under Accounts Receivable.

The daily report proposes two operations, each of which can be performed in either summary or detailed mode. The active date option is also available.

Note

Note that this procedure can be done more frequently than once a day according to the transaction volume.

The Daily Report has two options for each of which there are two types of possible reports.

For details on the daily report, see Producing Daily Reports.

Recommended Procedure

The daily report is a one-way process. It is, therefore, important to verify that your accounts balance before proceeding by producing a Summary Consultation. If all is in order, produce the Daily Report. If not, print a Detailed Consultation to get a list of the day's transactions for further verification.

Active Date

Acomba uses the current date for lists and reports by default. However, you may wish to produce a report for a specific date. That is why Accounts Receivable has the Active Date function. When activated, all transactions entered on or before the indicated date are included in consultation or report calculations.

If using the active date unbalances your daily Report, consult Problems with the Active Date.

Summary Consultation

The Summary Consultation is the first step in the daily report procedure. With it, transactions can be verified in a glance.

The Summary Consultation is the basic verification report. It contains a summary of the day's activity in your accounts receivable. It shows the total of transactions, costs and interests, penalty fees and overpayments. It also contains details of payments received with the total for each mode, the balance of the accounts receivable as well as the previous day's results.

See Producing Summary Consultations for more details.

Detailed Consultation

The Detailed Consultation is used to check transactions after an error has been detected in the Summary Consultation. This report gives a complete picture of the day's transactions.

For each invoice, the Detailed Consultation contains date, type, number and amount as well as mode of payment, payment received and any overpayment. It also shows order type and number and customer numbers, the account affected and the accounting effect of the amount.

For more information, see Producing Detailed Consultations.

Summary Daily Report

The Summary Daily Report contains all the information in the Summary Consultation. However the procedure also resets the registers to zero, deletes entry details and, if activated, transfers the data to the General Ledger.

This is an irreversible operation. It is therefore, recommended that a Summary Consultation be produced before proceeding with the Daily Report.

For more information, see Producing Summary Daily Reports.

Automatic Transfer of Entries to the General Ledger

The transfer of entries to the General Ledger ensures that your ledger is up to date and that your reports properly reflect your current financial situation. To activate the General Ledger Transfer option, open the Company Information tab and click [image]. Alternatively, open the Input menu and select Company Information under Company. You will find the option under the Receivables tab.

The nature of the information transferred varies according to whether you are producing a summary or detailed report. Summary reports transfer the final result of all entries, while detailed reports transfer individual entries.

The transfer of entries to the General Ledger is a irreversible process. Make a backup copy of your data before proceeding with the operation. For more information, see The Daily Procedure help topic.

Hint:  If automatic transfer of entries to the General Ledger fails, print the archived report and enter the transactions manually.

Detailed Daily Reports

This report contains the same information as the detailed consultation. However like the Summary Daily Report, it deletes transaction details, resets the registers to zero and transfers entries and their details to the General Ledger, provided this option has been activated.

The choice of report to produce depends on the desired level of analysis you wish to do in the General Ledger.

For more information, see Information Contained in Detailed Reports.


Information Contained in Detailed Reports

A detailed-type operation is used to verify accounts receivable. It contains the basic information of a summary-type operation, that is:

•	the balance of the accounts receivable for the past week

•	the total amount of invoices, interests, other charges and cash receipts

•	the total amount of issued credits, checks and direct deposits

•	the total amount of entered payments and discount on purchases

It also contains the balance of the accounts receivable following the past week's transactions; the total amount of outstanding payments, direct deposits and discounts; as well as the projected balance of the accounts receivable.

The detailed-type operation also contains:

•	the list of transactions entered during the week

•	the list of credit and discount cashing

•	the list of every accounts affected by transactions and their amount

•	accounting entries generated by these transactions

•	the list of issued checks

•	  a trial balance


Information Contained in Summary Reports

A summary-type operation contains a summary of the accounts receivable activities for the past week.

It contains:

•	the balance of the accounts receivable for the past week

•	the total amount of invoices, interest, other charges and cash receipts

•	the total amount of issued credit, checks and direct deposits

•	the total amount of entered payments and discount on purchases

It also contains:

•	the balance of the accounts receivable following the past week's transactions

•	the total amount of outstanding payments, direct deposits and discounts

•	the projected balance of the accounts receivable


Problems with the Active Date

Acomba uses the current date by default when producing its reports. However, you may wish to produce reports and lists for a specific date. Therefore Accounts Receivable has been equipped with the Active Date function. When activated, Acomba includes in its daily consultation or report calculations all transactions entered on or before the indicated date.

Should a report not balance:

•	Deactivate the Active Date option

•	Print a list of accounts with transactions or a detailed daily consultation

•	Make sure the transactions were entered correctly

•	Correct any errors

•	Reactivate the Active Date option

•	Verify that all is in order by printing a new list of accounts with transactions or a detailed daily report consultation

•	Perform the operation once more

This type of error can occur when the date of a check precedes the entry of its corresponding invoice.


End-of-Month

The End-of-Month procedure contains operations for moving from one period of your financial year to the next. Here, you find the interest charge, change month and deletion of expired purchase options. Remember to enter the start date for interest charges.

The End-of-Month procedure should be performed at the end of each accounting period.

Access the End-of-Month operations by opening the Input menu and selecting End-of-Month under Accounts Receivable.

Warning: Note that if you also use Acomba General Ledger, you must close the month in Accounts Receivable before closing it in the General Ledger.

Prerequisites to the End-of Month Process

The End-of-Month process is irreversible. You must, therefore, make sure your data is correct to ensure pertinent and precise reports. Make sure that:

•	all accounting entries for the current month have been entered

•	a backup copy of your data has been made

•	a customer statement (invoices) has been printed

•	transactions are exact

•	a detailed daily report has been printed

•	interest due has been charged

•	a new monthly report has been printed (it will contain only interest charges)

•	account statements have been produced

•	the Change Month procedure has been performed

•	an aged trial balance has been produced

It is wise to make a backup copy of you data before proceeding.

Concerning backup copies, see the appropriate help topic for your situation under Backup Copies.

Interest Charges

Your system will calculate interest charges according to the defined terms of payment and the annual interest rate. These parameters are specific to each customer and entered in each one's file.

If you wish interest charges to appear on customer account statements, this procedure must be performed before producing the statements. Follow the procedure outlined above.

Note that no interest charge is applied if it does not equal or exceed the minimum amount entered under Company Information.

Changing the Month

The Change Month procedure deactivates invoices paid in the course of the month as well as idle files.

Idle files include paid invoices as well as files not used during the past month.

For more information on the End-of-Month procedure, see the End-of-Month help chapter.

Calculate Total Customer Purchases

Calculates the total purchases for each customer from a specified date. In the Customer window, theTotal Purchases box becomes Total since DD/MM/YY, where the date is the one entered in the end-of-month procedure.


Prerequisite Procedures

The End-of-Month process is irreversible. You must, therefore, make sure your data is correct to ensure pertinent and precise reports. Make sure that:

•	all accounting entries for the current month have been entered

•	a backup copy of your data has been made

•	a customer statement (invoices) has been printed

•	transactions are exact

•	a detailed daily report has been printed

•	interest due has been charged

•	a new monthly report has been printed (it will contain only interest charges)

•	account statements have been produced

•	the Change Month procedure has been performed

•	an aged trial balance has been produced

Note that if you use Acomba General Ledger, you must change the month in Accounts Receivable before closing the period in the General Ledger.


Interest Charge Calculation

Your system will calculate interest charges according to the annual interest rate. This rate is defined in each customer's file.

If you wish interest charges to appear on account statements, the interest calculation procedure must be run before producing statements. Follow the steps outlined in the Prerequisite Procedures.

Note that no interest charge will be applied to an account if the minimum charge, defined under the Customer tab of the Company Information window, has not been reached.

1.	Open the Accounts Receivable tab and select End-of-Month. Alternatively, open the Input menu and select Accounts Receivable End-of-Month under Accounts Receivable.

2.	Select Charge Interest.

3.	Enter the date from which interest is to be charged. Click Date or enter a question mark in the box to view the built-in calendar.

4.	Click OK.


Change Month

This procedure deactivates all invoices paid during the month and flags idle files.

1.	Open the Accounts Receivable tab and select End-of-Month. Alternatively, open the Input menu and select Accounts Receivable End-of-Month under Accounts Receivable.

2.	Select Change Month.

3.	Click OK.


CRM - Customer Relationship Management Is ...

CRM stands for Customer Relationship Management. As its name implies, the CRM application supports the relationship between you and your contacts.

Throughout the various phases in the sales process, the CRM application offers solutions that improve your communications with your contacts. In the marketing phase, based on well-targeted selections, CRM helps you with reports, mail merge operations and even with entering calls to be made so that you get the maximum benefit from marketing efforts and customer service is improved.

Then in the sales phase, CRM helps you manage meetings and follow-up activities. As for customer service, it supports efficient follow-up of telephone calls and quick access to the file of the contact with whom you are talking while retaining access to all the functions required to properly serve the individual in question.

The CRM application integrates with at least one of the General Ledger, Accounts Receivable and Accounts Payable applications.


Company Coordinates

[Input menu, Company, Company Information] or

The Company Information window contains operational parameters for applications.

Under the Company tab, CRM allows the use to enter the company's various E-mail addresses.


Configuring CRM

[Input menu, Company, Company Information] or

Three types of information are entered under the CRM/GRC tab: first is the area code assigned by default when entering a 7-digit telephone number that can be modified according to changes in the company's situation; second is the folder in which documents used to communicate with your customers are stored. By default, the LibCorpo folder is added to every company data directory.

In addition, it is here that you configure the option that automatically creates notes in contact files. Thus after creating a bid, for example, a note containing the bid as an attachment is added to the contact's file. This process speeds up the communications process between you and your clients by providing an easy-to-access communications log that you can consult when communicating with each individual contact.


Customers and the CRM Application

[Input menu, Accounts Receivable, Customers] or

The Selections tab is added in the Customer window. It contains a table showing existing customer selections. A checked box signifies that the customer belongs to that selection. Thus, it is a simple matter to add customers to selections or to remove them thus keeping your selections up to date.

In addition, the Address tab in the Customer window allows you to enter extra E-mail addresses for mass mailings or sending account statements.


Call Schedules

[Input menu, CRM, Schedules] or

The call-back delay between the time the call was entered and a company representative contacts the party is important. In order only to take business hours into account when calculating the call-back delay, you must enter a call schedule. The schedule will include business hours as well as scheduled and variable holidays. Each waiting list can have its individual call schedule.

The table found under Schedule contains the hours when the telephone service is active.

Holidays observed by the company are identified under the Holidays tab. A list of common holidays is provided for selection and a user-defined list is also available.


Waiting Lists

[Input menu, CRM, Waiting Lists] or

Waiting lists allow you to sort calls as they come in.

By assigning a call schedule to each list, the call-back delay can be calculated for each list according to the work schedule of each telephone service team.

Note: By default a Personal waiting list exists for each user. It is, therefore, not necessary to create them.


Interface Window

[Input menu, CRM, Contacts] or

The Interface window presents information about the contact in condensed format. This information is read-only. A contact may be a client, supplier, address or sales representative according to the applications installed.

The Interface window contains the commands most often used according to the type of contact selected. From the Interface window, a command is executed for the selected contact that speeds up data entry when a call is serviced and allows you to find information more easily in order to more efficiently respond to the contact's needs.

Hint: In the command zone, located at the bottom of the Interface window, the E-mail command allows the user to quickly send a message to the selected contact.

Commands are located at the bottom of the window in a customizable area known as the Command Zone. Icons can be added, removed, moved or customized to suit your needs. The relevant functionalities are available through the contextual menu accessed by right-clicking in the command zone.


Customizing the Command Zone

[Input menu, CRM, Contacts] or

With the CRM application, buttons can be added, removed, relocated or modified according to the user's needs. These features are accessible from the contextual menu by clicking the right mouse button in the command zone at the bottom of the Interface window.

Customizing the Interface's Command Zone

1. 	In the Contacts list window, select a contact.

The interface window is displayed.

2.	Select the interface whose command zone is to be adjusted by clicking the corresponding button in the toolbar.

The selected interface is displayed.

3.	In the command zone, click the right mouse button on the button or line to be adjusted.

The contextual menu is displayed.

4.	Select the appropriate command.

Deletions are performed immediately.

To relocate a button, click the left mouse button in the desired new location.

Or

When selecting the Customize Command Zone command, the Command Zone Customization window is displayed. In the frame on the left, select the application in which the command to be added is located. Next, in the frame on the right, click the command to add. Finally, without closing the Command Zone Customization window, click where the selected command is to be added in the command zone of the Interface window.

The command zone is now adjusted.


Call Access Level

[Input menu, Company, Users] or

Access privileges to view calls entered and served must be defined for each user. This step is necessary when the Customization and Security application has been activated.

Windows to which the user can access are selected under the Privileges tab.

Under the CRM tab, several parameters must be defined including indicating to which waiting lists the user will have access, the access level to view serviced calls, the schedule for the Personal waiting list and the option to notify the user via E-mail, even to his or her cell phone, when a call has been entered for him or her.


Defining User Privileges

[Input menu, Company, Users] or

The CRM application windows to which the user has access must be defined.

1.	In the Users list window, select the user for whom privileges are to be defined.

The User input window is displayed.

2.	Open the CRM tab.

3.	In the table of the Waiting Lists group box, select the waiting lists to which the user is to have access. You can select up to 10 lists. The lists defined during the startup process are displayed by default. It is also possible to select at this step the list assigned by default to calls entered by the user.

4.	In the Access Level Required for Archived Calls box, select the level of access to serviced calls for this user. All serviced calls are accessible to all users with a level is greater than or equal to the user who served the call. This includes personal lists.

Note:	When the security level is insufficient, the user cannot view notes entered for certain calls, and notice is displayed to this effect.

5.	Selecting View All Waiting Lists adds the Calls/Archived Calls Sorted by Waiting List tab to the Call Center window. It allows you to view serviced calls.

6.	In the Call Schedule for Personal Waiting List box, select the call schedule for the user's personal waiting list.

Note:	This box is available when more than one call schedule has been created.

7.	Under the Privileges tab, under the CRM tab, select the windows of the CRM application to which the user is to have access.

8.	Click Save [image].

New user privileges are now defined.


Customer Selection

[Input menu, Accounts Receivable, Customer Selection] or

A customer selection is a group of customers with a common characteristic, such as geographical location, age group, purchase amount, etc. A customer selection facilitates the communications process. A report can be produced, an operation performed or messages sent by customer selection.


Static Customer Selection

[Input menu, Accounts Receivable, Customer Selection] or

Clicking [image] creates a static-type selection, displaying a list of all customers in the table of the window. Selecting the customer's box includes the customer in the current selection. For example, a selection is made to separate company customers from individuals.


Creating a Static Customer Selection

[Input menu, Accounts Receivable, Customer Selection] or

1.	Under Accounts Receivable, click Customer Selection [image].

The Customer Selections window is displayed.

2.	Click New Customer Selection [image].

The Customer Selection input window is displayed.

3.	In the Number field, enter the number assigned to the customer selection.

The customer selection number is used to identify and list customer selections. The number must be exclusive: no two selections can have the same number. A maximum of 4 digits is allowed for customer selection numbers.

4.	Click Static Selection [image].

5.	In the Description field, enter the description of the customer selection.

A maximum of 30 characters is allowed for descriptions. In the Customer Selections list window, customer selections may be sorted by descriptions.

6.	In the table displaying every customer, check the box associated with customers included in the selection.

7.	Save the selection by clicking Save Customer Selection [image].

The new customer selection is added to the Customer Selections list window..


Query Customer Selection

[Input menu, Accounts Receivable, Customer Selection] or

Clicking [image] creates a query-type selection, providing a table where the conditions a customer must meet to be included in the selection are entered. For example, a selection of residents of Stratford-on-Avon whose last purchase was before January 1, 2006. operations can be performed from a query and the results of a query can be saved as a static selection.


Creating a Query-type Customer Selection

[Input menu, Accounts Receivable, Customer Selection] or

1.	After entering the number and description, click Query [image].

To enter the criteria for including the customer in the selection:

2.	In the Field column, select the field from the Customer window to be used as a criterion : City, for example. The drop-down menu presents the characteristics such as the amount due for over 90 days in the aged trial balance.

3.	In the Operator box, select the operation to perform on the selected field.

4.	In the Value box, enter the value to meet to include a customer in the selection.

Note:	When a Date... field and a Day/Month/Year is Included operator are selected, you can enter a range in the Value column using colons. For example, enter 1:9 to get invoices whose days are included between 1 and 9.

5.	When a query contains multiple criteria, in the Condition column, select the condition linking the query criteria. In the following columns, enter the appropriate parameters. For example, OR, City,Include and Sainte-Foy to include another way of writing the name of the city. In addition, you can enter AND, Sales Rep.: Number, = and 4 to include customers in Sainte-Foy with sales representative number 4.

6.	Click Save Customer Selection [image].

The query-type selection is complete. It can be used in producing reports, for example.


Running a Query-type Selection

[Input menu, Accounts Receivable, Customer Selection] or

1.	Once the query-type selection is displayed, click Launch Query [image].

The Customer Selection : Temporary window is displayed. It presents a static selection where you can select the customers corresponding to the selection. This selection can be consulted to verify the criteria or saved for future use.

2.	To save the static selection, enter a description for the selection and click Save Customer Selection

The Temporary Selection window is displayed.

3.	In the New Number box, enter a number to identify the selection and click OK.

The Customer Selection window is displayed. The static-type selection is created and presents the results of the query-type selection.


Customer Selection from a Report

[Report menu, CRM, Call Reports] or

A selection can also be created when producing a report. A report is produced, then once the information has been sorted using the report editor to highlight the data of interest, the customers to be included in the selection selected.

For example, all customers whose accounts are overdue by at least 90 days. Click the right mouse button to access the contextual menu. Select the Customer Operations command. Then, in the window displayed, select the command to execute directly the selection or the command to View the selection.

For more information see Customer Selection Operations.


Entering Calls Concept

[Input menu, CRM, Place a Call] or [image] or press [CTRL+T]

Entering a call involves entering the contact's name, telephone number, reason for call and then placing the call in the appropriate waiting list.

When entering the telephone number, the name and the calls associated with this number are displayed.

When waiting list 0 (zero) is selected, the call is placed in the Personal list of the user selected.

Finally, the call is displayed in the waiting list for the current day and the call-back delay counter starts. The date must be adjusted in order that the call appear in the waiting list at the proper time.


Entering Calls

[Input menu, CRM, Place a Call] or [image] or press [CTRL+T]

1.	Under the CRM tab, click Place a Call .

The Call Center window is displayed.

2.	In the Telephone box, enter the telephone number.

When a non-serviced call exists for the telephone number entered, the Calls for Number: X window is displayed showing the outstanding calls for this number.

3.	Select a call when the current call references a call already entered, otherwise close the window and in the Name box, enter the caller's name.

4.	In the Waiting List box, select the waiting list in which the call is to be placed. If you leave this box empty, the call will be placed in the Personal list of the user selected. By default, the selected list is displayed in the User window of the user who entered the call.

5.	In the User box, enter the user who will return the call.

Hint:	It is enough to enter only the first few characters for the search. As soon as the User Number in question is found, it is displayed on the left. Press Enter to confirm the selection.

6.	In the Date box, select the date on which the call is to be returned.

7.	In the Note box, enter the reason for the call.

The call-back delay is calculated base on the time displayed in the Time box. By default, the system's time is displayed in the window. For a future call, the call-back delay count begins at the time the call is to be placed.

The call is entered.


Call Center

[Input menu, CRM, Call Center] or

The Call Center window allows you to consult all serviced, current and future calls according to user privileges.

Note:	When the Customization and Security application is active, user privileges and access rights are taken into account.

Regardless of the tab selected, the Call Description and Call Follow-up group boxes present the call descriptions and the users who have attempted to service each call. Clicking Process Call [image] allows the user to service the call immediately.

The User's Waiting Lists tab allows you to consult current or future calls for the waiting lists selected in user privileges.

Under the Calls/Archived Calls Sorted by User tab, the User Call group box shows current or future calls for the Personal waiting lists of each user. The Archived Calls Sorted by User group box shows all serviced calls for all users.

Under the Calls/Archived Calls Sorted by Waiting List tab, the Calls Sorted by Waiting List group box shows current or future calls for all users and all waiting lists except the Personal lists. The Archived Calls Sorted by Waiting List group box shows serviced calls for all users and all waiting lists except Personal lists. This tab is available according to user privileges.


Processing Calls Concept

[Input menu, CRM, Place a Call] or

Processing a call using the Process Call [image] icon involves displaying a call from a waiting list in the Call Center window and attempting to reach the caller. Perhaps the caller was unavailable, the line was busy, etc. Therefore, the caller was not reached, and the call is replaced in the waiting list and the call-back delay count continues.


Processing Calls

[Input menu, CRM, Place a Call] or

1.	In the Call Center window, under the User's Waiting List tab, place the pointer on the call in question.

The Call Description and Note group boxes show the information entered for the call. The Call Follow-up group box shows the attempts to reach the caller.

2.	Double-click the call to process.

The Process Call window is displayed showing information about the call plus the number of calls made per caller for the same reason.

3.	Attempt to reach the caller.

4.	If the caller cannot be reached, select the reason.

The Process Call window closes. In the Call Center window, the call is displayed in the appropriate waiting list and the action performed is added to the Call Follow-up group box.

When modifying the information, click Close in the upper right corner of the window. Thus, no follow-up action is entered.

Or

When the caller answers, click Service Call.


Servicing Calls

[Input menu, CRM, Call Center] or

A call is being serviced when the contact has been reached and steps are being taken to bring the situation to conclusion. In support of efficient service, the Interface window is displayed giving access to all information available on the contact. Even at this step you can transfer the call to another user or place it in another waiting list. However, once finished, the call is marked as serviced and filed in the list of serviced calls where it can be consulted as needed.


Servicing Calls

[Input menu, CRM, Call Center] or

1.	In the Process Call window, click Service Call [image].

The contact's interface associated with the call number is displayed.

Note:	When no contact is associated with the call's telephone number, the Select a Contact window is displayed. Select the contact to associate with the call's telephone number. For a personal call, close the interface.

2.	The Interface window gives access the caller's questions so you can respond to them efficiently. Use the appropriate commands.

Note:	In the course of processing a call, you can modify the current call without closing the window by clicking Current Call or by pressing F4. To return to the file and finish the call, click Continue.

3.	When the call is finished, close the Interface window by clicking the Close button in the upper right corner.

The Service Call window is displayed.

4.	a) When the caller needs information that can be supplied by another user, the call can be transferred to the other person or placed in his or her waiting list. To do so, click Transfer Call. The Call Center window is displayed allowing you to make corrections. The call is now marked as "Transferred".

b) When the user must perform a search before marking the call as serviced. Click Unserviced Call. The call is returned to the waiting list. The contact will have to be reached again at a later time.

Caution:	The changes are not retained. To keep an audit trail, a note must be entered in the file (see the Manual section for more information).

Or

c) The call is definitively serviced. Click Serviced Call.

The call is serviced. It is now displayed with the serviced calls.


More about Servicing Calls

[Input menu, CRM, Call Center] or

Calls received from a contact who has no file can be assigned to a contact. Thus, when another call to this same telephone number, that has not been assigned a file, is serviced, it is possible to assign it to a contact if his or her file has been created in the meantime or create the contact's file by selecting the tab designing the type of contact to create (address, supplier, customer) and by clicking New in the Select a Contact window. Thus the call history is transferred to the contact's file.


Manual

[Input menu, CRM, Contacts] or

In the Interface window, a Call Management tab is added. It allows you to consult serviced, current and future calls as well as the notes placed in contact files.

The New Call [image] button in the Interface window allows you to add a note to the contact's file as well as a call for the selected contact. A file can be attached to the note. The Note notice is displayed in the Waiting List column.


Automatic

[Input menu, CRM, Contacts] or

According to the configuration defined in the Company Information window, file notes can be added automatically in order to keep an audit trail of all communications between the company and the contact. These notes are added in the contact's interface and marked as a bid, purchase or otherwise identified according to the type of note added.


Statistics

[Report menu, CRM, Call Reports] or

Under the Call Reports tab, you find lists and statements whose main features are presented below.

The Statistics report summarizes the performance of the telephone support team. It contains a list of calls serviced with the caller's information, call-back delay as well as the user who processed and serviced each call. At the end of the report, a summary table presents all calls serviced.


Contacts

[Report menu, CRM, Call Reports] or

The List of Contacts lists the contacts for whom a call has been entered. It shows the telephone number and the type of contact, the date, time of call and the call-back delay as well as the user who processed or serviced the call and any notes entered.


Comments

[Report menu, CRM, Call Reports] or

The List of Comments shows a list of call notes entered by users. It also shows the type of contact, name, number and the notes entered.

Note:	The report covers only calls assigned to a list other than 0-Personal for which a contact (address, client or supplier) is assigned.

The Date option group regroups the information needed to set set the interval of dates covered by the report. The date the call was entered is the one considered.


Unprocessed Calls

[Report menu, CRM, Call Reports] or

The Unprocessed Calls report presents a list of calls that have yet to be processed. It gives the contact's name and telephone number, the date and time the call was entered, the call-back delay as of report production time as well as any call notes entered.


Customer Operations

[Report menu, CRM, Call Reports] or

It is a simple and rapid process to produce a report for a selection or to perform an operation on the customers based on all selection types.

The Customer Operations command presents all the commands that can be used on a customer selection, these include most reports, placing calls, mail merge and sending E-mail. This command is available by pressing the Operations on Selection button in the Customer Selection window or in the report editor, using the contextual menu displayed by clicking the right mouse button on the customer selection in question.


Company Documentation Library

[Input menu, CRM, Company Documentation Library] or

The Company Documentation Library holds all the document files that may be used when communicating with a contact. Thus all prospectus documents, fliers, catalogs, product descriptions, special offer descriptions, etc. can be found in a single location facilitating quick access when processing calls.

Example:	A customer submits several technical questions regarding a product. While serving the call, the representative can send the product's spec sheet to the customer by E-mail.

Note:	The folder displayed by default in the Company Documentation Library window is selected in the Company Information window, under the CRM tab.


Message Templates

[Input menu, CRM, Message Templates] or

The Message Template window allows you to create messages to use when sending E-mails. Thus the common message can be composed a head of time, saving you trouble and reducing the risk of errors.

Operation: Select the type of E-mail to which the message applies.

Language: The language of the message. Thus message template used when creating an E-mail for a particular customer will correspond to the language selected in the Customer window.


Communicating with Customers

[Report menu, ...]

It has never been so easy to communicate with your customers, perform follow-ups, do telemarketing, send mass mailings using mail merge options, send E-mail or conduct telephone campaigns. The options are endless.


E-mail

[Report menu, CRM, Call Reports] or

For E-mail communications, the E-mail address for the contact must be entered in the Customer window, the Mailing or Account Statement options selected and the Internet configuration defined in the Options window.

Several new jazz CDs have just come in. Certain customers asked to be informed of their arrival. In this case create a selection of Jazz customers. Produce a customer list report for the selection with E-mail as the output mode. Enter the message and send it to all appropriate customers.

You wish to send a thank-you E-mail message to all customers who made a purchase. Produce a Products by Customer report for all invoices with the appropriate date. Select the customers in the report editor then select Customer Operations from the Operation menu. Enter the message you wish to send or an attachment containing the message.

Some customers prefer to receive their account statements via E-Mail. In this case, produce an Account Statement report for the selection by selecting the Print on Form option and selecting E-mail as the output mode. In the window displayed, enter the subject and the message common to all the E-mails. Finally, send the E-mails with each customer's account statement sent as an attachment.


Mail Merge

[Report menu, CRM, Call Reports] or

Mail merge encompasses label printing or merging labels with Word files for a personalized mailing campaign.

A day to try out the new Yamaha motorbike is planned for the first Saturday of the month. A selection has been made grouping all young customers who drive this type of vehicle. Produce a customer list report using the Mail merge option for the selection.

A sales representative wishes to communicate with her customers to wish them a happy new year. In this case, produce a summary-type customer list and sort by sales representative. In the report editor, select the appropriate customers then in the contextual menu, select the Customer Operations option. In the window displayed, select Mail merge.


Filling out the E-mails to Send Window

[Report menu, …]

Request Read Confirmation: Select this box to request read confirmation when sending batch E-mails. MAPI must be selected to access this option.  For more information, see Internet Configuration.


Telephone Calls

[Report menu, CRM, Call Reports] or

You need to follow up on certain customers who prefer to be contacted by telephone. In such case, you need a dependable system.

A sales representative wants to call all customers for whom a bid was issued in the course of last week to see if they have come to a decision. In this case, produce a journal type Invoicing: Bid report for the sales representative in question. Once the report is produced, in the report editor, the appropriate customers are selected, then in the contextual menu, the Customer Operations command is selected.

All customers with accounts due in the 90-day period must be contacted to establish a payment agreement. In this situation, you would produce an aged trial balance and select the customers in question. Once the report is produced, in the report editor, the appropriate customers are selected and the Customer Operations option is activated from the contextual menu.

Your boutique just received the summer collection and you want to inform your customers. With a selection of customers wanting to be notified already created, in the Customer Selection window, simply click Customer Operations.

For these three examples, in the window displayed, select Place a Call. A call is then placed in the waiting list for each specified customer with an appropriate note.


PAD

Pre-authorized Debit (PAD) facilitates payment collection management. With written authorization from the payer, the application assists in collecting payments and depositing them directly in the company’s account. The direct deposit is performed via an electronic file generated by the software according to the criteria of both the financial institution and the Canadian Payments Association (CPA).

In the General Ledger, you must configure elements required by the PAD application, such as accounts receivable sets, the financial institution where deposits are to be made and customers for which this payment option is to be activated.

In Invoicing, the PAD payment option must be defined for variable amount or fixed instalment payments.

Concerning Collection, it is here that PADs are authorized and automatic debit notices produced. In addition, an electronic funds transfer (EFT) file is generated and transmitted to your financial institution, which will debit your customers’ accounts for the predefined amounts and deposit the funds into your company’s account.

PAD integrates with Accounts Receivable, which is required for PAD operation.


CPA - Canadian Payments Association

Given the need to regulate PAD operations, in 1980 the federal government created the Canadian Payment Association (CPA), a non-profit organization to oversee inter-institution payments and transfers. CPA members include banks, credit unions, trusts and life insurance companies. For more details, visit the CPA's Web site at www.cdnpay.ca.

The CPA and its member financial institutions have established certain policies regarding PAD operations in order that these transactions be duly authorized and properly processed, thus providing necessary protection to both consumers and companies.


Agreement with the Financial Institution

Before offering your customers the PAD payment option, you must sign an agreement with your financial institution. It is likely that you will have to supply an example of the agreement you will require your customers to sign. Your financial institution may also have other specific requirements.


Customer’s PAD Agreement

A PAD authorization form must be signed by each customer. The form must specify the sum to be withdrawn, the debit date and frequency, number of the account to be debited and the terms of payment. The form must cover all issues addressed in Appendix II, Payor's PAD Agreement Guideline, of CPA Rule H1, which served as a model.

This form must indicate the procedure by which the customer can cancel the PAD agreement and detail the customer's rights in case of an erroneous debit. Usually, the authorization time period is the same as that of the contract. If the contract requires a notice of termination or non-renewal, one is also required for the PAD service.

The customer must supply a sample check on the account from which withdrawals are to be made. The check must not be signed and should have the word "VOID" written diagonally across it. The check will be used to verify account and financial institution details. Your customer is responsible for informing you of an account change.

A copy of the authorization form must be remitted to the customer and you must keep a signed copy of the contract for at least 12 months following termination. All other authorizations or instructions received from your customers must be kept at least 12 months following the termination of the PAD contract to which they apply.

Furthermore, when debit amounts vary, you must issue a debit notice indicating the amount at least 10 days prior to the withdrawal, unless the customer has declined this right.

Finally, in the case of insufficient funds, you can re-issue the PAD within 30 days of the original withdrawal date.


Activating the PAD Application

[Input menu, Company, Company Information, Payment tab] or

The Company Information window contains operational settings for each active Acomba application.

For the active company, activate PAD by selecting the Active box under the Payment tab. Upon activation, the necessary tabs and boxes required for configuration become active in their respective windows.


Filling out the Payment Tab of the Company Information Window (PAD)

[Input menu, Company, Company Information] or

The PAD group box contains the elements required to activate PAD for the company.

Active: Select this option to activate the PAD (Pre-authorized Debit) application for the company and make available all the options required for its operation.

Delay: The number of days notice given the customer. The delay corresponds to the number of days between sending the debit notice and actual debit operation.

Note: This option is only available if the Active option is selected.


Configuring EFT for PAD

[Input menu, Company, Company Information] or

Configuring EFT for PAD means entering the number assigned to the financial institution in which pre-authorized debits are deposited as well as selecting the mode for transmitting the PAD file to the financial institution.

Note: Transmission modes differ according to the financial institution selected.

Contact technical support for assistance with entering information in the General Parameters group under the PAD tab of the Company Information window  and the PAD of Accounts Receivable window accessible by clicking Communication Settings.

Note: When EFT operations are performed in the Payroll application or Accounts Payable, the information can be copied as is.


Filling out the PAD Tab of the Company Information Window

[Input menu, Company, Company Information] or

The Financial Institution group box contains the elements required to select the financial institution where the funds are to be deposited and the mode of transmission as well as PAD settings.

Number:  Select the financial institution where funds are to be deposited from the list.

Transmission Mode: Select the mode of transmitting the EFT file to the financial institution. Options vary according to the institution selected in the Number box.

Paper: Select this option to transmit EFT files to the financial institution on paper.

Disk: Select this option to transmit EFT files to the financial institution on a disk.

Modem: Select this option to transmit EFT files to the financial institution via telephone modem.

Internet: Select this option to transmit EFT files to the financial institution via Internet.

The General Parameters group box contains a table for entering information required to transmit the EFT file to the financial institution. Contact technical support for assistance in entering this information.

Note: When EFT operations are performed in Payroll or Accounts Payable, the information can be copied as is.

Note: This button is available when the Modem or Internet option is selected in the Transmission Mode box.


Account Receivable for PAD

[Input menu, Accounts Receivable, Accounts Receivable] or

The accounts receivable set specifies accounts affected by the entry of an accounts receivable transaction. To properly manage an entry when dealing with a PAD, a new line entitled PAD Payment is added to those of the existing accounts receivable set. For each accounts receivable set used, a chart of accounts number must be entered on the PAD Payment line.


Customers and PAD

[Input menu, Accounts Receivable, Customers] or

For customers having signed an agreement with the company, the PAD option must be activated by selecting the PAD option under the PAD tab.

In addition, in the boxes in the Bank group box, you must enter the financial information required for PAD operation including data concerning the financial institution and the account from which funds are to be taken.


Filling Out the PAD tab of the Customer window

[Input menu, Accounts Receivable, Customers] or

PAD:  Select this option to activate PAD as a payment method for the customer. Doing so makes the Bank group box available in which you must enter the account to be debited for payment.

The Bank group box contains elements to define the account to be debited for customer payments.

Note: The Bank group box is available when the PAD option is selected.

Institution: Number of the financial institution holding the account to be debited for payment. This number has a maximum of 3 digits.

Other: Select this option when the customer uses a financial institution not in the list. You will have to enter the number in the box manually.

Clicking Institution displays the List of Financial Institutions window allowing you to select a financial institution. Communicate directly with the financial institution in question to obtain this number.

Branch: Identification number of the customer’s branch. This number can have up to five digits.

Account: The customer’s account number. The account number can have up to 12 digits.


Variable PAD Amounts

[Input menu, Accounts Receivable, Accounts Receivable Entry] or

[Input menu, Invoicing, Invoicing] or

According to the activity sector, the company produces invoices for fixed or variable amounts. Activating the PAD application does not change your normal invoicing procedure except for the new payment mode available in the Invoicing window.

A transaction generated by Accounts Receivable/Entry or Invoicing/Invoicing whose balance is receivable would result in a variable-amount debit. When a company administers this type of payment, a debit notice must be issued to the customer at least 10 days preceding the planned debit date, unless the customer has declined the notice service.

Note:	Assigning a payment term to a transaction whose payment mode is PAD does not in any way change the transaction entry process.


Fixed Periodic PAD Installments

[Input menu, Invoicing, Invoicing] or

PAD introduces a new payment mode in the Invoicing window. The Periodic Installments payment mode breaks the amount owed into several equal payments. Payments are scheduled according to a defined schedule of installments. In addition, a different payment mode can be used for the first installment made upon purchase.

Tip:	The Payment Audit Trail button [image] in the Invoicing window displays the customer's payment schedule in the report editor.

Example:	A customer purchases a refrigerator that retails for $1,200.00. The total price with taxes is $1,380.30. The customer decides to pay in 24 monthly installments with an initial payment of $180.30, which corresponds to the tax amount. For the next 24 months, a pre-authorized debit of $50 is withdrawn from the customer's account on the indicated date.


Fixed Periodic PAD Invoicing

[Input menu, Invoicing, Invoicing] or

1.	In the Invoicing window, select the customer for whom the invoice is to be made.

2.	Enter the invoice as usual.

3.	When the initial payment is different in amount and mode from the periodic installments, first enter the parameters of this payment in the Payment box under the Totals tab (for example: $180.30 paid by direct deposit to cover the taxes).

Note:	To access the Periodic Installments payment mode, the payment mode of the first payment cannot be Receivable.

4.	To define fixed-amount installments, in the Payment box (or Payment 2 when Payment has been used), select Periodic Installments.

The Periodic Installments window is displayed.

5.	In the Frequency box, select the installment frequency.

6.	In the Number of Installments box, enter the number of installments to be made.

7.	In the First Installment on box, enter the date of the first PAD.

8.	Click OK.

The Invoicing window is displayed and the periodicity is displayed in the Terms box.

9.	Save the invoice.

The periodic installments invoice has been created.


PAD-related Icons of the Invoicing Window

[Input menu, Invoicing, Invoicing] or

The Operation menu and Totals tab contain additional commands.

Command	Key	Button	Function
Periodic Payment Details			Displays the Periodic Installments window showing payment details.  Note: This button is available when the Periodic Installments payment mode is activated.
Payment Audit Trail			Displays the payment schedule in the report editor. Note: When the initial payment has been made using a mode other than Periodic Installments, it is included in the amount of the initial installment. Note: This button becomes available as soon as a product line has been entered.
Transaction Suspended			When this button is active, the invoice is not displayed in the Payment window nor in the Payment Audit Trail report. In addition, interest amounts are no longer calculated. Note: This button is available when modifying an existing invoice.


Filling out the Periodic Installments Window

[menu Saisie, Facturation, Facturation] ou

Periodicity: Options available to select the type of periodicity of installments made by the customer. Select the appropriate option.

Number of Installments: Number of installments that the customer must make. The default value is 12.

First Installment: Date of the first installment the customer must make.

By default, the date of the following month is displayed. Click First Installment to display the Calendar input window to select a date.


Automatic Entry

[Report menu, Accounts Receivable, Customer Reports] or

Under the Projection tab of the Customer Reports window, you can quickly transform several amounts due into a PAD on hold. Various parameters allow you to specify such things as whether or not a debit notice is to be printed and date as well as the date up until which payments due are to be included in the report.

In order that the payments due be transformed into a PAD on hold upon producing the report, select Enter PAD Payments on Hold Following Report Production. When selected, the process will launch upon closing the report editor.

Payments due are now entered as a PAD on hold, which is displayed in the Transactions window (PAD on Hold tab).

Note: When the amount of the payment due is negative due to a credit, the transaction will be displayed in the projected report, but no PAD on hold will be created.


Filling Out the Projection tab of the Customer Reports Window

[Report menu, Accounts Receivable, Customer Reports] or

Under the Projection tab, the Sort by group box contains the options for sorting report elements.

Customer: Sorts payments by increasing customer number.

Sorting Key: Sorts payments by increasing sorting key.

Postal Code: Sorts payments by increasing postal code.

Telephone: Sorts payments by increasing telephone number.

Sales Rep.: Sorts payments by increasing sales rep. number.

Territory: Sorts payments by increasing territory number.

Country: Sorts payments by increasing country code.

The Range group box contains elements for defining a range of elements associated with customers for whom payments due are to be included in the payment projection report.

From: Select this option to define a range of elements associated with customers for whom payments due are to be included in the payment projection report. The type of elements in this range depends on the option selected in the Sort by group box.

Number of the first element in the range of elements associated with customers for whom payments due are to be included in the payment projection report. The type of elements in this range depends on the option selected in the Sort by group box.

To: Number of the last element in the range of elements associated with customers for whom payments due are to be included in the payment projection report. The type of elements in this range depends on the option selected in the Sort by group box.

All: Select this option to include all payments due in the payment projection report.

The Action group box contains elements required to select optional criteria for producing the report.

Include Credits: Select this option to include credits in the report. The credits are deducted from the payments due. If the result is negative, the transaction is displayed in the report, but no PAD on hold is created.

Only Include Periodic Installment Payments: Select this option to only include payments from invoices with Periodic Installment as the payment mode.

Enter PAD Payments on Hold Following Report Production: Select this option to automatically enter payments due as a PAD on hold upon closing the report editor after producing the report.

The Print Debit Notices group box contains elements required to enter the debit notice date and the delay period between notice date and the actual debit.

Debit Notice Date: Date entered on the PAD debit notice corresponding to the date on which the notice is sent to the customer. The current date is displayed by default.

Note: This box is available when the Print Debit Notices option is selected.

Delay (days): The numbers of days between the notice date and the actual debit operation.

Note: This box is available when the Print Debit Notices option is selected.

The Payment Dates group box contains the elements required to define PAD payment dates.

Payments Deducted Starting: Date from which all payments due will be debited. Payments due between this date and the date in the Include Installments Due Up To box are debited on the date on which payment is due.

The current date is displayed by default. When debit notices are printed, the date corresponding to the Debit Notice Date plus the number of delay days is displayed.

Include Installments Due Up To: Date up until which the payment due date for which installment payments are to be included in the report.

By default, the date displayed corresponds to the current date plus the number of delay days is displayed.


Individual Entry

[Input menu, Accounts Receivable, Accounts Receivable Payment] or

Individual entry consists of selecting in the Payment window for each customer the transactions to be included in the payment and enter the PAD on hold.

To do so, the payment must be entered as usual ensuring that the PAD on Hold [image] button is pressed. Check the dates in the Date of Debit and Notice Date boxes.


Entering Amount Due as PAD on Hold

[Input menu, Accounts Receivable, Accounts Receivable Payment] or

1.	In the Select a Customer list window, select the customer for whom the payment is due and enter it as a PAD on Hold.

The Payment window is displayed presenting, for the selected customer, all outstanding payment amounts.

2.	If the window title is not PAD on Hold, click PAD on Hold [image].

3.	In the Date of Debit and Date of Notice boxes, enter the appropriate data.

4.	Select transactions to be covered by the debit payment.

5.	Enter the PAD on Hold by clicking Save.

The payment due is now a PAD on Hold.


Filling out the Payment Window PAD-relevant Boxes

[Input menu, Accounts Receivable, Accounts Receivable Payment] or

The Operation menu and toolbar have an additional button.

Command	Key	Button	Function
PAD on Hold			Upon saving, this option allows you to enter the total of payments due for the selected PADs on Hold.
Date of Debit: Date used to calculate the number of days past and the amount due for each transaction. The PAD is processed on this date.

The current date is displayed by default. Clicking Date of Debit displays the Calendar input window allowing you to select a date.

Date of Notice: Issue date entered on the PAD notice.

By default, the Date of Debit is displayed less the notice delay. Clicking Date of Notice displays the Calendar input window allowing you to select a date.


PAD Authorization Concept

[Report menu, Deferred Processing, Print Checks/Payments] or

Authorizing PADs on hold starts with selecting the print settings. Next, you must authorize the debit operation by selecting the payments to be included then print the payments and debit notices, if necessary.

Finally, the EFT file for transmission to the financial institution is generated. The PAD selection can be added to an existing EFT file or a new one can be created.


Authorizing PADs

[Report menu, Deferred Processing, Print Checks/Payments] or

1. In the Applications toolbar, under the Deferred Processing tab, click Print Checks/Payments.

The Print Checks/Payments window is displayed.

2. In the Type of Payment group box, select PAD on Hold.

3. In the Type of Printing group box, select the appropriate option: Print on Form when the debit notice is to be printed or Print List of Payments to Issue when you only want a report of authorized PADs.

4. Click OK.

The Print: PAD on Hold window is displayed

5. Select the PADs to be included in the EFT file.

6. Click Print.

7. A message is displayed asking if debit notices or the list of payments should be printed. Click Yes.

The EFT file is generated.

OR

When an EFT file already exists, a message is displayed. To delete the existing file and create a new one, click Delete this file and create a new one. To add the PAD to an existing file, click Modify or add information to this file.

9. The print setup window is displayed for printing the debit notice or list of payments. Click Print.

10. A message is displayed asking whether or not you wish to print a copy of the PAD statement. Click Yes.

11. The print setup window is displayed, click Print.

Once printing is finished, a message is displayed asking if you wish to continue with authorization. To authorize other PADs, click Continue Authorization. To proceed to the third step and transfer the file to the financial institution, click Transfer PAD. To cancel the operation, click Finish.

The PADs are authorized.


Filling out PAD Fields in the Check/Payment Print Parameters Window

[Report menu, Deferred Processing, Print Checks/Payments] or

PAD on Hold: Select this option to authorize PADs on hold. When this option is selected, the Type of Printing options become available.

Include Invoices Containing Only Periodic Installments: Select this option when the debit notices containing only periodic installments are to be printed.


Filling out the Print Window: PAD on Hold

[Report menu, Deferred Processing, Print Checks/Payments] or

Specific Commands: The Operation menu and the toolbar of the Print: PAD on Hold window are different from those in standard entry windows.

Command	Key	Icon	Function
Update			Updates the Print window following the modification of its contents by a network user. For more information, see Update.
Select All PADs on Hold			Selects all PADs on hold in the table. It also displays the default print date.
Unselect All PADs on Hold			Unselects all PADs on hold in the table.  Note: The Unselect All PADs on Hold option is available when a PAD is selected in the list.
Preview			Displays in the report editor the List of PADs to Produce. When the PAD is selected in the table, only the PADs selected will appear in the report.
Print Selected PADs	Ctrl+S		Generates the EFT file and displays the Print window allowing you to select print settings for debit notices or PAD lists. Note: The Print Selected PADs command is available when a payment is selected in the table.
Electronic Funds Transfer			Displays the EFT Server window showing the PAD file and allowing you to transfer it to the financial institution.

Authorized Amount: Total of PADs selected for authorization. This amount corresponds to the sum of the amounts displayed in the Amount column in the PADs on hold table.

The Print Pad on Hold window presents a table for selecting PADs on hold for authorization. Each line corresponds to a PAD on hold. The table contains a line for each PAD awaiting authorization. The entries are sorted according to increasing customer number and date. The table has five columns.

• : Select this box to include the PAD for authorization and printing. The PAD amount will be added to the figure in the Authorized Amount box.

Hint:	Click Select All PADs on Hold [image] to select all the PADs in the table. Click Unselect All PADs on Hold [image] to unselect all PADs in the table.

Customer Number: Number of the customer associated with the PAD. [display only]

Customer Name: Name of the customer associated with the PAD. [display only]

Amount: Amount of PAD. [display only]

Date: Debit date for PAD [display only]


Reprinting Debit Notices

[Input menu, Accounts Receivable, Accounts Receivable Transactions] or

Certain situations require you to reprint the debit notice. Click Reprint Debit Notice [image] in the Payment: PAD window to reprint a notice. To do this, the PAD must be displayed under the Payment or Number tab of the Accounts Receivable Transactions window.

Note: The print setup for the notice is based on that of the account statement.


Reprinting a Debit Notice

[Input menu, Accounts Receivable, Accounts Receivable Transactions] or

1. Under the Payment or Number tab of the Accounts Receivable Transactions window, select the PAD for which you wish to reprint the debit notice.

The Payment: PAD window is displayed.

2. Click Reprint Debit Notice [image].

The debit notice is printed.


Correcting an Amount

[Input menu, Accounts Receivable, Accounts Receivable Transactions] or

As long as the EFT file has not been transferred to the financial institution, you can change the PAD amount or cancel it outright.

To change the PAD amount, you must delete the PAD in question and create a new one. To delete a PAD, click Delete Payment [image] under the Payment or Number tab of the Accounts Receivable Transactions window containing the PAD in question. Next create a new PAD in the correct amount.

Note: When deleting a PAD, the debit is also deleted from the EFT file.


PAD File Transfer Concept

[Input menu, Deferred Processing, Electronic Funds Transfer] or

This step consists of transmitting an electronic file to a given financial institution containing information necessary to perform a PAD at the predefined time.

To proceed with electronic file transfer, the PAD option must be activated in the Company Information window and communications parameters must have been defined under the PAD tab or in the EFT Server window, accessed by clicking Configuration.

Clicking the Test button creates a test file, transmits it to the server and then deletes the test file. The Transmit Via button transmits the file to the selected financial institution.

Tip:	Make an appointment with a support technician to help you through your first file transfer.


PAD File Transfer

[Input menu, Deferred Processing, Electronic Funds Transfer] or

1.	In the EFT Server, iIn the top drop-down menu located in the upper-left corner of the window, select the Accounts Receivable PAD and in the second menu, select the financial institution to which the file is to be transferred.

2.	To transmit the file to the financial institution, click Transmit…

Note:	You can transmit a test file by clicking Test.

The file is transmitted to the selected financial institution.


Accounts Payable Are ...

Accounts Payable

Accounts Payable is generously equipped with features for managing all your accounts payable tasks. Using the easily produced lists of invoices sorted by payment date, you will never again miss out on discounts for timely payment. Its purchase analysis options provide important information on the volume purchased from a given supplier allowing you to negotiate better discounts. You can define several different terms of payment, build a list of payable accounts and easily perform searches on the transactions. In addition, the system archives weekly reports and makes them available for future consultation.

Cost Analysis

Quickly and easily get the total income and expenses amounts for each defined project. Evaluate your sales representatives' productivity as well as that of individual branches. Cost Analysis supports the creation of extensions used to differentiate between income and expense amounts. These extensions can be used as transaction selection criteria when producing reports.


Company Information

Situations change: for example, your company could relocate or you could adopt a new accounting cycle better suited to your current needs. The company information entered during the setup process can be changed to reflect the changes.

Open the Company tab and click [image] Company. Alternatively, open the Input menu and select Company Information found under Company. Here you can change any data you want by simply selecting the tab containing the information in question.

Remember to save company information after modification.


Accounting Cycle

The accounting cycle is the basic period used in aged trial balance calculations. In most cases, this is a 30-day period; however, the length varies according to the business sector.


Modification of Accounts Payable Operational Parameters

1. Select the Company tab in the Application toolbar and click [image] Company.

2. In the Company Information input window, select the Accounts Payable tab.

3. You can modify your fiscal year's Accounting Cycle and the current weekly report number.

4. Save changes by clicking [image].

Note: You can cancel all changes to the Company Information since the last save by clicking [image].


Weekly Report Number

Enter the starting number for your weekly reports. This number will be incremented automatically. If you have been using a different system to produce your weekly reports, enter the current number.


Transfer to the General Ledger

Accounts Payable entries can be automatically transferred to the General Ledger upon production of the weekly report. This operation deletes entry details. We recommend that you make a backup copy of your data before producing the report.


Activating Direct Deposit for Accounts Payable

[Input menu, Company, Company Information]

Procedure for activating direct deposit for Accounts Payable:

To activate direct deposit for Accounts Payable

1.	In the Applications toolbar, under the Company tab, click Company Information.

The Company Information window is displayed.

2.	Under the A/P tab, select Activate Direct Deposit.

The Direct Deposit tab is displayed.

3.	Under the Direct Deposit tab, in the Number field, select financial institution from which payments are to be drawn.

4.	In the Transmission Mode box, select the transmission mode to be used to transfer the direct deposit file to the financial institution.

5.	To enter data in the General Parameters group box as well as in the Direct Deposit of Accounts Payable window accessible by clicking Communications Settings, contact technical support to make an appointment.

6.	Save changes by clicking Save.

Direct deposit is activated for Accounts Payable. The Direct Deposit tab is displayed in the Supplier window.


Account Payable Set

The account payable set contains the account payable and the accounts affected by the discounts and shipping.


Account Payable Concept

Defining Accounts Payable Sets

Your transactions regarding a given supplier generally follow the same model. To reduce the risks of entry errors, Accounts Payable sets are used. Account payable sets contain an account payable as well as accounts affected by discounts and shipping amounts. An account payable set is selected in each supplier's file.

When entering a transaction for a supplier, the account payable selected in that supplier's file is affected. The terms of payment selected in the file are also applied.

To define an Account Payable Set, open the Input menu and select Accounts Payable under Accounts Payable.

After placing the cursor on a blank line, identify the account numbers in question in the appropriate columns. A help window is available to assist you.

For more information on defining Accounts Payable Sets, see Creating an Accounts Payable Set.


Creating an Account Payable Set

1. Select the Supplier tab and click [image] Accounts Payable. Alternatively, select Accounts Payable under Accounts Payable in the Input menu.

Note: The Accounts Payable icon [image] is only available with the Customization and Security application.

2. Type the number of the account payable to be used with these terms of payment.

3. Type the number of the General Ledger account that will be used as a discount account and which will be affected by the entry of the invoice.

4. Type the number of the General Ledger account affected by the shipping charges.

5. Type a brief description of what this account payable will be used for.

6. Click [image] or Save to register changes.

Note: When prompted for the number of the account payable, type the number in the margin that corresponds to the account payable you want.


What is a Supplier Terms of Payment?

The Terms of Payment card contains the payment parameters and conditions. Simply type the percentage of discount and the applicable conditions, the type of payment and the invoice due date. Indicate each supplier's terms of payment.


Terms of Payment Concept

Defining Terms of Payment

Payment and discount deadlines are managed by means of defined terms of payment, which contain discount percentages and conditions.

To define terms of payment associated with a given supplier, open the Input menu and select Terms of Payment under Accounts Payable. In the Terms of Payment box, click [image] New Terms.

Assign a number and description to the new terms, select the type and enter appropriate parameters. For more information, see Creating Terms of Payment.


Creating Terms of Payment

1. Select the Supplier tab and click [image] Terms of Payment. Alternatively, select Terms of Payment under Accounts Payable in the Input menu.

Note: The Terms of Payment icon [image] is only available with the Customization and Security application.

2. Identify the terms of payment with a number and give them a brief description.

3. Select the appropriate type of payment. Click the tab to scroll through the list of payment types available. The definition of the selected type will be displayed in the Definition window.

4. Define the discount percentage.

5. Define the expiration of the discount in number of days. If the type chosen is Discount According to Date, type the expiration date of the allowed discount period.

6. Finally, indicate the expiration of the payment in number of days.

Note: If the type of terms chosen is Single Payment, indicate in the Single Payment frame the number of months in which the payment is due. If the type chosen is Periodic Payments, enter in the Periodic Payments frame the number of payments and the periodicity.


Viewing, Modifying or Deleting Terms of Payment

1. Select the Accounts Payable tab and click [image] Terms of Payment. Alternatively, access this function by selecting the Payment Terms option under Accounts Payable in the Input menu..

Note: the Terms of Payment icon [image] is available with the Customization and Security program.

2. In the Terms of Payment window, select the payment terms you want to see. You can also select View/Modify Terms of Payment under the Operation menu to have the window displayed.

3. Click [image] to view payment terms card appear on the screen.

4. Make the necessary changes to the payment terms card by modifying the applicable fields. You can make changes under both tabs of the card. Click [image] to save changes.

Note: To modify the number of the payment terms card you must click [image].

Note: To cancel all the changes you made since your last save, click [image].

Note: To delete a payment term, click [image].

Tip: Once you have finished making all the changes, click [image] to go back to the terms of payment window and select another terms card to modify.


What is a Supplier?

A supplier card contains a supplier's address as well as data such as the account payable number, terms of payment, file creation date and your area representative.


Supplier Concept

Creating a Supplier File

The supplier file groups together the parameters used to define each supplier. The data are under the Address, File and Representative tabs. The File section contains the definition of accounts payable, purchase accounts, terms of payment, opening date of file, and a list of purchases.

The degree of care that you take in creating a supplier file will determine the completeness and accuracy of your financial reports will be as well as the accuracy of entered transactions.

The other supplier's number is entered in the File section. This other supplier must also have a supplier file within the system.

If the supplier requests that your payments be sent to a third party, you must enter these directions here in the File section. Note that this third party must also have a system file. As entries and payments must correspond for each supplier, the supplier statement shows the account numbers of all concerned parties.

To create or modify a supplier file, select the Accounts Payable tab and click [image]. Alternatively, open the Input menu and select Suppliers under Accounts Payable.

The Select a Supplier box opens to let you create a new file by clicking [image] or by selecting the supplier whose file you wish to modify. Just fill in the appropriate fields. Do not forget to save the file at the end of the operation.

Pay close attention to the information under the File tab. Here, you will enter the information to be used for logging transactions. It is therefore essential that this data be correct. The accounts payable and terms of payment are entered in their respective windows. All you have to do is enter the corresponding number.

Hint: For simplicity, use the company's telephone number as its file number.

For more information, see Creating a Supplier. For the steps to follow in creating a list of suppliers, see Supplier List.


Creating Suppliers

1. Select the Supplier tab and click [image] Suppliers. Alternatively, select Suppliers under Accounts Payable in the Input menu.

2. In the Suppliers application window click [image]. Alternatively, select New Supplier under the Operation menu, to get a new supplier card.

3. Assign the supplier a number containing no more than 15 alphanumeric characters.

Tip: Use the supplier's telephone number: it is simple, logical, and easy to find.

4. In the Sorting key frame enter a letter, number, word or anything else that may be used in the help windows to sort information. This element must be limited to 15 alphanumeric characters.

Tip: Use a term that will come immediately to mind when you think of the supplier in question.

5. Under the Particulars tab , enter the supplier's name, address, and other contact information. If you have them, enter the E-Mail and Internet site (www) addresses as well.

6. Under the File tab, type the number of the account payable, the purchasing account, and the terms of payment for this supplier. If the payment is made to a different account, enter the number in the Paid to frame. In the Client Number box, type the client number assigned to you by this supplier. Finally, enter the date the file was opened and whether or not you have a discount on taxes and shipping.

Careful: The supplier identified in Paid to must have a supplier card in the system.

7. Under the Sales Representative tab , type the contact information of the supplier's sales representative assigned to your area.


Viewing, Modifying or Deleting Supplier Files

1. Select the Accounts Payable tab and click [image] Suppliers. Alternatively, access this function by selecting the Suppliers option under Accounts Payable in the Input menu.

2. In the Suppliers application window, select the Supplier card you wish to see. You can also do this by selecting View/Modify Supplier in the Operation menu.

3. Click [image] to view the card on the screen.

4. Make the necessary changes to the card by modifying the applicable fields. You can make changes to the three tabs of the card. Click [image] to save changes.

Note: To modify the supplier card number, you must first click [image].

Note: If you want to cancel all the changes that you made since the last save, click [image].

Note: If you want to delete the active supplier card, click [image].

Tip: Once you have made all the changes, click [image] to go back to the Supplier application window and select another supplier card to modify.


Deactivating a Supplier

[Input menu, Accounts Payable, Suppliers]

Deactivate inactive suppliers in order to produce uncluttered lists and reports. Inactive suppliers remain archived but do not appear in lists and reports. They rather appear under the Inactive tab of the Suppliers window.

Here is the short procedure for deactivating suppliers:

To Deactivate a Supplier

1.	In the Applications toolbar, under the accounts payable tab, click Suppliers [image].

The Suppliers window is displayed.

2.	Select the supplier to deactivate.

The Supplier input window for this supplier is displayed.

3.	Click Deactivate Supplier [image].

Note:	When payments remain due the supplier, the supplier cannot be deactivated. Once all payments have been made, perform the end-of-month procedure and deactivate the supplier.

The window of the deactivated supplier will be marked as Inactive.

4.	Save the supplier by clicking Save Supplier [image].

The supplier is now deactivated and is displayed under the Inactive tab in the Suppliers window.


Deactivating a Group of Suppliers

[Input menu, Utilities, Card Deactivation]

Here is the short procedure for deactivating a group of suppliers:

To Deactivate a Supplier Group

1.	Under the Utilities tab, click Card Deactivation.

The Card Deactivation window is displayed.

2.	In the Cards group box, select Suppliers.

3.	In the Date box, enter the date from which inactive suppliers are to be deactivated.

4.	If necessary, in the Supplier Range box, indicate the range of suppliers to be deactivated.

5.	Click OK.

Suppliers corresponding to the selected criteria will be deactivated and appear under the Inactive tab of the Suppliers list window.


Activating Direct Deposit for a Supplier

1.	In the Suppliers window, select the supplier for whom you wish to activate direct deposit.

The Supplier window is displayed.

2.	Under the Direct Deposit tab, select Direct Deposit.

3.	The Bank options become available.

4.	Enter information concerning the financial institution and the account in which the supplier payment is to be posted.

5.	Save the supplier by clicking Save.

Direct deposit is activated for this supplier.


More on Suppliers

Default Card

It is possible to create a default card for suppliers. For more information, see Default Card.


Cancelling an Accounts Payable Transaction

1. Open the Accounts Payable tab and click [image] Transactions. Alternatively, select Accounts Payable Transactions under Accounts Payable.

2. In the Transactions, select the transaction you wish to cancel. Click [image] to view it.

3. Click [image] or select Delete Transaction in the Operation menu. The transaction will be marked Deleted in the reconciliation.


View, Modify or Delete a Supplier Invoice

1. Open the Accounts Payable tab and click [image] Transactions. Alternatively, select Accounts Payable Transactions under Accounts Payable in the Input menu.

2. Locate the invoice of interest. Browse the different types of classification by clicking the different tabs found in the List of Invoices application window. Click [image] to view the invoice on screen.

3. Make the necessary modifications by accessing the appropriate fields.

Hint: To delete the active invoice, click [image].

Hint: In order to view, modify or delete another invoice, click [image] to go back to the List of Invoices application window. This lets you select another invoice immediately.


Entering Purchases

This function lets you enter an order placed from a supplier.

1.	Select the Invoicing tab and click Invoicing. Alternatively, open the Input menu, select Invoicing, then Invoicing

2.	Click Purchase.

3.	Specify the date of the entry in the Date zone and press Enter.

4.	Enter the supplier of the product. Click Supplier to display the Select Supplier help window.

5.	Enter the order number and the reference number.

6.	Enter a brief description of the entry and press Enter.

7.	Enter the invoicing parameters.

8.	Enter the product items to purchase.

9.	Click [image] or the Save button to save the entry in the system.


Accounts Payable Transactions

Entering Transactions

Entering Accounts Payable transactions is a very simple process. All you need do is enter a minimum of information. For information complementary to that provided below, see Entering Transaction or more specifically Entering Accounts Payable Transactions.

Type of Transaction

Select the type of transaction to enter by clicking the appropriate icon:  for Invoice, [image] for Credit, [image] for Interest or [image] Other Charges. The input window adapts to your selection. Alternatively, the transaction type can be selected from the Operation menu, under Accounts Payable.

Date

The date entered for a given transaction is the one on which the accounts will be affected. By default, the current date is entered, but you can change it directly or by using the built-in calendar.

Supplier

Enter the number of the supplier involved in the transaction. You should have already created a file for the supplier by clicking [image] Suppliers. A help window is available to assist you with your selection.

Pay To

A supplier may request that payment be made to a third party. The third party's number is entered here. Note that you can modify this field from the entry window. All changes are reflected in the supplier's file.

Account Payable Set

Check that the correct account payable set has been assigned to the supplier. The account payable defined in the set will be affected. If an improper account payable set has been assigned, open the supplier's file and make the necessary change.

Terms of Payment

The entry window includes a tarms of payment field. This information is used to prepare payment projections. In the entry window, you can choose a different terms of payment option from the one displayed by defualt. However, to change the content of a given payment term, open the Operation menu and select View/Modify Payment Term under Accounts Payable.

Invoice Number

Invoice numbers are critical for tracking payments. All invoices must, therefore, have a number.

Amount

Enter the total amount of the transaction on the first line and then click [image] to automatically calculate the taxes as defined in the system. For more information on tax calculations see Creating Taxes.

Taxes Button

Clicking [image] automatically extracts defined taxes from the total transaction amount and affects the proper accounts according to the type of transaction in question. This function eliminates the risk of entering tax amount in inproper accounts.

Tax accounts must first be defined in the system before they can be used in transactions. See Creating Taxes for more information.

Important: Remember the total transaction amount must be entered before clicking [image].

Viewing an Modifying Transactions

You may need to view, correct or even delete an entered transaction. To this end the Accounts Payable Transactions option is available under the Accounts Payable tab.

From the list, select the transaction to view or modify.

To access this function, open the Accounts Payable tab and click [image] Transactions. It is a simple task to find the desired transaction using the multiple sorting methods available. Double-click the desired transaction or select it and click [image].

Modifying the Transaction

Once the transaction is displayed, make the necessary changes to the appropriate fields. Modifications must not, however, unbalance the transaction. Unbalanced transaction will be refused by the system. Reconciled transactions cannot be modified. Save changes to the transaction.

Note: When correcting a transaction amount, don't forget to delete the tax accounts, so that the system will recalculate taxes when you click [image].

Deleting Transactions

If you wish to delete the displayed transaction, simply click [image].

Warning: Make sure the transaction you wish to delete is the one displayed before clicking [image]. Deleted transactions cannot be recovered.

Note: Once transferred to the General Ledger, transactions cannot be deleted.

Check Tax Numbers

Check GST/HST Number: Click [image] to access the Web site of the Canada Revenue Agency (CRA) to check the supplier’s tax numbers and ensure that your company will receive a credit for the taxes paid.

Check QST Number: Click [image] to access the Web site of Revenu Québec to check the supplier’s tax numbers and ensure that your company will receive a credit for the taxes paid.


Entering Accounts Payable Transactions

Note: the same procedure applies to the entry of an invoice, a supplier credit, interest charges or to other expenses related to the supplier.

1. Select the General Ledger or the Accounts Payable tab. Click [image] Entry under General Ledger, or [image] Entry under Accounts Payable. Alternatively, you can select Enter a Transaction under General Ledger in the Input menu. You can also select Entry under Accounts Payable in the Input menu.

2. Determine the type of entry to be made: Invoice [image], Credit [image], Interest [image] or Other Charges [image]. Click the appropriate icon. Alternatively, click the type of entry under Accounts Payable found in the Operation menu.

3. Type the entry date of the supplier transaction. The integrated Calendar is available to assist you.

4. Enter the account number of the supplier in question.

5. Enter the supplier's account number involved in the transaction.

6. Enter the received invoice number. With this number you can search for transactions in the List of Invoices window.

7. Enter an invoice reference. This can be an order number, order date, name of orderer, etc.

8. Choose a group of Terms of Payment parameters. You can display the Select Terms of Payment box in which you will find the list of terms of payments entered in the system.

9. Enter a brief description of the entry. This description will allow you to locate transactions in the List of Invoices.

10. Complete the entry accounting allocations for this transaction by extracting the applicable taxes.

Note: If you want to perform an automatic tax calculation for your entry, it is important to enter the total amount of the transaction. Next, click [image] before saving the transaction.

11. Save changes by clicking [image] or Save.


Payments

[Input menu, Accounts Payable, Payment]

Entering Payments and Credits

The payment entry operation is both easy and efficient. After having selected the supplier for whom you are preparing the payment, the list of transactions for this supplier is displayed.

The Payment window is displayed. Here, you can select the desired supplier and the system will display a list of transactions. Just check off the invoices that are to be included in the payment, and the total is added up and displayed in the Amount box.

Select transactions to be included in the payment.

For more information concerning payment operations, see the help topic entitled Entering a Payment to a Supplier.

Selecting Transactions

Several possibilities are offered for selecting transactions involved in the preparation of payments. You can choose the transactions individually or, if there are many transactions involved, you can define selection parameters. To do this, click [image], which will display the Select Transaction window.

Determine the selection parameters, such as the transaction type or a range of entry dates, then click OK. You can always remove a transaction from the selection by simply clicking on any invoice which is not to be paid at this time.

Entering Payments On Hold

Outstanding payments are used to prepare checks in advance. You can thus enter the parameters necessary for the efficient management of your business activities while postponing the actual payments of certain invoices.

Note: The accounts payable are not affected as long as the checks have not actually been remitted.

The steps to follow for entering payments on hold are basically the same as those for entering normal payments. For more information see the help topic entitled Entering a Payment to a Supplier. The principal difference is that you must click [image] Payment on Hold before entering the transaction.

Deleting a Payment

To delete a payment or a payment on hold, just click [image] while it is displayed on the screen. The system will ask you for confirmation before deleting the payment card. Note that the invoices will be marked as not paid, but are otherwise not affected.

Printing Checks

Printing of checks is the last step in the payment entry process. It is by this operation that you finalize payments that are on hold. At this time, the payments will be made and all concerned accounts will be affected.

To print a check, just display the payment on the screen and click [image] Print Check. To view a payment, open the Accounts Payable tab and click [image] Transactions. Next, open the Payment or Payment On Hold tab, according to the type of payment in question. Finally, double-click the payment for which the check is to be printed. The payment is then displayed in the Payment window.

Note that to print a check, the printing parameters must first be defined. To do this, click [image] Print Setup and select General Ledger Checks. For more information concerning print setups, see the help chapter entitled Printer Setup.


Entering Payments to Suppliers

1. Select the Accounts Payable tab and click [image] Payment. Alternatively, select Payment under Accounts Payable in the Input menu.

2. Choose to enter a payment by clicking [image] or a payment on hold, by clicking [image].

3. Enter the number of the supplier to whom the payment is to be sent. A help window is available.

4. Enter the date of the payment. By default, the system will enter the current date. The integrated calendar is available to assist you.

5. Identify the bank account number from which the payment is to be made. A help window is available to assist you.

6. Give the payment a number.

7. Check the invoices to be paid. The list for this supplier appears in the table of invoices. The  the total of the payment is calculated and displayed in the Amount box.

8. Save the payment.

Note: The selection of invoices to be paid is facilitated by using [image]. The Select Transactions window opens where you can define the selection parameters for the invoices to be paid.


Suspending Payment of an Invoice

You can suspend payment of an invoice. The invoice will still appear in the trial balance. However, the system will not consider this invoice in payment projections and will notify you if you attempt to apply a payment.

To suspend payment on an invoice:

1.	Open Accounts Payable and select Accounts Payable Transactions.

The List of Accounts Payable Transactions window is diplayed.

2.	Double-click the invoice for which you wish to suspend payment.

The invoice is displayed.

3.	Click [image].

If a payment has already been applied to this invoice, you will be so notified.

4.	Save the operation.

Payment on the invoice has been suspended.


Reactivating Invoices

To reactivate an invoice for which payment has been suspended

1.	Display the invoice.

2.	 Unselect [image] Suspend Transaction.

The invoice is now reactivated.


Printing a Check for Supplier

1. Select the Accounts Payable tab and click on Transactions [image] . Alternatively, you can open the Input menu and select first Accounts Payable and then Transactions.

2. Click on the Payment or Delayed Payment tab, according to the type of payment desired.

3. Choose the desired payment to preview.

4. Click on [image] Reprint.


Paying a Supplier Using Direct Deposit

To Pay a Supplier by Direct Deposit

Payment of a supplier by direct deposit is done in three steps. First, create a payment on hold then authorize direct deposit payment. Finally, the payment by direct deposit is transferred to the financial institution.

Step One: Create a Supplier Payment on Hold

1.	In the Applications toolbar, under the accounts payable tab, click Payment.

The Select Supplier window is displayed.

2.	Select the supplier to whom payment is to be made.

The Payment window is displayed with the payments due the selected supplier.

3.	Click Payment on Hold [image].

The title bar indicates Direct Deposit for Suppliers on Hold.

4.	Select the payment(s) to be made.

5.	Save the supplier payments on hold by clicking Save.

Step Two: Direct Deposit Authorization

1.	In the Applications toolbar, under the Deferred Processing tab, click Print Checks/Payments.

The Check/Payment Print Parameters window is displayed.

2.	In the Type of Payment group box, select Accounts Payable Direct Deposit.

3.	In the Type of Printing group box, select the appropriate type of printing.

4.	In the Number box of the Bank group box, enter the account from which the payment is to be drawn.

5.	Click OK.

The Print: Direct Deposit into Supplier's Account window is displayed for the selected bank.

6. 	Select the payment(s) to be transferred to the bank.

7.	Click Print.

The required EFT (electronic funds transfer) file is generated.

8.	When an EFT file already exists, a message is displayed. To delete the existing file and create a new one, click Delete this file and create a new one. To add the payment in an existing file, click Modify or add information to this file. To cancel the operation, click Cancel.

9.	A message is displayed asking whether or not a paper copy of the direct deposit statement is to be printed. Click Yes or No.

10.	Once printing is finished, the Print: Direct Deposit into Supplier's Account window is displayed, asking if you wish to continue with authorization. To authorize the payment of other suppliers, click Continue Authorization. To go directly to step three and transfer the file to the financial institution, click Transfer Direct Deposits. To complete the operation, click Finish.

Step Three: Direct Deposit File Transfer

1.	In the Applications toolbar, under the Deferred Processing tab, click Electronic Funds Transfer [image].

The EFT Server window is displayed.

2.	Select the Direct Deposit of Accounts Payable option and the financial institution to which the payment is to be transferred in the in the drop-down menu in the upper-left corner of the window.

3.	To transfer the file to the bank, click Transfer (paper, disk, modem).

Note:	You can first transfer a test file by clicking Test.

The transfer is made to the selected financial institution.


List of Checks

The List of Checks contains a list of all outstanding payments. You can use this report to simplify the check issuing process. The list shows the supplier number, the name, the invoice entry date, the invoice amount, and any applicable discounts.

For the procedure for producing lists of checks, see Producing Lists of Checks.


Producing a List of Checks

1. Select the Accounts Payable tab and click [image] List of Checks. Alternatively, select List of Checks under Accounts Payable in the Report menu.

2. In the Include frame, determine if the list will contain post-dated checks, those whose issuing date is after the date entered in the Date frame.

3. Indicate the date for the production of the list. This date will be the current date by default.

4. Select the type of output desired for the report by choosing one of the modes in the Output frame.

5. Click Produce to initiate report production.

Note: It is always preferable to view the report on the screen before producing it on another periphery. You can thus verify its presentation and avoid the useless production of unsatisfactory reports.


Supplier Reports

A supplier report is s document that presents financial or accounting data concerning suppliers. Five types of reports are available:

>>Supplier List

>>Suplier Records

>>Aged Trial Balance

>>Upcoming Payments

>>Purchase Records

The Active Date

By default, the current date is used when producing lists and reports. However, you may want to produce a report for a date other than the current day; that's why the Accounts Payable application lets you work in active date mode. When this option is activated, all transactions whose entry dates are prior to the data entered in the box are included.

If using the active date option unbalances your lists and reports, see the help topic entitled Problems with the Active Date to find a way to remedy the problem.


Aged Trial Balance

The Aged Trial Balance is a report which gives you an over-all view of the accounts payable and lets you establish payment priorities. The report shows the number of the account to be paid, the total amount due and the orders to be filled, as well as the distribution of invoices according to the chosen accounting cycle. Note that it is possible to produce an Aged Trial Balance Report for a cycle different from that which is entered in the Company's information. For more information on aged trial balances, see Producing Aged Trial Balances.


Filling out the Aged Trial Balance Tab

[Report menu, Accounts Payable, Supplier Reports] or

Display

Zero-balance Accounts: Select this option to include zero-balance accounts in the report.


Producing Aged Trial Balances

1. Select the Accounts Payable tab and click [image] Supplier Reports. Alternatively select Supplier Reports under Accounts Payable in the Report menu.

2. Click the Aged Trial Balance tab.

3. In the Sort by frame, choose whether the suppliers in the list will be sorted according to their supplier number or according to the alphabetic code which already assigned to each of them.

4. In the Account Interval frame, identify the interval accounts payable to be included in the list. Click on All to select all suppliers.

Note: By clicking From and To, the Select a Supplier box will be displayed. From it you can choose the first and last supplier to be included in the interval.

5. Enter the date to appear on the report. Note that entries posted after this date will not be included.

6. If different from the default value, indicate the Invoicing Cycle to be used.

7. Select the type of output desired for the report by choosing one of the modes in the Output frame.

8. Click on Produce to initiate report production.

Note: It is always preferable to view the report on the screen before producing it on another periphery. You can thus verify its presentation and avoid the useless production of unsatisfactory reports.

It is important to note that the system only considers transactions with an entry date prior to the date entered in the Date box. By default, the current date is used.


Supplier Records

The Supplier Record presents the operations performed by each supplier. You can choose between two types of reports: summary or detailed. Each of these offers you a unique body of information. For more information, see Producing Supplier Records.


Filling out the Customer Records Tab

[Report menu, Accounts Payable, Supplier Reports] or

Include

Only Suspended Transactions: Select this option to limit the report to suspended transactions.


Producing Supplier Records

1. Select the Accounts Payable tab and click [image] Supplier Reports. Alternatively select Supplier Reports under Accounts Payable in the Report menu.

2. Open the Suppliers Records tab.

3. In the Sort by frame, choose whether the suppliers in the list will be sorted according to their supplier number or according to the alphabetic code which already assigned to each of them.

4. Select the type of statement to be produced.

5. In the Account Interval frame, identify the interval of accounts payable to be included in the list. Click on All to select all suppliers.

Note: By clicking From and To, the Select a Supplier box will be displayed. From it you can choose the first and last supplier to be included in the interval.

6. Enter the date to appear on the report. Note that entries posted after this date will not be included.

7. Determine if you want to include inactive invoices in your Suppliers Records.

8. Select the type of output desired for the report by choosing one of the modes in the Output frame.

9. Click Produce to initiate report production.

Note: It is always preferable to view the report on the screen before producing it on another periphery. You can thus verify its presentation and avoid the useless production of unsatisfactory reports.

Note: It is possible to use the integrated Suppliers Record search function to find a particular transaction using the number of a check or a direct deposit as the search criterion. For the procedure to follow, see Searching Supplier Records.

The summary supplier record contains the supplier's number and name; date and type of entry, invoice number, description, and reference; transaction and payment amounts, as well as the balance and balance due.

The detailed supplier record contains the supplier's number, name, and telephone number; date and type of entry; invoice number, description, reference, and number of days elapsed; transaction and payment amounts, as well as bank account numbers; the balance, total and amount due. The system can also display the number of the supplier to whom payments were sent.

We recommend that you produce a supplier record at least once a month, just before proceeding with the end of month process. Why before the closing process? Because this process deactivates those transactions which are paid in full, thus rendering the supplier record less useful as a reference.


Searching Supplier Records

It is possible to quickly and easily find particular transactions using the number of a check or a direct deposit as the search criterion. You can also restrict the extent of your searches by entering a supplier number. Clicking Produce will cause the system to display only the transaction(s) corresponding to the search criterion.

To perform a search:

1. Select the Accounts Payable tab and click [image] Supplier Reports. Alternatively, select Supplier Reports under Accounts Payable in the Report menu.

2. Click the Suppliers Records tab.

3. Check the Search box.

4. Select search by check or by direct payment.

5. If it is necessary to restrict the search, choose a supplier.

6. Select the type of output for the statement.

7. Click Produce.

Note: to cancel a search, click Cancel. The system will then close the Supplier Report window.


Purchase Records

The Purchase Record lets you rapidly see the volume of the purchases made from your suppliers for the current year or for the last 4 years. It also contains complete address information for each supplier. For more information, see Producing Purchase Records.


Producing Purchase Records

1. Open the Accounts Payable tab and click [image] Supplier Reports. Alternatively, select Supplier Reports under Accounts Payable in the Report menu.

2. Open the Purchase Records tab.

3. In the Sort by frame, choose whether the suppliers in the list will be sorted according to their supplier number or according to the alphabetic code which already assigned to each of them.

4. In the Account Interval frame, identify the interval accounts payable to be included in the list. Click All to select all suppliers.

Note: By clicking on From and To, the Select a Supplier box will be displayed. From it, you can choose the first and last supplier to be included in the interval.

5. Enter the date to appear on the report. Note that entries posted after this date will not be included.

6. Select the type of output desired for the report by choosing one of the modes in the Output frame.

7. Click Produce to initiate report production.

Note: It is always preferable to view the report on the screen before producing it on another periphery. You can thus verify its presentation and avoid the useless production of unsatisfactory reports.

The purchases entered after the indicated date are not included in the report.

Note that entries made after the date indicated in the frame will not be included in the report.


Supplier Lists

The Supplier List is an accounting document which contains the list of all the suppliers for which supplier cards have been completed. This list facilitates several tasks, among which are: the verification and consultation of your accounts payable, preparation of sticker labels, and mail merge. For more information concerning producing Supplier Lists, see Producing Supplier Lists.


Producing Supplier Lists

1. Select the Accounts Payable tab and click [image] Supplier Reports. Alternatively, select Supplier Reports under Accounts Payable in the Report menu.

2. Open the Supplier List tab.

3. In the Sort by frame, choose whether the suppliers in the list will be sorted according to their supplier number or according to the alphabetic code already assigned to each of them.

4. In the Account Interval frame, identify the interval of accounts payable to be included in the list. Click All to select all suppliers.

Note: By clicking on From and To, the Select a Supplier box will be displayed. From it you can choose the first and last supplier to be included in the interval.

5. Enter the date to appear on the report.

6. In the Type of List frame, click on the type of list desired. The choices are: summary, detailed, complete, labels and mail merge.

7. In the Action frame, determine if the purchase total must be reset to zero after report production.

8. Select the type of output desired for the report by choosing one of the modes in the Output frame.

9. Click Produce to initiate report production.

Note: It is always preferable to view the report on the screen before producing it on another periphery. You can thus verify its presentation and avoid the useless production of unsatisfactory reports.

Summary List. The summary list of suppliers contains the supplier number, the alphabetic sorting key, supplier's name, as well as his fax and phone numbers.

Detailed List. The detailed list of suppliers contains the same information as the summary list plus complete address information.

Complete List. The complete list of suppliers contains all the information in the supplier file.

Labels. This type of list lets you print the name and address of selected suppliers on sticker labels which are useful for your correspondence.

Mail Merge. This type of list lets you create a merge file containing the information selected in the Fields frame.

To obtain details concerning column headers for each row, place the pointer on the lower border of the header, click and enlarge the header keeping the button depressed.

Before producing the list, decide whether or not the system is to reset purchase registers to zero for the selected suppliers. To do so, select the Reset Total of Purchases to Zero after Report Production box.


Upcoming Payments

The Upcoming Payments report informs you of the invoices that will reach their payment or discount deadline in the near future. Simply use this information to issue the necessary checks. The program even offers you the possibility of automatically entering the payment of the invoices listed in the report. Thus, the risk of error is minimized.

The Upcoming Payments report contains the number, the name and the phone number of the supplier, the entry date, invoice number, terms of payment and the amount of the transaction, the applicable discount, balance after discount, discount deadline, payment deadline, and if it exists, payments on hold for each transaction.

For more information, see Producing an Upcoming Payments Report.


Producing Upcoming Payments Reports

1. Select the Accounts Payable tab and click [image] Supplier Reports. Alternatively, select Supplier Reports under Accounts Payable in the Report menu.

2. Open the Payment Projection tab.

3. In the Sort by frame, choose whether the suppliers in the list will be sorted according to their supplier number or according to the alphabetic code which already assigned to each of them.

4. In the Account Interval frame, identify the interval accounts payable to be included in the list. Click All to select all suppliers.

Note: By clicking on From and To, the Select a Supplier box will be displayed. From it you can choose the first and last supplier to be included in the interval.

5. Enter the date to appear on the report. Note that entries posted after this date will not be considered in the report.

6. Decide if you want to produce a report which takes into account those invoices which are due or those for which the discount period is ending.

7. Indicate to the system the number of days limit to be considered according to your choice in step 6.

8. Select the type of output desired for the report by choosing one of the modes in the Output frame.

9. Next, indicate if the system is to consider invoices included in the report as paid.

10. Click Produce to initiate report production.

Note: It is always preferable to view the report on the screen before producing it on another periphery. You can thus verify its presentation and avoid the useless production of unsatisfactory reports.

At the time an upcoming payments report is produced, the program can automatically enter the payment of invoices contained in the report. For this option, select the box in the Action group box. Doing so will eliminate the risk of oversight and error. Now, all you have to do is print the checks. See the section entitled Printing Checks for the steps to follow.


Weekly Procedure

[Report menu, Accounts Payable, Weekly Report]

Weekly Procedure

The weekly procedure, as its name implies, is an operation which should be done at the end of each week. It allows you to check your data and reset your registers to zero. It is also possible to automatically transfer entries to the General Ledger. This ensures that your books are up to date and that your decisions are based on accurate data.

The weekly procedure offers two operations: the consultation and the weekly report. You have the option of producing either summary or detailed versions of these reports. You can also work in active date mode.

Note: You can perform this procedure more than once a week, if the transaction volume requires it.

The Weekly Report window offers two options, each having two versions.

For more information concerning weekly reports, see the help chapter entitled The Weekly Procedure.

Recommended Steps

The weekly report is an irreversible process. You should, therefore, make certain that your accounting registers are balanced by first producing a summary consultation. If all is in order, then produce the weekly report. If not, print a detailed consultation to obtain a list of the transactions for the week and check it for errors.

Active Date

By default, the current date is used when producing lists and reports. However, you may need to produce a report for a particular date. In response to this need, you can work in active date mode. Once this option has been activated, all transactions whose entries logged on or before the date shown in the date frame will be included in the calculations.

If using the active date feature unbalances your weekly procedure reports, see the help topic entitled Problems with the Active Date to find the remedy to your problem.

Summary Consultation

The summary consultation should be the first step in the weekly procedure. It lets you quickly verify that your transactions were logged correctly. Thus the consultation summary is the basic verification report. In it you find a resume of your accounts payable activity for the past week. It also contains the end-of-week balance of your accounts payable; the total amount of invoices, interest, charges, and cashings; a listing of credits, checks, and direct deposits; as well as logged payments and purchase discounts. You will also find the end-of-week balances of your accounts payable, the total amount of payments, direct deposits, and discounts on hold; and an estimated balance of your accounts payable.

For more information, see the help topic entitled Producing a Summary Consultation.

Detailed Consultation

If you notice an error in the summary consultation, use the detailed consultation to verify your transactions. This report gives a complete picture of your entries made during the week in question.

The detailed consultation contains all the information found in the summary consultation plus a list of all transactions entered during the week, a list of credit and discount cashings, a list of all accounts affected by the transactions and their amounts, all accounting entries generated by these transactions, a list of remitted checks, as well as a trial balance.

For more information, see the help topic entitled Producing a Detailed Consultation.

Summary Weekly Report

The summary weekly report contains the same information as the summary consultation. However, the procedure involves transferring the entries to the General Ledger (if that option has been selected), resetting the registers to zero, and deleting the entry details.

This is an irreversible process. It is therefore strongly recommended that you produce a summary consultation before proceeding with the weekly report.

For more information, see the help topic entitled Producing Summary Weekly Reports.

Automatic Transfer of Entries to the General Ledger

Automatically transferring entries to the General Ledger ensures that your accounting is up to date and that your reports reflect your actual financial situation. To activate the Transfer to the General Ledger, select the Company tab, access the Company Information screen and click [image]. Alternatively, you can open the Input menu and, under Company, choose Company Information. In either case, you will find this option under the Accounts Payable tab in the Company Information box.

The nature of the transferred information varies according to your choice of report type. While transferring a summary weekly report to the General Ledger will provide you with the results of the entries, a detailed report will include these results plus all the details for the entries logged during the week.

Remember that the transfer of entries to the General Ledger is an irreversible operation. It is therefore wise to make a backup copy of your data and closely follow the recommended procedures. For further information, see the help topic entitled The Weekly Procedure.

Hint:  If automatic transfer of entries to the General Ledger fails, print the archived report and enter the transactions manually. For more information, see the topic entitled How to Use the Archived Tab in Journals.

Detailed Weekly Report

A detailed weekly report contains the same information as a detailed consultation. However, as in the case of summary weekly reports, the detailed report also lets you delete transaction details, reset registers to zero, and transfer entries and their details to the General Ledger, provided that this option has been selected.

Your choice of report type depends on how thoroughly you wish to conduct the General Ledger audit.

For more information, see the help topic entitled Producing Detailed Weekly Reports.


Activating Automatic General Ledger Transfer

The transfer of entries to the General Ledger is an option which assures that your accounting is up to date and that the reports produced from it represent your present situation.

To activate the Transfer to the General Ledger operation, access the company information screen by selecting the company tab and clicking [image] Company. Alternatively, select Company Information, from the Input menu, under Accounts Payable. In the both cases, you will find this option in this box. All you have to do is select the box.

Either summary or detailed information can be transferred to the General Ledger. If the summary type is chosen, only the results of the week's entries will be transferred. In the case of a detailed transfer, the information will also include details concerning the entries.


Information in Summary-Type Operations

In summary type operations, you find a summary of the activity of your accounts payable for the past week. It contains:

•	weekly balance of the accounts payable

•	total amount of invoices, interest, cost and caching of checks payable

•	total amount of credits, checks, and direct deposits

•	payments entered and discounts

You will also find:

•	the balance of accounts payable after the week's transactions have been entered

•	total amount of payments, direct deposits and forthcoming discounts

•	anticipated balance of the accounts payable


Information in Detailed-Type Operations

Detailed type operations are tools used to verify your accounts payable. They contain the same information as summary type operations as listed below:

•	weekly balance of the accounts payable

•	total amount of invoices, interest, cost and caching of checks payable

•	total amount of credits, checks, and direct deposits

•	payments entered and discounts

•	You also find the balance of accounts payable after the week's transactions have been entered

•	total amount of payments, direct deposits and forthcoming discounts;

•	and the anticipated balance of the accounts payable

In addition, you obtain:

•	list of transactions entered during the week

•	list of credits and discounts

•	list of all accounts affected by the transactions and their amounts

•	accounting entries generated by these transactions

•	list of issued checks

•	trial balance


Producing a Summary Consultation

The summary consultation should be the first step in all weekly procedures. It allows you to quickly evaluate the correctness of the entered transactions.

The summary consultation is therefore the fundamental verification report. You find within it a summary of the activity of your accounts payable for the past week. It contains the weekly balance of accounts payable; total amount of invoices, interest, charges, and receipts; the total amount of credits, checks and direct deposits; entered payments and discounts. You also find the balance of accounts payable after all transactions for the week have been posted, the total amount of payments, the direct deposits and forthcoming discounts, and the anticipated balance of accounts payable.

Follow the steps listed below in order to produce a summary consultation:

1. Select the Accounts Payable tab and click [image] Weekly Report. Alternatively, open the Report menu and select first Accounts Payable and then Weekly Report. Open the Current tab.

2. In the Type frame, click Summary consultation.

3.Enter the production date for the procedure. By default, the system will use the current date. If you want the system only to consider those transactions entered up until a certain date, click the Active Date option.

4. Choose an output mode for the results of the operation.

5. Click Produce button to initiate the process.

If using the active date unbalances the weekly procedure reports, see Problems with the Active Date.

Note: To cancel a weekly procedure operation, click Cancel.


Producing a Detailed Consultation

Use the detailed consultation to easily locate the errors found within the transactions shown in the summary consultation. This is a complete and detailed picture of the transactions logged during the preceding week.

Detailed consultations present a summary of the activity of your accounts payable for the past week. It contains the weekly balance of accounts payable; total amount of invoices, interest, charges, and receipts; the total amount of credits, checks and direct deposits; entered payments and discounts. You also find the balance of accounts payable after all transactions for the week have been posted, the total amount of payments, the direct deposits and forthcoming discounts, and the anticipated balance of accounts payable.

In addition, detailed consultations provide a list of transactions entered during the week, a list of credits and discounts, a list of all accounts affected by the transactions and their amounts, the accounting entries generated by these transactions, the list of issued checks,

as well as a trial balance.

Follow the steps listed below in order to produce a detailed consultation:

1. Select the Accounts Payable tab and click [image] Weekly Report. Alternatively, open the Report menu, and select first Accounts Payable and then Weekly Report. Open the Current tab.

2. In the Type frame, click on Detailed consultation.

3. Enter the production date for the procedure. By default, the system will use the current date. If you want the system only to consider those transactions entered up until a certain date, click on the Active Date option.

4. Choose an output mode for the results of the operation.

5. Click on the Produce button to initiate the process.

If using the active date unbalances the weekly procedure reports, see Problems with the Active Date.

Note: To cancel a weekly procedure operation, click Cancel.


Producing Summary Weekly Reports

Summary weekly reports contain the same information as the summary consultation. However, the process transfers data to the General Ledger, if the option is selected, resets the registers to zero and deletes transaction details.

This is an irreversible procedure. It is therefore recommended that you perform a summary consultation before initiating the production of the weekly report.

Follow the steps outlined below to produce a summary weekly report:

0. Please read the notice at the bottom of the page.

1. Select the Accounts Payable tab and click [image] Weekly Report. Alternatively, you can open the Report menu and select first Accounts Payable and then Weekly Report. Open the Current tab.

2. In the Type frame, click Report (Summary transfer).

3. Enter the production date for the procedure. By default, the system will use the current date. If you want the system to only consider those transactions entered before a certain date, click the Active Date option.

4. Choose an output mode for the results of the operation.

5. Click Produce to begin the process.

If using the active date unbalances the reports in the weekly procedure, consult Problems with the Active Date.

Note that to cancel the execution of an operation of the weekly procedure , click Cancel.

Notice:

The production of a weekly report is an irreversible procedure. Make a backup copy and follow the recommended steps to avoid unnecessary problems.

Recommended Steps

The production of weekly reports is an irreversible process. Therefore, it is important to verify that your registers are balanced by first producing a summary consultation. If all is in order, produce the weekly report. If not, print a detailed consultation and verify that the transactions contained in the list for the week in question are correct.


Producing Detailed Weekly Reports

Detailed weekly reports contain the same information as a detailed consultation. HHowever, the process tansfers data to the General Ledger, if this option is active, resets registers to zero and deletes transaction details.

This is an irreversible procedure. It is therefore recommended that you perform a summary consultation before initiating the production of the weekly report.

Follow the steps outlined below to produce a summary weekly report:

0. Please read the notice at the bottom of the page.

1. Select the Accounts Payable tab and click [image] Weekly Report. Alternatively, you can open the Report menu and select first Accounts Payable and then Weekly Report. Open the Current tab.

2. In the Type frame, click Report (Detailed transfer).

3. Enter the production date for the procedure. By default, the system will use the current date. If you want the system to only consider those transactions entered before a certain date, click on the Active Date option.

4. Choose an output mode for the results of the operation.

5. Click Produce to begin the process.

If using the active date unbalances the reports in the weekly procedure, consult Problems with the Active Date.

Note that to cancel the execution of an operation of the weekly procedure , click Cancel.

Notice:

The production of a weekly report is an irreversible procedure. Make a backup copy and follow the recommended steps to avoid unnecessary problems.

Recommended Steps

The production of weekly reports is a one-way process. Therefore, it is important to verify that your registers are balanced by first producing a summary consultation. If all is in order, produce the weekly report. If not, print a detailed consultation and verify that the transactions contained in the list for the week in question are correct.


Problems with the Active Date

By default, the current date is used to build lists and reports. However, it is possible that you will need to produce a report for a particular date. The Accounts Payable application therefore offers you the possibility to work in active date mode. When this option is activated, all transactions whose entry dates are the same as or before those indicated in the concerned frame are included in consultation or weekly report calculations. All other transactions will be ignored.

If you notice that the report for the operation in question does not balance:

•	deactivate the active date

•	print a list of accounts with transactions or a detailed consultation of the weekly report procedure (only available with the Accounts Payable application)

•	verify that the entered transactions are correct

•	correct mistakes

•	reactivate the active date

•	verify your corrections by printing a new list of accounts with transactions or a detailed consultation of the weekly report procedure

•	restart the operation

This type of error could arise, for example, when the date of a check precedes the entry date of the corresponding invoice.


Steps to Take Before the End of Month

At the end of a period, a end-of-month procedure must be performed before moving on to the next month. However, before carrying on the operation, you must make sure:

•	that every accounting entry for every transaction has been made for the current month;

•	that a backup copy has been made;

•	that a supplier record report has been produced;

•	that entries are accurate;

•	that the weekly report has been produced.

Warning !

It is essential that a backup copy be made of the accounting data before carrying on with the end-of-month procedure.

Once all necessary reports are produced, continue with checking for idle files.


Checking for Idle Files

By performing the end-of-month procedure, you check for idle files, thus deactivating inactive transactions and files, that is those whose balance is 0. Marked transactions no longer appear in reports and lists. That is why it is recommended you produce a supplier records report before performing the end-of-month procedure.


End-of-Month Procedures

The End of Month

The end-of-month procedure allows you to deactivate transactions whose balance is 0, and files no longer in use. An advantage of deactivating these elements is to reduce the size of your accounts payable. As the name implies, the end-of-month procedure should be performed each month.

To perform the end-of-month procedure:

1.	Open the Input menu.

2.	Select the Accounts Payable option.

3.	Select the Accounts Payable End of Month command.

4.	Answer Yes to the question asking whether you want to perform the end-of-month procedure.


Inventory Is ...

Inventory management should be a benefit to your company not a headache. Inventory is the product of a design concept centred around user-friendliness and ease of use. You will certainly appreciate its many helpful features.

Inventory is equipped with several features that has made it a hallmark of excellence. The eXplic function displays details of any transaction in any list or report. The automatic current date entry feature speeds your input tasks and an interactive help function accompanies you throughout.

With Inventory, getting up-to-the-minute stock information has never been easier.


Filling Out the Inventory Tab of the Company Information Window

[Input menu, Company, Company Information] or

Inventory

Length of Numbers: Number of characters the product number can contain (between 6 and 20).

Number of Decimals in Price: Number of decimals a product price can contain (between 2 and 4).

Languages

Descriptions 1 to 3: Name of the 3 boxes used to enter the product description.


Serial Number Management

[Input Menu , Company, Company Information]

To activate serial number management

1.	In the Applications toolbar, under the Company tab, click Company Information [image].

The Company Information window is displayed.

2.	Under the Inventory tab, in the Inventory group, select Serial Number.

3.	Save changes by clicking [image].

Serial number management is activated and the Use Serial Numbers for this Product box appears in Product files.


Defining Products

To define a product, one must enter such information as a description, product group, specific segment (if applicable), in-stock quantity and price structure. For more information, see Defining a Product File.

Important

You choose the length of the product number in Company Information under the Inventory tab. The system accepts from 6 to 20 digits.


Product Concept

Product File

Product files contain such elements as product numbers, descriptions, suppliers, components, price lists and photos.

Product features are referred to as Product Items. You choose product items from the previously defined category items. What are these categories? They are general characteristics grouped under a unit called a segment. For example, one could define three segments to represent clothing: men's, women's and children's. Each of these segments could contain up to three categories, for example, type, size and color the number of category items is unlimited.

Product characteristics are defined under the Product Item tab.

To create the product file, open the Inventory tab and click [image]. Alternatively, open the Input menu and select the Products option under Inventory.

See the Product File topic for more information.

Note, however, that many elements associated with a product must first be defined individually.


Creating Products

[Input menu, Inventory, Products]

The product file contains all information required to efficiently manage your inventory. To define a product:

1.	Open the Inventory tab and select Product. Alternatively, open the Input menu, select Inventory, then Product.

2.	Assign a number to the product.

3.	Enter a description for the product.

4.	Select the product group to which the product belongs. The product group contains the segment.

5.	If a tax exception, other than the one indicated in the product group, is applicable for this product, select Use a specific tax exception for this product and enter its number. Click Tax Exception to display the Select a Tax Exception window or press the question mark key.

6.  If a segment, other than the one identified in the product group, is to be used for this product, select Use a specific segment for this product and enter its number. Click Product Segment to display the Select a Segment window or press the question mark key.

7.  Enter the unit, unit code, location and sequence.

8.	Under the Description tab, enter descriptions for languages 2 and 3.

9.	Enter sorting keys.

10.	Build the main and U.S. price structures.

11.	Under Quantities, indicate stock quantities.

12.	Identify the product's suppliers. Click Supplier to display the Select a Supplier or Supplier Product or press the question mark key.

13.	Select product items in the applicable categories.

14.	Define product components.

15.	You can insert a photo or an additional file.

16.	Save the product file by clicking [image].

Important

To change the product number, click [image].

To delete the product, click [image].

To cancel all changes since the last save, click [image].


Modifying Products

[Input menu, Inventory, Products]

The product definition process has eight steps. Note that a photo of the product can be added in step 12.

1. Open the Inventory tab and click Products. Alternatively, open the Input menu and select Products under Inventory.

2. In the list window, select the product to modify and click [image]. To create a new product, click [image].

3. Assign a number to the product. The length of product numbers is defined under the Inventory tab in Company Information.

4. Associate the product with a product group.

5. Specify whether or not a specific segment is to be used for this product.

6. Indicate the product's location in the wharehouse.

7. Enter a description for the product that will appear on invoices. You can enter descriptions in three languages.

8. Enter the price structure for this product.

9. Enter inventory quantities.

10. Identify the product's suppliers.

11. If necessary, enter product items and components.

12. Insert a photo of the product if desired.

13. Save the product.

Note: To change a product numbers, click [image].

Note: To cancel all changes since the last save, click [image].

Note: To delete a product, click [image].


Serial Numbers

[Input menu, Inventory, Products]

To activate serial number management

1.	In the Applications toolbar, open the Inventory tab.

2.	Click Products [image].

The Products list window is displayed.

 3.	Select the product for which serial numbers are to be managed.

The Product input window is displayed.

4.	Under the File tab, select Use serial numbers for this product.

The Serial Number Required box appears and the Serial Number tab is added to the Product input window.

Note: 	To require serial number entry upon invoicing, select the Serial Number Required box.

5.	Open the Serial Number tab.

6.	In the Available group box, enter the serial numbers for available products.

7.	Save the product by clicking  Save Product [image].

Serial number management is now active.


Deactivating Products

[Input menu, Inventory, Products]

To deactivate a product

1.	In the Applications toolbar, under the Inventory tab, click  Products [image].

The Products list window is displayed.

2.	Select the product to deactivate.

The Product input window is displayed.

3.	Click Deactivate Product [image].

The product is marked as Inactive in the title bar of its specific window.

4.	Save changes by clicking  Save Product [image].

The product is now deactivated and appears under the Inactive tab of the Product list window.


More on Products

Labels on Demand

To easily print labels, the Print Product Labels [image] command opens the Product Labels window to allow you to specify the label contents and the number of labels to print. You are no longer required to access the Adjustment window to print labels.

Default Card

It is possible to create a default card for products. For more information, see Default Card.


Product Group Concept

Place like products in the same product group. To create a group, click [image] Groups under the Inventory tab. From within the Product Groups window, click [image] to create a new group.


Defining Product Groups

Product groups contain similar or complementary products. A segment is defined for all products in the group reducing the number of product characteristics for which segments must be defined. For information on defining product groups, see Creating Product Groups.


Creating Product Groups

Each product belongs to a group. To simplify product definition, segments are defined for each group and apply to all products therein.

1.	Open the Inventory tab and select Groups. Alternativemely, open the Input menu, select Inventory, then Groups.

2.	Assign a name to the group.

3.	In the Product Group Parameters group box, enter the tax exception number for the group, if applicable. Click Tax Exception to display the Select a Tax Exception window. Alternatively, type the question mark in the box to open the window.

4.	Indicate if backorder is permitted for these products.

5.	In the Segmentation group box, enter the number of the segment to be used with all products of this group.

6.	Save the product group by clicking [image].

Important

To change a produce group number, click [image].

To delete a product group, click [image].

To cancel changes since the last save, click [image].


Deactivating a Group of Products

[Input menu, Utilities, Card Deactivation]

Here is the short procedure for deactivating a product group:

To Deactivate a Product Group

1.	Under the Utilities tab, click Card Deactivation.

The Card Deactivation window is displayed.

2.	In the Cards group box, select Products.

3.	In the Date box, enter the date from which inactive products are to be deactivated.

4.	If necessary, in the Product Range box, indicate the range of products to be deactivated.

5.	Click OK.

Products that meet the selection criteria are deactivated and displayed under the Inactive tab of the Products list window.


Defining Segments

Segments contain up to three specifications, which represent product characteristics. In turn, a segment is assigned to each product group. Thus, by assigning a product to a group, you also assign the segment to be used for the product. However, you can select a specific segment for each product, thus overriding the segment assigned to the product group.

Segments greatly simplify the product definition task. All Inventory reports can be produced by specifying product items. Thus, all you need do to define a new product is to associate the proper specification item. The user can decide upon the level of precision required. A product file can be defined for each product is necessary.

Simple Illustration of Segment Use

Product Group: 25 Sweets

Product: 5546587 Crisps

3-Specification Segment

Specifications: Brand, Flavour, Size

You receive a new product, Yummy Kettle Crisps. The advantage of using segments is that the file can be ready with just a few minor modifications. Add the item Yummy Kettle Crisps to the Brand specification. Next, to enter Yummy Kettle Crisps to your inventory, open product 5546587, Crisps, and access the Product Item tab and select the corresponding specification items. Following its selection, the category item becomes a product item.

Product Segment

The segment used is usually the one assigned to the product group. However, you can assign a different segment that will override the one for for the group. This option is useful when defining special products. Take, for example, a clothing store that has received a new style of jeans marking the makers 50th anniversary.

Segment

Segments contain up to three specifications. By default, the segment is assigned to a product group. However a specific segment can be defined for each product taking precedence over the segment assigned to the group as a whole.


Creating Segments

A segment is assigned to each product group. Up to three specifications can be assigned to each segment. To define a segment:

1.	Open the Inventory tab and select Segment. Alternatively, open the Input menu, select the Inventory menu and select Segment.

2.	Assign an identification number and description to the segment.

3.	In the Segment group box, click Number of Specifications to select the number of specifications to be assigned to the segment.

Important

The maximum number of categories that can be assigned to a segment is three. The system will add the appropriate number of Specification boxes.

4.	In the Category boxes, enter the number or name of each specification.

5.	Save the segment by clicking [image].

Important

To change a segment number, click [image].

To delete a segment, click [image].

To cancel all changes since the last save, click [image] l.


Specifications Concept

Specifications represent the main characteristics of a given product. For example, specifications for a car may be model, colour and standard equipment level. Specifications are grouped into a segment.

Subcategories are referred to as specification items. In the case of the Colour specification, the specification items might be blue, red, green or yellow. When a specification item is selected when defining a product file, the specification item becomes a product item.

Specifications

The components of segments, specifications represent product characteristics. A specification can contain an umlimited number of specification items.


Creating Specifications

Creating specifications implies grouping specification items to form a unit. Thus the Colour specification could contain items such as blue, red, green and yellow. A specification can contain an unlimited number of items.

To define a specification:

1.	Open Inventory and select Specifications. Alternatively, open the Input menu, select Inventory and select Specifications.

2.	Assign a number to the specification.

3.	Specify the number of alphanumeric characters each specification item can contain.

4.	Enter each specification item and its description.

5.	Once all the items have been entered, save the specification by clicking [image].

Important

To change the number of the specification, click [image].

To sort items, click [image].

To delete the specification, click [image].

To cancel all changes since the last save, click [image].

To delete a specification item, click [image].


Defining Product Items

Product items represent specific product characteristics. Select them from the list of category items.

To select a product item, open the Product Item tab and select the characteristics of the product in each category.

Product Items

These are product characteristics. They are defined under the Product Item tab. In our example, this could be a skirt (type), size 5 (size), blue (colour) - the three categories of the Women's Clothes segment.


Defining Supplier Products

The supplier product file is used when placing an order for a particular product. The window contains the supplier's information, the product's UPC, shipping time, next cost price and the minimum number of products to purchase to get the best price.

For information on defining supplier products, see Creating Supplier Products.


Supplier Product Concept

Supplier Products

You can purchase a given product from several sources. To manage this information, Inventory offers the Supplier Products window. Here, multiple suppliers can be assigned to a given product.

To identify supplier products, open Inventory and click [image]. Alternatively, open the Input menu, select Inventory then Supplier Products.


Creating Supplier Products

The supplier product contains information such as supplier information, shipping time and the best quantity price.

1.	Open the Inventory tab and select Supplier Products. Alternatively, open the Input menu, select Inventory, then Supplier Product.

2.	Select the number of the supplier product in question. Click Number to display the Select Supplier Product window. The supplier's name is displayed in the Name box.

3.	Enter the UPC code, shipping delay, economical quantity and next cost price.

4.	Save the product by clicking [image].

Important

To change the supplier product number, click [image].

To delete the supplier product, click [image].

To cancel all changes made since the last save, click [image].


Profit Displayed In Invoicing Documents

 [Input menu, Company, Users]

Note:	This command is available when the Customization and Security application is active.

To Activate Profit Display For a User

1.	In the Applications toolbar, under the Company tab, click Users [image].

The Users list window is displayed.

2.	Select the user for whom you wish profits to be displayed.

3.	Under the Invoicing tab, in the Input group box, select Profit Visible.

4.	For the user to see the profit in dollars, select Profit Amount

Note: 	When the Profit Amount box is not selected, the profit is displayed as a percentage.

5.	Save changes by clicking Save User [image].

The user privileges are saved. To activate the new privileges, changes users or restart the computer.

When this user performs operations in the Invoicing window, an unidentified box located in the lower left-hand corner under the Totals tab displays the total profit on the invoice in dollars or as a percentage. Another unidentified box located in the lower right-hand corner under the Product Details tab displays the profit made on the product on which the cursor is positioned. The profit displayed corresponds to the retail price minus the cost price multiplied by the quantity sold.


Component Confirmation

[Input menu, Company, Company Information]

To activate the Component Confirmation option:

1.	Open the Company tab and click [image] Company Information.

The Company Information window is displayed.

2.	Open the Inventory tab and select Confirm Component.

3.	Save changes by clicking Save.

When invoicing a product with components, an entry window will be displayed presenting the list of available components.


Receiving Products

Adjusting Inventory Quantities upon Reception

You can adjust product quantities upon reception. To do so, open the Inventory tab and click [image]. Alternatively, open the Input menu, select the Inventory option then Product Reception.

Following adjustments, you can choose to print labels for the new products or produce a report of changes.


Filling out the Reception of Products Window

[Input menu, Inventory, Product Reception] or

Product Table

Next Cost Price: Select this option to change the Next Cost Price of the supplier product assigned to the product upon reception. When this option is not selected, the next cost price of the product is not affected.

Tip:	Select all boxes in the Next Cost Price column by clicking [image] or clear all boxes by clicking [image].

Note:	This case is displayed when Order Management is active and Upon Receiving the Purchase or Upon Creating and Receiving the Purchase is selected in the Modify Next Cost Price group box (Company Information window, Order tab) and a supplier product was assigned to the product upon reception.

Options

Display: In this box, you can select to display the product table according to product numbers, supplier product numbers or product and supplier product numbers.


Inventory Adjustment Concept

After taking inventory, you may find that some stock quantities do not correspond to the figures in your system. To make adjustments, open the Inventory tab and click [image]. Alternatively, open the Input menu, select Inventory and choose Inventory Adjustments.

Following adjustment, you can print labels for the new products or produce a report of inventory changes.


Price Adjustment Concept

Adjustment Functions

Inventory is equipped with features for adjusting both product prices and quanties.

Price Adjustment

The price adjustment function lets one adjust retail prices based on an increase in the cost price or as a function of profit margin.

To use this function, open the Inventory tab and click [image]. Alternatively, open the Input menu, select Inventory then Price Adjustment.

Select the product groups affected by the adjustment. You will have to confirm the change for each product.

In the first window, define the price change options. In the second, confirm changes for each product.

If the price of a product has not changed, make sure that the Modify box has not been selected.


Price Adjustment

Price adjustment is a flexible operation. Retail prices can be increased or decreased for a product, product group, product category or a range of product groups.

1. Identify the value to be used as the basis of the change.

2. Select the range of groups in question.

3. Select to either Raise or Lower the price.

4. Indicate the rounding method to be used.

5. Enter the percentage for each price level.

6. Click Make Changes.

7. In the next window,  each product is displayed in the selected groups.

8. To change the price of the product on screen, select the Modify box.

9. Verify that the prices displayed are correct.

10. Click Previous Product or Next Product.

Note

To reverse a price change, select Reversing Calculation then click Make Changes.


How to Perform Stocktaking

The Enter Inventory Values window is designed to simplify manual stock-taking. It makes it possible to create an inventory image at any given time and compare the results with the actual stock figures, as well as calculate necessary inventory adjustments and produce necessary reports. No matter when the inventory report is produced, the inventory image is saved to allow continuous company operation. This topic outlines the steps to follow to count stocks.

To proceed with stock taking

1.	From the Applications toolbar, under the Inventory tab, click Stock-taking.

The Enter Inventory Quantities window is displayed.

2.	Click 1- Create New Inventory Image.

An inventory image is created. In the Creation Date box, the current date is displayed. In the table, the number, description and quantity in stock of each item is displayed.

Hint:	In the Sort by box, it is possible to select the Group or Location sorting order, which adds corresponding columns to the table.

Once the image is created, the company may continue operating as usual. When the stock count is completed, the figures and the image are compared.

3.	Click 2- Print Inventory Quantity List.

The List of Inventory Quantities window is displayed. Select the relevant options and click Produce. Once printed, the list of inventory quantities list can be remitted as is to the person in charge of the physical stock count so that the actual number of items in stock may be entered.

For each item in the stock count, check the ü column and enter the actual figure under the Actual Stock header. When the in-stock figure is different from the inventory number, the difference is displayed in the Adjustment column.

Hint:	Selecting Validate Stock Quantity changes the pointer navigation order after its passage through the Actual Stock column once an item is checked using the spacebar.

4.	Click 3- Print Exception Report.

The List of Inventory Exceptions window is displayed. Select the relevant options and click Produce. An exception is an item for which a difference appears in the Adjustment column. Once the Inventory Exception report is printed, it can be remitted to the person in charge of the physical stock count for confirmation.

5.	For every item for which the quantity in stock and in inventory coincide, check the T column box to Transfer Adjustments to Inventory.

The type of cost displayed is selected in the Default Cost Price box and may be different from the cost selected in the Product window as it corresponds to the cost price in the image.

6.	Click 4- Transfer Adjustments to Inventory.

A message is displayed. It allows you to start both the transfer of adjustments to the inventory and the inventory image update operations. Once completed, the table in the Stock Count window is updated.

7.	Click 5- Print Inventory Value to produce the inventory value report according to the cost price recorded in the inventory image and the stock count quantities.

The List of Inventory Values window is displayed. Select the relevant options and click Produce.

8.	Click 6- View Archived Image to view the archived image.

The stock count operation is complete.


More on Stocktaking

[Input menu, Inventory, Stocktaking] or

Locating Products Quickly

Scan a product when the pointer is located in the Product Number/Scan box and the pointer will move to the corresponding line in the list of products.

View Product Items

Select View Items to add product items to the product table and assign a pale background color to distinguish them from the others.

Importing Quantities

Selecting Import Quantities changes the Inventory Quantity Report button located at the bottom of the window to Import Quantities allowing you to import files in .pai, .txt and .csv format. These files contain two columns (product number and quantity to import) and must be saved to disk. To launch the import process, click Import Quantities.

Printing Product Labels

Click Print labels [image] to display the Stock Labels window for printing labels for all products in inventory. Select the range of products to include in the report including any product items and determine label content (retail price, cost price, reference).  In addition, enter the number of labels to print: a fixed number (for each product, print X labels) or according to stock quantity as shown in the Actual Stock column of the Stocktaking window.


Inventory Reports

Producing Reports

Inventory Reports such as Inventory Lists, Inventory Changes, Inventory Values and Lists of Suppliers help you keep up with changing stock quantities and values.

For more information see

>Inventory List

>Inventory Change

>Inventory Value

>List of Supplier Products


Inventory List

The Inventory List contains a list of products in inventory with the values from the fields selected in the Fields group box. For more information, see Producing Inventory Lists.


Inventory List Concept

Inventory List

The Inventory List shows all products in stock. You will be prompted to enter the fields to include in the report. To do this, select the boxes in the Field group box that correspond to the information you wish to see in the report.

To produce an Inventory List, open the Inventory tab and click [image]. Alternatively, open the Report menu, select Inventory, then Inventory Reports. In either case, open the Inventory List tab.

To select all fields in the Field group box, click the right mouse button and choose Select All.

For more information, see Producing Inventory Lists.


Producing Inventory Lists

To produce an Inventory List:

1. Open the Inventory tab and click Inventory Reports. Alternatively, open the Report menu, select Inventory then Inventory Reports.

2. Open the Inventory List tab.

3. Select the product sorting criteria.

4. Select the products to include in the report. To select all products click All.

5. Select the range of dates to use for the report.

6. Select the fields to include in the report.

7. Select an output mode for the report.

8. Click Produce.


Creating Inventory List Formats

[Report menu , Inventory, Inventory Report]

Creating an Inventory List Format

1.	In the Applications toolbar under the Inventory tab, click [image] Inventory Reports.

The Inventory Reports window is displayed.

2.	Open the Specific Inventory List tab.

3.	In the Report Format group box, click Format Number.

The Select Inventory List Format window is displayed.

4.	Click [image] New Format.

The Inventory List Format input window is displayed.

5.	In the Number, enter the number identifying the inventory list format. The format number can have a maximum of 4 digits.

6.	If necessary, assign a description to the format and a title for the report.

7.	In the Fields to Display, select the fields to include in the Inventory List.

8.	In the Variables group box, define the variables to be used to produce the Inventory List. Use the letters associated with the parameters in the preceding group.

- In the Name column, assign a name to the variable

- In the Formula column, using the variables form the Variables group box, define the mathematic expression to be assigned to the new variable

- In the Result column, select either quantity of amount as the result format

- In the Total column, specify whether or not the total is to appear in the list

Note:	The variables will appear in the list only if the corresponding parameters have been selected in the print settings group box.

9.	In the Conditions group box, define printing conditions for the specified parameters. Only the information corresponding to the defined conditions will appear in the Inventory List.

- In the Field column, select the appropriate field of variable

- In the Operator column, select the appropriate mathematic operator

- In the Value column, enter the appropriate value

10.	Save the format by clicking [image].

A new Inventory List format is created.


Inventory Change Concept

Inventory Change

This report shows all stock variations within a specified period. Variations include those due to sales and manual adjustments.

To produce an Inventory Change report, open the Inventory tab and click [image]. Alternatively, open the Report menu and select Inventory then Inventory Reports. In either case, open the Inventory Change tab.

Select the level of detail to include in the report.

The Summary report contains the numbers of those products that were subject to a change in quantity, quantity before the change, quantity invoiced, quantity purchased, quantity adjustment and the quantity after adjustment.

The Detailed report contains all the information in the Summary report plus product descriptions, in-stock quantities, inventory changes and their dates, types (such as sales or adjustment) as well as the invoice or purchase number.


Producing an Inventory Change Report

To product an inventory report:

1. Open the Inventory tab and click Inventory Reports. Alternatively, open the Report menu, select Inventory then Inventory Reports.

2. Open the Inventory Change tab.

3. Select the product sorting criteria.

4. Select the range of products to cover. Click All to include all products in the system.

5. Select the range of dates to be covered in the report.

6. Select the options to activate.

7. Select the output mode.

8. Click Produce.


Inventory Value Concept

Inventory Value

The Inventory Value report shows the value of products in inventory according to parameters such as the actual or average cost price, last or next cost price or maximum or minimum cost price. This report will give you the information you need.

To produce the Inventory Value report, open the Inventory tab and click [image]. Alternatively, open the Report menu and select Inventory then Inventory Reports. In either case, select Inventory Value.

Select the Inventory Value calculation method according to your needs.

For more information, see Producing Inventory Value Reports.


Producing Inventory Value Reports

To produce an Inventory Value report:

1. Open the Inventory tab and click [image]. Alternatively, open the Report menu, select Inventory then Inventory Reports..

2. Open the Inventory Value tab.

3. Select the product sorting criteria.

4. Select the range of products to include. To include all, select the All option.

5. Select the type of data to include in the report.

6. Select an output mode.

7. Click Produce.


List of Supplier Products

The list of supplier products allows you to group products purchased from a given supplier. This report can be produced for all suppliers or a range thereof. For the procedure to follow, see Producing a List of Supplier Products.


Producing a List of Supplier Products

To produce a list of supplier products:

1. Open the Inventory tab and click Inventory Reports. Alternatively, open the Report menu, select Inventory, then Inventory Reports.

2. Open the List of Supplier Products tab.

3. Select the product sorting criteria.

4. Select the range of suppliers to cover. Select All for a list of all suppliers.

5. Select the type of report to produce

6. Select the output mode.

7. Click Produce.


Inventory and E-commerce

Inventory and E-commerce

Inventory is the first step toward E-commerce. Used with Accounts Receivable, Order Management and the SDK, Inventory supports online transactions.

Consult the Compatible Software section of our Web site pto fing the person who will help you configure your online presence and propel your company into the future of marketing.

Online Inventory

The SDK can access your database and display a list of products and in-stock quantities on your Web site. In addition, chain stores can verify the availability of products in the warehouse or at another store.

Transactional Site

With Accounts Receivable, Inventory, Order Management and the SDK you can set up your own online shop. Providing access to your database, the SDK can be used to display in-stock quantities. Simply render this information available from the Invoicing window and you are ready to go. Order Management will use the information to create an order, shipping order and invoice.


About Production Manager

The Production Manager application is used to closely manage each step in a product manufacturing process. Used in combination with the Inventory and Order Management applications, it corresponds to an automated warehouse management system. The Production Manager application is thus used to facilitate communications between the parties involved in production.

At the management level, it is used to create and print component sets and production orders displaying the list of components required to manufacture a product with related quantities and costs. Thus, it facilitates the calculation of a product's unit and production costs.

At the purchase level, it greatly simplifies inventory management. The quantity of raw materials available for the present production and the quantity reserved for the next one are calculated. In addition, quantities of raw material used and those of products manufactured after a production are adjusted during production follow-up.

Concerning service after the sale, it is possible to identify the various components of an item produced.


Production Manager Import Option

[File menu, Import Acomba Product Components]

A component corresponds to the raw material, which is any material or component required to produce a given item.

Component products existing in the Inventory application can be used as raw material for the production of new items. Lists of raw materials can be converted from the Inventory application to component sets in the Production Manager application.

All components of the selected product are removed from under the Component tab of the Product window following importation and the link between the product and its components is deleted. Product creation, the cost price and quantity calculation tasks are still handled by the Inventory application. Component products remain available in the Accounts Payable application for raw material purchases. Produced items remain available in the Accounts Receivable application for selling.

However, when components are to appear on a manufactured product's invoice or if the Confirm Component option is active, the component set must be selected either a second time in the product following import or in the component set to be created in the Product Manager application. In either case, zeros (0) must be entered in the Quantity column of the Product window for the components to be included in the component set, otherwise the inventory quantity will be reduced a second time.


Production Manager Component Import

[File menu, Import Acomba Product Components]

The Import Components window is used to import components from the Inventory application to the Production Manager application. For more information, see Import Option.

The Import Components window presents the list of component products in the Inventory application. Select the Import column box of the appropriate products and click Import to start importing.

Hint: 	Click Select All option in order to select in a single step all the products in the list.

Note: 	This procedure can be performed at any time.


Component Sets

[File menu, Component Set Management] or

A component set contains the list of a product's components. Thus, the component set used to manufacture a product corresponds to the list of components and quantities required to manufacture it.

In the Component Set Management window, you can create, modify and delete the component sets used to manufacture a product.

Note: 	Only one component set per product can be created; this component set corresponds to a product unit produced increasing the inventory count by one.


Creating Component Sets

[File menu, Component Set Management] or

First, the number of the produced item or the one corresponding to the component set result must be selected. Then, in the Components group box, enter the components required to manufacture the component set as well as their quantities. The Components toolbar is equipped with the Add Component [image] and Remove Component [image] commands.

Note:	When you enter the number of a component product imported from the Inventory application, its components are displayed in the table.

You can preview a report of the costs and component quantities required to manufacture the component set. To do so, enter the quantity of products manufactured from the component set in the Component Set Cost group box and click Cost.

You can include sub-component sets within component sets. Component sets containing sub-component sets are displayed in bold in the Components table. Thus the list of components in the report includes the quantities required for all component sets. Click Cost to merge the components and the component set quantities or click Detailed Cost to display all the component sets separately.

Hint: 	Select the Show Detailed Component Set box to display the Detailed Component Set group box used to consult the component set.

Save the component set by clicking Save [image]. Thus, the component set is added to the list of component sets and can be used for production. The list of component sets created can be displayed by clicking Search [image] and printed by clicking Print [image].

Hint: 	To create a new component set from an existing one, select the product whose component set is to be created and click Copy from Existing Component Set [image].


Component Management

[Production Manager window, Component Management tab]

The Component Management tab facilitates the creation of a production order for a component set for X number of products to manufacture.


Production Creation

[Production Manager window, Component Management tab]

Select the component set to produce and enter the number of times the component set is to be run in the Quantity to Produce box and click Show Components. The list of components is displayed in the Components group box used to verify the quantities, including the quantities required for production and those that will remain afterward. At this point, you can enter any required purchases. For more information, see Quantities.

In the Next Production Number group box, define the next free production number. Next verify that the production start date is correct.

Click Start Production to generate the production order. The Information window is displayed presenting the production number created. The Qty Needed components thus become Qty Assigned.


Production Quantities

[Production Manager window, Component Management tab]

The Quantities group box presents the product quantities to manufacture. The Quantities group box presents a table used to verify the quantities for each component included in the component set

In Stock:	Component quantity in inventory

Purchased:	Component quantity purchased

On Order*:	Component quantity on order

Reserved*:	Component quantity included in an open order or in an order on which a deposit has been made

In Bids*:	Component quantity in bids

In Production*:	Component quantity in production

Assigned:	Component quantity retained for a production order

Needed:	Component quantity required according to the selected component set

After Production:	Component quantity that will remain after the production run

Note*:	The component set may include an item produced from another component set currently in production. This product could be sold as is (currently on order, in an open order or included in a bid).

Hint:	Select the quantities to consider in the calculation from the Consider Quantities group box and click Show Components to adjust the figure in the Qty after Production column.


More about Components

[Production Manager window, Component Management tab]

To get a better estimate of the unit cost of a product, create a product representing labour or machine time and include it in the component set. In the component set, the first column must be cleared for these "fake" products in order that the quantities be excluded from the maximum quantity calculation while taking their cost into account.

Clicking Calculate in the Maximum Possible Quantity group box displays the maximum quantity of the product that can be produced given the component quantities in stock and taking into account the options selected in the Consider group box.

The Preview and Print buttons are used for the Components and Quantities List report according to the options selected in the Consider group box.

The Total Production Cost box displays the last cost price, which corresponds to the average cost price, according to the parameters defined. For more information, see Options. This field is updated upon production adjustment.


Production

[Production Manager window, Productions tab]

Production corresponds to running a component set a certain number of times. As the component set is produced, and according to a determined frequency, production can be adjusted in order to show the impact on the inventory. The Productions tab is thus used to adjust a production run and track its progress.

Note: 	The Productions tab is displayed as soon as a production is created.


Modifications to the Quantity to Produce

[Production Manager window, Productions tab]

During production or even before production begins, you may need to modify the quantity to produce. In this case, click Adjust Production Quantity [image]. The new quantity can be entered in the Adjust Production Quantity window. The component quantities needed can be adjusted. In addition, selecting the option allows you to adjust the quantities needed to produce the product according to the new quantity.


Production Adjustment

[Production Manager window, Productions tab]

In order to show the progress of the production process, enter the quantity produced until now in the Adjustment Quantity box and click Adjust Production… to display the Production Adjustment window.

The actual component quantities used up until now can be entered in the Total Qty. Used column in the Components group box.

Next, a specification can be entered for the items in the Product Item group box and a specification can be selected for each component in the Item columns of the Components table.

Note:	The Product Item group box and Item columns are displayed when the Segmentation option has been selected in the Inventory application. For more information, see Batch Tracing.

In addition, when the Serial Number option of the Inventory application is used, you can enter the serial numbers of the manufactured products by clicking Add. The numbers will be entered and registered.

As for the Product Item group box, when the Segmentation option of the Inventory application is used, you can enter items for manufactured products, such as manufacture date, expiration date or run number.

Production is adjusted by clicking Adjust. Quantities are adjusted in the Inventory application: components are subtracted and items produced and cost prices are added. In Production Manager, the produced and adjusted quantities are then recalculated. Finally, production status is changed from Open to In Progress or Closed accordingly.


List of Production Costs

[File menu, List of Production Costs] or

The List of Production Costs is used to specify the parameters required to produce the production cost report.

The report can be produced for all products or for a range. In addition, certain elements can be included or excluded from a given report.  Note that it is possible to display a print preview. The report can contain the following information: quantity in production, unit and total costs, profit margins, detailed production costs for each component and total production cost.


Using Batches and Production Manager

[File menu, Batch Tracing] or

Tracing production batches can be essential for some businesses.  Tracing options are supported by the Segmentation option in the Inventory application. At least one specification must be assigned to the products to be traced, such as production date, expiration date or batch number. For more information, see Defining Segments.

Upon adjusting production, a specification can be assigned to a produced item. Then the produced item is created as an item that can be sold in Invoicing for which you can trace the purchaser.


Searching Batches and Production Manager

[File menu, Batch Tracing] or

The Batch Trace report displays products included in specific production runs or specifications assigned to a product.

Select the product number as well as the appropriate specification and click Produce.


Production Purge

[File menu, Configuration]

The Configuration window groups together all options that are not frequently used as well as various parameters used to adapt the application according to the company's needs.

First the Production Purge tab is used to delete completed production projects. The purge can be performed for a range of production numbers or according to a set delay following project completion. Once the purge is performed, the production numbers are available for reuse in new production projects.


Production Adjustment

[File menu, Configuration]

The Production Adjustment tab is used to specify the parameters related to production adjustment. The quantity displayed by default during production adjustment can be selected as well as the cost price to use in order to adjust the quantities in the Inventory application.


Production Components

[File menu, Configuration]

The Components tab is used to select the parameters related to the product's components.

When the Data + complement is active, it is possible to specify the display settings of the Data + window.

As for the other three group boxes, they are used to define certain parameters of the Cost and Detailed Cost reports for a given component set. Thus a note entered in a component set and costs can be included and the display order of components, selected.


Production Manager Invoicing

[File menu, Configuration]

The Assigned Quantities tab can reflect the quantity assigned in the production process. Selecting this box displays a message upon invoicing specifying the maximum quantity that can be included in the invoice based on the quantity assigned in the production process. This option proves essential when an item is used in the production of another product.


About Promotion

Promotion is an Acomba auxiliary that facilitates promotion management. With Promotion, you can plan price list changes, define when changes are to take effect and their duration. Thus you avoid oversights that can prove costly under pricing regulations.

On the marketing level, promotions can be created and the applicable parameters defined. This allows for pricelist changes and simplifies price change planning.

On the sales management level, a promotion can be started or stopped at anytime. Therefore, prices can be returned to their original levels or make the changes permanent.

On the analysis level, a promotion report can be printed showing the results of the sale.


Creating Promotions

[Input menu, Auxiliaries, Promotion] or

The startup process consists of entering the parameters for the promotion.

1.	In the Promotion window, click Create New Promotion [image].

2.	Enter the parameters defining the promotion: number, description: and starting date.

3.	Select the End option to enter the date on which prices are to return to their default values.

Or

Select the Definitive Change option when you wish the change to be permanent.

4.	In the Discount % by default group box - Discount % column, enter the percent discount to be applied to each price level.

5.	In the List of Products table, click Add a product [image], then in the List of Products window that is displayed, select the product to include in the promotion.

Note: 	Click the adjacent arrow [image] to accelerate product selection by restraining the list to products in a range, product group, supplier or existing promotion. In addition, several products can be selected in certain cases.

6.	When a rebate other than the one specified in the Discount % by default field applies to a product, double-click the product to display the Specific Promotion window allowing you to define the specific discount.

7. Click Save modifications to the promotion [image].

The promotion is created.


Starting and Ending Promotions

[Promotion window] or

Since several promotions can be running simultaneously, daily tasks consist of such activities as starting, suspending, modifying, stopping, deleting and confirming promotions as well as rendering price changes permanent.


Starting a Promotion

[Promotion window: Operation menu, Start Promotion] or

1.	In the Promotion window, select the promotion to start.

Caution:	A promotion whose Definitive Change box is selected will not accept the entry of a default price.

2.	Click Start Promotion [image] to start the promotion.

Caution:	The promotion for a product will not start if another promotion for the same product is already in effect.

Note:	When the starting date has not yet been reached, the date entered in the Beginning box is modified to reflect the current date.

The promotion is started and the promotion information (price and description) is displayed in the Product entry window.


Modifying Promotions

[Promotion window] or

A promotion can be modified if it has not yet started or been suspended.

Note:	A product can be included in an ongoing promotion. However, the promotion must be active for the product or the promotion must be activated anew.


Holding or Ending Promotions

[Promotion window: Operation menu, Hold/End Promotion] or

1.	In the Promotion window, select the promotion to end or place on hold.

2.	Click Hold/End promotion [image] to hold the promotion when the end date has not been reached or to end a promotion whose end date has already past.

The promotion is suspended or ended and the default information is returned to the Product entry window.


Deleting Promotions

[Promotion window: Operations menu, Delete Promotion] or

A promotion can be deleted when it has not yet started, rendered permanent or has ended.


Managing Promotions

[Promotion window: Operations menu, Verifying Promotions] or

1.	In the Promotion window, after clicking Verifying Promotions [image],

Or

Upon opening the company, the Promotion To-do List window is displayed showing the list of current special offers with the exception of promotions currently running.  These are sorted according to start and end dates.

2.	In the Operation column, select the operation to perform to the appropriate promotion.

Note:	Ending a promotion before starting another will free up the products and reduce the number of false starts. When two operations are performed at the same time, this sequence is respected.

3.	Click OK.

The window closes and the promotion is started or ended.


Filling out the Promotion Window

[Input menu, Auxiliaries, Promotion] or

This section presents a detailed description of the main buttons and fields of the Promotion window.

Promotion Number: Number by which the promotion is identified and filed.

Status: Status of the selected promotion [display only].

Not started: The promotion is being created or ready to be started when the Active box is selected.

In progress: The promotion is running.

Finished: The promotion has finished.

Final: The promotion has started and the Definitive Change option has been selected.

(partial): This label is added to the status when all products do not have the same status. This situation can arise when the product is being edited in the Product entry window while the status is being changed and the price cannot be adjusted.

Description: Description assigned to the promotion selected.

Beginning: Starting date for the promotion.

End: Date on which the promotion will finish.

Definitive Change: Select this option to change the price permanently without entering a default price.

Active: Select this box to activate the promotion created. Thus, according to the promotion's starting date, the next time the company is opened, the promotion will appear in the Promotion To-Do List window.

Customer Discount Allowed at Invoicing: Select this box to add the discount accorded by the promotion to the discount given to the customer in the Customer entry window. When this box is not selected, only the promotional discount is applied.

Price List: Options available to select the price list to use for the promotion. This box is available when more than one price list is activated in the company (Company Information window, Inventory tab).

Discount % by default: Percentage assigned by default to products included in the List of Products table according to price level.

Hint: 	When the percentage of the first price level is entered, pressing Enter inserts this percentage for all price levels.

The List of Products group box contains elements to select Products to include in the promotion. Each line represents a product. The Number of Products included in the promotion is displayed in the upper-right corner of the table.

Number: Number assigned to the product [display only].

Description: : Description assigned to the product selected [display only].

Discount: Type of discount assigned to the product selected [display only].

% of promotion: Calculation of the discount according to the default discount.

% of product: In the Specific Promotion window, the Discount applicable to product and Discount % boxes are selected and the percentage entered in the Discount in percentage column is applied to the price.

Fixed Discount: In the Specific Promotion window, the Discount applicable to product and Fixed Discount boxes are selected and the amount entered in the Discount in money column is subtracted from the price.

Fixed Price: In the Specific Promotion window, the Discount applicable to product and Fixed Price boxes are selected and the amount entered in the Reduced Price column becomes the price.

Status: The status assigned to the selected product [display only].

Not started: The promotion has not started for this product.

In progress: The promotion has started for this product.

Finished: The promotion has ended for this product.

Final: The promotion running for this product and the Definitive Change option has been selected.

(aborted): This label is added to the status, for example, upon promotion startup when a promotion is already running for the product in question or when the product is being edited in the Product entry window and the price could not be modified. The Information window displayed by double-clicking with the right mouse button will show the reason for the label.

***: status details can be displayed by clicking the right mouse button on the product in the table and selecting the Information command. This situation may arise when no discount has been defined for a product or when the sale price is below cost.


Filling out the Specific Promotion Window

[Promotion window: double-click a table line, Edit command from the contextual menu]

This section shows a detailed description of the main buttons and boxes in the Specific Promotion window.

The Price or US Price tab shows a table in which you can enter specific promotion parameters for the selected product.

Discount applicable to product: Select this box to access the various discount types.

Discount %: Select this box to access the Discount in percentage column in which a percent of the discount as well as a price quantity can be entered.

Discount %: Select this box to access the Discount in percentage column in which a percent of the discount can be entered. This percentage is applied to the price of the product.

Fixed Discount: Select this box to access the Discount in money column in which a discount amount can be entered. This amount is subtracted from the price of the product.

Fixed Price: Select this box to access the Reduced Price column in which an amount can be entered. This amount will become the product price.

Modify quantities and prices: Select this box to modify the range of product quantities and prices.

The Descriptions [image] button allows you to assign a description and comments to individual products.


Printing Promotions

[Promotion window: Operation menu, Print Promotion] or

Print a report to obtain a hard copy of promotion details.

You can produce a report to obtain a hardcopy of promotion details.

Various options are available to restrict the report to certain promotions.

1.	In the Promotion group box, enter the range of promotion numbers to be included in the report. If nothing is entered all promotions will be included.

2.	In the Beginning Date group box, enter the starting date range in which the promotions must fall to be included in the report. If nothing is entered all promotions will be included.

3.	In the End Date group box, enter the range of ending dates in which the promotions must fall to be included in the report. If nothing is entered all promotions will be included.

4.	In the Product Prices to Print group box, select the list and price levels to be included in the report.

5.	In the Status group box, select the status that promotions must have to be included in the report.

6.	Select Page Break to insert a page break between each promotion.

7.	Click OK.

The Preview window is displayed.

8.	Produce the report by clicking Print [image].

The promotion report is produced according to the selected parameters.


Order Management Is ...

Order Management supports sales operations by providing options such as open orders, backorders and lists of customers waiting for a given product. Used with Accounts Receivable, you can transform bids into orders and subsequently into invoices, thus greatly increasing work efficiency.

Launching Order Management

When installing Order Management, you will be promted to enter operational parameters including the next number to be used for the open order, order, bid and purchase. Identify the invoice format and enter the expiration delay for bids.

Following installation, these parameters can be changed under the Order Management tab of the Company Information window.

Daily Tasks

Invoicing

The Invoicing window is a gold mine of information on your customer. It displays important information from the customer's file to assist you with the transaction. A powerful marketing tool, the Invoicing window even displays important dates, which could include warrantee expirations or birthdays. It could even be configured to display the date on which your customer should run out of certain products, so you could suggest a resupply purchase.

To access the Invoicing window, open the Invoicing tab and click [image]. Alternatively, open the Input window and select Invoicing then Invoicing.

Reference dates are entered in the customer's file under the Accounts Receivable tab.

For more information on invoicing, see the Help chapter entitiled Invoicing.

Open Order

The open order concept opens the door to many useful sales management techniques. Open orders are those that are not invoiced right away but remain open for a certain period. Therefore the user can create an open order for a customer at the beginning of his or her construction project to which products will be added in the course of the work. Once finished, the open order will be closed, inventory adjusted and a single invoice produced for all products.

Open orders allow you to keep track of products in the transactions. Products in open orders are transferred to the On Reserve field of their respective product cards.

Customers Waiting

If a product on order is out-of-stock, the number of the customer waiting for the item is stored and you will be notified of the order upon reception of the product in question. To get a list of all customers waiting for a given product, produce a customer report using the Customers on Hold option.

Reports

Order Management is equipped with reports to assist with sales management tasks. Such reports include invoices, orders, open orders, bids and purchases.

To produce an invoicing report, open the Invoicing tab and click [image] Invoicing Reports. Alternatively, open the Report menu and select Invoicing then Invoicing Reports. Finally, open the tab corresponding to the type of report you wish to produce.

Select the tab corresponding to the type of report you wish to produce.


Filling out the Order Tab of Company Information

[Input menu, Company, Company Information] or

Use Supplier Product Descriptions in Purchases: Select this option to display, upon purchase, the description assigned to the supplier product rather than the description assigned to the product

(French or English fields).


Entering Bids

This function allows users to enter bids.

1.	Select the Invoicing tab and click Invoicing. You can also open the Input menu and click Invoicing.

2.	Click Bid.

3.	Specify the entry date in the Date zone and press Enter.

4.	Enter the bid's expiration date.

5.	Specify the customer. Click Customer to display the Select a Customer window.

6.	Enter the bid and reference number.

7.	Enter a brief description of the bid and press Enter.

8.	Enter the invoicing parameters.

9.	Enter the products included in the bid.

10.	Click [image] or Save to save the entry.


Entering Open Orders

Open orders allow you to account for customer purchases, track products supplied to a customer (tracked in the On Reserve field of each product's card) to be invoiced upon project completion.

1.	Open the Invoicing tab and click Invoicing. Alternatively, open the Input menu and select Invoicing under Invoicing.

2.	Click Open Order.

3.	Enter the Date in the Date field and press Enter.

4.	Specify the customer. Click Customer to display the Select a Customer window.

5.	Enter the open order and reference numbers.

6.	Enter a brief message and press Enter.

7.	Enter open order parameters as well as sales representative and territory information.

8.	Enter the products to include in the open order.

9.	Open the Address tab and enter billing and shipping addresses.

10.	Click [image] or Save to save the open order.


Entering Invoices

This function is for entering customer invoices in the Invoicing window.

1.	Open the Invoicing tab and click Invoicing. Alternatively, open the Input menu and select Invoicing under Invoicing.

2.	Click Invoice.

3.	Enter the date in the Date field and click Enter.

4.	Specify the customer number. Click Customer to display the Select a Customer window.

If you have entered a number in the Bill To field of the selected customer's record, the "bill-to" customer number will be entered automatically.

5.	Enter the invoice and reference numbers.

6.	Enter a brief description of the invoice and press Enter.

7.	Enter invoicing parameters. By default, the invoicing parameters defined in the customer's file are entered automatically .

8.	Enter the products to invoice.

9.	Click [image] or Save to save the invoice.


Entering Orders

This function allows users to enter orders.

1.	Open the Invoicing tab and click Invoicing. Alternatively, open the Input menu and select Invoicing under Invoicing.

2.	Click Order.

3.	Specify the date of the entry in the Date field and press Enter.

4.	Specify the product supplier. Click Customer to display the Select a Customer window.

5.	Enter the order and reference number.

6.	Enter a brief description and press Enter.

7.	Enter the invoicing parameters.

8.	Enter the products to place on order.

9.	Click [image] or Save to save the entry.


Modifying Operational Titles

[Input menu, Company, MultiLanguage]

Note:	This command is available when the Customization and Security application is active.

To modify an operational title

1.	Open the Company tab and click [image] Multilanguage.

The Multilanguage window is displayed.

2.	Under the Messages tab, position the cursor at the bottom of the table, in the Customization and Security group.

3.	Click to title to change in the column corresponding to the working language used for the company.

The working language corresponds to the option selected in the Working Language field under the Configuration tab in the Options window.

4.	Enter a new title for the operation. Titles can contain up to 20 characters.

5.	Save changes by clicking OK.

The title has been changed in the Invoicing window.


More on Invoicing and Order Management

[Input menu, Invoicing, Invoicing] or

Existing Orders

After a customer is selected in the Invoicing window, the Order label will appear in red if an order, an open order or a bid exists for that customer. Hence before entering a new invoice, you will be aware that you might turn an order into an invoice thus reducing the number of orphan orders.

Shipping Order Contents

You can specify the lines to print on a shipping order: all lines, backorders only or backorders and comments (File menu, Default Print Settings, Lines to Print group box).

Transforming Bids

Click Invoice Current Transaction [image] to transform a bid into an order or invoice or to transform an order or open order into an invoice.


Creating Transaction Formats (Invoice, Order, etc)

Using a format greatly accelerates the entry process. Formats can be defined for invoices, purchases, bids and orders. This feature proves very useful when dealing with special offers.

To create a format:

1.	Open the Invoicing tab and click Invoicing. Alternatively, open the Input menu and select Invoicing under Invoicing.

2.	Click Format.

3.	Assign a number to your format and press Enter.

4.	Enter the transaction and reference numbers.

5.	Enter a description for the entry and press Enter.

6.	Enter the products to be included in the format.

7.	Enter the transaction parameters as well as the sales representative and territory information.

8.	Click [image] or Save to save the format.

When entering a transaction under Invoicing, you can call pre-defined formats by clicking Add Format whilst the pointer is in the invoicing field.


Adding Formats to Invoicing Transactions

The invoicing format offers a great time savings by automating the entry process of invoices, bids, orders and purchases.

To add a format:

1.	Open the Invoicing window and click Invoicing. Alternatively, open the Input menu and select Invoicing under Invoicing.

2.	Click the icon corresponding to the transaction you wish to enter (invoice, purchase, order, open order).

3.	Enter the date of the transaction in the Date field and press Enter.

4.	Enter the required information for the selected transaction.

5.	Place the pointer in the invoicing field.

6.	Click Add a Format. For more information on adding a format, see Creating Transaction Formats

7.	Select the format to apply and click OK.

8.	Enter other items or add another format as needed.

9.	Click [image] or Save to save the transaction.

Note

Formats allow the user to adjust product quantities.


What the Point of Sale Does

The Point of Sale application helps you better serve your customers and better manage rush checkout periods in your retail business. It replaces your traditional cash register and manages peripherals such as displays, cash drawers, slip printers, optical scanners and touch screens.

The Point of Sale application is intended to provide the user with solutions used to increase the speed of transaction between companies and clients while invoicing.

At the operations management, it supports the adaptation of the Invoicing window according to your business needs. For example, you can configure the window for quick access to frequently used operations and frequently sold products. Used in conjunction with Customization and Security, it introduces the cash register element, register lock options and register user privileges.

At the sales, it greatly simplifies the invoicing, sales posting and daily closing tasks. For analysis,  a multitude of reports such as daily sales, best-selling product and sales statistics per hour facilitate the decision-making process for issues such as purchase planning and ad campaigns.


Configuring the Point of Sale

[Input menu, Point of Sale, Point of Sale Configuration or [image]]

The Point of Sale Configuration window contains the operational parameters of the Point of Sale application. Once launched, parameters can be modified in accordance with the company's changing needs. These setup parameters are optional.

Two types of cash-out can be configured with no invoicing. Cash-out refers to a disbursement for an expense that cannot be immediately justified, whereas Paid-out refers to either the return of a cash-out amount or its justification. Thus, it corresponds to an expense "paid directly from the cash drawer".

In order to activate one of these options and enter an amount, an account has to be selected. Thus, when producing the Daily report, an entry debiting this account and crediting the account selected on the Cash line of the Account Receivable window is created.

More than one justification can be created for the Paid-out as well as for the selection of a tax group used to extract taxes from the expense's total.

Note: 	The Cash-out Reversal paid-out type exists by default.

Different options regarding invoicing can be defined.


Invoicing

Various invoicing options can be configured including selecting a default client, confirming the sales representative between each transaction and granting sales discounts to customers.

Note:	The Default Customer box is displayed when the Accounts Receivable application is launched.

Note:	The Confirm Sales Representative and Discount on Sale Allowed boxes are displayed when Customization and Security is not active.


Filling out the Point of Sale Configuration Window

[Input menu, Point of Sale, Point of Sale Configuration or [image]]

Cash-out

The Cash-out group box contains the elements required to enter the parameters concerning a cash out flow for an expense that cannot be immediately justified.

Account: Account number used to generate the cash-out entry. Thus, when producing the Daily report, an entry debiting this account and crediting the account selected on the Cash line of the Account Receivable window is created.

Description assigned to the selected account [display only].

Once used, this account cannot be modified until a daily report has been produced and an idle file check run.

Print Slip: Option to print cash outs on slips. The Confirm option displays a confirmation window for print authorization.

Paid-out

The Paid-out group box contains the elements required to select the parameters concerning a cash outflow either designating the return of cash-out funds or the justification of the expenditure. The Paid-out corresponds to an expense "paid directly from the cash drawer".

Tax Group: Tax group number used to extract taxes when creating the paid-out.

Description of the selected tax group [display only].

Print Slip: Option to print cash outs on slips. The Confirm option displays a confirmation window for print authorization.

The Paid-out group box contains a table used to create paid-out types. Each table line contains a paid-out type and each line contains 7 columns.

No: Number assigned to the paid-out type [display only].

Active: Select this box in order to activate the type of paid-out and use it. Only an active type is available in the Paid-out window.

Description: Description used to define the type of paid-out. This description contains a maximum of 20 characters.

Account: Account number used to generate the paid-out entry. Thus, when producing the Daily report, an entry crediting this account and debiting the account selected on the Cash line of the Account Receivable window is created.

Once an account is used, the column background becomes gray. In this case it cannot be modified until a daily report has been produced and an idle file check run.

Category: Category assigned to the account [display only].

Description: Description assigned to the selected account [display only].

Tax Exception: Tax exception number assigned to the type of paid-out.

Invoicing

The Invoicing group box contains the elements required to specify invoicing parameters.

Default Customer: Number of the client selected by default in the Invoicing window. When invoicing, a specific customer can be assigned to a specific invoice.

Note:	The Default Customer box is displayed when the Accounts Receivable application is active.

Client name [display only].

Default Sales Representative: The sales representative selected by default in the Invoicing window. Upon invoicing, a specific sales representative can be assigned to a particular invoice.

Note:	The Default Sales Representative box is displayed when Point of Sale is used without Accounts Receivable.

Sales representative's name [display only].

Confirm Sales Representative: Select this box when the sales representative is to be entered at the beginning of each invoice.

Note:	This box is displayed when the Customization and Security application is not launched.

Discount on Sale Allowed: Select this box in order to allow sales discounts to be granted upon invoicing.

Note:	This box is displayed when the Customization and Security application is not active.


Activating the Sales Distribution Feature

[Input menu, Company, Company Information, A/R tab]

The activation of the sales distribution is done in the Company Information window, under the A/R tab.

1.	In the Input menu, select Company.

2.	Select Company Information.

The Company Information window is displayed.

3.	Select the A/R tab.

4.	Check the Sales Distribution box.

5.	Select the distribution mode used by default.

It is possible to change the distribution mode to use at invoicing.

6.	Click Save.

Two distribution modes are offered, total and by line.

In Total mode, the distribution transaction amounts are distributed according to set percentages.

In By Line mode, a sales representative is assigned to every invoicing line, up to a maximum of 5 sales representatives. The default sales representative for the selected customer is assigned to each invoicing line not explicitly given to a different sales representative.


Point of Sale Interface of the Invoicing Window

[Input menu , Invoicing, Invoicing or [image]]

In the retail business, invoicing needs are specific. This is why the Point of Sale Interface contains the Invoicing window in order to respond to this reality in the best way possible.

Note:	When more than one application is active, the Point of Sale Interface has to be selected by clicking Operation - POS.

The heading contains the information regarding invoice identification, such as date, invoice number or seller name. To free up workspace, the header is hidden by default. It can be displayed by clicking [image].

Note:	The information displayed varies according to the application active.

Note:	When the Accounts Receivable application is active, the heading can only be hidden when the In-Store Customer option is activated.

The invoicing lines table is not available with the mouse in order to reduce the risks of careless errors.

Under the invoicing lines table, two boxes are detailed: the first one displays information regarding the client's line of credit when Accounts Receivable is active; and the second provides information on product quantities.

Hint:	The Product Detail box contains the details of the selected product. Use the [image] and [image] buttons to select the appropriate product.

Note:	The information displayed in these boxes corresponds to that presented under the Customer Details and Product Details tabs of the Invoicing Interface. This interface is available when more than one application is active.


The Functions Toolbar

[main window] - [Input menu, Invoicing, Invoicing]

Two Functions toolbars contain the most frequently used features: one, under the main window's menu bar and the other in the Invoicing window. The features included in the first one are also accessible from the Functions menu and those included in the second, from the Operation - POS/Functions menu. These bars can be customized from the contextual menu available by right-clicking.

A Functions toolbar can contain up to 5 lines. A line or button can be added, deleted, moved or renamed at any time. Thus, a line containing an individual user's features can be created in order to facilitate his or her work. Group the buttons according to their use and name the lines adequately in order to organize and facilitate work. However, only invoicing features can be added to the toolbar of the Invoicing window.

Example: In the Invoicing window, you can create a button and a shortcut to quickly invoice the product on sale this week in order to speed up invoicing.

A default line configuration is offered and can be reinitialized using the Restore Default Settings command of the toolbar's contextual menu. Thus, any modifications made to the toolbar are canceled without any change to the parameters defined in the Button Bar Formats window.


Display Customization

The Button Bar Formats window is used to define in one step the button size, number of lines, navigation type, etc. It is available using the Customize Button Bar Format command of the contextual menu and affects the Functions toolbar from which it is displayed.

In addition, the toolbar display zone can be adjusted. In the Invoicing window, the pointer located at the bottom of the invoicing line tab becomes [image]. Click and move the limit in order to obtain the ideal display. Resize the window for additional options.

In the main window, place the pointer at the bottom of the toolbar to adjust the limit.


Creating a Product/Template Shortcut Button

Note:	The Product Shortcut button is used as an example.

1. 	In the Functions toolbar of the Invoicing window, right-click a Product Shortcut button to display the contextual menu.

Note: 	When no Product Shortcut button is available, see Adding a Button.

2.	Select Configure Button.

The Select Product window is displayed.

3.	Double-click the appropriate product.

4.	When segmentation is active in the Inventory application and a product containing an item is selected, the Select Item window is displayed:

Double click the item in question in order to invoice it directly.

OR

In order to select the item when invoicing, close the window by clicking [image].

5.	Enter the number of items to invoice.

The Product Shortcut button is configured.

Hint:	The button can be renamed, a keyboard shortcut and colors assigned using the Change Button Format command in the contextual menu.


Adding a Button

1.	In the appropriate Functions toolbar, right-click to display the contextual menu.

2.	Select Add Button to the Functions Toolbar.

The Add Button to the Functions Toolbar window is displayed.

3.	In the left zone, select the appropriate item in order to display the corresponding features in the right zone.

4.	In the right zone, select the feature to add and move the pointer, which becomes [image], to where the button is to be inserted.

5.	Left click and the item is added to the Functions toolbar.

Adding a button to the Functions toolbar is a right granted to a user that can be deactivated so that an unauthorized user is prevented from modifying its content. User rights are specified in the User input window.


Adding a Report Template Button

1.	Display the appropriate report window.

2.	In the drop-down menu containing the report templates, select the appropriate template then right-click the appropriate template.

For more information, see Creating Report Templates.

3.	Move the pointer, which becomes [image], where to insert the report template in the Functions toolbar of the main window.

4.	Left-click and the report template is added to the Functions toolbar.


Moving a Button or a Button Bar

1.	In the appropriate Functions toolbar, right-click the button or line to move in order to display the contextual menu.

2.	Select Move Button or Move Button Bar.

3.	Place the pointer, which becomes [image], where the button or bar is to be inserted.

4.	Left-click and the button or button bar is moved.


Group Bars and the Functions Toolbars

[main window] - [Input menu, Invoicing, Invoicing]

Additional group bars can be added to the Functions toolbar. The group can contain up to 10 button bars. Using this option, you can save space in your main toolbar by creating a single button that accesses a group of user-defined buttons.

Example:	The Flowers group bar could contain Tulip, Rose and Violet product buttons for easy product selection.

Once the first group bar is added to the Functions toolbar, three buttons are available for navigating between groups. Home [image] displays the original functions toolbar, [image] takes you back to the group just displayed and [image] displays the next group.


Adding a Group Bar to the Functions Toolbar

[main window] - [Input menu, Invoicing, Invoicing]

1.	In the Functions toolbar of the Invoicing window, click the right mouse button to display the contextual menu.

2.	Select Add Group Bar.

3.	In the window displayed, enter a name for the group bar: Flowers, for example.

4.	In the next window displayed, enter the name of the 1st bar in the group: Rose, for example.

The name of the bar is displayed on a yellow background in the Functions toolbar of the Invoicing window following the other bars.

5.	Add the appropriate buttons to the bar: the various types of roses, for example. For more information, see Adding Buttons or Creating a Product/Template Shortcut Button.

6.	Once all the button bars have been created for each group, click Home [image] to display the original Function toolbar.

7.	To add the button for the group bar created above (Flowers) to the main Functions toolbar, in the contextual menu, select Add button to the Functions Toolbar.

8.	In the zone on the left of the window displayed, select Group Bar [image]; in the zone on the right, select the group bar to add (Flowers); then place the pointer, which takes the form of a [image], where you want to insert to button in the main Functions toolbar.

9.	Click the left mouse button.

The group bar button is added to la Functions toolbar.


More about the Functions Toolbar

[Main window] - [Input menu, Invoicing, Invoicing] or

The Group Products [image] button can be added to the Functions toolbar. It displays a window showing products associated with the product group selected.


Peripherals

[File menu, Default Print Settings] ou

To integrate a peripheral into the work station, in the zone on the left, select the peripheral in question. Next, configure the options under the tabs on the right.

Invoices

The printer with which invoices are printed has to be specified.

When a slip printer is used, select Print on Receipt.

Display

The display is a small screen that shows the customer the name and price of the product being invoiced. The communication port must be specified. In addition, two text lines can be entered for display when the screen is idle.

Cash Drawer

A cash drawer must be linked to the workstation for it to open following invoicing.

When the cash drawer is connected to the slip printer, select Slip Printer.

Optical Reader

An optical reader is used to quickly enter bar code information such as a product number when invoicing. No configuration is required. Simply connect the device to the appropriate port.


Slip Printer

[File menu, Default Print Settings] ou

The slip printer is used to print an invoice's details on a slip. However, the communication port and a few options must first be defined.

The printed header reflects the information under the Company tab of the Company Information window.

Note:	With certain printers, such as the Epson TM-88III, you can print a logo at the top or bottom of a cash register slip. To do this, enter the codes specified in the printer’s guide in the Pre-printing or Post-printing boxes under the DOS Codes tab. In addition, the logo must be transferred into the printer’s memory. Contact the supplier of the printer for instructions regarding this process.


Touch Screen

[Edit menu, Options] or

The touch screen is used to select information directly on screen without using a mouse or a keyboard. No configuring is required; it just needs to be connected in the appropriate connector.

In order to enter characters, a virtual keyboard or keypad can be used by selecting the Display Keyboard option (Edit menu, Options…, General tab). Thus, the Keyboard button [image] is displayed in the lower right corner of the desktop.

Hint:	To display the keyboard where it was the last time the application was closed, select Fixed Position, if not, it is displayed under the box to be filled in.


Customer Display Screen/Multimonitors

[Edit menu, Options] or

For the customer display to appear in a second monitor, select the Active option under the Point of Sale tab.

Click Configure to define content for the customer display screen. A section of the display screen is reserved for invoices. In addition, you can select a different font color for each section defined.

The second section is reserved for presenting a looping presentation. To create the presentation, use the Add an Image [image] and Remove Selected Image [image] options. Images must be in .bmp format and ideally have a resolution of 800×800 dpi. Next, enter the image display time. You also have the option of swapping the invoice and presentation screen segments. The Image group box displays the resolution of the selected image and an option to stretch the image to fill the entire space available as well as an option to select the fill color for screen space not occupied by the image. Click Preview to see a simulation of the customer display screen. Click OK.

In the Customer Display Screen group box of the Options window, click Monitor to select the monitor to be used as the customer display screen.

Note:	This window corresponds is the same one you would obtain by selecting Multiple Monitors in the left frame of the Default Print Settings window.


Training Company

[Input menu, Company, Open Training Company] or

[Input menu, Company, Return to Original Company] or

A training company can be created to allow learners to practice. It is an integral copy of the company and can only be accessed from its parent company. To create the training company,  click Open Training Company [image], and the training company will be created. The (Training) indicator will be displayed in such places as the title bar of the main and Invoicing windows to remind the user that the training company is open. Once the training period is finished, click Return to Original Company [image] to close the training company and return to the original parent company.

The next time you open the training company, you can select to update the company to reflect changes made in the parent company. You must be the sole user in the training company to perform this update.

When Customization and Security is running, access to the training company can be restricted. In the User or Cash Register windows, select Access to Training Company to give direct access to the training company or select Training Company alone to require a password for entry to the training company.


Cash Registers

[Input menu, Point of Sale, Cash Registers] or

In general, there are two ways to operate a register: either each user has his or her individual register or multiple users are assigned to one register. In addition, in the second case, sales may need to be posted by user in order to calculate sales commissions. The Cash Register window contains options for defining the mode of operation for the company.

Note:	Register use is optional and made possible by the Customization and Security application.

In the Amount box of the Cash Register window, enter the amount of cash on hand. Select Fixed to prevent the amount from being changed under the Daily Sales tab of the Sales Report window.

Under the Users Allowed tab, select the users to whom you wish to grant access to the cash register.

Under the Privileges tab under Invoicing (Entry) you find two levels of access. When Allowed is not selected, the function is not allowed for the register in question regardless of user. When Allowed is selected for a function, it is available for all users on the register. When As Per User is selected for a function, the function in question is granted as per each user’s privileges.

Tip:	Click Configure Cash Register As…  to assign the current register the settings defined for another.

Tip:	The Copy Settings window allows you to assign predefined register settings to one or more registers. For more information, see Copy User Settings.


Users Allowed

 [Input menu, Point of Sale, Cash Registers or [image]]

There usually are two ways of operating a cash register: each user has his or her own access to the cash register or several users can use a single cash register. Furthermore, in the latter case, sales may have to be entered per user in order to calculate commissions. The Cash Register window is used to define the specifications of the company.

Using the cash register is optional and is possible when the Customization and Security application is active.

Under the Users Allowed tab, define the users who will be allowed to access the cash register.


Filling out the Privileges Tab of the Cash Register Window

[Input menu, Point of Sale, Cash Registers] ou

The cash register concept introduces a second level of access. First, when the Allowed column is not selected, the feature is not available at the cash register, regardless of the user operating this cash register. Then, when the Allowed column is selected, the feature is available at the cash register regardless of user. Finally, when the As Per User box is selected, it is possible to select user rights in order to limit the access to features according to the user who is operating the cash register.

Hint:	Click Configure cash register as… when creating a new cash register in order to assign another cash register's configuration to the one being created.

Identify User in Invoicing: Select this box for users to be identified in the Invoicing window. The User column of the Security Options table is also added.

Confirm User between each Transaction: Select this box in order to lock the Invoicing window once the invoice completed. User identification is thus required for further invoicing.

Use Sales Representative Associated with the User: Select this option in order to link invoices to the sales representative of the user who opened the session or is identified on this cash register. When this option is not selected, the sales representative used when invoicing is the one associated with the customer being invoiced.

Note:	A user is linked with a sales representative in the Sales Representative window.

Automatically Accept Sales Rep.: When this option is not selected, the Select Sales Representative window is displayed when invoicing allowing the user to select a sales representative. When this option is selected, the sales representative linked with the customer is selected by default except when the Use Sales Representative Associated with the User option is selected.

Modify Sales Representative: Select this option to activate the Sales Rep. box in the Invoicing window allowing the user to change the sales representative.

Cash-out and Paid-out Entry: Select this box in the Allowed column to permit cash-out and paid-out entries on this cash register.

Discount on Sale: Select this box in the Allowed column to permit the entry of discounts on sales from the cash register for all users. Selecting As Per User means that this privilege will be assigned on an individual user basis.

Authorize Credit Line: Select Allowed to render possible the granting of credit lines on this register. Selecting As per User allows you to assign this privilege to register users on an individual basis.


Options

[Edit menu, Options] or

In the Options window, a Point of Sale tab is added in order to customize the Point of Sale application. Most of these options are available when more than one application is active.

Main Window

The workspace can be customized by using the Applications toolbar or the Functions toolbar by masking certain elements including the Standard toolbar at the top of the window and the status bar at the bottom.

Invoicing Window

Display preferences of the Invoicing window can be defined.

Furthermore, the Customer Display Screen group allows the user to configure a second screen as its customer display. For more information see Customer Display Screen/Multimonitors.

Hint:	In order to secure the workstation, it may be necessary to lock it (General tab, Lock group box).


Filling out the Point of Sale tab in the Options window

[Edit menu, Options] or

Main Window

The Main Window group box contains the elements required for selecting the display parameters of  the main window.

Access Commands By: Options available to select the command access mode in the main window.

Hint: 	To display Point of Sale application commands in button format, select Functions Toolbar.

Standard Toolbar: Options available to select the display mode of the main window's Standard toolbar. For more information, see Standard Toolbar.

Status Bar: Options available to select the display mode of the status bar located at the bottom of the main window.

Invoicing Window

The Invoicing Window group box contains elements required to select the display parameters for the Invoicing window.

Default Interface: Options available to select the interface used for the Invoicing window.

Operation Toolbar: Options available to select the display mode of the Operation toolbar in the Invoicing window. For more information see Operation Menu and Toolbar.

Customer Display Screen

Active: Select this option to use a second monitor as the customer display screen.

Configure: Click this button to configure customer display screen content. For more information, see Customer Display Screen/Multimonitors.

Monitor: Click this button to select the monitor to be used as the customer display screen.


Invoice Columns

[Invoicing window, Operation - POS, Column Setup] or

According to the options activated in the company and applications launched, the Invoicing window can contain several columns. In order to speed up invoice entry, the Column Setup window is used to optimize navigation in the columns by specifying which ones have to be visible and when the pointer is to stop in each of them.

This step is available when the Customization and Security application is active.

Hint:	Various configurations can be created. They are saved as report templates.

Note: 	The [image] button is located at the top left corner of the invoicing line table of the Invoicing window.


Invoice

[Input menu, Invoicing, Invoicing] or

Invoicing can be summarized in two phases. First, the products to invoice are to be entered, whether by entering the number in the Product Number/Scan box or by using the optical reader. Products are thus displayed in the invoicing line of the table.

Hint:	Entering a product several times increases its quantity without creating additional lines.

According to the parameters selected for the sales representative in the Point of Sale Configuration window, User or Cash Register, invoicing can start by selecting a sales representative. The same applies when the Accounts Receivable application is launched.

Following operations such as sales discounts, note addition or address entries can be made.

Hint:	Use the Ctrl+P shortcut in order to switch between the slip printer and the standard printer.


Discount Equal to Taxes

[Point of Sale interface, F4, F9]

The total amount of an invoice can be reduced to the sub-total before taxes. The discount is distributed among invoiced products and taxes adjusted to reflect the new total.

Press F4, then F9. The operation is carried out.

To reverse the operation, press F4 and F10 (Cancel Last Discount).

When the sales distribution feature is active, the sales price is distributed among sales representatives according to the selected distribution mode and its parameters.

Taxes are adjusted from the final total price.

The reduction applies to every invoiced product and is displayed in the Discount column, while the final retail price appears in the Retail Price column. The discount is calculated according to the profit rate for each product. Take, for example, an invoice containing two items sold at $100 each. The profit on the first item is $90 and $50 on the second. The profit margin for both items is, therefore, $140. The discount will be distributed between the two items as follows: 90/140 for item 1 and 50/140 for item two. Neither the selling price nor the cost price are actually modified.


Payment and Printing

[Input menu, Invoicing, Invoicing] or

The amount received is to be entered unless it corresponds to the exact amount.

Clicking Keyboard [image] displays a virtual numeric keypad. It features predefined-amount icons to quickly enter amounts tendered by the customer. Clicking more than once an icon increments the total accordingly.

Hint:	When Keyboard [image] is activated at window closing, the keypad will be displayed when the payment window is opened next.

Then select the payment mode and click Finish. The Cash icon of the numeric keypad activates the Cash payment mode and closes the payment window when the tendered is sufficient to cover the purchase.

Hint:	Use the shortcuts displayed between brackets to speed up the payment process.

After the payment window is closed, the invoice is printed. A window appears in order to reprint the invoice and display the amount to remit.


More about Invoicing and the Point of Sale

[Input menu, Invoicing, Invoicing] or

Variable Bar Code

The variable bar code is used to label products that can be sold at different prices, such as meat whose price varies with quantity and lottery tickets whose price varies with the number of drawings, etc.

This type of bar code has a fixed portion of 6 digits corresponding to the product number and a second variable portion of 6 digits corresponding to the product price. Thus the number of a given product must have 6 digits, the UPC box must be empty and the Variable UPC option selected.

Upon invoicing, when the barcode is entered using the keyboard or scanner, the product is added to the invoice at the proper price.

Discount

To assign a discount equivalent to taxes, once the products to invoice are entered, click Discount on Sale [image] and, in the Type of Discount window, select Discount Equal to Taxes. Thus the subtotal becomes the total and the discount corresponding to the tax amount is displayed in the Discount column.

Printing

Click Display Print Setting Buttons [image] to access default print settings for invoices, shipping orders as well as the number of copies to print.

Click this button when active to hide default print setting options.


Cash/Paid Out

[Input menu, Invoicing, Invoicing] or

To eliminate those little slips of paper and notes in the cash drawer, the Cash-out and Paid-out options of the Invoicing window allow you to track cash outflows.

Note:	When the Customization and Security is active, the user must be identified in order to create a cash-out or paid-out.

Only the amount has to be entered for the Cash-out. For the Paid-out, an amount, reference and a type must be selected. In addition, when a Cash-out number is entered, a reversing entry for the cash-out selected is created.


Filling out the Cash-out Window

[Input menu, Point of Sale, Cash-out] or

Reverse cash-out: Click [image] to post a reversal entry for the cash-out selected.

An indicator displays the status of the cash-out: Linked is displayed when a cash-out has been selected in a paid-out, while Reversed is displayed when the cash-out has been reversed.

Amount: Cash-out amount.

Comments: Description of the cash-out.

Paid-out: Number of the paid-out to which the cash-out is linked [display only].


Filling out the Paid-out Window

[Input menu, Point of Sale, Paid-out] or

Type: Options available to define the type of paid-out to be created. Select the appropriate option.

The Cash-out Reversal option allows you to reverse the cash-out selected.

Note: 	Only the type for which the Active box has been selected in the Point of Sale Configuration window is displayed.

Reference: Description of the paid-out.

Cash-out: Number of the cash-out assigned to the paid-out.

Total: Total amount of paid-out corresponding to the expenditure for which funds were taken from the register.


Daily Report

[Report menu, Accounts Receivable, Daily Report] or

The end-of-day process consists of balancing the register and posting sales. As with a traditional cash register, two reports can be produced.

The Consultation-type report is equivalent to the Cash Register X report, which presents sales and payments. This report is used to balance the register. As for the Report (transfer)-type report, it corresponds to the Cash Register Z report. In addition to printing and archiving a report, it transfers the sales and payment entries from the Accounts Receivable sub-ledger to the General Ledger. Once transferred, these entries no longer appear in the report.

Caution: 	We recommend that you produce a Consultation-type report before producing the Report (Transfer) report as the later is a one-way process and cannot be reversed.

When Customization and Security is active, the Daily Report window is displayed allowing you to produce a report either for one user or one register or a general report covering all transactions.

Tip:	To print the report on a slip, select Print on Slip when the Report type is selected and a slip printed is defined in the Default Print Settings window.


Cash Register Report

[Report menu, Point of Sale, Register Report] or

Available when a register is in use, this report corresponds to the daily report produced specifically for the register currently in use. The report therefore only contains the transactions entered on this register. These transactions can only be transferred to the General Ledger in a batch file.

Hint:	Consultation-type reports help you track your sales.

Note:	This option is available when Customization and Security is active.


Change Cash Register

[main window] or [Input menu, Point of Sale, Change Cash Register] or

Producing a report activates the Change Cash Register option allowing you to change cash registers and/or users. Activated directly, this command lets you change cash registers as needed.

Note:	This option is available when Customization and Security is active.


Best-selling Product

[Report menu, Invoicing, Sales Report] or

To evaluate product impact and yield, produce a report showing the best-selling product.

Quantity: Among other things, this report shows the quantities of the best-selling products sold for the period specified.

Total Sales: Among other things, this report shows sales figures including cumulative amounts for a product in order to calculate sales commissions.

Gross Margin: Among other things, this report shows profit on the sale of a product allowing you to make appropriate cost adjustments. When profit margins are equal for several products, the products are sorted by percentage then product number.

In addition, you can select a range of products, product groups or dates for a more specific analysis.

Hint:	Enter the number of products to include in the report to limit the report to the top X selling products.


Description of the Best-selling Product Report

[Report menu, Invoicing, Sales Report] or

Once produced according to the selected parameters, the Best-selling Product report is displayed in the report editor.

% Sold: This column shows the percentage of products sold. It is equal to the quantity sold divided by the quantity sold of the product plus the quantity of the product in inventory at the end of the date interval.

Date: This column shows the date of the last sale of the product in question, regardless of the dates specified in the Date group box (Sales Report window).

% Profit: When the profit margin is the same for several products, this column shows the products in increasing order of product number.


Hourly Statistics

[Report menu, Invoicing, Sales Report] or

Hourly statistics show you at a glance the sales made during each hour of operation. For example, these figures allow you to evaluate whether or not the proper number of sales representatives were assigned to each department for the time period.

For each hour defined in the Business Hours group box, the Hourly Statistics report presents the number of transactions and the total amount of sales.

Caution

When producing a detailed hourly statistics report in a distributed sales environment, it may occur that number of items does not add up. It's because quantities less than one are rounded up to one. Quantities more than one are truncated. For example, should the sale of a car be distributed between four sales representatives, the report would show that four cars were sold as each sales representative would be awarded the sale of one car. Only the quantity totals are affected.


Filling out the Statistics/Hours Tab

[Report menu, Invoicing, Sales Report] or

Type

In the Type group box, specify the type of statistic to use in producing the report.

Summary: Produces a report showing a summary of all the statistics.

Detailed (Sales Rep.): Produces a report that presents statistics per sales representative.

Detailed (Product Group): Produces a report that presents statistics per product group.

Business Hours

The Business Hours group box has a table in which you enter the time period for which the report is to be produced. The report shows the statistics for each time period defined in the table.

Sales Outside of Business Hours: Option available to include sales made outside the defined business hours in the Sales report.

Ignore: Exclude from the Sales report any sale made outside of the defined business hours.

Include: Include business hours necessary to cover all sales made.

Include in the last hour: Include sales made outside of business hours in the last business hour period.


Description of the Hourly Statistics Report

[Report menu, Invoicing, Sales Report] or

Once produced according to the selected parameters, the report is displayed in the report editor.

Avg. Items: This column shows the average number of items per invoice. It is equal to the value in the Num. Items column divided by the value in the Num. Trans column.

Avg. Sales: This column shows the average sale amount. It is equal to the value in the Sales column divided by the value in the Num. Trans column.


List of Users and Point of Sale

[Report menu, Company, List of Users] or

The Point of Sale application adds the Labels option to the List of Users window. This type of report produces a file with each user’s first and last name and number for printing on labels.

Select the Labels report type to produce labels bearing each user’s first and last name and number on label stock.

[File menu, Default Print Settings…] or

This report must be configured in the Default Print Settings/User Labels window. The options are the same as for other labels. However, select Print Number and Password in Bar Code to add a bar code containing this information for each user.

With such a label, the user can quickly enter his or her number and password by scanning the label with an optical reader.


About Automatic Billing

Automatic Billing is an Acomba complement that facilitates the management of recurring invoices for rent or subscription contracts.

When selling, it supports the transformation of bids into contracts from which invoices or orders can be produced automatically.

When invoicing, invoices and orders are created in batches according to a defined period and frequency (daily, weekly, every two weeks, monthly, etc.). Thus, Automatic Billing speeds up the process and prevents oversights.

When analyzing, a contract report can be printed in order to track the invoicing process.


Creating a Contract

[Input menu, Invoicing, Invoicing] or

Startup consists of entering contract parameters and terms.

1.	In the Invoicing window, click Bid [image].

2.	Enter the bid parameters as usual.

3.	Click Contract.

The Contract window is displayed.

4.	Define the contract provisions.

5.	Click OK [image].

The contract is now created.

Note: 	By default, the status of a bid is Do not destroy. To modify the status of a bid, click Do not delete transaction [image].


Filling in the Contract Window

[Automatic Billing window: File menu, Edit] or

This section presents a detailed description of the main boxes of the Contract window.

Contract Number: Number by which the contract is identified. It corresponds to the number of the bid from which it was created. It appears in the title bar. [display only]

The Terms tab presents the elements necessary for defining the contract terms.

Begin: Contract start date. By default, the entry date is displayed.

End: Contract end date.

Status: Status of the selected contract.

Active: The contract is displayed when entering transactions.

Inactive: The contract is not displayed when entering transactions.

Next: Date on which the next transaction is to be entered. By default, the bid entry date is displayed. [display only]

Frequency: Options available for defining the type of range according to which the transaction is entered.

Type of Transaction: Options available to define the type of transaction to enter.

At invoicing, add note in field: Select one or more boxes to specify the field in which the note is to appear in the transaction.

Note to print on the transaction: This note has a maximum of 30 or 90 characters according to the box in question. The 99/99/9999 date format, which corresponds to the transaction's entry date, is displayed by default.

The Transactions tab presents a table that contains the transactions related to the contract.

Click Suspend [image] to suspend the transaction.


Modifying Contract Terms

[Input menu, Auxiliaries, Automatic Billing] or

Daily tasks consist of managing transactions and contracts.

1.	Under the Contracts tab, double-click the contract to be modified.

The Contract window is displayed.

2.	Modify the terms.

Note: 	Once the contract is saved, the content of the Begin, End and Frequency boxes cannot be modified.

3.	Click OK [image].

The modifications are made.


Modifying a Contract

[Input menu, Invoicing, Invoices] or

1.	In the List of Invoices window, under the Bid tab, double-click the bid from which the contract is to be created.

The Contract and Invoicing: Bid windows are displayed.

2.	Make modifications in the Contract or Invoicing: Bid windows.

The modifications are made.


Deleting a Contract

[Input menu, Auxiliaries, Automatic Billing] or

1.	Under the Contracts tab, select the contract to be deleted.

2.	Click Delete the contract [image].

The contract and the bid are deleted.


Entering Transactions and Automatic Billing

[Input menu, Auxiliaries, Automatic Billing] or

1.	Under the Transactions tab, enter the cutoff date for entering transactions.

Note:	Only transactions for an active contract will be displayed.

2.	Select the boxes for the transactions to be entered.

3.	Click Save the transactions.

All transactions will be entered on the defined date.


Printing Transactions and Automatic Billing

[Report menu, Invoicing, Invoicing Report] or

1.	Under the Invoice tab, do not select the Already Printed Invoices box.

OR

Under the Order tab, do not select the Already Printed Orders box.

2.	Select Print on Form.

3.	Click Produce.

The transactions are printed.


Suspending Transactions and Automatic Billing

[Input menu, Auxiliaries, Automatic Billing] or

1.	Under the Contracts tab, double-click the contract to modify.

The Contract window is displayed.

2.	Under the Transactions tab, select the transaction to be suspended then click Suspend [image].

The transaction is suspended.

Note:	To reactivate a transaction, click the Suspend button again.


Filling In the Contracts Tab

[Input menu, Auxiliaries, Automatic Billing] or

The Contracts tab contains elements required for consulting contracts.

Hint :	Only contracts corresponding to the selected options will be displayed.

Contract No.: Number of the contract [display only].

Status: Contract status [display only].

Begin: Contract beginning date [display only].

End: Contract ending date [display only].

Customer No.: Customer's number [display only].

Customer Name: Customer's name [display only].

Amount: Bid amount corresponding to the contract [display only].


Filling In the Transactions Tab

[Input menu, Auxiliaries, Automatic Billing] or

The Transactions tab contains elements necessary for consulting the transactions to be entered.

Until: Cutoff date for the display of transactions.

Contract No.: Number of the contract [display only].

Date: Date on which the transaction is to be entered [display only].

Customer No.: Customer's number [display only].

Customer Name: Customer's name [display only].

Type: Type of transaction to be generated [display only].

Amount: Amount of the transaction to be entered [display only].


About Gift Card

The Gift Card service allows any business to offer gift cards to its customers. The gift card is the modern version of a gift certificate. It is a card to which an amount can be assigned for purchases in the retailer's establishment. Used with the Accounts Receivable application, the Gift Card service provides all the benefits of efficient gift card management.

In the General Ledger, a startup wizard guides the user through the creation of the elements required for Gift Card operation. The creation of a gift card liability account, product and product group ensure rigorous management of all gift card-related transactions.

In Invoicing, the sale of a gift card or purchase payment using a gift card is done in the easy manner of any other invoicing transaction.

At the analysis step, the Gift Card portal is available for producing reports and making the necessary checks to monitor card amounts and use.


Identification at the Gift Card Portal

[Input menu, Invoicing, Gift Card Startup] or

The first step in the startup process is entering the merchant number (6 characters) and password (8 characters). You will find these in the E-mail received following the purchase of the Gift Card service.

Click Test Communication to check the information entered via the portal.


General Ledger and the Gift Card Application

[Input menu, Invoicing, Gift Card Startup] or

A liabilities account must be created. It will only be used for transactions involving gift cards: their sale and use upon customer purchase.

Note:	The new account is created in the Account window.

An expense account must be selected. It will be used to generate entries when gift cards are purchased.

Note:	The Purchase Account box is accessible only when Order Management is active.


Gift Card Payment Mode

[Input menu, Invoicing, Gift Card Startup] or

A Gift Card payment mode must be created. This mode is used when entering a payment using a gift card.

Note:	This step corresponds to entering a Gift Card on an empty line of the table in the Credit Cards group box (Payment tab,  Company Information window).

For each account receivable set, the wizard creates in the Account Receivable window a Gift Card line to which the liability account created in the preceding step is assigned.

Caution:	This payment mode cannot be deactivated once startup is complete.

When a description has been entered for each line in the table in the Credit Cards group box, one of the existing payment modes must be changed to gift card. To make the change, you must first produce a daily report without the Active option and then run a check for idle files (Input menu, Utilities).


Length of Product Number and the Gift Card Application

[Input menu, Invoicing, Gift Card Startup] or

Since gift cards have 16-digit numbers, product numbers must have at least 16 digits. If the maximum length of product numbers in the open company is less than 16, a new product number length must be defined.

Note:	This step corresponds to making sure the number in the Length of Number box is at least 16 (Inventory tab, Company Information window).


Gift Card Product

[Input menu, Invoicing, Gift Card Startup] or

To generate gift cards in inventory, a gift card product must first be created as well as a product group to which it will be assigned.

Enter a number and description for the product group. The product group is thus created using for the income account the liabilities category account defined in Step 2 and for the expense account the expense category account also defined in Step 2. This product group is for gift cards only.

Enter a product number and description. The gift card product is created and assigned to the group just created.

Caution:	The product and product group cannot be deleted following startup. Furthermore, certain settings cannot be changed following startup.


Company Information and the Gift Card Application

[Input menu, Company, Company Information] or

Once the startup is compete, the Gift Card tab is added to the Company Information window. Under this tab, certain changes can be made to the settings in keeping with company development.


Gift Card Sales

[Input menu, Invoicing, Invoicing] or

A gift card's life cycle begins with its sale to a customer.

In the Invoicing window, you enter the number on the gift card and the amount to be assigned to it.

The card is then activated on the portal in the amount specified and a confirmation number is displayed.

When a gift card number is entered, the product selected in the Company Information window (Gift Card tab) is taken from inventory. Gift cards are not taxable.

Finally, the invoice is printed with the card's number, amount and confirmation number.


Gift Card Payments

[Input menu, Invoicing, Invoicing] or

A gift card's life cycle continues, or ends, when it's used as payment for a purchase.

The invoice is created as usual. The Gift Card payment mode is selected.

Next, a the Gift Card Payment window is displayed where you enter the number of the gift card and the total to be deducted from it. The balance due is displayed when the gift card amount entered does not cover the total of purchase. The balance can be paid using other available payment modes.

Next, the balance is verified on the portal and a confirmation number is returned.

Finally, the invoice is printed with the card number, amount deducted and a confirmation number.

Note:	When entering an item paid for with a gift card, the total amount must be reversed, that is entered as a negative amount. When entering a credit, the card number and the confirmation number from the receipt must be entered. A new confirmation number is sent via the portal and printed on the credit receipt. Finally, an entry is posted crediting the liability account.


Gift Card Portal Error Report

[Input menu, Invoicing, Gift Card Management] or

Even in an ideal world, an equipement failure or an unavailable Internet access can occur. Should a confirmation number be issued without the invoice being saved, it might be required to confirm or cancel transactions through the portal.


Gift Card Summary

[Input menu, Invoicing, Gift Card Management] or

The Gift Card portal allows you to monitor the service. The portal's address is included in the E-mail you received after purchasing the Gift Card Service.

The Card Summary page shows a log of gift card sales.


Find Transactions Paid by Gift Card

[Input menu, Invoicing, Gift Card Management] or

Find Transactions allows you to locate transactions involving gift cards.


Find Gift Cards

[Input menu, Invoicing, Gift Card Management] or

Find Cards allows you to see the card balances and the log of transactions made with a given gift card.


Enter topic text here.


User Code

The User Code command lets the user enter the number it has been assigned by his or her financial institution. The user code can contain up to 10 characters.


User Code

The User Code command lets the user enter the number it has been assigned by his or her financial institution. The user code can contain up to 10 characters.


Outbox

The Outbox field contains the name of the directory that contains the transfer of electronic payment. Pressing the question mark key while the pointer is in the field to display the Select a Destination Folder.


Outbox

The Outbox field contains the name of the directory that contains the transfer of electronic payment. Pressing the question mark key while the pointer is in the field to display the Select a Destination Folder.


OK

The OK command start the electronic payment transfer operation using entered settings.


Cancel

The Cancel command closes the Information on Electronic Payment window without transferring the file and opens the Outbox window. Settings will be lost.


Dialogue_DlgProperty


Propriétés de la transaction

Cette fenêtre affiche tous les renseignements disponibles concernant la transaction sélectionnée: le montant, le bénéficiaire, la banque d'où est tiré le paiement, le nom du fichier et son emplacement, etc. Elle complète l'information fournie par Consulter / modifier une transaction.


Général

Sous cet onglet sont regroupés les paramètres au sujet du fichier concerné.


Identification

Affiche la description de la transaction sélectionnée.


Type

Affiche la catégorie de la transaction, comme transfert de fonds.


Type

Affiche la catégorie de la transaction, comme transfert de fonds.


Emplacement

Affiche l'adresse complète du répertoire où est sauvegardé le fichier de la transaction.


Emplacement

Affiche l'adresse complète du répertoire où est sauvegardé le fichier de la transaction.


Taille

Affiche la taille en Ko du fichier de la transaction.


Taille

Affiche la taille en Ko du fichier de la transaction.


Nom du fichier

Affiche le nom et l'extension du fichier de la transaction.


Nom du fichier

Affiche le nom et l'extension du fichier de la transaction.


Créé le

Affiche la date de création du fichier de la transaction placé dans la Boîte d'envoi.


Créé le

Affiche la date de création du fichier de la transaction placé dans la Boîte d'envoi.


Modifié le

Affiche la date de modification du fichier de la transaction placé dans la Boîte d'envoi.


Modifié le

Affiche la date de modification du fichier de la transaction placé dans la Boîte d'envoi.


OK

Cliquez sur ce bouton à la fin de la consultation pour fermer la fenêtre Propriétés du transfert de fonds et revenir au Gestionnaire de la boîte d'envoi.


Paiement

Sous cet onglet sont regroupés les paramètres au sujet du paiement électronique concerné.


Identification

Affiche la description de la transaction sélectionnée.


Créé avec

Affiche le nom et la version du logiciel utilisé pour préparer le fichier de paiement électronique.


Créé avec

Affiche le nom et la version du logiciel utilisé pour préparer le fichier de paiement électronique.


Société

Affiche le nom de la société émettrice du paiement électronique.


Société

Affiche le nom de la société émettrice du paiement électronique.


Dossier

Affiche le chemin d'accès complet au dossier de la société émettrice.


Dossier

Affiche le chemin d'accès complet au dossier de la société émettrice.


Version du fichier

Affiche le nombre de sauvegardes du fichier de la transaction. Un chiffre supérieur à 1 indique que des modifications y ont été apportées.


Version du fichier

Affiche le nombre de sauvegardes du fichier de la transaction. Un chiffre supérieur à 1 indique que des modifications y ont été apportées.


Institution

Affiche le nom de l'institution financière par laquelle transite le paiement électronique.


Institution

Affiche le nom de l'institution financière par laquelle transite le paiement électronique.


Bénificiaire

Affiche le nom du destinataire du paiement électronique sélectionné.


Bénificiaire

Affiche le nom du destinataire du paiement électronique sélectionné.


Montant

Affiche le montant de la transaction.


Montant

Affiche le montant de la transaction.


Date du dépôt

Affiche la date prévue du transfert de la transaction.


Date du dépôt

Affiche la date prévue du transfert de la transaction.


État

Affiche si la transaction a été sélectionnée pour le transfert ou non.


État

Affiche si la transaction a été sélectionnée pour le transfert ou non.


Nom de la société

Inscrivez le nom utilisé auprès de l'institution financière.Vous pouvez utiliser jusqu'à 35 caractères alphanumériques.


Numéro d'entreprise

Inscrivez le numéro assigné à l'entreprise par l'institution financière. Utilisez 6 chiffres.


Numéro d'entreprise

Inscrivez le numéro assigné à l'entreprise par l'institution financière. Utilisez 6 chiffres.


Nom de la société

Inscrivez le nom utilisé auprès de l'institution financière.Vous pouvez utiliser jusqu'à 35 caractères alphanumériques.


Numéro d'entreprise

Inscrivez le numéro assigné à l'entreprise par l'institution financière. Utilisez 6 chiffres.


Numéro de compte

Inscrivez le numéro de folio du compte de banque de l'entreprise. Utilisez 7 chiffres.


Numéro de compte

Inscrivez le numéro de folio du compte de banque de l'entreprise. Utilisez 7 chiffres.


Numéro de transit

Inscrivez le numéro de transit de la succursale de l'institution financière. Cette information vous sera fournie par l'institution. Utilisez 5 chiffres.


Numéro de transit

Inscrivez le numéro de transit de la succursale de l'institution financière. Cette information vous sera fournie par l'institution. Utilisez 5 chiffres.


Numéro de transaction

Acomba affiche ici le numéro courant de la transaction de transmission des retenues à la source. Ce numéro est assigné par le système et est augmenté automatiquement.


Numéro de transaction

Acomba affiche ici le numéro courant de la transaction de transmission des retenues à la source. Ce numéro est assigné par le système et est augmenté automatiquement.


Identification gouvernementale

Encadré où sont regroupés les numéros des divers dossiers gouvernementaux pertinents.


Numéro TPS

Inscrivez votre numéro d'inscrit à la Taxe sur les Produits et Services (TPS). Ce numéro compte 11 chiffres et est assigné par le gouvernement.


Numéro TPS

Inscrivez votre numéro d'inscrit à la Taxe sur les Produits et Services (TPS). Ce numéro compte 11 chiffres et est assigné par le gouvernement.


Dossier TVQ

Inscrivez le numéro de votre dossier TVQ. Ce numéro compte 4 chiffres et est assigné par le gouvernement.


Dossier TVQ

Inscrivez le numéro de votre dossier TVQ. Ce numéro compte 4 chiffres et est assigné par le gouvernement.


Dossier TVQ

Inscrivez le numéro de votre dossier TVQ. Ce numéro compte 4 chiffres et est assigné par le gouvernement.


Annuler

Ferme la fenêtre Identification de la société: Paiement électronique sans enregistrer les changements apportés. Les paramètres saisis seront perdus.


Identification bancaire

Encadré où sont regroupés les éléments d'identification bancaire de la société.


Numéro de compte

Inscrivez le numéro de folio du compte de banque de l'entreprise. Utilisez 7 chiffres.


Numéro de mandataire

Inscrivez le numéro de mandataire qui vous a été assigné par le gouvernement pour la collecte des taxes. Ce numéro compte 10 chiffres.


OK

Enregistre les paramètres saisis dans la fenêtre Identification de la société: Paiement électronique. La fenêtre sera ensuite fermée.


Numéro de mandataire

Inscrivez le numéro de mandataire qui vous a été assigné par le gouvernement pour la collecte des taxes. Ce numéro compte 10 chiffres.


OK

Utilise les paramètres saisis pour effectuer l'opération choisie dans l'encadré Action.


Annuler

Ferme la boîte Sélection des transactions de la boîte d'envoi sans effectuer l'opération choisie dans l'encadré Action. Les paramètres saisis seront perdus.


Action

Encadré où vous choisissez l'opération à effectuer (sélectionner ou désélectionner) sur les transactions qui correspondent aux critères saisis.


Intervalle

Encadré où vous pouvez choisir les transactions concernées par l'opération choisie dans l'encadré Action, selon un intervalle de dates de production. Pour sélectionner toutes les transactions, cliquez sur Toutes les transactions.


Toutes les transactions

Pour que l'opération choisie dans l'encadré Action s'applique à toutes les transactions.


Intervalle

Choisissez les dates de début et de fin de l'intervalle de transactions sur lequel s'appliquera l'opération choisie dans l'encadré Action. Cliquez sur De ou à pour afficher le calendrier intégré.


Début de l'intervalle

Entrez la date du début de l'intervalle de transactions sur lequel l'opération choisie dans l'encadré Action s'appliquera. Tapez le point d'interrogation pour afficher le calendrier intégré.


Début de l'intervalle

Entrez la date du début de l'intervalle de transactions sur lequel l'opération choisie dans l'encadré Action s'appliquera. Cliquez sur De pour afficher le calendrier intégré.


Fin de l'intervalle

Entrez la date de fin de l'intervalle de transactions sur lequel l'opération choisie dans l'encadré Action s'appliquera. Cliquez sur à pour afficher le calendrier intégré.


Fin de l'intervalle

Entrez la date de fin de l'intervalle de transactions sur lequel l'opération choisie dans l'encadré Action s'appliquera. Tapez le point d'interrogation pour afficher le calendrier intégré.


Transaction

Encadré où vous pouvez choisir le type de transactions sur lequel l'opération choisie dans l'encadré Action doit s'effectuer. Vous pouvez choisir plus d'un type à la fois.


Fenetre_SaisieBoiteEnvoi

Contient SaisieBoiteEnvoi et DlgSelectOutbox


Mettre à jour

Actualise la boîte de dialogue Gestionnaire de la boîte d'envoi suite à la modification de son contenu.


Détruire la transaction sélectionnée

Efface la sélection de la boîte d'envoi. Les items devront être reproduits pour être expédiés.


Sélectionner toutes les transactions

Permet la sélection en bloc de tous les items contenus dans l'encadré.


Désélectionner toutes les transactions

Annule la sélection déjà effectuée des items.


Aide à la sélection

Ouvre la fenêtre Sélection des transactions de la boîte d'envoi où vous pouvez identifier des critères de sélection des transactions.


Paramètres de communication

Permet la saisie des paramètres que Acomba utilise pour préparer le fichier de transfert du paiement électronique.


Annuler

Annule l'opération d'envoi des items sélectionnés. Il faudra recommencer la sélection d'items pour leur envoi.


Envoyer / Fermer

Enregistre les paramètres saisis et envoie les items sélectionnés au destinataire indiqué. Si aucune transaction n'a été sélectionnée, le nom du bouton est Fermer.


Consulter / Modifier

Affiche la fenêtre appropriée ( Retenues à la source gouvernementales ou Taxes gouvernementales ) qui contient les données du paiement électronique de la transaction sélectionnée.


Propriétés de la transaction

Ouvre la fenêtre Propriétés du transfert de fonds. Acomba y affiche les paramètres du fichier de paiement électronique des retenues à la source ou des remises de taxes.


Test de transfert de fichier

Procède à une vérification sommaire de la conformité du fichier et des paramètres saisis aux standards de transmission.


Options

Permet la modification des paramètres que Acomba utilise pour contrôler l'affichage d'informations dans la fenêtre active.


Nombre de paiements disponibles

Affiche le nombre de transactions de paiement électronique contenues dans la Boîte d'envoi, sélectionnées ou pas.


Nombre de paiements disponibles

Affiche le nombre de transactions de paiement électronique contenues dans la Boîte d'envoi, sélectionnées ou pas.


Total des paiements disponibles

Affiche le total des montants des transactions contenues dans la Boîte d'envoi, qu'elles soient sélectionnées ou non.


Total des paiements disponibles

Affiche le total des montants des transactions contenues dans la Boîte d'envoi, qu'elles soient sélectionnées ou non.


Total des paiements sélectionnés

Affiche le total des montants des transactions sélectionnées de la Boîte d'envoi pour le transfert à l'institution financière.


Total des paiements sélectionnés

Affiche le total des montants des transactions sélectionnées de la Boîte d'envoi pour le transfert à l'institution financière.


Nombre de paiements sélectionnés

Affiche le nombre total de transactions sélectionnées de la Boîte d'envoi pour le transfert à l'institution financière.


Nombre de paiements sélectionnés

Affiche le nombre total de transactions sélectionnées de la Boîte d'envoi pour le transfert à l'institution financière.


Liste des transactions

Dans cet encadré, Acomba affiche la liste des transactions contenues dans la Boîte d'envoi. Cochez la case devant celles à envoyer ou utilisez la fonction d'Aide à la sélection [image]. Pour être valides, les transactions doivent être transmises à l'institution financière avant la date indiquée.


Archives

Contient:

SaisieRetenuesSource


Nouveau rapport de retenues

Initialise le contenu de la fenêtre et permet la saisie de nouveaux paramètres de calcul ou de remise de vos retenues à la source fédérale et provinciale.


Imprimer

Produit le rapport de remise des retenues à la source. Le système affichera une fenêtre contenant les modes de sortie disponibles.


Envoyer maintenant

Prépare le bordereau de remise pour un envoi électronique immédiat au(x) ministère(s) du revenu sélectionné(s). Acomba utilisera les informations saisies lors du démarrage de l'application Communication et ceux de la fenêtre Identification de la société: Paiement électronique.


Placer dans la boîte d'envoi

Prépare le bordereau de remise pour un envoi électronique différé aux ministères du revenu fédéral et provincial. Le document préparé sera conservé pour être expédié au moment prévu selon les dispositions de la loi.


Retenues à produire

Sélectionnez si Acomba doit préparer le bordereau de remise des retenues à la source fédérales, provinciales, ou les deux. Avant de procéder au calcul, entrez les paramètres applicables sous les onglets appropriés à votre choix.


Retenues à la source

Sélectionnez le niveau de gouvernement pour lequel le bordereau de remise des retenues doit être préparé.


Date du paiement

Entrez la date du paiement de remise des retenues à la source fédérales. Cliquez sur Date du paiement pour afficher le calendrier intégré.


Date du paiement

Entrez la date du paiement de remise des retenues à la source fédérales. Tapez le point d'interrogation pour afficher le calendrier intégré.


Numéro du compte

Saisissez votre numéro de compte auprès du ministère du Revenu fédéral.


Numéro de compte

Saisissez votre numéro de compte auprès du ministère du Revenu fédéral.


Fin de la période des versements

Entrez la date de fin de la période couverte par le calcul des remises à la source. Cliquez sur Date du paiement pour afficher le calendrier intégré.


Fin de la période des versements

Entrez la date de fin de la période couverte par le calcul des remises à la source. Tapez le point d'interrogation pour afficher le calendrier intégré.


Montant du paiement

Entrez le montant du paiement de la remise des retenues à la source fédérales à effectuer.


Montant du paiement

Entrez le montant du paiement de la remise des retenues à la source fédérales à effectuer.


Rémunération brute pour la période

Entrez le total de la rémunération brute pour la période couverte.


Rémunération brute pour la période

Entrez le total de la rémunération brute pour la période couverte.


Nombre d'employés pour la période

Entrez le nombre d'employés dont les retenues à la source fédérales constituent la présente remise.


Nombre d'employés pour la période

Entrez le nombre d'employés dont les retenues à la source fédérales constituent la présente remise.


Date du paiement

Entrez la date du paiement de remise des retenues à la source provinciales. Cliquez sur Date du paiement pour afficher le calendrier intégré.


Date du paiement

Entrez la date du paiement de remise des retenues à la source provinciales. Tapez le point d'interrogation pour afficher le calendrier intégré.


Numéro séquentiel du sous-dossier

Saisissez votre numéro de compte auprès du ministère du Revenu du Québec. Ce numéro est composé de deux parties.


Numéro séquentiel du sous-dossier

Saisissez l'identifiant de secteur de votre numéro de compte.


Numéro séquentiel du sous-dossier

Saisissez le numéro de sous-dossier de votre numéro de compte.


Période des versements

Identifiez la période de versements visée par la présente remise des retenues à la source. Cliquez sur Période des versements pour afficher les choix disponibles.


Période des versements

Identifiez la période de versements visée par la présente remise des retenues à la source. Cliquez sur la flèche pour afficher les choix disponibles.


Retenue d'impôt et taxe compensatoire

Entrez le montant total des impôts retenus à la source et du remboursement de taxe réclamé en vertu de la compensation TPS/TVH-TVQ.


Retenue d'impôt et taxe compensatoire

Entrez le montant total des impôts retenus à la source et du remboursement de taxe réclamé en vertu de la compensation TPS/TVH-TVQ.


Cotisation au RRQ

Entrez le montant des retenues à la source pour la cotisation au Régime de rentes du Québec.


Cotisation au RRQ

Entrez le montant des retenues à la source pour la cotisation au Régime de rentes du Québec.


Cotisation au Fonds des services de santé

Entrez le montant des retenues à la source pour la cotisation au Fonds des services de santé.


Cotisation au Fonds des services de santé

Entrez le montant des retenues à la source pour la cotisation au Fonds des services de santé.


Total à remettre

Entrez le montant total de la remise au ministère du Revenu du Québec. Ce montant comprend la retenue d'impôt, la taxe compensatoire, les cotisations au RRQ et au Fonds des services de santé.


Total à remettre

Entrez le montant total de la remise au ministère du Revenu du Québec. Ce montant comprend la retenue d'impôt, la taxe compensatoire, les cotisations au RRQ et au Fonds des services de santé.


Identification de la société

Ouvre la fenêtre Identification de la société: Paiement électronique où sont inscrits les renseignements nécessaires à la transmission par voie électronique du paiement des retenues à la source.


Fenetre_SaisieTaxesGouv


Identification de la société

Ouvre la fenêtre Identification de la société: Paiement électronique où sont inscrits les renseignements nécessaires à la transmission par voie électronique du paiement des remises de taxes.


Nouveau rapport de taxes

Initialise le contenu de la fenêtre et permet la préparation d'un nouveau formulaire de déclaration de taxes de l'inscrit. Ce formulaire est conforme aux dispositions des lois sur la Taxe sur les produits et services (TPS), la Taxe de vente harmonisée (TVH), et la Taxe de vente du Québec (TVQ). Vous pouvez imprimer ce formulaire rempli par Acomba et le soumettre tel quel.


Imprimer

Produit à l'écran le formulaire de déclaration de taxes combinées de l'inscrit.


Numéro de compte TPS

Inscrivez le numéro de compte qui vous a été assigné par Revenu Canada pour la collecte de la T.P.S. Habituellement, ce numéro compte 9 chiffres.


Numéro de compte TPS

Inscrivez le numéro de compte qui vous a été assigné par Revenu Canada pour la collecte de la T.P.S. Habituellement, ce numéro compte 9 chiffres.


Numéro d'identification MRQ

Inscrivez le numéro d'entreprise qui vous a été assigné par Revenu Québec. Il s'agit d'un numéro de 10 chiffres.


Numéro d'identification MRQ

Inscrivez le numéro d'entreprise qui vous a été assigné par Revenu Québec. Il s'agit d'un numéro de 10 chiffres.


Numéro d'entreprise du Québec (NEQ)

Inscrivez le Numéro d'entreprise du Québec (NEQ) assigné par un organisme gouvernemental mandaté par l'Inspecteur général des institutions financières (IGIF). Le NEQ est un numéro matricule à 10 chiffres qui identifie l'entreprise auprès de 25 ministères et organismes gouvernementaux québécois, ce qui simplifie les démarches d'identification et d'inscription aux programmes gouvernementaux qui lui sont destinés, en plus d'alléger le fardeau réglementaire et administratif. En plus de l'IGIF, les ministères de la Justice et du Revenu peuvent immatriculer une entreprise.


Numéro d'entreprise du Québec (NEQ)

Inscrivez le Numéro d'entreprise du Québec (NEQ) assigné par un organisme gouvernemental mandaté par l'Inspecteur général des institutions financières (IGIF). Le NEQ est un numéro matricule à 10 chiffres qui identifie l'entreprise auprès de 25 ministères et organismes gouvernementaux québécois, ce qui simplifie les démarches d'identification et d'inscription aux programmes gouvernementaux qui lui sont destinés, en plus d'alléger le fardeau réglementaire et administratif. En plus de l'IGIF, les ministères de la Justice et du Revenu peuvent immatriculer une entreprise.


Numéro de dossier

Inscrivez le numéro de dossier relatif à la perception des taxes de vente. Ce numéro contient 6 caractères.


Numéro de dossier

Inscrivez le numéro de dossier relatif à la perception des taxes de vente. Ce numéro contient 6 caractères.


Nom de la société

Inscrivez le nom de la société pour laquelle est effectué le calcul de la remise de taxes. Vous pouvez utiliser jusqu'à 35 caractères alphanumériques, incluant les espaces.


Nom de la société

Inscrivez le nom de la société pour laquelle est effectué le calcul de la remise de taxes. Vous pouvez utiliser jusqu'à 35 caractères alphanumériques, incluant les espaces.


Date du dépôt

Inscrivez la date d'envoi de la remise de taxes. Cliquez sur Date du dépôt pour afficher le calendrier intégré.


Date du dépôt

Inscrivez la date d'envoi de la remise de taxes. Double-cliquez le champ pour afficher le calendrier intégré.


Période de déclaration

Indiquez le mois couvert par la déclaration de taxes.


Période de déclaration

Indiquez le mois couvert par la déclaration de taxes.


Subdivision de la période

Sélectionnez la subdivision applicable de la période. Cliquez sur Subdivision de la période pour afficher une liste déroulante. Si cette option est non applicable à la situation de l'entreprise, laissez la case à " ".


Subdivision de la période

Sélectionnez la subdivision applicable de la période. Cliquez sur la flèche pour afficher une liste déroulante. Si cette option est non applicable à la situation de l'entreprise, laissez la case à " ".


Calcul de la TPS/TVH

Cochez la boîte pour indiquer à Acomba qu'il doit calculer la remise de TPS/TVH à effectuer. La TPS est la taxe fédérale sur les produits et services; la TVH est la taxe de vente harmonisée, qui remplace la TPS et les taxes de vente provinciales en Nouvelle-Écosse, au Nouveau-Brunswick, à Terre-Neuve et au Labrador.


Calcul de la TVQ

Cochez la boîte pour indiquer à Acomba qu'il doit calculer la remise de TVQ à effectuer. La TVQ est la taxe de vente du Québec.


Date début

Inscrivez la date de début de la période couverte par la déclaration de la TPS/TVH. Cliquez sur Date début pour afficher le calendrier intégré.


Date début

Inscrivez la date de début de la période couverte par la déclaration de la TPS/TVH. Double-cliquez le champ pour afficher le calendrier intégré.


Date fin

Inscrivez la date de fin de la période couverte par la déclaration de la TPS/TVH. Cliquez sur Date fin pour afficher le calendrier intégré.


Date fin

Inscrivez la date de fin de la période couverte par la déclaration de la TPS/TVH. Double-cliquez le champ pour afficher le calendrier intégré.


Date début

Inscrivez la date de début de la période couverte par la déclaration de la TVQ. Cliquez sur Date début pour afficher le calendrier intégré.


Date début

Inscrivez la date de début de la période couverte par la déclaration de la TVQ. Double-cliquez le champ pour afficher le calendrier intégré.


Date fin

Inscrivez la date de fin de la période couverte par la déclaration de la TVQ. Cliquez sur Date fin pour afficher le calendrier intégré.


Date fin

Inscrivez la date de début de la période couverte par la déclaration de la TVQ. Double-cliquez le champ pour afficher le calendrier intégré.


Envoyer maintenant

Complète la déclaration de taxes dont les paramètres ont été saisis et débute la procédure de transmission. Acomba utilisera les informations saisies lors du démarrage de l'application Communication et ceux de la fenêtre Identification de la société: Paiement électronique.


Placer dans la boîte d'envoi

Met le document produit dans la boîte d'envoi pour une transmission différée. Pour procéder à l'expédition, ouvrez la fenêtre Gestionnaire de la boîte d'envoi en cliquant sur [image] Gestionnaire de la boîte d'envoi.


Bouton Nouveau / Enregistrer

Ce bouton a deux utilisations. Lorsque le bouton affiché est Nouveau, il permet la création immédiate d'un nouveau formulaire de déclaration. Lorsque le bouton affiché est Enregistrer, il enregistre les modifications apportées au format de calcul et offre une fiche de format vierge à la fin de l'opération.


Enter topic text here.


Dialogue_FinMois


Cancel

Ignore les modifications apportées et ferme la fenêtre Fin de mois, sans exécuter la procédure.


OK

Utilise les paramètres saisis et lance la production de la procédure de fin de mois et de ses utilitaires. Pour une, la destruction du relevé des fournisseurs est une opération irréversible. Il est recommandé de faire une copie de sauvegarde et de produire tous les rapports pertinents, avant d'entreprendre la procédure de fin de mois.


Date

Cet encadré permet de sélectionner la date de la procédure de fin de mois.


Sélectionner la date

Contient la date de la procédure de fin de mois. Par défaut, cette date est la date courante. Cliquez sur Date pour afficher le calendrier intégré de Acomba.


Sélectionner la date

Contient la date de la procédure de fin de mois. Par défaut, cette date est la date courante. Tapez le Point d'interrogation pour afficher le calendrier intégré de Acomba.


Intervalle de fournisseurs

Encadré qui permet la sélection des fournisseurs à considérer pour la procédure de fin de mois.


Tous

Indique à Acomba de considérer tous les fournisseurs pour la procédure de fin de mois.


Intervalle de fournisseurs

Cochez pour indiquer à Acomba que vous lui donnez l'intervalle de numéros de fournisseurs à considérer lors de la procédure de fin de mois.


Premier fournisseur de l'intervalle

Contient le numéro du premier fournisseur de l'intervalle à considérer pour la procédure de fin de mois. Cliquez sur De pour afficher la boîte Sélectionner un fournisseur.


Premier fournisseur de l'intervalle

Contient le numéro du premier fournisseur de l'intervalle à considérer pour la procédure de fin de mois. Tapez le point d'interrogation pour afficher la boîte Sélectionner un fournisseur.


Dernier fournisseur de l'intervalle

Contient le numéro du dernier fournisseur de l'intervalle à considérer pour la procédure de fin de mois. Cliquez sur à pour afficher la boîte Sélectionner un fournisseur.


Dernier fournisseur de l'intervalle

Contient le numéro du dernier fournisseur de l'intervalle à considérer pour la procédure de fin de mois. Tapez le point d'interrogation pour afficher la boîte Sélectionner un fournisseur.


Enter topic text here.


Pay

The Pay option allows the user to select transactions to pay.


Do Not Pay

The Do Not Pay option allows the user to clear the selection of transactions set to be paid.


All Transactions

The All Transactions command allows the user to select all transactions for this supplier to be included in the payment.


Range

The range allows the user to select the interval of transactions covered by the payment.


Beginning of Interval

The From field contains the entry date of the first transaction of the range covered by the payment. Clicking From displays the integrated calendar.


Beginning of Interval

The From field contains the entry date of the first transaction of the range covered by the payment. Pressing the question mark key while the pointer is located in the From field displays the integrated calendar.


End of Interval

The To field contains the entry date of the last transaction of the range covered by the payment. Clicking To displays the integrated calendar.


End of Interval

The To field contains the entry date of the last transaction of the range covered by the payment. Pressing the question mark key while the pointer is located in the To field displays the integrated calendar.


OK

The OK command allows the user to select the transactions upon which to perform the selected action.


Cancel

The Cancel command discards modifications made to the Select Transaction window and closes it.


Fenetre_ListeFacturationCF

Correspond à la fenêtre Liste des transactions fournisseurs dans Acomba.

ListeFactCF.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the List of Invoices and Payments window has its own set of columns to display or hide.


Update

The Update command refreshes the contents of the List of Invoices and Payments window after its modification.


View/Modify Invoice

The View/Modify Invoice command displays the List of Invoices and Payments window that contains the information pertaining to the selected invoice. For more information, see Viewing of Modifying Supplier Invoices.


New Invoice

The New Invoice command displays a blank Transaction: Invoice window to allow the user to create a new invoice.


Enter topic text here.


New Format

The New Format command displays a blank Accounts Payable Check Template window to allow the user to create a new supplier check format.


View/Modify Format

The View/Modify Format command displays the Accounts Payable Check Template window that contains the selected supplier check DOS format settings. The user must select the bank to which applies the format.


Delete Format

The Delete Format command allows the user to delete the selected segment.


Update

The Update command refreshes the contents of the Supplier Check Format window after its modification.


Fenetre_ListeFournisseurs

Contient ListeFour.


New Supplier

The New Supplier command displays a blank Supplier field to allow the user to create a new supplier. For more information, see Creating Suppliers.


View/Modify Supplier

The View/Modify Supplier command displays the Supplier input window that contains the information pertaining to the selected supplier.


Update

The Update command refreshes the contents of the Suppliers list window after its modification. For more information, see Update.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Suppliers window has its own set of columns to display or hide.


Supplier Interface

The Supplier Interface command allows the user to access the supplier interface displaying the selected supplier's file.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number, Sorting Key, and Description are sorting orders available with suppliers. Under each tab, suppliers are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available suppliers sorting them by ascending order of their number. To quickly locate a supplier, simply type the first few characters in the supplier number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Sorting Key

The Sorting Key tab displays the list of available suppliers sorting them by ascending order of their index. To quickly locate a supplier, simply type the first few characters in the supplier's sorting key to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Telephone

The Telephone tab displays the list of available suppliers sorting them by ascending order of their telephone number. To quickly locate a supplier, simply type the first few digits in the supplier's telephone number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Inactive

Displays the list of inactive suppliers sorted by increasing supplier number.

To quickly locate an inactive supplier by number, type the first characters of the number in question and the cursor will move to the first corresponding inactive supplier.

Use the Backspace key to delete characters and continue your search.

Press Enter or double-click to display the selected inactive supplier in an input window or in the box from which the list was displayed.

For more details, see the following topics: Search in a List, Direction Keys, Drag and Drop and Resizing and Moving Columns.


Fenetre_ListeTermes


New Term of Payment

The New Term of Payment command displays a blank Terms of Payment input window to allow the user to create new terms of payment.


View/Modify Term of PAyment

The View/Modify Term of Payment command displays the Terms of Payment input window that contains the information pertaining to the selected terms of payment. For more information, see Viewing or Modifying Terms of Payment.


Update

The Update command refreshes the contents of the Terms of Payment list window after its modification.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Terms of Payment window has its own set of columns to display or hide.


Rapport_Cheques


Include

The Include group contains the options the user may include into the list of checks.


Post-dated

The Post-dated option allows the user to include post-dated in the list of checks to produce.


Date

The Date group allows the user to select to print on the list of checks report. By default, the current date is displayed.


Date

The Date field contains the date to print on the list. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field contains the date to print on the list. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Rapport_Fournisseurs


Save

The Save command allows the user to save the selected report settings under its current name. To save the settings under a different name, the user must use the Save As command instead.


Save As

The Save As command allows the user to save the active report settings under a new name.


Go Back to Original

The Go Back to Original command discards modifications made to the selected report settings and reverts to the last saved values.


Rename

The Rename command allows the user to assign a new name to the selected report settings.


Delete

The Delete command allows the user to delete the active report settings.


Output

The Output group contains the production option for the report (to the screen, the printer, on disk or by E-mail).


Viewing the Report on Screen

The Screen option displays the report on screen to allow the user to view and modify the layout of the report.


Printing a Report

The Printer option sends the report to the printer.


Sending the Report by E-mail

The E-mail option allows the user to produce the report and send it by E-mail. An Internet link is required.


Saving the Report on Disk

The Disk option allows the user to save the report on disk.


Produce

The Produce command begins the production of the selected supplier report.


Cancel

The Cancel command discards the modifications to the Supplier Reports report input window and terminates the operation.


Sort By

The Sort By group box contains the available sorting options for suppliers covered by the supplier list report.


Supplier Number

The Supplier Number option allows the user to sort the suppliers covered by the list using their supplier numbers.


Sorting Key

The Sorting Key option allows the user to sort the suppliers covered by the list using the sorting key entered in the supplier file.


Range

The Range group box allows the user to select the interval of suppliers for which to produce the supplier list. It is possible to produce the list for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


Range

The range allows the user to select the interval of suppliers for which to produce the supplier list. It is possible to produce the list for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the supplier list to produce. Clicking From displays the Select a Supplier list window.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the supplier list to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the supplier list to produce. Clicking To displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the supplier list to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a Supplier list window.


Date

The Date field contains the date to print on the list. By default, the current date is displayed. Clicking Date displays the integrated calendar.


All

The All option allows the user to produce a supplier list that covers all suppliers of the company.


Date

The Date group allows the user to select to print on the list of suppliers report. By default, the current date is displayed.


Date

The Date field contains the date to print on the list. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Operation

The Operation group contains the optional operations that can be performed after the report production is completed.


Reset Total Purchases to Zero After Report Production

The Reset Total Purchases to Zero After Report Production option allows the user to initialize the contents of the Purchases counter once the list of suppliers is produced.


Fields

The Fields group box contains the fields of the suppliers' file that can be selected to create a mail merge database.


Type of List

The Type of List group box contains the different types of supplier lists the user can produce.


Summary

The summary supplier list contains, for each supplier covered by the list, the supplier's number, name, telephone and fax numbers, as well as its sorting key. Suppliers of the list are sorted by number or sorting key according to the selection in the Sort By group.


Detailed

The detailed supplier list contains, for each supplier covered by the list, the supplier's number, name, address, telephone and fax numbers, Web site and E-mail addresses, as well as its sorting key. Suppliers of the list are sorted by number or sorting key according to the selection in the Sort By group.


Complete

The complete supplier list displays all information available for each supplier covered by the list. It contains the supplier's number, name, address, telephone and fax numbers, Web site and E-mail addresses. The supplier list also features the supplier sales representative's contact information, the invoicing parameters and terms of payment. Suppliers of the list are sorted by number or sorting key according to the selection in the Sort By group.


Labels

The labels supplier list is used to print mailing-type labels that display the supplier's name and address, as well as the name of the contact.


Mail Merge

The mail merge supplier list is used to create a database that contains the information selected in the Fields group box for each supplier covered by the list. The produced file is then imported into the user's word processing or spreadsheet program to create mail merge letters or documents.


Selecting a Report Setup

Report setups can be selected from a drop-down menu. To display the menu, the user clicks the label box. To create a new report setup, the user selects the appropriate parameters and saves the model using the Save As command.


Sort By

The Sort By group box contains the available sorting options for suppliers covered by the supplier records report.


Supplier Number

The Supplier Number option allows the user to sort the suppliers covered by the report using their supplier numbers.


Sorting Key

The Sorting Key option allows the user to sort the suppliers covered by the report using the sorting key entered in the supplier file.


Type of Report

The Type of Report group contains the various type of report the user can produce.


Summary

The summary supplier records report contains the supplier's number and name; date and type of inscription; invoice number, description, reference, amount of transaction and payment; amount due and balance.


Detailed

The detailed supplier records report contains the supplier's number and name; date and type of inscription; invoice number, description, reference, as well as the number of days passed since the entry; amount of transaction and payment, bank account number; amount due and balance. The Pay To account number is also displayed if need be.


Range

The Range group box allows the user to select the interval of suppliers for which to produce the supplier records report. It is possible to produce the report for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


All

The All option allows the user to produce a supplier records report that covers all suppliers of the company.


Range

The range allows the user to select the interval of suppliers for which to produce the supplier records report. It is possible to produce the list for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the supplier records report to produce. Clicking From displays the Select a Supplier list window.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the supplier records report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the supplier records report to produce. Clicking To displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the supplier records report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a Supplier list window.


Date

The Date group allows the user to select to print on the supplier records report. By default, the current date is displayed.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Active

The Active option allows the user not to cover in the report entries made after the specified date. If no date is entered, the current day date is used. If using the Active option causes the report to be unbalanced, see Problems Using the Active Date Option help topic.


Search

The Search group contains the features allowing the user to select the transactions covered by the detailed supplier records report. For more information, see Search in the Supplier Records Report.


Search

The Search option allows the user to activate the supplier transaction search feature.


Supplier

The Supplier field allows the user to limit the scope of the report to the selected supplier. Clicking Supplier displays the Select Supplier list window.


Supplier

The Supplier field allows the user to limit the scope of the report to the selected supplier. Pressing the question mark key while the pointer is located in the Supplier field displays the Select Supplier list window.


By Check Number

The By Check Number option allows the user to search for a transaction using a payment check number.


By Check Number

The By Check Number field allows the user to search for a transaction using a payment check number.


By Check Number

The By Check Number field allows the user to search for a transaction using a payment check number.


By Direct Deposit Number

The By Direct Deposit Number option allows the user to search for a transaction using a payment direct deposit number.


By Direct Deposit Number

The By Direct Deposit Number field allows the user to search for a transaction using a payment direct deposit number.


By Direct Deposit Number

The By Direct Deposit Number field allows the user to search for a transaction using a payment direct deposit number.


Include

The Include group allows the user to select optional elements to add to the report.


Inactive Invoices

The Inactive Invoices option allows the user to include inactive invoices into the report. An invoice is inactive when its balance is 0.


From

The From field contains the entry date to take into account for inactive accounts. Clicking From displays the integrated calendar.


From

The From field contains the entry date to take into account for inactive accounts. Pressing the question mark key while the pointer is located in the From field displays the integrated calendar.


Sort By

The Sort By group box contains the available sorting options for suppliers covered by the aged trial balance report.


Supplier Number

The Supplier Number option allows the user to sort the suppliers covered by the report using their supplier numbers.


Sorting Key

The Sorting Key option allows the user to sort the suppliers covered by the report using the sorting key entered in the supplier file.


Range

The Range group box allows the user to select the interval of suppliers for which to produce the aged trial balance report. It is possible to produce the report for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


All

The All option allows the user to produce an aged trial balance report that covers all suppliers of the company.


Range

The range allows the user to select the interval of suppliers for which to produce the aged trial balance report. It is possible to produce the list for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the aged trial balance report to produce. Clicking From displays the Select a Supplier list window.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the aged trial balance report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the aged trial balance report to produce. Clicking To displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the aged trial balance report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a Supplier list window.


Date

The Date group allows the user to select to print on the aged trial balance report. By default, the current date is displayed.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Active

The Active option allows the user not to cover in the report entries made after the specified date. If no date is entered, the current day date is used. If using the Active option causes the report to be unbalanced, see Problems Using the Active Date Option help topic.


Cycles

The Cycles group allows the user to set the parameters of the accounting cycles used to assess the aged trial balance.


Number of Cycles

The Number of Cycles field contains the number of accounting cycles to take into account when producing the aged trial balance.


Number of Cycles

The Number of Cycles field contains the number of accounting cycles to take into account when producing the aged trial balance.


Cycle

The Cycle field contains the number of days that make up an accounting cycle, if different from the default value. The default length of an accounting cycle is set in Company Information, under the Payables tab.


Cycle

The Cycle field contains the number of days that make up an accounting cycle, if different from the default value. The default length of an accounting cycle is set in Company Information, under the Payables tab.


Total

The Total option allows the user to display totals in the aged trial balance to produce. The Total option can be selected with or without the Differed and On Hold options.


Differed

The Differed option allows the user to display differed amounts in the aged trial balance to produce. The Differed option can be selected with or without the Total and On Hold options. The Active Date option is automatically deactivated when Differed is selected.


Date

The Date field contains the date to take into account when calculating differed amounts. The entered date must come after the current date. Clicking Date displays the integrated calendar.


Date

The Date field contains the date to take into account when calculating differed amounts. The entered date must come after the current date. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


On Hold

The On Hold option allows the user to include on hold amounts to the aged trial balance report to be produced. Amounts are said on hold when the entry has been made but the corresponding check is not issued. The option On Hold can be selected with or without the Total and Differed options.


Accounts Payable

The Accounts Payable group allows the user to identify the accounts payable to take into account when producing the aged trial balance.


Accounts Payable

The Accounts Payable field contains the number of the accounts payable to take into account when producing the aged trial balance report. Clicking Accounts Payable displays the Select an Account Payable list window. Selecting All allows the user to produce the aged trial balance report for all defined accounts payable.


All

The All option allows the user to produce the aged trial balance report for all defined accounts payable.


Sort By

The Sort By group box contains the available sorting options for suppliers covered by the Upcoming Payments report.


Supplier Number

The Supplier Number option allows the user to sort the suppliers covered by the report using their supplier numbers.


Sorting Key

The Sorting Key option allows the user to sort the suppliers covered by the report using the sorting key entered in the supplier file.


Range

The Range group box allows the user to select the interval of suppliers for which to produce the upcoming payments report. It is possible to produce the report for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


All

The All option allows the user to produce an upcoming payments report that covers all suppliers of the company.


Range

The range allows the user to select the interval of suppliers for which to produce the upcoming payments report. It is possible to produce the list for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the upcoming payments report to produce. Clicking From displays the Select a Supplier list window.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the upcoming payments report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the upcoming payments report to produce. Clicking To displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the upcoming payments report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a Supplier list window.


Date

The Date group allows the user to select to print on the upcoming payments report. By default, the current date is displayed.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Active

The Active option allows the user not to cover in the report entries made after the specified date. If no date is entered, the current day date is used. If using the Active option causes the report to be unbalanced, see Problems Using the Active Date Option help topic.


Discounts to Expire Within

The Discounts to Expire Within option allows the user to specify the parameters used to select invoices covered by the upcoming payments. The invoices whose discount expires within the entered value are selected.


Discounts to Expire Within

The Discounts to Expire Within option allows the user to specify the parameters used to select invoices covered by the upcoming payments. The invoices whose discount expires within the entered value are selected.


Invoices to Expire Within

The Invoices to Expire Within option allows the user to specify the parameters used to select invoices covered by the upcoming payments. The invoices whose due date falls within the entered value are selected.


Invoices to Expire Within

The Invoices to Expire Within option allows the user to specify the parameters used to select invoices covered by the upcoming payments. The invoices whose due date falls within the entered value are selected.


Expiration

The Expiration group contains the various expiration dates of discount or invoices to take into account when producing the upcoming payments report.


Operation

The Operation group contains the operations the program must perform after the report is porduced.


Enters Upcoming Payments After Report Production

The Enters Upcoming Payments After Report Production option allows the user to enter automatically the payments contained into the upcoming payments report.


Sort By

The Sort By group box contains the available sorting options for suppliers covered by the Purchase Records report.


Supplier Number

The Supplier Number option allows the user to sort the suppliers covered by the report using their supplier numbers.


Sorting Key

The Sorting Key option allows the user to sort the suppliers covered by the report using the sorting key entered in the supplier file.


Range

The Range group box allows the user to select the interval of suppliers for which to produce the purchase records report. It is possible to produce the report for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


All

The All option allows the user to produce a purchase records report that covers all suppliers of the company.


Range

The range allows the user to select the interval of suppliers for which to produce the purchase records report. It is possible to produce the list for all suppliers, a range or a single supplier. In the latter case, the supplier number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the purchase records report to produce. Clicking From displays the Select a Supplier list window.


Beginning of Interval

The From field contains the number of the first supplier of the range covered by the purchase records report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the purchase records report to produce. Clicking To displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier of the range covered by the purchase records report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a Supplier list window.


Date

The Date group allows the user to select to print on the purchase records report. By default, the current date is displayed.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Save

The Save command lets the user save the report setup under the selected name and at its current location.


Save As

The Save As command lets the user save the modifications made to the report setup under a name to be assigned.


Go Back to Original

The Go Back to Original command discards the modifications made to a report setup and reverts to the last saved settings.


Rename

The Rename command allows the user to change the name of the selected report setup. Setup names should be simple and expressive to permit easy location of a setup.


Delete

The Delete command lets the user delete the selected report setup.


Sort By

The Sort By group box contains the available sorting options for suppliers covered by the consultation report.


Supplier Number

The Supplier Number option allows the user to sort the suppliers covered by the report using their supplier numbers.


Sorting Key

The Sorting Key option allows the user to sort the suppliers covered by the report using the sorting key entered in the supplier file.


Cycles

The Cycles group allows the user to set the parameters of the accounting cycles used to assess the consultation report.


Cycle

The Cycle field contains the number of days that make up an accounting cycle, if different from the default value. The default length of an accounting cycle is set in Company Information, under the Payables tab.


Cycles

The Cycles group allows the user to set the parameters of the accounting cycles used to assess the consultation report.


Range

The Range group box allows the user to select the interval of accounts for which to produce the consultation report. It is possible to produce the report for all accounts, a range or a single account. In the latter case, the accountnumber is enter in both the From and To boxes.


All

The All option allows the user to produce a consultation report that covers all accounts of the company.


Range

The Range allows the user to select the interval of accounts for which to produce the consultation report. It is possible to produce the report for all accounts, a range or a single account. In the latter case, the account number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first account of the range covered by the consultation report to produce. Clicking From displays the Select an Account list window.


Beginning of Interval

The From field contains the number of the first account of the range covered by the consultation report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select an Account list window.


End of Interval

The To field contains the number of the last account of the range covered by the consultation report to produce. Clicking To displays the Select an Account list window.


End of Interval

The To field contains the number of the last account of the range covered by the consultation report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select an Account list window.


Date

The Date group allows the user to select to print on the consultation report. By default, the current date is displayed.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field contains the date to print on the report. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Include

The Include group allows the user to select optional elements to add to the report.


Inactive Suppliers

The Inactive Suppliers option allows the user to cover inactive suppliers into the report. A supplier is inactive when the balance of his or her account is 0 and no entry has been made into his or her account.


Only Suspended Transactions

Select this option to limit the report to suspended transactions.


Zero-balance Accounts

Select this option to include zero-balance accounts in the report.


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Type

The Type group contains the various reports the user can produce. The level of the report (summary or detailed) varies depending on the type of analysis to perform.


Summary

The summary type displays the previous week balance of the accounts payable; total amounts of invoices, interests, other charges; total amount of credits, checks, and direct deposits; payments and discounts; balance of the accounts payable at the end of week, total amount of payments, direct deposits and discounts on hold.


Detailed

The detailed type displays the same information as the summary report: the previous week balance of the accounts payable; total amounts of invoices, interests, other charges; total amount of credits, checks, and direct deposits; payments and discounts; balance of the accounts payable at the end of week, total amount of payments, direct deposits and discounts on hold. Furthermore the detailed report, displays the list of all transactions entered during the week, of credits cashed and entered discounts, of accounts affected by these transactions and the amounts involved; the accounting entries made to account for these transactions, list of issued checks, and a trial balance report.


Date

The Date group displays the date upon which the report is produced.


Date

The Date field displays the date upon which the report is produced. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field displays the date upon which the report is produced. By default, the current date is displayed. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Active

The Active option allows the user not to cover in the report entries made after the specified date. If no date is entered, the current day date is used. If using the Active option causes the report to be unbalanced, see Problems Using the Active Date Option help topic.


Options

The Options group allows the user to select the type of procedure to run, either a consultation or a report. Either can be produced in a summary or detailed way. Both the consultation and report contain the same information. The difference between the two options is that contrary to the consultation, the report automatically transfers entries to the General Ledger program (if that option is selected), deletes the transactions detail, and reset all accounts payable counters.


Consultation

The consultation type contains the same information as a report. The differences are that contrary to the report, the consultation does not transfer entries to the General Ledger program (if that option is selected), does not delete transactions details, and does not reset all accounts payable counters.


Summary Consultation

The summary consultation displays the previous week balance of the accounts payable; total amounts of invoices, interests, other charges; total amount of credits, checks, and direct deposits; payments and discounts; balance of the accounts payable at the end of week, total amount of payments, direct deposits and discounts on hold.


Detailed Consultation

The detailed consultation displays the same information as the summary report: the previous week balance of the accounts payable; total amounts of invoices, interests, other charges; total amount of credits, checks, and direct deposits; payments and discounts; balance of the accounts payable at the end of week, total amount of payments, direct deposits and discounts on hold. Furthermore the detailed report, displays the list of all transactions entered during the week, of credits cashed and entered discounts, of accounts affected by these transactions and the amounts involved; the accounting entries made to account for these transactions, list of issued checks, and a trial balance report.


Weekly Report

Both the weekly report and consultation contains the same information. The report however deletes transactions details, resets counters, and post entries to the General Ledger program if that option is activated. Then the transfer takes place before the two former operations.

Warning The weekly report production operation cannot be reversed. It is recommended the user takes a backup copy of the company's data before launching the procedure.


Report (summary transfer)

The report (summary transfer) contains the previous week balance of the accounts payable; total amounts of invoices, interests, other charges; total amount of credits, checks, and direct deposits; payments and discounts; balance of the accounts payable at the end of week, total amount of payments, direct deposits and discounts on hold.

Contrary to the consultation, the report allows the user to post entries to the General Ledger (if that option is selected), delete transactions details, and reset all accounts payable counters.


Report (detailed transfer)

The report (detailed transfer) displays the same information as the summary report: the previous week balance of the accounts payable; total amounts of invoices, interests, other charges; total amount of credits, checks, and direct deposits; payments and discounts; balance of the accounts payable at the end of week, total amount of payments, direct deposits and discounts on hold. Furthermore the detailed report, displays the list of all transactions entered during the week, of credits cashed and entered discounts, of accounts affected by these transactions and the amounts involved; the accounting entries made to account for these transactions, list of issued checks, and a trial balance report.

Contrary to the consultation, the report allows the user to post entries to the General Ledger (if that option is selected), delete transactions details, and reset all accounts payable counters.


Accounts

The Accounts group allows the user to select accounts to appear in the second and third columns of the report. It is recommended the user select accounts frequently affected, such as tax accounts.


Column #1

The Column #1 field conatins the number of the first column to the left of the account payable column. Clicking Column #1 displays the Select an Account list window.


Column #1

The Column #1 field conatins the number of the first column to the left of the account payable column. Pressing the question mark key while the pointer is located in the Column #1 field displays the Select an Account list window.


Column #2

The Column #2 field conatins the number of the second column to the left of the account payable column. Clicking Column #2 displays the Select an Account list window.


Column #2

The Column #2 field conatins the number of the second column to the left of the account payable column. Pressing the question mark key while the pointer is located in the Column #2 field displays the Select an Account list window.


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Contient SaisieFournisseur; SaisiePayable


New Supplier

The New Supplier command displays a blank Supplier input window to allow the user to create a new supplier. For more information, see Creating Suppliers.


Select a Supplier

The Select a Supplier command displays the Select Supplier list window to allow the user to select a different supplier file to view.


Save Supplier

The Save Supplier command saves the modifications to the selected supplier. The information remains on screen to permit further modifications.


Go Back to Original

The Go Back to Original command discards modifications made to the selected supplier and reverts to the last saved settings.


Delete Supplier

The Delete Supplier command allows the user to delete the selected supplier.


First Supplier

The First Supplier command displays the supplier whose number has the lowest value according to the selected sorting order.


Previous Supplier

The Previous Supplier command displays the supplier whose number comes before that of the selected supplier, according to the active sorting order.


Next Supplier

The Next Supplier command displays the supplier whose number comes after that of the selected supplier, according to the active sorting order.


Last Supplier

The Last Supplier command displays the supplier whose number has the highest value according to the selected sorting order.


New Number

The New Number command command allows the user to assign a new number to the selected supplier. A maximum of 15 characters is allowed.


Go Back to List

The Go Back to List command allows the user to save the modifications made to the supplier, closes the Supplier input window and displays the Suppliers list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new supplier. When Save is displayed, it saves the supplier settings and displays a blank Supplier screen.


Number

The Number field contains the number of the customer being created or modified. A maximum of 20 characters can be used.

Hint: It is recommended the user uses the supplier's phone number. It is easier to remember.


Number

The Number field contains the number of the supplier being created or modified. A maximum of 20 characters can be used.

Hint: It is recommended the user uses the supplier's phone number. It is easier to remember.


Sorting Key

The Sorting Key field contains the index used to sort the entry in list windows. A maximum of 8 characters can be used.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the supplier. For example, TIRECO could be used to represent the New South Wales Tire Company.


Sorting Key

The Sorting Key field contains the index used to sort the entry in list windows. A maximum of 8 characters can be used.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the supplier. For example, TIRECO could be used to represent the New South Wales Tire Company.


Name

The Name field contains the name of the individual or company. A maximum of 30 characters can be used.


Name

The Name field contains the name of the individual or company. A maximum of 30 characters can be used.


Name

The Name field contains the name of the individual or company. A maximum of 30 characters can be used.


c/o

The c/o field contains the name of a contact person within the company. A maximum of 30 characters can be used.


c/o

The c/o field contains the name of a contact person within the company. A maximum of 30 characters can be used.


c/o

The c/o field contains the name of a contact person within the company. A maximum of 30 characters can be used.


Address

The Address field contains the street address of the customer. A maximum of 30 characters can be used.


Address

The Address field contains the street address of the customer. A maximum of 30 characters can be used.


Address

The Address field contains the street address of the customer. A maximum of 30 characters can be used.


City

The City field contains the name of the city where the customer is located. A maximum of 30 characters can be used.


City

The City field contains the name of the city where the customer is located. A maximum of 30 characters can be used.


City

The City field contains the name of the city where the customer is located. A maximum of 30 characters can be used.


Country

The Country field contains the name of the country where the customer is located. The country selected activates the relevant input masks for telephone numbers and postal codes. Clicking Country displays the Select Country list window.


Country

The Country field contains the name of the country where the customer is located. The country selected activates the relevant input masks for telephone numbers and postal codes. Clicking Country displays the Select Country list window.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country.


Telephone

The Telephone field contains the main telephone number of the company. The entry must be 7-, 10- or 11-digit long.


Telephone

The Telephone field contains the main telephone number of the company. The entry must be 7-, 10- or 11-digit long.


Ext.

The Ext. field displays the extension to enter to reach the contact person. A maximum of 4 characters.


Ext.

The Ext. field displays the extension to enter to reach the contact person. A maximum of 4 characters.


Fax

The Fax field contains the fax number of the company. The entry must be 7-, 10- or 11-digit long.


Fax

The Fax field contains the fax number of the company. The entry must be 7-, 10- or 11-digit long.


E-mail

The E-mail field contains the the E-mail address of the supplier. Clicking E-mail launches the message composition software to allow the user to send a message to the supplier.


E-mail

The E-mail field contains the the E-mail address of the supplier. Clicking E-mail launches the message composition software to allow the user to send a message to the supplier.


Web Site

The Web Site field contains the address used to access the supplier's web site. Clicking Web Site lauches the Internet browser and displays the specified page.


Web Site

The Web Site field contains the address used to access the supplier's web site. Clicking Web Site lauches the Internet browser and displays the specified page.


Accounts Payable

The Accounts Payable field contains the number of the accounts payable set to use with the selected supplier. Clicking Accounts Payable displays the Select an Account Payable list window. For more information on creating accounts payable set, see Creating Accounts Payable.


Accounts Payable

The Accounts Payable field contains the number of the accounts payable set to use with the selected supplier. Pressing the question mark key while the pointer is located in the Accounts Payable field displays the Select an Account Payable list window. For more information on creating accounts payable set, see Creating Accounts Payable.


Accounts Payable

The Accounts Payable field contains the number of the accounts payable set to use with the selected supplier. Pressing the question mark key while the pointer is located in the Accounts Payable field displays the Select an Account Payable list window. For more information on creating accounts payable set, see Creating Accounts Payable.


Accounts Payable

The Accounts Payable field displays the description of the selected accounts payable set. The contents of this field cannot be modified through the Supplier window.


Purchase Account

The Purchase Account field contains the number of the purchase account affected by orders to the selected supplier. Clicking Purchase Account displays the Select an Account list window.


Purchase Account

The Purchase Account field contains the number of the purchase account affected by orders to the selected supplier. Clicking Purchase Account displays the Select an Account list window.


Purchase Account

The Purchase Account field displays the description of the selected purchase account. The contents of this field cannot be modified through the Supplier window.


Term of Payment

The Term of Payment field contains the number of the terms of payment used with the selected supplier. Pressing the question mark key while the pointer is located in the Term of Payment field displays the Select Terms of Payment list window.


Term of Payment

The Term of Payment field contains the number of the terms of payment used with the selected supplier. Clicking Term of Payment displays the Select Terms of Payment list window.


Term of Payment

The Term of Payment field displays the description of the selected terms of payment. The contents of this field cannot be modified through the Supplier list window.


Paid To

The Paid To field contains the number of the supplier to whom send the payment, if different from the actual supplier. Clicking Paid To displays the Select Supplier list window.

Warning The Paid To supplier must also be defined.


Paid To

The Paid To field contains the number of the supplier to whom send the payment, if different from the actual supplier. Pressing the question mark key while the pointer is located in the Paid To field displays the Select Supplier list window.

Warning The Paid To supplier must also be defined.


Paid To

The Paid To field displays the name of the selected Paid To supplier. The contents of this field cannot be modified through the Supplier window.


Customer Number

The Customer Number field contains the company's customer number at the selected supplier.


Customer Number

The Customer Number field contains the company's customer number at the selected supplier.


Price List

The Price List field displays the price list used by default with the selected supplier. Clicking Price List displays the options available.


Opening Date

The Opening Date field displays the date the company's file was opened at the selected supplier. Pressing the question mark key while the pointer is located in the field displays the integrated calendar.


Opening Date

The Opening Date field displays the date the company's file was opened at the selected supplier. Clicking Opening Date displays the integrated calendar.


Date of Last Purchase

The Date of Last Purchase field displays the date of the last purchase made at the selected supplier. The contents of the field cannot be modified through the Supplier window.


Date of Last Purchase

The Date of Last Purchase field displays the date of the last purchase made at the selected supplier. The contents of the field cannot be modified through the Supplier window.


Date of Last Purchase

The Date of Last Purchase field displays the date of the last purchase made at the selected supplier. The contents of the field cannot be modified through the Supplier window.


Purchases

The Purchases field displays the total amount of purchases made at the selected supplier. The contents of this field cannot be modified by the user.


Purchases

The Purchases field displays the total amount of purchases made at the selected supplier. The contents of this field cannot be modified by the user.


Purchases

The Purchases field displays the total amount of purchases made at the selected supplier. The contents of this field cannot be modified by the user.


Supplier's Language

The Supplier's Language field displays the language used to communicate with the selected supplier. Clicking Supplier's Language displays the options available.


Supplier's Language

The Supplier's Language field displays the language used to communicate with the selected supplier. Pressing the question mark key while the pointer is located in the Supplier's Language field displays the options available.


Tax Exception

The Tax Exception field displays the number of the tax exception applicable to purchases made at the selected supplier. Clicking Tax Exception displays the Select a Tax Exception list window.


Tax Exception

The Tax Exception field displays the number of the tax exception applicable to purchases made at the selected supplier. Pressing the question mark key while the pointer is located in the Tax Exception field displays the Select a Tax Exception list window.


Tax Exception

The Tax Exception field displays the description of the selected tax exception. The contents of this field cannot be modified through the Supplier window.


Tax Group

The Tax Group field contains the number of the tax group used for purchases made at the selected supplier. Clicking Tax Group displays the Select a Tax Group list window.


Tax Group

The Tax Group field contains the number of the tax group used for purchases made at the selected supplier. Clicking Tax Group displays the Select a Tax Group list window.


Tax Group

The Tax Group field displays the description of the selected tax group. The contents of this field can only be modified through the Tax Group input window.


Receivable

The Receivable field contains the number of the accounts receivable used for purchases made at the selected supplier. Clicking Receivable displays the Select the Accounts Receivable list window.


Receivable

The Receivable field contains the number of the accounts receivable used for purchases made at the selected supplier. Clicking Receivable displays the Select the Accounts Receivable list window.


Receivable

The Receivable field displays the description of the selected accounts receivable. The contents of this field can only be modified through the Accounts Receivable input window.


Name

The Name field contains the name of the supplier's sales representative assigned to the company's area.


Name

The Name field contains the name of the supplier's sales representative assigned to the company's area.


Telephone

The Telephone field contains the telephone number of the supplier's sales representative. The number must have 7, 10, or 11 digits to be allowed.


Telephone

The Telephone field contains the telephone number of the supplier's sales representative. The number must have 7, 10, or 11 digits to be allowed.


Extension

The Extension field contains the extension number of the supplier's sales representative. A maximum of 4 digits is allowed.


Extension

The Extension field contains the extension number of the supplier's sales representative. A maximum of 4 digits is allowed.


E-mail

The E-mail field contains the E-mail address of the supplier's sales representative. Clicking E-mail launches the message composition software to allow the user to send a message to the sales representative.


E-mail

The E-mail field contains the E-mail address of the supplier's sales representative. Clicking E-mail launches the message composition software to allow the user to send a message to the sales representative.


Comments

The Comments field contains miscellaneous information relating to the supplier.


Direct Deposit

Selecting this box activates payment by direct deposit for the selected supplier.

Note:	Selecting this box activates the Bank group box.


Bank

The Bank group box contains elements required to define the bank account from which the direct deposit payment to the supplier in question is to be drawn.


Institution

Number of the financial institution to which the direct payment is to be posted. The institution number has at least three (3) characters.

Click Institution to display the List of Financial Institutions allowing you to select a financial institution. To obtain the number of other institutions, communicate with them directly.

Note:	The Institution box is available when the Direct Deposit box is selected.


Institution

Number of the financial institution to which the direct payment is to be posted. The institution number has at least three (3) characters.

Click Institution to display the List of Financial Institutions allowing you to select a financial institution. To obtain the number of other institutions, communicate with them directly.

Note:	The Institution box is available when the Direct Deposit box is selected.


Branch

Identification number of the supplier's bank branch or credit union. This number has a maximum of five (5) characters.

Note:	The Branch box is available when the Direct Deposit box is selected.


Branch

Identification number of the supplier's bank branch or credit union. This number has a maximum of five (5) characters.

Note:	The Branch box is available when the Direct Deposit box is selected.


Account

Supplier's folio or bank account number. The number has a maximum of 12 digits.

Note:	The Account box is available when the Direct Deposit box is selected.


Account

Supplier's folio or bank account number. The number has a maximum of 12 digits.

Note:	The Account box is available when the Direct Deposit box is selected.


Deactivate/Activate Suppliers

Deactivate the selected supplier. The deactivated supplier can be re-activated if needed. Inactive suppliers are displayed under the Inactive tab in the Suppliers window.


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Free up the Bank

Finishes printing or direct payment authorization and displays the Select a Bank window allowing you to select a different bank for the operation. For more details, see Paying a Supplier Using Direct Deposit and What Does an Input Window Do?.

Note: The Free up the Bank button is available when a payment is selected in the supplier payment table.


Select a Bank

Displays the list window Select a Bank list window allowing you to select a bank from which to make payments.


Update

Updates the Print input window following the modification of its contents.


Print All Payments

Selects all the payments in the supplier payment table.


Unselect All payments

Clears all payments in the supplier payment table.


Print Authorized Payments

Authorizes printing of checks or direct deposit payments.

Note:	The Print Authorized Payments command is available when a payment has been selected in the payment table.


Electronic Transfer of Direct Deposits

Displays the EFT Server window allowing for electronic transfer of payments to the selected financial institution. For more details, consult Paying a Supplier Using Direct Deposit.


Go Back to List

Displays the Print Checks/Payments input window allowing you to select another payment to authorize.


Supplier Checks/Accounts Payable Direct Deposit

Mode of payment for Accounts Payable payments [Display only].


Print Authorized Payments

Authorize and print supplier checks or Accounts Payable direct deposits.

Note:	The Print Authorized Payments command is available when a payment is selected in the payment table.


Bank

The Bank group box contains elements required to select the financial institution from which payments are to be drawn, It also contains information on the bank account and the amounts of authorized payments.


Number

Number of the account associated with the financial institution from which payments are to be drawn. This number has a maximum of eight (8) digits.

Click Number to display the Select a Bank window in order to select a bank from the list.


Number

Number of the account associated with the financial institution from which payments are to be drawn. This number has a maximum of eight (8) digits.

Click Number to display the Select a Bank window in order to select a bank from the list.


Bank Balance

Balance of the selected bank account. By default, this is the amount displayed in the Balance box of the Account window.


Bank Balance

Balance of the selected bank account. By default, this is the amount displayed in the Balance box of the Account window.


Description

Description associated with the selected bank account. [Display only]


Description

Description associated with the selected bank account. [Display only]


Pre-authorized Payment

Total amount of selected payments corresponding to the total of amounts displayed in the Amount column of the Payments Table. [Display only]


Pre-authorized Payment

Total amount of selected payments corresponding to the total of amounts displayed in the Amount column of the Payments Table. [Display only]


Final Balance

Balance of the account after subtracting pre-authorized payments. Amount corresponds to the amount in the Bank Balance box minus the amount in the Pre-authorized Payment box. [Display only]


Final Balance

Balance of the account after subtracting pre-authorized payments. Amount corresponds to the amount in the Bank Balance box minus the amount in the Pre-authorized Payment box. [Display only]


Payments Table

The Payments Table presents a list of checks to print or direct payments to authorize. Each line corresponds to an accounts payable check or payment on hold. They are sorted in ascending order according to supplier number then by payment date. The table has six (6) columns.

ü: Select this box to select a check to print or a direct deposit payment to authorize. The amount of the check or direct deposit is added to the amount in the Final Balance box.

Hint:	Click Select All Payments [image] selects all boxes in the table or click Unselect All Payments [image] unselects all boxes in the table.

Supplier No.: Number of the supplier associated with the payment [Display only].

Supplier Name: Name of the supplier associated with the payment [Display only].

Final Balance: Total amount of payments selected. [Display only].

Date: Date of accounts payable payment. By default, the date of the payment is displayed.

Number: Number of the accounts payable check. This number must be unique: two checks cannot have the same number. The check number has a maximum of seven (7) digits. By default, a number is assigned upon selecting a check according to the bank account in question.

Note: When a direct deposit is selected, the Number column is not available.


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Save Accounts Payable

The Save Accounts Payable command allows the user to save modifications made to the selected accounts payable.


Update

The Update command refreshes the contents of the Accounts Payable input window.


Go Back to Original

The Go Back to Original command discards the modifications to the selected accounts payable and reverts to the last saved settings.


Save

The Save Accounts Payable command allows the user to save modifications made to the selected accounts payable.


Accounts Payable

The accounts payable table displays the defined accounts payable to allow the user to view or modify any of them. It is possible to create new accounts payable by entering the number of he relevant accounts. By clicking either one of the underlined fields, the user displays the associated list window.


Delete This Account Payable Line

The Delete This Account Payable Line command allows the user to delete the selected account payable. The command is unavailable once the account payable is saved.


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New Terms of Payment

The New Terms of Payment command displays the Terms of Payment input window to allow the user to create new terms of payment. For more information, see terms of payment.


Select Terms of Payment

The Select Terms of Payment command displays the Select Terms of Payment list window to allow the user to select a different set of terms of payment.


Save Terms of Payment

The Save Terms of Payment command allows the user to save the modifications made to the selected terms of payment. The information remains on screen to allow further modifications.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected terms of payment and reverts to the last saved settings.


Delete Terms of Payment

The Delete Terms of Payment command allows the user to delete the selected terms of payment.


First Terms of Payment

The First Terms of Payment command displays the terms of payment whose number has the lowest value according to the selected sorting order.


Next Terms of Payment

The Next Terms of Payment command displays the terms of payment whose number comes after that of the selected terms, according to the active sorting order.


Previous Terms of Payment

The Previous Terms of Payment command displays the terms of payment whose number comes before that of the selected terms, according to the active sorting order.


Last Terms of Payment

The Last Terms of Payment command displays the terms of payment whose number has the highest value according to the selected sorting order.


New Number

The New Number command allows the user to assign a new number to the selected terms of payment. The number must be unique; no two terms of payment can bear the same number. A maximum of 4 digits is allowed.


Go Back to List

The Go Back to List command allows the user to save the modifications made to the terms of payment, closes the Terms of Payment input window and displays the Terms of Payment list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create new terms of payment. When Save is displayed, it saves the terms of payment settings and displays a blank Terms of Payment screen.


Number

The Number field contains the number assigned to the terms of payment being created or modified. Clicking Number displays the Select Terms of Payment list window.


Number

The Number field contains the number assigned to the terms of payment being created or modified. Pressing the question mark key while the pointer is located in the Number field displays the Select Terms of Payment list window.


Description

The Description field displays the parameters of the selected terms of payment, such as a discount percentage or due date.


Description

The Description field displays the parameters of the selected terms of payment, such as a discount percentage or due date.


Type

The Type field displays the available types of terms of payment: Discount in Days, Discount According to Date, Periodic Installments, Payment Schedule. The contents of the window varies according to the selection.


Type

The Type field displays the available types of terms of payment: Discount in Days, Discount According to Date, Periodic Installments, Payment Schedule. The contents of the window varies according to the selection.


Discount Percentage

The Discount Percentage field contains the discount offered by the supplier for a payment received before the discount expiration date. It is necessary to also fill the Discount Allowed For field.


Discount Percentage

The Discount Percentage field contains the discount offered by the supplier for a payment received before the discount expiration date. It is necessary to also fill the Discount Allowed For field.


Definition

The Definition field displays the parameters of the selected terms of payment, as set in the Type, Discount Allowed and Payment Due In fields.


Definition

The Definition field displays the parameters of the selected terms of payment, as set in the Type, Discount Allowed and Payment Due In fields.


Discount Allowed For...

The Discount Allowed For field contains the number of days allowed or the date the payment must be received by the supplier to be entitled to a discount on the amount of the invoice.


Discount Allowed For...

The Discount Allowed For field contains the number of days allowed or the date the payment must be received by the supplier to be entitled to a discount on the amount of the invoice.


Payment Due In...

The Payment Due In field contains the number of days allowed or the date the payment must be received by the supplier to keep the account in good standing and not incur late payment charges.


Payment Due In...

The Payment Due In field contains the number of days allowed or the date the payment must be received by the supplier to keep the account in good standing and not incur late payment charges.


Frequency

The Frequency field allows the user to select the frequency of the periodic installments from the options available: Monthly, Weekly, Semimonthly, Quarterly, Biannual, or Daily.


Frequency

The Frequency field allows the user to select the frequency of the periodic installments from the options available: Monthly, Weekly, Semimonthly, Quarterly, Biannual, or Daily.


Number of Payments

The Number of Payments field contains the number of periodic payments to be made.


Number of Payments

The Number of Payments field contains the number of periodic payments to be made.


Payment Intervals

The Payment Intervals field contains the number of days between consecutive periodic payments.


Payment Intervals

The Payment Intervals field contains the number of days between consecutive periodic payments.


First Payment In

The First Payment In field contains the number of moths to pass before the first payment is expected by the supplier.


First Payment In

The First Payment In field contains the number of moths to pass before the first payment is expected by the supplier.


Percentage

The Percentage field displays the percentage to date of the payments inscribed in the schedule.


Percentage

The Percentage field displays the percentage to date of the payments inscribed in the schedule.


Accounts

The Accounts frame allows the user to select the accounts to which the selected terms of payment are applied.


Payment Schedule

The Payment Schedule contains the list of installments to be paid to the supplier. The user enters the date of the payment and the percentage of the total it represents.


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Check GST/HST Number

Click [image] to access the Web site of the Canada Revenue Agency (CRA) to check the supplier’s tax numbers and ensure that your company will receive a credit for the taxes paid.


Check QST Number

Click [image] to access the Web site of Revenu Québec to check the supplier’s tax numbers and ensure that your company will receive a credit for the taxes paid.


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Telephone

The Telephone field displays the telephone number of the contact, as entered when the call was placed.


Name

The Name field displays the name of the contact, as entered when the call was placed.


Date

The Date field displays the entry date of the call.


Beginning

The Beginning field displays the time when the user started to service the selected call.


Duration

The Duration field displays the total duration of the service call as calculated.


Note

The Note field allows the user to append to the comments left by the contact when the call was placed.


Serviced Call

The Serviced Call command allows the user to mark the selected call as processed. The call is then transferred to the Archived Calls column.


Non-Serviced Call

The Non-Serviced Call command allows the user to mark the call as not processed, thus returning the call to the waiting list.


Transfer Call

The Transfer Call command allows the user to move the selected call to a different waiting list or assign it to a different user.


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Process Call

The Process Call command uses the information entered when the call was placed to display the Process Call window where the user can procede to service the call or identify why the call cannot be serviced.


Current

The Current command allows the user to display calls entered for the current day. Calls set for a later date do not appear.


Future

The Future command allows the user to display all calls entered for later dates. Current-day calls do not appear.


Service Call

The Service Call command uses the information entered when the call was placed and displays the relevant interface to allow the user to service the call. The Select a Contact list window is displayed to allow the user to associate the telephone number to a contact if no such association has been made.


Process All Calls in the Waiting List

The Process All Calls in the Waiting List command uses the information entered when the call was entered and displays the relevant interface to allow the user to service the call. The Select a Contact list window is displayed to allow the user to associate the telephone number to a contact if no such association has been made. Each call of the selected waiting list is serviced one at a time.


Print Call

The Print Call command allows the user to print the settings of the selected call.


Print Waiting List

The Print Waiting List command allows the user to print the settings of every call of the selected waiting list.


Update

The Update command refreshes the contents of the Calls list window after its modification. The Update command is especially useful if the Call Management program is used on a network.


New Call

The New Call command displays the Call input window to allow the user to enter the information relating to an incoming call.


Waiting List 1

The waiting list column 1 displays the calls assigned to the waiting list that bears number 1. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 2

The waiting list column 2 displays the calls assigned to the waiting list that bears number 2. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 3

The waiting list column 3 displays the calls assigned to the waiting list that bears number 3. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 4

The waiting list column 4 displays the calls assigned to the waiting list that bears number 4. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 5

The waiting list column 5 displays the calls assigned to the waiting list that bears number 5. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 6

The waiting list column 6 displays the calls assigned to the waiting list that bears number 6. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 7

The waiting list column 7 displays the calls assigned to the waiting list that bears number 7. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 8

The waiting list column 8 displays the calls assigned to the waiting list that bears number 8. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 9

The waiting list column 9 displays the calls assigned to the waiting list that bears number 9. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting List 10

The waiting list column 10 displays the calls assigned to the waiting list that bears number 10. The command Waiting Lists allows the user to assign a name to a waiting list.


Waiting Lists

The Waiting Lists frame displays all waiting lists available to the selected user, as defined in his or her user file.


Personal

The Personal waiting list displays the calls assigned to a user's Personal waiting list or assigned to no waiting list at all. A Personal waiting list is created for each user of the Call Management software. The calls assigned to a Personal waiting list remain unavailable to other users of the system until they are serviced. Then they become visible to users with access rights equal or superior to those of the selected user.


Name

The Name field displays the name of the contact who placed the call. The caller's name is entered when the call is placed.


Tel.

The Tel. field contains the telephone number of the contact who placed the call. The caller's telephone number is entered when the call is placed.


Ext.

The Ext. field contains the extension number of the contact who placed the call. The caller's extension number is entered when the call is placed.


Date

The Date field contains the entry date of the selected call. The entry date is entered when the call is placed.


Time

The Time field contains the entry time of the selected call. The entry time is entered when the call is placed.


Duration

The Duration field displays the actual duration of the selected call.


Wait Time

The Wait Time field displays the time passed between the moment the call was placed and when it was serviced.


User

The User field contains the name of the user to whom the call is destined. The user is selected when the call is placed.


Call #

The Call # field displays the number of calls placed by the contact on the same subject.


Call Followup

The Call Followup frame displays the result of tentatives made to return the contact's call.


Note

The Note field displays the comments left by the contact when the call is placed.


Calls

The Calls tab displays all current calls destined to the selected user.


Users

The User column displays the list of all authorized users. Calls are displayed according to the selected user.


Users

The User column displays the list of all authorized users. Calls are displayed according to the selected user.


Calls

The Calls tab displays all current calls destined to the selected user.


Waiting Lists

The Waiting Lists tab displays all waiting lists created within the Call Management software.


Calls

The Calls tab displays all current calls destined to the selected user.


Waiting Lists

The Waiting Lists tab displays all waiting lists created within the Call Management software.


Calls

The Calls tab displays all current calls destined to the selected user.


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New Call Schedule

The New Call Schedule command displays the Call Schedule input window to allow the user to create a new call schedule.


View/Modify Call Schedule

The View/Modify Call Schedule command displays the Call Schedule input window to allow the user to select a different call schedule to view or modify.


Update

The Update command allows the user to refresh the contents of the Call Schedules list window after its modification. For more information, see Update.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Call Schedules window contains a different set of columns that may be displayed.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are the sorting order available for addresses. Under each tab, call schedules are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available call schedules sorting them by ascending order of their number. To quickly locate a call schedule, simply type the first few characters in the schedule number. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available call schedules sorting them by ascending order of their assigned description. To quickly locate a call schedule, simply type the first few characters in the schedule description. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


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New Waiting List

The New Waiting List command displays the Waiting List input window to allow the user to create a new waiting list. For more information, see Creating Waiting Lists.


View/Modify Waiting List

The View/Modify Waiting List command displays the Waiting List input window to allow the user to select a different waiting list to view or modify.


Update

The Update command allows the user to refresh the contents of the Waiting Lists list window after its modification. For more information, see Update.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are the sorting order available for waiting lists. Under each tab, waiting lists are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available waiting lists sorting them by ascending order of their number. To quickly locate a waiting list, simply type the first few characters in the list number. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available waiting lists sorting them by ascending order of their assigned description. To quickly locate a waiting list, simply type the first few characters in the list description. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Waiting Lists window contains a different set of columns that may be displayed.


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Waiting List

The Waiting List option allows the user to sort calls covered by the report according to the waiting list they were assigned.


User

The User option allows the user to sort calls covered by the report according to the user who serviced them.


All

The All option allows the user to produce a report that covers all calls.


Range

The Range allows the user to select the interval of waiting lists for which to produce the report. It is possible to produce the report for all waiting lists, a range or a single waiting list. In the latter case, the waiting list number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Clicking From displays the Select Waiting List list window.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select Waiting List list window.


End of Interval

The To field contains the number of the last waiting list of the range covered by the report to produce. Clicking To displays the Select Waiting List list window.


End of Interval

The To field contains the number of the last waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select Waiting List list window.


All

The All option allows the user to produce a report that covers all user of the call management software.


Range

The Range allows the user to select the interval of call management users for which to produce the report. It is possible to produce the report for all users, a range or a single user. In the latter case, the user number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first user of the range covered by the report to produce. Clicking From displays the Select a User list window.


Beginning of Interval

The From field contains the number of the first user of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a User list window.


End of Interval

The To field contains the number of the last user of the range covered by the report to produce. Clicking To displays the Select a User list window.


End of Interval

The To field contains the number of the last user of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a User list window.


Summary

The summary Statistics report displays data that allow the user to assess call return delays. It contains the call number, information about the contact (telephone number and name), duration of the service call, length of the call-back delay, and waiting list. The report also displays cumulative statistics for each waiting lists covered in the report.


Detailed

The detailed Statistics report displays data that allow the user to assess call return delays. It contains the call number, information about the contact (telephone number and name), duration of the service call, length of the call-back delay, and waiting list, as well as unsuccesful return call attempts. The report also displays cumulative statistics for each waiting lists covered in the report.


Beginning of Interval

The From field contains the first date of the interval of dates covered by the report. Clicking From displays the integrated calendar.


Beginning of Interval

The From field contains the first date of the interval of dates covered by the report. Pressing the question mark key while the pointer is located in the From field displays the integrated calendar.


End of Interval

The To field contains the last date of the interval of dates covered by the report. Clicking To displays the integrated calendar.


End of Interval

The To field contains the last date of the interval of dates covered by the report. Pressing the question mark key while the pointer is located in the To field displays the integrated calendar.


Contact

The Contact option group allows the user to select the interval of the specified contacts covered by the report. Only the selected types of contacts are considered. It is possible to produce the report for all contacts, a range or a single contact. In the latter case, the contact number is enter in both the From and To boxes.


All

The All option allows the user to produce the reports for all calls of any contact.


Beginning of Interval

The From field contains the number of the first contact of the range covered by the report to produce. Clicking From displays the Select a Contact list window.


Beginning of Interval

The From field contains the number of the first contact of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a Contact list window.


End of Interval

The To field contains the number of the last contact of the range covered by the report to produce. Clicking To displays the Select a Contact list window.


End of Interval

The To field contains the number of the last contact of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a Contact list window.


All

The All option allows the user to produce a report that covers all waiting lists defined in the call management software.


Waiting List

The Waiting List option group allows the user to select the interval of waiting lists covered by the report. It is possible to produce the report for all waiting lists, a range or a single waiting list. In the latter case, the waiting list number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Clicking From displays the Select Waiting List list window.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select Waiting List list window.


End of Interval

The To field contains the number of the last user of the range covered by the report to produce. Clicking To displays the Select a User list window.


End of Interval

The To field contains the number of the last waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select Waiting List list window.


Beginning of Interval

The From field contains the first date of the interval of dates covered by the report. Clicking From displays the integrated calendar.


Beginning of Interval

The From field contains the first date of the interval of dates covered by the report. Pressing the question mark key while the pointer is located in the From field displays the integrated calendar.


End of Interval

The To field contains the last date of the interval of dates covered by the report. Clicking To displays the integrated calendar.


End of Interval

The To field contains the last date of the interval of dates covered by the report. Pressing the question mark key while the pointer is located in the To field displays the integrated calendar.


Summary

The summary Contacts report allows the user to assess the call-back delay for each call of the selected contacts. The report contains the name and telephone number of the contact, waiting list assigned to each call, date and time of entry, and call-back delay.


Detailed

The detailed Contacts report displays the same information as the summary report. Data relating to unsuccessful call-back attempts are also included.


Contact

The Contact option allows the user to sort comments by contact.


All

The All option allows the user to produce the reports for all calls of any contact.


Contact

The Contact option group allows the user to select the interval of the specified contacts covered by the report. Only the selected types of contacts are considered. It is possible to produce the report for all contacts, a range or a single contact. In the latter case, the contact number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first contact of the range covered by the report to produce. Clicking From displays the Select a Contact list window.


Beginning of Interval

The From field contains the number of the first contact of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select a Contact list window.


End of Interval

The To field contains the number of the last contact of the range covered by the report to produce. Clicking To displays the Select a Contact list window.


End of Interval

The To field contains the number of the last contact of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the To field displays the Select a Contact list window.


All

The All option allows the user to produce a report that covers all waiting lists defined in the call management software.


Waiting List

The Waiting List option group allows the user to select the interval of waiting lists covered by the report. It is possible to produce the report for all waiting lists, a range or a single waiting list. In the latter case, the waiting list number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Clicking From displays the Select Waiting List list window.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select Waiting List list window.


End of Interval

The To field contains the number of the last user of the range covered by the report to produce. Clicking To displays the Select a User list window.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select Waiting List list window.


Beginning of Interval

The From field contains the first date of the interval of dates covered by the report. Clicking From displays the integrated calendar.


Beginning of Interval

The From field contains the first date of the interval of dates covered by the report. Pressing the question mark key while the pointer is located in the From field displays the integrated calendar.


End of Interval

The To field contains the last date of the interval of dates covered by the report. Clicking To displays the integrated calendar.


End of Interval

The To field contains the last date of the interval of dates covered by the report. Pressing the question mark key while the pointer is located in the To field displays the integrated calendar.


All

The All option allows the user to produce a report that covers all waiting lists defined in the call management software.


Waiting List

The Waiting List option group allows the user to select the interval of waiting lists covered by the report. It is possible to produce the report for all waiting lists, a range or a single waiting list. In the latter case, the waiting list number is enter in both the From and To boxes.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Clicking From displays the Select Waiting List list window.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select Waiting List list window.


End of Interval

The To field contains the number of the last contact of the range covered by the report to produce. Clicking To displays the Select a Contact list window.


Beginning of Interval

The From field contains the number of the first waiting list of the range covered by the report to produce. Pressing the question mark key while the pointer is located in the From field displays the Select Waiting List list window.


Summary

The summary Unprocessed Calls report displays the list of calls remaining to be serviced. The report contains contact information of the caller, date and time of call entry, and actual call-back delay.


Detailed

The detailed Unprocessed Calls report displays the same information as the summary report. It also includes unsuccessful call-back attempts.


Current

The Current option allows the user to select calls for the current date to be covered by the report to be produced.


Future

The Future option allows the user to select calls for a later date to be covered by the report to be produced. The date is specified in the Date field.


Date

The Date field contains the processing date of calls to consider when producing the report. The date must be specified when using the Future option. Clicking Date displays the integrated calendar.


Date

The Date field contains the processing date of calls to consider when producing the report. The date must be specified when using the Future option. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


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Slip Printer

The Slip Printer option allows the user to print the list on a slip printer.


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Waiting List

The Waiting List field contains the waiting list to hold the incoming call. Pressing the question mark key while the pointer is located in the Waiting List field displays the Select Waiting List list window. To assign a call to a user's Personal waiting list, 0 is entered in the Waiting List field and the user is identified in the User field.


Note

The Note field allows the user to enter a contact's comment and to append additional information. A maximum of 255 characters is allowed.


Save Call

The Save Call command allows the user to save the call to the selected waiting list and to display a blank Call input window.


Telephone

The Telephone field contains the telephone number of the caller. To be accepted, the telephone number must be 7, 10, or 11 digits long. 7-digit number are assigned to the default area code.


Telephone

The Telephone field contains the telephone number of the caller. To be accepted, the telephone number must be 7, 10, or 11 digits long. 7-digit number are assigned to the default area code.


Ext.

The Ext. field contains the telephone extension of the caller, if need be. A maximum of 4 digits is allowed


Ext.

The Ext. field contains the telephone extension of the caller, if need be. A maximum of 4 digits is allowed


Name

The Name field contains the name of the caller. A maximum of 30 characters is allowed.


Name

The Name field contains the name of the caller. A maximum of 30 characters is allowed.


Waiting List

The Waiting List field contains the waiting list to hold the incoming call. Clicking Waiting List displays the Select Waiting List list window. To assign a call to a user's Personal waiting list, 0 is entered in the Waiting List field and the user is identified in the User field.


User

The User field allows the user to assign the call to a specific user. Pressing the question mark key while the pointer is located in the User field displays the Select a User list window.


User

The User field allows the user to assign the call to a specific user. Clicking User displays the Select a User list window.


Date

The Date field displays the entry date of the call. By default, the current date is displayed. A later date can be specified for future calls. Clicking Date displays the integrated calendar.


Date

The Date field displays the entry date of the call. By default, the current date is displayed. A later date can be specified for future calls. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Time

The Time field contains the entry time of the call. By default, the time of day is displayed. It is possible to specify a different time. The field is filled if the entry is incomplete. For example, typing 08 and pressing Enter would display 08:00:00.


Time

The Time field contains the entry time of the call. By default, the time of day is displayed. It is possible to specify a different time. The field is filled if the entry is incomplete. For example, typing 08 and pressing Enter would display 08:00:00.


Number of Calls

The Number of Calls field displays the number of calls placed by the contact on the same issue. The value is automatically incremented.


Number of Calls

The Number of Calls field displays the number of calls placed by the contact on the same issue. The value is automatically incremented.


Go Back to Original

The Go Back to Original command discards the modifications made to the Call input window and reverts to the last saved settings.


Number of Call Attempts

The Number of Call Attempts frame displays the data relating to unsuccessful call-back attempts. The list contains date and time of each attempt, user, and reason the call was not serviced.


Contact Called

The Contact Called frame displays the information relating to each call placed by the caller on the same issue.


Busy

The Busy command allows the user to specify the call could not be returned because the line was busy.


Contact Absent

The Contact Absent command allows the user to specify the call could not be returned because the caller was away.


Service Call

The Service Call command allows the user to display the relevant interface to service the call. The interface contains information relating to the contact.


Wrong Number

The Wrong Number command allows the user to specify the call could not be returned because of a wrong number.


Other Reason

The Other Reason command allows the user to specify the call could not be returned for a reason to specify. The Other Reason window is displayed to allow the user to enter an explanation.


Correction

The Correction command allows the user to make modifications to the selected call.


Contact Busy

The Contact Busy command allows the user to specify the call could not be returned because the contact was busy.


No Answer

The No Answer command allows the user to specify the call could not be returned because there was no answer.


New Call

The New Call command allows the user to enter information relating to a new incoming call.


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New Call Schedule

The New Call Schedule command allows the user to create a new call schedule.


Select a Call Schedule

The Select a Call Schedule command displays the Select a Call Schedule list window to allow the user to select a different call schedule.


Save Call Schedule

The Save Call Schedule command allows the user to save modifications made to the selected call schedule. The information remains on screen to permit further modifications.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected call schedule and reverts to the last saved settings.


Delete Call Schedule

The Delete Call Schedule command allows the user to delete the selected call schedule. The command is unavailable if the call schedule is in use.


First Call Schedule

The First Call Schedule command displays the call schedule whose number has the lowest value according to the selected sorting order.


Last Call Schedule

The Last Call Schedule command displays the call schedule whose number has the highest value according to the selected sorting order.


Previous Call Schedule

The Previous Call Schedule command displays the call schedule whose number comes before that of the selected call schedule, according to the active sorting order.


Next Call Schedule

The Next Call Schedule command displays the call schedule whose number comes after that of the selected sucall schedule, according to the active sorting order.


Change Number

The Change Number command allows the user to assign a new number to the selected call schedule. A maximum of 4 digits is allowed.


Go Back to List

The Go Back to List command allows the user to save the modifications made to the selected call schedule, closes the Call Schedule input window and displays the Call Schedules list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new call schedule. When Save is displayed, it saves the call schedule settings and displays a blank Call Schedule screen.


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New Call

The New Call command displays the Addition of a Note window. The New Call command is available only when a call is selected under the Call tab of the interface.


Service Selected Call

The Service Selected Call command displays the Service Call window. Information relating to the selected call is displayed. The Service Selected Call command is available only when a call is selected under the Call tab of the interface.


Select Contact

The Select Contact command displays the Select a Contact list window to allow the user to select a different contact to view.


Update

The Update command refreshes the contents of the interface after its modification. No actual modification is made within the interface. To correct an information, the user must access the original input window.


First Contact

The First Contact command displays the contact whose number has the lowest value according to the selected sorting order.


Last Contact

The Last Contact command displays the contact whose number has the highest value according to the selected sorting order.


Previous Contact

The Previous Contact command displays the contact whose number comes before that of the selected contact, according to the active sorting order.


Next Contact

The Next Contact command displays the contact whose number comes after that of the selected contact, according to the active sorting order.


Customer Interface

The Customer Interface command allows the user to display the customer interface containing information relating to the customer to select.


Supplier Interface

The Supplier Interface command allows the user to display the supplier interface containing information relating to the supplier to select.


Inventory Interface

The Inventory Interface command allows the user to display the inventory interface containing information relating to the product to select.


Address Interface

The Address Interface command allows the user to display the address interface containing information relating to the contact to select.


Go Back to List

The Go Back to List command allows the user to save the modifications made to the window, closes the interface and displays the Contacts list window.


Customer

The Customer field displays the name of the caller. The contents of this field can only be modified through the Customer input window.


Customer

The Customer field displays the name of the caller. The contents of this field can only be modified through the Customer input window.


Note

The Note field allows the user to enter a contact's comment and to append additional information. A maximum of 255 characters is allowed.


Customer Interface Commands

The Commands frame displays all commands available through the customer interface. It is possible to modify the contents and layout of this frame.


Number

The Number field contains the number of the selected contact. Clicking Number closes the interface and displays the Contacts list window, showing the Customer/Number tab.


Number

The Number field contains the number of the selected contact. Pressing the question mark key while the pointer is located in the Number field closes the interface and displays the Contacts list window, showing the Customer/Number tab.


Sorting Key

The Sorting Key field displays the sorting key assigned to the selected customer. The contents of this field can only be modified through the Customer input window.


Sorting Key

The Sorting Key field displays the sorting key assigned to the selected customer. The contents of this field can only be modified through the Customer input window.


Customer

The Customer displays the name of the selected customer. The contents of this field can only be modified through the Customer input window.


Customer

The Customer displays the name of the selected customer. The contents of this field can only be modified through the Customer input window.


c/o

The c/o field contains the name of a contact person within the company. The contents of this field can only be modified through the Customer input window.


c/o

The c/o field contains the name of a contact person within the company. The contents of this field can only be modified through the Customer input window.


Bill To

The Bill To field contains the number of the party billed for the purchases of the customer, if necessary. The contents of this field can only be modified through the Customer input window.


Bill To

The Bill To field contains the number of the party billed for the purchases of the customer, if necessary. The contents of this field can only be modified through the Customer input window.


Address

The Address field contains the street address of the customer. The contents of this field can only be modified through the Customer input window.


Address

The Address field contains the street address of the customer. The contents of this field can only be modified through the Customer input window.


City

The City field contains the name of the city where the customer is located. The contents of this field can only be modified through the Customer input window.


City

The City field contains the name of the city where the customer is located. The contents of this field can only be modified through the Customer input window.


Country

The Country field contains the name of the country where the customer is located. The contents of this field can only be modified through the Customer input window.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country. The contents of this field can only be modified through the Customer input window.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country. The contents of this field can only be modified through the Customer input window.


Sales Representative

The Sales Representative field displays the name of the sales representative associated with the selected customer. The contents of this field can only be modified through the Customer input window.


Sales Representative

The Sales Representative field displays the name of the sales representative associated with the selected customer. The contents of this field can only be modified through the Customer input window.


Terms

The Terms field contains the number of the terms of payment applicable to the customer. The contents of this field can only be modified through the Customer input window.


Terms

The Terms field contains the number of the terms of payment applicable to the customer. The contents of this field can only be modified through the Customer input window.


Shipping

The Shipping field displays the number of the shipping mode entered in the customer's file. The contents of this field can only be modified through the Customer input window.


Shipping

The Shipping field displays the number of the shipping mode entered in the customer's file. The contents of this field can only be modified through the Customer input window.


Rebate

The Rebate field contains the number of the discount granted to the customer. The contents of this field can only be modified through the Customer input window.


Rebate

The Rebate field contains the number of the discount granted to the customer. The contents of this field can only be modified through the Customer input window.


Bad Check

The Bad Check field displays the number of checks with unsufficient funds issued by the customer. The contents of this field can only be modified through the Customer input window.


Bad Check

The Bad Check field displays the number of checks with unsufficient funds issued by the customer. The contents of this field can only be modified through the Customer input window.


Credit Notice

The Credit Notice field displays the number of past due notices sent to the customer. The contents of this field can only be modified through the Customer input window.


Credit Notice

The Credit Notice field displays the number of past due notices sent to the customer. The contents of this field can only be modified through the Customer input window.


Interest

The Interest field displays the interest charged to the customer on unpaid balance. The contents of this field can only be modified through the Customer input window.


Interest

The Interest field displays the interest charged to the customer on unpaid balance. The contents of this field can only be modified through the Customer input window.


Language

The Language field contains the language used when communicating with the customer. The contents of this field can only be modified through the Customer input window.


Language

The Language field contains the language used when communicating with the customer. The contents of this field can only be modified through the Customer input window.


Price

The Price field contains displays the price list assigned to the selected customer. The contents of this field can only be modified through the Customer input window.


Price

The Price field contains displays the price list assigned to the selected customer. The contents of this field can only be modified through the Customer input window.


Opening Date

The Opening Date field displays the opening date of the selected customer's file.


Opening Date

The Opening Date field displays the opening date of the selected customer's file.


Account Statement

The Account Statement field displays the account statement produced for the selected customer. The contents of this field can only be modified through the Customer input window.


Account Statement

The Account Statement field displays the account statement produced for the selected customer. The contents of this field can only be modified through the Customer input window.


Credit Line

The Credit Line field displays the type of credit line accorded to the selected customer. The contents of this field can only be modified through the Customer input window.


Credit Line

The Credit Line field displays the type of credit line accorded to the selected customer. The contents of this field can only be modified through the Customer input window.


Credit Line Amount

The Credit Line Amount field displays the credit line accorded to the selected customer. The contents of this field can only be modified through the Customer input window.


Credit Available

The Credit Available field displays the amount still available on the selected customer's credit line. The figure results from the substraction of the used amount from the total credit line accorded.


Comments

The Comments field contains miscellanious information relating to the customer as entered in the customer's file.


E-mail

The E-Mail field displays the E-mail address of the selected customer. The contents of this field can only be modified through the Customer input window.


E-mail

The E-Mail field displays the E-mail address of the selected customer. The contents of this field can only be modified through the Customer input window.


Web Site

The Web Site field displays the address of the customer's Web site. The contents of this field can only be modified through the Customer input window.


Web Site

The Web Site field displays the address of the customer's Web site. The contents of this field can only be modified through the Customer input window.


Receivable

The Receivable field contains the number of the accounts receivable used with the selected customer. The contents of this field can only be modified through the Customer input window.


Receivable

The Receivable field contains the description of the accounts receivable used with the selected customer. The contents of this field can only be modified through the Customer input window.


Territory

The Territory field contains the number of the territory assigned to the selected customer. The contents of this field can only be modified through the Customer input window.


Territory

The Territory field contains the description of the territory assigned to the selected customer. The contents of this field can only be modified through the Customer input window.


Project

The Project field contains the number of the project used by default wit entry made to the selected customer's account. The contents of this field can only be modified through the Customer input window.


Tax Group

The Tax Group field contains the number of the tax group used by default for entries made to the selected customer's account. The contents of this field can only be modified through the Customer input window.


Tax Group

The Tax Group field contains the number of the tax group used by default for entries made to the selected customer's account. The contents of this field can only be modified through the Customer input window.


Number

The Number field contains the number of the selected contact. Clicking Number closes the interface and displays the Select a Contact list window, showing the Supplier/Number tab.


Number

The Number field contains the number of the selected contact. Pressing the question mark key while the pointer is located in the Number field closes the interface and displays the Select a Contact list window, showing the Supplier/Number tab.


Sorting Key

The Sorting Key field displays the sorting key assigned to the selected supplier. The contents of this field can only be modified through the Supplier input window.


Sorting Key

The Sorting Key field displays the sorting key assigned to the selected supplier. The contents of this field can only be modified through the Supplier input window.


Supplier

The Supplier field displays the name of the supplier. The contents of this field can only be modified through the Supplier input window.


Supplier

The Supplier field displays the name of the supplier. The contents of this field can only be modified through the Supplier input window.


Pay To

The Pay To field displays the name of the supplier to whom send payments for purchases made, when different from that of the actual supplier. The contents of this field can only be modified through the Supplier input window.


Pay To

The Pay To field displays the name of the supplier to whom send payments for purchases made, when different from that of the actual supplier. The contents of this field can only be modified through the Supplier input window.


c/o

The c/o field contains the name of a contact person within the company. The contents of this field can only be modified through the Supplier input window.


c/o

The c/o field contains the name of a contact person within the company. The contents of this field can only be modified through the Supplier input window.


Address

The Address field contains the street address of the supplier. The contents of this field can only be modified through the Supplier input window.


Address

The Address field contains the street address of the supplier. The contents of this field can only be modified through the Supplier input window.


City

The City field contains the name of the city where the supplier is located. The contents of this field can only be modified through the Supplier input window.


City

The City field contains the name of the city where the supplier is located. The contents of this field can only be modified through the Supplier input window.


Country

The Country field contains the name of the country where the supplier is located. The contents of this field can only be modified through the Supplier input window.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country. The contents of this field can only be modified through the Supplier input window.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country. The contents of this field can only be modified through the Supplier input window.


Web Site

The Web Site field displays the address of the supplier's Web site. The contents of this field can only be modified through the Supplier input window.


Web Site

The Web Site field displays the address of the supplier's Web site. The contents of this field can only be modified through the Supplier input window.


Purchase Account

The Purchase Account field contains the number of the purchase account used by default when a purchase is entered for this supplier. The contents of this field can only be modified through the Supplier input window.


Purchase Account

The Purchase Account field contains the number of the purchase account used by default when a purchase is entered for this supplier. The contents of this field can only be modified through the Supplier input window.


Terms

The Terms field contains the number of the terms of payment used with this supplier. The contents of this field can only be modified through the Supplier input window.


Terms

The Terms field contains the number of the terms of payment used with this supplier. The contents of this field can only be modified through the Supplier input window.


Exception

The Exception field contains the number of the tax exception applied by default to purchases made at the selected supplier. The contents of this field can only be modified through the Supplier input window.


Exception

The Exception field contains the number of the tax exception applied by default to purchases made at the selected supplier. The contents of this field can only be modified through the Supplier input window.


Receivable

The Receivable field displays the number of the accounts receivable used for purchases made at the selected supplier. The contents of this field can only be modified through the Supplier input window.


Receivable

The Receivable field displays the number of the accounts receivable used for purchases made at the selected supplier. The contents of this field can only be modified through the Supplier input window.


Tax Group

The Tax Group field contains the number of the tax group used by default for entries made to the selected supplier's account. The contents of this field can only be modified through the Supplier input window.


Tax Group

The Tax Group field contains the number of the tax group used by default for entries made to the selected supplier's account. The contents of this field can only be modified through the Supplier input window.


Customer Number

The Customer Number field contains the company's file number at the selected supplier. The contents of this field can only be modified through the Supplier input window.


Customer Number

The Customer Number field contains the company's file number at the selected supplier. The contents of this field can only be modified through the Supplier input window.


Supplier's Language

The Supplier's Language field contains the language used when communicating with the supplier. The contents of this field can only be modified through the Supplier input window.


Supplier's Language

The Supplier's Language field contains the language used when communicating with the supplier. The contents of this field can only be modified through the Supplier input window.


Price List

The Price List field displays the price list used for the selected supplier. The contents of this field can only be modified through the Supplier input window.


Price List

The Price List field displays the price list used for the selected supplier. The contents of this field can only be modified through the Supplier input window.


Name

The Name field displays the name of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


Name

The Name field displays the name of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


Telephone

The Telephone field displays the telephone number of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


Telephone

The Telephone field displays the telephone number of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


Extension

The Ext. field displays the telephone extension number of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


Extension

The Ext. field displays the telephone extension number of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


E-mail

The E-Mail field displays the E-mail address of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


E-mail

The E-Mail field displays the E-mail address of the supplier's sales representative. The contents of this field can only be modified through the Supplier input window.


Comments

The Comments field contains miscellanious information relating to the supplier as entered in the supplier's file.


Supplier Interface Commands

The Commands frame displays all commands available through the supplier interface. It is possible to modify the contents and layout of this frame.


Inventory Interface Commands

The Commands frame displays all commands available through the inventory interface. It is possible to modify the contents and layout of this frame.


Address Interface Commands

The Commands frame displays all commands available through the address interface. It is possible to modify the contents and layout of this frame.


Number

The Number field contains the number assigned to the selected product. Clicking Number displays the Select a Product list window, showing the Product tab.


Number

The Number field contains the number assigned to the selected product. Pressing the question mark key while the pointer is located in the Number field displays the Select a Product list window, showing the Product tab.


Description 1

The Description 1 field displays the name of the product in the language set as the Description 1 language in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Description 1

The Description 1 field displays the name of the product in the language set as the Description 1 language in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Description 2

The Description 2 field displays the name of the product in the language set as the Description 2 language in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Description 2

The Description 2 field displays the name of the product in the language set as the Description 2 language in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Description 3

The Description 3 field displays the name of the product in the language set as the Description 3 language in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Description 3

The Description 3 field displays the name of the product in the language set as the Description 3 language in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Location

The Location field contains the information relating to the selected product's location within the storage area. The contents of this field can only be modified through the Product input window.


Location

The Location field contains the information relating to the selected product's location within the storage area. The contents of this field can only be modified through the Product input window.


Retail Price

The Retail Price frame displays the different sales prices calculated according to the price list assigned by the supplier. The contents of this field can only be modified through the Product input window.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Retail Price 2

The Retail Price 2 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Retail Price 2

The Retail Price 2 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Retail Price 3

The Retail Price 3 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Retail Price 3

The Retail Price 3 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Retail Price 4

The Retail Price 4 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Retail Price 4

The Retail Price 4 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Suggested Retail Price

The Suggested Retail Price field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Suggested Retail Price

The Suggested Retail Price field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab. The contents of this field can only be modified through the Product input window.


Quantity

The Quantity frame displays the prices applicable to the sales of multiple units of the selected product. Quantity prices are applied when the price level 6 is selected. The contents of this field can only be modified through the Product input window.


From 1 To

The From 1 To field displays the number of units for which the first level for quantity prices is applicable. The contents of this field can only be modified through the Product input window.


From 1 To

The From 1 To field displays the number of units for which the first level for quantity prices is applicable. The contents of this field can only be modified through the Product input window.


From 1 To

The From 1 To field displays the price applicable for the first level of quantity prices. The contents of this field can only be modified through the Product input window.


Up To

The Up To field displays the number of units for which the second level for quantity prices is applicable. The contents of this field can only be modified through the Product input window.


Up To

The Up To field displays the number of units for which the second level for quantity prices is applicable. The contents of this field can only be modified through the Product input window.


Up To

The Up To field displays the price applicable for the first level of quantity prices. The contents of this field can only be modified through the Product input window.


And Over

The And Over field displays the number of units for which the third level for quantity prices is applicable. The contents of this field can only be modified through the Product input window.


And Over

The And Over field displays the price applicable for the third level of quantity prices. The contents of this field can only be modified through the Product input window.


Product Price Cost

The Product Price Cost frame displays the cost prices for the selected product.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item. The value is taken from the product file.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item. The value is taken from the product file.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The value is taken from the product file.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The value is taken from the product file.


Unit Code

The Unit Code field displays the number of items that makes up one unit of the selected product. For example, a dozen of eggs contains 12 items but still represents a single unit. The contents of this field can only be modified through the Product input window.


Unit Code

The Unit Code field displays the number of items that makes up one unit of the selected product. For example, a dozen of eggs contains 12 items but still represents a single unit. The contents of this field can only be modified through the Product input window.


Unit Code

The Unit Code field displays the number of items that makes up one unit of the selected product. For example, a dozen of eggs contains 12 items but still represents a single unit. The contents of this field can only be modified through the Product input window.


In Inventory

The In Inventory field displays the number of items in stock. This information is taken from the product's file.


In Inventory

The In Inventory field displays the number of items in stock. This information is taken from the product's file.


Purchased

The Purchased field displays the number of the selected product for which an order is placed to the supplier. The information is taken from the product file.


Purchased

The Purchased field displays the number of the selected product for which an order is placed to the supplier. The information is taken from the product file.


On Order

The On Order field displays the number of the selected product that is on order from a customer. The information is taken from the product file.


On Order

The On Order field displays the number of the selected product that is on order from a customer. The information is taken from the product file.


Bid

The Bid field displays the number of the selected product that is on bid for a customer. The information is taken from the product file.


Bid

The Bid field displays the number of the selected product that is on bid for a customer. The information is taken from the product file.


On reserve

The On Reserve field displays the number of the selected product that is set aside for a customer. The information is taken from the product file.


On reserve

The On Reserve field displays the number of the selected product that is set aside for a customer. The information is taken from the product file.


Demo

The Demonstration field displays the number of the selected product that is on display. The information is taken from the product file.


Demo

The Demonstration field displays the number of the selected product that is on display. The information is taken from the product file.


Undergoing Repair

The Undergoing Repair field displays the number of the selected product that is undergoing repair. The information is taken from the product file.


Undergoing Repair

The Undergoing Repair field displays the number of the selected product that is undergoing repair. The information is taken from the product file.


Reorder Point

The Reorder Point field contains the number of in stock items to reach before placing an order for the selected product. The information is taken from the product file.


Reorder Point

The Reorder Point field contains the number of in stock items to reach before placing an order for the selected product. The information is taken from the product file.


Maximum Quantity

The Maximum Quantity field contains the maximum number of item to keep in stock. The information is taken from the product file.


Maximum Quantity

The Maximum Quantity field contains the maximum number of item to keep in stock. The information is taken from the product file.


Quantity to Purchase

The Quantity to Purchase field displays the economical quantity of the selected product to buy to profit from the lowest price. The information is taken from the Supplier Product input window.


Quantity to Purchase

The Quantity to Purchase field displays the economical quantity of the selected product to buy to profit from the lowest price. The information is taken from the Supplier Product input window.


Product Image

The Product Image tab displays the picture associated with the selected product. The contents of this tab can only be modified through the Product window.


Image Filename

The Image Filename field contains the location and name of the selected image. The contents of this field can only be modified through the Product window.


Image Filename

The Image Filename field contains the location and name of the selected image. The contents of this field can only be modified through the Product window.


Number

The Number field contains the number of the selected contact. Clicking Number closes the interface and displays the Select a Contact list window, showing the Address tab.


Number

The Number field contains the number of the selected contact. Pressing the question mark key while the pointer is located in the Number number closes the interface and displays the Select a Contact list window, showing the Address tab.


Name

The Name field displays the name of the contact. The contents of this field can only be modified through the Address input window.


Name

The Name field displays the name of the contact. The contents of this field can only be modified through the Address input window.


c/o

The c/o field contains the name of a contact person within the company. The contents of this field can only be modified through the Address input window.


c/o

The c/o field contains the name of a contact person within the company. The contents of this field can only be modified through the Address input window.


Address

The Address field contains the street address of the contact. The contents of this field can only be modified through the Address input window.


Address

The Address field contains the street address of the contact. The contents of this field can only be modified through the Address input window.


City

The City field contains the name of the city where the contact is located. The contents of this field can only be modified through the Address input window.


City

The City field contains the name of the city where the contact is located. The contents of this field can only be modified through the Address input window.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country. The contents of this field can only be modified through the Address input window.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country. The contents of this field can only be modified through the Address input window.


Telephone

The Telephone field displays the telephone number of the contact. The contents of this field can only be modified through the Address input window.


Telephone

The Telephone field displays the telephone number of the contact. The contents of this field can only be modified through the Address input window.


Fax

The Fax field displays the fax number of the contact. The contents of this field can only be modified through the Address input window.


Fax

The Fax field displays the fax number of the contact. The contents of this field can only be modified through the Address input window.


E-mail

The E-Mail field displays the E-mail address of the selected contact. The contents of this field can only be modified through the Address input window.


E-mail

The E-Mail field displays the E-mail address of the selected contact. The contents of this field can only be modified through the Address input window.


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New Waiting List

The New Waiting List command displays the Waiting List input window to allow the user to create a new waiting list.


Select a Waiting List

The Select a Waiting List command displays the Select Waiting List list window to allow the user to select a different waiting list.


Save Waiting List

The Save Waiting List command saves the modifications made to the selected waiting list. The information remains on screen to permit further modifications.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected waiting list and reverts to the last saved values.


Delete Waiting List

The Delete Waiting List command allows the user to delete the selected waiting list. The waiting list must be empty for the command to be performed.


First Waiting List

The First Waiting List command displays the waiting list whose number has the lowest value according to the selected sorting order.


Last Waiting List

The Last Waiting List command displays the waiting list whose number has the highest value according to the selected sorting order.


Previous Waiting List

The Previous Waiting List command displays the waiting list whose number comes before that of the selected waiting list, according to the active sorting order.


Next Waiting List

The Next Waiting List command displays the waiting list whose number comes after that of the selected waiting list, according to the active sorting order.


Change Number

The Change Number command allows the user to assign a new number to the selected waiting list. A maximum of 4 digits is allowed.


Go Back to List

The Go Back to List command saves the modifications made to the selected waiting list, closes the Waiting List input window, and displays the Waiting Lists list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new waiting list. When Save is displayed, it saves the waiting list settings and displays a blank Waiting List screen.


Number

The Number field contains the number assigned to the selected waiting list. Clicking Number displays the Select Waiting List list window.


Number

The Number field contains the number assigned to the selected waiting list. Pressing the question mark key while the pointer is located in the Number field displays the Select Waiting List list window.


Description

The Description field contains the name given to the selected waiting list. A maximum of 60 characters is allowed.


Description

The Description field contains the name given to the selected waiting list. A maximum of 60 characters is allowed.


Call Schedule Number

The Number field contains the number of the call schedule used for the selected waiting list. Clicking Number displays the Select a Call Schedule list window.


Call Schedule Number

The Number field contains the number of the call schedule used for the selected waiting list. Pressing the question mark key while the pointer is located in the Number field displays the Select a Call Schedule list window.


Description

The Description field contains the title of the selected call schedule. The contents of this field can only be modified through the Call Schedule input window.


Description

The Description field contains the title of the selected call schedule. The contents of this field can only be modified through the Call Schedule input window.


Read Confirmation Request

Select this option to request read confirmations for batch E-mails. To access this option, MAPI must first be selected.


Request Read Confirmation

Select this box to request read confirmation when sending batch E-mails. MAPI must be selected to access this option.  For more information, see Internet Configuration


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New Worksheet

The New Worksheet command displays a blank worsheet to allow the user to create a new financial statement.


Open Worksheet

The Open Worksheet command opens a previously saved calculation sheet in a new page. The available files are in the .rgs or .fc1 format. If a calculation sheet is already being edited in the current page at the time the function is called, the report generator will open the new document in a new page.


Save Sheet

The Save Sheet command saves the contents of the active calculation sheet as a .rgs file.


Print Worksheet

The Print Worksheet command starts the printing procedure for the contents of the calculation sheet. This function also allows the user to save the sheet as a .prn file for future printing.


Print Setup

The Print Setup command opens the print setup window to allow the user to define the print parameters for the calculation sheet.


Options

The Options command allows the user to modify how numbers are displayed in the Reports Generator.


Current Functions

The Current Functions command displays the list of programmed functions that can be used to do calculations. If the desired function is not displayed, select Other. The Functions window is displayed. To see the contents of each function group, see the chapter entitled Current Functions.


Accounts

The Accounts command displays the Select an account help window which lets the user select an account to insert in the cell or formula.


Account Range

The Account Range command displays the Select an account window to let the user select the first account to cover in the range desired. After the first account is selected, the same window will appear enabling the user to select the last account in the range.


Cancel

The Cancel command discards the modification made to the active cell and reverts to the last saved settings.


Finish Cell Edition

The Finish Cell Edition command confirms the changes made to the active cell and do the calculations required, if necessary.


Addition

The Addition command lets the user calculate the sum of the elements unite by the "+" sign. The system respects all mathematical rules with respect to the order of operations: the operations inside brackets are done first, multiplication and division operations next before addition and subtraction operations are done. All of this is done from left to right.


Substraction

The Substraction command lets the user calculate the difference between the elements united by the "-" sign. The system respects all mathematical rules with respect to the order of operations: the operations inside brackets are done first, multiplication and division operations next before addition and subtraction operations are done. All of this is done from left to right.


Multiplication

The Multiplication command lets the user calculate the product of the elements united by the "x" sign. The system respects all mathematical rules with respect to the order of operations: the operations inside brackets are done first, multiplication and division operations next before addition and subtraction operations are done. All of this is done from left to right.


Division

The Division command lets the user get the quotient for the elements united by the "/" sign. The system respects all mathematical rules with respect to the order of operations: the operations inside brackets are done first, multiplication and division operations next before addition and subtraction operations are done. All of this is done from left to right.


Adjust Line Spacing

The Adjust Line Spacing command lets the user adjust the line spacing. Slide the button on bar until the desired spacing is attained. Click once more on the icon to accept the new value and erase the bar.


Define Default Font

The Define Default Font command displays the Police winodw to allow the user to define font settings used for the entire worksheet not otherwise modified.


Search

The Search command lets the user look for data in a produced list or report. This could be a word, an amount or a character string. Each instance of the object of the search will be highlighted.


Windows/DOS Printing

The Windows/DOS Printing command allows the user to switch between Windows and DOS printing modes, thus permitting the worksheet being printed on dot-matrix printers.


List of Sheets

The List of Sheets command displays the List of Financial Statements window to allow the user to select a different worksheet to view.


Preview

The Preview command allows the user to visualize the worksheet as it would be printed using current print settings.


Close Worksheet

The Close Worksheet command closes the active calculation sheet. If changes were made since the last save, the system will offer to save the sheet.


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List of Companies

The List of Companies frame contains the list of companies available in the active Company Folder. Select each company to consolidate.


OK

The OK command allows the user to consolidate the selected companies. The result is displayed in a new worksheet.


Cancel

The Cancel command discards modifications made to the List of Companies window and terminates the operation. The window is closed.


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New Financial Statement

The New Financial Statement command displays a blank worksheet to allow the user to create a new financial statement.


New

The New command displays a blank worksheet to allow the user to create a new financial statement.


View/Modify Financial Statement

The View/Modify Financial Statement command displays the selected worksheet to allow the user to view or modify the financial statement.


Add to Favorites

The Add to Favorites command inserts the selected financial statement icon into the My Favorites window to allow quick access to the financial statement.


Add to Main Menu

The Add to Main Menu command allows the user to add the selected file name to the Report menu, under the Report Generator option.


Delete Selected Financial Statement

The Delete Selected Financial Statement command allows the user to delete the selected financial statement.


Update

The Update command refreshes the contents of the List of Financial Statements after its modification.


Select

The Select command allows the user to display the selected financial statement.


Add to Favorites

The Add to Favorites command inserts the selected financial statement icon into the My Favorites window to allow quick access to the financial statement.


Add to Main Menu

The Add to Main Menu command allows the user to add the selected file name to the Report menu, under the Report Generator option.


Files

The Files frame displays the list of financial statements contained in the selected company's folder.


Companies

The Companies frame contains the list of company folders available in the selected company folder. By default, C:\F1000.DTA folder is used.


Type

The Type field allows the user to select the type of files to include in the Files frame, from the drop-down menu.


Type

The Type group allows the user to select the type of files to include in the Files frame, from the drop-down menu.


Cancel

The Cancel command discards the selection and closes the List of Financial Statements window.


Companies

The Companies frame contains the list of company folders available in the selected company folder. By default, C:\F1000.DTA folder is used.


Company Folder

The Company Folder field displays the location of the company folder. By default, C:\F1000.DTA folder is used.


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Action

The Action group contains options regarding the conservation and deletion of posted transactions.


Do not Delete Transactions

The Do not Delete Transactions option allows the user to retain posted transactions in the batch.


Delete Authorized Transactions Only

The Delete Authorized Transactions Only option allows the user to delete all posted transactions of the batch. Transactions not posted are retained.


Delete Batch and All Transactions

The Delete Batch and All Transactions option allows the user to delete the selected batch. All transactions it contains will be deleted as well.


Cancel

The Cancel command discards the input and cancels the posting of the selected batch transactions.


OK

The OK command starts the transaction posting operation using the selected option.


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Periods

The Periods option lets the user specify the interval of periods to cover in evaluating the ratio value.


Beginning of the Interval

The From field contains the number of the first period of the interval. To evaluate the ratio for a single period, the same period number should be entered in both the From and To fields.


Beginning of the Interval

The From field contains the number of the first period of the interval. To evaluate the ratio for a single period, the same period number should be entered in both the From and To fields.


End of the Interval

The To field contains the number of the last period of the interval. To evaluate the ratio for a single period, the same period number should be entered in both the From and To fields.


End of the Interval

The To field contains the number of the last period of the interval. To evaluate the ratio for a single period, the same period number should be entered in both the From and To fields.


All

The All option lets the user evaluate the ratio for all periods of the current financial year.


Ratio Value

The Ratio Value contains the result of the evaluation. The calculation takes into account the entered parameters.


Comment

The Comment field displays the comment associated with the ratio value, as entered under the Comments tab of the Ratio input window.


Evaluate

The Evaluate command starts the ratio evaluation operation using entered parameters.


Cancel

The Cancel command stops the ratio evaluation procedure and closes the window.


Periods

The Periods group allows the user to specify the interval of periods to take into account for evaluating the ratio.


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Available Periods

The Available Period(s) group displays the periods available for selection. Depending on the operation performed, the selection is limited to one period or an interval. To select an interval of periods, click the first period and drag the pointer over each period of the interval. Clicking OK inserts the selection in the report configuration window.


OK

The OK command inserts the selection in the appropriate fields of the report configuration window and closes the Select Periods window.


Cancel

The Cancel command discards the selection and closes the Select Periods window. No period is selected.


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Reconcile Account

The Reconcile Account filed contains the number of the account to reconcile. Pressing the question mark while the pointer is located in the Reconcile Account field displays the Select an Account to Reconcile window.


Reconciliation Date

The Reconciliation Date field contains the date printed on the reconciliation report. Clicking Reconciliation Report displays the integrated calendar.


Reconciliation Date

The Reconciliation Date field contains the date printed on the reconciliation report. Pressing the question mark key while the pointer is in the Reconciliation Report field displays the integrated calendar.


OK

The OK command inserts the selection in the Reconcile Account window and closes the selection window.


Cancel

The Cancel command discards any modification made to the Reconcile Account window and closes the Selection window. No information is inserted in the reconciliation window.


Reconcile Account

The Reconcile Account filed contains the number of the account to reconcile. Pressing the question mark while the pointer is located in the Reconcile Account field displays the Select an Account to Reconcile window.


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OK

The OK command applies the selection parameters and closes the Selection Parameters window. Transactions to reconcile are selected according to these parameters.


Cancel

The Cancel command discards the modifications made to the window, closes it and displays the Reconcile Account input window.


Reconcile

The Reconcile option of the Action group allows the user to select transactions for reconciliation in the Reconcile Account window.


Unreconcile

The Unreconcile option of the Action group allows the user to clear transactions in the Reconcile Account window.


Checks

The Checks option allows the user to apply the selected action to checks entered in the selected account. It is possible to select more than one type of transaction.


Deposits

The Deposits option allows the user to apply the selected action to deposits entered in the selected account. It is possible to select more than one type of transaction.


Entries

The Entries option allows the user to apply the selected action to accounting entries other than checks and deposits. It is possible to select more than one type of transaction.


All Postings

The All Postings option allows the user to apply the selected action to any entry of the selected account.


Range

It is possible to apply the selected action to entries selected according to their date of entry. The user enters the interval beginning and ending dates. The integrated calendar is displayed.


Beginning of Interval

The From field contains the date of the beginning of the interval to consider in the selection of entries to which to apply the selected action.


End of Interval

The To field contains the date of the end of the interval to consider in the selection of entries to which to apply the selected action.


End of Interval

The To field contains the date of the end of the interval to consider in the selection of entries to which to apply the selected action.


Categories

The Categories group allows the user to select the account categories for which to transfer the reconciliation.


Dialogue_ImportationTransactions

Contient DlgSelectImportTrans


Name

The Name field contains the name assigned to an automatic transfer file and its location. The Importing Transactions window is displayed at the opening of a company when such a transfer file is detected in the company's folder.


Description

The Description field contains a summary description of the automatic transaction transfer file.


Cancel

The Cancel command terminates the transaction import operation. No transaction is transferred and the Import Transactions window will be displayed the next time the company is opened.


Import

The Import command saves the transfer parameters and starts the import procedure.


Erase File

The Erase File command lets the user delete the import file once the transfer is complete.


View File

The View File command displays the content of the file to be imported.


Import Transactions into the Current Period

The Import Transactions into the Current Period option allows the user to transfer transactions to the current accounting period of the company.


Import Transactions into the Previous Period

The Import Transactions into the Previous Period option allows the user to transfer transactions to the accounting period that precedes the current period of the company.


Import Transactions into a Batch

The Import Transactions into a Batch option lets the user transfer transactions into a batch. The batch number is to be specified on the following line.


Batch Number

The Batch Number field contains the number of the batch set to hold the transactions transferred. Clicking Batch Number displays the Select a Batch window.


Batch Number

The Batch Number field contains the number of the batch set to hold the transactions transferred. Pressing the question mark key while the pointer is located in the Batch Number field displays the Select a Batch window.


Import Transactions According to the Period of each Transaction

The Import Transactions According to the Period of each Transaction option lets the user transfer the transactions into their respective period of entry.


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Cancel

The Cancel command discards the selection and closes the Select Categories window.


OK

The OK command saves the account selection parameters and closes the Select Categories window. Accounts of the selected categories are marked in the Transfer Reconciliation window.


Categories

The Categories option group allows the user to select accounts for which to transfer the reconciliation according to the categories.


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End of Interval

The To field contains the date of the end of the interval to consider in the selection of entries to post to the general ledger.


Select

The Select option of the Action group allows the user to select transactions for posting to the general ledger, according to selected parameters.


Unselect

The Unselect option of the Action group allows the user to cancel the selection of transactions set for posting to the general ledger, according to parameters.


All Transactions

The All Transactions option allows the user to set all batch transactions for posting to the general ledger.


Range

It is possible to select batch transactions to post to the general ledger according to their date of entry. The user enters the interval beginning and ending dates. The integrated calendar is displayed.


End of Interval

The To field contains the date of the end of the interval to consider in the selection of entries to post to the general ledger.


Checks

The Checks option allows the user to select checks for posting to the general ledger. It is possible to select more than one type of transaction.


Entries

The Entries option allows the user to select accounting entries other than checks and deposits for posting to the general ledger. It is possible to select more than one type of transaction.


Deposits

The Deposits option allows the user to select deposits for posting to the general ledger. It is possible to select more than one type of transaction.


Beginning of Interval

The From field contains the date of the beginning of the interval to consider in the selection of entries to post to the general ledger.


OK

The OK command applies the selection parameters and closes the Batch Processing window. Transactions to post to the general ledger are selected according to these parameters.


Cancel

The Cancel command discards the modifications made to the window, closes it and displays the Batch Processing input window.


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Cancel

The Cancel command closes the List of GIFI Accounts window. No GIFI account number is inserted in the Account input window.


Select

The Select command inserts the selected GIFI account number into the GIFI Number field of the Account window.


List of Accounts

The List of GIFI Accounts window provides a list of all accounts of the General Index of Financial Information (GIFI).


Fenetre_ListeAdresses


New Address

The New Address command displays a blank Address window to allow the user to create a new contact.


View/Modify Address

The View/Modify Address command displays the selected contact's information in the Address window.


Update

The Update command refreshes the contents of the Addresses list window after its modification. For more information, see Update.


Options

The Options command displays the Options dialogue window to allow the user to display additional columns or hide active ones. Each tab of the Addresses window contains a different set of columns that may be displayed.


Address Interface

The Address Interface command displays the Address Interface input window that allows the user to view all information pertaining to the selected contact.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number is the sorting order available for addresses. Under the Number tab, addresses are sorted in ascending order of the number they were assigned.


Number

The Number tab displays the addresses by ascending order of number. To quickly locate an address, type the first few characters of the address to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the Address input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


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New Balance Sheet

The New Balance Sheet command displays the Balance Sheet window to allow for the creation of a new balance sheet template. For more information, see Balance Sheet or Income Statement Template Creation.


View/Modify Balance Sheet

The View/Modify Balance Sheet command displays the Balance Sheet window that contains the production parameters of the report to allow the user to view and modify them as needed.


Update

The Update command refreshes the contents of the Balance Sheet window after its modification. For more information, see Update.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Balance Sheet window contains a different set of columns that may be displayed.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are sorting orders available with balance sheets. Under each tab, balance sheet templates are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available balance sheet templates sorting them by ascending order of their number. To quickly locate a balance sheet template, simply type the first few characters in the template number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available balance sheet templates sorting them by ascending order of their assigned description. To quickly locate a balance sheet template, simply type the first few characters in the template's description to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Fenetre_ListeConciliations


New Reconciliation Session

The New Reconciliation Session command displays the Reconcile Account window. The Reconcile Account field contains the number of the account to reconcile while the Reconciliation Date field contains the date of the reconciliation session. By default, the current day date is displayed. Clicking OK displays the Reconcile Account input window taking the entered parameters into consideration.


View/Modify Reconciliation Session

The View/Modify Reconciliation Session command allows the user to display the contents of the selected reconciliation session.


Update

The Update command refreshes the contents of the Reconciliation for Account window after its modification.


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New Income Statement

The New Income Statement command displays the Income Statement input window to allow for the creation of a new income statement template. For more information, see Balance Sheet or Income Statement Template Creation.


View/Modify Income Statement

The View/Modify Income Statement command display the parameters of the selected income statement template in the Income Statement template input window to allow its modification.


Update

The Update command refreshes the contents of the Income Statement list window after its modification. For more information, see Update.


Number

The Number tab displays the list of available income statement templates sorting them by ascending order of their number. To quickly locate an income statement template, simply type the first few characters in the template number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available income statement templates sorting them by ascending order of their assigned description. To quickly locate an income statement template, simply type the first few characters in the template's description to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Options

The Options command displays the Options dialogue window to allow the user to display additional columns or hide active ones. Each tab of the Income Statement window contains a different set of columns that may be displayed.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are sorting orders available with income statements. Under each tab, income statement templates are sorted in ascending order of the value pertaining to the selected sorting order.


Fenetre_ListeFormatCheque

Contient ListeFormatChequeGL et ListeFormatChequeCF


New Format

The New Format command allows for the creation of a DOS check printing format for the selected bank.


View/Modify Format

The View/Modify Format command displays the elements of a DOS check format to allow for modifications. A DOS check format can be modified only when it is displayed.


Delete Format

The Delete Format command allows the user to delete the DOS check format created for the selected bank.


Update

The Update command refreshes the contents of the General Ledger Check Formats window after its modification.


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New Batch

The New Batch command displays the Batch input window to allow the user to design a new batch. For more information, see Batches.


View/Modify Batch

The View/Modify Batch command displays the parameters and contents of the selected batch to allow the user to modify the batch.


Update

The Update command refreshes the contents of the Batches list window after its modification. For more information, see Update.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are sorting orders available with batches. Under each tab, batches are sorted in ascending order of the value pertaining to the selected sorting order.


Number

 The Number tab displays the list of available batches sorting them by ascending order of their number. To quickly locate a batch, simply type the first few characters in the batch number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available batches sorting them by ascending order of their assigned description. To quickly locate a batch, simply type the first few characters in the batch description to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Batches window contains a different set of columns that may be displayed.


Fenetre_ListeRatios


New Ratio

The New Ratio command displays the Ratio input window to allow for a new ratio to be created.

For more information, see Creating a Ratio.


View/Modify Ratio

The View/Modify Ratio command displays the contents of the selected ratio in the Ratio input window to allow for its modification.


Update

The Update command refreshes the contents of the Ratios window after its modification. For more information, see Update.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Title are sorting orders available with ratios. Under each tab, ratios are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available ratios sorting them by ascending order of their number. To quickly locate a ratio, simply type the first few characters in the ratio number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Title

The Title tab displays the list of available ratios sorting them by ascending order of their assigned title. To quickly locate a ratio, simply type the first few characters in the ratio description to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Ratios window contains a different set of columns that may be displayed.


Fenetre_ListeTransactions


New Transaction

The New Transaction command displays the Transaction window to allow for the creation of a new entry (check, deposit or accounting entry). By default, the type of transaction offered is the one last entered. For more information, see Entering Transactions.


View/Modify Transaction

The View/Modify Transaction command displays the contents of the selected transaction in the Transaction window to allow for its modification.


Update

The Update command refreshes the contents of the Transactions window after its modification.


Use Transaction as a Template

The Use Transaction as a Template command creates a new transaction using the selected entry as a base.


Transaction Reversal

The Transaction Reversal command creates a new entry that reverses the selected transaction thus cancelling its accounting effect. The new entry must be saved using the Save command.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Transactions window contains a different set of columns that may be displayed.


Rapport_ListeComptes


Type of List

The Type of List group contains the list of accounts that can be produced (summary, detailed or with transactions).


Summary

The Summary option allows the user to produce a summary list of accounts. A summary list of accounts contains the number of each account, its description and its category.


Detailed

The Detailed option allows for producing a detailed list of accounts. A detailed list of accounts contains the number of the account, its description and its category. Other information can be selected for display such as balances, budgets for the specified intervals.


Balance

The Balance option lets the user to print the book balance of the account for the specified account and period intervals.


Detailed

The Detailed option allows for producing a detailed list of accounts. A detailed list of accounts contains the number of the account, its description and its category. Other information can be selected for display such as balances, budgets for the specified intervals.


Detailed

The Detailed option allows for producing a detailed list of accounts. A detailed list of accounts contains the number of the account, its description and its category. Other information can be selected for display such as balances, budgets for the specified intervals.


Detailed

The Detailed option allows for producing a detailed list of accounts. A detailed list of accounts contains the number of the account, its description and its category. Other information can be selected for display such as balances, budgets for the specified intervals.


List of Accounts with Transactions (General Ledger)

The list of accounts with transactions is often called general ledger. It contains the account number and description, the period and date of entry, its type, its number, transaction legs and their amounts.


Cumulative

The Cumulative option displays the balance of the accounts, for the specified interval of periods. The current balance of the account is also displayed.


Periodic Balances

The Periodic Balances option displays the periodic balances for the account, for each period of the specified interval. The current balance of the account is also displayed.


Page Break After

The Page Break After option begins printing the transactions of each account on a new page. This option is to be used where the volume of transactions is sufficient.


Type of List

The Type of List group contains the type of list that can be produced and the options to activate.


Date

The Date group contains the production date of the list of accounts. By default, the current date is displayed.


Date

The Date field contains the production date of the report. By default, the current date is displayed. Pressing the question mark key while the pointer is in the Date field displays the integrated calendar.


Date

The Date field contains the production date of the report. By default, the current date is displayed. Clicking Date displays the integrated calendar.


Include

The Include group contains options that can be activated in the list of accounts. The available options are Inactive Accounts, Quantity Accounts and Allocation Accounts.


List of Accounts Including Inactive Accounts

The Inactive Accounts option allows the user to include in the list of accounts (either detailed or with transactions) the accounts whose balance is 0.


List of Accounts Including Quantity Accounts

The Quantity Accounts option allows the user to include quantity accounts in the list of accounts (either detailed or with transactions).


Accounts

The Accounts group allows the user to specify the interval of accounts to include in the list of accounts (either detailed or with transactions). It is possible to define an interval or produce the list for all accounts in the chart. If the report covers one account only, the same number should be entered in the From and To fields.


Interval of Accounts

The Interval of Accounts option allows the user to specify the interval of accounts covered by the list of accounts.


Beginning of Interval

The From field contains the number of the first account of the interval covered by the list of accounts. Clicking From displays the Select an Account list window.


Beginning of Interval

The From field contains the number of the first account of the interval covered by the list of accounts. Pressing the question mark key while the pointer is located in the From field displays the Select an Account list window.


End of Interval

The To field contains the number of the last account of the interval covered by the list of accounts. Pressing the question mark key while the pointer is located in the To field displays the Select an Account list window.


End of Interval

The To field contains the number of the last account of the interval covered by the list of accounts. Clicking To displays the Select an Account list window.


All

The All option allows the user to cover every account of the chart in the list of accounts.


Periods

The Periods group allows the user to specify the interval of periods covered by the list of accounts (either detailed or with transactions). It is possible to define an interval or produce the list for all periods to the current period. If the report covers one period only, the same number should be entered in the From and To fields.


Interval of Periods

The Interval of Periods option allows the user to specify the interval of periods covered by the list of accounts (either detailed or with transactions).


Beginning of Interval

The From field contains the number of the first period of the interval covered by the list of accounts. Clicking From displays the Select Periods list window.


Beginning of Interval

The From field contains the number of the first period of the interval covered by the list of accounts. Pressing the question mark while the pointer is located in the From field displays the Select Periods list window.


End of Interval

The To field contains the number of the last period of the interval covered by the list of accounts. Clicking To displays the Select Periods list window.


End of Interval

The To field contains the number of the last period of the interval covered by the list of accounts. Pressing the question mark while the pointer is located in the To field displays the Select Periods list window.


All

The All option allows the user to cover in the list of accounts every period of the financial year.


Cost Analysis

The Cost Analysis group allows the user to select entries to include in the report based on which project they were attributed. For the option to be available, the Search the Projects box must be selected.


Search the Projects

The Search the Projects option lets the user activate the functionality that allows transactions to be selected according to project numbers.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the list of accounts. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the list of accounts. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


List of Accounts Including Allocation Accounts

The Allocation Accounts option allows the user to include allocation accounts in the list of accounts (either detailed or with transactions).


Rapport_RapportsFinanciers

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Date

The Date field contains the production date of the trial balance report. Clicking Date displays the integrated calendar.


Date

The Date field contains the production date of the trial balance report. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Include

The Include group contains options that can be activated in the trial balance report. The available option is Inactive Accounts.


Trial Balance Including Inactive Accounts

The Inactive Accounts option allows the user to include inactive accounts in the trial balance report. An account is said to be inactive when its balance is 0.


Interval of Periods

The Interval of Periods option allows the user to specify the interval of periods covered by the trial balance report.


Beginning of Interval

The From field contains the number of the first period of the interval of periods covered by the trial balance report. Typing the question mark key while the pointer is in the From field displays the Select Periods window.


Beginning of Interval

The From field contains the number of the first period of the interval of periods covered by the trial balance report. Clicking From displays the Select Periods window.


End of Interval

The To field contains the number of the last period of the interval covered by the trial balance report. Typing the question mark key while the pointer is in the To field displays the Select Periods window.


Periods

The Periods group allows the user to specify the interval of periods to cover in the trial balance report. The report can be produced for a specific interval or all periods in the financial year. To produce the report for a single period, the same period number is entered in both From and To fields.


All

The All option allows the user to produce a trial balance report that covers all periods of the current financial year.


Date

The Date field contains the production date of the balance sheet report. Clicking Date displays the integrated calendar.


Date

The Date field contains the production date of the balance sheet report. Clicking Date or pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Date

The Date field contains the production date of the balance sheet report. Clicking Date displays the integrated calendar.


Template

The Template field lets the user specify the balance sheet template to use. Clicking Template displays the Select a Balance Sheet window. Balance sheet templates must be defined before hand.


Template

The Template field lets the user specify the balance sheet template to use. Pressing the question mark key in the Template field displays the Select a Balance Sheet window. Balance sheet templates must be defined before hand.


Create

The Create command allows the user to define a new balance sheet template. For more information about template definition, see Balance Sheet or Income Statement Template Creation.


Period

The Period field contains the number of the period covered by the balance sheet to be produced. Pressing the question mark key while the pointer is in the Period field displays the Select Periods window.


Period

The Period group allows the user to specify the period covered by the balance sheet to be produced. Clicking Period displays the Select Periods window.


Period

The Period field contains the number of the period covered by the balance sheet to be produced. Clicking Period displays the Select Periods window.


Options

The Options group contains options that may be activated with balance sheet.


Round to Nearest Dollar

The Round to Nearest Dollar option allows the user to round off the amounts of the balance sheet to the nearest dollar.


Accounts at Zero

The Accounts at Zero option allows the user to include accounts whose balance is zero into the balance sheet report.


Active Aliases

The Active Aliases option allows the user to display accounts of the balance sheet under their alias number instead of their original number. Alias account numbers are specified in the Account window individually for each account.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts in groups of ten in the balance sheet. Accounts can also be displayed individually or in groups of 100.


Dates

The Dates group contains the dates of the interval covered by the income statement report.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts individually or in groups of 10 or 100 in the balance sheet report. The selection is made according to the level of precision required for the analysis.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts individually in the balance sheet. Accounts can also be displayed in groups of 10 or 100.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts in groups of 100 in the balance sheet. Accounts can also be displayed individually or in groups of 10.


End of Interval

The To field contains the end date of the interval covered by the income statement report. Pressing the question mark key while the pointer is located in the To field displays the integrated calendar.


Beginning of Interval

The From field contains the starting date of the interval covered by the income statement report. Clicking From displays the integrated calendar.


End of Interval

The To field contains the ending date of the interval covered by the income statement report. Clicking To displays the integrated calendar.


Dates

The Dates group contains the timespan of the income statement report.


Template

The Template field lets the user specify the income statement template to use. Clicking Template displays the Select an Income Statement window. Income statement templates must be defined before hand.


Template

The Template field lets the user specify the income statement template to use. Pressing the question mark key while the pointer is located in the Template field displays the Select an Income Statement window. Income statement templates must be defined before hand.


Create

The Create command allows the user to define a new income statement template. For more information about template definition, see Balance Sheet or Income Statement Template Creation.


Periods

The Period group allows the user to specify which period is covered by the income statement report. The user enters the number of the period in the Period field or select the Current option. Clicking Period displays the Select Periods window.


Periods

The Period group allows the user to specify which period is covered by the income statement report. The user enters the number of the period in the Period field or select the Current option. Clicking Period displays the Select Periods window.


Periods

The Period group allows the user to specify which period is covered by the income statement report. The user enters the number of the period in the Period field or select the Current option. Clicking Period displays the Select Periods window.


Periods

The Period group allows the user to specify which period is covered by the income statement report. The user enters the number of the period in the Period field or select the Current option. Clicking Period displays the Select Periods window.


Periods

The Period group allows the user to specify which period is covered by the income statement report. The user enters the number of the period in the Period field or select the Current option. Clicking Period displays the Select Periods window.


Period

The Period group allows the user to specify the period covered by the income statement report.


All

The All option allows the user to produce an income statement report covering all available periods of the financial year, up to the current period.


Options

The Options group contains options that may be activated with income statements.


Round to Nearest Dollar

The Round to Nearest Dollar option allows the user to round off amounts of the income statement report to the nearest dollar.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts individually or in groups of 10 or 100 in the income statement report. The selection is made according to the level of precision required for the analysis


Accounts at Zero

The Accounts at Zero option allows the user to include accounts whose balance is zero into the income statement report.


Active Aliases

The Active Aliases option allows the user to display accounts of the income statement report under their alias number instead of their original number. Alias account numbers are specified in the Account window individually for each account.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts individually in the income statement. Accounts can also be displayed in groups of 10 or 100.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts in groups of ten in the income statement. Accounts can also be displayed individually or in groups of 100.


Grouping Accounts

The Grouping Accounts option allows the user to display accounts in groups of 100 in the income statement. Accounts can also be displayed individually or in groups of 10.


Date

The Date field contains the date of calculation of the ratios that will appear on the report. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Date

The Date field contains the date of calculation of the ratios that will appear on the report. Clicking Date displays the integrated calendar.


Date

The Date field contains the date of calculation of the ratios that will appear on the report. Clicking Date or pressing the question mark key while the pointer is located in the field displays the integrated calendar.


Interval of Periods

The Interval of Periods option allows the user to specify the interval of periods covered by the ratio report.


Beginning of Interval

The From field contains the number of the first period in the interval covered by the ratio report. Clicking From displays the Select Periods window.


Beginning of Interval

The From field contains the number of the first period in the interval covered by the ratio report. Pressing the question mark key while the pointer is located in the From field displays the Select Periods window.


Periods

The Period group allows the user to specify the period covered by the ratio report. The report can be produced for an interval of periods or every period oof the financial year up to the current period. To produce the report for a single period, the number of the period should be entered in both From and To fields.


End of Interval

The To field contains the number of the last period in the interval covered by the ratio report. Pressing the question mark key while the pointer is located in the To field displays the Select Periods window.


End of Interval

The To field contains the number of the last period in the interval covered by the ratio report. Pressing the question mark key while the pointer is located in the To field displays the Select Periods window.


All

The All option allows the user to produce a ratio report covering all available periods of the financial year, up to the current period.


Ratios

The Interval of Ratios option allows the user to specify the interval of ratios calculated.


Beginning of Interval

The From field contains the number of the first ratio of the interval to be calculated in the ratio. Clicking From displays the Select a Ratio window.


Beginning of Interval

The From field contains the number of the first ratio of the interval to be calculated in the ratio. Pressing the question mark key while the pointer is located in the From field displays the Select a Ratio window.


End of Interval

The To field contains the number of the last ratio of the interval to be calculated in the ratio. Clicking To displays the Select a Ratio window.


End of Interval

The To field contains the number of the last ratio of the interval to be calculated in the ratio. Pressing the question mark key while the pointer is located in the To field displays the Select a Ratio window.


Ratios

The Ratios group allows the user to specify the interval of ratios to be calculated.


All

The All option allows for the calculation of every existing ratios.


Date

The Date field contains the date taken into consideration for producing reports.


Date

The Date field contains the date taken into consideration for producing reports. Clicking Date displays the integrated calendar.


Date

The Date field contains the date taken into consideration for producing reports. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Type

The Type group contains the list of reports that can be produced using GIFI coding. The selection includes summary and detailed reports, comma-delimited format and two comparison reports between the company's chart of accounts and the index.


Summary

The Summary GIFI report contains the account number and its balance. The report also details associated control notes.


Detailed

The Detailed GIFI report contains the account number, its description and balance.


Comma-Delimited Format

The Comma-Delimited Format option allows the user to create a file that contains the company's contact information and the accounts of the general index of financial information in use. Values are separated by commas.


Reports

The Reports group contains the type of financial report that can be produced using the GIFI coding. It is possible to select one report or more.


Balance Sheet

The Balance Sheet option allows the user to produce a balance sheet report using GIFI accounts.


Income Statement

The Income Statement option allows the user to produce an income statement report using GIFI accounts.


Cost Analysis

The Cost Analysis group lets the user select transactions according to project numbers. The Search the Projects box must be selected for the option to be available.


Search the Projects

The Search the Projects option lets the user activate the functionality that allows transactions to be selected according to project numbers.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the trial balance report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the trial balance report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Cost Analysis

The Cost Analysis group lets the user select transactions according to project numbers. The Search the Projects box must be selected for the option to be available.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the balance sheet report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Search the Projects

The Search the Projects option lets the user activate the functionality that allows transactions to be selected according to project numbers.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the balance sheet report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Cost Analysis

The Cost Analysis group lets the user select transactions according to project numbers. The Search the Projects box must be selected for the option to be available.


Search the Projects

The Search the Projects option lets the user activate the functionality that allows transactions to be selected according to project numbers.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the income statement report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the income statement report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Cost Analysis

The Cost Analysis group lets the user select transactions according to project numbers. The Search the Projects box must be selected for the option to be available.


Search the Projects

The Search the Projects option lets the user activate the functionality that allows transactions to be selected according to project numbers.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the ratio report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the ratio report. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Inactive Accounts

The Inactive Accounts option lets the user include inactive accounts in the account statement report for which no transaction was entered during the covered period and for which the balance is 0.


Inactive Accounts

Accounts are said to be inactive when no transaction was entered in the covered period and if their balance is 0.


Adjustments

The Adjustments option is only available in Auditor mode. When activated, the Adjustments option prints the report so as to let the auditor write down the required adjustments.


Period

The Period field contains the period covered by the income statement report. Clicking Period displays the Select Periods window.


Period

The Period field contains the period covered by the income statement report. Pressing the question mark key while the pointer is located in the Period field displays the Select Periods window.


Single Period

The Single Period option displays the percentages in regards to the selected period.


Year to Date

The Year to Date option displays the percentages in regards to the total for the entire financial year.


Comments

The Comments field allows the user to write notes and comments regarding the income statement. This information will appear at the bottom of the report. Up to 255 characters can be used.


Comments

The Comments field allows the user to write notes and comments regarding the income statement. This information will appear at the bottom of the report. Up to 255 characters can be used.


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Accountant Participation

The Accountant Participation group lets the accountant qualify his or her participation to the company's book audit. The user selects the option that applies and clicks Next to move on to the next phase.


Other Data

The Other Data group lets the accountant select complementary information about the report. The user selects every option that applies and clicks Next to produce the report.


Cancel

The Cancel command discards all modifications made to the report setup, closes the General Index of Financial Data window and displays the Financial Reports window.


Next

The Next command allows the user to move on to the next phase of the report production. From the Accountant Participation window, clicking Next displays the Other Data window. From the Other Data window, clicking Next produces the report.


Rapport_ListeTransactions


Type of List

The Type of List group contains the list of transactions that can be produced (summary or detailed).


Summary

The Summary option allows for the production of a summary list of transactions. The list divides the transactions according to their type: checks, deposits or entries. The list of transactions displays the affected accounts (for checks and deposits), the entry date, the number and summary description of transactions, as well as the entry balance.


Detailed

The Detailed option allows for the production of a detailed list of transactions. The list divides the transactions according to their type: checks, deposits or entries. It displays the entry date and its number, the number and description of each account of the transactions and the amounts involved.


Options

The Options group contains additional items that may be activated or included in the list of transactions.


Audit Trail

The Audit Trail option lets the user include archived transactions to the list of transactions, either summary or detailed. The audit trail contains all transactions, even those voided or deleted.


Quantities

The Quantities option lets the user include transactions that affect quantity accounts in the detailed list of transactions. If the user further selects the Exclusive option, only those transactions will be displayed.


Condensed

The Condensed option allows the user to display the detailed list of transactions in a condensed manner. In condensed mode, each transaction is displayed on a single line, accounts are identified by their number and the effect on the accounts are specified by a D (for Debit) or a C (for Credit) following the amount.


New Transactions

The New Transactions option allows the user to produce a list of transactions that includes only transactions entered since the beginning of the current accounting period.


Include

The Include group allows the user to select the type of transactions to include in the list of transactions. Available types are checks, deposits and accounting entries.


List of Transactions Including Checks

The Checks option allows the user to produce a list of transactions that includes checks. It is possible to select more than one type for a single list. It is necessary to select at least one type to be able to produce a list.


List of Transactions Including Deposits

The Deposits option allows the user to produce a list of transactions that includes deposits. It is possible to select more than one type for a single list. It is necessary to select at least one type to be able to produce a list.


List of Transactions Including Entries

The Entries option allows the user to produce a list of transactions that includes accounting entries. It is possible to select more than one type for a single list. It is necessary to select at least one type to be able to produce a list.


Periods

The Periods group allows the user to specify the interval of periods covered by the report. It is possible to produce teh report for all available periods of the financial year, an interval or a single period. In the latter case, the period number is entered in both From and To fields.


Interval of Periods

The Interval of Periods option allows the user to specify the interval of periods covered by the list of transactions.


Beginning of Interval

The From field contains the number of the first period of the interval covered by the list of transactions. Clicking From displays the Select Periods list window.


Beginning of Interval

The From field contains the number of the first period of the interval covered by the list of transactions. Pressing the question mark key while the pointer is located in the From field displays the Select Periods list window.


End of Interval

The To field contains the number of the last period of the interval covered by the list of transactions. Pressing the question mark key while the pointer is located in the To field displays the Select Periods list window.


End of Interval

The To field contains the number of the last period of the interval covered by the list of transactions. Clicking To displays the Select Periods list window.


All

The All option allows the user to produce a list of transactions that covers every available period of the financial year.


Look For

The Look For group allows the user to select transactions according to to the contents of the transaction's Description field. The option is available only if the Transactions Containing field is selected. The list of transactions will thus covered only those transactions whose Description field contains the specified index.


Look For

The Look For group allows the user to select transactions according to to the contents of the transaction's Description field. The option is available only if the Transactions Containing field is selected. The list of transactions will thus covered only those transactions whose Description field contains the specified index.


Look For

The Look For group allows the user to select transactions according to to the contents of the transaction's Description field. The option is available only if the Transactions Containing field is selected. The list of transactions will thus covered only those transactions whose Description field contains the specified index.


Look For

The Look For field contains the character string to look for in the transactions' Description field. Only the transactions where the string is found are selected. Font case is not taken into consideration.


Transactions with Amounts

The Transactions with Amounts option allows the user to select transactions according to their relationship to a specified amount. The option is available only if the Transactions With Amounts field is selected. The user selects the operator (Greater than, Equal to or Less than), then specifies the amount to take into consideration.


Greater Than

The Greater Than option allows the user to select only transactions whose balance is greater than the specified amount. The option is available only if the Transactions with Amounts field is selected.


Equal To

The Equal To option allows the user to select only transactions whose balance is equal to the specified amount. The option is available only if the Transactions with Amounts field is selected.


Less Than

The Less Than option allows the user to select only transactions whose balance is less than the specified amount. The option is available only if the Transactions with Amounts field is selected.


Amount

The Amount field contains the amount used to select the transactions covered in the list. The option is available only if the Transactions With Amounts field is selected. Transactions are selected according to their relationship to the specified amout (greater than, equal to or less than).


Amount

The Amount field contains the amount used to select the transactions covered in the list. The option is available only if the Transactions With Amounts field is selected. Transactions are selected according to their relationship to the specified amout (greater than, equal to or less than).


Amount

The Amount field contains the amount used to select the transactions covered in the list. The option is available only if the Transactions With Amounts field is selected. Transactions are selected according to their relationship to the specified amout (greater than, equal to or less than).


Amount

The Amount field contains the amount used to select the transactions covered in the list. The option is available only if the Transactions With Amounts field is selected. Transactions are selected according to their relationship to the specified amout (greater than, equal to or less than).


Date

The Date field contains the production date of the list of transactions. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Date

The Date field contains the production date of the list of transactions. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Date

The Date field contains the production date of the list of transactions. Clicking Date displays the integrated calendar.


Type of List

The Type of List group contains the type of list that can be produced (summary or detailed) for transactions entered in batches.


Summary

The Summary option allows the user to produce a summary list of batch transactions. The summary list of batch transactions contains the batch reference number, the entry's date, number and description, as well as the amounts involved.


Detailed

The Detailed option allows the user to produce a detailed list of batch transactions. The detailed list of batch transactions contains the entry's date and number, the number and description of every affected accounts as well as the amounts involved.


Include

The Include group allows the user to select the type of transactions to include in the list of batch transactions. Available types are checks, deposits and accounting entries.


List of Batch Transactions Including Checks

The Checks option allows the user to produce a list of batch transactions that includes checks. It is possible to select more than one type for a single list. It is necessary to select at least one type to be able to produce a list.


List of Batch Transactions Including Deposits

The Deposits option allows the user to produce a list of batch transactions that includes deposits. It is possible to select more than one type for a single list. It is necessary to select at least one type to be able to produce a list.


List of Batch Transactions Including Entries

The Entries option allows the user to produce a list of batch transactions that includes accounting entries. It is possible to select more than one type for a single list. It is necessary to select at least one type to be able to produce a list.


Batches

The Batches group allows the user to specify the interval of batches to cover in the list of transactions. It is possible to produce the list for all batches or for an interval of batches. To produce the list for a single batch, its number is entered in both From and To fields.


Interval of Batches

The Interval of Batches option allows the user to specify the interval of batches covered by the list of batch transactions.


Beginning of Interval

The From field contains the number of the first batch of the interval covered by the list of batch transactions. Clicking From displays the Select a Batch list window.


Beginning of Interval

The From field contains the number of the first batch of the interval covered by the list of batch transactions. Pressing the question mark key while the pointer is located in the From field displays the Select a Batch list window.


End of Interval

The To field contains the number of the last batch of the interval covered by the list of batch transactions. Pressing the question mark key while the pointer is located in the To field displays the Select a Batch list window.


End of Interval

The To field contains the number of the last batch of the interval covered by the list of batch transactions. Clicking To displays the Select a Batch list window.


All

The All option allows the user to produce a list of batch transactions that covers all existing batches.


Cost Analysis

The Cost Analysis group allows the user to select transactions according to a project number. The Search the Projects box must be selected for the option to be available.


Search the Projects

The Search the Projects option lets the user activate the functionality that allows transactions to be selected according to project numbers.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the list of transactions. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the list of transactions. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Projet

The Cost Analysis group allows the user to select batch transactions according to a project number. The Search the Projects box must be selected for the option to be available.


Search the Projects

The Search the Projects option lets the user activate the functionality that allows batch transactions to be selected according to project numbers.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the list of batch transactions. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Mask

The Mask field contains the number of the project (or project segment) used to select transactions included in the list of batch transactions. Wildcards can be used to broaden the search area. For example, with a project mask like ****, typing 335* would select transactions entered with project numbers beginning with 335; to obtain transactions of project numbers beginning with 5 and ending with 0, the entry would be 5**0.


Exclusive

The Exclusive option allows the user to produce a list of transactions which only contains the audit trail. The Exclusive Audit Trail list contains only transactions that were either modified, deleted or voided.


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New Address

The New Address command allows the user to save the displayed entry and display a blank address card to create a new address. For more information, see Address or What Does an Input Window Do?.


Select an Address

The Select an Address command displays the Select an Address list window to allow the user to select a new address card to display.


Save the Address

At the end of the operation, the Save command saves the address and display a blank address card to allow the user to create a new address.

During modification, the Save command saves the address that remains on screen to allow further modifications.


Go Back to Original

The Go Back to Original command discards modifications made to the selected address and reverts to the saved settings.


Delete Address

The Delete Address command removes the selected address. The Delete Address command is available as long as the selected address is not used.


First Address

The First Address command displays the address whose number has the lowest value according to the selected sorting order.


Previous Address

The Previous Address command displays the address card that comes before the selected address, according to the selected sorting order.

If used after the New Address command is run, Previous Address displays the last viewed address card.


Next Address

The Next Address command displays the address card that comes after the selected address, according to the selected sorting order.


Last Address

The Last Address command displays the address whose number has the highest value according to the selected sorting order.


Change Address Number

The Change Address Number command lets the user assign a new number to the selected address. The address number must be unique, no two addresses can be assigned a same number. The address number can contain up to 11 characters.


Go Back to List

The Go Back to List command saves the address, closes the window and displays the Addresses list window.


New/Save Address

The New/Save Address command saves the address and displays a blank address card to allow the user to create a new address. For more information, see Address or What Does an Input Window Do?.


Number

The Number field contains the identification and sorting number assigned to the address. That number must be unique, no two addresses can be assigned a same number. The address number can contain up to 11 characters.

Entering an unused number starts the address creation process. For the complete procedure, see Address.

Entering an existing number displays the address to which this number is assigned.

Clicking Number displays the Select an Address window.

For more information on this type of field, see Primary Keys.


Number

The Number field contains the identification and sorting number assigned to the address. That number must be unique, no two addresses can be assigned a same number. The address number can contain up to 11 characters.

Entering an unused number starts the address creation process. For the complete procedure, see Address.

Entering an existing number displays the address to which this number is assigned.

Clicking Number displays the Select an Address window.

For more information on this type of field, see Primary Keys.


Name

The Name field contains the name of the individual or company to whom the card belongs. The Name field can contain up to 30 characters.


Name

The Name field contains the name of the individual or company to whom the card belongs. The Name field can contain up to 30 characters.


c/o

The c/o field contains the name of a contact person in the company. The field can also serve as a supplemental address line. The c/o field can hold up to 30 characters.


c/o

The c/o field contains the name of a contact person in the company. The field can also serve as a supplemental address line. The c/o field can hold up to 30 characters.


Address

The Address field contains the complete street address of the individual or company. The Address field can hold up to 30 characters.


Address

The Address field contains the complete street address of the individual or company. The Address field can hold up to 30 characters.


City

The City field contains the name of the town where the individual lives or where the company is located. The name of the province or state can be added (ex. Toronto, Ontario). The City field can hold up to 30 characters.


City

The City field contains the name of the town where the individual lives or where the company is located. The name of the province or state can be added (ex. Toronto, Ontario). The City field can hold up to 30 characters.


ZIP/Postal Code

The ZIP/Postal Code field contains the postal code of the individual or company. American zip codes are also accepted. In the latter case, the abbreviation of the state must be added before the code.


ZIP/Postal Code

The ZIP/Postal Code field contains the postal code of the individual or company. American zip codes are also accepted. In the latter case, the abbreviation of the state must be added before the code.


Phone Number

The Telephone field contains the main telephone number of the company. The entry must be 7-, 10- or 11-digit long.


Phone Number

The Telephone field contains the main telephone number of the company. The entry must be 7-, 10- or 11-digit long.


Fax Number

The Fax Number field contains the fax number of the individual or company. It could also hold the individual or company's secondary phone number. The entry must be 7-, 10- or 11-digit long.


Fax Number

The Fax Number field contains the fax number of the individual or company. It could also hold the individual or company's secondary phone number. The entry must be 7-, 10- or 11-digit long.


E-Mail

The E-Mail field contains the E-mail address to send an electronic message to the individual or company.


E-Mail

The E-Mail field contains the E-mail address to send an electronic message to the individual or company.


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New Balance Sheet

The New Balance Sheet command lets the user create a new balance sheet template. For more information on template creation, see Balance Sheet or Income Statement Template Creation.


Select Balance Sheet

The Select Balance Sheet command displays the Select a Balance Sheet window to let the user select a new balance sheet template.


Save Balance Sheet

The Save Balance Sheet command saves the balance sheet template. The template remains on screen.


Go Back to Original

The Go Back to Original command discards all modifications made to the balance sheet template and reverts to the last saved settings.


Delete Balance Sheet

The Delete Balance Sheet command lets the user delete the selected balance sheet template.


First Balance Sheet

The First Balance Sheet command displays the balance sheet template whose number has the lowest value according to the selected sorting order.


Previous Balance Sheet

The Previous Balance Sheet command displays the balance sheet template that comes before the selected template.


Next Balance Sheet

The Next Balance Sheet command displays the balance sheet template that comes after the selected template.


Last Balance Sheet

The Last Balance Sheet command displays the balance sheet template whose number has the highest value according to the selected sorting order.


Change Balance Sheet Number

The Change Balance Sheet Number command lets the user assign a new number to the selected balance sheet template. The balance sheet number must be unique, no two templates can be assigned a same number. The balance sheet template number can contain up to 4 characters.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new balance sheet template. When Save is displayed, it saves the template settings and displays a blank balance sheet template screen.


Go Back to List

The Go Back to List command saves the modifications made to the balance sheet template, closes the Balance Sheet template window and displays the Balance Sheet list window.


Number

The Number field contains the number of the balance sheet template being created or modified. Clicking Number displays the Select a Balance Sheet window.


Number

The Number field contains the number of the balance sheet template being created or modified. Pressing the question mark key while the pointer is located in the Number field displays the Select a Balance Sheet window.


Description

The Description field contains a brief description of the template's purpose. The description is displayed in the Balance Sheet and Select a Balance Sheet list windows.


Description

The Description field contains a brief description of the template's purpose. The description is displayed in the Balance Sheet and Select a Balance Sheet list windows.


Subdivide Assets

The Subdivide Assets option lets the user select how assets are to be displayed in the balance sheet. Each of the four items of the Subdivide Assets subsection may be selected. If the user does not select the option, assets are consolidated.


Short Term Assets

The Short Term Assets option allows the user to excerpt the short term assets from the global assets and display the result in the balance sheet.


Long Term Investments

The Long Term Investments option allows the user to excerpt the long term investments from the global assets and display the result in the balance sheet.


Fixed Assets

The Fixed Assets option allows the user to excerpt the fixed assets part of the global assets and display the result in the balance sheet.


Intangible Assets

The Intangible Assets option allows the user to excerpt the intangible assets part of the global assets and display the result in the balance sheet.


Subdivide Liabilities

The Subdivide Liabilities option lets the user select how liabilities are to be displayed in the balance sheet. Activating the Subdivide Liabilities divides the liabilities into short and long term liabilities. If the user does not select the option, assets are consolidated.


Interval of Accounts

The range group box allows the user to specify the interval of accounts that is associated with each selected item. The user enters the relevant information under the Beginning and End headings.


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Select an Account

The Select an Account command displays the Select an Account to Reconcile window to let the user select the account on which to perform the reconciliation operation.


Update

The Update command refreshes the contents of the Reconcile Account window after its modification.


Reconciliation Report

The Reconciliation Report command allows the user to produce the reconciliation report. At the beginning of the process, the account balance as of the bank statement is requested. The user must press the Enter key should the figure be unknown. For more information on producing the reconciliation report, see Reconciliation Report.


Options

The Options command allows the user to specify the display settings for the Reconcile Account window.


Account

The Account field contains the number of the account to reconcile. Clicking Account displays the Select an Account to Reconcile window.


Account

The Account field contains the number of the account to reconcile. Pressing the question mark key while the pointer is located in the Account field displays the Select an Account to Reconcile window.


Category

The Category field displays the category assigned to the account as selected in its card. The contents of the Category field cannot be modified in the Reconcile Account window.


Category

The Category field displays the category assigned to the account as selected in its card. The contents of the Category field cannot be modified in the Reconcile Account window.


Book Balance

The Book Balance field displays the balance of the account as of reconciliation date.


Book Balance

The Book Balance field displays the balance of the account as of reconciliation date.


Reconciliation Date

The Reconciliation Date field displays the date that appears on the reconciliation report. By default, the date of the last reconciliation session for this account is displayed. In the case of a new reconciliation session, the system uses the current date. Pressing the question mark key while the pointer is located in the Reconciliation Date field displays the Reconciliation for Account list window that lists the previous reconciliation sessions.


Reconciliation Date

The Reconciliation Date field displays the date that appears on the reconciliation report. By default, the date of the last reconciliation session for this account is displayed. In the case of a new reconciliation session, the system uses the current date. Clicking Reconciliation Date displays the Reconciliation for Account list window that contains the previous reconciliation sessions.


New Reconciliation Session

The New Reconciliation Session command displays the Reconcile Account window to let the user specify the number of the account to reconcile and the reconciliation date for the new reconciliation session. After the user clicks OK, the reconciliation input window is displayed.


Go Back to List

The Go Back to List command closes the Reconcile Account input window and displays the Select an Account to Reconcile list window.


Description

The Description field contains the title of the account to reconcile as specified in its card. The contents of the description field cannot be modified through the Reconcile Account window.


Show All Postings

The Show All Postings command lets the user display all entries made to an account, reconciled or not.


Select Postings

The Select Postings command lets the user select transactions to set for reconciliation or de-reconciliation according to their type or an interval of entry dates.


Post-dated Transactions

The Post-dated Transactions command allows the user to display post-dated as well as current transactions. By default, only transactions entered before the reconciliation would be displayed.


Show Unreconciled Postings

The Show Unreconciled Postings command allows the user to display only transactions that are not reconciled.


Description

The Description field contains the title of the account to reconcile as specified in its card. The contents of the description field cannot be modified through the Reconcile Account window.


Reconciliation Date

The Reconciliation Date field displays the date that appears on the reconciliation report. By default, the date of the last reconciliation session for this account is displayed. In the case of a new reconciliation session, the system uses the current date. Clicking Reconciliation Date displays the Reconciliation for Account list window that lists the previous reconciliation sessions.


View Transaction

The View Transaction command allows the user to display the selected transaction as to permit for the transaction to be modified prior to the reconciliation.


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New Income Statement

The New Income Statement command allows the user to create a new income statement template. For more information, see Balance Sheet or Income Statement Template Creation.


Select an Income Statement

The Select an Income Statement command displays the Select an Income Statement list window to allow the user to select a new income statement template.


Save Income Statement

The Save Income Statement command allows the user to save the income statement template. The template remains on screen.


Go Back to Original

The Go Back to Original command discards all modifications made to the income statement template and reverts to the last saved settings.


Delete Income Statement

The Delete Income Statement command allows the user to delete the selected income statement template.


First Income Statement

The First Income Statement command displays the income statement template whose number has the lowest value according to the selected sorting order.


Previous Income Statement

The Previous Income Statement command displays the income statement template that comes before the selected template.


Next Income Statement

The Next Income Statement command displays the income statement template that comes after the selected template.


Last Income Statement

The Last Income Statement command displays the income statement template whose number has the highest value according to the selected sorting order.


Change Income Statement Number

The Change Income Statement Number command lets the user assign a new number to the selected income statement template. The income statement number must be unique, no two templates can be assigned a same number. The income statement template number can contain up to 4 characters.


Go Back to List

The Go Back to List command saves the modifications made to the income statement template, closes the Income Statement template window and displays the Income Statement list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new income statement template. When Save is displayed, it saves the template settings and displays a blank income statement template screen.


Number

The Number field contains the number assigned to the income statement template being created or modified. Clicking Number displays the Income Statement list window.


Number

The Number field contains the number assigned to the income statement template being created or modified. Pressing the question mark key while the pointer is located in the Number field displays the Income Statement list window.


Description

The Description field contains a brief description of the template's purpose. The description is displayed in the Income Statement and Select an Income Statement list windows.


Description

The Description field contains a brief description of the template's purpose. The description is displayed in the Income Statement and Select an Income Statement list windows.


Sales of Goods

The Sales of Goods option lets the user select whether sales are to be displayed as a consolidated amount that includes sales cost or as separated items, in the income statement report.


Detailed Cost of Sales

The Detailed Cost of Sales option displays the cost of merchandise sold per accounts, for the specified period, in the income statement report.


Sales of Services

The Sales of Services option displays the consolidated sales total for services and goods, for the specified period, in the income statement report. When the Sales of Services option is selected, the Sales of Goods caption changes to Sales.


Other Income

The Other Income option displays the other income total for the specified period in the income statement report. Other income includes revenues from secondary activities that are not typical of the company's usual operations.


Other Expenses

The Other Expenses option displays the expenses total for the specified period in the income statement report. Other expenses include charges incurred by secondary operations.


Specific Expenses

The Specific Expenses option displays the expenses according to their sub-categories, administrative costs and sales expenses, for the specified report, in the income statement report.


Specific Sales

The Specific Sales option displays the sales of service total for the specified period, in the income statement report.


Interval of Accounts

The range group box allows the user to specify the interval of accounts that is associated with each selected item. The user enters the relevant information under the Beginning and End headings.


Type

The Type group lets the user select the model of income statement report to produce, column or regular. A description of each type is displayed in the bottom frame of the Income Statement window.


Column Contents

The Column Contents group allows the user to select the information included in an income statement report of the Column type. A brief description of each item is displayed in the bottom frame of the Income Statement window.


Budget

The Budget group allows the user the budget figures to use to compile the income statement of Column type.


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New Batch

The New Batch command lets the user create a new batch to hold transactions. For more information on batch creation, see Batches.


Select a Batch

The Select a Batch command displays the Select a Batch list window to allow the user to select a different batch to modify.


Save Batch

The Save Batch command saves modifications made to the selected batch.


Go Back to Original

The Go Back to Original command discards the modifications made to the batch parameters and reverts to the last saved settings.


Delete Batch

The Delete Batch command lets the user delete the selected batch. All transactions posted to the batch will also be deleted.


First Batch

The First Batch command displays the batch whose number has the lowest value according to the selected sorting order.


Previous Batch

The Previous Batch command displays the batch that comes before the selected one.


Next Batch

The Next Batch command displays the batch that comes after the selected one.


Last Batch

The Last Batch command displays the batch whose number has the highest value according to the selected sorting order.


New Batch Number

The New Batch Number command lets the user assign a new number to the selected batch. The batch number must be unique, no two batches can be assigned a same number. The batch number can contain up to 4 characters.


Post Batch to General Ledger

The Post Batch to General Ledger command begins transferring batch entries to the General Ledger program. Make sure all modifications to the batch settings have been saved before starting the transfer operation.


Options

The Options command allows the user to specify the display settings for the Batch window.


Go Back to List

The Go Back to List command saves the modifications made to the selected batch, closes the Batch input window and displays the Batches list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new batch. When Save is displayed, it saves the batch settings and displays a blank batch input screen.


Number

The Number field contains the number assigned to the selected batch. The batch number can contain up to 4 characters.


Number

The Number field contains the number assigned to the selected batch. The batch number can contain up to 4 characters.


Repetitive

The Repetitive option allows the user to set the batch as repetitive. Transactions posted to a repetitive batch are to be transferred periodically (such as rent, utilities, insurance, etc.), thus the batch transactions are not removed after its transfer.


Last Posting Date

The Last Posting Date field contains the date of the last transfer of this batch. Clicking Last Posting Date to display the integrated calendar.


Last Posting Date

The Last Posting Date field contains the date of the last transfer of this batch. Pressing the question mark key while the pointer is located in the Last Posting Date field to display the integrated calendar.


Description

The Description field contains a title or brief description for the batch. The contents of the Description field is displayed in the Batches and Select a Batch list windows.


Description

The Description field contains a title or brief description for the batch. The contents of the Description field is displayed in the Batches and Select a Batch list windows.


Frequency

The Frequency field lets the user select the batch transfer frequency. Clicking Frequency displays a drop-down menu that contains the frequencies that may be selected. When Monthly is selected, the user must also specify whether the transfer is made on the same date of the month every month.


Frequency

The Frequency field lets the user select the batch transfer frequency. Pressing the question mark key while the pointer is located in the Frequency field displays a drop-down menu that contains the frequencies that may be selected. When Monthly is selected, the user must also specify whether the transfer is made on the same date of the month every month.


Day of the Month

The Day of the Month option is available when the selected transfer frequency is Monthly. By selecting Day of the Month, the user instructs the systeme the transfer to the General Ledger is performed on the same day from one month to the next.


Frequency Title

The Frequency Title field contains the name of the batch transfer frequency when Other is selected. The field can contain up to 15 characters.


Frequency Title

The Frequency Title field contains the name of the batch transfer frequency when Other is selected. The field can contain up to 15 characters.


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New Ratio

The New Ratio command allows the user to create a new ratio. For more information, see Creating a Ratio.


Select a Ratio

The Select a Ratio command displays the Select a Ratio list window to allow the user to select another ratio.


Save Ratio

The Save Ratio command allows the user to save the modifications made to the ratio settings.


Go Back to Original

The Go Back to Original command discards the modifications to the ratio and reverts to the last saved settings. When activated with a ratio being created, the command results in a blank Ratio input screen.


Delete Ratio

The Delete Ratio command allows the user to delete the selected ratio.


First Ratio

The First Ratio command displays the ratio whose number has the lowest value according to the selected sorting order.


Previous Ratio

The Previous Ratio command displays the ratio that comes before the selected one.


Next Ratio

The Next Ratio command displays the ratio that comes after the selected one.


Last Ratio

The Last Ratio command displays the ratio whose number has the highest value according to the selected sorting order.


Change Ratio Number

The Change Ratio Number command lets the user assign a new number to the selected ratio. The ratio number must be unique, no two ratios can be assigned a same number. The ratio number can contain up to 4 digits.


Go Back to List

The Go Back to List command saves the modifications made to the selected ratio, closes the Ratio input window and displays the Ratios list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new ratio. When Save is displayed, it saves the ratio settings and displays a blank ratio input screen.


Number

The Number field contains the number assigned to the ratio. The ratio number can contain up to 4 digits. Clicking Number displays the Select a Ratio list window to allow the user to view the settings of a specific ratio.


Number

The Number field contains the number assigned to the ratio. The ratio number can contain up to 4 digits. Pressing the question mark key while the pointer is located in the Number field displays the Select a Ratio list window to allow the user to view the settings of a specific ratio.


Title

The Title field contains a brief description of the selected ratio. The title is displayed in the Ratios and Select a Ratio list windows. The Title field can hold up to 30 characters.


Title

The Title field contains a brief description of the selected ratio. The title is displayed in the Ratios and Select a Ratio list windows. The Title field can hold up to 30 characters.


Definition/Comments

The Definition and Comments tabs group information relating to the selected ratio.

Under Definition, the user creates the ratio. It contains the ratio formula, its description as well as the interval of confidence for the ratio.

Under Comments, the user enters the comments that accompanies the results of the ratio calculation. The comments are displayed in relation with the interval of confidence specified under the Definition tab.


Descriptions

The Descriptions box contains a brief description in words of both denominator and numerator. Each leg of the box can hold up to 60 characters.


Descriptions

The Descriptions box contains a brief description in words of both denominator and numerator. Each leg of the box can hold up to 60 characters.


Descriptions

The Descriptions box contains a brief description in words of both denominator and numerator. Each leg of the box can hold up to 60 characters.


Ratio

The Ratio box allows the user to specify the accounts that enter into the ratio calculation. Clicking Ratio displays the Select an Account list window to let the user select the each account. When an interval of accounts is required, the user enters the first account, then a semi-colon followed by the last account.


Ratio

The Ratio box allows the user to specify the accounts that enter into the ratio calculation. Clicking Ratio displays the Select an Account list window to let the user select the each account. When an interval of accounts is required, the user enters the first account, then a semi-colon followed by the last account.


Ratio

The Ratio box allows the user to specify the accounts that enter into the ratio calculation. Clicking Ratio displays the Select an Account list window to let the user select the each account. When an interval of accounts is required, the user enters the first account, then a semi-colon followed by the last account.


Average Range

The Average Range group contains the interval of confidence usually associated with the selected ratio.


Average Range

The Average Range group contains the interval of confidence usually associated with the selected ratio.


Average Range

The Average Range group contains the interval of confidence usually associated with the selected ratio.


Average Range

The Average Range group contains the interval of confidence usually associated with the selected ratio.


Units

The Units field contains the measurement unit of the ratio. The selected unit has no bearing on the ratio calculation.


Units

The Units field contains the measurement unit of the ratio. The selected unit has no bearing on the ratio calculation.


Ratio Less Than

The Ratio Less Than group contains the comment displayed when the value of the ratio is under the lower limit specified in the Average Range group.


Ratio Less Than

The Ratio Less Than group contains the comment displayed when the value of the ratio is under the lower limit specified in the Average Range group.


Ratio Between

The Ratio Between group contains the comment displayed when the value of the ratio falls within the lower and higher limits specified in the Average Range group.


Ratio Between

The Ratio Between group contains the comment displayed when the value of the ratio falls within the lower and higher limits specified in the Average Range group.


Ratio Greater Than

The Ratio Greater Than group contains the comment displayed when the value of the ratio is over the upper limit specified in the Average Range group.


Ratio Greater Than

The Ratio Greater Than group contains the comment displayed when the value of the ratio is over the upper limit specified in the Average Range group.


Evaluate Ratio

The Evaluate Ratio command allows the user to calculate the selected ratio using the current settings.


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Select a Batch

The Select a Batch command displays the Select a Batch to Process window to allow the user to select a new batch to post to the General Ledger.


Post Batch to General Ledger

The Post Batch to General Ledger command starts the posting to the General Ledger of the selected batch transactions. The user can mark transactions individually for transfer by selecting the transaction line's left most box, or by type by clicking Select Transactions.


Cancel

The Cancel command discards the modifications made to the contents of the window and closes it.


Number

The Number field contains the number of the batch selected for transfer. Clicking Number displays the Select a Batch to Process window.


Number

The Number field contains the number of the batch selected for transfer. Pressing the question mark key while the pointer is located in the Number field displays the Select a Batch to Process window.


Repetitive

The Repetitive field displays whether the selected batch is set as repetitive or not. A repetitive batch contains transactions that must be posted periodically, such as rent, insurance, depreciation, etc.). The contents of the Repetitive is entered in the Batch window and cannot be modified through the Batch Processing window.


Repetitive

The Repetitive field displays whether the selected batch is set as repetitive or not. A repetitive batch contains transactions that must be posted periodically, such as rent, insurance, depreciation, etc.). The contents of the Repetitive is entered in the Batch window and cannot be modified through the Batch Processing window.


Posted On

The Posted On field displays the last posting date of the selected batch to the General Ledger.


Posted On

The Posted On field displays the last posting date of the selected batch to the General Ledger.


Transaction Group

The transaction group displays the transactions entered in the selected batch. The user individually selects the transactions to post to the General Ledger or sets selection parameters using the Select Transactions command.


Frequency

The Frequency field displays the transfer frequency set for the selected batch. The contents of the Frequency is entered in the Batch window and cannot be modified through the Batch Processing window.


Frequency

The Frequency field displays the transfer frequency set for the selected batch. The contents of the Frequency is entered in the Batch window and cannot be modified through the Batch Processing window.


Description

The Description field displays the name or description of the selected batch. The contents of the Description is entered in the Batch window and cannot be modified through the Batch Processing window.


Description

The Description field displays the name or description of the selected batch. The contents of the Description is entered in the Batch window and cannot be modified through the Batch Processing window.


Day of Month

The Day of Month field displays whether the posting to the General Ledger of the selected batch is to occur on the same date from one month to the next. The Day of Month field appears only if the batch frequency is Monthly.


Day of Month

The Day of Month field displays whether the posting to the General Ledger of the selected batch is to occur on the same date from one month to the next. The Day of Month field appears only if the batch frequency is Monthly.


Post Batch

The Post Batch command saves the Batch Processing settings and begins posting selected batch transactions to the General Ledger.


Select a Batch

The Select a Batch command displays the Select a Batch to Process list window to allow the user to select a new batch to post to the General Ledger.


Update

The Update command refreshes the contents of the Select a Batch to Process list window after its modification.


Select Transactions

The Select Transactions command displays the Batch Processing window where the user selects (or clears) which transactions to post according to type of transaction or date of entry. Clicking OK allows the user to perform the selected operation.


Go Back to List

The Go Back to List command closes the Batch Processing window and displays the Select a Batch to Process window. If transactions are marked for posting, the system will confirm whether to perform the transfer or not.


Period

The Period field allows the user to post the selected transactions to either the current or previous accounting period. Clicking Period displays the drop-down menu of available options.


Period

The Period field allows the user to post the selected transactions to either the current or previous accounting period. Pressing the question mark key while the pointer is located in the Period field displays the drop-down menu of available options.


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Adjustment Table

The Adjustment Table allows the user to increase or reduce the budgeted amount of the selected categories by the percentage entered. To diminish the budgeted amounts, enter a negative figure (example -10).


Adjustment Table

The Adjustment Table allows the user to increase or reduce the budgeted amount of the selected categories by the percentage entered. To diminish the budgeted amounts, enter a negative figure (example -10).


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Date

Date printed on the end of period reports.

This date usually corresponds to the last day of the fiscal year. It can coincide with the calendar year thus finishing December 31st, or even following the operational year.

Click Date to display the Calendar window used to select a date. For more information, see Using the Acomba Calendar and Defining the Date Format.


Date

Date printed on the end of period reports.

This date usually corresponds to the last day of the fiscal year. It can coincide with the calendar year thus finishing December 31st, or even following the operational year.

Click Date to display the Calendar window used to select a date. For more information, see Using the Acomba Calendar and Defining the Date Format.


Only Print New Transactions

Produces a report displaying the transactions added to the previous period since its closing.


Print Complete Lists

Produces a report displaying all transactions entered in the previous period, those entered before closing the period and those added after.


Print Inactive Accounts

Select this box to add inactive accounts. An account is inactive when it is not used in any transaction during a period.


Page Break After Each Account

Select this box to insert a page break between each account.


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Number

Number of the account of Capital category into which Income and Expenses account balances are transferred.

For single owner companies, the description of this account corresponds to Owner Equity and for business corporations: Retained Earnings.

Caution:	An account of Capital category must be selected. When it does not exist, it can be created from the Select Retained Earnings Account window, which is displayed by clicking Number.


Number

Number of the account of Capital category into which Income and Expenses account balances are transferred.

For single owner companies, the description of this account corresponds to Owner Equity and for business corporations: Retained Earnings.

Caution:	An account of Capital category must be selected. When it does not exist, it can be created from the Select Retained Earnings Account window, which is displayed by clicking Number.


Category

Category assigned to the selected account [display only].


Description

Category assigned to the selected account [display only].


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Reset Project Balances to Zero for Income and Expense Accounts

Select this box when projects are used as account extensions, i.e. for presenting financial statements per division or branch. Thus the opening balance of Income and Expense projects are reset to zero. A balance sheet account retains its opening balance.


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Transfer Current Year Balances

Select this box when amounts entered in the Balance column of the Account window have to be transferred to one of the Budget columns. Then, select the box(es) in which these amounts are to be posted.


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Transfer Amounts in Budget Columns

The Transfer Amounts in Budget Columns group box contains the elements required to select Budget columns of the Account window to transfer and their destination.


Budget Transfer Window

Launches the Budget Transfer Window. This wizard takes the user through each step of entering information in this window and the next one to ensure successful transfers. Only a specific increase will have to be made afterwards, if needed.


Specific Increase

Click this button to display the Specific Budget Increase window used to enter a specific increase for each account.


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Increase Budgets

The Increase Budgets group box contains the elements required to select the Budget columns of the Account window whose amounts are to be increased and the box used to enter the increase percentage applicable to each account category.


Budget 1

Select this box when the amounts of the Budget column of the Account window are to be increased. The increase table then becomes available.


Budget 2

Select this box when the amounts of the Budget column of the Account window are to be increased. The increase table then becomes available.


Budget 3

Select this box when the amounts of the Budget column of the Account window are to be increased. The increase table then becomes available.


Increase Budgets

The Increase Budgets group box contains three tables used to enter the increase or decrease percentage, applicable to the amounts of the three Budget columns of the Account window. Each line represents an account category.


Column 1

Headers assigned to the Budget 1 columns of the Account window. Thus, these headers are adjusted in the Company Information window, General Ledger tab.

Note: 	When the Budget Transfer Wizard has been used, titles are entered.


Column 1

Headers assigned to the Budget 1 columns of the Account window. Thus, these headers are adjusted in the Company Information window, General Ledger tab.

Note: 	When the Budget Transfer Wizard has been used, titles are entered.


Column 2

Headers assigned to the Budget 2 columns of the Account window. Thus, these headers are adjusted in the Company Information window, General Ledger tab.

Note: 	When the Budget Transfer Wizard has been used, titles are entered.


Column 2

Headers assigned to the Budget 2 columns of the Account window. Thus, these headers are adjusted in the Company Information window, General Ledger tab.

Note: 	When the Budget Transfer Wizard has been used, titles are entered.


Column 3

Headers assigned to the Budget 3 columns of the Account window. Thus, these headers are adjusted in the Company Information window, General Ledger tab.

Note: 	When the Budget Transfer Wizard has been used, titles are entered.


Column 3

Headers assigned to the Budget 3 columns of the Account window. Thus, these headers are adjusted in the Company Information window, General Ledger tab.

Note: 	When the Budget Transfer Wizard has been used, titles are entered.


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Transfer Reconciliation

The Transfer Reconciliation window presents a table used to select accounts for which audit trails of transactions in circulation are to be stored. Therefore, an unreconciled transaction (check, deposit) related to the selected account will appear in the Reconciliation window for reconciliation during the following fiscal year. Each line represents an account. Select the appropriate accounts.

Hint:	The Select by Category [image] button displays a window used to select categories for which all accounts should be selected.


Select All

The Select All command selects all accounts of the chart for the reconciliation transfer.


Unselect All

The Unselect All command dismisses the selection of the accounts for which to transfer the reconciliation.


Select by Category

The Select by Category command lets the user select the accounts for which to transfer the reconciliation according to their category.


Options

The Options command lets the user select the information to display.


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Print Annual List of Accounts With Transactions

Select this box to print the List of Accounts With Transactions report then select the appropriate options.


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Annual List of Accounts with Transactions

The Annual List of Accounts with Transactions contains the elements required to select the content of the List of Accounts with Transactions report.

Note:	This group box is available when the Print Annual List of Accounts with Transactions box is selected.


Date

Date printed on the report.

This date usually corresponds to the last day of the fiscal year. It can coincide with the calendar year thus closing December 31st or even follow the operational year.

Click Date to display the Calendar window used to select a date. For more information, see Using the Acomba Calendar and Defining the Date Format.


Date

Date printed on the report.

This date usually corresponds to the last day of the fiscal year. It can coincide with the calendar year thus closing December 31st or even follow the operational year.

Click Date to display the Calendar window used to select a date. For more information, see Using the Acomba Calendar and Defining the Date Format.


Periods, To

Numbers of the periods starting and ending the range of periods.


Periods, To

Numbers of the periods starting and ending the range of periods.


Periods, To

Numbers of the periods starting and ending the range of periods.


Periods, To

Numbers of the periods starting and ending the range of periods.


All

Click this button for all periods to be included in the range.


Accounts, To

Numbers of the first and last account in the range.

Clicking Accounts to To displays the Select Account window used to select an account among those already created. For more information, see Fields Linking to Other Fields.


Accounts, To

Numbers of the first and last account in the range.

Clicking Accounts to To displays the Select Account window used to select an account among those already created. For more information, see Fields Linking to Other Fields.


Accounts, To

Numbers of the first and last account in the range.

Clicking Accounts to To displays the Select Account window used to select an account among those already created. For more information, see Fields Linking to Other Fields.


Accounts, To

Numbers of the first and last account in the range.

Clicking Accounts to To displays the Select Account window used to select an account among those already created. For more information, see Fields Linking to Other Fields.


All

Click this button for all accounts to be included in the range.


Print Inactive Accounts

Select this box to add inactive accounts. An account is inactive when it is not used in any transaction within a period.


Print Quantity Accounts

Select this box to add quantity accounts.


Page Break After Each Account

Select this box to insert a page break between each account.


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Add Report

The Add Report command allows the user to select an optional report to produce during the end-of-period procedure. Clicking Add Report displays the Select Report window.


View/Modify Report

The View/Modify Report command allows the user to display the selected report configuration window. The report can be modified at this point.


Insert Report

The Insert Report command allows the user to add a report at the location of the pointer. The Select Report window is displayed.


Delete Report

The Delete Report command allows the user to remove a report from the list of optional reports to produce. A confirmation screen is displayed.


Optional Reports

It is possible to produce optional reports when performing the end-of-period/end-of-year procedure. Optional reports are selected using their pre-defined label. The user is requested to select for which procedure the report is to be produced.


Cancel

The Cancel command allows the user to terminate the end-of-period procedure. The user is aked to confirm the cancellation.


Next/Finish

The Next/Finish command allows the user to move on to the next step in the procedure. In the Summary window, the command is called Finish. It starts the end-of-period process.


Previous

The Previous command allows the user to move one step back in the end-of-period procedure.


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Use Product Price Structure

The Use Product Price Structure field allows the user to apply the main price structure to the selected item.


Price Structure

The price structure window allows the user to define a specific price structure for the selected product. It is necessary that the Use Product Price Structure box not be selected for this price list to be applied.


Retail Price

The Retail Price frame displays the description and proportion of each price level.


Retail Price

The Retail Price column contains the price of the product as set for each price level. Each price is calculated according to the information of the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Margin

The Margin column displays the profit margin of the sale as calculated according to the cost price of the product.


Price 1

The Price 1 field displays the description assigned to the first retail price level, corresponding to the default retail price. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 2

The Price 2 field displays the description assigned to the second retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 3

The Price 3 field displays the description assigned to the third retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 4

The Price 4 field displays the description assigned to the fourth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 5

The Price 5 field displays the description assigned to the fifth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 2

The Retail Price 2 field contains the retail price corresponding the the second price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 3

The Retail Price 3 field contains the retail price corresponding the the third price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 4

The Retail Price 4 field contains the retail price corresponding the the fourth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 5

The Retail Price 5 field contains the retail price corresponding the the fifth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Margin 1

The Margin 1 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 2

The Margin 2 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 3

The Margin 3 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 4

The Margin 4 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 5

The Margin 5 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Quantity

The Quantity frame allows the user to set prices applicable to the sales of multiple units of the selected product. Quantity prices are applied when the price level 6 is selected.


Quantity

The Quantity column contains the parameter used to attribute a quantity price at invoicing.


Retail Price

The Retail Price column contains the price to charge per unit of product sold, according to the number of units invoiced.


Margin

The Margin column displays the profit margin for the product calculated according to the retail price and the cost price of the selected item.


From 1 To

The From 1 To field allows the user to set the first level for quantity prices.


From 1 To

The From 1 To quantity field allows the user to set limit for the first level of quantity prices to be applied.


From 1 To

The From 1 To retail price field allows the user to set retail price per unit for the first level of quantity prices.


From 1 To

The From 1 To margin field displays the profit margin for the selected product using the quantity price and the cost price.


To

The To field allows the user to set the second level for quantity prices.


To

The To quantity field allows the user to set limit for the second level of quantity prices to be applied.


To

The To retail price field allows the user to set retail price per unit for the second level of quantity prices.


To

The To margin field displays the profit margin for the selected product using the quantity price and the cost price.


And Over

The And Over field allows the user to set the third level for quantity prices.


And Over

The And Over retail price field allows the user to set retail price per unit for the third level of quantity prices.


And Over

The And Over margin field displays the profit margin for the selected product using the quantity price and the cost price.


Product Cost

The Product Cost frame displays the last cost price and the average cost price for the selected product.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Retail Price

The Retail Price frame displays the description and proportion of each price level.


Retail Price

The Retail Price column contains the price of the product as set for each price level. Each price is calculated according to the information of the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Margin

The Margin column displays the profit margin of the sale as calculated according to the cost price of the product.


Price 1

The Price 1 field displays the description assigned to the first retail price level, corresponding to the default retail price. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 2

The Price 2 field displays the description assigned to the second retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 3

The Price 3 field displays the description assigned to the third retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 4

The Price 4 field displays the description assigned to the fourth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 5

The Price 5 field displays the description assigned to the fifth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 2

The Retail Price 2 field contains the retail price corresponding the the second price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 3

The Retail Price 3 field contains the retail price corresponding the the third price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 4

The Retail Price 4 field contains the retail price corresponding the the fourth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 5

The Retail Price 5 field contains the retail price corresponding the the fifth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Margin 1

The Margin 1 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 2

The Margin 2 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 3

The Margin 3 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 4

The Margin 4 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 5

The Margin 5 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Quantity

The Quantity frame allows the user to set prices applicable to the sales of multiple units of the selected product. Quantity prices are applied when the price level 6 is selected.


Quantity

The Quantity column contains the parameter used to attribute a quantity price at invoicing.


Retail Price

The Retail Price column contains the price to charge per unit of product sold, according to the number of units invoiced.


Margin

The Margin column displays the profit margin for the product calculated according to the retail price and the cost price of the selected item.


From 1 To

The From 1 To field allows the user to set the first level for quantity prices.


From 1 To

The From 1 To quantity field allows the user to set limit for the first level of quantity prices to be applied.


To

The To quantity field allows the user to set limit for the second level of quantity prices to be applied.


To

The To field allows the user to set the second level for quantity prices.


From 1 To

The From 1 To margin field displays the profit margin for the selected product using the quantity price and the cost price.


To

The To retail price field allows the user to set retail price per unit for the second level of quantity prices.


To

The To margin field displays the profit margin for the selected product using the quantity price and the cost price.


From 1 To

The From 1 To retail price field allows the user to set retail price per unit for the first level of quantity prices.


And Over

The And Over field allows the user to set the third level for quantity prices.


And Over

The And Over retail price field allows the user to set retail price per unit for the third level of quantity prices.


And Over

The And Over margin field displays the profit margin for the selected product using the quantity price and the cost price.


Product Cost

The Product Cost frame displays the last cost price and the average cost price for the selected product.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Commands

The command panel displays the commands that may be activated from price structure screen. The OK command applies the modifications made to the structure and closes the screen. The Cancel command discards the modifications made to the structure and closes the screen. The general price structure will then be used.


OK

The OK command applies the modifications made to the structure and closes the screen.


Cancel

The Cancel command discards the modifications made to the structure and closes the screen. The general price structure will then be used.


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Exchange Rate

The Exchange Rate window displays the active price lists and the applicable exchange rate.


Save

The Save command allows the user to save the exchange rate settings.


Use Temporarily

The Use Temporarily command allows the user to apply the specified exchange rate only through the current work session. The parameters are discarded when the program is closed.


Cancel

The Cancel command discards the modifications made to the Exchange Rate screen and reverts to the value entered in the Company Information window to perform amount conversions.


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New Category

The New Category command displays a blank Category window to allow the user to create a new category. For more information, see Creating Categories.


View/Modify Category

The View/Modify Category command displays the selected category into a Category input window.


Update

The Update field refreshes the contents of the Categories list window after its modification. For more information, see Update.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Categories window has its own set of columns to display or hide.


Number

The Number tab displays the list of available categories sorting them by ascending order of their number. To quickly locate a category, simply type the first few characters in the category number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number is the sorting order available with categories. Under the tab, categories are sorted in ascending order of the value pertaining to the selected sorting order.


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New Product Group

The New Product Group command displays a blank Product Group window to allow the user to create a new product group. For more information, see Creating Product Groups.


View/Modify Product Group

The View/Modify Product Group command displays the selected product group into a Product Group input window.


Update

The Update field refreshes the contents of the Product Groups list window after its modification. For more information, see Update.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Product Groups window has its own set of columns to display or hide.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are sorting orders available with product groups. Under each tab, product groups are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available product groups sorting them by ascending order of their number. To quickly locate a product group, simply type the first few characters in the product group number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available product groups sorting them by ascending order of their assigned description. To quickly locate a product group, simply type the first few characters in its description. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


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New Discount

The New Discount command displays a blank Discount window to allow the user to create a new discount.


View/Modify Discount

The View/Modify Discount command displays the selected product group into a Discount input window.


Update

The Update field refreshes the contents of the Discounts list window after its modification. For more information, see Update.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are sorting orders available with discounts. Under each tab, discounts are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available discounts sorting them by ascending order of their number. To quickly locate a discount, simply type the first few characters in the discount number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available discounts sorting them by ascending order of their assigned description. To quickly locate a discount, simply type the first few characters in its description. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Discounts window has its own set of columns to display or hide.


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New Segment

The New Segment command displays a blank Segment window to allow the user to create a new segment. For more information, see Creating Segments.


View/Modify Segment

The View/Modify Segment command displays the selected product group into a Segment input window.


Update

The Update field refreshes the contents of the Segments list window after its modification. For more information, see Update.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are sorting orders available with segments. Under each tab, segments are sorted in ascending order of the value pertaining to the selected sorting order.


Number

The Number tab displays the list of available segments sorting them by ascending order of their number. To quickly locate a segment, simply type the first few characters in the segment number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available segments sorting them by ascending order of their assigned description. To quickly locate a segment, simply type the first few characters in its description. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called. For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Segments window has its own set of columns to display or hide.


Contient ListeStock.


New Product

The New Product command displays a blank Product window to allow the user to create a new product.


View/Modify Product

The View/Modify Product command displays the Product window that contains the information pertaining to the selected product.


Update

The Update command refreshes the contents of the Products window after its modification. For more information, see Update.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Products window has its own set of columns to display or hide.


Product Interface

The Product Interface command allows the user to access the product interface displaying the selected product's file.


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New Supplier Product

The New Supplier Product command displays a blank Supplier Product window to allow the user to create a new supplier product file. For more information, see Product Supplier File.


View/Modify Supplier Product

The View/Modify Supplier Product command displays the Supplier Product window that contains the information pertaining to the selected supplier product entry.


Update

The Update command refreshes the contents of the Supplier Products window after its modification. For more information, see Update.


Options

The Options command displays the Options window to allow the user to display additional columns or hide active ones. Each tab of the Supplier Products window has its own set of columns to display or hide.


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Report

The Report group allows the user to select the parameters of the list of adjustments and labels to produce.


Reference

The Reference field allows the user to enter information pertaining to the adjustment. That information is displayed on the List of Adjustments report.


Reference

The Reference field allows the user to enter information pertaining to the adjustment. That information is displayed on the List of Adjustments report.


List of Adjustments

The List of Adjustments option allows the user to produce a list of the inventory adjustments.


List of Adjustments

The List of Adjustments group allows the user to produce a list of the inventory adjustments. It contains additional items that the user may include into the List of Adjustments report.


Display Suppliers

The Display Suppliers option allows the user to identify the supplier of each entry covered by the report.


Display Suppliers

The Display Product Items option allows the user to display the product item setting of each entry covered by the report.


Product Labels

The Product Labels group contains options that allow the user to print labels for the products added to the inventory list. The product labels are printed using the selected price structure.


Product Labels

The Product Labels group contains options that allow the user to print labels for the products added to the inventory list. The product labels are printed using the selected price structure.


No Price

The No Price option allows the user to print product labels that do not feature prices. No entry is made into the price area.


Price 1

The Price 1 option allows the user to print the value of the first level of the relevant price structure on the product label.


Price 2

The Price 2 option allows the user to print the value of the second level of the relevant price structure on the product label.


Price 3

The Price 3 option allows the user to print the value of the third level of the relevant price structure on the product label.


Price 4

The Price 4 option allows the user to print the value of the fourth level of the relevant price structure on the product label.


Suggested Retail Price

The Suggested Retail Price option allows the user to print the value of the fifth level of the relevant price structure on the product label. The fifth level of the price structure usually corresponds to the suggested retail price.


Customers on Hold

Select this option to produce a Customers on Hold report.


Customers on Hold

Select this option to produce a Customers on Hold report.


Output

The Output group contains the production option for the report (to the screen, the printer, on disk or by E-mail).


Output

The Output group contains the production option for the report (to the screen, the printer, on disk or by E-mail).

Screen

The Screen option allows the user to display the report on screen.

Printer

The Printer option allows the user to send the report to the printer.

Disk

The Disk option allows the user to save the contents of the report on disk.

E-Mail

The E-Mail option allows the user to send the report by E-mail. An Internet link is required.


Produce

The Produce command allows the user to produce the list of adjustments or product labels using the selected parameters.


Close

The Close command discards the modifications made to the Inventory Adjustment Report window and closes the window.


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Type

The Type group allows the user to select the type of inventory report to produce.


Sort By

The Sort By group box contains the available sorting options for products covered by the inventory list.


Range

The range allows the user to select the interval of products covered by the inventory list.


Beginning of Interval

The From field contains the number of the first product of the range covered by the inventory list. Clicking From displays the Select a Product list window.


Beginning of Interval

The From field contains the number of the first product of the range covered by the inventory list. Pressing the question mark key while the pointer is located in the From field displays the Select a Product list window.


End of Interval

The To field contains the number of the last product of the range covered by the inventory list. Clicking To displays the Select a Product list window.


End of Interval

The To field contains the number of the first product of the range covered by the inventory list. Pressing the question mark key while the pointer is located in the To field displays the Select a Product list window.


All

The All option allows the user to produce the inventory report for all products.


Field

The Field group contains the list of fields that the user may include in the inventory list. To select all fields, the user right-clicks the Field group and selects the Select All command of the contextual menu. The menu also contain a Deselect All command.


Ignore Product Items

The Ignore Product Items command allows the user not to display product items in the report.


Include Product Items

The Include Product Items command allows the user to take product items into account when producing the report.


Show Details of Product Items

The Show Details of Product Items command allows the user to display the products included in the report by product items.


Price List

The Price List group allows the user to select which price list to use when producing the report. Clicking Price List displays the options available.


Price List

The Price List group allows the user to select which price list to use when producing the report. Pressing the question mark key while the pointer is located in the Price List field displays the options available.


Product Selection

The Product Selection group allows the user to define the range of products covered by the report and how to sort them.


Sort By

The Sort By group box contains the available sorting options for products covered by the inventory change report.


Range

The range allows the user to select the interval of products covered by the inventory change report.


Beginning of Interval

The From field contains the number of the first product of the range covered by the inventory change report. Clicking From displays the Select a Product list window.


Beginning of Interval

The From field contains the number of the first product of the range covered by the inventory change report. Pressing the question mark key while the pointer is located in the From field displays the Select a Product list window.


End of Interval

The To field contains the number of the last product of the range covered by the inventory change report. Clicking To displays the Select a Product list window.


End of Interval

The To field contains the number of the first product of the range covered by the inventory change report. Pressing the question mark key while the pointer is located in the To field displays the Select a Product list window.


All

The All option allows the user to produce the inventory report for all products.


Range of Dates

The Range of Dates group allows the user to select the interval of dates covered by the report.


Beginning of Interval

The From field contains the number of the beginning of the range of dates covered by the inventory change report. Clicking From displays the integrated calendar.


Beginning of Interval

The From field contains the number of the beginning of the range of dates covered by the inventory change report. Pressing the question mark key while the pointer is located in the From field displays the integrated calendar.


End of Interval

The To field contains the number of the end of the range of dates covered by the inventory change report. Clicking To displays the integrated calendar.


End of Interval

The To field contains the number of the end of the range of dates covered by the inventory change report. Pressing the question mark key while the pointer is located in the To field displays the integrated calendar.


Summary

The summary inventory change report displays the product number, its description and the total modification to stocks for the covered period.


Detailed

The detailed inventory change report displays, for each product, its number and description, each adjustment made, purchased, invoiced and adjusted items, as well as cumulative figures.


Compact

The compact inventory change report displays the same information as the detailed report, but the report is presented over more columns as to maximise space use.


Ignore Product Items

The Ignore Product Items option allows the user not to include product items in the report.


Include Product Items

The Include Product Items option allows the user to take product items into account when producing the selected inventory report.


Show Details of Product Item

The Show Details of Product Items command allows the user to display the products included in the report by product items.


Options

The Options group contains the elements that the user can include in the report.


Include Inactive Products

The Include Inactive Products option allows the user to also cover products whose in stock quantity is 0, in the inventory change report.


Product Selection

The Product Selection group allows the user to define the range of products covered by the report and how to sort them.


Sort By

The Sort By group box contains the available sorting options for products covered by the inventory value report.


Range

The range allows the user to select the interval of products covered by the inventory value report.


Beginning of Interval

The From field contains the number of the first product of the range covered by the inventory value report. Clicking From displays the Select a Product list window.


Beginning of Interval

The From field contains the number of the first product of the range covered by the inventory value report. Pressing the question mark key while the pointer is located in the From field displays the Select a Product list window.


End of Interval

The To field contains the number of the last product of the range covered by the inventory value report. Clicking To displays the Select a Product list window.


End of Interval

The To field contains the number of the first product of the range covered by the inventory value report. Pressing the question mark key while the pointer is located in the To field displays the Select a Product list window.


All

The All option allows the user to produce the inventory report for all products.


Type

The Type group allows the user to select the report's parameters.


Average Cost Price

The Average Cost Price option allows the user to calculate the inventory value report using the average cost price.


Real Cost Price

The Real Cost Price option allows the user to calculate the inventory value report using the actual cost price.


Last Cost Price

The Last Cost Price option allows the user to calculate the inventory value report using the last cost price.


Next Average Cost Price

The Next Average Cost Price option allows the user to calculate the inventory value report using the next average cost price.


Next Minimum Cost Price

The Next Minimum Cost Price option allows the user to calculate the inventory value report using the next minimum cost price.


Next Maximum Cost Price

The Next Maximum Cost Price option allows the user to calculate the inventory value report using the next maximum cost price.


Ignore Product Items

The Ignore Product Items command allows the user not to display product items in the report.


Include Product Items

The Include Product Items command allows the user to take product items into account when producing the report.


Show Details of Product Items

The Show Details of Product Items command allows the user to display the products included in the report by product items.


Price List

The Price List group allows the user to select which price list to use when producing the report. Clicking Price List displays the options available.


Price List

The Price List group allows the user to select which price list to use when producing the report. Pressing the question mark key while the pointer is located in the Price List field displays the options available.


Supplier Product Selection

The Supplier Product Selection group allows the user to define the range of products covered by the report and how to sort them.


Sort By

The Sort By group box contains the available sorting options for products covered by the List of Supplier Products report.


Range

The range allows the user to select the interval of products covered by the inventory value report.


Beginning of Interval

The From field contains the number of the first supplier product of the range covered by the list of supplier products report. Clicking From displays the Select Supplier Product list window.


Beginning of Interval

The From field contains the number of the first supplier product of the range covered by the list of supplier products report. Pressing the question mark key while the pointer is located in the From field displays the Select Supplier Product list window.


End of Interval

The To field contains the number of the last supplier product of the range covered by the list of supplier products report. Clicking To displays the Select Supplier Product list window.


End of Interval

The To field contains the number of the last supplier product of the range covered by the list of supplier products report. Pressing the question mark key while the pointer is located in the To field displays the Select Supplier Product list window.


Type

The Type group allows the user to select the report's parameters.


Summary

The summary list of supplier products report provides basic information relating to products and their suppliers. The list displays product numbers and descriptions, suppliers' number as well as the UPC number.


Detailed

The detailed list of supplier products provides information relating to products and their suppliers. As with the summary list of supplier products, the list displays the product number and description, the suppliers' number and the UPC number. The detailed list of supplier products also contains unit codes, economical quantity, shipping delay and the next cost price.


Price List

The Price List group allows the user to select which price list to use when producing the report. Clicking Price List displays the options available.


Price List

The Price List group allows the user to select which price list to use when producing the report. Pressing the question mark key while the pointer is located in the Price List field displays the options available.


Field

The Field group contains the list of fields that the user may include in the inventory list. To select all fields, the user right-clicks the Field group and selects the Select All command of the contextual menu. The menu also contain a Clear All command.


Product Selection

The Product Selection group allows the user to define the range of products covered by the report and how to sort them.


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New Specification

The New Specification command displays a blank Specification input window to allow the user to create a new specification. For more information, see Specification Concept.


Select Category

The Select Category command displays the Select a Category list window to allow the user to select a different category to display.


Save Category

The Save Category command allows the user to save modifications made to the selected category. The information remains on screen to permit further modifications.


Go Back to Original

The Go Back to Original command discards modifications made to the selected category and reverts to the last saved settings.


Delete Category

The Delete Category command allows the user to delete the selected category.


First Category

The First Category command displays the category whose number has the lowest value according to the selected sorting order.


Previous Category

The Previous Category command displays the category that comes before the selected one, according to the active sorting order.


Next Category

The Next Category command displays the category that comes after the selected one, according to the active sorting order.


Last Category

The Last Category command displays the category whose number has the highest value according to the selected sorting order.


Sort Items

The Sort Items command allows the user to sort the categories of the list in ascending order of their numbers.


Delete Selected Item

The Delete Selected Item command allows the user to delete the selected category item.


Change Number

The Change Number command allows the user to assign a new number to the selected category. The maximum number of characters allowed is specified in the Length field.


Go Back to List

The Go Back to List command saves modifications to the selected category, closes the Category input window and displays the Categories list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new category. When Save is displayed, it saves the category settings and displays a blank Category input screen.


Number

The Number field contains the number assigned to the selected category. Clicking Number displays the Select a Category list window.


Number

The Number field contains the number assigned to the selected category. Pressing the question mark key while the pointer is located in the Number field displays the Select a Category list window.


Length

The Length field contains the maximum number of characters in the number assigned to each category item.


Length

The Length field contains the maximum number of characters in the number assigned to each category item.


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Contient SaisieGroupStock; SaisieGroup; SaisieGroupeStock


New Group

The New Group command displays the Product Group input window to allow the user to create a new product group.


Select a Group

The Select a Group command displays the Select Product Group list window to allow the user to select a different product group.


Save Group

The Save Group command allows the user to save modifications made to the selected product group. The information remains on screen to permit further modifications.


Go Back to Original

The Go Back to Original command discards modifications made to the selected product group and reverts to the last saved settings.


Delete Group

The Delete Group command allows the user to delete the selected product group.


First Group

The First Group command displays the group whose number has the lowest value according to the selected sorting order.


Previous Group

The Previous Group command displays the group that comes before the selected one, according to the active sorting order.


Next Group

The Next Group command displays the group that comes after the selected one, according to the active sorting order.


Last Group

The Last Group command displays the group whose number has the highest value according to the selected sorting order.


New Number

The New Number command allows the use to assign a new number to the selected product group. A maximum of 4 characters can be used.


Go Back to List

The Go Back to List command saves modifications to the selected product group, closes the Product Group input window and displays the Product Groups list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new product group. When Save is displayed, it saves the product group settings and displays a blank Product Group input screen.


Tax Exception

The Tax Exception field contains the number of the tax exception associated with the selected tax group. Clicking Tax Exception displays the Select a Tax Exception list window.

It must be noted that the exception is different from the exemption. The latter is granted to an individual or a company. The exemption applies to every product and and cancels the tax. The exception is specific and applies to a product or a product group. The exception can cancel a tax or reduce it.


Tax Exception

The Tax Exception field displays the number of the tax exception associated with the selected product group. Clicking Tax Exception displays the Select a Tax Exception list window.


Product Group Parameter

The Product Group Parameter group contains the settings of the selected product group.


Description

The Description field displays the title of the selected tax exception. The contents of this field cannot be modified through the Product Group list window.


Description

The Description field displays the title of the selected tax exception. The contents of this field cannot be modified through the Product Group list window.


Segmentation

The Segmentation group contains the identification of the segment associated with the selected product group.


Segment

The Segment field contains the number of the segment accociated with the selected product group. This segment is used with every product linked to the selected product group, unless a specific segment is identified in the individual product file. Clicking Segment displays the Select a Segment list window.


Segment

The Segment field contains the number of the segment accociated with the selected product group. This segment is used with every product linked to the selected product group, unless a specific segment is identified in the individual product file. Pressing the question mark key while th epointer is located in the Segment field displays the Select a Segment list window.


Description

The Description field displays the title of the selected segment. The contents of this field cannot be modified through the Product Group window.


Sales Accounts

The Sales Accounts frame displays the settings of the accounts receivable associated with the selected product group.


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New Label Format

Saves the label format, clears boxes and displays a blank label format input window. For more information, see A Label Format Is…, Creating Label Formats and An Input Window Is….


Select a Label Format

Displays the Select a Label Format window used to select a label format among those already created for consultation or modification purposes.


Save the Label Format

After creating a label format, this command is used to save the label format, clear the boxes and display a blank label format input window.

When modifying an existing label format, this command is used to save the label format, which remains displayed for further editing.


Go Back to Original

Cancels modifications made to the label format since its last save.

Note: 	This button is available when a modification is made.


Delete the Label Format

Deletes the displayed label format.


First Label Format

Displays the lowest number label format.


Previous Label Format

Displays the label format bearing the number preceding the one currently displayed.

After activating the New Label Format command, this command redisplays the last label format displayed.


Next Label Format

Displays the label format bearing the number following the one currently displayed.


Last Label Format

Displays the highest number label format.


Change Label Format Number

Used to assign a new number to the displayed label format. This number must be unique: two formats cannot bear the same number. The label format number contains a maximum of 4 digits.


Go Back to List

Saves the label format, closes the window and displays the Label Formats list window.


New Label Format/Save Label Format

After creating a label format, this command is used to save the label format, clear the boxes and display a blank label format input window.

When modifying an existing label format, this command is used to save the label format, which remains displayed for further editing.

For more information, see A Label Format Is…, Creating Label Formats and An Input Window Is…


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Beginning of Interval

The From field contains the number of the first product group covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Clicking From displays the Select Product Group list window.


Beginning of Interval

The From field contains the number of the first product group covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Pressing the question mark key while the pointer is located in the From field displays the Select Product Group list window.


End of Interval

The To field contains the number of the last product group covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Clicking To displays the Select Product Group list window.


End of Interval

The To field contains the number of the last product group covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Pressing the question mark key while the pointer is located in the To field displays the Select Product Group list window.


Beginning of Interval

The From field contains the number of the first supplier covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Clicking From displays the Select a Supplier list window.


Beginning of Interval

The From field contains the number of the first supplier covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Pressing the question mark key while the pointer is located in the From field displays the Select a Supplier list window.


End of Interval

The To field contains the number of the last supplier covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Clicking To displays the Select a Supplier list window.


End of Interval

The End field contains the number of the last supplier covered in the price adjustment operation to perform. It must be noted that this is the first step of the operation. Pressing the question mark key while the pointer is located in the To field displays the Select a Supplier list window.


Last Cost Price

The Last Cost Price option allows the user to specify the percentage of modification of the products' sales price according to their last cost price.


Average Cost Price

The Average Cost Price option allows the user to specify the percentage of modification of the products' sales price according to their average cost price.


Next Cost Price

The Next Cost Price option allows the user to specify the percentage of modification of the products' sales price according to their next cost price.


Percentage

The Percentage field contains the percentage of modification of sales price for the selected product groups.


Price List

The Price List field allows the user to select the price list for which to apply the specified price modification.


Group

The Group field displays the number of the product group for which to apply the price modification.


Product

The Product field displays the number of the product for which to apply the price modification.


Product

The Product field displays the number of the product for which to apply the price modification.


Product

The Product field displays the description of the selected product. The contents of this field cannot be modified through the Price Modification field.


Fenetre_SaisieRabais


New Discount

The New Discount command displays a blank Discount window to allow the user to create a new discount.


Select Discount

The Select Discount command displays the Select a Discount list window to allow the user to display a different discount.


Saving Discount

At the end of the operation, the Save command saves the discount and display a blank discount to allow the user to create a new discount.

During modification, the Save command saves the discount that remains on screen to allow further modifications.


Go Back to Original

The Go Back to Original command discards modifications made to the selected discount and reverts to the last saved settings.


Delete Discount

The Delete Discount command allows the user to delete the selected discount. The Delete Discount is available until the selected discount is used.


First Discount

The First Discount command displays the discount whose number has the lowest value according to the sorting order selected in the Discounts list window.


Previous Discount

The Previous Discount command displays the discount that comes before the selected one, according to the sorting order selected in the Discounts list window.

After the New Discount command is activated, Previous Discount displays the last viewed discount.


Next Discount

The Next Discount command displays the discount that comes after the selected one, according to the sorting order selected in the Discounts list window.


Last Discount

The Last Discount command displays the discount whose number has the highest value according to the sorting order selected in the Discounts list window.


New Number

The New Number command allows the user to assign a new number to the selected discount. The discount number must be unique; no two discounts can bear the same number. A maximum of 4 digits is allowed.


Go Back to List

The Go Back to List command saves the modifications made to the selected discount, close the Discount input window, and displays the Discounts list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new discount. When Save is displayed, it saves the discount settings and displays a blank Discount input screen.


Number

The Number field displays the number assigned to the discount. The discount number must be unique; no two discount can bear the same number. A maximum of 4 digits is allowed. Clicking Number displays the Select a Discount list window.


Number

The Number field displays the number assigned to the discount. The discount number must be unique; no two discount can bear the same number. A maximum of 4 digits is allowed. Pressing the question mark key while the pointer is located in the Number field displays the Select a Discount list window.


Description

The Description field allows the user to enter a title for the selected discount. A maximum of 30 characters is allowed. The description is used to locate a specific discount in the Discounts list window, under the Description tab.


Description

The Description field allows the user to enter a title for the selected discount. A maximum of 30 characters is allowed. The description is used to locate a specific discount in the Discounts list window, under the Description tab.


Global Discount %

The Global Discount % field allows the user to set the percentage of discount applicable to every product of the selected product groups.


Global Discount %

The Global Discount % field allows the user to set the percentage of discount applicable to every product of the selected product groups.


Calculation Based on Cost Price

The Calculation Based on Cost Price field contains the options available to calculate the amount of the discount when the cost price list used at invoicing equals the cost price of the selected item (either avergae, last, or next cost price).

The options are:

None: the item is invoiced at cost price with no additional discount.

Additional Discount: the item is invoiced under cost price, that is at cost price with an additional discount.

Profit on Cost Price: the item is invoiced at a specified percentage over the cost price. For example, a 20% increase over the cost price of $100 gives a sales price of $120 ($100 X 1.2).

Profit on Sale: the item is invoiced to obtain a specified profit percentage. For example, a 20% profit over a $100 cost price gives a sales price of $125 ($100/0.8).


Calculation Based on Cost Price

The Calculation Based on Cost Price field contains the options available to calculate the amount of the discount when the cost price list used at invoicing equals the cost price of the selected item (either avergae, last, or next cost price).

The options are:

None: the item is invoiced at cost price with no additional discount.

Additional Discount: the item is invoiced under cost price, that is at cost price with an additional discount.

Profit on Cost Price: the item is invoiced at a specified percentage over the cost price. For example, a 20% increase over the cost price of $100 gives a sales price of $120 ($100 X 1.2).

Profit on Sale: the item is invoiced to obtain a specified profit percentage. For example, a 20% profit over a $100 cost price gives a sales price of $125 ($100/0.8).


Group Tab

The Group tab contains the list of product groups upon which the global discount is not applied and for which is selected a specific discount.


Group Table

The product group table allows the user to enter a specific discount to the identified product groups. A specific discount takes precedence over the global discount.

The table contains three columns, and as many lines as there are product groups to assign a specific discount percentage.

Number: number of the product group upon which the specific discount is applied.

Description: description of the selected product group. The contents of this field cannot be modified through the table.

%: percentage of the specific discount applicable to the selected product group.


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New Segment

The New Segment command displays the Segment input window to allow the user to create a new segment. For more information, see Definition of Segment.


Select Segment

The Select Segment command displays the Select a Segment list window to allow the user to select a different segment to view.


Save Segment

The Save Segment command allows the user to save the modifications made to the selected segment. The information remains on screen.


Go Back to Original

The Go Back to Original command discards modifications made to the selected segment and reverts to the last saved settings.


Delete Segment

The Delete Segment command allows the user to delete the selected segment.


First Segment

The First Segment command displays the segment whose number has the lowest value according to the selected sorting order.


Previous Segment

The Previous Segment command displays the segment that comes before the selected one, according to the active sorting order.


Next Segment

The Next Segment command displays the segment that comes after the selected one, according to the active sorting order.


Last Segment

The Last Segment command displays the segment whose number has the highest value according to the selected sorting order.


New Number

The New Number command allows the user to assign a new number to the selected segment. A maximum of 4 digits can be used.


Go Back to List

The Go Back to List command saves modifications to the selected segment, closes the Segment input window and displays the Segments list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new segment. When Save is displayed, it saves the segment settings and displays a blank Segment input screen.


Number

The Number field contains the number assigned to the selected segment. Clicking Number displays the Select a Segment list window.


Number

The Number field contains the number assigned to the selected segment. Pressing the question mark key while the pointer is located in the Number field displays the Select a Segment list window.


Description

The Description field displays the title of the selected segment. A maximum of 30 characters can be used.


Description

The Description field displays the title of the selected segment. A maximum of 30 characters can be used.


Number of Categories

The Number of Categories field allows the user to set the number of categories contained in the segment. Clicking Number of Categories displays the options available.


Number of Categories

The Number of Categories field allows the user to set the number of categories contained in the segment. Clicking Number of Categories displays the options available.


Category

The Category field contains the number associated to the selected segment. Clicking Category displays the Select a Category list window. The description of the selected category cannot be modified through the Segment window, but through the Category window.


Category

The Category field contains the number associated to the selected segment. Clicking Category displays the Select a Category list window. The description of the selected category cannot be modified through the Segment window, but through the Category window.


Category

The Category field contains the number associated to the selected segment. Clicking Category displays the Select a Category list window. The description of the selected category cannot be modified through the Segment window, but through the Category window.


Category

The Category field contains the number associated to the selected segment. Pressing the question mark key while the pointer is located in the Category field displays the Select a Category list window. The description of the selected category cannot be modified through the Segment window, but through the Category window.


Category

The Category field contains the number associated to the selected segment. Pressing the question mark key while the pointer is located in the Category field displays the Select a Category list window. The description of the selected category cannot be modified through the Segment window, but through the Category window.


Category

The Category field contains the number associated to the selected segment. Pressing the question mark key while the pointer is located in the Category field displays the Select a Category list window. The description of the selected category cannot be modified through the Segment window, but through the Category window.


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New Product

The New Product command displays a blank Product input window to allow the user to create a new product. For more information, see Creating Products


Select Product

The Select Product command displays the Select a Product list window to allow the user to select a different product to view.


Save Product

The Save Product command allows the user to save the modifications made to the selected product. The information remains on screen to permit further modification.


Go Back to Original

The Go Back to Original command discards the modifications to the selected product and reverts to the last saved settings.


First Product

The First Product command displays the product whose number has the lowest value according to the selected sorting order.


Last Product

The Last Product command displays the product whose number has the highest value according to the selected sorting order.


Next Product

The Next Product command displays the segment that comes after the selected one, according to the active sorting order.


Delete Product

The Delete Product command allows the user to delete the selected product.


Previous Product

The Previous Product command displays the product that comes before the selected one, according to the active sorting order.


New Number

The New Number command allows the user to assign a new number to the selected product. A maximum of 20 characters can be used.


Go Back to List

The Go Back to List command saves modifications to the selected product, closes the Product input window and displays the Products list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new product. When Save is displayed, it saves the product settings and displays a blank Product input screen.


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Number

The Number field contains the number assigned to the product. Clicking Number displays the Select a Product list window.


Number

The Number field contains the number assigned to the product. Pressing the question mark key while the pointer is located in the Number field displays the Select a Product list window.


Description

The Description page contains the descriptions in secondary languages and their sorting keys, as well as comments relating to the selected product.


Description

The Description field contains the name of the product for language 1. A maximum of 30 characters can be used. The description is displayed on the invoices.


Description

The Description field contains the name of the product for language 1. A maximum of 60 characters can be used. The description is displayed on the invoices.


Description

The Description field contains the name of the product for language 1. A maximum of 60 characters can be used. The description is displayed on the invoices.


Sort

The Sort field contains the index used to easily locate the selected product within lists. A maximum of 15 characters is allowed.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the product. For example, TIRECO could be used to represent the 091125456 205W15 UltraRubbery Carshoe Compound.


Sort

The Sort field contains the index used to easily locate the selected product within lists. A maximum of 15 characters is allowed.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the product. For example, TIRECO could be used to represent the 091125456 205W15 UltraRubbery Carshoe Compound.


Sort

The Sort field contains the index used to easily locate the selected product within lists. A maximum of 15 characters is allowed.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the product. For example, TIRECO could be used to represent the 091125456 205W15 UltraRubbery Carshoe Compound.


Sort

The Sort field contains the index used to easily locate the selected product within lists. A maximum of 15 characters is allowed.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the product. For example, TIRECO could be used to represent the 091125456 205W15 UltraRubbery Carshoe Compound.


Enter topic text here.


Description

The Description field contains the name of the product for language 2. A maximum of 40 characters can be used. The description is displayed on the invoices when that language is selected.


Description

The Description field contains the name of the product for language 2. A maximum of 40 characters can be used. The description is displayed on the invoices when that language is selected.


Description

The Description field contains the name of the product for language 2. A maximum of 40 characters can be used. The description is displayed on the invoices when that language is selected.


Description

The Description field contains the name of the product for language 3. A maximum of 40 characters can be used. The description is displayed on the invoices when that language is selected.


Description

The Description field contains the name of the product for language 3. A maximum of 40 characters can be used. The description is displayed on the invoices when that language is selected.


Description

The Description field contains the name of the product for language 3. A maximum of 40 characters can be used. The description is displayed on the invoices when that language is selected.


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Quantities

The Quantities frame displays the number of item available for each product status.


In Stock

The In Stock field displays the number of the selected product currently in stock. To modify this figure, the user performs the Adjustment command.


In Stock

The In Stock field displays the number of the selected product currently in stock. To modify this figure, the user performs the Adjustment command.


On Order

The On Order field displays the number of the selected product that is on order from a customer. The figure is adjusted by the entry of an order transaction through the Invoicing window.


On Order

The On Order field displays the number of the selected product that is on order from a customer. The figure is adjusted by the entry of an order transaction through the Invoicing window.


Bid

The Bid field displays the number of the selected product that is on bid for a customer. The figure is adjusted by the entry of a bid transaction through the Invoicing window.


Bid

The Bid field displays the number of the selected product that are on bid for a customer. The figure is adjusted by the entry of a bid transaction through the Invoicing window.


On Reserve

The On Reserve field displays the number of the selected product that is set aside for a customer. The item is not taken out of the inventory until it is invoiced. The figure is adjusted by the entry of a deposit transaction through the Invoicing window.


On Reserve

The On Reserve field displays the number of the selected product that is set aside for a customer. The item is not taken out of the inventory until it is invoiced. The figure is adjusted by the entry of a deposit transaction through the Invoicing window.


Purchased

The Purchased field displays the number of the selected product for which an order is placed to the supplier. The products are added to the In Stock field upon reception of the order, through the Receiving command. The figure is adjusted by the entry of a purchase transaction through the Invoicing window.


Purchased

The Purchased field displays the number of the selected product for which an order is placed to the supplier. The products are added to the In Stock field upon reception of the order, through the Receiving command. The figure is adjusted by the entry of a purchase transaction through the Invoicing window.


Demonstration

The Demonstration field displays the number of the selected product that is on display. That amount is not taken out of the In Stock total.


Demonstration

The Demonstration field displays the number of the selected product that is on display. That amount is not taken out of the In Stock total.


Undergoing Repair

The Undergoing Repair field displays the number of the selected product that is undergoing repair. That amount is not taken out of the In Stock total.


Undergoing Repair

The Undergoing Repair field displays the number of the selected product that is undergoing repair. That amount is not taken out of the In Stock total.


Purchase

The Purchase frame contains information relating to the purchase of the selected product.


Reorder Point

The Reorder Point field contains the number of in stock items to reach before placing an order for the selected product.


Reorder Point

The Reorder Point field contains the number of in stock items to reach before placing an order for the selected product.


Maximum Quantity

The Maximum Quantity field contains the maximum number of item to keep in stock.


Maximum Quantity

The Maximum Quantity field contains the maximum number of item to keep in stock.


Back Order

The Back Order frame displays information relating to the back order settings of the selected product.


Back Order Allowed for this Product

The Back Order Allowed for this Product option allows the user to specify that back-order quantities be kept in memory. For example, if 20 items were purchased, but only 15 were delivered, the number of back-order items is kept in memory. If the Back Order Allowed for this Product option is not selected, the purchase is considered received in full.


Back Order Allowed According to Product Group

The Back Order Allowed According to Product Group option allows the user to specify that back-order quantities be kept in memory.


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Supplier Product #

The Supplier Product # field contains the catalogue number, assigned by the supplier. A maximum of 20 characters is allowed.


Supplier Product #

The Supplier Product # field contains the catalogue number, assigned by the supplier. A maximum of 20 characters is allowed.


Supplier

The Supplier field allows the user to provide the number of the supplier of the selected product. Clicking Supplier displays the Select a Supplier or Supplier Product list window.


Supplier

The Supplier field allows the user to provide the number of the supplier of the selected product. Clicking Supplier displays the Select a Supplier or Supplier Product list window.


Supplier

The Supplier field displays the name of the selected supplier. The contents of this field cannot be modified through the Product window.


Delete Selected Supplier

The Delete Selected Supplier command allows the user to delete the selected supplier line.


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Product Identification

This section allows the user to give specific information about the product physical features, such as its location in the stock room or the number of units per item.


Sequence

The Sequence field allows the user to specify the order of appearance of the selected product within the product group in the inventory list sorted by product groups. By default, products appear in order of number.


Sequence

The Sequence field allows the user to specify the order of appearance of the selected product within the product group in the inventory list sorted by product groups. By default, products appear in order of number.


Product Group

The Product Group field contains the product group to which the selected product belong. Clicking Product Group displays the Select Product Group list window.


Product Group

The Product Group field contains the product group to which the selected product belong. Pressing the question mark key while the pointer is located in the Product Group field displays the Select Product Group list window.


Product Group

The Product Group field contains the product group to which the selected product belong. Pressing the question mark key while the pointer is located in the Product Group field displays the Select Product Group list window.


UPC (Universal Product Code)

The UPC field contains the universal product code assigned to the selected product. This code can be read by a scanner or entered by the user.


UPC (Universal Product Code)

The UPC field contains the universal product code assigned to the selected product. This code can be read by a scanner or entered by the user.


Location

The Location field contains the actual location of the items in the stock room.


Product Group

The Product Group field displays the title of the selected product group. The contents of this field cannot be modified through the Product window.


Location

The Location field contains the actual location of the items in the stock room.


Last Purchase Date

The Last Purchase Date field contains the date of the last purchase of the selected product.


Shipping Delay

The Shipping Delay field contains the regular delivery time for purchase.


Shipping Delay

The Shipping Delay field contains the regular delivery time for purchase.


Unit Code

The Unit Code field contains the information pertaining to how many units of the products are sold per item.


Unit Code

The Unit Code field contains the information pertaining to how many units of the products are sold per item.


Reorder Point

The Reorder Point field contains the number of in stock items to reach before placing an order for the selected product.


Maximum Quantity

The Maximum Quantity field contains the maximum number of item to keep in stock.


Economical Quantity

The Economical Quantity field contains the number of items to purchase to profit of the most economical cost per unit.


Comment

The Comment field allows the user to enter additional information pertaining to the selected product.


Comment

The Comment field allows the user to enter additional information pertaining to the selected product.


Last Date Sold

The Last Date Sold field displays the last date the selected item was sold.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Next Cost Price

The Next Cost Price field displays the next cost price for the product, calculated since the creation of the product file.


FIFO Quantity

The FIFO Quantity field displays the cost value of the five last purchase of the selected product according to the FIFO assessment method. In the FIFO method, each item sold reduce the in stock figure of the older purchase.


Cost Price

The Cost Price field displays the cost of purchasing each item of the selected product. The cost price is used to calculate the profit margin on its sale.


In Stock

The In Stock field displays the number of the selected product currently in stock. To modify this figure, the user performs the Adjustment command.


In Stock

The In Stock field displays the number of the selected product currently in stock. To modify this figure, the user performs the Adjustment command.


Purchased

The Purchased field displays the number of the selected product for which an order is placed to your supplier. The products are added to the In Stock field upon reception of the order, through the Receiving command. The figure is adjusted by the entry of a purchase transaction through the Invoicing window.


Purchased

The Purchased field displays the number of the selected product for which an order is placed to your supplier. The products are added to the In Stock field upon reception of the order, through the Receiving command. The figure is adjusted by the entry of a purchase transaction through the Invoicing window.


On Order

The On Order field displays the number of the selected product that is on order from a customer. The figure is adjusted by the entry of an order transaction through the Invoicing window.


On Order

The On Order field displays the number of the selected product that is on order from a customer. The figure is adjusted by the entry of an order transaction through the Invoicing window.


Bid

The Bid field displays the number of the selected product that is on bid for a customer. The figure is adjusted by the entry of a bid transaction through the Invoicing window.


Bid

The Bid field displays the number of the selected product that is on bid for a customer. The figure is adjusted by the entry of a bid transaction through the Invoicing window.


On Reserve

The On Reserve field displays the number of the selected product that is set aside for a customer. The item is not taken out of the inventory until it is invoiced. The figure is adjusted by the entry of a deposit transaction through the Invoicing window.


On Reserve

The On Reserve field displays the number of the selected product that is set aside for a customer. The item is not taken out of the inventory until it is invoiced. The figure is adjusted by the entry of a deposit transaction through the Invoicing window.


Demonstration

The Demonstration field displays the number of the selected product that is on display. That amount is not taken out of the In Stock total.


Demonstration

The Demonstration field displays the number of the selected product that is on display. That amount is not taken out of the In Stock total.


Undergoing Repair

The Undergoing Repair field displays the number of the selected product that is undergoing repair. That amount is not taken out of the In Stock total.


Undergoing Repair

The Undergoing Repair field displays the number of the selected product that is undergoing repair. That amount is not taken out of the In Stock total.


Select a Photo

The Select a Photo command displays the Select a Photo list window to allow the user to insert a picture into the product file. The allowed format are .BMP, .GIF ou .JPG.


Delete Photo

The Delete Photo command allows the user to delete the selected picture.


Product

The Product screen allows the user to define the product. For more information, see Product Concept.


Use a Specific Tax Exception for this Product

The Use a Specific Tax Esception for this Product option allows the user to select a tax exception for this product that is different from the one applied to the product group.

Attention

It must be noted that the exception is different from the exemption. The latter is granted to an individual or a company. The exemption applies to every product and and cancels the tax. The exception is specific and applies to a product or a product group. The exception can cancel a tax or reduce it.


Tax Exception

The Tax Exception field allows the user to select the tax exception applicable to the active product. Clicking Tax Exception displays the Select a Tax Exception list window.


Use a Specific Segment for this Product

The Use a Specific Segment for this Product option allows the user to select a segment for this product that is different from the one applied to the product group.


Product Segment

The Product Segment field allows the user to select the segment applicable to the active product. Clicking Product Segment displays the Select a Segment list window.


Retail Price

The Retail Price frame displays the description and proportion of each price level. To attribute a price list to a customer, the user displays the customer's file, accesses the File (continued) screen and selects the relevant price list in the Price field.


Retail Price

The Retail Price column contains the price of the product as set for each price level. Each price is calculated according to the information of the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Margin

The Margin column displays the profit margin of the sale as calculated according to the cost price of the product.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Price 2

The Price 2 field displays the description assigned to the second retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 3

The Price 3 field displays the description assigned to the third retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 4

The Price 4 field displays the description assigned to the fourth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 5

The Price 5 field displays the description assigned to the fifth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 2

The Retail Price 2 field contains the retail price corresponding the the second price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 3

The Retail Price 3 field contains the retail price corresponding the the third price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 4

The Retail Price 4 field contains the retail price corresponding the the fourth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 5

The Retail Price 5 field contains the retail price corresponding the the fifth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Margin 2

The Margin 2 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 3

The Margin 3 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 4

The Margin 4 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 5

The Margin 5 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Quantity

The Quantity frame allows the user to set prices applicable to the sales of multiple units of the selected product. Quantity prices are applied when the price level 6 is selected.


Quantity

The Quantity column contains the parameter used to attribute a quantity price at invoicing.


Retail Price

The Retail Price column contains the price to charge per unit of product sold, according to the number of units invoiced.


Margin

The Margin column displays the profit margin for the product calculated according to the retail price and the cost price of the selected item.


From 1 To

The From 1 To field allows the user to set the first level for quantity prices.


From 1 To

The From 1 To quantity field allows the user to set limit for the first level of quantity prices to be applied.


From 1 To

The From 1 To retail price field allows the user to set retail price per unit for the first level of quantity prices.


From 1 To

The From 1 To margin field displays the profit margin for the selected product using the quantity price and the cost price.


To

The To field allows the user to set the second level for quantity prices.


To

The To quantity field allows the user to set limit for the second level of quantity prices to be applied.


To

The To retail price field allows the user to set retail price per unit for the second level of quantity prices.


To

The To margin field displays the profit margin for the selected product using the quantity price and the cost price.


And Over

The And Over field allows the user to set the third level for quantity prices.


And Over

The And Over retail price field allows the user to set retail price per unit for the third level of quantity prices.


And Over

The And Over margin field displays the profit margin for the selected product using the quantity price and the cost price.


Product Cost

The Product Cost frame displays the last cost price and the average cost price for the selected product.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Retail Price

The Retail Price frame displays the description and proportion of each price level. To attribute a price list to a customer, the user displays the customer's file, accesses the File (continued) screen and selects the relevant price list in the Price field.


Retail Price

The Retail Price column contains the price of the product as set for each price level. Each price is calculated according to the information of the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Margin

The Margin column displays the profit margin of the sale as calculated according to the cost price of the product.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Price 2

The Price 2 field displays the description assigned to the second retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 3

The Price 3 field displays the description assigned to the third retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 4

The Price 4 field displays the description assigned to the fourth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Price 5

The Price 5 field displays the description assigned to the fifth retail price level. Description captions are modified through the Company Information window, under the Inventory tab, in the Descriptions and Product Prices frame.


Retail Price 1

The Retail Price 1 field contains the suggested retail price for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 2

The Retail Price 2 field contains the retail price corresponding the the second price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 3

The Retail Price 3 field contains the retail price corresponding the the third price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 5

The Retail Price 5 field contains the retail price corresponding the the fifth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Retail Price 4

The Retail Price 4 field contains the retail price corresponding the the fourth price level for the selected product. The number of decimals in the price is set in the Company Information window, under the Inventory tab.


Margin 1

The Margin 1 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 2

The Margin 2 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 3

The Margin 3 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 4

The Margin 4 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Margin 5

The Margin 5 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Quantity

The Quantity frame allows the user to set prices applicable to the sales of multiple units of the selected product. Quantity prices are applied when the price level 6 is selected.


Quantity

The Quantity column contains the parameter used to attribute a quantity price at invoicing.


Retail Price

The Retail Price column contains the price to charge per unit of product sold, according to the number of units invoiced.


Margin

The Margin column displays the profit margin for the product calculated according to the retail price and the cost price of the selected item.


From 1 To

The From 1 To field allows the user to set the first level for quantity prices.


From 1 To

The From 1 To quantity field allows the user to set limit for the first level of quantity prices to be applied.


From 1 To

The From 1 To retail price field allows the user to set retail price per unit for the first level of quantity prices.


From 1 To

The From 1 To margin field displays the profit margin for the selected product using the quantity price and the cost price.


To

The To field allows the user to set the second level for quantity prices.


To

The To quantity field allows the user to set limit for the second level of quantity prices to be applied.


To

The To retail price field allows the user to set retail price per unit for the second level of quantity prices.


To

The To margin field displays the profit margin for the selected product using the quantity price and the cost price.


And Over

The And Over field allows the user to set the third level for quantity prices.


And Over

The And Over retail price field allows the user to set retail price per unit for the third level of quantity prices.


And Over

The And Over margin field displays the profit margin for the selected product using the quantity price and the cost price.


Product Cost

The Product Cost frame displays the last cost price and the average cost price for the selected product.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Last Cost Price

The Last Cost Price field displays the cost price last paid for the selected item.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Average Cost Price

The Average Cost Price field displays the average cost price for the product, calculated since the creation of the product file. The contents of this field cannot be modified directly.


Quantities

The Quantities frame displays the number of item available for each product status.


Supplier

The Supplier frame displays the list of suppliers for the selected product. A maximum of 25 suppliers per product is allowed.


Product Item

The Product Item screen displays the features of the product relating to the defined categories.


Margin 1

The Margin 1 field contains the profit margin for the selected price level, calculated according to the product's cost price.


Component

The Component screen contains the list of items that make up the selected product. For example, the product "computer" could include the sub-products tower, hard drive, disk drive, keyboard, and monitor.

It is possible to insert a product with components as the component for another product. From the aforementioned example, the sub-product "tower" could contain sub-products processor, sound card, and video card.


Photo

The Photo screen allows the user to insert a picture of the selected product in its file.


Exchange Rate

The Exchange Rate command displays the Exchange Rate input window to allow the user to adjust conversion rates.


Exchange Rate

The Exchange Rate command displays the Exchange Rate input window to allow the user to adjust conversion rates.


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New Supplier Product

The New Supplier Product command displays a blank Supplier Product input window to allow the user to create a new supplier product. For more information, see Supplier Product File.


Select Supplier Product

The Select Supplier Product command displays the Select Supplier Product list window to allow the user to select a new supplier product to view.


Save Supplier Product

The Save Supplier Product command saves the modifications made to the selected supplier product. The information remains on screen to permit further modification.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected supplier product and reverts to the last saved settings.


Delete Supplier Product

The Delete Supplier command allows the user to delete the selected supplier product.


First Supplier Product

The First Supplier Product command displays the supplier product whose number has the lowest value according to the selected sorting order.


Previous Supplier Product

The Previous Supplier Product command displays the supplier product that comes before the selected one, according to the active sorting order.


Next Supplier Product

The Next Supplier Product command displays the supplier product that comes after the selected one, according to the active sorting order.


Last Supplier Product

The Last Supplier Product command displays the supplier product whose number has the highest value according to the selected sorting order.


Change Number

The Change Number command allows the user to assign a new number to the selected supplier product. A maximum of 20 characters is allowed. The supplier product number must be unique; no two supplier products can bear the same number.


Go Back to List

The Go Back to List command saves modifications to the selected supplier product, closes the Supplier Product input window and displays the Supplier Products list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new supplier product. When Save is displayed, it saves the supplier product settings and displays a blank Supplier Product input screen.


Number

The Number field contains the catalogue number assigned to the selected supplier product. Clicking Number displays the Select Supplier Product list window.


Number

The Number field contains the catalogue number assigned to the selected supplier product. Pressing the question mark key while the pointer is located in the Number field displays the Select Supplier Product list window.


Supplier

The Supplier field displays the name of the selected supplier. The contents of this field cannot be modified through the Supplier Product window.


Component Selection

The Component Selection window displays a list of additional items that complement the invoiced product. Each line corresponds to a component associated with the product, and displays seven fields.

• : The · column allows the user to select the item for invoicing.

Number : The Number field displays the product number of the component.

Description : The Description field displays the title of the component.

Compo. Qty : The Compo. Qty field contains the number of the component to invoice. By default, I appears.

Stock Qty : The Stock Qty field displays the number of the component still in stock.

Sales Price : The Sales Price field displays the price of the component.

Subtotal : The Subtotal field displays the invoiced total for the selected line. The amount equals the value of the Compo. Qty field times that of the Sales Price field.


Importing Quantities

Selecting Import Quantities changes the Inventory Quantity Report button located at the bottom of the window to Import Quantities allowing you to import files in .pai, .txt and .csv format. These files contain two columns (product number and quantity to import) and must be saved to disk. To launch the import process, click Import Quantities.


View Product Items

Select View Items to add product items to the product table and assign a pale background color to distinguish them from the others.


Print Product Labels

Click Print labels [image] to display the Stock Labels window for printing labels for all products in inventory.


Display

In this box, you can select to display the product table according to product numbers, supplier product numbers or product and supplier product numbers.


Display

In this box, you can select to display the product table according to product numbers, supplier product numbers or product and supplier product numbers.


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Connecting to the SMB Portal

The Connecting to the SMB Portal panel is displayed while the system validates the user's access rights and attempts to connect with the SMB Portal.


Connecting to the SMB Portal

The Connecting to the SMB Portal panel is displayed while the system validates the user's access rights and attempts to connect with the SMB Portal.


Connecting to the SMB Portal

The Connecting to the SMB Portal panel is displayed while the system validates the user's access rights and attempts to connect with the SMB Portal.


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Reconcile a Transaction

The Reconcile a Transaction command lets the user reconcile the selected General Ledger transaction with one that belongs to the OFX file.


Dereconcile a Transaction

The Dereconcile a Transaction command lets the user undo the reconciliation between a General Ledger transaction and a transaction form the OFX file. By default, it is the the latest reconciled pair that is dereconciled.


Add a Transaction

The Add a Transaction command displays the entry window to allow the user to create a transaction from data selected from the OFX file. The ensuing transaction is reconciled. The feature creates thhe transaction using associated descriptions.


Autoreconcile the Account

The Autoreconcile the Account command allows the user to reconcile the transactions which amount and date of entry correspond to transactions of the OFX file.


Go to the Next OFX Account

The Go to the Next OFX Account command finishes the current autoreconciliation procedure and displays the transactions of a different OFX file. By default, transactions of the account linked with this OFX file.


Account

The Account field contains the number of the General Ledger account that is linked to the OFX file. Clicking Account displays the Account to be associated with the OFX Account xxxxxx window, where xxxxxx is the number of the OFX file.


Account

The Account field contains the number of the General Ledger account that is linked to the OFX file. Pressing the question mark key while the pointer is located in the Account field displays the Account to be associated with the OFX Account xxxxxx window, where xxxxxx is the number of the OFX file.


Reconciliation Date

The Reconciliation Date field contains the date of the reconciliation session. By default the current date is displayed. Clicking Reconciliation Date displays the integrated calendar.


Reconciliation Date

The Reconciliation Date field contains the date of the reconciliation session. By default the current date is displayed. Pressing the question mark key while the pointer is located in the Reconciliation Date field displays the integrated calendar.


Description

The Description field contains the name of the selected General Ledger account. The content of this field cannot be modified through the Autoreconciliation window.


Accounting Transactions

The Accounting Transactions group contains the transactions of the selected General Ledger account. These transactions will be reconciled with those of the OFX file.


OFX Account

The OFX Account field displays the number of the account whose transactions are contained in the OFX file.


OFX Account

The OFX Account field displays the number of the account whose transactions are contained in the OFX file.


OFX Transactions

The Accounting Transactions group contains the transactions downloaded from the financial institution's server. These transactions will be reconciled with those of the selected General Ledger account.


Reconciled Transactions

The Reconciled Transactions group displays reconciled transaction pairs. Reconciliation can be made manually or automatically. To be reconciled automatically, transactions must be of the same amount and must heve been entered around the same date. If the dates are different, the user will need to validate the association between the selected transactions.


Description

The Description field contains the name of the selected General Ledger account. The content of this field cannot be modified through the Autoreconciliation window.


Reconciliation Report


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Selecting an OFX Account

The Selecting an OFX Account option lets the user select an OFX file to be used to perform an automatic reconciliation procedure from a drop-down menu.


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Creating a Segmented/Non Segmented Project

The Creating a Segmented/Non Segmented Project window appears to allow the user to define a non existent project entered in the entry window.


Project Definition

The Project Definition group contains the project specifications. The project number that was assigned in the entry window is displayed.


Number

The Number field contains the project number. Clicking Number displays the Select a Project window.


Number

The Number field contains the project number. Pressing the question mark key while the pointer is located in the Number field displays the Select a Project window.


Description

The Description field contains a short description of the project being created. The Description field can hold up to 90 characters, including blank spaces.


Information on Segments

The Information on Segments group displays information on the operation in progress.


Segment 1

The Segment 1 group contains parameters of the first segment of the project number.


Description

The Description field contains a title that identifies the first segment.


Segment 2

The Segment 2 group contains parameters of the second segment of the project number.


Description

The Description field contains a title that identifies the second segment.


Segment 3

The Segment 3 group contains parameters of the third segment of the project number.


Description

The Description field contains a title that identifies the third segment.


OK

The OK command allows the user to create the project using the entered parameters.


Cancel

The Cancel command discards the input. The project is not created and the window is closed. Entered data will be lost.


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New Project

The New Project command displays the Projects window to allow the user to create a new project or new project segment.


View/Modify Project

The View/Modify Project command displays the selected project to allow the user to modify it.


Update

The Update command refreshes the contents of the Projects list window after its modification.


Options

The Options command displays the Options dialogue window to allow the user to display additional columns or hide active ones. Each tab of the Projects window contains a different set of columns that may be displayed.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are sorting orders available with projects. Under each tab, projects are sorted in ascending order of the value pertaining to the selected sorting order.


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New Project

The New Project command allows the user to create a new project segment or project number. A project number can contain up to 15 characters.


Select a Project

The Select a Project command displays the Select a Project list window to allow the user to select an other project or segment.


Save Project

The Save Project command allows the user to save the selected project or segment. The selection remains on screen to let the user modify the project segment.


Go Back to Original

The Go Back to Original command discards the modifications made to the project settings and reverts to the last saved parameters.


Delete Project

The Delete Project command allows the user to delete the selected project or segment settings.


First Project

The First Project command displays the project or segment whose number has the lowest value according to the selected sorting order.


Last Project

The Last Project command displays the project or segment whose number has the highest value according to the selected sorting order.


Previous Project

The Previous Project command displays the project or segment that comes before the selected one.


Next Project

The Next Project command displays the project or segment that comes after the selected one.


New Number

The New Number command allows the user to assign a new number to the selected project or segment. The project or segment number must be unique, no two projects or segments can be assigned a same number. The project or segment number can contain up to 15 characters.


Go Back to List

The Go Back to List command saves the modifications made to the selected project or segment, closes the Project input window and displays the Projects list window.


New Project/Save Project

The New Project/Save Project command serves two purposes. When New Project is displayed, it allows the user to create a new project or segment. When Save Project is displayed, it saves the project or segment settings and displays a blank project input screen.


Type

The Type field displays the project analysis type as selected at startup. When the project is segmented, the field contains a drop-down menu that lists all available segments.


Type

The Type field displays the project analysis type as selected at startup. When the project is segmented, the field contains a drop-down menu that lists all available segments.


Number

The Number field contains the number assigned to the selected project or segment. The whole project number can contain up to 15 characters. Clicking Number displays the Select a Project list window.


Number

The Number field contains the number assigned to the selected project or segment. The whole project number can contain up to 15 characters. Pressing the question mark key while the pointer is located in the Number field displays the Select a Project list window.


Description

The Description field contains a brief description of the project or segment. The description is displayed in the Projects or Select a Project list windows. The Description field can contain up to 90 characters.


Description

The Description field contains a brief description of the project or segment. The description is displayed in the Projects or Select a Project list windows. The Description field can contain up to 90 characters.


Accounting

The Accounting group box displays budget figures for the selected project. Amounts in the first column are compiled throughout the year. After a year-end procedure is performed, figures of column 1 are posted to column 2 and those of column 2 to column 3.


Totals

The Totals fields contain the cumulative amount of the figures in each column of the Accounting group box.


Employee

An employee is a person who is paid to work for an organization or for another person.

Personal information of the employee is entered under the Employee Info. and File tabs and are used to calculate source deductions withheld from the employee's pay.

An employee has to be assigned to at least one function. These functions are created under the Function tab and defined under the Definition to Deductions tabs, by entering earnings conditions proper to the function. For more information, see Function Concept.

An employee becomes inactive when all his or her functions have been deactivated.  Thus, this employee is no longer included in the Employees list window, in certain reports as well as when running the payroll. An inactive employee can be reactivated if needed. For more information, see Function of the Inactive Employee Option.


Employee Consultation

The Employee Consultation window presents amounts related to each line entered during payroll entry. These amounts can be consulted individually or cumulatively by period, employee function and line category. Other amounts related to source deductions are also available.

You can also enter the employee's opening balances of each line for the 0 (zero) period in the Employee Consultation window. These amounts are also integrated to the lines total, thus included in the payroll calculation, governmental reports and forms such as the record of employment or the T4 slip.


Payroll

The Payrolls window contains the list of every pay issued using the software. It is possible to display a specific payroll by selecting it in the list and using the View/modify Pay command [image].


Entry

The payroll entry window could be compared to the individual employee pay record card used with manual bookkeeping. It calculates the employee's net earnings according to hours worked, taking into account deductions and contributions.

The payroll entry procedure calculates each pay line amounts in compliance with the employee's personal information and wages.


Timesheet

The timesheet represents the employee's timecard on which he or she must enter starting and ending times. These entries are normally made using the timeclock. The timesheet can also represent the document containing the details of a person's time management notably used to invoice labor costs or break down fees.


Departments

Department has two functions. The first one allows you to group employees who have identical payroll parameters.  The second one supports the creation of a link between amounts assigned to payroll lines and accounts in order to generate entries that will affect financial reports.


Configuration

The Configuration window contains the information needed to calculate pay and affect the appropriate General Ledger accounts.


Tax Tables

Government tables contain the amounts and rates required to calculate the federal and provincial source deductions the employer has to deduct from the employees' earnings as well as rates required to calculate contributions the employer must make according to the employees' earnings or payroll. There are two tabs: one for the federal and another one for the province selected in the Payroll Configuration window.

The "province" term is used to define provinces and territories.


Inactive Employee

An employee becomes inactive when all his or her functions have been deactivated.  Thus, this employee is no longer included in the Employees list window, in certain reports as well as when running the payroll. An inactive employee can be reactivated if needed.


Year-End

The payroll year-end procedure consists of archiving all employee payroll data and preparing the system to begin a new year.

It creates a payroll backup copy and clears the periods, thus readying them for the next year. This procedure must be run at the end of each calendar year. However, it is wise to make a complete backup copy of your data before proceeding.


Payroll Reports

Using the Payroll Reports window, you can produce reports showing payroll-related information. Five types of reports are available.

List of Employees: This report presents a list of employees (and functions). All the information entered in the Employee window can be included in the report. The list can be produced in three formats. In addition, you can print labels and create mail merge files.

Payroll Statement: This report presents information concerning payroll entry. All information entered in the Payroll Entry window can be included in the report. Statements can target CSST information, support payments, general payroll information or specific payroll items.

List of Departments: This report presents a list of company departments. All information entered in the Department window can be included in the report.

List of Timesheets: This report presents, by employee, hours paid or on hold as well as the corresponding payroll lines. All information entered in the Timesheet window can be included in this report.

HR Bank Reports: These reports present information concerning human resources (HR). Four types of reports are available. Reports can present all the information entered in the HR Bank window. This includes HR bank information entered upon running the payroll and upon expiration.


Payroll Journal

The Payroll Journal window is equipped for the production of reports showing accounting entries corresponding to pays entered and for the running of the payroll journal procedure.

There are two ways to log entries. The Detailed report presents detailed entries for each pay plus a global entry for the direct deposit payment. The Summary report shows a payment entry for each pay plus the global entry.


Remittance Journal

The Remittance Journal is used to calculate the amount of source deductions, support payments and CCQ dues to remit to the governments. Remittance reports can be filed on paper or using the Internet.


Record of Employment

The Record of Employment contains the length of employment, the number of insurable hours, the amount of insurable gains as well as the reason for the interruption. This information is used to determine if the employee is eligible for employment insurance payments as well as the rate and duration.


Tips


Save the Payroll Configuration

The configuration is saved and the window remains open for further editing. For more information, see Payroll Line Concept, Creating Additional Lines in a Table and An Input Window Is....


Go Back to Original

Cancels changes made to the configuration since the last save operation.


Delete Selected Payroll Line

Deletes the payroll line selected in the table. This command is available as long as the line has not been used in another input window.


Save the Payroll Configuration

The configuration is saved and the window remains open for further editing. For more information, see Payroll Line Concept, Creating Additional Lines in a Table and An Input Window Is....


Business Location

The Business Location group box contains elements required to select the province in which the company is located.


Province

Options available to define the provincial government tables to use in the calculation of payroll withholdings. Selecting a province also makes avilable options specific to the province selected. Select the appropriate option. Provinces are listed in geographical order from east to west.

When the employees' presence is required in a given establishment, the province of employment is the one in which the establishment is located. When the employees' presence is not required at a given establishment, the province of employment is said to be the one in which the company paying the employee is located.

Other: Select this option for employees working outside of Canada or in Canada but outside the limits of a province or territory. This is the case for diplomats in foreign embassies, for example.

Caution:	This information impacts payroll calculations. In addition, the province cannot be changed once the company has been started.

Note:	A company must be created for each province in which pays must be issued.

Note:	The term "province" is used to designate both provinces and territories.


Province

Options available to define the provincial government tables to use in the calculation of payroll withholdings. Selecting a province also makes avilable options specific to the province selected. Select the appropriate option. Provinces are listed in geographical order from east to west.

When the employees' presence is required in a given establishment, the province of employment is the one in which the establishment is located. When the employees' presence is not required at a given establishment, the province of employment is said to be the one in which the company paying the employee is located.

Other: Select this option for employees working outside of Canada or in Canada but outside the limits of a province or territory. This is the case for diplomats in foreign embassies, for example.

Caution:	This information impacts payroll calculations. In addition, the province cannot be changed once the company has been started.

Note:	A company must be created for each province in which pays must be issued.

Note:	The term "province" is used to designate both provinces and territories.


Company Options

The Company Options group box contains parameters that may be selected according to the specific needs of the company in question. The list adjusts according to the province selected in the Business Location group box.

Hint:	Selecting an option displays all the other options associated with it. To simplify payroll management, select only those options required for company management.


Multidate

When this box is not selected, all departments have the same basic parameters, that is the same pay frequency, first period, starting period, first pay issue date and the same time format. Select this option if you wish to create departments with different basic parameters.

Note:	When an employee works in two different departments, these departments must have the same basic parameters.


Transfer to the General Ledger

Select this option to automatically transfer payroll entries to the General Ledger upon producing a Payroll Journal. When this option is not selected, the payroll entries must be entered in the General Ledger manually using amounts calculated in the Payroll Journal.


Direct Deposit

Select this box when the company offers direct deposit of paychecks to its employees. Once selected here, you can select either Check or Direct Deposit as the payment mode in Employee windows. When not selected, employees are paid by check.


Condensed Display

Select this box to surpress unused payroll lines. For example, when the Commissions box is not selected, Line 105 - Commissions does not appear under the Earnings tab. When the Condensed Display option is not selected, the space assigned to unused payroll lines is still reserved eventhough the lines are inactive. In this example, the space assigned to Line 105 - Commissions is reserved under the Earnings tab, but the option is inactive. This option only affects screen display allowing you to keep the same screen layout from one company to another.


CCQ

Select this box if you have employees subject to the Act Respecting Labour Relations, Vocational Training, and Manpower Management in Construction Industry (Act R-20) applied by the Commission de la construction du Québec (CCQ). The CCQ (general information),CCQ  Contr. (employer CCQ contributions) and CCQ Ded.(CCQ deductions) tabs are added.

Caution:	Companies operating in the construction industry must provide this information in order for pays to be issued in keeping with the law.


Commissions

Select this box when the company pays commissions to one or more employees. Two lines are added: line 105-Commissions under the Earnings tab and line 405-Vacation on Commission Due under the employer Contr. tab. Commissions earnings represents the remuneration calculated on employee sales or an amount as a function of employee sales. The commission can represent a part or the totality of the earnings.


Detailed Reimbursement of Expenses

Select this box to break down expense amounts. Line 109 under the Earnings tab is replaced with the Expenses tab under which you can see details of expense amounts. Twenty reimbursement lines are available. If this box is not selected, total expenses are entered on line 109-Expense Reimb. under the Earnings tab. An expense reimbursement is an amount spent by an employee in the course of his or her work that is reimbursable by the employer.


Taxable Benefits

Select this box and the Benefits tab is added allowing you to create up to 20 taxable benefit lines. In addition, the Tips, Auto Benefits and Group Insurance lines are made available. When this box is not selected, no taxable benefits lines are available.

Note: Selecting Taxable Benefits when the CCQ box is selected adds line 310-Insurance-CCQ under the Benefits tab.

A taxable benefit is one that an employee receives without a direct payment by the employer. This amount increases the employee's overall income without directly increasing his or her earnings. This amount is however taxable. A parking space and professional association contributions are examples of taxable benefits when paid by the employer.


Tips

      Check this box when the employee receives tip earnings. When the province selected is Québec, the Tips Attribution rate box becomes available under the Information tab and lines 303-Tips Declared, 304-Tips Controlled and 305-Tips Allocated are added under the Benefits tab. For all of Canada except Québec, lines 301-Tips - Federal and 302-Tips-Provincial are added under the Benefits tab. In all cases, line 406-Vacation on Tips Due is added under the employer Contr. tab.


Auto Benefit

      Select this box if the employee receives taxable benefits regarding the use of a vehicle. The Auto Benefit represents the benefit related to using the vehicle and its operating costs. Two lines are created under the Benefits tab: Line 306-Auto Benefits - Federal and line 307-Auto Benefits - Provincial.


Group Insurance

      Select this box if you offer group insurance to your employees and make payments thereto on their behalf. Under the Benefits tab, lines 308-Group Insurance - Fed. and 309-Group Life Insurance - Prov. and 311-Group Health Insurance - Prov. are added. Under the employer contr. tab, line 407-Group Insurance is added as well as line 705-Group Insurance under the employee deductions (Ded) tab.

Group Insurance is an insurance offered to protect a group of employees and their family members against risks to their health and life. Group insurance covers such things as life insurance, disability, income (short- and long-term), sickness and dental work.


CSST Provisions

      All employers must make CSST contributions. These contributions are calculated at the beginning of the year on the estimated total payroll amount for the coming year. Select this box to enter, on a period basis, the amount the company should have paid when the real cost of the total payroll is known. Thus a CSST report can be produced to track contributions and signal when an adjustment is required before the end of the year in order to avoid penalties. Checking this box adds the CSST tab, line 409-CSST Provisions under the employer Contr. tab and the CSST column under the tabs from Earnings through Contr.


WCB Provisions

      WCB Provisions: All employers must make contributions to the Workers' Compensation Board (WCB). These contributions are calculated at the beginning of the year based on estimated total payroll costs for the year. Select this box to register, in each period, the amount the company should pay when the real total payroll cost is known. Thus a WCB report can be produced to track contributions and see if an adjustment is necessary before the end of the year in order to avoid any penalites. Selecting this box adds the WCB tab, line 410-WCB Provisions under the employer Contr. tab and WCB columns under tabs Earnings through employer Contr.


HSF Exemption

      Select this box when the company is exempt from making HSF contributions for all its employees. Enter the percent exemption in the Exemption (%) box displayed in the Tax Tables window. Do not select this box unless the exemption applies to all company employees. An HSF Exemption is included in Employee entry windows allowing you to specify individual employees who benefit from an exemption.

All companies must contribute to the Health Services Fund (HSF). The HSF is a fund that manages the cost of health services in Québec. Some companies may benefit from an exemption granted by the Ministère du Revenu du Québec according to the terms of the program in question.


EHT Contributions

      All companies must pay Employer Health Taxes (EHT). The EHT manages health services costs in Ontario. Certain companies benefit from an exemption granted by the Ministry of Finance of Ontario according to the terms of the program in question. Select this box if the company must contribute to the EHT. Do not select this box if the company is completely exempt from making EHT contributions.


RRSP

      Select this box when the company has a group RRSP program. Line 411-RRSP is added under the employer Contr. and line 706-RRSP is added under the employee's Deductions tab.

Caution:	Employee RRSP contributions made outside of the company can be entered in the Employee entry window in order that the employee benefit immediately from a tax reduction. In this case the RRSP is not selected.


Labor-sponsored Investment Funds

      Select this box when the company withholds contributions for labour-sponsored investment funds. When this box is selected, lines 412 and 413-Labour-sponsored Invest. Funds are added under the employer Contr. tab and lines 707 and 708-Labour-sponsored Invest. Funds are added under the employe Deductions tab.

A Labour-sponsored Venture Capital fund is a source of funds for investment in small and medium-sized businesses that meet certain criteria. All employees can contribute to obtain tax breaks. Here are a few such funds: in Québec, Fonds des travailleurs du Québec (FTQ) and the Confédération des Syndicats Nationaux (CSN); in British Columbia, the Working Opportunity Fund; in Manitoba, the Crocus Fund; and in Saskatchewan, Working Ventures.


Union Dues

Select this box when union dues are deducted from the earnings of certain employees. Lines 701 through 704-Union Dues are added under the employee Deduction tab.

Note:	This box should not be selected when all the unions represented in the company are affiliated with the CCQ.


Human Resources

      Select this box to create HR banks (sick leave, seniority, over time) required for the management of human resources (HR). The Workday group box becomes available under the Information tab.


Support Payments

      Select this box when support payments are to be withheld from an employee's pay. Line 906-Support Payments is added under the Ded. tab for the employee. For more information see Managing Support Payments.


Federal Identification

The Federal Identification group box contains parameters for entering company numbers assigned by the Canada Revenue Agency (CRA). These numbers are used when communicating with the federal government.


Payroll Account Number

      Payroll Account Number designating a payroll withholdings account.

The Payroll Account Number is assigned by the Canada Revenue Agency (CRA). It is part of a numbering system that simplifies company identification with respect to dealings with the federal government.

It is composed of 15 characters divided into two parts. The first nine digits correspond to the registration number identifying the company. The second part is the account identifier. The first two characters are letters, which identify the type of account. The RP in the present case indicates a source deduction account. The last four digits identify each of the company's accounts.


Payroll Account Number

      Payroll Account Number designating a payroll withholdings account.

The Payroll Account Number is assigned by the Canada Revenue Agency (CRA). It is part of a numbering system that simplifies company identification with respect to dealings with the federal government.

It is composed of 15 characters divided into two parts. The first nine digits correspond to the registration number identifying the company. The second part is the account identifier. The first two characters are letters, which identify the type of account. The RP in the present case indicates a source deduction account. The last four digits identify each of the company's accounts.


Employment Insurance Rate

      Options available to define the rate of employment insurance that corresponds to Payroll Account Number1. Select the appropriate option.

Note:	The selection influences Payroll Account Number2.

A company is assigned a second business number when it has a reduced employment insurance rate. A company is eligible for a second number when its employees are covered by a private salary insurance plan in case of short-term disability. The company must request the number from the CRA.

Note:	The reduced rate must be entered in the Employer Red. Rate box under the Federal tab of the Tax Tables window.


Payroll Account Number

      Payroll Account Number designating a payroll withholdings account.

The Payroll Account Number is assigned by the Canada Revenue Agency (CRA). It is part of a numbering system that simplifies company identification with respect to dealings with the federal government.

It is composed of 15 characters divided into two parts. The first nine digits correspond to the registration number identifying the company. The second part is the account identifier. The first two characters are letters, which identify the type of account. The RP in the present case indicates a source deduction account. The last four digits identify each of the company's accounts.


Payroll Account Number

      Payroll Account Number designating a payroll withholdings account.

The Payroll Account Number is assigned by the Canada Revenue Agency (CRA). It is part of a numbering system that simplifies company identification with respect to dealings with the federal government.

It is composed of 15 characters divided into two parts. The first nine digits correspond to the registration number identifying the company. The second part is the account identifier. The first two characters are letters, which identify the type of account. The RP in the present case indicates a source deduction account. The last four digits identify each of the company's accounts.


Employment Insurance Rate

      Options available to define the rate of employment insurance that corresponds to Payroll Account Number1. Select the appropriate option.

Note:	The selection influences Payroll Account Number2.

A company is assigned a second business number when it has a reduced employment insurance rate. A company is eligible for a second number when its employees are covered by a private salary insurance plan in case of short-term disability. The company must request the number from the CRA.

Note:	The reduced rate must be entered in the Employer Red. Rate box under the Federal tab of the Tax Tables window.


Provincial Identification

The Provincial Identification window contains parameters for selecting the Quebec Enterprise Number (NEQ) and the identification number. These numbers are used when communicating with the Government of Québec.


QC Enterprise Number (NEQ)

      Number granted by the Registraire des entreprises (REQ) upon registering a company. It is used when communicating with the various programs and services of the government of Québec. It has 10 digits.


QC Enterprise Number (NEQ)

      Number granted by the Registraire des entreprises (REQ) upon registering a company. It is used when communicating with the various programs and services of the government of Québec. It has 10 digits.


Identification Number

      Number assigned by the Ministère du Revenu du Québec upon registering the employer. It serves as the company's file number for payment of provincial source deductions. The number has 10 digits, the letters "RS" and concludes with 4 more digitis.


Identification Number

      Number assigned by the Ministère du Revenu du Québec upon registering the employer. It serves as the company's file number for payment of provincial source deductions. The number has 10 digits, the letters "RS" and concludes with 4 more digitis.


Minimum Wages

The Minimum Wages group box contains parameters for entering the minimum wage or the three most frequently used houly rates. Once assigned to a department, the wage is displayed by default when creating employee files for the department in question. When wage amounts are changed in this table, they are changed for all employees to whom the wages are assigned.


Minimum Wages

The Minimum Wages group box contains parameters for entering the minimum wage or the three most frequently used houly rates. Once assigned to a department, the wage is displayed by default when creating employee files for the department in question. When wage amounts are changed in this table, they are changed for all employees to whom the wages are assigned.


Tips

The Tips group box contains parameters for specifying the attribution rate used to calculate tips attributed by the company.


Attribution (%)

      The rate (percentage) assigned to the company for calculating attributed tips is 8% by default. This rate is displayed in the Employee entry window where it can be modified. Attributed tips correspond to the difference between the percentage of an employee's tippable sales and the tips actually received for these sales. Under certain conditions, a reduction in the attribution rate can be obtained from the Ministère du Revenu du Québec.


Attribution (%)

      The rate (percentage) assigned to the company for calculating attributed tips is 8% by default. This rate is displayed in the Employee entry window where it can be modified. Attributed tips correspond to the difference between the percentage of an employee's tippable sales and the tips actually received for these sales. Under certain conditions, a reduction in the attribution rate can be obtained from the Ministère du Revenu du Québec.


Workday

The Workday group box contains parameters for entering the number of hours worked in a day.


Hours

      Number of hours worked by employees in a day that are remunerated by the company. This number of hours is used to convert hours into days for the HR banks using the Day format. This rate is displayed by default in the Employee entry window where it can be modified. Changing the value in this box will change it for all employees concerned.


Hours

      Number of hours worked by employees in a day that are remunerated by the company. This number of hours is used to convert hours into days for the HR banks using the Day format. This rate is displayed by default in the Employee entry window where it can be modified. Changing the value in this box will change it for all employees concerned.


Definable Fields

The Definable Fields group box presents a table of the elements required for customizing fields for the entry of data related to employees and their functions. These fields are available in the Employee and Payroll entry windows. The data are not used in payroll calculations but may be useful in situations such as when you want to know the number of sick days remaining for an employee. These data are displayed in the Employee entry window where they can be changed upon running the payroll. Three fields are defined by default.

This table allows you to customize the three fields. Each line represents a field and thus data to be entered. Each line has 3 columns.

Description: Description assigned to the entry field describing the data that can be enetered. The description can have up to 20 characters.

Function: This column allows you to specify if the data is assigned to a function or an employee. The fields can be edited by function and a cumulative field is displayed for each employee. For example, if an employee accumulates 2 hours of overtime for function A and 4 hours for function B, the Employee column would show 6 hours.

Format: Format in which data are entered in the field: hours, days, weeks, periods, quantities, amount, percentage or date.


Definable Fields

The Definable Fields group box presents a table of the elements required for customizing fields for the entry of data related to employees and their functions. These fields are available in the Employee and Payroll entry windows. The data are not used in payroll calculations but may be useful in situations such as when you want to know the number of sick days remaining for an employee. These data are displayed in the Employee entry window where they can be changed upon running the payroll. Three fields are defined by default.

This table allows you to customize the three fields. Each line represents a field and thus data to be entered. Each line has 3 columns.

Description: Description assigned to the entry field describing the data that can be enetered. The description can have up to 20 characters.

Function: This column allows you to specify if the data is assigned to a function or an employee. The fields can be edited by function and a cumulative field is displayed for each employee. For example, if an employee accumulates 2 hours of overtime for function A and 4 hours for function B, the Employee column would show 6 hours.

Format: Format in which data are entered in the field: hours, days, weeks, periods, quantities, amount, percentage or date.


Employer Number

The Employer Number group contains the elements required to enter the employer number assigned by the Commission de la construction du Québec (CCQ). This number is used for CCQ communications and transactions.


CCQ

Number by which the company is identified and indexed at the Commission de la construction du Québec (CCQ). The employer number is assigned by the CCQ and is used for communications and transactions.


CCQ

Number by which the company is identified and indexed at the Commission de la construction du Québec (CCQ). The employer number is assigned by the CCQ and is used for communications and transactions.


Deduction

The Deduction group box contains the elements required to enter the rates and amounts used to calculate the deduction. The deduction is the CCQ's financing source.


Employee (%)

Rate (in percentage) used to calculate the deduction part paid by the employee. The employee deduction corresponds to this rate multiplied by the earnings subject to which is added the vacation and satutory holiday amount paid to the employee each month.


Employee (%)

Rate (in percentage) used to calculate the deduction part paid by the employee. The employee deduction corresponds to this rate multiplied by the earnings subject to which is added the vacation and satutory holiday amount paid to the employee each month.


Employer (%)

Rate (in percentage) used to calculate the deduction part paid by the employer. The employer deduction corresponds to this rate multiplied by the earnings subject to which is added the vacation and satutory holiday amount paid to the employee each month.


Employer (%)

Rate (in percentage) used to calculate the deduction part paid by the employer. The employer deduction corresponds to this rate multiplied by the earnings subject to which is added the vacation and satutory holiday amount paid to the employee each month.


Minimum Contribution ($)

Minimum amount that must be paid by the employer each month as a deduction even if there has been no activity during a monthly period.


Minimum Contribution ($)

Minimum amount that must be paid by the employer each month as a deduction even if there has been no activity during a monthly period.


Funds

The CCQ manages three types of funds to which the employer must contribute: compensation funds, training funds and qualification funds. The Funds group box contains the elements required to enter the hourly rates used to calculate these contributions.


Compensation ($/h)

Amount the employer must pay for each hour worked by an employee as compensation fund contribution.


Compensation ($/h)

Amount the employer must pay for each hour worked by an employee as compensation fund contribution.


Training ($/h)

Amount the employer must pay for each hour worked by an employee as training fund contribution.


Training ($/h)

Amount the employer must pay for each hour worked by an employee as training fund contribution.


Qualification Fund ($/h)

Amount that the employer must pay for each hour worked per employee as a contribution to the Qualification Fund. In the table enter the four current rates. The rate varies according to each employee's trade code, speciality and occupation.


CCQ Sector Contribution - Residential

The CCQ Sector Contribution - Residential group box contains the elements required to enter the hourly rate used to calculate the residential contribution. This contribution is paid by the employer for hours worked in the residential sector.


Contribution ($/h)

Amount the employer must pay, as residential contribution, for each hour worked in the residential sector.


Contribution ($/h)

Amount the employer must pay, as residential contribution, for each hour worked in the residential sector.


Benefits - Insurance

The Benefits -Insurance group box contains the elements required to enter the rates and amounts used to calculate the sales tax applicable on the group insurance part of the benefits paid by the employer.


Sales Rate - Insurance (%)

Sales tax rate applicable to the group insurance part of the benefits paid by the employer.


Sales Rate - Insurance (%)

Sales tax rate applicable to the group insurance part of the benefits paid by the employer.


Taxable Amount ($/h)

Hourly rate of the taxable part of the benefits paid by the employer. The table is used to enter up to seven hourly rates applicable in the company.


AECQ Contributions

In order to work on Québec construction sites, the employer must join the Association des entrepreneurs en construction du Québec (AECQ). The AECQ Contributions group box contains the elements required to enter the amounts and percentage used to calculate the AECQ contributions. This contribution is paid by the employer.


Contribution ($/h)

Amount the employer must pay for each hour worked by the employee as AECQ hourly contribution.


Contribution ($/h)

Amount the employer must pay for each hour worked by the employee as AECQ hourly contribution.


Minimum Contribution ($)

Minimum amount that must be paid by the employer each month as hourly contribution even if there has been no activity during a monthly period.


Minimum Contribution ($)

Minimum amount that must be paid by the employer each month as hourly contribution even if there has been no activity during a monthly period.


Yearly Contribution ($)

Amount that must be paid by the employer each year as yearly contribution. This amount is payable in one instalment with the October monthly report or in two equal instalments with the October and April monthly reports.


Yearly Contribution ($)

Amount that must be paid by the employer each year as yearly contribution. This amount is payable in one instalment with the October monthly report or in two equal instalments with the October and April monthly reports.


GST Rate (%)

GST rate (in percentage) applicable on the total of AECQ hourly and yearly contributions.


GST Rate (%)

GST rate (in percentage) applicable on the total of AECQ hourly and yearly contributions.


QST Rate (%)

QST rate (in percentage) applicable on the total of AECQ hourly an yearly contributions and GST.


QST Rate (%)

QST rate (in percentage) applicable on the total of AECQ hourly an yearly contributions and GST.


CCQ Sector Contribution - Other

CCQ Sector Contribution - Other: The CCQ Sector Contribution - Other group contains the elements required to enter hourly rates for the calculation of the labor union education fund deduction. This deduction is deducted by the employer for each hour worked in a sector other than residential.

Deduction ($/hr): The labor union education fund amount that the employer must deduct for each hour worked in a sector other than residential.


CCQ Sector Contribution - Other

CCQ Sector Contribution - Other: The CCQ Sector Contribution - Other group contains the elements required to enter hourly rates for the calculation of the labor union education fund deduction. This deduction is deducted by the employer for each hour worked in a sector other than residential.

Deduction ($/hr): The labor union education fund amount that the employer must deduct for each hour worked in a sector other than residential.


CCQ Sector Contribution - Other

CCQ Sector Contribution - Other: The CCQ Sector Contribution - Other group contains the elements required to enter hourly rates for the calculation of the labor union education fund deduction. This deduction is deducted by the employer for each hour worked in a sector other than residential.

Deduction ($/hr): The labor union education fund amount that the employer must deduct for each hour worked in a sector other than residential.


Internet Validation of Rates

Select this box to make available options related to the Internet check of CCQ employer and employee rates and contributions.

Note:	The Validate Rates via Internet box is displayed when the Payroll Construction application is active.


Rates and Contributions

The Rates and Contributions group box contains the elements required to check values used to calculate payroll amounts for a CCQ company.

Note:	The Rates and Contributions group box is displayed when the Payroll Construction application is active.


Check From

Date at which the rates and contributions have been checked. This date is entered during the rate check procedure. [display only]


Check From

Date at which the rates and contributions have been checked. This date is entered during the rate check procedure. [display only]


Check

Click Check to launch the rates and contributions procedure by displaying the Check Employer Rates via Internet window.


Employer Rate

The Employer Rate group box presents a table used to enter the company's active rates. When creating a company, the CSST (or CAT) assigns one or several classification units or rate groups to the company according to the nature of its activities. Each unit corresponds to a different premium rate.


Employer Rate

The Employer Rate group box presents a table used to enter the company's active rates. When creating a company, the CSST (or CAT) assigns one or several classification units or rate groups to the company according to the nature of its activities. Each unit corresponds to a different premium rate.

Each table line represents a rate. These rates are displayed in the Employee input window (Contr. tab). When modifying a value in the table, it is automatically adjusted for the employee in question. These employer rates are used to calculate the CSST (or CAT) report. This table contains a maximum of 15 lines.

Note:	The CSST Unit Code and Distribution columns are displayed when the Québec province is selected.

CSST Unit Code: Unit code assigned to the company by the CSST.

Note:	Enter 99999 for an auxiliary worker.

Rate (%): Rate (in percentage) used to calculate the premium.


Maximum Earnings

The Maximum Earnings group box contains the elements required to enter salary limitations for the CSST (or WCB) report calculation.


Maximum Yearly Earnings ($)

Maximum yearly earnings amount subject to the CSST (or WCB). Once the earnings paid to an employee exceed the maximum limit, the employer no longer has to pay CSST (or WCB) contributions for this employee.


Maximum Yearly Earnings ($)

Maximum yearly earnings amount subject to the CSST (or WCB). Once the earnings paid to an employee exceed the maximum limit, the employer no longer has to pay CSST (or WCB) contributions for this employee.


Maximum Earnings Distribution

Maximum Earnings Distribution: Options available to define the calculation method of the maximum earnings subject to the CAT. Select appropriate option.

Note:	The Maximum Earnings Distribution box is not displayed when the Québec province is selected.


Maximum Earnings Distribution

Maximum Earnings Distribution: Options available to define the calculation method of the maximum earnings subject to the CAT. Select appropriate option.

Note:	The Maximum Earnings Distribution box is not displayed when the Québec province is selected.


Regular Earnings (line 101)

The amount assigned to this line represents the earnings paid to the employee for a normal work period, that is to say a fixed amount distributed according to the pay frequency. The different primes (compensations, commissions) and wage increases for additional hours are not included in regular earnings.

Regular Earnings represent the fixed remuneration usually received by the employee and not calculated on an hourly basis. It is calculated on a weekly, bi-monthyl, monthly or annual basis.


Regular Hourly Rate (line 102)

The amount assigne to this line represents the earnings paid to the employee according to the minimum hour wage guaranteed.

The Regular Hourly Rate represents the fixed amount equivalent to an hour worked.


Hourly Rate X 1,5 (line 103)

The amount assigned to this line represents the salaray paid to the employee according to an hourly rate increased by 50%.

Hourly Rate X 1,5 represent the base hourly salary that is increased by 50% under certain circumstances. For extra hours, the base hourly rate is multiplied by 1.5 for each extra hour.


Hourly Rate X 2,0 (line 104)

The amount assigned to this line represents the earnings paid to the employee according to an hourly rate increased by a 100%.

The Hourly Rate X 2,0 represents the base hourly salary that is increased by 100% under certain circumstances. For extra hours, the base hourly rate is multiplied by 2.0 for each extra hour.


Commissions (line 105)

The amount assigned to this line represents the amount of commissions paid to the employee.

A Commission Salary represents the remuneartion calculated using a percentage the employee's sales percentage or an amount according to his or her sales. Commissions can constitute a part of the salary or its entirety.


Paid Vacation (line 106)

The amount assigned to this line represents the stautory holidays paid and the employee's paid leave.

Statutory holiday paid represents a day paid during which, by virtue of some holiday, established custom, law or government proclamation, employees do not work.

Paid Leave represents a day for which the employee is paid without having to work. Leave is granted by the law through a collective agreement, a decree, or established by use. For example, An Act respecting labour standards (N-1.1) grants the employee a one day paid leave for his or her wedding.


Vacation (line 107)

The amount assigned to this line represents the vacation paid to the employee by the employer.

Vacation paid represent the paid rest period the employee benefits from every year.


CCQ Security Allocation (line 108)

The amount assigned to this line represents allocations paid to the employee for the acquisition of security material.


Expense Reimbursement (line 109)

The amount assigned to this line represents the total amount of employee expenses, then refunded by the company.

Expense Reimbursements represent the amount spent by an employee within the framework of his or her job and that is refundable by the employer.


Lines 116 to 135

These lines are additional Earnings lines available that the user can use.


Number

Reference number assigned to each pay line. For example, 102 is assigned to the Regular Hourly Rate line. Whichever window is displayed, 102 is always associated with the Regular Hourly Rate.


Description of Lines

Description of the amount assigned to this line. Only the descriptions of base lines 101 to 104 are modifiable.

Note: It is possible to add pay lines. For the detailed procedure, refer to Creating Additional Lines in a Table.


Hour

Select this box indicated that the amount assigned to the line corresponds to a number of hours contributing to increase the number of hours worked used to calculate benefits, contributions and deductions.

Note: The box to select is displayed when the pay line format is $/hour.


Amount

Selecting this box indicates that the amount assigned to the line increases the earnings amount paid to the employee used to calculate benefits, contributions and deductions.


Federal

Selecting this box indicates that the amount assigned to the line must be added to the taxable net earnings before calculating taxes to remit to the federal government. These amounts are thus taxable.


Provincial

Selecting this box indicates that the amount assigned to the line must be added to the net taxable earnings before calculating the taxes to remit to the provincial government. These amounts are thus taxable.


Employment Insurance (hour)

Selecting this box indicates that the amount assigned to the line corresponds to a number of hours to be added to the total number of EI hours. To see which amounts correspond to insurable hours, refer to the Human Resources and Skills Development Canada (HRSDC). For example, the amounts paid for commissions or holidays increase the number of insurable hours, while amounts for split-shift pay or vacation pay not including a holiday do not increase the number of insurable hours.


Employment Insurance (Amount)

Selecting this box indicates that the amount assigned to the line is subject to Employment Insurance. To know which amounts increase the insurable amount, refer to Human Resources and Skills Development Canada (HRSDC).


QPIP Column

Selecting this box indicates that the amount assigned to the line is subject to the QPIP (Québec Parental Insurance Plan). To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.

However, under deduction tabs, selecting this box indicates that the amount assigned to the line must be deducted from the insurable amount before calculating the QPIP contribution to remit to the Ministère du Revenu du Québec. To know which amounts reduce the insurable amount, refer to the Ministère du Revenu du Québec.


QPP (or CPP)

Selecting this box indicates that the amount assigned to the line is subject to the government pension plan, that is to say the Québec Pension Plan (QPP) for Québec employees or the Canada Pension Plan (RPC) for those in Canada, except Québec.

Note: The amount considered for the calculation of the Health Service Fund (HSF) for Québec employees is the same the one for the RRQ.


CSST (or WCB)

Selecting this box indicates that the amount assigned to the line is subject to the Commission de la santé et de la sécurité du travail (CSST) for Québec employees or to the Workers' Compensation Board (WCB) for Canadians outside of Québec.


Vacation

Selecting this box indicates that the amount assigned to the line increases the amount used to calculate vacation.


Payment Type

Options available to define the payment type associated with a specific earnings line. Regular is assigned by default. For more information see Payment Types or Entering Special Payments.


Format

This column is used to specify the format in which the value assigned to this line is entered in the Employee window, then calculated in the Payroll Entry window. Options available are: by hour, by pay, by month or by earnings percentage. The % earnings format is only offered for contributions and deductions.

Note: Format of the base lines, which description is in gray, cannot be edited. Only the format of the lines created by the user can be edited.


Lines 201 to 220

These lines are additional Expense Reimbursements available the user can use.


Number

Reference number assigned to each pay line. For example, 102 is always assigned to the Regular Hourly Rate line. Regardless of the window displayed, the number 102 is always associated with the Regular Hourly Rate line.


Description of Lines

Description of the amount assigned to this line.

Note: It is possible to add pay lines. For a detailed procedure, refer to Creating an Additional Line in a Table.


Amount

Selecting this box indicates that the amount assigned to the line increases the earnings amount paid to the employee used to calculate benefits, contributions and deductions.


Federal

Selecting this box indicates that the amount assigned to the line must be added to the net taxable earnings before calculating taxes to remit to the federal government. These amounts are thus taxable.


Provincial

Selecting this box indicates that the amount assigned to the line must be added to the net taxable earnings before calculating the taxes to remit to the provincial government. These amounts are thus taxable.


Employment Insurance (hour)

Selecting this box indicates that the amount assigned to the line corresponds to a number of hours to be added to the total number of EI hours. To see which amounts correspond to insurable hours, refer to the Human Resources and Skills Development Canada (HRSDC). For example, the amounts paid for commissions or holidays increase the number of insurable hours, while amounts for split-shift pay or vacation pay not including a holiday do not increase the number of insurable hours.


Employment Insurance (Amount)

Selecting this box indicates that the amount assigned to the line is subject to Employment Insurance. To know which amounts increase the insurable amount, refer to Human Resources and Skills Development Canada (HRSDC).


QPIP Column

Selecting this box indicates that the amount assigned to the line is subject to the QPIP (Québec Parental Insurance Plan). To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.

However, under deduction tabs, selecting this box indicates that the amount assigned to the line must be deducted from the insurable amount before calculating the QPIP contribution to remit to the Ministère du Revenu du Québec. To know which amounts reduce the insurable amount, refer to the Ministère du Revenu du Québec.


QPP (or CPP)

Selecting this box indicates that the amount assigned to the line is subject to the government pension plan, that is to say the Québec Pension Plan (QPP) for Québec employees or the Canada Pension Plan (RPC) for those in Canada, except Québec.

Note: The amount considered for the calculation of the Health Service Fund (HSF) for Québec employees is the same the one for the RRQ.


CSST (or WCB)

Selecting this box indicates that the amount assigned to the line is subject to the Commission de la santé et de la sécurité du travail (CSST) for Québec employees or to the Workers' Compensation Board (WCB) for those in Canada, not in Québec.


Vacation

Selecting this box indicates that the amount assigned to the line increases the amount used to calculate vacation.


Format

This column is used to specify the format in which the value assigned to this line is entered in the Employee window, then calculated in the Payroll Entry window. Options available are: by hour, by pay, by month or by earnings percentage. The % earnings format is only offered for contributions and deductions.

Note: Format of the basic lines, where the description is in gray, cannot be edited. Only the format of the lines created by the user can be edited.


Tips- Federal (line 301)

The amount assigned to this line is only subject to federal taxes and represents the amount of tips the employee declares having received.


Tips - provincial (line 302)

The amount assigned to this line is only subject to provincial taxes and represents the amount of tips the employee declares having received.


Tips Declared (line 303)

The amount assigned to this line represents the amount of tips the employee declares having received.

Tips Declared represent tips received by the employee (linked to sales or not) and taking into account the tip sharing plan.


Tips Controlled (line 304)

The amount assigned to this line represents the controlled tips amount.

Tips controlled by the employer are those related to the service fees addes to the customer's bill.


Tips Allocated (line 305)

The amount assigned to this line represents the amount of tips allocated.

Tips allocated correspond to the difference between the employee's sales percentage that can result in the collection of tips and tips received for these same sales.


Auto Benefit - Federal (line 306)

The amount assigned to this line is subject to federal taxes only and represents the amount corresponding to the costs related to the use of a vehicle.

The auto benefit represents the benefit relative to the vehicle's use and operating expenses.


Auto Benefit - Provincial (line 307)

The amount assigned to this line is subject to provincial taxes only and represents the amount corresponding to the costs related to the use of a vehicle.

 The auto benefit represents the benefit relative to the vehicle's use and operating expenses.


Group Insurance - Federal (line 308)

The amount assigned to this line represents the group insurance contribution paid by the employer for life insurance benefits. Only life insurance benefits are subject to federal taxes.

The Group Insurance is offered to a group of employees in order to protect them as well as their family members, from risks likely to compromise their life or physical integrity. Group insurances offer various benefits such as life insurance, disability, salary (short and long term), health, dental care, etc.


Group Life Insurance - Provincial (line 309)

 The amount assigned to this line represents the total amount of the contribution made by the employer for group life insurance. This amount of the contribution is subject to provincial tax and QPP contributions.

Group Insurance is offered to a group of employees in order to protect them as well as their family members, from risks likely to compromise their life or physical integrity. Group insurances offer various benefits such as life insurance, disability, salary (short and long term), health, dental care, etc.


Insurance – CCQ (line 310)

The amount assigned to this line represents the total amount of the contribution made by the employer to the CCQ for life and health insurance. This amount of the contribution is subject to provincial tax and QPP contributions.


Group Health Insurance – Prov (line 311)

 The amount assigned to this line represents the total amount of the contribution made by the employer for health and dental insurance. This amount of the contribution is subject to provincial tax and QPP contributions.

Group Insurance is offered to a group of employees in order to protect them as well as their family members, from risks likely to compromise their life or physical integrity. Group insurances offer various benefits such as life insurance, disability, salary (short and long term), health, dental care, etc.


Lines 316 to 335

These lines are additional Taxable Benefits lines available for the user.


Number

Reference number assigned to each pay line. For example, number 102 is associated with the Regular Hourly Rate line. Number 102 is always associated with the Regular Hourly Rate line.


Description of lines

Description attributed to the amount assigned to this line.

Note: It is possible to add pay lines. For a detailed procedure, refer to Creating An Additional Line in the Table.


Federal

Selecting this box indicates that the amount assigned to the line must be added to net taxable earnings before calculating taxes to remit to the federal government. These amounts are thus taxable.


Provincial

Selecting this box indicates that the amount assigned to the line must be added to net taxable earnings before calculating taxes to remit to the provincial government. These amounts are thus taxable.


Employment Insurance (Amount)

Selecting this box indicates that the amount assigned to the line is ubject to employment insurance. In order to know which amounts increase the insurable amount, refer to Human Resources and Skills Development Canada (HRSDC).


QPIP Column

Selecting this box indicates that the amount assigned to the line is subject to the QPIP (Québec Parental Insurance Plan). To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.

However, under deduction tabs, selecting this box indicates that the amount assigned to the line must be deducted from the insurable amount before calculating the QPIP contribution to remit to the Ministère du Revenu du Québec. To know which amounts reduce the insurable amount, refer to the Ministère du Revenu du Québec.


QPP (or CPP)

Selecting this box indicates that the amount assigned to the line is subject to the government pension plan, that is to say the Québec Pension Plan (QPP) for Québec employees or the Canada Pension Plan (RPC) for Canadians outside of Québec.

Note: The amount considered for the calculation of the Health Service Fund (HSF) for Québec employees is the same the one for the RRQ.


CSST (or WCB)

Selecting this box indicates that the amount assigned to the line is subject to the Commission de la santé et de la sécurité du travail (CSST) for Québec employees or to the Workers' Compensation Board (WCB) for Canadians outside of Québec.


Vacation

Selecting this box indicates that the amount assigned to the line increases the amount used to calculate vacation.


Format

This column is used to specify the format in which the value assigned to this line is entered in the Employee window, then calculated in the Payroll Entry window. Options available are: by hour, by pay, by month or by earnings percentage. The % earnings format is only offered for contributions and deductions.

Note: Format of the base lines, which description is in gray, cannot be edited. Only the format of the lines created by the user can be edited.


QPP (line 401)

The amount assigned to this line represents the contribution amount the employer must pay to the Québec Pension Plan.

The QPP is a pension plan to which employers and employees contribute to guarantee income in during retirement or in the case of disability or death.


CPP (line 402)

The amount assigned to this line represents the contribution amount the employer must pay to the Canada Pension Plan.

The CPP is a pension plan to which employers and employees contribute to guarantee income in during retirement or in the case of disability or death.


Employment Insurance (line 403)

The amount assigned to this line represents the contribution which is calculated according to the employee's EI deduction that the employer must pay.

Employment Insurance is a social plan to which employers and employees contribute offering financial help to people who lost their job and support to facilitate the return to work.


Vacation on Salary Due (line 404)

The amount assigned to this line represents the amount of the contribution, calculated as a percentage of earnings, that the employer owes the employee, which will be paid during the employee's annual leave. The earnings amounts used in the calculations are those on the lines under the Earnings, Expenses and Benefits tabs for which Vac. has been selected with the exception of line 105-Commissions and the Tip lines (301 - 305).


Vacation on Commission Due (line 405)

The amount assigned to this line represents the contribution, calculated as a percentage of earnings, that the employer owes the employee, which will be paid during the employee's annual leave.


Vacation on Tips Due (line 406)

The amount assigned to this line represents the contribution, calculated as a percentage of tips, that the employer owes the employee, which will be paid during the employee's annual leave.


Group Insurance (line 407)

The amount assigned to this line represents the group insurance contribution paid by the employer.


HSF (line 408)

The amount assigned to this line represents the Health Services Fund contribution paid by the employer.

The HSF is used to manage Québec health services costs. Only employers contribute to it and the contribution is based on the payroll, which is the total of earnings paid to employees including vacation, tips, taxable benefits, etc. The contribution is made when the employees' source deductions have to be remitted to the Ministère.


CSST Provisions (line 409)

The amount assigned to this line represents the CSST (Commission de la santé et de la sécurité du travail) contribution the employer would have paid if the payment of the contribution were periodical and if the employer had known his or her current payroll for this period.

CSST contributions are calculated, at the beginning of the year, using a payroll cost estimate for the next year. The CSST Provisions line calculates, for each period, the amount the company should have paid when the actual payroll costs is known. A CSST report is produced to follow the evolution and prevent if an adjustment is necessary before the end of the year in order to avoid penalties.


Provisions WCB (ligne 410)

The amount assigned to this line represents the WCB (Workers' Compensation Board) contribution the employer would have paid if the payment of the contribution were periodical and if the employer had known his or her current payroll for this period.

WCB provisions are calculated, at the beginning of the year, using a payroll cost estimate for the next year. The WCB Provisions line calculates, for each period, the amount the company should have paid when the actual payroll costs is known. A CSST report is produced to follow the evolution and prevent if an adjustment is necessary before the end of the year in order to avoid penalties.


RRSP (line 411)

The amount of this line represents the contribution paid by the employer to the employee's registered retirement savings plan (see line 706).


LSIF 1 (line 412)

The amount of this line represents the contribution paid by the employer to the employee's LSIF 1 (see line 707). When the amounts of a group RRSP cannot be withdrawn prior to retirement or upon termination of employment, the contributions are covered by employment insurance.

A labor-sponsored Investment Fund (LSIF) is a source of financing drawn from investing in small and medium-size business that meet certain criteria. Each worker can contribute to it and thus benefit from a tax break.


LSIF 2 (line 413)

The amount of this line represents the contribution paid by the employer to the employee's LSIF 2 (see line 707). When the amounts of a group RRSP cannot be withdrawn prior to retirement or upon termination of employment, the contributions are covered by employment insurance.

A labor-sponsored Investment Fund (LSIF) is a source of financing drawn from investing in small and medium-size business that meet certain criteria. Each worker can contribute to it and thus benefit from a tax break.


QPIP (line 414)

The amount assigned to this line represents the contribution amount the employer must pay to the Québec Parental Insurance Plan. The QPIP is an income insurance plan applicable in the case of maternity, paternity, adoption or parental leave.


Lines 421 to 440

These are additional Employer Contribution lines available to the user.


Number

Reference number assigned to each payroll line. For example, the number 102 is assigned to the Regular Hourly Rate line. Regardless of the window displayed the number 102 is always assigned to the Regular Hourly Rate.


Line Description

Description assigned the amount on this line.

Note: You can add payroll lines. For the detailed procedure, see Creating Additional Lines in a Table.


Federal

Check this box to indicate that the amount assigned to the line must be added to the gross taxable earnings before calculating federal taxes. These amounts are thus taxable.


Provincial

Select this box to indicate that the amount assigned to the line must be added to the gross taxable earnings before calculating provincial taxes. These amounts are thus taxable.


Employment Insurance (Amount)

Select this box to indicate that the amount on the line is subject to employment insurance. To see the amounts that increase this insurable amount, refer to Human Resources and Skills Development Canada (HRSDC).


QPIP

Selecting this box indicates that the amount assigned to the line is subject to the QPIP (Québec Parental Insurance Plan). To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.


QPP (or CPP)

Selecting this box indicates that the amount assigned to the line is subject to the government pension plan, that is to say the Québec Pension Plan (QPP) for Québec employees or the Canada Pension Plan (RPC) for Canadians outside of Québec.

Note: The amount considered for the calculation of the Health Service Fund (HSF) for Québec employees is the same the one for the RRQ.


CSST (or WCB)

Selecting this box indicates that the amount assigned to the line is subject to the Commission de la santé et de la sécurité du travail (CSST) for Québec employees or to the Workers' Compensation Board (WCB) for Canadians outside of Québec.


Format

In this column, assign the format in which the value assigned to this line is to be entered in the Employee window and calculated in the Payroll Entry window. The available options are: per hour, per pay, per month or as a percentage of earnins. The % earnings format is only available for contributions and deductions.

Note: Basic line formats, those with descriptions in gray, are not available for editing. Only line formats created by the user can be edited.


CCQ Benefits (line 501)

The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, paid by the employer for CCQ benefits. The CCQ Benefits represent the group insurance coverage and the portion of the retirement plan paid by the employer.


CCQ Deduction (line 502)

The amount assigned to this line represents the amount of the contribution, calculated as a percent of earnings, that the employer must pay as a CCQ deduction. These funds are used to finance the CCQ.


Cotisation AECQ (line 503)

The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the Association des entrepreneurs en construction du Québec (AECQ).


CCQ Compensation Funds (line 504)

The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the CCQ Compensation Fund. The CCQ Compensation Funds insures each workers earnings and benefits.


CCQ Qualification Funds (line 505)

The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the CCQ Qualification Fund. The CCQ Qualification Funds supports the application of the Act to Foster the Development of Manpower (D-7.1).


CCQ Sector Contribution - Other (line 506)

The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount, that the employer must pay to the CCQ Training Fund.

The CCQ labor union education fund is a monetary fund managed by the CCQ for helping workers in the construction industry to take courses, perfect their skills or retrain in another field of constrction. This fund also covers the cost of instructors and pedagogical support, resource and pedagogical materials as well as equipment. There are two education funds: one for the commercial and institutional sector and another one for the industrial sector which includes civil engineering and roads. Employees must contribute to one or the other.


CCQ Sector Contribution - Residential (line 507)

The amount assigned to this line represents the amount of the contribution, calculated as an amount per hour worked in the residential sector, that the employer must pay to the CCQ. The Residentail contribution is used to broadcast applicable working conditions and to measure their efficiency.


Number

Reference number assigned to each payroll line. For example, the number 102 is assigned to the Regular Hourly Rate line. Regardless of the window displayed the number 102 is always assigned to the Regular Hourly Rate.


Line Description

Description assigned to the amount on this line.


Federal

Check this box to indicate that the amount assigned to the line must be added to the gross taxable earnings before calculating federal taxes. These amounts are thus taxable.


Provincial

Select this box to indicate that the amount assigned to the line must be added to the gross taxable earnings before calculating provincial taxes. These amounts are thus taxable.


Employment Insurance (Amount)

Select this box to indicate that the amount on the line is subject to employment insurance. To see the amounts that increase this insurable amount, refer to Human Resources and Skills Development Canada (HRSDC).


QPIP

Selecting this box indicates that the amount assigned to the line is subject to the QPIP (Québec Parental Insurance Plan). To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.


QPP

Selecting this box indicates that the amount assigned to the line is subject to the government pension plan, that is to say the Québec Pension Plan (QPP) for Québec employees or the Canada Pension Plan (RPC) for Canadians outside of Québec.

Note: The amount considered for the calculation of the Health Service Fund (HSF) for Québec employees is the same the one for the RRQ.


Format

In this column, assign the format in which the value assigned to this line is to be entered in the Employee window and calculated in the Payroll Entry window. The available options are: per hour, per pay, per month or as a percentage of earnins. The % earnings format is only available for contributions and deductions.

Note: Basic line formats, those with descriptions in gray, are not available for editing. Only line formats created by the user can be edited.


Employee Deductions

The Employee Deductions group box presents a table whose lines are used to define employee payroll deductions. In the columns, specify if the amount on each line is subject to federal or provincial taxes, employment insurance or a government retirement plan (QPP or CPP).

The Employee Deductions are amounts deducted from an employee's pay to cover contributions due (union, pension plan, insurance premium, etc.) or such things as support payments and garnished wages. These amounts are deducted by the employer and remitted to a third party according to signed agreements. Some deductions are made based on gross earnings thus reducing the tax burden.


Union Dues (line 701)

The amount assigned to this line represents amount of union dues calculated as an hourly amount to be paid by the employee. This amount is deducted by the employer from the employee's pay and remitted to the union in question. Union Dues are the amounts the union requires from its members to offset operating costs. Dues must be paid to remain a union member and benefit from its privileges.

Note:	Lines 701 to 704-Union Dues differ in their format.


Union Dues (line 702)

The amount assigned to this line represents the amount of union dues calculated as an amount the employee must contribute per paycheck. This amount is deducted by the employer and remitted to the union.

Note:	Lines 701 to 704-Union Dues differ in their format.


Union Dues (line 703)

The amount assigned to this line represents the amount of union dues calculated as a monthly amount to be paid by the employee. The employer deducts this amount from the employee's pay and remitts it to the union.

Note:	Lines 701 to 704-Union Dues differ in their format.


Union Dues (line 704)

The amount assigned to this line represents the amount of union dues calculated as a percentage of employee earnings. The employer deducts this amount from the employee's pay and remitts it to the union.

Note:	Lines 701 to 704-Union Dues differ in their format.


Group Insurance (line 705)

The amount assigned to this line represents lthe contribution amount per pay that the employee must pay for group insurance. The employer deducts this amount from the employee's pay and remitts it to the insurance company.


RRSP (line 706)

The amount assigned to this line represents the amount per pay that the employee wishes to contribute to a registered retirement savings plan (RRSP). The employer deducts this amount from the employee's pay and remitts it to the financial institution or insurance company. RRSPs allow individuals to defer paying taxes on certain investments until retirement at which time the tax rate will be lower.


LSIF 1 (line 707)

The amount assigned to this line represents the amount per pay contributed to LSIF1. The employer deducts this amount from the employee's pay and remitts it to the organization managing the fund.

Labour-sponsored venture capital funds represent a source of financing for small and medium-sized businesses that meet certain requirements. All workers can contribute to this fund and benefit from tax breaks.


LSIF 2 (line 708)

The amount assigned to this line represents the amount per pay contributed to LSIF2. The employer deducts this amount from the employee's pay and remitts it to the organization managing the fund.

Labour-sponsored venture capital funds represent a source of financing for small and medium-sized businesses that meet certain requirements. All workers can contribute to this fund and benefit from tax breaks.


QPIP (line 907)

The amount assigned to this line represents the source deduction per pay period that the employee must pay to the QPIP (Québec Parental Insurance Plan). The employer deducts this amount from the employee's pay and remits it to the appropriate authority.


Lines 716 to 735

These are extra Employee Deductions lines available for  use.


Number

Reference number assigned to each payroll line. For example, the number 102 is assigned to the Regular Hourly Rate line. Regardless of the window displayed the number 102 is always assigned to the Regular Hourly Rate.


Line Descriptions

Description assigned to the amount on this line.

Note: You can add payroll lines. For the detailed procedure, see  Adding Additional Lines in a Table.


Federal

Select this box to indicate that the amount assigned to the line must be deducted from the gross taxable earnings before calculating federal taxes. These amounts are thus taxable.


Provincial

Select this box to indicate that the amount assigned to the line must be deducted from the gross taxable earnings before calculating provincial taxes. These amounts are thus taxable.


Employment Insurance (Amount)

Select this box to indicate that the amount on the line must be deducted from the insurable amount before calculating the federal government remittance. To see the amounts that increase this insurable amount, refer to Human Resources and Skills Development Canada (HRSDC).


QPIP

Select this box to indicate that the amount assigned to the line must be deducted from the insurable amount before calculating the QPIP (Québec Parental Insurance Plan) remittance. To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.


QPP (or CPP)

Select this box to indicate that the amount assigned to the line must be deducted from the insurable amount before calculating the government pension plan remittance, that is to say the Québec Pension Plan (QPP) for Québec employees or the Canada Pension Plan (RPC) for Canadians outside of Québec.

Note: The amount considered for the calculation of the Health Service Fund (HSF) for Québec employees is the same the one for the QPP.


Format

In this column, assign the format in which the value assigned to this line is to be entered in the Employee window and calculated in the Payroll Entry window. The available options are: per hour, per pay, per month or as a percentage of earnins. The % earnings format is only available for contributions and deductions.

Note: Basic line formats, those with descriptions in gray, are not available for editing. Only line formats created by the user can be edited.


Source Deductions

The Source Deductions group box presents a table whose lines show the amounts the employer deducts from the employee's pay and their formats.

Source Deductions are the amounts deducted from the employee's pay to cover such things as income taxes, employment insurance and pension plans. These amounts are deducted by the employer and remitted to the proper organization on the employee's behalf.


Federal Income Taxes (line 901)

The amount assigned to this line represents the amount the employer deducts from the employee's pay and remitted to cover federal income taxes. The employer deducts this amount from the employee's pay and remitts it to the proper organization.


Provincial Income Taxes (line 902)

The amount assigned to this line represents the amount the employer deducts from the employee's pay and remitted to cover provincial income taxes. The employer deducts this amount from the employee's pay and remitts it to the proper organization.


QPP (line 903)

The amount assigned to this line represents the amount the employer deducts from the employee's pay for QPP (Québec Pension Plan) contributions. The employer deducts this amount from the employee's pay remitts it to the proper organization.


CPP (line 904)

The amount assigned to this line represents the amount the employer deducts from the employee's pay for CPP (Canada Pension Plan) contributions. The employer deducts this amount from the employee's pay and remitts it to the proper organization.


Employment Insurance (line 905)

The amount assigned to this line represents the amount the employer deducts from the employee's pay to cover Employment Insurance contributions. The employer deducts this amount from the employee's pay and remitts it to the proper organization.


Support Payments (line 906)

The amount assigned to this line represents the amount the employer deducts from the employee's pay for support payments. The employer deducts this amount from the employee's pay and remitts it to the proper organization.


Number

Reference number assigned to each payroll line. For example, the number 102 is assigned to the Regular Hourly Rate line. Regardless of the window displayed the number 102 is always assigned to the Regular Hourly Rate.


Line Descriptions

Description assigned to the amount on this line.


Format

In this column, assign the format in which the value assigned to this line is to be entered in the Employee window and calculated in the Payroll Entry window. The available options are: per hour, per pay, per month or as a percentage of earnins. The % earnings format is only available for contributions and deductions.

Note: Basic line formats, those with descriptions in gray, are not available for editing. Only line formats created by the user can be edited.


CCQ Dues (line 801)

CCQ Dues(line 801): The amount assigned to this line represents the amount of CCQ  Dues, calculated as an hourly amount, that must be paid by an employee working in the construction industry. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

The CCQ Dues represent the amount the CCQ requires of its members to defray operating costs. Members must pay this amount to retain their rights and privileges.

Note:	Lines 801 to 804 CCQ Dues vary according to their format.


CCQ Dues (line 802)

The amount assigned to this line represents the amount of CCQ Dues calculated as an amount per pay that an employee working in the construction industry must contribute. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

The CCQ Dues represent the amount the CCQ requires of its members to defray operating costs. Members must pay this amount to retain their rights and privileges.

Note:	Lines 801 to 804 CCQ Dues vary according to their format.


CCQ Dues (line 803)

The amount assigned to this line represents the amount of CCQ Dues calculated as a monthly amount payable by an employee working in the construction field. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

The CCQ Dues represent the amount the CCQ requires of its members to defray operating costs. Members must pay this amount to retain their rights and privileges.

Note:	Lines 801 to 804 CCQ Dues vary according to their format.


CCQ Dues (line 804)

The amount assigned to this line represents the amount of CCQ Dues calculated as a percentage of earnings that an employee working in the construction industry must pay. This amount is deducted by the employer from the employee's pay and remitted to the CCQ.

The CCQ Dues represent the amount the CCQ requires of its members to defray operating costs. Members must pay this amount to retain their rights and privileges.

Note:	Lines 801 to 804 CCQ Dues vary according to their format.


CCQ Dues (line 805)

The amount assigned to this line represents the amount of the contribution, calculated as an hourly amount that an employee must pay for CCQ benefits. This line represents the employee's part of the retirement fund payable by the employee.


CCQ Deduction (line 806)

The amount assigned to this line represents the amount of the contribution, calculated as a percentage of earnings, deducted from an employee's pay for CCQ benefits.

The CCQ Deduction is the source of finances for the CCQ.


CCQ Vacation (line 807)

When an employee is subject to CCQ contributions, the amount on line 404 - Vacation on Salary Due is accorded to him or her each pay period. This amount is then deducted from the employee's pay and remitted by the employer to the CCQ with its regular payments. The amount assigned to this line represents this deduction. The CCQ will pay this amount to the employee as salary when he or she takes annual leave.


Number

Reference number assigned to each payroll line. For example, the number 102 is assigned to the Regular Hourly Rate line. Regardless of the window displayed the number 102 is always assigned to the Regular Hourly Rate.


Line Descriptions

Description assigned to the amount on this line.


Federal

Select this box to indicate that the amount assigned to the line must be deducted from the gross taxable earnings before calculating federal taxes. These amounts are thus taxable.


Provincial

Select this box to indicate that the amount assigned to the line must be deducted from the gross taxable earnings before calculating provincial taxes. These amounts are thus taxable.


Employment Insurance (Amount)

Select this box to indicate that the amount on the line  must be deducted from the insurable amount before calculating the federal government remittance. To see the amounts that increase this insurable amount, refer to Human Resources and Skills Development Canada (HRSDC).


QPIP

Select this box to indicate that the amount assigned to the line must be deducted from the insurable amount before calculating the QPIP (Québec Parental Insurance Plan) remittance. To know which amount increase the insurable amount, contact the Ministère du Revenu du Québec.


QPP

Select this box to indicate that the amount assigned to the line  must be deducted from the insurable amount before calculating the government pension plan remittance, that is to say the Québec Pension Plan (QPP) for Québec employees or the Canada Pension Plan (RPC) for Canadians outside of Québec.

Note: The amount considered for the calculation of the Health Service Fund (HSF) for Québec employees is the same the one for the QPP.


Format

In this column, assign the format in which the value assigned to this line is to be entered in the Employee window and calculated in the Payroll Entry window. The available options are: per hour, per pay, per month or as a percentage of earnins. The % earnings format is only available for contributions and deductions.

Note: Basic line formats, those with descriptions in gray, are not available for editing. Only line formats created by the user can be edited.


New Department

Saves the department, empties the boxes and readies the system for the creation of a new department. For more information see  Department Concept, Department Creation and An Input Window Is....


Select Department

Displays the Department list window where you can select a department for consultation or modification.


Save Department

After department creation, this command saves the department, empties the boxes and readies the system for the creation of a new department.

During department modification, this command saves the department and keeps the window open for further editing.


Go Back To Original

Cancels all changes made to the department since the last save operation.


Delete Department

Deletes the displayed department. This command is available as long as the department has not been used in another input window.


First Department

Displays the department that has the lowest sorting key selected. The key corresponds to the tab selected in the Department list window.


Previous Department

Displays the department with the sorting key value preceding the one displayed. The sorting key corresponds to the tab selected in the Department list window.

When you select New Department, the last department displayed is recalled to the screen.


Next Department

Displays the department with the sorting key value that follows the one displayed. The sorting key corresponds to the tab selected in the Department list window.


Last Department

Displayss the department with the largest value of the selected sorting key. The sorting key corresponds to the tab selected in the Department list window.


Change Department Number

Changes the number of the department displayed. This number must be unique; no two departments can share the same number. The number can have up to 4 digits.


Go Back to the List

Saves the department, closes the window and displays the Department list window.


New Department/Save Department

After department creation, this command saves the department, empties the boxes and readies the system for the creation of a new department.

During department modification, this command saves the department and keeps the window open for further editing.

For more information see  Department Concept, Department Creation and An Input Window Is....


Wizard

Displays a wizard to help you define dates and assign a number to the next period.


Number

Number used to identify and index the department. It must be unique; two departments cannot bear the same number. 	Department number is composed of a maximum of 4 characters.

Hint:The creation of compatible departments with consecutive numbers facilitates the selection of several departments.

Clicking Number displays the Select Department list window from which you can select a department from the existing ones. For more information refer to  Department Concept and An Input Window Is....


Number

Number used to identify and index the department. It must be unique; two departments cannot bear the same number. 	Department number is composed of a maximum of 4 characters.

Hint:The creation of compatible departments with consecutive numbers facilitates the selection of several departments.

Clicking Number displays the Select Department list window from which you can select a department from the existing ones. For more information refer to  Department Concept and An Input Window Is....


Sorting Key

Term used to designate the department. The sorting key is composed of a maximum of 15 characters. It is possible to sort departments in the list window by sorting key.

Note :	If no sorting key is entered when creating a department, the first 15 characters of the description are used as a sorting key.


Sorting Key

Term used to designate the department. The sorting key is composed of a maximum of 15 characters. It is possible to sort departments in the list window by sorting key.

Note :	If no sorting key is entered when creating a department, the first 15 characters of the description are used as a sorting key.


Description

Description of the department. It can contain up to 30 characters.


Description

Description of the department. It can contain up to 30 characters.


Frequency and Time Format

The Frequency and Time Format group box contains elements required to define pay frequency and time format in which hours worked are entered.


Pay Frequency

Options available to define date type according to which pays are issued for the department. Select the appropriate option.

Note:	If employees subject to CCQ are assigned to the department, pay frequency has to be Weekly.


Pay Frequency

Options available to define date type according to which pays are issued for the department. Select the appropriate option.

Note:	If employees subject to CCQ are assigned to the department, pay frequency has to be Weekly.


Time Format

Options available to define time format in which hours worked are entered when entering a pay and in which results are presented in reports. Select the appropriate option.

Example:	12.5 in decimal format is equivalent to 12:30 in minute format.


Time Format

Options available to define time format in which hours worked are entered when entering a pay and in which results are presented in reports. Select the appropriate option.

Example:	12.5 in decimal format is equivalent to 12:30 in minute format.


Range

The Date group box contains elements required to define starting and ending dates of pay periods as well as issue dates of paychecks.


First Period

Time interval defined by a starting and ending period date. This time interval covers the pay period whose paycheck issue date corresponds to the first pay run for the current fiscal year whenever the department is created. Ending period date is calculated according to the starting date and selected frequency.


From

Starting date of pay period for which paycheck issue date corresponds to the first pay issued for the current tax year whenever the department is created.

Example:	If pay frequency is weekly, starting on a Sunday with a check issued on the next Thursday, the first pay of the current tax year is issued on the first Thursday of January for the period starting on the next to last Sunday of December of the preceding year.

Note:	If employees subject to CCQ are assigned to the department,       the starting date of the first period has to be a Sunday.

If the Multidate box is selected in the Payroll Configuration window, click From to display the Calendar input window to select a date. For more information, refer to Using the Calendar and Defining the Date Format.


From

Starting date of pay period for which paycheck issue date corresponds to the first pay issued for the current tax year whenever the department is created.

Example:	If pay frequency is weekly, starting on a Sunday with a check issued on the next Thursday, the first pay of the current tax year is issued on the first Thursday of January for the period starting on the next to last Sunday of December of the preceding year.

Note:	If employees subject to CCQ are assigned to the department,       the starting date of the first period has to be a Sunday.

If the Multidate box is selected in the Payroll Configuration window, click From to display the Calendar input window to select a date. For more information, refer to Using the Calendar and Defining the Date Format.


To

Date at which a pay period ends. This date is calculated according to the starting date and selected frequency [display only].


To

Date at which a pay period ends. This date is calculated according to the starting date and selected frequency [display only].


Issued

Date on which tne first period paycheck is issued. This date has to be for the current tax year whenever the department is created. This date is thus always in January.

Example:	If pay frequency is weekly, this date is necessarily one of the first 7 days of January and if the frequency is every two weeks, one of the first 14 days of January.

If the Multidate box is selected in the Payroll Configuration window, click Issued to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Issued

Date on which tne first period paycheck is issued. This date has to be for the current tax year whenever the department is created. This date is thus always in January.

Example:	If pay frequency is weekly, this date is necessarily one of the first 7 days of January and if the frequency is every two weeks, one of the first 14 days of January.

If the Multidate box is selected in the Payroll Configuration window, click Issued to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Last Period

Time interval defined by a starting and ending period date. This time interval covers the pay period whose paycheck issue date corresponds to the last pay run for the fiscal year. These two dates are calculated according to starting date of the first period and the selected frequency [display only].


From

Starting date of the pay period for which the paycheck issue date corresponds to the last pay issued for the current fiscal year. This date is calculated according to the starting date of the first period and the selected frequency [display only].


From

Starting date of the pay period for which the paycheck issue date corresponds to the last pay issued for the current fiscal year. This date is calculated according to the starting date of the first period and the selected frequency [display only].


To

Date on which the last period ends. This date is calculated according to the starting date of the last period and the selected frequency [display only].


To

Date on which the last period ends. This date is calculated according to the starting date of the last period and the selected frequency [display only].


Issued

Date on which the last period paycheck is issued. This date is calculated according to the starting date of the last period and the selected frequency [display only].


Issued

Date on which the last period paycheck is issued. This date is calculated according to the starting date of the last period and the selected frequency [display only].


Periods

The Periods group box contains elements required to define the number of taxable periods and the next pay period.


Taxable Periods

Number of pay periods for which checks will be issued for the current fiscal year. A period is considered taxable the year the check is issued regardless of the year in which the work to be compensated was performed. No link exists between accounting and taxable periods (or pay periods). Value to enter in the box is limited depending on the selected pay frequency. This value cannot be modified in the course of a year. A default value is proposed.

An additional period exists. If the paycheck's issue date of the first period of next year falls on January 1st, which is a holiday, the additional period is only used to issue the first pay for the current year or next year.

Example:	If pay frequency is Every two weeks, only 26 or 27 taxable periods can exist. During a leap year only 27 or 28 taxable periods can exist.

Number of taxable periods is used to calculate tax deductions and contributions to QPP/CPP to withhold from the employee's pays in order to distribute them equally all year.

If the number of taxable periods is modified in a department, all departments linked to it are modified.


Taxable Periods

Number of pay periods for which checks will be issued for the current fiscal year. A period is considered taxable the year the check is issued regardless of the year in which the work to be compensated was performed. No link exists between accounting and taxable periods (or pay periods). Value to enter in the box is limited depending on the selected pay frequency. This value cannot be modified in the course of a year. A default value is proposed.

An additional period exists. If the paycheck's issue date of the first period of next year falls on January 1st, which is a holiday, the additional period is only used to issue the first pay for the current year or next year.

Example:	If pay frequency is Every two weeks, only 26 or 27 taxable periods can exist. During a leap year only 27 or 28 taxable periods can exist.

Number of taxable periods is used to calculate tax deductions and contributions to QPP/CPP to withhold from the employee's pays in order to distribute them equally all year.

If the number of taxable periods is modified in a department, all departments linked to it are modified.


Next Period

Number of the next pay period. The first period is always January. "99" appears in this box when the maximum number of pay periods has been reached.

Note:	As soon as a pay is entered for a department employee, the period number increases by one. This number thus cannot be used to make sure that pay periods of all department employees have been entered for the selected period.

Click Next Period to display the Pay Period Selection window where you can select a period according to period beginning or paycheck issue date calculated according to the dates previously entered.


Next Period

Number of the next pay period. The first period is always January. "99" appears in this box when the maximum number of pay periods has been reached.

Note:	As soon as a pay is entered for a department employee, the period number increases by one. This number thus cannot be used to make sure that pay periods of all department employees have been entered for the selected period.

Click Next Period to display the Pay Period Selection window where you can select a period according to period beginning or paycheck issue date calculated according to the dates previously entered.


Bank and Wage

The Bank and Wage group box contains elements required to define the bank account and the reference minimum wage.


Bank Accounts

Account number assigned to the financial institution used for the payment of wages.

Click Bank Account  to display the Select Bank Account list window in order to select a bank account from the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.


Bank Accounts

Account number assigned to the financial institution used for the payment of wages.

Click Bank Account  to display the Select Bank Account list window in order to select a bank account from the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.


Minimum Wage

Options available to define mimimum wage or wage that is the most common to employees assigned to this department. This wage is used by default when a department is assigned to the employee being created. These wages are defined in the Payroll Configuration window under the Information tab. When modified, changes are reflected in the files of all employees concerned. Select the appropriate option.


Minimum Wage

Options available to define mimimum wage or wage that is the most common to employees assigned to this department. This wage is used by default when a department is assigned to the employee being created. These wages are defined in the Payroll Configuration window under the Information tab. When modified, changes are reflected in the files of all employees concerned. Select the appropriate option.


Paycheck Format

The Paycheck Format group box contains elements required to enter the paycheck format used in the department.


Paycheck Format

Paycheck and stub format used by employees of the department.

When no format is selected, a basic format is used for paycheck printing. A CCQ basic format is used when the department is CCQ compliant.

Clicking Paycheck Format displays the Select Paycheck Format list window from which you can select a paycheck format among the existing ones. For more information, see Creating Paycheck Formats and Fields Linking to Other Fields.


Paycheck Format

Paycheck and stub format used by employees of the department.

When no format is selected, a basic format is used for paycheck printing. A CCQ basic format is used when the department is CCQ compliant.

Clicking Paycheck Format displays the Select Paycheck Format list window from which you can select a paycheck format among the existing ones. For more information, see Creating Paycheck Formats and Fields Linking to Other Fields.


Paycheck Format

Description assigned to the selected paycheck format [display only].


Union

The Union group box contains elements required to enter the union to which most employees belong.


Union

Initials of the union to which employees belong, such as CSN or QFL. Union is composed of a maximum of 4 characters. This union is used by default when the department is assigned to the employee in creation.


Union

Initials of the union to which employees belong, such as CSN or QFL. Union is composed of a maximum of 4 characters. This union is used by default when the department is assigned to the employee in creation.


Local

Local number assigned to the union to which employees belong. The local number is composed of a maximum of 4 characters. This local is used by default when the department is assigned to the employee in creation.


Local

Local number assigned to the union to which employees belong. The local number is composed of a maximum of 4 characters. This local is used by default when the department is assigned to the employee in creation.


Earnings Tab

An account number has to be assigned to each line. These accounts have to be of Expenses category. Amounts assigned to these lines are expenses.

It is possible that lines require an account of another category. For example, a Claimable Salary line (CSST or interfirm agreement) requires an account of Asset category. A message is displayed simply to confirm that the choice is voluntary and not an error.

Click Expenses to display the Select Expense Account list window in order to select an expense account from the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.

To get a description of the Earnings payroll lines, see Earnings Tab.


Net Salary

An account number has to be assigned to the line. This account has to be of Liabilities category.

The Net Salary line is only used when producing the Summary Payroll Journal. This journal transfers a single global entry to the General Ledger affecting the Net Salary account payable and all affected expense and liability accounts. An entry affecting the Net Salary account payable and the financial insitution account is generated for each paycheck.

Click Liabilities to display the Select Liability Account list window in order to select an account among the existing ones. For more information, refer to Creating a New Account and Fields Linking to Other Fields.


Expenses Tab

An account number has to be assigned to each expense line. These accounts have to be of the Expenses category. Amounts assigned to these lines are expenses.

Additional lines have been created. One of these lines has to be assigned to an account of another category. For example, a Claimable GST line has to be assigned to an account of Liability or Asset category. A message is displayed simply to confirm that the choice is voluntary and not an error.

Click Expenses to display the Select Expense Account list window in order to select an expense account among the ones already created. For more information, see Creating a New Account and Fields Linking to Other Fields.

Note :	The Expenses tab is displayed when the Detailed Reimb. of Expenses option is selected in the Payroll Configuration window and when additional lines have been created.

To get descriptions of Expense payroll lines, see Expenses Tab.


Contributions Tab

Two account numbers have to be assigned to each employer contribution line. These accounts are of the Expenses and Liability category.

Amounts assigned to these lines are expenses. They represent what the employer disbursed as an employer contribution. Amounts assigned to these lines are also liabilities because the disbursed amount is payable to a third party (governments, insurance company, etc.)

Note:	Accounts assigned to line 404-Vacation on Salary Due are also used for lines 405-Vacation on Commission Due and 406-Vacation on Tips Due.

Click Expenses or Liability to display the Select Expense or Liability Account list window in order to select an expense or liability account from the ones already created. For more information, see Creating  a New Account and Fields Linking to Other Fields.

To get descriptions of Contributions payroll lines, see Contr. Tab.


CCQ Contributions Tab

Two account numbers have to be assigned to each employer contribution line. These accounts are of Expenses and Liability category.

Amounts assigned to these lines are expenses. They represent what the employer disbursed as employer contributions. Amounts assigned to these lines are also liabilities because the disbursed amount is payable to the CCQ or AECQ.

Click Expenses or Liability to display the Select Expense or Liability Account list window in order to select an expense or liability account from the ones already created. For more information refer to Creating a New Account and Fields Linking to Other Fields.

To get descriptions of CCQ Contributions payroll lines, see CCQ Contr. Tab.


Reports Tab

When generating a remittance report (ex:CCQ), the corresponding entry is presented. Sometimes certain accounts are missing preventing complete data entry. Lines of the Reports tab are then used to enter these accounts.

Two account numbers have to be assigned to each report line. These accounts have to be of Expense and Liability category.

Amounts assigned to these lines are expenses. They represent what the employer disbursed as employer contributions. Amounts assigned to these lines are also liabilities because the disbursed amount is payable to the CCQ, the AECQ or the government, for example.

Click Expenses or Liabilities to display the Select Expenses Account of Liability list window in order to select an expense or liability account from the ones already created. For more information, see Creating a New Account and Fields Linking to Other Fields.

To get descriptions of CCQ Contributions payroll lines, see  Report Category Lines.


Deductions Tab

An account number has to be assigned to each employee deduction line. This account has to be of the Liability category.

Amounts assigned to these lines are liabilities. They represent what the employer has withheld from the employee's paycheck that has to be remitted to a third party (governments, insurance company…).

It is possible that lines were already created and that one of them required an account of a differenct category. For example, a Pay Advance Recovery line requires an Asset account. The message is displayed simply to confirm that the choice is voluntary and not an error.

Click Liabilities to display the Select Liability Account list window in order to select a liability account among the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.

To get descriptions of Deductions payroll lines, see  Deductions Tab.


Source Deductions

An account number has to be assigned to each source deduction line. This account is of Liability category.

Amounts assigned to these lines are liabilities. They represent what the employer has withheld from the employee's salary that has to be remitted to a third party (governments, insurance company…).

Click Liabilities to display the Select Liability Account list window in order to select a liability account among the ones already created. For more information, see Creating a New Account and Fields Linking to Other Fields.

To get descriptions of Source Deductions payroll lines, see  Deductions Tab.


CCQ Ded. Tab

An account number has to be assigned to each CCQ deductions line. This account has to be a Liability account.

Amounts assigned to these lines are liabilities. They represent what the employer has withheld from the employee's salary that is due to the CCQ.

Click Liabilities to display the Select Liability Account list window in order to select a liability account among the existing ones. For more information, see Creating a New Account and Fields Linking to Other Fields.

To get descriptions of CCQ Deductions payroll lines, see   CCQ Ded. Tab.


New Employee

Saves the department, empties the boxes and readies the system for the creation of a new employee. For more information see Employee Concept, Employee Creation and An Input Window Is....


Select Employee

Displays the Employee list window where you can select an employee for consultation or modification.


Save Employee

After department creation, this command saves the employee, empties the boxes and readies the system for the creation of a new employee.

During department modification, this command saves the employee and keeps the window open for further editing.


Go Back to Original

Cancels changes made to the employee since the last save operation.


Delete Employee

Deletes the displayed employee. This command is available as long as the employee has not been used in another input window.


First Employee

Displays the employee that has the lowest sorting key selected. The key corresponds to the tab selected in the Employee ist window.


Previous Employee

Displays the employee with the sorting key value preceding the one displayed. The sorting key corresponds to the tab selected in the Employeelist window.

When you select New Employee, the last employee displayed is recalled to the screen.


Next Employee

Displays the employee with the sorting key value that follows the one displayed. The sorting key corresponds to the tab selected in the Employee list window.


Last Employee

Displayss the employee with the largest value of the selected sorting key. The sorting key corresponds to the tab selected in the Employee list window.


Change Employee Number

Changes the number of the department displayed. This number must be unique; no two departments can share the same number. The number can have up to 12 digits.


Previous Function

Displays the earnings parameters for the employee's previous function according to the order defined under the Function tab. Once at the first function, clicking this button will display the last function. Only active functions are loop linked.

Note: The Previous Function button is available when the employee has more than one function.


Next Function

Displays the earnings parameters for the employee's next function according to the order defined under the Function tab. Once at the last function, clicking this button will display the first function. Only active functions are loop linked.

Note: The Next Function button is available when the employee has more than one function.


Go Back to the List

Saves the employee, closes the window and displays the Employee list window.


Selected Function

Name of the function selected for the employee.


New Employee/Save Employee

After department creation, this command saves the employee, empties the boxes and readies the system for the creation of a new employee.

During department modification, this command saves the employee and keeps the window open for further editing.

For more information, see Employee Concept, Employee Creation and In Input Window Is....


Number

Number by which employees are identified and indexed. This number has to be unique; two employees cannot have the same number. The employee number is composed of a maximum of 12 characters.

Click Number to display the Select Employee list window in order to select an employee from the ones already created. For more information, see Employee Concept and An Input Window Is....

Note:	Employee numbers are alphanumeric; numbers are ordered like letters. It is normal that the numbers are sorted as follows: 1, 10, 100, 2, 3, 30, 31, 4.


Number

Number by which employees are identified and indexed. This number has to be unique; two employees cannot have the same number. The employee number is composed of a maximum of 12 characters.

Click Number to display the Select Employee list window in order to select an employee from the ones already created. For more information, see Employee Concept and An Input Window Is....

Note:	Employee numbers are alphanumeric; numbers are ordered like letters. It is normal that the numbers are sorted as follows: 1, 10, 100, 2, 3, 30, 31, 4.


Sorting Key

Short term used to designate an employee. The sorting key is composed of a maximum of 15 characters. It is possible to sort employees by number, sorting key and name in the Employees list window.

Note:	If no sorting key is entered when creating employees, the first  15 characters of the name are used as the sorting key.


Sorting Key

Short term used to designate an employee. The sorting key is composed of a maximum of 15 characters. It is possible to sort employees by number, sorting key and name in the Employees list window.

Note:	If no sorting key is entered when creating employees, the first  15 characters of the name are used as the sorting key.


Last Name

Employee's last name. Composed of a maximum of 30 characters.


Last Name

Employee's last name. Composed of a maximum of 30 characters.


First Name

Employee's first name. Composed of a maximum of 30 characters.


First Name

Employee's first name. Composed of a maximum of 30 characters.


Function

The content of the Active Functions table of the Employee input window is displayed in this list. Functions are presented in the same order.

Note: None is displayed in the drop-down menu when no function is created. This menu is available when the employee occupies more than one function.


Function

The content of the Active Functions table of the Employee input window is displayed in this list. Functions are presented in the same order.

Note: None is displayed in the drop-down menu when no function is created. This menu is available when the employee occupies more than one function.


Department

Number of the department in which employee occupies selected function [display only].


Department

Number of the department in which employee occupies selected function [display only].


Caisse d'éducation sybdicale CCQ

Select this box when the employer must deduct Caisse d'éducation CCQ contributions for the employee for the function selected. Line 808-Éducation syndicale CCQ is added under the CCQ Ded. tab.


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Employee Info.

The Employee Info. Tab contains elements required to enter the personal information of employees.


SIN

Employee's social insurance number. This number is composed of a maximum of 9 digits. Do not enter spaces between the numbers.

Caution:	If an employee has no SIN or refuses to give it, QPP or CPP contributions still have to be deducted if his or her earnings are subject thereto. A valid social insurance number must be entered. If the SIN is not available, enter 000 000 000.

This validation test is described in the Guide for Transmitting RL-Slip Data - General and Technical Information (IN-800-V) form.


SIN

Employee's social insurance number. This number is composed of a maximum of 9 digits. Do not enter spaces between the numbers.

Caution:	If an employee has no SIN or refuses to give it, QPP or CPP contributions still have to be deducted if his or her earnings are subject thereto. A valid social insurance number must be entered. If the SIN is not available, enter 000 000 000.

This validation test is described in the Guide for Transmitting RL-Slip Data - General and Technical Information (IN-800-V) form.


Sex

Options available to specify the employee's gender: Male or Female.

Note:  This information has no impact on payroll calculation. It is for the employer's information only.


Sex

Options available to specify the employee's gender: Male or Female.

Note:  This information has no impact on payroll calculation. It is for the employer's information only.


Marital Status

Options available to specify the employee's marital status.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.


Marital Status

Options available to specify the employee's marital status.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.


Language

Options available to define the employee's language.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.


Language

Options available to define the employee's language.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.


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Dates

The Dates group box contains elements required to define various dates related to employees.


Birthdate

Employee's birthdate.

Note:	Birthdate is required to calculate QPP or CPP contributions. The entry of the employee's birthdate is essential to payroll entry. An employee will be created even if you enter no information.

The DD/MM/YY format is displayed by default. Click Birth to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


Birthdate

Employee's birthdate.

Note:	Birthdate is required to calculate QPP or CPP contributions. The entry of the employee's birthdate is essential to payroll entry. An employee will be created even if you enter no information.

The DD/MM/YY format is displayed by default. Click Birth to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


Start

First day for which the employee is paid. This value is displayed in the 10 - First Day Worked box of the Record of Employment.

The DD/MM/YY format is used by default. Click Start to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


Start

First day for which the employee is paid. This value is displayed in the 10 - First Day Worked box of the Record of Employment.

The DD/MM/YY format is used by default. Click Start to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


Termination

Last day for which the employee is paid. This value is displayed in the 11 - Last Day for Which Paid of the Record of Employment.

Attention:	A pay cannot be entered if the starting date entered falls before the starting date of the pay period.

The DD/MM/YY format is displayed by default. Click Start to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


Termination

Last day for which the employee is paid. This value is displayed in the 11 - Last Day for Which Paid of the Record of Employment.

Attention:	A pay cannot be entered if the starting date entered falls before the starting date of the pay period.

The DD/MM/YY format is displayed by default. Click Start to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


Vacation

Employee's vacation dates.

Note:  This information has no impact on payroll calculation. It is for the employer's information only.

The DD/MM/YY format is displayed by default. Click Vacation to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


Vacation

Employee's vacation dates.

Note:  This information has no impact on payroll calculation. It is for the employer's information only.

The DD/MM/YY format is displayed by default. Click Vacation to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


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Address

The Address group box contains elements required to enter the employee's mailing address.


Address

Number and street name of the employee's residence. The address can have up to 30 characters.

Example : 234 Elm St.


Address

Street name and number of the employee's residence. The address can contain up to 30 characters.

Example:  234 Elm Street, apt. 102


City

City and province where the employee resides. The city and province field can contain up to 30 characters.

Example:	Montréal (QC)


City

City and province where the employee resides. The city and province field can contain up to 30 characters.

Example:	Montréal (QC)


Country

Code of the country where the employee resides. The country is entered according to phone number and postal code masks.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.

Click Country to display the Select Country list window to select a country from the ones already created. For more information, seeFields Linking to Other Fields.


Country

Code of the country where the employee resides. The country is entered according to phone number and postal code masks.

Note:	This information has no impact on payroll calculation. It is for the employer's information only.

Click Country to display the Select Country list window to select a country from the ones already created. For more information, see Fields Linking to Other Fields.


Country

Description of the selected country's code [display only].


Postal Code

Postal code of the employee's residence. Do not enter spaces or capital letters. Postal code is formatted according to the mask of the selected country.

Note:	For American zip codes, enter state initials followed by its zip code. For example, enter CA90210 if the employee resides in California.


Postal Code

Postal code of the employee's residence. Do not enter spaces or capital letters. Postal code is formatted according to the mask of the selected country.

Note:	For American zip codes, enter state initials followed by its zip code. For example, enter CA90210 if the employee resides in California.


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Telepnone

The Telephone group box includes a table required to enter the employee's different numbers (telephone, fax or others). Table is composed of four lines each line representing a specific number. Each line is divided into three columns.

Description: Description used to designate the number to enter in the next column.

Number: Number (telephone, fax and others) assigned to the description specified in the previous column. One need not enter parentheses, hyphens or spaces between digits. The number is entered according to the mask of the selected country.

Ext.: Extension number associated with the number entered in the preceding box. This number is composed of a maximum of 4 digits.


Telepnone

The Telephone group box includes a table required to enter the employee's different numbers (telephone, fax or others). Table is composed of four lines each line representing a specific number. Each line is divided into three columns.

Description: Description used to designate the number to enter in the next column.

Number: Number (telephone, fax and others) assigned to the description specified in the previous column. One need not enter parentheses, hyphens or spaces between digits. The number is entered according to the mask of the selected country.

Ext.: Extension number associated with the number entered in the preceding box. This number is composed of a maximum of 4 digits.


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Internet

The Internet group box contains elements required to enter the employee's E-mail address and Web site.


Web Site

Employee's Web site address.

When an Internet access and a broswer are installed on the computer, click Web Site to open the browser and access the site.


Web Site

Employee's Web site address.

When an Internet access and a broswer are installed on the computer, click Web Site to open the browser and access the site.


This table is used to enter the employee's E-mail. Each line represents an E-mail and the table contains 2 columns.

Note : 	The table is composed of 3 lines when the Customization and Security application is launched.


E-Mail

E-mail address of the selected employee.

If an Internet access and an electronic mailing program are installed on the computer, click E-Mail to create an E-mail for the recipient whose address is entered on the Main E-Mail line.

For more information, refer to E-Mail.


E-Mail

E-mail address of the selected employee.

If an Internet access and an electronic mailing program are installed on the computer, click E-Mail to create an E-mail for the recipient whose address is entered on the Main E-Mail line.

For more information, refer to E-Mail.


Payment

The Payment group box contains elements for defining employee payment parameters.


Mode

Options available to define employee payment parameters. Select the appropriate option.

Check: Employee is paid by check.

Direct Deposit: Employee is paid by a direct deposit into his or her bank account.


Mode

Options available to define employee payment parameters. Select the appropriate option.

Check: Employee is paid by check.

Direct Deposit: Employee is paid by a direct deposit into his or her bank account.


Institution

Financial institution number where the pay is deposited. This number can have up to 3 characters.

Click Institution to display the List of Financial Institutions list window to select a financial institution. To get the number of other institutions, communicate with them directly.


Institution

Financial institution number where the pay is deposited. This number can have up to 3 characters.

Click Institution to display the List of Financial Institutions list window to select a financial institution. To get the number of other institutions, communicate with them directly.


Branch

Identification number of the employee's credit union or bank branch. This number is composed of a maximum of 5 digits. The number has to correspond to the one on the sample check provided by the employee.


Branch

Identification number of the employee's credit union or bank branch. This number is composed of a maximum of 5 digits. The number has to correspond to the one on the sample check provided by the employee.


Account

Employee's bank account or folio number. The account number is can have up to 12 digits. The number has to correspond to the one on the sample check provided by the employee.


Account

Employee's bank account or folio number. The account number is can have up to 12 digits. The number has to correspond to the one on the sample check provided by the employee.


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Pay Entry

The Pay Entry group box contains elements required to select the option that displays comments about employee functions during pay entry.


Temporarily Absent

When this box is selected, the employee is not displayed during payroll entry.


Display Comment When Entering Pay

When this box is selected, comments entered in the employee's functions (under the Definition tab) are displayed when entering pay.

Note:	In order to display comments when the box is selected, automatic pay entry cannot be used for this employee.

Note: 	This box is not available when the Temporarily Absent box is selected.


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Federal Income Tax

The Federal Income Tax group box contains elements required to define the calculation method and amounts used in determining federal income tax deductions.


Calculation Method

Options available to define the federal income tax calculation method. Select the appropriate option.

Exempt: No federal income tax is deducted.

Earnings: Federal income tax is calculated according to the employee's earnings for the period. Income tax is deducted according to the tax bracket given by multiplying the earnings for the period by the number of taxable periods. This calculation method is appropriate for employees with a relatively stable income. Income earned corresponds to the sum of amounts entered under the Earnings and Benefits tabs when running the payroll.

Estimated Earnings: Federal income tax is calculated according to the salary entered in the Estimated Earnings box. With this method, income tax is deducted according to the tax bracket indicated by the estimated income regardless of the actual income for this period. This calculation method can be used for employees with fluctuating or commission earnings whose annual earnings can only be estimated.


Calculation Method

Options available to define the federal income tax calculation method. Select the appropriate option.

Exempt: No federal income tax is deducted.

Earnings: Federal income tax is calculated according to the employee's earnings for the period. Income tax is deducted according to the tax bracket given by multiplying the earnings for the period by the number of taxable periods. This calculation method is appropriate for employees with a relatively stable income. Income earned corresponds to the sum of amounts entered under the Earnings and Benefits tabs when running the payroll.

Estimated Earnings: Federal income tax is calculated according to the salary entered in the Estimated Earnings box. With this method, income tax is deducted according to the tax bracket indicated by the estimated income regardless of the actual income for this period. This calculation method can be used for employees with fluctuating or commission earnings whose annual earnings can only be estimated.


Personal Exemption

Annual general exemption to which can be added certain exemptions related to the employee's situation (tuition fees, handicap, dependent). This amount corresponds to the line 13-Total Claim Amount of the Personal Tax Credits Return - TD1 form.

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. The word Table is thus entered in the box and determines that the basic exemption amount specified in the Government Tables window is the amount to use for this employee. When modified, changes are reflected in the files of all employees concerned.

Note:	To delete the word Table and enter an amount, click Table.

Hint:	For an employee who works for two employers and declines the personal exemption, enter $1.00 in the Personal Exemption box in order not to take into consideration the employee's exemption twice when making source deductions.


Personal Exemption

Annual general exemption to which can be added certain exemptions related to the employee's situation (tuition fees, handicap, dependent). This amount corresponds to the line 13-Total Claim Amount of the Personal Tax Credits Return - TD1 form.

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. The word Table is thus entered in the box and determines that the basic exemption amount specified in the Government Tables window is the amount to use for this employee. When modified, changes are reflected in the files of all employees concerned.

Note:	To delete the word Table and enter an amount, click Table.

Hint:	For an employee who works for two employers and declines the personal exemption, enter $1.00 in the Personal Exemption box in order not to take into consideration the employee's exemption twice when making source deductions.


Defining the Personal Exemption

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. The word Table is thus entered in the box and determines that the basic exemption amount specified in the Government Tables window is the amount to use for this employee. When modified, changes are reflected in the files of all employees concerned.


Designated Remote Areas Deduction

Deduction available to an employee living in a remote area. This amount corresponds to the one in the Designated Remote Areas Deduction section on page 2 of the Personal Tax Credits Return - TD1 form.

If the employee lives in Nunavut, Northwest Territories, Yukon or in a zone targeted by regulation, he or she can ask for certain deductions. To know which areas are considered as remote, refer to the Canada Revenue Agency (CRA).


Designated Remote Areas Deduction

Deduction available to an employee living in a remote area. This amount corresponds to the one in the Designated Remote Areas Deduction section on page 2 of the Personal Tax Credits Return - TD1 form.

If the employee lives in Nunavut, Northwest Territories, Yukon or in a zone targeted by regulation, he or she can ask for certain deductions. To know which areas are considered as remote, refer to the Canada Revenue Agency (CRA).


Additional Income Tax Withheld

Additional federal income tax that the company has to deduct from each pay period of the employee upon his or her request. The additional income tax is distributed equally between each function included in the pay.

When an employee receives other revenues, tax withholdings can be increased. This amount corresponds to the one in the Additional Income Tax to Be Deducted section at page 2 of the Personal Tax Credits Return - TD1 form.


Additional Income Tax Withheld

Additional federal income tax that the company has to deduct from each pay period of the employee upon his or her request. The additional income tax is distributed equally between each function included in the pay.

When an employee receives other revenues, tax withholdings can be increased. This amount corresponds to the one in the Additional Income Tax to Be Deducted section at page 2 of the Personal Tax Credits Return - TD1 form.


Additional Deduction

Annual amount of reduction in income tax withholdings for deductions or credits not appearing on the TD1 form, such as child-care expenses, support payments, working expenses and donations. This amount corresponds to the Net Amount Requested on the Request to Reduce Tax Deductions at Source - T1213 form from which is substracted the RRSP contributions amount in the RRSP box of the Additional Contribution ($/yr) group box.


Additional Deduction

Annual amount of reduction in income tax withholdings for deductions or credits not appearing on the TD1 form, such as child-care expenses, support payments, working expenses and donations. This amount corresponds to the Net Amount Requested on the Request to Reduce Tax Deductions at Source - T1213 form from which is substracted the RRSP contributions amount in the RRSP box of the Additional Contribution ($/yr) group box.


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Estimated Earnings

Estimated net annual earnings amount that an employee on commission wants the employer to use as a basis for income tax withholding calculations. This amount corresponds to the one on the Estimated annual net commission earnings line of the Statement of Commission Income and Expenses for Payroll Tax Deductions - TD1X form.

Note:	The Estimated Earnings box is displayed when the selected federal income tax calculation method is Estimated Earnings.


Estimated Earnings

Estimated net annual earnings amount that an employee on commission wants the employer to use as a basis for income tax withholding calculations. This amount corresponds to the one on the Estimated annual net commission earnings line of the Statement of Commission Income and Expenses for Payroll Tax Deductions - TD1X form.

Note:	The Estimated Earnings box is displayed when the selected federal income tax calculation method is Estimated Earnings.


Provincial Income Tax

The Provincial Income Tax group box includes elements required to define the calculation method and amounts used to determine provincial income tax amounts to be deducted from an employee's pay.


Calculation Method

The Provincial Income Tax group box includes elements required to define the calculation method and amounts used to determine provincial income tax amounts to be deducted from an employee's pay.

Calculation Method: Options available to define the provincial income tax calculation method. Select the appropriate option.

Exempt: No provincial income tax is deducted.

Earnings: Provincial income tax is calculated according to the earnings of the employee for the period. Income tax is deducted according to the tax bracket by multiplying the earnings for the period by the number of taxable periods. This calculation method is appropriate for an employee with a relatively stable income. Income earned corresponds to the sum of amounts entered under the Earnings and Benefits tabs when running the payroll.

Average Base YTD: The provincial income tax is calculated according to the income earned during the period but taking into consideration that which was earned during the preceding periods. According to this method, taxes are deducted according to the tax bracket by calculating the annual revenue based on an average of the income earned since the beginning of the year. This calculation method can be used for employees with fluctuating or commission earnings.

Note:  The Calculation Method box is displayed when Québec is selected in the Payroll Configuration window.


Calculation Method

The Provincial Income Tax group box includes elements required to define the calculation method and amounts used to determine provincial income tax amounts to be deducted from an employee's pay.

Calculation Method: Options available to define the provincial income tax calculation method. Select the appropriate option.

Exempt: No provincial income tax is deducted.

Earnings: Provincial income tax is calculated according to the earnings of the employee for the period. Income tax is deducted according to the tax bracket by multiplying the earnings for the period by the number of taxable periods. This calculation method is appropriate for an employee with a relatively stable income. Income earned corresponds to the sum of amounts entered under the Earnings and Benefits tabs when running the payroll.

Average Base YTD: The provincial income tax is calculated according to the income earned during the period but taking into consideration that which was earned during the preceding periods. According to this method, taxes are deducted according to the tax bracket by calculating the annual revenue based on an average of the income earned since the beginning of the year. This calculation method can be used for employees with fluctuating or commission earnings.

Note:  The Calculation Method box is displayed when Québec is selected in the Payroll Configuration window.

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Personal Exemption (Line 10)

Annual basic exemption amount of all individuals to whom certain exemptions related to the employee's situation can be added (example: dependent). In Québec, this amount corresponds to the sum of line 1 to 9 of the Source Deductions Return- TP-1015.3 form. In all provinces except Québec, this amount corresponds to the Total Claim Amount on line 12 of the Personal Tax Credits Return form of your province or territory - TD1XX.

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. Thus the word Table is entered in the box and determines the amount to use for this employee as the Basic Exemption amount specified in the Government Tables window. When modified, changes are reflected in the files of all employees concerned.

Note: 	To delete the word Table and enter an amount, click Table.

Hint:	For an employee who works for two employers and declines the personal exemption, enter $1.00 in the Personal Exemption box in order not to take into consideration the employee's exemption twice when making source deductions.


Personal Exemption (Line 10)

Annual basic exemption amount of all individuals to whom certain exemptions related to the employee's situation can be added (example: dependent). In Québec, this amount corresponds to the sum of line 1 to 9 of the Source Deductions Return- TP-1015.3 form. In all provinces except Québec, this amount corresponds to the Total Claim Amount on line 12 of the Personal Tax Credits Return form of your province or territory - TD1XX.

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. Thus the word Table is entered in the box and determines the amount to use for this employee as the Basic Exemption amount specified in the Government Tables window. When modified, changes are reflected in the files of all employees concerned.

Note: 	To delete the word Table and enter an amount, click Table.

Hint:	For an employee who works for two employers and declines the personal exemption, enter $1.00 in the Personal Exemption box in order not to take into consideration the employee's exemption twice when making source deductions.


Defining a Personal Exemption

When the Personal Exemption amount corresponds to the basic exemption amount specified on line 1 of the TD1 form, click Table. Thus the word Table is entered in the box and determines the amount to use for this employee as the Basic Exemption amount specified in the Government Tables window. When modified, changes are reflected in the files of all employees concerned.


Additional Income Tax Withheld

Additional provincial income tax amount the company has to deduct from the employee's pay for each period at the latter's request. This amount is distributed equally between each function included in the pay.

This amount corresponds to the one on line 11 Additional Amount of Income Tax to Be Withheld of the Source Deductions Return - TP-1015.3 form.


Additional Income Tax Withheld

Additional provincial income tax amount the company has to deduct from the employee's pay for each period at the latter's request. This amount is distributed equally between each function included in the pay.

This amount corresponds to the one on line 11 Additional Amount of Income Tax to Be Withheld of the Source Deductions Return - TP-1015.3 form.


Additional Deduction

Deductions and credits related to the employee's situation to be included when calculating tax deductions (remote area, impairment, child-care). This amount corresponds to the one on line 19 of the Source Deductions Return - TP-1015.3 form.


Additional Deduction

Deductions and credits related to the employee's situation to be included when calculating tax deductions (remote area, impairment, child-care). This amount corresponds to the one on line 19 of the Source Deductions Return - TP-1015.3 form.


% Taxable Commissions

Percentage of commissions received and that have to be considered as taxable when calculating provincial tax deductions. This percentage corresponds to the one on line 4 of the Statement of Commissions and Expenses for Source Deduction Purposes TP-1015.R.13.1 form. 100 % is displayed by default.


% Taxable Commissions

Percentage of commissions received and that have to be considered as taxable when calculating provincial tax deductions. This percentage corresponds to the one on line 4 of the Statement of Commissions and Expenses for Source Deduction Purposes TP-1015.R.13.1 form. 100 % is displayed by default


Y Factor

Deductions amount corresponding to the number of dependents multiplied by the amount assigned according to the different categories of dependants.


Y Factor

Deductions amount corresponding to the number of dependents multiplied by the amount assigned according to the different categories of dependants.


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Additional Contribution ($/yr)

The Additional Contribution ($/yr) group box contains elements required for claiming income tax reductions for the employee based on contributions to an outside RRSP or LSIF.


RRSP

Annual contribution amount the employee has to deposit into a registered retirement savings plan (RRSP) outside of the company; this amount has to include the LSIF transferred into an RRSP. Provincial and federal income taxes are calculated according to annual earnings minus the RRSP amount from the moment it is entered. This amount has no impact on RRSP lines 411 and 706 under the Contr. and Ded. tabs.

This amount corresponds to the one at the RRSP contributions line of the Request to Reduce Tax Deductions at Source - T1213 federal form. In Québec, this RRSP amount corresponds to the one on line 1 of the Application for a Reduction in Source Deductions of Income Tax - TP-1016 form.


RRSP

Annual contribution amount the employee has to deposit into a registered retirement savings plan (RRSP) outside of the company; this amount has to include the LSIF transferred into an RRSP. Provincial and federal income taxes are calculated according to annual earnings minus the RRSP amount from the moment it is entered. This amount has no impact on RRSP lines 411 and 706 under the Contr. and Ded. tabs.

This amount corresponds to the one at the RRSP contributions line of the Request to Reduce Tax Deductions at Source - T1213 federal form. In Québec, this RRSP amount corresponds to the one on line 1 of the Application for a Reduction in Source Deductions of Income Tax - TP-1016 form.


LSIF

Annual amount of the employee's contributions to an outside LSIF.  Additional provincial and federal tax credits are included in calculations from the moment the amount is entered. This amount has no impact on LSIF lines 412, 413 and 707, 708 under the Contr. and Ded. tabs.

This amount corresponds to the LSIF amount of the RRSP contributions line of the Request to Reduce Tax Deductions at Source - T1213 federal form. In Québec, this amount corresponds to the LSIF portion of lines 2 to 6 of the Application for a Reduction in Source Deductions of Income Tax - TP-1016 form.


LSIF

Annual amount of the employee's contributions to an outside LSIF.  Additional provincial and federal tax credits are included in calculations from the moment the amount is entered. This amount has no impact on LSIF lines 412, 413 and 707, 708 under the Contr. and Ded. tabs.

This amount corresponds to the LSIF amount of the RRSP contributions line of the Request to Reduce Tax Deductions at Source - T1213 federal form. In Québec, this amount corresponds to the LSIF portion of lines 2 to 6 of the Application for a Reduction in Source Deductions of Income Tax - TP-1016 form.


Federal Employer Account

The Federal Employer Account group box contains elements required to enter an employee in a payroll deduction account.


Source Deduction Account

Options available to enter an employee in a payroll deduction account. Thus, the employee's federal remittances (taxes, employment insurance and CPP) are entered in the selected account and the rate used to calculate the employer's contribution to employment insurance is determined. Select the appropriate option.

Normal Rate: Payroll deduction account to which is assigned the employer's normal employment insurance contribution rate. Select Normal Rate when the company has only one payroll deduction account. The Normal Rate option is selected by default.

When the company has more than one payroll deduction account, select Normal Rate for the employee that is not subject to the employment insurance's short-term disability plan.

Reduced Rate: The payroll deduction account to which is assigned the reduced rate of the employer's employment insurance contribution. Select Reduced Rate for an employee covered by a earnings insurance plan in the case of short-term dissability including employees subject to a qualification period of three months or less.

Caution:  When an employee changes accounts during a calendar year, a T4 slip has to be produced for each period of the year.

Caution:  Reduced rate has to be entered in the Employer Red. Rate box of the Government Tables window under the Federal tab.

Note:  When the company has more than one deduction account, either option can be selected for the employee Exempt from employment insurance deductions.


Source Deduction Account

Options available to enter an employee in a payroll deduction account. Thus, the employee's federal remittances (taxes, employment insurance and CPP) are entered in the selected account and the rate used to calculate the employer's contribution to employment insurance is determined. Select the appropriate option.

Normal Rate: Payroll deduction account to which is assigned the employer's normal employment insurance contribution rate. Select Normal Rate when the company has only one payroll deduction account. The Normal Rate option is selected by default.

When the company has more than one payroll deduction account, select Normal Rate for the employee that is not subject to the employment insurance's short-term disability plan.

Reduced Rate: The payroll deduction account to which is assigned the reduced rate of the employer's employment insurance contribution. Select Reduced Rate for an employee covered by a earnings insurance plan in the case of short-term dissability including employees subject to a qualification period of three months or less.

Caution:  When an employee changes accounts during a calendar year, a T4 slip has to be produced for each period of the year.

Caution:  Reduced rate has to be entered in the Employer Red. Rate box of the Government Tables window under the Federal tab.

Note:  When the company has more than one deduction account, either option can be selected for the employee Exempt from employment insurance deductions.


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Calculation Method

The Calculation Method group box contains elements required to select the calculation method of employment insurance and QPP or CPP deductions.


Employment Insurance

Options available to specify whether or not the employee's work is subject to employment insurance. Select the appropriate option.

0 - Exempt: The employee is exempt of making employment insurance contributions because hisor her work is not subject to it.

1 - Subject: The employee has to make employment insurance contributions because the business activities of his or her company are subject thereto.


Employment Insurance

Options available to specify whether or not the employee's work is subject to employment insurance. Select the appropriate option.

0 - Exempt: The employee is exempt of making employment insurance contributions because hisor her work is not subject to it.

1 - Subject: The employee has to make employment insurance contributions because the business activities of his or her company are subject thereto.


QPP (or CPP)

Options available to define the calculation method of QPP or CPP contributions. When Québec is selected, calculations are made according to the QPP (Quebec Pension Plan). For all other provinces, calculations are made according to the CPP (Canada Pension Plan). Select the appropriate option.

0 - Exempt: The employee is exempt from employment insurance contributions. For example, he or she is not 18, is disabled or occupies a position that is not subject to the governmental pension plan.

1 - Normal: The employee pays the governmental pension plan amount.

2 - Part-time: The part-time worker can be exempted. The part-time work expression is designated by the work done by an employee who regularly alternates between two or more employers for the same type of work, or work performed by an employee whose pay period is less than seven days.

Note:	The Discontinued option is displayed when the Québec province is selected in the Payroll Configuration window.


QPP (or CPP)

Options available to define the calculation method of QPP or CPP contributions. When Québec is selected, calculations are made according to the QPP (Quebec Pension Plan). For all other provinces, calculations are made according to the CPP (Canada Pension Plan). Select the appropriate option.

0 - Exempt: The employee is exempt from employment insurance contributions. For example, he or she is not 18, is disabled or occupies a position that is not subject to the governmental pension plan.

1 - Normal: The employee pays the governmental pension plan amount.

2 - Part-time: The part-time worker can be exempted. The part-time work expression is designated by the work done by an employee who regularly alternates between two or more employers for the same type of work, or work performed by an employee whose pay period is less than seven days.

Note:	The Discontinued option is displayed when the Québec province is selected in the Payroll Configuration window.


QPIP

Options available to specify whether or not the employee occupies a function subject to the QPIP (Québec Parental Insurance Plan) or not. Select appropriate option.

0 - Exempt: The employee's function is not subject to QPIP; therefore, the employee is exempt from making contributions.

1 - Subject: The employee's function is subject to QPIP; therefore, the employee must make QPIP contributions.

Note:	The QPIP option is displayed when the Québec province is selected in the Payroll Configuration window.


QPIP

Options available to specify whether or not the employee occupies a function subject to the QPIP (Québec Parental Insurance Plan) or not. Select appropriate option.

0 - Exempt: The employee's function is not subject to QPIP; therefore, the employee is exempt from making contributions.

1 - Subject: The employee's function is subject to QPIP; therefore, the employee must make QPIP contributions.

Note:	The QPIP option is displayed when the Québec province is selected in the Payroll Configuration window.


Cumulative Averaging

The federal income tax is calculated on the salary earned during the period and taking into account that of previous periods. According to that method, the income tax is deducted on the basis of the annual salary calculated from the average salary earned since the beginning of the year. That calculation method can be used for employees on commission or with varying wages.


Cumulative Averaging

The federal income tax is calculated on the salary earned during the period and taking into account that of previous periods. According to that method, the income tax is deducted on the basis of the annual salary calculated from the average salary earned since the beginning of the year. That calculation method can be used for employees on commission or with varying wages.


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Paycheck Format

The Paycheck Format group box contains elements required to enter the paycheck format used by the employee.


Number

Paycheck and stub number used when printing.

When no format is selected, the format selected in the department assigned to each function of the employee is used when printing paychecks.

Click Number to display the Select Paycheck Format list window in order to select a paycheck format among the ones already created. For more information, see Creating Paycheck Formats and Fields Linking to Other Fields.


Number

Paycheck and stub number used when printing.

When no format is selected, the format selected in the department assigned to each function of the employee is used when printing paychecks.

Click Number to display the Select Paycheck Format list window in order to select a paycheck format among the ones already created. For more information, see Creating Paycheck Formats and Fields Linking to Other Fields.


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Workday

The Workday group box contains elements required to enter the number of hours worked by the employee in a workday.


Hours

Options available to define the number of hours worked by the employee in a day and for which he or she is paid. Select the appropriate option.

0 - Specific =>: Select this option when an employee works a specific number of hours that is not included in the drop-down menu so that it can be entered in the next box.

1 - 0.00: The number of hours worked by the employee is entered in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. This option is selected by default.


Hours

Options available to define the number of hours worked by the employee in a day and for which he or she is paid. Select the appropriate option.

0 - Specific =>: Select this option when an employee works a specific number of hours that is not included in the drop-down menu so that it can be entered in the next box.

1 - 0.00: The number of hours worked by the employee is entered in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. This option is selected by default.


Hours

Number of hours worked by an employee in a day and for which he or she is paid. This number of hours is used as a  conversion factor of hours in days for HR banks in Day format. Modifying the number of hours by a value other than the default value displays Specific in the preceding box.


Support Payments

The Support Payment group box contains a table used to enter parameters related to source deductions of support payments. Each line represents a support payment file. The table is divided into 5 columns.


Select this box when support payments have to be deducted from the employee's pay. When a support payment is entered and the box is cleared, the entered information is retained but the support payment is not deducted.


File Number

Number assigned by the ministère du Revenu du Québec (MRQ). This number is written on the employee's support payment deduction notice. The number can have up to 16 digits. Do not enter spaces or hyphens.


Mode

Options available to define the format in which the support payment is deducted. Select the appropriate option.

Amount: Select this option when the deduction is a fixed amount. Thus amounts can also be entered in the next column.

Percentage: Select this option when the deduction is a percentage of gross earnings. Thus percentage can also be entered in the next column.


Amount ($) or Percentage (%)

When the column is in Amount format, enter the amount that has to be deducted by the employer from each pay as a support payment.

When the column is in Percentage format, enter the rate (in percentage) used to calculate the support payment amount that the employer has to deduct from each pay. This rate, multiplied by the gross earnings, determines the employee's source deductions corresponding to the amount on line 906 Support Payments.


Effective

Date entered on the employee's support payment deduction notice and from which support payment deductions have to start. This date corresponds to the issue date of the first pay on which deductions are made.

The DD/MM/YY format is displayed by default. Click Effective to display the Calendar window in order to select a date. For more information refer to Using the Calendar and Defining the Date Format


Move Selected Function Up

Moves the selected active function up a line in the list.


Move Selected Function Down

Moves the selected active function down a line in the list.


Delete Selected Function

Deletes the selected active function from the table.


Activate Selected Function

Activates the selected inactive function and moves it to the Active Functions table.


Deactivate Selected Function

Deactivates the selected active function and moves it to the bottom of the Inactive Functions table.


Active Functions

The Active Functions group box contains a table used to manage the employee's functions. Each line represents an active function. Taken together the Active Functions and Inactive Functions tables contain a total of 20 lines. Each line is divided into six columns.


No

Number assigned when creating employee functions.

In other windows, functions are displayed in the order in which functions are displayed in this table.

Number of the selected function is displayed in bold and between brackets. Click a number to select the function to which options entered under the Definition to Deductions tabs apply.


Function Name

Name used to define the employee's function. The name can have up to 30 characters.


Department

Number of the department to which the employee is assigned. By assigning a department to a function, a link is created between the amounts assigned to lines and accounts.

If an employee occupies a function in more than one department, these departments have to contain the same basic caracteristics. Click Dep. to display the Select Department list window and select a department. For more information, see Department Concept, Department Creation and Fields Linking to Other Fields.

Note:	As a pay is entered for a function, the column's background becomes grey indicating that the department associated with the function cannot be modified.


Description

Description of the selected department [display only].


Project

Number of the project for which fees incurred by the function are distributed. This project is used by default when entering pay for this function. If fees of a function are always assigned to the same project, entering the project number allows you to save time when running the payroll.

The Undefined project is selected by default. It corresponds to project number "0". Click Project to display the Select a project list window in order to select a project. For more information, see Creating Projects and Fields Linking to Other Fields.


Pay

Pay can be entered automatically, with no user validation, using the values entered in the Employee window. Select this box when earnings conditions and values entered for this function under the Definition to Ded. tabs have to be considered during the automatic entry of the employee's pay.


Inactive Functions

The Inactive Functions group box contains a table used to view deactivated functions. Each line represents an inactive function. Taken together the Active Functions and Inactive Functions tables contain a total of 20 lines. Each line is divided into five columns, which are the same as the active functions table minus the Pay column. The last deactivated function is located at the bottom of the table.

Hint:	Following the year-end procedure, it is possible to delete an inactive function. Reactivate, select and delete the function by clicking Delete selected function [image].

Note:	To consult an inactive function it has to be reactivated.


Inactive Functions

The Inactive Functions group box contains a table used to view deactivated functions. Each line represents an inactive function. Taken together the Active Functions and Inactive Functions tables contain a total of 20 lines. Each line is divided into five columns, which are the same as the active functions table minus the Pay column. The last deactivated function is located at the bottom of the table.

Hint:	Following the year-end procedure, it is possible to delete an inactive function. Reactivate, select and delete the function by clicking Delete selected function [image].

Note:	To consult an inactive function it has to be reactivated.


Sector and Region

The Sector and Region group box contains the elements required to select the sector and region defining the function of the employee subject to CCQ.


Earnings Types

The Earnings Types group box contains elements required to select the employee's earnings type(s) for the selected function.

Caution:	At least one type of earnings has to be selected to create an employee.


Regular Earnings

Select this box when the employee receives this type of earnings for the selected function. Thus, line 101-Regular Earnings is added under the Earnings tab.


Hourly Rate

Select this box when the employee receives this type of earnings for the selected function. Thus lines 102-Regular Hourly Rate, 103-Hourly Rate X 1.5 and 104-Hourly Rate X 2.0 are added under the Earnings tab.


Commissions

Select this box when the employee receives this type of earnings for the selected function. Thus, line 105-Commissions is added under the Earnings tab as well as line 405-Vacation on Commission Due under the Contr. tab.


Function Options

The Function Options group box contains contributions and deductions to select according to the employee's situation for the selected function.

Note:	The Function Options group box is displayed according to the Province and Company Options selected in the Payroll Configuration window.


CCQ

Select this box when the employee is subject to CCQ deductions for the selected function. Thus the CCQ, CCQ Contr. and CCQ Ded.  tabs appear. The Benefits tab is displayed when Taxable Benefits is selected in the Payroll Configuration window.

Note:	The CCQ and Union Dues boxes cannot be selected at the same time. A CCQ union is created when the CCQ box is selected.


Tips

Select this box when the employee receives tips for the selected function. The Tips group box is displayed for Quebec only.


Auto Benefit

Select this box when the employee receives taxable vehicle benefits for the selected function. Thus, lines 306-Auto Benefit - Federal and 307-Auto Benefit - Provincial are added under the Benefits tab.


Group Insurance

Select this box when the employer and/or employee contribute(s) to group insurance for the selected function. Thus lines 308-Group Insurance - Prov. and 309-Group Insurance - Fed. are added under the Benefits tab, line 407-Group Insurance under the Contr. tab as well as line 705-Group Insurance under the Ded. tab.


CSST Provisions

Select this box when the employer has to make CSST provisions for the employee for the selected function. Thus, line 409-CSST Provisions is added under the Contr. tab.


WCB Provisions

Select this box when the employer has to make WCB provisions for the employee for the selected function. Thus, line 410-WCB Provisions is added under the Contr. tab.


HSF Exemption

Select this box when the employer is exempt from making HSF contributions for the employee for the selected function. Thus, the Exemption (%) box appears in order to specify the exemption percentage.


RRSP

Select this box when the employee and/or employer makes registered retirement savings plan contributions for the selected function. Thus lines 411-RRSP under the Contr. tab and 706-RRSP under the Ded. tab are added.


LSIF

Select this box when the employee and/or employer makes LSIF contributions for the selected function. Thus LSIF lines 412 and 413 are added under the Contr. tab as well as LSIF lines 707 and 708 under the Ded. tab.


Union Dues

Select this box when the employer pays union dues for the employee for the selected function. Thus, the Union group box is displayed and Union Dues lines 701 to 704 are added under the Ded. tab.

Note:	CCQ and Union Dues boxes cannot be selected at the same time. A CCQ union is created when the CCQ box is selected.


Calculation Method

The Calculation Method group box contains elements required to select the calculation method of the employee's vacation amounts for the selected function. It also indicates the code of the region in which the employee lives.


Vacation

Options available to define the calculation method of the employee's vacation amounts for the selected function. Select the appropriate option.

Cumulative: The vacation amount is accumulated in the employee's vacation counter upon running each payroll. This type of calculation is the most frequently used.

Remitted: The vacation amount is added to the taxable earnings and remitted to the employee at each pay. This type of calculation is normally used for part-time or temporary employees.

CCQ: The vacation amount is added to the taxable earnings and remitted to the CCQ when producing the CCQ remittance journal. During the employee's vacation, CCQ contributions on his or her vaction pay is remitted.

Note:	The CCQ option is displayed when the CCQ box is selected in the Function Options group box.


Vacation

Options available to define the calculation method of the employee's vacation amounts for the selected function. Select the appropriate option.

Cumulative: The vacation amount is accumulated in the employee's vacation counter upon running each payroll. This type of calculation is the most frequently used.

Remitted: The vacation amount is added to the taxable earnings and remitted to the employee at each pay. This type of calculation is normally used for part-time or temporary employees.

CCQ: The vacation amount is added to the taxable earnings and remitted to the CCQ when producing the CCQ remittance journal. During the employee's vacation, CCQ contributions on his or her vaction pay is remitted.

Note:	The CCQ option is displayed when the CCQ box is selected in the Function Options group box.


Region

Number of the administrative region in which the employee usually works for the selected function. This number is composed of a maximum of 2 digits.

Note:	This number is for information purposes only and has no impact on payroll calculation.


Region

Number of the administrative region in which the employee usually works for the selected function. This number is composed of a maximum of 2 digits.

Note:	This number is for information purposes only and has no impact on payroll calculation.


Dates

The Dates group box contains elements required to define the function's starting and ending dates.


From

First day for which the employee is paid for the selected function.

The DD/MM/YY format is used by default. Click From to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


From

First day for which the employee is paid for the selected function.

The DD/MM/YY format is used by default. Click From to display the Calendar input window in order to select a date. For more information, see Using the Calendar and Defining the Date Format.


To

Last day for which the employee is paid for the selected function.

The DD/MM/YY format is used by default. Click To to display the Calendar input window in order to select a date.  For more information, see Using the Calendar and Defining the Date Format.


To

Last day for which the employee is paid for the selected function.

The DD/MM/YY format is used by default. Click To to display the Calendar input window in order to select a date.  For more information, see Using the Calendar and Defining the Date Format.


Union

The Union group box contains elements required to define the union towhich the employee contributes for the selected function. By default, the employee is part of the union and local specified in the department assigned to the function occupied.

Note:	The Union group box is displayed when the Union Dues is selected in the Function Options group box.


Use a Specific Union for this Function

Select this box to access fields for entering a specific union and local when the employe is a member of a union or local other than the one specified in the department assigned to the function.


Union

Initials of the union of which the employee is a member for the selected function. For example, CSN or CSD. Union initials are composed of a maximum of 4 characters.

By default, the employee is a member of the union included in the department assigned to the selected function. When the union is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Use a Specific Union for this Function box is selected.


Union

Initials of the union of which the employee is a member for the selected function. For example, CSN or CSD. Union initials are composed of a maximum of 4 characters.

By default, the employee is a member of the union included in the department assigned to the selected function. When the union is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Use a Specific Union for this Function box is selected.


Local

Number of the local associated with the union to which the employee is a member of for the selected function. This number is composed of a maximum of 4 characters.

By default, the employee is a member of the local entered in the department assigned to the selected function. When the local number is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Use a Specific Union for this Function box is selected.


Local

Number of the local associated with the union to which the employee is a member of for the selected function. This number is composed of a maximum of 4 characters.

By default, the employee is a member of the local entered in the department assigned to the selected function. When the local number is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Use a Specific Union for this Function box is selected.


Tips

The Tips group box contains elements required to define the rate used to calculate the employee's tips for the selected function.

Note:	The Tips group box is displayed when the Tips box is selected in the Function Options group box.


Attribution (%)

Options available to define the rate used to calculate tips assigned to the employee for the selected function. Select the appropriate option.

0 - Specific =>: Select this option when the employee is subject to a specific rate not included in the drop-down menu. Thus the specific rate can be entered in the next box.

1 - 0.000: Rate assigned to the company. It is entered in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. This rate is used by default.


Attribution (%)

Options available to define the rate used to calculate tips assigned to the employee for the selected function. Select the appropriate option.

0 - Specific =>: Select this option when the employee is subject to a specific rate not included in the drop-down menu. Thus the specific rate can be entered in the next box.

1 - 0.000: Rate assigned to the company. It is entered in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. This rate is used by default.


Attribution (%)

Options available to define the rate used to calculate tips assigned to the employee for the selected function. Select the appropriate option.


HSF

The HSF group box contains the elements required to define the rate used to calculate the employer's HSF contribution for the selected function.


Exemption (%)

Exemption rate (in percentage) used to calculate the employer's HSF contribution. This percentage is applied to earnings paid or considered paid for the employee for the function selected.


Exemption (%)

Exemption rate (in percentage) used to calculate the employer's HSF contribution. This percentage is applied to earnings paid or considered paid for the employee for the function selected.


Definable Fields

The Definable Fields group box contains a table including all elements required to enter defined data in the Payroll Configuration window. This table is available and modifiable in the Payroll Entry window. Each line represents a field, which, in turn, represents information to be entered. Each line is divided into 3 columns.

Description: Description assigned to the input field defining the data to enter. [display only].

Function/Employee: Value of the data assigned to the employee or function. Only one of these two columns is available. When the Function column is available, the cumulative of all functions is displayed in the Employee column.

Note:	This field is for information purposes only and has no impact on payroll calculation.


Definable Fields

The Definable Fields group box contains a table including all elements required to enter defined data in the Payroll Configuration window. This table is available and modifiable in the Payroll Entry window. Each line represents a field, which, in turn, represents information to be entered. Each line is divided into 3 columns.

Description: Description assigned to the input field defining the data to enter. [display only].

Function/Employee: Value of the data assigned to the employee or function. Only one of these two columns is available. When the Function column is available, the cumulative of all functions is displayed in the Employee column.

Note:	This field is for information purposes only and has no impact on payroll calculation.


Comment

The Comment group box is used to enter notes, information or comments about the employee's function.

To display this comment when running the payroll and prevent automatic pay entry for the employee in question, select the Display Comment when Entering Pay box under the Employee Info.


Comment

The Comment group box is used to enter notes, information or comments about the employee's function.

To display this comment when running the payroll and prevent automatic pay entry for the employee in question, select the Display Comment when Entering Pay box under the Employee Info.


CCQ Options

The CCQ options group box includes CCQ contributions and CCQ deductions to select according to the situation of the employee subject to CCQ for the selected function.


CCQ Benefits

Select this box when the employer must make CCQ benefit contributions and deductions for the employee for the selected function. Thus, line 501-CCQ Benefits under the CCQ Contr. tab and line 805-CCQ Benefits under the CCQ Ded. tab are added.


CCQ Deduction

Select this box when the employer must make contributions and CCQ Deductions for the employee for the selected function. Thus, line 502-CCQ Deduction under the CCQ Contr. tab and line 806-CCQ Deduction under the CCQ Ded. are added.


AECQ Contribution

Select this box when the employer must make AECQ contributions for the employee for the selected function. Thus, line 503-AECQ Contribution is added under the CCQ Contr. tab.


CCQ Compensation Funds

Select this box when the employer must make CCQ compensation funds contributions for the employee for the selected function. Thus, line 504-CCQ Compensation Funds is added under the CCQ Contr. tab.

Note:	If the employee is part of the company or for directors, managers, executives or any other shareholder with more than 20% of voting shares in the case of a corporation, the employer is not required to make a Compensation Fund contribution for the individual in question.


CCQ Qualification Funds

Select this box when the employer must make CCQ qualification funds contributions for the employee for the selected function. Thus, line 505-CCQ Qualification Funds is added under the CCQ Contr. tab.


CCQ Training Funds

Select this box when the employer must make CCQ training funds contributions for the employee for the selected function. Thus, line 506-CCQ Training Funds is added under the CCQ Contr. tab.


CCQ Residential

Select this box when the employer must make a CCQ residential sector contribution for the employee for the selected function. Thus, line 507-CCQ Residential is added under the CCQ Contr.  tab.


CCQ

The CCQ group box contains elements required to define parameters of the employee's function subject to CCQ.

Hint:	Each selection has an impact on values entered under the Earnings to Deductions tabs. Create different functions using the most frequent values in order to have fewer modifications to make for each pay period.


Apprentice

The employee is considered to be in a learning period when working as an apprentice in his or her chosen trade. The apprentice period is composed of a maximum of 1 digit, from 1 to 9. Entering a space is equivalent to leaving the box blank when the employee is a journeyman and not an apprentice.


Apprentice

The employee is considered to be in a learning period when working as an apprentice in his or her chosen trade. The apprentice period is composed of a maximum of 1 digit, from 1 to 9. Entering a space is equivalent to leaving the box blank when the employee is a journeyman and not an apprentice.


Occupation

The employee's trade, specialty, occupation for the selected function. The occupation code is the same for journeymen and apprentices. It is composed of a maximum of 3 digits. Here are a few occupation codes: 220: Electrician, 370: Plasterer, 412: Plumber and 761: Welder.


Occupation

The employee's trade, specialty, occupation for the selected function. The occupation code is the same for journeymen and apprentices. It is composed of a maximum of 3 digits. Here are a few occupation codes: 220: Electrician, 370: Plasterer, 412: Plumber and 761: Welder.


Annex

Earnings annex of the collective agreement used to pay the employee. This annex is linked to the selected sector and function. The annex code is composed of a maximum of 2 characters. Here are a few examples of annex codes: R, R1, R2, B3 to B8, E1 to E6 and T3 to T5.


Annex

Earnings annex of the collective agreement used to pay the employee. This annex is linked to the selected sector and function. The annex code is composed of a maximum of 2 characters. Here are a few examples of annex codes: R, R1, R2, B3 to B8, E1 to E6 and T3 to T5.


Status

Options available to define the employee's status according to the CCQ classification. Select the appropriate option.

Other =>: Select this option when the employee has a specific status that is not included in the drop-down menu. Thus, the status code has to be entered in the next box.


Status

Options available to define the employee's status according to the CCQ classification. Select the appropriate option.

Other =>: Select this option when the employee has a specific status that is not included in the drop-down menu. Thus, the status code has to be entered in the next box.


Status

Employee's status code. It is composed of a maximum of 1 letter.


Sector

Options available to define the sector related to the employee's function. Select the appropriate option.

Other =>: Select this option when the employee works in a specific sector that is not included in the drop-down menu. Thus, the specific code has to be entered in the next box.


Sector

Options available to define the sector related to the employee's function. Select the appropriate option.

Other =>: Select this option when the employee works in a specific sector that is not included in the drop-down menu. Thus, the specific code has to be entered in the next box.


Secteur

Code of the employee's function. It is composed of a maximum of 1 letter.


Region

Options available to define the region where the employee works for the selected function. Select the appropriate option.

Other =>: Select this option when the employee works in a region that is not included in the drop-down menu. Thus, the specific region code has to be entered in the next box.


Region

Options available to define the region where the employee works for the selected function. Select the appropriate option.

Other =>: Select this option when the employee works in a region that is not included in the drop-down menu. Thus, the specific region code has to be entered in the next box.


Region

Region code where the employee works. It is composed of a maximum of 2 digits.


Union (local)

Union to which the employee is a member for the selected function. It is composed of a maximum of 4 characters. Here is an example of a union: SQC (Syndicat Québécois de la Construction).

Note:	Enter the local for the the Conseil conjoint of the Fédération des travailleurs du Québec (FTQ-Construction)

 and the Conseil provincial du Québec des métiers de la construction (International).


Union (local)

Union to which the employee is a member for the selected function. It is composed of a maximum of 4 characters. Here is an example of a union: SQC (Syndicat Québécois de la Construction).

Note:	Enter the local for the the Conseil conjoint of the Fédération des travailleurs du Québec (FTQ-Construction)

 and the Conseil provincial du Québec des métiers de la construction (International).


Taxable Amount

Options available to define the amount used to calculate the sales tax applicable to the group insurance portion of social benefits paid by the employer for the selected function. These amounts are defined in the Payroll Configuration window under the CCQ tab. When modified, changes are reflected in the files of all employees concerned.


Benefits

The Benefits group box contains elements required to select the amount used to calculate sales tax applicable to the group insurance portion of social benefits paid by the employer.


Taxable Amount

Options available to define the amount used to calculate the sales tax applicable to the group insurance portion of social benefits paid by the employer for the selected function. These amounts are defined in the Payroll Configuration window under the CCQ tab. When modified, changes are reflected in the files of all employees concerned.


Rates and Contributions

The Rates and Contributions group box contains the elements required to check values used to calculate payroll amounts for a CCQ employee.

Note:	The Rates and Contributions group box is displayed when the Payroll Construction application is active.

Additional Lines to Validate

This table contains the premium, wage and percentage lines. The additional available lines refer to additional lines defined in payroll configuration, under the Earnings tab.

Premium (or other) Line: Select the premium or other additional line  type to validate.

Wage Line: Select the wage lone from which to calculate the contents of the premium line.

%: Enter the percentage used to calculate the premium line.


Premium (or other) Line

Select the premium or other additional line  type to validate.


Wage Line

Select the wage lone from which to calculate the contents of the premium line.


%

Enter the percentage used to calculate the premium line.


Check For Period Ending

Date on which the rates and contributions have been checked. This date is entered during the rate check procedure. [display only]


Check For Period Ending

Date on which the rates and contributions have been checked. This date is entered during the rate check procedure. [display only]


Check

Click Check to launch the rates and contributions procedure by displaying the Check Rates via Internet window.


CCQ Rates Management

The CCQ Rates Management group displays a different table for each function of an employee subject to CCQ rules where you can define earnings line calculated as a percentage of other earnings lines.

Note: That group is available only when the CCQ Rates Management service is activated for the company and the CCQ Rates Management box is checked in Payroll Configuration, under the Information tab.

Additional Lines to Validate

This table contains the premium, wage and percentage lines. The additional available lines refer to additional lines defined in payroll configuration, under the Earnings tab.

Premium (or other) Line: Select the premium or other additional line  type to validate.

Wage Line: Select the wage lone from which to calculate the contents of the premium line.

%: Enter the percentage used to calculate the premium line.

Then you need only validate the rates by clicking the Check icon. Once the rates are validated, the additional lines calculations will be displayed in the appropriate section of the CCQ Rates Modification window. The values are automatically posted to the employee file.

The contents of an additional line may be deleted at any time by selecting the concerned line and clicking the Delete Selected Additional line [image] icon.


Number

Reference number assigned to each line.


Description

Description of the amount assigned to this line.


Format

Format in which value assigned to this line is entered then calculated in the Payroll Entry window.


Hours

Number of hours normally worked by the employee for each pay period for the selected function. Pay period is determined by the department assigned to the function.

For Hourly Rate lines 102 to 104 , the number of hours entered is used to calculate the gross wages earned. Thus the amount of hours is multiplied by the hourly rate specified in the Amount column during payroll entry.

For the earnings lines, the number of hours is also used to accumulate the number of insurable hours for employment insurance. For the number of insurable hours to be counted, you must select the box in the EI Hours column of the earnings line in the Payroll Configuration window.

For employees paid on a hourly basis, the number of hours worked per pay period is easily determined. For employees earning fixed amounts or commissions, enter the equivalent number of hours worked. In general, the number of hours is the amount found in the employment contract, collective agreement, company policies or labor standards.


Predefined

Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts have been predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount is predefined, the box is not available.

For Hourly Rate lines 102 to 104 , Minimum is displayed by default, thus entering the minimum wage of the department assigned to the selected function in the Amount column. When the minimum wage is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Specific option is selected.

When the employee earns a minimum wage other than the one entered in the department assigned to the function, select Specific. Thus the specific amount has to be entered in the Amount column.


Amount

Amount normally received as gross wages by the employee for the selected function. This amount has to be entered according to the format specified for the line. This format is defined in the Payroll Configuration window.

For Hourly Rate lines 102 to 104, the minimum wage of the department assigned to the selected function is displayed by default. When the minimum wage is modified in the Department window, changes are reflected in the files of all employees concerned except for those for whom the Specific option is selected in the Predefined column.

When the employee earns a minimum wage other than that of the department assigned to the function, you must enter the specific amount. The Specific option will then be displayed in the Predefined column. Regardless of the earnings type, when an amount is entered on line 102-Regular Hourly Rate , the amounts of lines 103-Hourly Rate X 1.5 and 104-Hourly Rate X 2.0 are automatically calculated.


Expenses Tab

The Expenses tab contains elements required to enter amounts or percentages of each period in order to simplify and accelerate payroll entry. All values entered are transferred into the Payroll Entry window where they are used for payroll calculation.

Note:	Only lines where you may need to enter such a value are displayed. Lines are displayed according to the Function Options group box selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which the value assigned to this line is entered then calculated in the Payroll Entry window.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts are predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount has been predefined, the box is unavailable.

0 – 0.000 =>: Select this option on line 409-CSST Provisions  when the employer is exempt from employee contributions.

Amount: Amount normally received or withheld for Expenses, Benefits, Contributions and Deductions for the selected function. This amount has to be entered according to the specified line format. This format is defined in the Payroll Configuration window.


Benefits Tabs

The Benefits tab contains elements required to enter amounts or percentages of each period in order to simplify and accelerate payroll entry. All values entered are transferred into the Payroll Entry window where they are used for payroll calculation.

Note:	Only lines where you may need to enter such a value are displayed. Lines are displayed according to the Function Options group box selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which the value assigned to this line is entered then calculated in the Payroll Entry window.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts are predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount has been predefined, the box is unavailable.

0 – 0.000 =>: Select this option on line 409-CSST Provisions  when the employer is exempt from employee contributions.

Amount: Amount normally received or withheld for Expenses, Benefits, Contributions and Deductions for the selected function. This amount has to be entered according to the specified line format. This format is defined in the Payroll Configuration window.


Contributions Tab

The Contributions tab contains elements required to enter amounts or percentages of each period in order to simplify and accelerate payroll entry. All values entered are transferred into the Payroll Entry window where they are used for payroll calculation.

Note:	Only lines where you may need to enter such a value are displayed. Lines are displayed according to the Function Options group box selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which the value assigned to this line is entered then calculated in the Payroll Entry window.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts are predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount has been predefined, the box is unavailable.

0 – 0.000 =>: Select this option on line 409-CSST Provisions  when the employer is exempt from employee contributions.

Amount: Amount normally received or withheld for Expenses, Benefits, Contributions and Deductions for the selected function. This amount has to be entered according to the specified line format. This format is defined in the Payroll Configuration window.


CCQ Contributions Tab

The CCQ Contributions tab contains elements required to enter amounts or percentages of each period in order to simplify and accelerate payroll entry. All values entered are transferred into the Payroll Entry window where they are used for payroll calculation.

Note:	Only lines where you may need to enter such a value are displayed. Lines are displayed according to the Function Options group box selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which the value assigned to this line is entered then calculated in the Payroll Entry window.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts are predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount has been predefined, the box is unavailable.

0 – 0.000 =>: Select this option on line 409-CSST Provisions  when the employer is exempt from employee contributions.

Amount: Amount normally received or withheld for Expenses, Benefits, Contributions and Deductions for the selected function. This amount has to be entered according to the specified line format. This format is defined in the Payroll Configuration window.


Deductions Tab

The Deductions tab contains elements required to enter amounts or percentages of each period in order to simplify and accelerate payroll entry. All values entered are transferred into the Payroll Entry window where they are used for payroll calculation.

Note:	Only lines where you may need to enter such a value are displayed. Lines are displayed according to the Function Options group box selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which the value assigned to this line is entered then calculated in the Payroll Entry window.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts are predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount has been predefined, the box is unavailable.

0 – 0.000 =>: Select this option on line 409-CSST Provisions  when the employer is exempt from employee contributions.

Amount: Amount normally received or withheld for Expenses, Benefits, Contributions and Deductions for the selected function. This amount has to be entered according to the specified line format. This format is defined in the Payroll Configuration window.


CCQ Deductions Tab

The CCQ Deductions tab contains elements required to enter amounts or percentages of each period in order to simplify and accelerate payroll entry. All values entered are transferred into the Payroll Entry window where they are used for payroll calculation.

Note:	Only lines where you may need to enter such a value are displayed. Lines are displayed according to the Function Options group box selected under the Definition tab.

Number: Reference number assigned to each line.

Description: Description of the amount assigned to this line.

Format: Format in which the value assigned to this line is entered then calculated in the Payroll Entry window.

Predefined: Options available to define the amount to enter in the Amount column. Select the appropriate option.

When the pointer is in the box, a drop-down menu is displayed when amounts are predefined in the Payroll Configuration window. When modified, changes are reflected in the files of all employees concerned. When no amount has been predefined, the box is unavailable.

0 – 0.000 =>: Select this option on line 409-CSST Provisions  when the employer is exempt from employee contributions.

Amount: Amount normally received or withheld for Expenses, Benefits, Contributions and Deductions for the selected function. This amount has to be entered according to the specified line format. This format is defined in the Payroll Configuration window.


Applied to Function

The Applied to function group box presents an input table of HR banks values. Each line represents an HR bank, the entries of which are made through the payroll or batch transactions, applicable to a function that meets each individual bank's criteria. These lines are sorted by HR bank number. Each line is divided into seven columns.


No

Number of the HR bank [display only].


Description

Description of the HR bank [display only].


Input

Input mode for HR bank values. It corresponds to the box selected in the Input group box of the HR Bank input window. [display only]


Format

HR bank format. It corresponds to a combination of options selected in the Format and Input by Payroll or Input by Batch (Frequency) boxes of the HR Banks input window. [display only]


Predefined

Options available to define the value to enter in the HR bank for the selected function. Select the appropriate option. Specific is selected by default.

Specific =>: Select this option when the value to enter for the employee is not listed in the drop-down menu. Thus a specific value can be entered in the next box.

1 - 0.00: Values listed by default for this bank. These values are predefined in the HR Bank input window. When modified, changes are reflected in the files of all employees concerned. When no value is predefined, the option is not available.


Value

Value to enter in the HR bank for the selected function. The column's title corresponds to the format of the value to enter. Replacing the value by one other than the ones proposed by default displays Specific in the Predefined column.


Total

Total of values accumulated in the HR bank for the selected function [display only].


Applied to Employee

The Applied to Employee group box presents an input table of HR bank values. Each line represents an HR bank of payroll or batch input applicable to the employee. These lines are sorted by HR bank number. Each line is composed of seven columns. Column functions are identical to those in the Applied to Function table


No

Number of the HR bank [display only].


Description

Description of the HR bank [display only].


Input

Input mode for HR bank values. It corresponds to the box selected in the Input group box of the HR Bank input window. [display only]


Format

HR bank format. It corresponds to a combination of options selected in the Format and Input by Payroll or Input by Batch (Frequency) boxes of the HR Banks input window. [display only]


Predefined

Options available to define the value to enter in the HR bank for the selected function. Select the appropriate option. Specific is selected by default.

Specific =>: Select this option when the value to enter for the employee is not listed in the drop-down menu. Thus a specific value can be entered in the next box.

1 - 0.00: Values listed by default for this bank. These values are predefined in the HR Bank input window. When modified, changes are reflected in the files of all employees concerned. When no value is predefined, the option is not available.


Value

Value to enter in the HR bank for the selected function. The column's title corresponds to the format of the value to enter. Replacing the value by one other than the ones proposed by default displays Specific in the Predefined column.


Total

Total of values accumulated in the HR bank for the selected function [display only].


Enter topic text here.


Sort by

Options available to select the column of the table according to sorting mode. Select the appropriate option.


Sort by

Options available to select the column of the table according to sorting mode. Select the appropriate option.


Table

The Payments tab presents a table used to view payments paid to the employee selected. Each line represents a payment. Lines are sorted according to the column selected in the Sort by box. Each line is divided into seven columns.

Period: Number of the pay period in which the payment was issued [display only].

Number: Check or direct deposit number of the payment [display only].

Type: Payment mode used [display only].

Date: Payment issue date [display only].

From: Starting date of the pay period for which the payment is issued [display only].

To: Ending date of the pay period for which the payment is issued [display only].

Amount: Amount the employee (or function) receives as net earnings [display only].


Select Employee

Displays the Employees window where you can select an employee from the list to consult issued pays or modify opening balances.


Save Opening Balances

Saves the employee's opening balances and keeps the window open for further editing.


Go Back to Original

Cancels changes made to opening balances since the last save operation.


First Employee

Displays the details of the pays of the employee with the smallest value according to the sorting key selected. The sorting key corresponds to the tab selected in the Employees list window.


Previous Employee

Displays the details of pays for the employee with the sorting key that precedes the one for the employee displayed. The sorting key corresponds to the tab selected in the Employees list window.


Next Employee

Displays the details of pays for the employee with the sorting key that follows the one for the employee displayed. The sorting key corresponds to the tab selected in the Employees list window.


Last Employee

Displays the details of the pays of the employee with the largest value according to the sorting key selected. The sorting key corresponds to the tab selected in the Employees list window.


Previous Period

Displays the details of the pays for the employee for the period that precedes the period currently displayed. Once you reach period 1, click in the button will take you to period 0 - Opening Balances, then to the last period. The periods are loop linked.


Next Period

Displays the details of the pays for the employee for the period that follows the period currently displayed.  Once you reach the last period, clicking the button will display period 0 - Opening Balances, then the first period. The periods are loop linked.


Previous Function

Displays the details of the employee's preceding function according to the order established under the Function tab of the Employee input window. Once you reach period 1, clicking this button displays the cumulative of all functions then the last function. All active and inactive functions are looped.

Note: The Previous Function button is only available when the employee occupies more than o


Next Function

Displays the details of the employee's next function according to the order established under the Function tab of the Employee input window. Once you reach the the last function, clicking this button displays the cumulative of all functions then the first function. All active and inactive functions are looped.

Note: The Next Function button is only available when the employee occupies more than one function.


Go Back to the List

Saves the opening balances for the employee, closes the window and displays the Employees window.


Selected Function

Name of the function selected for the employee.


Save Opening Balances

Saves the opening balances and allows you to consult another employee. For more information, see Employee Consultation Concept, Opening Balance Entry and An Input Window Is....


Employee

Number of the selected employee.

Click Employee to display the Select Employee list window in order to select an employee among the ones already created. For more information, see Employee Consultation Concept and An Input Window Is....


Employee

Number of the selected employee.

Click Employee to display the Select Employee list window in order to select an employee among the ones already created. For more information, see Employee Consultation Concept and An Input Window Is....


Employee

Selected employee's first name [display only].


Employé

Selected employee's last name [display only].


Period

Number of the selected period. Opening balances can only be entered when period 0 (zero) is selected.

Click Period to display the Pay Period Selection window in order to select a pay period according to the starting and ending period dates and paycheck issue dates.


Period

Number of the selected period. Opening balances can only be entered when period 0 (zero) is selected.

Click Period to display the Pay Period Selection window in order to select a pay period according to the starting and ending period dates and paycheck issue dates.


From

Starting date of the selected pay period [display only].


From

Starting date of the selected pay period [display only].


To

Ending date of the selected pay period [display only].


To

Ending date of the selected pay period [display only].


Issued

Issue date of the paycheck for the selected period [display only].


Issued

Issue date of the paycheck for the selected period [display only].


Function

List of the employee's active and inactive functions. The contents of the Active Functions and Inactive Functions tables of the Employee input window are displayed in this list. Functions are displayed in the same order. As payroll entries can be made for each function, this list allows you to select the function for which opening balances are to be modified or lines to be consulted.

When the employee occupies more than one function, Cumulative is added at the bottom of the list. The Cumulative option allows you to consult the total of the amounts entered for each employee function. Values are not modifiable when this option is selected.


Function

List of the employee's active and inactive functions. The contents of the Active Functions and Inactive Functions tables of the Employee input window are displayed in this list. Functions are displayed in the same order. As payroll entries can be made for each function, this list allows you to select the function for which opening balances are to be modified or lines to be consulted.

When the employee occupies more than one function, Cumulative is added at the bottom of the list. The Cumulative option allows you to consult the total of the amounts entered for each employee function. Values are not modifiable when this option is selected.


Department

Number of the department assigned to the selected function [display only].


Department

Number of the department assigned to the selected function [display only].


Department

Number of the department assigned to the selected function [display only].


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


Total Reimbursement (line 109)

Amounts entered in each column of line 109 Expense Reimb.. These amounts represent those entered during payroll or opening balances entry for line 109 and for the period assigned to each column [display only].

Note: 	The amounts of Expense Reimb. line 109 are not included in the Total Earnings line.


Net Salary

Net salary amount received by the employee for the periods corresponding to each column. This amount comes from the Amount box of the Net Salary (function) group box under the Summary tab of the Payroll Entry window.

The Net Salary represents gross earnings minus employee deductions and source deductions to which are added expense reimbursements. It corresponds to the total of the Earnings and Expenses tabs from which is substracted the total of the Deductions to Source Ded. tabs.


CCQ Time Bank

Number of CCQ Time Bank hours the employee has accumulated during the periods corresponding to each column. This number of hours comes from the total of pay hours entered for the employee (Period tab, Adjustment tab).


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


CSST (or CAT) Earnings

Earnings subject to the Commission de la santé et de la sécurité du travail (CSST) the employee has accumulated during the periods corresponding to each column. This amount corresponds to the total of all amounts entered on payroll lines under the Earnings to Contr. tabs from which are deducted those of the Deductions tabs. Only amounts entered on a line which CSST (or CAT) column box is selected in the Payroll Configuration window are included in the calculation.


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


Number

Reference number assigned to each pay line [display only].


Description

Description assigned to the amount on this pay line [display only].


Cal.

Type of calculation made upon entering a pay to get the amount assigned to the line. By default, the calculation is type A (Automatic). A type M (Modified) indicates that you the user makes a modification directly in the pay line. For more information, see  Payroll Entry Concept. [display only]

•	Note: When the Cumulative option is selected in the Function drop-down menu, as soon as there is a modification in a pay line for an employee function, the calculation is of type M.


Opening/Selected Period

Amount entered in the selected period.

When the selected period is not period 0 (zero), the amounts displayed represent the amounts entered when running the payroll for the selected period. They correspond to the amounts in the Total column of the Payroll Entry window for the selected period.  [display only]

When period 0 (zero) is selected, the amounts displayed represent opening balances. The amounts can be modified and are displayed in bold on a white background. When changes are made, the following columns adjust automatically.


Periods: 0 to the Selected Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the selected period [display only].


Periods: 0 to Last Period

Total of amounts entered starting from period 0 (zero), from the moment opening balances are entered until the running of the payroll for the last period [display only].


Totals

Sum of amounts entered in all column. These totals represent amounts entered upon running the payroll or opening balances for a line category for the period targeted by each column. [display only]


Insurable Hours - EI

Number of hours subject to employment insurance that the employee accumulated over the periods corresponding to each column. This number of hours comes from the total hours entered during the employee's payroll in the Insurable Hours - EI table under the Summary tab.


CPP Eligible Gains

Earnings subject to CPP that the employee accumulated over the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under the Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only amounts entered on a line for which the RPC column box is selected in the Payroll Configuration window are included in the calculation.


QPP Earnings

Earnings subject to QPP that the employee accumulated over the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only amounts entered on a line for which the RRQ column box is selected in the Payroll Configuration window are included in the calculation.


HSF Eligible Earnings

Earnings subject to HSF that the employee has accumulated during the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under the Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only the amounts entered on a line for which the RRQ column box is selected in the Payroll Configuration window are included in the calculation.


Insurable Earnings - EI

Earnings subject to employment insurance that the employee accumulated over the periods corresponding to each column. This amount corresponds to the total of all amounts entered on lines under the Earnings to Contr. tabs minus the amounts under the Deductions tabs. Only amounts entered on a line for which the EI Amt column box is selected in the Payroll Configuration window are included in the calculation.


Additional Income Tax Withheld - Provincial

Portion of the amount of Provincial Income Taxes line 902 corresponding to the additional income tax to be withheld. The additional income tax to be withheld during payroll entry comes from the Employee window under the File tab.

Note:	When an employee's earnings is calculated using the Base Avg. cumulative method, not entering this amount as opening balances entry will affect the calculation of the income tax to withhold.


QPIP

Earnings subject to the Québec Parental Insurance Plan (QPIP) the employee has accumulated during the periods corresponding to each column. This amount corresponds to the total of all amounts entered on payroll lines under the Earnings to Contr. tabs from which are deducted those of the Deductions tabs. Only amounts entered on a line where the QPIP column box is selected in the Payroll Configuration window will be included in the calculation.


Summary Tab

The Summary tab presents a table used to consult the totals of each line category according to the selected period. Each line represents the Totals line of a tab. Each line is divided into five columns.

Note: 	When the Cumulative option is selected in the Function box, the amounts displayed correspond to the total amounts of all the employee's functions.

Number: Range of payroll line numbers of the category identified in the Description column [display only].

Description: Description used to define the line category included in the number range [display only].

Opening/Selected Period: The last three columns display the amounts of the Totals lines for each line category and tab for the periods affected by each column [display only].


Save Government Tables

Saves the government tables and keeps the window open for further edition. For more information, see Government Tables Concept and An Input Window Is....


Go Back To Original

Cancels all changes to the government tables since the last save operation.


Save Government Tables

Saves the government tables and keeps the window open for further edition. For more information, see Government Tables Concept and An Input Window Is....


Version

The Version group box contains the elements required to display the numbers and dates of the federal tables currently installed.


Number

Version number of the federal tables [display only].


Number

Version number of the federal tables [display only].


Valid as of

Date federal tax tables took effect [display only].


Valid as of

Date federal tax tables took effect [display only].


Constants

The Constants group box contains the elements required to enter the amounts and rates used for federal source deduction calculations.


Basic Exemption

Earnings amount from which no federal income tax has been deducted. This amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return - TD1 form.


Basic Exemption

Earnings amount from which no federal income tax has been deducted. This amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return - TD1 form.


Abatement Rate (QC)

Abatement rate (in percentage) assigned to an employee in Québec and used to reduce the federal income tax payable. The abatement amount reduces the federal income tax on the income rate multiplied by the basic federal income tax. The federal government assigns this abatement instead of participating in cost-sharing programmes pursuant to federal-provincial tax agreements.


Abatement Rate (QC)

Abatement rate (in percentage) assigned to an employee in Québec and used to reduce the federal income tax payable. The abatement amount reduces the federal income tax on the income rate multiplied by the basic federal income tax. The federal government assigns this abatement instead of participating in cost-sharing programmes pursuant to federal-provincial tax agreements.


Employment Insurance

The Employment Insurance group box contains the elements required to enter the amounts and rates used to calculate employment insurance (EI) source deductions.


Employee Rate

Rate (in percentage) used to calculate the employee's employment insurance contribution. The rate multiplied by each insurable dollar earned determines the employee's contribution entered on line 905-Employment Insurance.


Employee Rate

Rate (in percentage) used to calculate the employee's employment insurance contribution. The rate multiplied by each insurable dollar earned determines the employee's contribution entered on line 905-Employment Insurance.


Employer Rate

Factor used to calculate the employer's mployment insurance contribution. The factor multiplied by the employee's contribution determines the employer's contribution entered on line 403-Employment Insurance. This rate is applied to employees for whom the Employment Insurance Normal option is selected in the Employee input window.


Employer Rate

Factor used to calculate the employer's mployment insurance contribution. The factor multiplied by the employee's contribution determines the employer's contribution entered on line 403-Employment Insurance. This rate is applied to employees for whom the Employment Insurance Normal option is selected in the Employee input window.


Employer Red. Rate

Factor used to calculate the mployer's employment insurance contribution for employees covered by a private salary protection insurance against short-term disability. The factor multiplied by the employee's contribution determines the employer's contribution entered on line 403-Employment Insurance. This rate is applied to employees for whom the Employment Insurance Reduced option is selected in the Employee input window. To obtain this rate, the company must request it from the CRA.


Employer Red. Rate

Factor used to calculate the mployer's employment insurance contribution for employees covered by a private salary protection insurance against short-term disability. The factor multiplied by the employee's contribution determines the employer's contribution entered on line 403-Employment Insurance. This rate is applied to employees for whom the Employment Insurance Reduced option is selected in the Employee input window. To obtain this rate, the company must request it from the CRA.


Maximum Insurable

Annual amount beyond which the employee's earnings is no longer subject to employment insurance.


Maximum Insurable

Annual amount beyond which the employee's earnings is no longer subject to employment insurance.


CPP

The CPP group box includes the elements required to enter the amounts and rates used to calculate Canada Pension Plan (CPP) source deductions.


Exemption

Amount of earnings from which no CPP contribution has been deducted.


Exemption

Amount of earnings from which no CPP contribution has been deducted.


Employee Rate

Rate (in percentage) used to calculate the amount withheld from earnings that the employee must contribute to the CPP. The rate multiplied by each dollar subject from which is deducted the basic exemption determines the employer's contribution, which corresponds to the amount on line 904-CPP.


Employee Rate

Rate (in percentage) used to calculate the amount withheld from earnings that the employee must contribute to the CPP. The rate multiplied by each dollar subject from which is deducted the basic exemption determines the employer's contribution, which corresponds to the amount on line 904-CPP.


Employer Rate

Factor used to calculate the employer's CPP contribution amount. This factor multiplied by the employee's contribution determines the employer's contribution corresponding to the amount on line 402-CPP.


Employer Rate

Factor used to calculate the employer's CPP contribution amount. This factor multiplied by the employee's contribution determines the employer's contribution corresponding to the amount on line 402-CPP.


Maximum Deduction

Maximum amount of the employee's annual CPP contribution. When this amount has been reached, the employee no longer has to contribute.


Maximum Deduction

Maximum amount of the employee's annual CPP contribution. When this amount has been reached, the employee no longer has to contribute.


Tax Table

The Tax Table group box presents a table used to enter amounts and rates used to calculate the taxes to deduct from the earnings. This tax corresponds to the amount of line 901-Federal Income Taxes. Each line represents a tax bracket. The table is composed of a maximum of 4 lines. Each line is divided into 3 columns.

Income (A): Annual taxable income to which the rate and constant of the following columns are applied to calculate taxes to be deducted.

Rate (R): Rate (in percentage) used to calculate the federal income tax amount withheld from the employee's paycheck based on annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Tax Table

The Tax Table group box presents a table used to enter amounts and rates used to calculate the taxes to deduct from the earnings. This tax corresponds to the amount of line 901-Federal Income Taxes. Each line represents a tax bracket. The table is composed of a maximum of 4 lines. Each line is divided into 3 columns.

Income (A): Annual taxable income to which the rate and constant of the following columns are applied to calculate taxes to be deducted.

Rate (R): Rate (in percentage) used to calculate the federal income tax amount withheld from the employee's paycheck based on annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Version

The Version group box includes the elements required to display the number and date of the provincial tables installed.


Number

Version number of the provincial tables [display only].


Number

Version number of the provincial tables [display only].


Valid as of

Date provincial tax tables took effect [display only].


Valid as of

Date provincial tax tables took effect [display only].


Constants

The Constants group box contains the elements required to enter the amounts and rates used to calculate provincial source deductions.


Basic Exemption

Income from which no provincial tax is deducted. In Québec, this amount corresponds to line 1-Basic Amount of the Source Deductions Return - TP-1015.3 form. For every Canadian province except Québec, this amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return form of your province - TD1XX.


Basic Exemption

Income from which no provincial tax is deducted. In Québec, this amount corresponds to line 1-Basic Amount of the Source Deductions Return - TP-1015.3 form. For every Canadian province except Québec, this amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return form of your province - TD1XX.


HSF

The HSF group box includes elements required to enter amounts and rates used for HSF contributions.


HSF Rate

Options available to define the rate used to calculate HSF contributions. The rate multiplied by each dollar of earnings subject determines the employer's contribution corresponding to the amount of line 408-HSF. Select the appropriate option.

Variable: HSF contributions are calculated according to a rate that is adjusted automatically. The rate is determined according to the company's cumulative total payroll based on remuneration paid for each period. This calculation method is used for the first two consecutive calendar years for employers such  as those newly registered with the HSF.

Fixed:   HSF contributions are calculated according to the rate entered in the following box.


Rate

Rate (in percentage) used to calculate the employer's HSF contributions. Click Determine HSF Rate to establish the rate to use according to a payroll run.


HSF Rate

Options available to define the rate used to calculate HSF contributions. The rate multiplied by each dollar of earnings subject determines the employer's contribution corresponding to the amount of line 408-HSF. Select the appropriate option.

Variable: HSF contributions are calculated according to a rate that is adjusted automatically. The rate is determined according to the company's cumulative total payroll based on remuneration paid for each period. This calculation method is used for the first two consecutive calendar years for employers such  as those newly registered with the HSF.

Fixed:   HSF contributions are calculated according to the rate entered in the following box.


Determine the HSF Rate

Displays the HSF Rate Calculation window in order to determine the HSF rate according to the yearly payroll entered.


Yearly Payroll

Estimation of the payroll for the current year.


Yearly Payroll

Estimation of the payroll for the current year.


OK

Closes the window and enters in the Government Tables window the HSF rate determined based on the total annual payroll amount entered.


Cancel

Cancels the selections made and closes the window.


Exemption (%)

Exemption rate (in percentage) used to calculate the employer's HSF contribution. This percentage is applied to the earnings paid or considered paid to all employees.


Exemption (%)

Exemption rate (in percentage) used to calculate the employer's HSF contribution. This percentage is applied to the earnings paid or considered paid to all employees.


Enter topic text here.


QPIP

The QPIP group box contains the elements required to enter the amounts and rates used to calculate Québec Parental Insurance Plan (QPIP) source deductions.


Employee Rate

Rate (in percentage) used to calculate the employee's Québec Parental Insurance contribution. This rate multiplied by each dollar of insurable earnings determines the employee contribution corresponding to the amount on payroll line 907-QPIP.


Employee Rate

Rate (in percentage) used to calculate the employee's Québec Parental Insurance contribution. This rate multiplied by each dollar of insurable earnings determines the employee contribution corresponding to the amount on payroll line 907-QPIP.


Employer Rate

Rate (in percentage) used to calculate the employer's Québec Parental Insurance contribution. This rate multiplied by each dollar of insurable earnings determines the employer contribution corresponding to the amount on payroll line 414-QPIP.


Employer Rate

Rate (in percentage) used to calculate the employer's Québec Parental Insurance contribution. This rate multiplied by each dollar of insurable earnings determines the employer contribution corresponding to the amount on payroll line 414-QPIP.


Maximum Deduction

Annual amount beyond which the employee's earnings are no longer insurable by the Québec Parental Insurance Plan.


Maximum Deduction

Annual amount beyond which the employee's earnings are no longer insurable by the Québec Parental Insurance Plan.


QPP

The QPP group box contains the elements required to enter the amounts and rates used to calculate Québec Pension Plan (QPP) source deductions.


Exemption

Income from which no QPP contributions has been deducted.


Exemption

Income from which no QPP contributions has been deducted.


Hourly Exemption

Hourly amount assigned to a part-time employee. This exemption is applied to employees for whom the QPP Discontinu option is selected in the Employee input window.


Hourly Exemption

Hourly amount assigned to a part-time employee. This exemption is applied to employees for whom the QPP Discontinu option is selected in the Employee input window.


Maximum Deduction

Maximum amount of the employee's QPP contributions. Once this amount is reached no more QPP withholdings will be made for the remainder of the year.


Maximum Deduction

Maximum amount of the employee's QPP contributions. Once this amount is reached no more QPP withholdings will be made for the remainder of the year.


Employee Rate

Rate (in percentage) used to calculate the amount deducted from the paycheck the employee has to contribute to the QPP. The rate multiplied by each eligible dollar earned from which is deducted the basic exemption determines the employee's contribution corresponding to the amount at QPP line 903.


Employee Rate

Rate (in percentage) used to calculate the amount deducted from the paycheck the employee has to contribute to the QPP. The rate multiplied by each eligible dollar earned from which is deducted the basic exemption determines the employee's contribution corresponding to the amount at QPP line 903.


Employer Rate

Factor used to calculate the employer's QPP contribution amount. This factor multiplied by the employee's contribution determines the employer's contribution corresponding to the amount on line 401-QPP.


Employer Rate

Factor used to calculate the employer's QPP contribution amount. This factor multiplied by the employee's contribution determines the employer's contribution corresponding to the amount on line 401-QPP.


Tax Table - Income

The Tax Table - Income group box presents a table used to enter amounts and rates required to calculate the income tax to deduct from the paychek. This table is used when the Earnings provincial income tax calculation method is selected in the Employee input window. This tax corresponds to the amount of line 902-Provincial Income Tax. Each line represents a tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Tax Table - Income

The Tax Table - Income group box presents a table used to enter amounts and rates required to calculate the income tax to deduct from the paychek. This table is used when the Earnings provincial income tax calculation method is selected in the Employee input window. This tax corresponds to the amount of line 902-Provincial Income Tax. Each line represents a tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Tax Table - Cumulative Average

The Tax Table - Cumulative Average group box presents a table used to enter the amounts and rates required to calculate income taxes to deduct from the paycheck. This table is used when the Average Base YTD provincial income tax calculation method is selected in the Employee input window. This income tax corresponds to the amount on line 902-Provincial Income Tax. Each line represents an income tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Tax Table - Cumulative Average

The Tax Table - Cumulative Average group box presents a table used to enter the amounts and rates required to calculate income taxes to deduct from the paycheck. This table is used when the Average Base YTD provincial income tax calculation method is selected in the Employee input window. This income tax corresponds to the amount on line 902-Provincial Income Tax. Each line represents an income tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

K: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Version

The Version group box includes the elements required to display the number and date of the provincial tables installed.


Number

Version number of the provincial tables [display only].


Number

Version number of the provincial tables [display only].


Valid as of

Date provincial tax tables took effect [display only].


Valid as of

Date provincial tax tables took effect [display only].


Constants

The Constants group box contains the elements required to enter the amounts and rates used to calculate provincial source deductions.


Basic Exemption

Income from which no provincial tax is deducted. In Québec, this amount corresponds to line 1-Basic Amount of the Source Deductions Return - TP-1015.3 form. For every Canadian province except Québec, this amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return form of your province - TD1XX.


Basic Exemption

Income from which no provincial tax is deducted. In Québec, this amount corresponds to line 1-Basic Amount of the Source Deductions Return - TP-1015.3 form. For every Canadian province except Québec, this amount corresponds to line 1-Basic Personal Amount of the Personal Tax Credits Return form of your province - TD1XX.


Income Tax Reduction

Amount by which tax withholdings are reduced for employees in Ontario and Manitoba.


Income Tax Reduction

Amount by which tax withholdings are reduced for employees in Ontario and Manitoba.


Tax Table - Income

The Tax Table - Income group box presents a table used to enter amounts and rates required to calculate the income tax to deduct from the paychek. This table is used when the Earnings provincial income tax calculation method is selected in the Employee input window. This tax corresponds to the amount of line 902-Provincial Income Tax. Each line represents a tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

KP: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Tax Table - Income

The Tax Table - Income group box presents a table used to enter amounts and rates required to calculate the income tax to deduct from the paychek. This table is used when the Earnings provincial income tax calculation method is selected in the Employee input window. This tax corresponds to the amount of line 902-Provincial Income Tax. Each line represents a tax bracket. The table contains a maximum of 3 lines. Each line is divided into 3 columns.

Income (I): Annual taxable income from which the rate and the constant of the following columns are used to calculate the income tax to be deducted.

Rate (T): Rate (in percentage) used to calculate the provincial income tax withheld from the employee's paycheck according to annual taxable income.

KP: Constant used to calculate the provincial income tax amount withheld from the paycheck according to total taxable income.


Surtax (V1)

The Surtax (V1) group box presents a table used to enter the amounts and rates required to calculate the surtax to be deducted according to the amount of provincial income tax paid by the employee. Each line represents a paid income tax bracket. The table is composed of a maximum of 2 lines. Each line is divided into 2 columns.

Income tax: Annual provincial income tax, paid by the employee, from which the rate of the following column is used to calculate the surtax to be deducted.

Rate: Rate (in percentage) used to calculate the amount, deducted from earnings, that the employee must pay as a surtax according to the annual provincial income tax he or she paid.


Surtax (V1)

The Surtax (V1) group box presents a table used to enter the amounts and rates required to calculate the surtax to be deducted according to the amount of provincial income tax paid by the employee. Each line represents a paid income tax bracket. The table is composed of a maximum of 2 lines. Each line is divided into 2 columns.

Income tax: Annual provincial income tax, paid by the employee, from which the rate of the following column is used to calculate the surtax to be deducted.

Rate: Rate (in percentage) used to calculate the amount, deducted from earnings, that the employee must pay as a surtax according to the annual provincial income tax he or she paid.


Format Initialization

The Format Initialization window contains the formats on which you can base the paycheck format being created.


Empty Format

Select this option to create a new paycheck format from a blank format.


Basic Format

Select this option to create a new paycheck format from the basic default format. This format displays the most often used boxs in a standard presentation. On checks and direct deposit slips, you see the date, amount of paid wages and name and address of the employee, etc. On the stub, you find period dates, the employee's social insurance number, earnings and deduction details as well as the cumulated amount of gross salary, deductions and net earnings.


Basic CCQ Format

Select this option to create a new paycheck format from the basic default CCQ format. This format contains the same information as the basic format in addition to the employer's number and CCQ-specific deductions and contributions printed on the stub.


Existing Format

Select this option to create a new paycheck format from an existing one.


OK

Confirms the selection, closes the window and displays the Number of the New Format  window.


Cancel

Cancels the selection, closes the window and displays the Number of the New Format window.


Number

Number that identifies the paycheck format. It must be unique; no two paycheck formats can bear the same number. A maximum of 4 digits can be used for paycheck formats.


Number

Number that identifies the paycheck format. It must be unique; no two paycheck formats can bear the same number. A maximum of 4 digits can be used for paycheck formats.


Description

Description that defines the paycheck format. A maximum of 30 characters can be used.


Description

Description that defines the paycheck format. A maximum of 30 characters can be used.


OK

Confirms the selections, closes the window and displays the Paycheck Format window.


Cancel

Cancels the selections, closes the window and displays the Paycheck Format window.


Select a Field

Displays the menus of fields that can be added to the selected paycheck format. This menu changes according to the tab selected. For more information, see  Modifying Paycheck Formats.


Save Format

Saves the paycheck format and keeps the window open for further editing.


Go Back to Original

Cancels all changes made to the paycheck format since the last save operation.


Options

Displays the Format Configuration window allowing you to define parameters for the paycheck format. For more information, see Paycheck Format Configuration.


Preview Format

Displays the Preview Format window that features the paycheck as it would be printed on a form according to the selected format. The Preview Format window lets you check field locations and the general result. A sample of the check is displayed when the Check, Stub or Second Stub are selected and a sample of a direct deposit slip is displayed when the Direct Deposit tab is opened.


Print Format

Prints a sample of the displayed paycheck according to the selected format. Prints a check when the Check, Stub or Second Stub are selected and a direct deposit slip when the Direct Deposit tab is opened.


Change format number or description

Assigns a new number and a new description to the selected paycheck format. That number must be unique; no two paycheck formats can bear the same number. A maximum of 4 digits can be used. A maximum of 30 characters can be entered for the format description.


Go Back to the List

Saves the paycheck format, closes the window and displays the Paycheck Format list window.


Number

Number used to identify and catalog the paycheck format [display only].


Number

Number used to identify and catalog the paycheck format [display only].


Description

Description defining the selected paycheck format [display only].


Description

Description defining the selected paycheck format [display only].


Check to Second StubTabs

The Check, Stub and Second Stub tabs contain all elements needed to consult and modify each section of the paycheck format. For a detailed procedure, see Modifying Paycheck Formats.


Status Bar

The status bar, located in the lower portion of the window, displays the current location of the pointer. The combination of the Column and Line values gives the coordinates of the pointer.

Column: Horizontal location of the pointer calculated in one-tenth of inches. One inch contains 10 columns. [display only]

Note:	 The width of the printable area is 7 and 8/10 inches.

Line: Vertical location of the pointer calculated in 1/6 of an inch. An inch contains 6 lines. The number of lines is entered in the Height (Lines) box of the Format Configuration window for the selected tab. The Format Configuration window appears when Options is selected. [display only]

Example:	The Column value is 6/10 and the Line value is 1" 2/6. Thus the pointer is 6/10 of an inch from the left side of the format hence in the sixth column and 1 2/6 inch from the top of the format, hence in the 8 lines.

Message: When there is insufficient space to insert the selected element, the message Not enough space is displayed in the status bar.


OK

Confirms the selections, closes the window and displays the Paycheck Format window.


Cancel

Cancels the selections, closes the window and displays the Paycheck Format window.


Dimensions

The Dimensions group contains the elements required to define the number of lines printed in the section of the format that corresponds to the selected tab.


Enter topic text here.


Enter topic text here.


Enter topic text here.


OK

Confirms the selections, closes the window and displays the Paycheck Format window for further editing.


Cancel

Cancels the selections, closes the window and displays the Paycheck Format window for further editing.


Format

Options available when selecting a field format. Select the appropriate option.

1-Description and total (Periodic): The contents of the field correspond to the description and amount of the Total column of the Payroll Entry input window for the selected payroll line in the specified period.

2-Description and total (Cumulative): The contents of the field correspond to the description and cumulative amount for every period of the current fiscal year, of the Total column of the Payroll Entry input window for the selected payroll line.

3-Total only (Periodic): The contents of the field correspond to the amount of the Total column of the Payroll Entry input window for the selected payroll line in the specified period.

4-Total only (Cumulative): The contents of the field correspond to the cumulative amount for each period of the current fiscal year, of the Total column of the Payroll Entry input window for the selected payroll line.

5-Hours or percent (Hr or %): The contents of the field correspond to the amount of the Hr or % column of the Payroll Entry input window for the selected payroll line.

6-Amount: The contents of the field correspond to the amount of the Amount column of the Payroll Entry input window for the selected payroll line.


Format

Options available when selecting a field format. Select the appropriate option.

1-Description and total (Periodic): The contents of the field correspond to the description and amount of the Total column of the Payroll Entry input window for the selected payroll line in the specified period.

2-Description and total (Cumulative): The contents of the field correspond to the description and cumulative amount for every period of the current fiscal year, of the Total column of the Payroll Entry input window for the selected payroll line.

3-Total only (Periodic): The contents of the field correspond to the amount of the Total column of the Payroll Entry input window for the selected payroll line in the specified period.

4-Total only (Cumulative): The contents of the field correspond to the cumulative amount for each period of the current fiscal year, of the Total column of the Payroll Entry input window for the selected payroll line.

5-Hours or percent (Hr or %): The contents of the field correspond to the amount of the Hr or % column of the Payroll Entry input window for the selected payroll line.

6-Amount: The contents of the field correspond to the amount of the Amount column of the Payroll Entry input window for the selected payroll line.


Line Number

Description that defines the selected paroll line. The maximum number of characters allowed in the description is set in the Field Length box under the Stub tab of the Format Configuration available throught the Options window. By default the value is set at 30.


Line Number

Description that defines the selected paroll line. The maximum number of characters allowed in the description is set in the Field Length box under the Stub tab of the Format Configuration available throught the Options window. By default the value is set at 30.


New Employee Group

Saves the new employee group, empties the boxes and readies the system or the creation of a new employee group. For more information, see  Employee Group Concept, Creating Employee Groups and An Input Window Is....


Select an Employee Group

Displays the Select Employee Group window allowing you to select a group from the list for consultation or modification.


Save Employee Group

After department creation, this command saves the employee group, empties the boxes and readies the system for the creation of a new employee.

During department modification, this command saves the employee group and keeps the window open for further editing.


Go Back to Original

Cancels all changes made to the employee group since the last save operation.


Delete Employee Group

Deletes the selected employee group.


First Employee Group

Displays the employee group with the lowest value according to the sorting key selected. The sorting key corresponds to the tab opened in the Employee Group window.


Previous Employee Group

Displays the employee group with the sorting key value that precedes the one for the employee group displayed. The sorting key corresponds to the tab opened in the Employee Group window.

Once the New Employee Group command has been activated, this command recalls the last employee group displayed.


Next Employee Group

Displays the employee group with the sorting key value that follows the one for the employee group displayed. The sorting key corresponds to the tab opened in the Employee Group window.


Last Employee Group

Displays the employee group with the highest value according to the sorting key selected. The sorting key corresponds to the tab opened in the Employee Group window.


Change Employee Group Number

Assigns a new number to the selected employee group. This number must be uniquel; no two employee groups can share the same number. The employee group number can have up to 4 digits.


Options

Displays the Options dialogue box that controls the display or hiding of columns under each tab of the Employee Group input window.


Go Back to the List

Saves the employee group, closes the window and displays the Employee Groups list window.


New Employee Group/Save Employee Group

After department creation, this command saves the employee group, empties the boxes and readies the system for the creation of a new employee.

During department modification, this command saves the employee group and keeps the window open for further editing.

For more information, see Employee Group Concept, Creating Employee Groups and In Input Window Is....


Number

Number that identifies the employee group. The number must be unique: no two employee groups can bear the same number. A maximum of 4 digits can be used for employee groups.

Clicking Number displays the Select an Employee Group list window to select an existing employee group for consultation or modification. For more information, see Employee Group Concept and An Input Window Is ...


Number

Number that identifies the employee group. The number must be unique: no two employee groups can bear the same number. A maximum of 4 digits can be used for employee groups.

Clicking Number displays the Select an Employee Group list window to select an existing employee group for consultation or modification. For more information, see Employee Group Concept and An Input Window Is ...


Description

Description that defines the employee group. A maximum of 30 characters can be used. In the Employee Groups list window, employee groups can be sorted according to their description.


Description

Description that defines the employee group. A maximum of 30 characters can be used. In the Employee Groups list window, employee groups can be sorted according to their description.


Number Tab

The Number tab display tables used to include employees in employee groups or to remove them. There is but one employee per line. The table contains as many lines as there are employees. The information is sorted differently according to the active tab. A maximum of 6 columns can be displayed in a table.

• : Selecting this box adds the employee to the selected employee group. Clearing this box removes the employee from the group.

Under the Number tab, employees are sorted by employee number.

To quickly locate an employee by his or her number, simply type the first characters of his or her number and the pointer moves to the first employee number that matches the entry.

Regardless of the selected tab, the Backspace key deletes research characters to allow you to perform another search. For more information, see Search in a List, Arrow Keys and Resizing and Moving Columns.


Sorting Key Tab

The Sorting Key tab display tables used to include employees in employee groups or to remove them. There is but one employee per line. The table contains as many lines as there are employees. The information is sorted differently according to the active tab. A maximum of 6 columns can be displayed in a table.

• : Selecting this box adds the employee to the selected employee group. Clearing this box removes the employee from the group.

Under the Number tab, employees are sorted by employee number.

To quickly locate an employee by his or her number, simply type the first characters of his or her number and the pointer moves to the first employee number that matches the entry.

Regardless of the selected tab, the Backspace key deletes research characters to allow you to perform another search. For more information, see Search in a List, Arrow Keys and Resizing and Moving Columns.


Name Tab

The Name tab display tables used to include employees in employee groups or to remove them. There is but one employee per line. The table contains as many lines as there are employees. The information is sorted differently according to the active tab. A maximum of 6 columns can be displayed in a table.

• : Selecting this box adds the employee to the selected employee group. Clearing this box removes the employee from the group.

Under the Number tab, employees are sorted by employee number.

To quickly locate an employee by his or her number, simply type the first characters of his or her number and the pointer moves to the first employee number that matches the entry.

Regardless of the selected tab, the Backspace key deletes research characters to allow you to perform another search. For more information, see Search in a List, Arrow Keys and Resizing and Moving Columns.


DepartmentTab

The Department tab display tables used to include employees in employee groups or to remove them. There is but one employee per line. The table contains as many lines as there are employees. The information is sorted differently according to the active tab. A maximum of 6 columns can be displayed in a table.

• : Selecting this box adds the employee to the selected employee group. Clearing this box removes the employee from the group.

Note:	Selecting an employee function box selects every function for that employee.

To quickly locate an employee by his or her department, simply type the first characters in the department number and the pointer moves to the first department number that matches the entry.

Regardless of the selected tab, the Backspace key deletes research characters to allow you to perform another search. For more information, see Search in a List, Arrow Keys and Resizing and Moving Columns.


New HR Bank

Saves the HR bank, empties the boxes and readies the system for the creation of a new Hr bank. For more information, see  Hr Bank Concept, Creating HR Banks, Using HR Banks and In Input Window Is....


Select an HR Bank

Displays the Select HR Bank window allowing you to select a group from the list for consultation or modification.


Save HR Bank

After department creation, this command saves the HR Bank, empties the boxes and readies the system for the creation of a new employee.

During department modification, this command saves the HR Bank and keeps the window open for further editing.


Go Back to Original

Cancels all changes made to the HR Bank since the last save operation.


Delete HR Bank

Deletes the HR Bank displayed. This command is available as long as the HR Bank has not been used in another input window.


First HR Bank

Displays the HR Bank with the lowest value according to the sorting key selected. The sorting key corresponds to the tab opened in the HR Bank window.


Previous HR Bank

Displays the HR Bank with the sorting key value that precedes the one for the HR Bank displayed. The sorting key corresponds to the tab opened in the Employee Group window.

Once the New HR Bank command has been activated, this command recalls the last HR Bank displayed.


Next HR Bank

Displays the HR Bank with the sorting key value that follows the one for the HR Bank displayed. The sorting key corresponds to the tab opened in the HR Bank window.


Last HR Bank

Displays the employee group with the highest value according to the sorting key selected. The sorting key corresponds to the tab opened in the HR Bank window.


Change HR BankNumber

Assigns a new number to the selected HR Bank. This number must be uniquel; no two HR Banks can share the same number. The HR Bank number can have up to 4 digits.


Go Back to the List

Saves the employee group, closes the window and displays the HR Banks list window.


New HR Bank/Save HR Bank

After department creation, this command saves the HR Bank, empties the boxes and readies the system for the creation of a new employee.

During department modification, this command saves the HR Bank and keeps the window open for further editing.

For more information, see HR Bank Concept, Creating HR Banks, Using HR Banks et An Input Window Is....


Number

Number that identifies the HR bank. The number must be unique: no two HR banks can bear the same number. A maximum of 4 digits can be used for HR banks.

Clicking Number displays the Select HR Bank to select an HR bank from existing banks for consultation or modification. For more information, see HR Bank Concept, Using HR Banks and An Input Window Is ....


Number

Number that identifies the HR bank. The number must be unique: no two HR banks can bear the same number. A maximum of 4 digits can be used for HR banks.

Clicking Number displays the Select HR Bank to select an HR bank from existing banks for consultation or modification. For more information, see HR Bank Concept, Using HR Banks and An Input Window Is ....


Description

Description that defines the HR bank. A maximum of 30 characters is allowed for the description. In the HR Banks list window, it is possible to sort HR banks by their description.


Description

Description that defines the HR bank. A maximum of 30 characters is allowed for the description. In the HR Banks list window, it is possible to sort HR banks by their description.


Definition

The Definition group contains elements needed to select HR bank specifications and the values it holds.


Applicable To

Options available to select the type of information held in the HR bank. Select Employee or Function accordingly.


Applicable To

Options available to select the type of information held in the HR bank. Select Employee or Function accordingly.


Format

Options available to define the format of information held in the HR bank. Select the appropriate option.

Note: 	When Day is selected, the workday conversion factor used to transform hours to days is the one entered in the Payroll Configuration window in the Hour box.


Format

Options available to define the format of information held in the HR bank. Select the appropriate option.

Note: 	When Day is selected, the workday conversion factor used to transform hours to days is the one entered in the Payroll Configuration window in the Hour box.


Condition

Options available to set the condition employee functions must meet to be covered by the HR bank. When a condition is selected, HR bank parameters only apply to the employee's function that its criteria. Select the appropriate option.

None:	  Select this option when the HR bank is applied to every function.

Note:	The Condition box list the company options selected in the Payroll Configuration window as well as salary types and contributions applicable to CCQ employers when the CCQ option is selected.


Condition

Options available to set the condition employee functions must meet to be covered by the HR bank. When a condition is selected, HR bank parameters only apply to the employee's function that its criteria. Select the appropriate option.

None:	  Select this option when the HR bank is applied to every function.

Note:	The Condition box list the company options selected in the Payroll Configuration window as well as salary types and contributions applicable to CCQ employers when the CCQ option is selected.


Negative Amount Allowed

Select this option when the HR bank balance may be negative.


Accumulation Mode

The Accumulation Mode group box contains parameters for defining how values are added to the HR bank for each employee or function.

Note:	Do not select any option of the Accumulation Mode group box when the value is variable and is entered infrequently.


Payroll

Select this option when a constant value is added to the HR bank at every pay period. The value is preset and is added automatically when the pay information is entered. Fields relating to the Payroll option appears when it is selected.


Payroll

Select this option when a constant value is added to the HR bank at every pay period. The value is preset and is added automatically when the pay information is entered. Fields relating to the Payroll option appears when it is selected.

Options are available to select the type of data entered to the HR bank. The value entered could be added on a pay period basis or monthly; it can also be calculated as a percentage of the total amount or number of hours entered in the box of pay lines covered by the HR bank at payroll run. Select the appropriate option.

Note:	When % of Pay is selected, the Admissible Lines tab appears.


Batch

Select this option when a constant value must be entered in the HR bank at specific times. The value can thus be preset and entered in the HR bank automatically with the projection report. Fields required to specify the value's parameters appear.


Frequency

Options available to specify how frequently the value must be entered in the HR bank, thus how often the HR bank appears in the batch projection report. Select the appropriate option.


Frequency

Options available to specify how frequently the value must be entered in the HR bank, thus how often the HR bank appears in the batch projection report. Select the appropriate option.


Next Batch

Next date on which the value must be added to the HR bank, thus the date when the HR must start appearing in the batch projection report.

The date of the next entry is calculated by default from the frequency and the current date. It is updated when a batch projection report is produced. Clicking Date displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Next Batch

Next date on which the value must be added to the HR bank, thus the date when the HR must start appearing in the batch projection report.

The date of the next entry is calculated by default from the frequency and the current date. It is updated when a batch projection report is produced. Clicking Date displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Withdraw Mode

The Withdraw Mode option group contains items needed to select the applicable withdraw mode for the HR bank.


Payroll

Select this option when the withdraw mode of the HR bank is earnings. Entering a negative value in the Timesheet or Detailed Payroll Entry windows requires the entry of an additional earnings line so that the appropriate earning lines be affected upon payroll run. The box that allows the selection of the default suggested earnings line is displayed.


Line

Contains the list of salary lines proposed by default when a negative value is entered in the Timesheet or Detailed Payroll Entry window. The selection comprises pay lines entered in the Payroll Configuration window under the Earnings tab. Select the appropriate option.


Line

Contains the list of salary lines proposed by default when a negative value is entered in the Timesheet or Detailed Payroll Entry window. The selection comprises pay lines entered in the Payroll Configuration window under the Earnings tab. Select the appropriate option.


Expiration

Select this option to reset the HR bank balance at a preset time. Values can also be removed from the bank after a projection report is produced. Fields required to specify the value's parameters appear.


Frequency

Contains the HR bank balance reset to zero frequency, hence the frequency with which the bank is included in Expiration projection reports. Select the appropriate option.


Frequency

Contains the HR bank balance reset to zero frequency, hence the frequency with which the bank is included in Expiration projection reports. Select the appropriate option.


Next Expiration

Contains the next date on which the HR bank is to be reset to zero, Thus the date when the HR bank must be included in the Expiration projection report.

The next expiration date is calculated by default using the selected frequency and the current date. The value is updated after an Expiration projection report is produced. Clicking Date displays the  Calendarinput window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Next Expiration

Contains the next date on which the HR bank is to be reset to zero, Thus the date when the HR bank must be included in the Expiration projection report.

The next expiration date is calculated by default using the selected frequency and the current date. The value is updated after an Expiration projection report is produced. Clicking Date displays the  Calendarinput window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Default Values

The Default Values option group contains the most frequently used values entered in the selected HR bank. The information entered here is usable under the HR Bank tab of employee files. Modifications made to an HR bank are reflected in every related employee file. Each line of the table corresponds to a value and the table contains 15 lines and a maximum of 3 columns.

Note: 	Time is entered in decimal format.

Note: 	The Default Values group is available when the Payroll or Batch option is selected.


Default Values

The Default Values option group contains the most frequently used values entered in the selected HR bank. The information entered here is usable under the HR Bank tab of employee files. Modifications made to an HR bank are reflected in every related employee file. Each line of the table corresponds to a value and the table contains 15 lines and a maximum of 3 columns.

Note: 	Time is entered in decimal format.

Note: 	The Default Values group is available when the Payroll or Batch option is selected.


Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Earnings to Deductions Tabs

The Earnings to Deductions tabs contain one or two tables used to select which pay line to include in the calculation of the HR bank value.

Note: 	Only Earnings appears when Hour or Day is selected in the Format box.

Each line corresponds to a pay line as entered in the Payroll Configuration window. Each line displays a maximum of 3 columns.

Day/Hr/Amt: Select this option to specify whether the entered amount or number of hours is included in the total used to calculate the value to add to the HR bank.

Note:	Deduction amounts are not taken into account when they are included in the calculation along with other amounts.


Select an HR Bank

Displays the Select HR Bank window allowing you to select a group from the list for consultation or modification.


Save HR Bank

Saves the HR Bank and displays the Select HR Bank window for further adjustments.


Go Back to Original

Cancels all changes made to the HR Bank since the last save operation.


First HR Bank

Displays the HR Bank with the lowest value according to the sorting key selected. The sorting key corresponds to the tab opened in the HR Bank window.


Previous HR Bank

Displays the HR Bank with the sorting key value that precedes the one for the HR Bank displayed. The sorting key corresponds to the tab opened in the Employee Group window.


Next HR Bank

Displays the HR Bank with the sorting key value that follows the one for the HR Bank displayed. The sorting key corresponds to the tab opened in the HR Bank window.


Last HR Bank

Displays the HR Bank with the highest value according to the sorting key selected. The sorting key corresponds to the tab opened in the Hr Bank window.


Go Back to the List

Saves the employee group, closes the window and displays the HR Banks list window.


Save HR Bank

Saves the HR Bank and displays the Select HR Bank window for further adjustments.

For more information, see HR Bank Adjustment Concept, Adjusting HR Banks and An Input Window Is....


HR Bank

Number of the displayed HR bank.

Clicking HR Bank displays the Select HR Bank list window where you can select one of the existing HR banks. For more information, see HR Bank Adjustment Concept and What Is an Input Window.


HR Bank

Number of the displayed HR bank.

Clicking HR Bank displays the Select HR Bank list window where you can select one of the existing HR banks. For more information, see HR Bank Adjustment Concept and What Is an Input Window.


HR Bank

Description associated with the selected HR Bank [display only].


Adjustment Dated

Date of the HR bank balance adjustment.

The current date is displayed by default. Clicking Adjustment Dated displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Adjustment Dated

Date of the HR bank balance adjustment.

The current date is displayed by default. Clicking Adjustment Dated displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Input Format

Specify the format for the adjustment time entry. Select the appropriate option.

Example:  According to the minute format, 12:50 is 12 hours and 50 minutes. In the decimal format, 12.5 rather means 12 hours and a half (or 12 hours and thirty minutes).

When you modify the time format, information entered in the Balance, Adjustment and New Balance boxes are converted to the new format. The format selected last is used by default.


Input Format

Specify the format for the adjustment time entry. Select the appropriate option.

Example:  According to the minute format, 12:50 is 12 hours and 50 minutes. In the decimal format, 12.5 rather means 12 hours and a half (or 12 hours and thirty minutes).

When you modify the time format, information entered in the Balance, Adjustment and New Balance boxes are converted to the new format. The format selected last is used by default.


Table

The Adjustment of HR Bank window contains a table where you can view or adjust HR bank balances for all employees or functions associated with it. Each line corresponds to an employee or a function and the table has as many lines as there are employees or functions. Lines are sorted by employee number then function as specified in the Active Functions tableof the Employee window. A line can contain up to 6 columns.

Note:	Column format is specified using the Format option of the HR Bank window.


Employee

Number assigned to the employee [display only].


Surname, Name

Surname and name of the employee [display only].


Function

Name of the employee's function [display only].


Balance

Balance of the HR bank for the employee or function [display only].


Adjustment

Contains the positive or negative adjustment to affect the HR bank. Any entry in that field modifies the corresponding value of the New Balance column.

Example:  The collective agreement grants an additional sick day per year to every employee. Enter 1 in the Adjustment column for every employee.


New Balance

This box contains the balance of the HR bank. An entry in this field modifies the value displayed in the Adjustment column.

Example:  The collective agreement grants every employee 3 non-transferable sick days at the beginning of the year. At the beginning of the year, enter 3 in the New Balance field for every employee.


Select Employee

Displays the Select Employee window allowing you to select an employee from the list for consultation or modification.


Save Timesheet

Saves the timesheet and displays the Select Employee window allowing you to select an employee for whom you can consult or modify the timesheet.


Go Back to Original

Cancels all changes made to the time lines since the last save operation.


First Employee

Displays the employee with the lowest value according to the sorting key selected. The sorting key corresponds to the tab opened in the Employee window.


Previous Employee

Displays the employee with the sorting key value that precedes the one for the employee displayed. The sorting key corresponds to the tab opened in the Employee window.


Next Employee

Displays the employee with the sorting key value that follows the one for the employee displayed. The sorting key corresponds to the tab opened in the Employee window.


Last Employee

Displays the employee  with the highest value according to the sorting key selected. The sorting key corresponds to the tab opened in the Employee window.


Go Back to the List

Saves the time sheet, closes the window and displays the Select Employee window.


Delete Selected Line

Deletes the selected line from the table.

Note: The Delete Selected Line button is available when the pointer indicates a completed line.


Save Timesheet

Saves the timesheet and displays the Select Employee window allowing you to select an employee for whom you can consult or modify the timesheet. For more information, see Timesheet Concept, Timesheet Line Creation and An Input Window Is....


Employee

Number of the employee whose timesheet is displayed.

Click Employee to display the Select Employee list window in order to select an employee among those already created. For more information, see Employee Concept, Employee Creation and An Input Window Is....


Employee

Number of the employee whose timesheet is displayed.

Click Employee to display the Select Employee list window in order to select an employee among those already created. For more information, see Employee Concept, Employee Creation and An Input Window Is....


Employee

First name of the selected employee [display only].


Employee

Last name of the selected employee [display only].


Entry Format

Options available to define the time format in which the timesheet line is entered. Select the appropriate option.

Example: In the minute format, 12:50 means twelve hours fifty minutes. In the decimal format, 12.5 means twelve hours and a half (twelve hours and thirty minutes).

When the hour format is modified, hours displayed in the Start (T), End (T) and Total columns and in Total Hours box are converted in the selected format. The last selected format is displayed by default.

Hint: When a time clock is used by the company, this format corresponds to the one in which the time clock prints hours and clock cards.


Entry Format

Options available to define the time format in which the timesheet line is entered. Select the appropriate option.

Example: In the minute format, 12:50 means twelve hours fifty minutes. In the decimal format, 12.5 means twelve hours and a half (twelve hours and thirty minutes).

When the hour format is modified, hours displayed in the Start (T), End (T) and Total columns and in Total Hours box are converted in the selected format. The last selected format is displayed by default.

Hint: When a time clock is used by the company, this format corresponds to the one in which the time clock prints hours and clock cards.


Two lines per day

Select this box when two lines are entered per day worked. Thus when creating a timesheet line, the date displayed by default in the Start Date column is the same on two consecutive lines. The box is displayed by default in the last entry session's statement.


Total Hours

Total number of hours worked by the employee according to the lines entered in the timesheet. This number of hours corresponds to the total hours displayed in the Start (T) column. Hours are displayed according to the format selected in the Entry Format box. [display only]


Total Hours

Total number of hours worked by the employee according to the lines entered in the timesheet. This number of hours corresponds to the total hours displayed in the Start (T) column. Hours are displayed according to the format selected in the Entry Format box. [display only]


Table

The Timesheet window presents a table used to enter the hours worked by the employee. Each line represents a timesheet line, a shift or a time period. Upon display, the time lines are sorted in ascending order of starting date. The line being created is the last line in the table and has a turquoise background. Each line contains a maximum of 7 columns.

Note: 	As soon as a timesheet line is used when entering a pay it no longer appears in the table.


Date

Date on which the shift starts.

When the timesheet is empty the day's date is displayed by default. When a timesheet line is present in the table the pointer is moved to the next line the date of the next day is displayed. When the starting date of the line is a Friday, moving the pointer to the next line causes the date of the following Monday to be entered. When the Two lines per day box is selected and when the pointer is on the next line, the date is saved to enter the second shift.

Click Start (Date) to display the Calendar input window used to select a date. For more information, see Using the Calendar and Defining the Date Format.


Start (T)

Time from which the employee is paid.

Hint:	When the time to be entered is midnight, either the current day is entered in the Start Date column and 24:00 is entered in the Start (T) column or the next day's date is entered in the Start Date column and 0:00 in the Start (T) column.


End Date

Date on which the shift ends.

Click End Date to display the Calendar input window used to select a date. For more information refer to Using the Calendar and Defining the Date Format.


End (T)

Time from which the employee is no longer paid.

Hint: When the time to be entered is midnight, either the current day is entered in the End Date column and 24:00 is entered in the End (H) column or the next day's date is entered in the End Date column and 0:00 in the End (H) column.


Function

List of the employee's active functions. The content of the Active Functions table of the Employee input window is displayed in this list. Functions are presented in the same order. As payroll entries can be entered for each function,  this list is used to select the function to which the timesheet line is assigned.

When the timesheet is empty, the first function in the Employee window's list of functions is displayed by default. When a timesheet line is present in the table, the selected function of the preceding line is displayed when moving the pointer on the next line.


Project

Number of the project in which the costs incurred due to hours worked are allocated. By default, the project associated with the function is displayed in the Employee window.

Note:	The Project column appears when the Cost Analysis application is active.


OK

When entering individual pays, it confirms the selection and displays the Employees list window allowing you to select an employee.

When entering pays automatically, it confirms the selection and performs the automatic pay entry procedure for the employees in question.


Cancel

Cancels the seletions made and closes the window.


Department Range

The Department Range group contains the information required to specify the range of departments covered by the payroll entry procedure.


From

Number of the first department of the range covered by the payroll entry procedure.

Hint:	Press Enter to select the department with the lowest number.

Clicking From displays the Select Department list window where you can select a department. For more information, see Department Creation and Fields Linking to Other Fields.


From

Number of the first department of the range covered by the payroll entry procedure.

Hint:	Press Enter to select the department with the lowest number.

Clicking From displays the Select Department list window where you can select a department. For more information, see Department Creation and Fields Linking to Other Fields.


From

Description assigned to the selected department [display only].


To

Number of the last department of the range covered by the payroll entry procedure.

Hint:	Press Enter to select the compatible department with the highest number.

Clicking To displays the Select Department list window where you can select a department. For more information, see Department Creation and Fields Linking to Other Fields.


To

Number of the last department of the range covered by the payroll entry procedure.

Hint:	Press Enter to select the compatible department with the highest number.

Clicking To displays the Select Department list window where you can select a department. For more information, see Department Creation and Fields Linking to Other Fields.


To

Description assigned to the selected department [display only].


Compatible with Department

The Compatible with Department group outlines the parameters required for selected deparments to be compatible for payroll entry purposes. Only employees assigned to compatible departments included in the range of departments are selected for payroll entry.


Department

Number of the department with which departments included in the range must be compatible for payroll entry. The specified department must not be included in the range. Only employees assigned to compatible departments included in the range of departments are selected for payroll entry.

Clicking Department displays the Select Department list window where you can select a department.  For more information, see Department Creation and Fields Linking to Other Fields.


Department

Number of the department with which departments included in the range must be compatible for payroll entry. The specified department must not be included in the range. Only employees assigned to compatible departments included in the range of departments are selected for payroll entry.

Clicking Department displays the Select Department list window where you can select a department.  For more information, see Department Creation and Fields Linking to Other Fields.


Department

Description assigned to the selected department [display only].


Frequency

Pay frequency associated with the selected department [display only].


Frequency

Pay frequency associated with the selected department [display only].


From

Beginning of the first pay period associated with the selected department [display only].


From

Beginning of the first pay period associated with the selected department [display only].


Issued

Issuance date of the first pay associated with the selected department [display only].


Issued

Issuance date of the first pay associated with the selected department [display only].


Period

The Period group contains information identifying the period for which the pay is entered.


Pay Period

Number of the period for which the pay is entered. The period numbers that can be entered depend on pay frequency for the department selected for compatibility tests. Only employees for whom no pays were entered for the period are included.

Hint:	Pressing Enter in the empty field selects the earliest period for any of the selected departments for payroll entry. The period number is displayed in the Next Period field of the Department input window. For example, compatible departments 1, 2 and 5 are included in the range. Department 1 is in period 2 while departments 2 and 5 are in period 3. 2 is inserted in the empty field when the Enter key is pressed.

Clicking Pay Period displays the Pay Period Selection list window to select a period using its beginning and end dates or check issuance dates.


Pay Period

Number of the period for which the pay is entered. The period numbers that can be entered depend on pay frequency for the department selected for compatibility tests. Only employees for whom no pays were entered for the period are included.

Hint:	Pressing Enter in the empty field selects the earliest period for any of the selected departments for payroll entry. The period number is displayed in the Next Period field of the Department input window. For example, compatible departments 1, 2 and 5 are included in the range. Department 1 is in period 2 while departments 2 and 5 are in period 3. 2 is inserted in the empty field when the Enter key is pressed.

Clicking Pay Period displays the Pay Period Selection list window to select a period using its beginning and end dates or check issuance dates.


Entry Method

The Entry Method contains the payroll information entry method options available. For more information regarding payroll entry methods, see Payroll Entry Concept.


Individual

Selecting Individual displays the Select Employee list window containing the list of employees who meet the selected parameters (department and period). Next, employees are individually selected to enter their pay information.


Automatic

Selecting Automatic enters the employee's default payroll information for all employees who meet the selected parameters (department and period). Values (number of hours, percentages and amounts) are entered in the Employee input window.


Detailed

Selecting Detailed displays the Select Employee list window containing the list of all employees who meet the selected parameters (department and period). Next, employees are individually selected to enter their pay information by the Detailed Entry input window where values are displayed separately for every day of the covered period and every pay and HR bank line.


Select Employee

When the box is clear, clicking it or double-clicking the line displays the List of Functions list window for the selected employee.

When the employee works at one function for which the Pay box is selected (Employees window, Function tab) and the Display Comment when Entering Pay box is not, the Payroll Entry window is displayed instead.


Update

Updates the Employees list window following the modification of its contents by a network users. For more information, see Update.


Options

Displays the Options dialog box in which you can add or remove columns displayed under the Department tab of the Employees list window.


Department Tab

The Department tab contains the list of employees covered by the entry parameters. It is possible to select an employee for whom to enter pay data. There is one employee per line. Employees are sorted by department. A maximum of 6 columns per line is allowed.

• : This box is selected when pay is entered for the employee for the selected period.

When the box is clear, clicking it or double-clicking the line displays the List of Functions list window for the selected employee. When the employee works at one function for which the Pay box is selected (Employee window, Function tab) and the Display Comment when Entering Pay box is not, the Payroll Entry window is displayed instead.

Dep.: Number of the department associated with the employee's function. The letter M is displayed when the employee has more than one function. [display only]

Number: Number of the employee [display only].

Surname: Last name of the employee [display only].

Name: First name of the employee [display only].

Function: Employee's function for the first applicable department of the range specified in the payroll entry parameters [display only].


Table

The List of Functions window contains a table that lists the functions for which pay entry is required or comments can be viewed. Each line displays an active function of the selected employee. Functions appear in the order of the Active Functions table of the Employee input window. Each line comprises 5 columns.

• : Select the box when pay is to be entered for the employee's function. When the box remains empty, values entered in the Employee window are reset to zero in the Payroll Entry window for the excluded function. By default, the status of that box is the same as the Pay box of the Employee window under Function.

Note:	The function selection can be modified at payroll entry. It is possible during the procedure to add or exclude a function.

Function: Name of the employee's function [display only].

Dep.: Department associated with the selected function [display only].

Description: Description of the department associated with the employee's function [display only].

Comment: First few words of the comment entered for the selected function in the Employee window under Definition [display only].


Comment (Selected Function)

The Comment (Selected Function) displays the entire contents of the Comment field of the selected function. The comment is entered in the Employee window under Definition [display only].


Cancel

Cancels selections made, closes the window and displays the Employees list window.


Entry

Displays the Payroll Entry window for entering an employee's pay for the selected functions.


Save Pay

When entering a pay, saves the pay, closes the window and displays the Employees list window.

When modifying an existing pay, saves the pay and keeps the window open for further editing.


Go Back to Original

Cancels changes made to the pay since it was last displayed on screen.


Previous Function

Displays the pay associated with the employee's previous function according to the order set under the Function tab of the Employee input window. Clicking this icon once you have reached the first function displays a total for all functions, then the last function. Every function included in the pay are in a loop.

Note: The Previous function command is active when the employee is associated with more than one function


Next Function

Displays the pay associated with the employee's next function according to the order set under the Function tab of the Employee input window. Clicking this icon once you have reached the last function displays a total for all functions, then the first function. Every function included in the pay are in a loop.

Note: The Next function command is active when the employee is associated with more than one function.


Vacation Pay

Displays the Vacation Pay window. For more information, see Vacation Pay.


Vacation Due Upon Termination

Displays the Vacation Due Upon Termination window. For more information, see Vacation Due Upon Termination.


Go Back to the List

When entering a pay, it saves the pay, closes the window and displays the Employees list window.

When modifying an existing pay, saves the pay, closes the window and displays the Payrolls list window.


Selected Function

Name of the function selected for the employee.


Save Pay

Saves the pay, closes the window and displays the Employees list window.


Employee

Number of the employee for whom the pay is being entered [display only].


Employee

Number of the employee for whom the pay is being entered [display only].


Employee

First name of the selected employee [display only].


Employee

Last name of the selected employee [display only].


Period

Number of the selected pay period [display only].


Period

Number of the selected pay period [display only].


From

Beginning date for the selected period [display only].


From

Beginning date for the selected period [display only].


To

End date for period selected [display only].


To

End date for period selected [display only].


Issued

Paycheck issue date for the selected period [display only].


Issued

Paycheck issue date for the selected period [display only].


Net Earnings (global)

Amount the employee receives as net overall remuneration for the functions included in the pay being entered. This amount corresponds to the one on the employee's paycheck. When changes are made under the tabs, the amount adjusts automatically. [display only]

Net Earnings (global) represents the gross earnings less employee deductions and source deductions plus any expense reimbursements.

Note: It is normal that the net earnings differs by a few dollars from the amount calculated manually using the government tables as it is more precise.


Net Earnings (global)

Amount the employee receives as net overall remuneration for the functions included in the pay being entered. This amount corresponds to the one on the employee's paycheck. When changes are made under the tabs, the amount adjusts automatically. [display only]

Net Earnings (global) represents the gross earnings less employee deductions and source deductions plus any expense reimbursements.

Note: It is normal that the net earnings differs by a few dollars from the amount calculated manually using the government tables as it is more precise.


Function

List of active functions for the employee. This list contains a table of Active Functions from the Employee entry window. The functions are listed here in the same order. As the pays can be entered for each function, this list allows you to select the function for which a pay is to be entered.

When the employee has more than one function, the Cumulative option is added at the bottom of the list. The Cumulative option allows you to consult the total amounts of line numbers (the sum of amounts entered for each employee function). When this option is selected, no value can be changed and the tables under the Earnings to Summary tabs have a maximum of 4 columns.

The functions included in the pay being entered are those for which the INC button has been activated upon their selection. When the button is in the up position, the values assigned to the function are set to zero and cannot be modified. When values have been entered for a function before being excluded from the calculation, the values are kept in memory in case the function needs to be included at a later time. By default, the INC button is displayed as pressed for the functions selected in the preceding List of Functions window.


Function

List of active functions for the employee. This list contains a table of Active Functions from the Employee entry window. The functions are listed here in the same order. As the pays can be entered for each function, this list allows you to select the function for which a pay is to be entered.

When the employee has more than one function, the Cumulative option is added at the bottom of the list. The Cumulative option allows you to consult the total amounts of line numbers (the sum of amounts entered for each employee function). When this option is selected, no value can be changed and the tables under the Earnings to Summary tabs have a maximum of 4 columns.

The functions included in the pay being entered are those for which the INC button has been activated upon their selection. When the button is in the up position, the values assigned to the function are set to zero and cannot be modified. When values have been entered for a function before being excluded from the calculation, the values are kept in memory in case the function needs to be included at a later time. By default, the INC button is displayed as pressed for the functions selected in the preceding List of Functions window.


Function Included in Pay

Includs amounts associated with the function in the pay being entered.

Click this button when it has been pressed to exclude the values assigned to the function from the calculation of the pay being entered. Zero is displayed in all boxes.


Department

Number of the department assigned to the selected function[display only].


Department

Number of the department assigned to the selected function[display only].


Department

Number of the department assigned to the selected function[display only].


Hours Worked

The Hours Worked group box contains the items required to enter the number of hours worked for the payroll lines most frequently used, lines 101 to 105.

Note:	The Hours Worked group box contains the types of earnings selected under the Definition tab of the Employee input window for the selected function.


Regular Hourly Rate

Number of hours worked per employee at the Regular Hourly Rate for the selected function and period. This number of hours is reported to the Hr or % column of line 102-Regular Hourly Rate under the Earnings tab.

By default, when this line is linked to the pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, this amount is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. When adding or deleting a timesheet line from the pay, the number of hours is adjusted when it is equal to the one in the Total (h) box. The number of hours is displayed according to the hour format selected in the department assigned to the function.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....


Regular Hourly Rate

Number of hours worked per employee at the Regular Hourly Rate for the selected function and period. This number of hours is reported to the Hr or % column of line 102-Regular Hourly Rate under the Earnings tab.

By default, when this line is linked to the pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, this amount is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. When adding or deleting a timesheet line from the pay, the number of hours is adjusted when it is equal to the one in the Total (h) box. The number of hours is displayed according to the hour format selected in the department assigned to the function.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....


Hourly Rate X 1.5

Number of hours worked by the employee at Hourly Rate X 1.5 for the selected function and period. This number of hours is reported in the Hr or % column of line 103-Hourly Rate X 1.5 under the Earnings tab.

By default, when a timesheet line is assigned to the pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, zero is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.


Hourly Rate X 1.5

Number of hours worked by the employee at Hourly Rate X 1.5 for the selected function and period. This number of hours is reported in the Hr or % column of line 103-Hourly Rate X 1.5 under the Earnings tab.

By default, when a timesheet line is assigned to the pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, zero is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.


Hourly Rate X 2.0

Number of hours worked by the employee at Hourly Rate X 2.0 for the selected function and period. The number of hours is reported to the Hr or % column of line 104 Hourly Rate X 2.0 under the Earnings tab.

By default, when a timesheet line is linked to a pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, zero is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.


Hourly Rate X 2.0

Number of hours worked by the employee at Hourly Rate X 2.0 for the selected function and period. The number of hours is reported to the Hr or % column of line 104 Hourly Rate X 2.0 under the Earnings tab.

By default, when a timesheet line is linked to a pay and a number of hours is displayed in the Total (h) box of the Timesheet group box, zero is displayed, otherwise the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.


Regular Earnings

Number of hours worked by the employee as Regular Earnings for the selected function and period. This number of hours is reported in the Hr or % column of line 101-Regular Earnings found under the Earnings tab. The number of hours entered in the Employee window under the Earnings tab is displayed by default. This number of hours is displayed according to the hour format selected in the department assigned to the function. Entering a number of hours for a regular salaried employee is required for employment insurance.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....


Regular Earnings

Number of hours worked by the employee as Regular Earnings for the selected function and period. This number of hours is reported in the Hr or % column of line 101-Regular Earnings found under the Earnings tab. The number of hours entered in the Employee window under the Earnings tab is displayed by default. This number of hours is displayed according to the hour format selected in the department assigned to the function. Entering a number of hours for a regular salaried employee is required for employment insurance.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....


Commissions

Number of hours worked by the employee as Commission earnings for the selected period and function. This number of hours is reported in the Hr or % column of line 105-Commissions under the Earnings tab. By default, the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....


Commissions

Number of hours worked by the employee as Commission earnings for the selected period and function. This number of hours is reported in the Hr or % column of line 105-Commissions under the Earnings tab. By default, the number of hours entered in the Employee window under the Earnings tab is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

For more information, see Payroll Entry Concept, Payroll Entry and An Input Window Is....


CCQ

The CCQ group box contains the elements required to define parameters, most likely to vary from one period to another, describing the function of the employee subject to CCQ (Commission de la construction du Québec).

This information has no impact on payroll calculation. It is however required to produce a CCQ Remittance Journal (Monthly report of the CCQ employer) in accordance with the CCQ regulations. Only one combination of these parameters is possible per function for a payroll period. A function must thus be created for each employee combination during a payroll period. In the CCQ Remittance Journal, a line is printed for each function and payroll period.


Apprentice

Current learning period when the employee is an apprentice for the selected function. The learning period entered in the Employee window under the CCQ tab is displayed by default.


Apprentice

Current learning period when the employee is an apprentice for the selected function. The learning period entered in the Employee window under the CCQ tab is displayed by default.


Occupation

Employee's trade, specialty or occupation for the selected function. The occupation entered in the Employee window under the CCQ tab is displayed by default.


Occupation

Employee's trade, specialty or occupation for the selected function. The occupation entered in the Employee window under the CCQ tab is displayed by default.


Sector

Options available to define the activity sector related to the work the employee does according to the function selected. The sector entered in the Employee window under the CCQ tab is displayed by default. Select the appropriate option.

Other =>: Select this option when the employee works in a specific sector not offered in the drop-down menu. The specific sector code must be entered in the following box.


Sector

Options available to define the activity sector related to the work the employee does according to the function selected. The sector entered in the Employee window under the CCQ tab is displayed by default. Select the appropriate option.

Other =>: Select this option when the employee works in a specific sector not offered in the drop-down menu. The specific sector code must be entered in the following box.


Sector

Sector code of the employee's occupation. It contains a maximum of 1 letter.


Region

Options available to define the region where the employee works for the selected function. The region entered in the Employee window under the CCQ tab is displayed by default. Select appropriate option.

Other =>: Select this option when the employee works in a region not offered in the drop-down menu. Thus the regional code must be entered in the following box.


Region

Options available to define the region where the employee works for the selected function. The region entered in the Employee window under the CCQ tab is displayed by default. Select appropriate option.

Other =>: Select this option when the employee works in a region not offered in the drop-down menu. Thus the regional code must be entered in the following box.


Region

Employee's regional code. It can contain up to 2 digits


Enter topic text here.


CCQ Time Bank

The CCQ Time Bank group box contains the elements required to manage the CCQ Time Bank.


Adjustment

Number of hours to add or deduct from the CCQ Time Bank.


Adjustment

Number of hours to add or deduct from the CCQ Time Bank.


Balance

Total of hours entered in the CCQ Time Bank for the selected function. Enter a number in the Adjustment box to modify the value displayed. [display only]


Balance

Total of hours entered in the CCQ Time Bank for the selected function. Enter a number in the Adjustment box to modify the value displayed. [display only]


Tips

The Tips group box contains the elements required to calculate the amount of tips received and allocated for the selected period.


Employee's Sales

Employee's tipable sales figures for the selected function. The sales amount must be considered during the period in which the tips are received, regardless of when the sales were made. This amount is used to calculate tips: for example, $1000.


Employee's Sales

Employee's tipable sales figures for the selected function. The sales amount must be considered during the period in which the tips are received, regardless of when the sales were made. This amount is used to calculate tips: for example, $1000.


Declared (Sales)

Tip amount actually received by the employee on sales entered in the preceding box less the assessed credit card usage fee. This amount is used to calculate allocated tips: for example, $75.


Declared (Sales)

Tip amount actually received by the employee on sales entered in the preceding box less the assessed credit card usage fee. This amount is used to calculate allocated tips: for example, $75.


Net Declared

The employee's net tips amount. It corresponds to the Declared (Sales) tips entered in the preceding box plus the other tips received by the employee (as valet, doorman, etc.) plus the tips received from other employees. From this amount tips remitted to other employees according to the employee-managed tip-sharing plan are subtracted. These tips are included in source deduction calculations. For example, 75 + 5 + 5 - 25 = $60 . This amount is reported in the Total column of line 303-Tips Declared for payroll calculation. The Declared (Sales) tips amount is displayed by default.


Net Declared

The employee's net tips amount. It corresponds to the Declared (Sales) tips entered in the preceding box plus the other tips received by the employee (as valet, doorman, etc.) plus the tips received from other employees. From this amount tips remitted to other employees according to the employee-managed tip-sharing plan are subtracted. These tips are included in source deduction calculations. For example, 75 + 5 + 5 - 25 = $60 . This amount is reported in the Total column of line 303-Tips Declared for payroll calculation. The Declared (Sales) tips amount is displayed by default.


Allocated (Sales)

Allocated tips correspond to the the difference between the employee's tipable sales ($1000 x 8% = $80) and the tips actually received on these sales. For example, $80 - $75  = $5 . Tips allocated thus correspond to the tips amount missing for the allocation percentage to be respected. This amount is calculated and reported in the Total column of line 305-Tips Allocated for payroll calculation. The allocation percentage used for the calculation of tips allocated is the one displayed under the Definition tab of the Employee input window.


Allocated (Sales)

Allocated tips correspond to the the difference between the employee's tipable sales ($1000 x 8% = $80) and the tips actually received on these sales. For example, $80 - $75  = $5 . Tips allocated thus correspond to the tips amount missing for the allocation percentage to be respected. This amount is calculated and reported in the Total column of line 305-Tips Allocated for payroll calculation. The allocation percentage used for the calculation of tips allocated is the one displayed under the Definition tab of the Employee input window.


Controlled

Amount of employee tips controlled by the employer. These are tips on service fees added to customers' checks. The amount is carried to the Total column of line 304 -  Tips Controlled and used in payroll calculations.


Controlled

Amount of employee tips controlled by the employer. These are tips on service fees added to customers' checks. The amount is carried to the Total column of line 304 -  Tips Controlled and used in payroll calculations.


Timesheet

The Timesheet group box contains elements required to select timesheet lines to be assigned to the pay currently being entered.


Total (h)

Total number of hours worked by the employee according to the timesheet lines assigned to the pay currently being entered. This number of hours corresponds to the number of hours entered in the Total column for lines for which the · box is selected. This number of hours is displayed according to the hour format selected in the department assigned to the function. [display only]

When a number of hours is displayed by default in this box and the employee is paid Hourly, this number of hours is reported in the Regular Hourly Rate box and the Hourly Rate X 1.5 and Hourly Rate X 2.0 boxes are reset. When adding or deleting a payroll line, the report is only produced when the number of hours in the Total (h) box equals the value in the Regular Hourly Rate box, which is the figure used by default.


Total (h)

Total number of hours worked by the employee according to the timesheet lines assigned to the pay currently being entered. This number of hours corresponds to the number of hours entered in the Total column for lines for which the · box is selected. This number of hours is displayed according to the hour format selected in the department assigned to the function. [display only]

When a number of hours is displayed by default in this box and the employee is paid Hourly, this number of hours is reported in the Regular Hourly Rate box and the Hourly Rate X 1.5 and Hourly Rate X 2.0 boxes are reset. When adding or deleting a payroll line, the report is only produced when the number of hours in the Total (h) box equals the value in the Regular Hourly Rate box, which is the figure used by default.


Incl.

Selecting this box indicates that the line is assigned to the pay and that the hours worked are to be included in the payroll calculation. When the box is selected, the number of hours in the Total column is added to the Total (h) box. Timesheet lines whose starting dates are included in the pay period are selected by default.


Start (date)

Date on which the shift starts. [display only]


Start (h)

Hour from which the employee is paid. This number of hours is displayed according to the hour format selected in the department associated with the function. [display only]


End (date)

Date on which the shift ends. [display only]


End (T)

Hour from which the employee is no longer paid. This number of hours is displayed according to the hour format selected in the department assigned to the function. [display only]


Duration (T)

Number of hours worked during the shift. When the values appear in the Start (T) and End (T) column, this value corresponds to the end time from which the beginning time is substracted according to the dates entered. This number of hours is displayed according to the time format selected in the department assigned to the function. [display only]


Function

Function occupied by the employee during the shift [display only].


Project

Number of the project to which costs associated with the hours worked are posted [display only].


Number

Reference number assigned to each pay line.


Description

Description assigned to each pay line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hre or %

When the line is in $/Pay or $/Month format, the number of hours corresponding to the amount paid as earnings to the employee in the Total column must be entered. When the line is in the $/Hour format, the number of hours worked by an employee used for the calculation must be entered. For lines 101 to 105, the number of hours entered are reported in the Hours Worked group box under the Period tab.

In the Hr or % column for lines 101 to 105, the number of hours entered in the Hours Worked group box of the Period tab appear by default; for line 108-Allocation sécurité CCQ, the number of hours worked*, for line 109-Remboursement des dépenses, the column is not available, for the other lines, the number of hours entered for the line in the Employee window are displayed. The number of hours is displayed according to the hour format selected in the department assigned to the function.

You must enter the number of hours used to calculate the total of hours worked* for the period for the employee paid Hourly. This number of hours corresponds to the total hours entered in the Hr or % column under the Earnings tab. To be included in the calculation, hours must be on a line in $/Hour format and for which the Hour box is selected in the Payroll Configuration window. Once obtained, the number of hours is transferred to the Hr or % column of the lines under the Expenses to Deductions tabs, which are in $/Hour format. The amount varying according to the number of hours worked by the employee can be calculated.


Amount

When the line is in $/Hour format, the number of hours used to calculate the line total must be entered. The amount entered for the Employee window line is displayed by default.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.


Total

When the line is in $/Hour format, the total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns the total is automatically adjusted. [display only]

When the line is in $/Pay or $/Month format, the total amount used for payroll calculation must be entered. The amount entered for the Employee window line is displayed by default. When the line is in $/Month format, the default value is not displayed when a total amount has already been entered in this column since the beginning of the month.

Amounts entered in this column are used to calculate gross earnings*. Gross earnings correspond to the total of amounts entered in the Total column of the lines under the Earnings and Expenses tabs as well as on line 107-Vacation under the Vacation tab. To be included in the the sum, the amounts must be on a line for which the amount column box has been selected in the Payroll Configuration window. Once calculated, the amount is transferred, under the Vacation to Deductions tabs, into the Amount column of the lines in % Earnings format. Thus, amounts that have to be deducted according to gross earnings received by an employee can be calculated.


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Deductions Associated with Non-Standard Payments

The Deductions Associated with Non-Standard Payments group contains deductin amounts entered under the Ded. Tab that are directly associated with special payments. For more information, see Entering Special Payments in Payroll.

Note:	This group only appears when at least one earnings line is of the Special Payment type.

Distribution of Single Payments

The Distribution of Single Payments group contains the distribution tables relative to single payments. It is possible to proceed to the distribution of the payment between the federal and provincial agencies. For more information, see Entering Special Payments in Payroll.

Note:	the Federal and Provincial tables are available once a taxable single payment earning line is entered and its total is positive.

Description of Distribution Table Columns

Amount to Distribute: According to which table is displayed, the field contains the total amount of single payments taxable at the federal or provincial level. That total must be distributed accordingly.

When modifying the total of a single-payment type line taxable at the federal level, the total distribution for the federal table is calculated. Same goes for amounts taxable at the provincial level.

Amounts of single payments are automatically entered on the line corresponding to the appropriate tax rates as stated by the respective government agency guides. You may enter said amounts on a different line to conform to specific instructions outlined in these guides.

For a more accurate calculation of federal income taxes, the amount can be entered in the Formula line upon request by an employee.

Balance to Distribute: The value of this field equals the total of distributions minus the total amount of the items in the table. The value must equal 0 (zero) for the table to be valid.


Information on Paid Holidays

The Information on Paid Holidays group box contains the elements required to enter the information on paid holidays.


Reference

Description of the paid holiday. This description can have up to 60 characters.


Reference

Description of the paid holiday. This description can have up to 60 characters.


Tip Amount

 Part of the amount of line 106-Paid Vacation paid by the employer as tips. This indemnity is notably paid for holidays or family events (wedding, birth, adoption, decease). This amount corresponds to the one on line 3- Indemnities (other than annual vacation pay) of the Tax Credit with Respect to the Reporting of Tips - TP-1029.8.33.13 form or the one on line 12 of the CO-1029.8.33.13 form. Entering this amount is used to produce the Reporting Tips - Tax Credit report.


Tip Amount

 Part of the amount of line 106-Paid Vacation paid by the employer as tips. This indemnity is notably paid for holidays or family events (wedding, birth, adoption, decease). This amount corresponds to the one on line 3- Indemnities (other than annual vacation pay) of the Tax Credit with Respect to the Reporting of Tips - TP-1029.8.33.13 form or the one on line 12 of the CO-1029.8.33.13 form. Entering this amount is used to produce the Reporting Tips - Tax Credit report.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

When the line is in $/hour format, the number of hours used to calculate the total of the line must be entered. By default, the total hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.


Amount

When the line is in $/Hour format, the hour format to use to calculate the total of the line must be entered. By default, the amount entered for the line of the Employee window is displayed.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.


Total

When the line is in $/Pay or $/Month format, the total amount to use for payroll calculation must be entered. By default, the amount entered for the line in the Employee window is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.

By default, when the province of work is Québec, the amount entered in the Controlled box under the Period tab is displayed on line 304-Tips Controlled. When the amount of this line is modified, it is transferred under the Period tab. Furthermore, the amount entered in the Net Declared box is displayed on line 303-Tips Declared and the amount entered in the Attributed (Sales) box on line 305-Tips Allocated. [display only]

When the line is in $/Hour format, the total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns, the total adjusts itself. [display only]

Under the Expenses tab, amounts entered in this column can be included in the gross earnings total.


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will adjust accordingly.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

When the line is in $/hour format, the number of hours used to calculate the total of the line must be entered. By default, the total hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department assigned to the function.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.


Amount

When the line is in $/Hour format, the hour format to use to calculate the total of the line must be entered. By default, the amount entered for the line of the Employee window is displayed.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.


Total

When the line is in $/Pay or $/Month format, the total amount to use for payroll calculation must be entered. By default, the amount entered for the line in the Employee window is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.

By default, when the province of work is Québec, the amount entered in the Controlled box under the Period tab is displayed on line 304-Tips Controlled. When the amount of this line is modified, it is transferred under the Period tab. Furthermore, the amount entered in the Net Declared box is displayed on line 303-Tips Declared and the amount entered in the Attributed (Sales) box on line 305-Tips Allocated. [display only]

When the line is in $/Hour format, the total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns, the total adjusts itself. [display only]

Under the Expenses tab, amounts entered in this column can be included in the gross earnings total.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Employer Contributions

The Employer Contributions group box presents a table used to enter the percentages of earnings and amounts required to calculate the vacation amounts the employee accumulates for the current period.  The table has up to 3 lines: the employer's contribution lines 404-Vacation on Salary Due, 405-Vacation on Commission Due and 406-Vacation on Tips Due. Each line has up to 8 columns.


Total Vacation to Pay

Total vacation amount the employee accumulates for the pay period. This amount corresponds to the sum of amounts entered in the Total column of this group's table for the selected function.


Total Vacation to Pay

Total vacation amount the employee accumulates for the pay period. This amount corresponds to the sum of amounts entered in the Total column of this group's table for the selected function.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

The gross earnings percentage used to calculate the line's total must be entered. By default, the percentage entered for the line in the Employee window is displayed.


Amount

Amount to use to calculate the line's total. Remuneration subject to vacation is displayed by default. This remuneration corresponds to the total of  amounts entered in the Total column for lines under the Earnings to Benefits tabs as well as line 107-Vacation under the Vacation tab. To be included in the calculation, amounts must be on a line whose Vac. box is selected in the Payroll Configuration window. Furthermore, for the amount on line 107-Vacation to be included in the calculation, the remittance mode must be Cumulative.


Total

The total is calculated by multiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns, the total adjusts itself. [display only]


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Earnings

The Earnings group box contains a table in which you can enter the number of hours and amounts required for the calculation of vacation due the employee for the period. The table only has one earnings line, which is line 107-Vacation. This line has 8 columns.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

The gross earnings percentage used to calculate the line's total must be entered. By default, the percentage entered for the line in the Employee window is displayed.

Note: When the vacation amount is paid during a period entirely  worked by the employee the number of hours to enter is zero (0).


Montant

This column is unavailable because the line is in $/pay.


Total

Total amount of vacation earnings payable for the period. When the vacation remittance mode is Cumulative, the total amount to use for payroll calculation must be entered. When the vacation remittance mode is Remitted or CCQ, the total of amounts entered in the Total colum of  lines 404 to 406 Vacation on… is displayed by default.

When the Termination vacation remittance mode is selected the amount of the Accumulated Vac. box is reset to zero and transferred to the Total column in order to empty the vacation bank.

The amounts entered in this column can be included in the gross earnings total.


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Accumulated Vacation

The Accumulated Vacation group box contains the elements required to enter the reference date to calculate the vacation payable and consult the vacation amounts the employee can accumulate.

When consulting a pay, the Accumulated Vacation group box presents the amount of vacation accumulated in real time and not the amount of vacation accumulated upon entering the selected pay.


Reference Date

Reference year termination date used by the company to calculate the amount to pay for its employees annual leave. Acording to An Act respecting labour standards (N-1.1)  in Québec, this date is usually April 30th unless otherwise determined by an agreement between the company and its employees.

Modification of this date applies to all employees.

By default, the DD/MM/YY format is displayed. Clicking Reference Date displays the Calendar input window used to select a date. For more information, see Using the Calendar and Defining the Date Format.


Reference Date

Reference year termination date used by the company to calculate the amount to pay for its employees annual leave. Acording to An Act respecting labour standards (N-1.1)  in Québec, this date is usually April 30th unless otherwise determined by an agreement between the company and its employees.

Modification of this date applies to all employees.

By default, the DD/MM/YY format is displayed. Clicking Reference Date displays the Calendar input window used to select a date. For more information, see Using the Calendar and Defining the Date Format.


Mode

Options available to define the remittance mode of vacation amounts for this function and pay period. The mode entered in the Employee (Definition tab) window is displayed by default. Selecting the appropriate option initializes the vacation amounts and recalculates them according to the new selection.

Cumulative: Vacation amount due to the employee for this period. This is the total of amounts entered in the Total column of lines lines 404 to 406 Vacation on… added to the amount entered in the Accumulated Vac. box.

Remitted: Vacation amount due to the employee for this period is paid on the pay currently being entered. This is the total of amounts entered in the Total column of lines 404 to 406 Vacation on… transferred into the Total column of line 107-Vacation.

CCQ: Vacation amount due to the employee for this period is posted and immediately deducted for remittance to the CCQ. This is the total of amounts entered in the Total column of lines 404 to 406 Vacation on… transferred into the Total column of line 107-Vacation and line 807-CCQ Vacation.

Note:	The CCQ option is displayed when the CCQ box is selected in the Function Options group box in the Employee input window.

Termination: All vacation amounts due to an employee are paid including those cumulated on the pay currently entered. This is the amount entered in the Accumulated Vac. box, which is reset to zero and the value transferred into the Total column of line 107-Vacation for this function.

Hint:  When an employee is terminated, click Vacation Due upon Termination. For more information, see Vacation Due upon Termination.


Mode

Options available to define the remittance mode of vacation amounts for this function and pay period. The mode entered in the Employee (Definition tab) window is displayed by default. Selecting the appropriate option initializes the vacation amounts and recalculates them according to the new selection.

Cumulative: Vacation amount due to the employee for this period. This is the total of amounts entered in the Total column of lines lines 404 to 406 Vacation on… added to the amount entered in the Accumulated Vac. box.

Remitted: Vacation amount due to the employee for this period is paid on the pay currently being entered. This is the total of amounts entered in the Total column of lines 404 to 406 Vacation on… transferred into the Total column of line 107-Vacation.

CCQ: Vacation amount due to the employee for this period is posted and immediately deducted for remittance to the CCQ. This is the total of amounts entered in the Total column of lines 404 to 406 Vacation on… transferred into the Total column of line 107-Vacation and line 807-CCQ Vacation.

Note:	The CCQ option is displayed when the CCQ box is selected in the Function Options group box in the Employee input window.

Termination: All vacation amounts due to an employee are paid including those cumulated on the pay currently entered. This is the amount entered in the Accumulated Vac. box, which is reset to zero and the value transferred into the Total column of line 107-Vacation for this function.

Hint:  When an employee is terminated, click Vacation Due upon Termination. For more information, see Vacation Due upon Termination.


Accumulated Vacation

The Accumulated Vacation group box presents a table used to consult the amounts related to vacation. The table is composed of 3 columns.

Note:	No calculation is made in the table when the vacation remittance mode selected is Remitted or CCQ for vacation amounts are not cumulative: they are remitted as they are accrued to the employee or CCQ.


Accumulated Vac.

Vacation due employee including amounts from the current year. This amount represents the amount of vacation to pay to the employee since the first day worked until today minus the amount of vacation paid to date. [display only]

This amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero -7) to the last period from which the system subtracts total of line 107-Vacation from period 0 (zero) to the last period.

The vacation to pay* amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero) to the appropriate period.

The vacation paid* amount corresponds to the total of line 107 Vacation from period 0 (zero) to the appropriate period.

When the remittance mode is Cumulative, the sum of the amounts entered in the Total column of lines 404 to 406 Vacation on… of the pay currently entered is included in the amount entered in the Accumulated Vac. box.

When the remittance mode is Termination, the amount entered in the Accumulated Vac. box is reset and reported in the Total column of line 107-Vacation of the pay currently entered.

During the payroll year-end procedure, the amount entered in the Accumulated Vac. box is reported to the opening balance of the new year's line 404-Vacation on Salary Due.


DD/MM/YY

Vacation accrued by the employee as of the reference date. This amount represents the employee's vacation to pay amount since the first day worked until the reference date from which the vacation paid amount before the reference date is subtracted. [display only]

This amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero) to the reference date from which the total of line 107-Vacation from period 0 (zero) to the reference date is subtracted.

When the year of the reference date preceeds the current legal year, the amount represents the cumulated vacation at the end of the preceding year thus including all vacation amounts payable as well as those paid during the preceding year. When the reference date is prior to the date on which the current period ends, zero (0) is displayed.

Note:	DD/MM/YY reflects the date entered in the Reference Date box.


Balance Due

Vacation amount due to the employee. This amount represents the vacation to pay to an employee since the first day worked until the reference date from which the vacation paid amount until today is deducted. Thus, the amount entered in the DD/MM/YY box from which the vacation paid amount between the reference date and today is deducted. [display only]

This amount corresponds to the total of lines 404 to 406 Vacation on… from period 0 (zero) to the reference date from which the total of line 107-Vacation from period 0 (zero) to the last period is deducted.

When the reference date's year preceeds the current calendar year, the amount represents the vacation due at the end of the preceding period, thus including all the vacation amounts payable during the preceding year. When the reference date precedes the date on which the current period ends, zero (0) is displayed.

Vacation amounts paid included in the current paycheck are deducted from the Balance Due when entering the next pay.


Definable Fields

The Definable Fields group box presents a table containing the elements required to enter the data defined in the Payroll Configuration window. This same table is available and modifiable in the Employee input window. Each line represents a field, thus data to enter. Each line is divided into 3 columns.


Description

Description assigned to the input box describing the valid data [display only].


Function/Employee

Value of the data as related to the employee or function. Only one of the two columns is available. When the Function column is available, the cumulative amount of all the functions is displayed in the Employee function.

Note: This information has no effect on the calculation of the pay. It is for informations purposes only.


Function/Employee

Value of the data as related to the employee or function. Only one of the two columns is available. When the Function column is available, the cumulative amount of all the functions is displayed in the Employee function.

Note: This information has no effect on the calculation of the pay. It is for informations purposes only.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

When the line is in $/hour format, the number of hours used to calculate the line's total must be entered. By default, the total of hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department associated with the function.

When the line is in % earnings format, the percentage of gross earnings used to calculate the total must be entered. By default, the percentage entered for the Employee window line is displayed.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.


Amount

Amount used to calculate the line's total. When the line is in $/Hour format, the hour amount entered for the Employee window line is displayed by default. When the line is in % Earnings format, the gross earnings amount is displayed by default.

For line 409 -CSST Provisions(or line 410 -WCB Provisions), the remuneration subject to CSST (or WCB) is displayed by default. This remuneration corresponds to the total of amounts entered in the Total column of the lines under the Earnings to Contributions tabs. To be included in the calculation, the amounts must be on a line whose box in the CSST (or WCB) column is selected in the Payroll Configuration window.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.


Total

When the line is in $/Hour or % Earnings format, the total is calculated by mutiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns the total adjusts automatically. [display only]

When the line is in $/Pay or $/Month format, the total amount used for payroll calculation must be entered. By default, the amount entered for the Employee window line is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

When the line is in $/hour format, the number of hours used to calculate the line's total must be entered. By default, the total of hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department associated with the function.

When the line is in % earnings format, the percentage of gross earnings used to calculate the total must be entered. By default, the percentage entered for the Employee window line is displayed.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.


Amount

Amount used to calculate the line's total. When the line is in $/Hour format, the hour amount entered for the Employee window line is displayed by default. When the line is in % Earnings format, the gross earnings amount is displayed by default.

For line 409 -CSST Provisions(or line 410 -WCB Provisions), the remuneration subject to CSST (or WCB) is displayed by default. This remuneration corresponds to the total of amounts entered in the Total column of the lines under the Earnings to Contributions tabs. To be included in the calculation, the amounts must be on a line whose box in the CSST (or WCB) column is selected in the Payroll Configuration window.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.


Total

When the line is in $/Hour or % Earnings format, the total is calculated by mutiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns the total adjusts automatically. [display only]

When the line is in $/Pay or $/Month format, the total amount used for payroll calculation must be entered. By default, the amount entered for the Employee window line is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.

For line 807-CCQ Vacation, when CCQ is selected as the vacation remittance mode, the total of line 404-Vacation due on Earnings is displayed so that the vacation amount to pay to the employee is remitted to the CCQ.


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

When the line is in $/hour format, the number of hours used to calculate the line's total must be entered. By default, the total of hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department associated with the function.

When the line is in % earnings format, the percentage of gross earnings used to calculate the total must be entered. By default, the percentage entered for the Employee window line is displayed.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.


Amount

Amount used to calculate the line's total. When the line is in $/Hour format, the hour amount entered for the Employee window line is displayed by default. When the line is in % Earnings format, the gross earnings amount is displayed by default.

For line 409 -CSST Provisions(or line 410 -WCB Provisions), the remuneration subject to CSST (or WCB) is displayed by default. This remuneration corresponds to the total of amounts entered in the Total column of the lines under the Earnings to Contributions tabs. To be included in the calculation, the amounts must be on a line whose box in the CSST (or WCB) column is selected in the Payroll Configuration window.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.


Total

When the line is in $/Hour or % Earnings format, the total is calculated by mutiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns the total adjusts automatically. [display only]

When the line is in $/Pay or $/Month format, the total amount used for payroll calculation must be entered. By default, the amount entered for the Employee window line is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Format

Format in which the information required for payroll calculation must be entered. This format is specified when creating pay lines in the Payroll Configuration window.


Hr or %

When the line is in $/hour format, the number of hours used to calculate the line's total must be entered. By default, the total of hours worked for the period is displayed. This number of hours is displayed according to the hour format selected in the department associated with the function.

When the line is in % earnings format, the percentage of gross earnings used to calculate the total must be entered. By default, the percentage entered for the Employee window line is displayed.

Note:	The Hr or % column is not available when the line is in $/Pay or $/Month format.


Amount

Amount used to calculate the line's total. When the line is in $/Hour format, the hour amount entered for the Employee window line is displayed by default. When the line is in % Earnings format, the gross earnings amount is displayed by default.

For line 409 -CSST Provisions(or line 410 -WCB Provisions), the remuneration subject to CSST (or WCB) is displayed by default. This remuneration corresponds to the total of amounts entered in the Total column of the lines under the Earnings to Contributions tabs. To be included in the calculation, the amounts must be on a line whose box in the CSST (or WCB) column is selected in the Payroll Configuration window.

Note:	The Amount column is not available when the line is in $/Pay or $/Month format.


Total

When the line is in $/Hour or % Earnings format, the total is calculated by mutiplying the values entered in the Hr or % and Amount columns. When modifying the Hr or % and Amount columns the total adjusts automatically. [display only]

When the line is in $/Pay or $/Month format, the total amount used for payroll calculation must be entered. By default, the amount entered for the Employee window line is displayed. When the line is in $/Month format, the default value is not displayed when a total amount has been entered in this column since the beginning of the month.

For line 807-CCQ Vacation, when CCQ is selected as the vacation remittance mode, the total of line 404-Vacation due on Earnings is displayed so that the vacation amount to pay to the employee is remitted to the CCQ.


Project

Number of the project to which the amount entered on this line is assigned. Selecting a project in this column may affect the Project Management table under the Summary tab. For more information, see Cost Analysis and the Payroll Application.

The Undefined project is displayed by default. Clicking Project displays the Select a project list window used to select a project from those already created. For more information, see Creating Projects and Fields Linking to Other Fields.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Source Deductions

The Source Deductions presents a table displaying the support payment amount to deduct from the employee's pay. Each line of the four group boxes represents a pay line and is composed of a maximum of 4 columns.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Total

Total amount of source deductions or employer contributions for the period. A calculated amount is displayed by default.

The amount displayed by default is calculated based on an equation, constants and variables displayed in the government tables and earning amount subject to each contribution. For example, for line 901-Federal Income Taxes, earnings subject to federal income taxes are used. This remuneration corresponds to the sum of the amounts entered in the Total column of all lines, except those of the Deductions tab which are subtracted. To be included in the calculation, the amounts must be on a line which Fed. column box is selected in the Payroll Configuration window.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Employer Contributions

The Employer Contributions groups box presents a table displaying the support payment amount to deduct from the employee's pay. Each line of the four group boxes represents a pay line and is composed of a maximum of 4 columns.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Total

Total amount of employer contributions due for the period. The amount calculated is displayed by default.

The amount displayed by default is calculated using an equation, constants and variable displayed in the government tables and subject earnings as the case may be. For example, for line 901-Federal Income Tax, earnings subject to federal income tax are used. These earnings correspond to the addition of amounts from the Total column of all lines, except those under the Deductions tab, which are subtracted. To be included in the calculation, amounts must be on a line for which the Fed. column is selected in the Payroll Configuration window.

For line 408-HSF, these are QPP earnings to which the employee's exemption percentage is applied if appropriate.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Source Deductions - Income Taxes

The Source Deductions - Income Taxes groups box presents a table displaying the support payment amount to deduct from the employee's pay. Each lineepresents a pay line and is composed of a maximum of 4 columns.


Number

Number of the reference assigned to each payroll line.


Description

Description assigned to the amount assigned to each payroll line.


Total

Total amount of employer contributions due for the period. The amount calculated is displayed by default.

The amount displayed by default is calculated using an equation, constants and variable displayed in the government tables and subject earnings as the case may be. For example, for line 901-Federal Income Tax, earnings subject to federal income tax are used. These earnings correspond to the addition of amounts from the Total column of all lines, except those under the Deductions tab, which are subtracted. To be included in the calculation, amounts must be on a line for which the Fed. column is selected in the Payroll Configuration window.

For lines 901-Federal Income Tax and 902-Provincial Income Tax, the total includes additional tax amounts withheld as entered under the File tax in the Employee window. These additional tax amounts are spead out equally over the functions included in the pay.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Source Deductions - Support Payments

The Source Deductions - Support Payments groups box presents a table displaying the support payment amount to deduct from the employee's pay. Each lineepresents a pay line and is composed of a maximum of 4 columns.


Number

Number of the reference assigned to each payroll line..


Description

Description assigned to the amount assigned to each payroll line.


Total

Total amount of employer contributions due for the period. The amount calculated is displayed by default.

The amount displayed by default is calculated using an equation, constants and variable displayed in the government tables and subject earnings as the case may be. For example, for line 901-Federal Income Tax, earnings subject to federal income tax are used. These earnings correspond to the addition of amounts from the Total column of all lines, except those under the Deductions tab, which are subtracted. To be included in the calculation, amounts must be on a line for which the Fed. column is selected in the Payroll Configuration window.

For line 906-Support Payments, the parameters entered in the Employee window are used to which are added up to 50% of gross earnings, if appropriate.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Support Payments

The Support Payments group contains elements required to validate amounts and comments related to support payments.


Total Source Deductions

Amount withheld for support payments for the the pay period for the selected function. [display only].

Click Total Withheld from Pay to display the View Support Payment Amounts where you can modify the amount and comment.


Total Source Deductions

Amount withheld for support payments for the the pay period for the selected function. [display only].

Click Total Withheld from Pay to display the View Support Payment Amounts where you can modify the amount and comment.


…

Displays the View Support Payment Amounts window where you can modify the amount withheld for each employee for support payments for the pay perio and define a comment to the amount when it differs from the one entered in the Emoployee window.

Note: An amount modified in this window is posted to the Total column of line 906-Support Payments.


Insurable Hours- EI

The Insurable Hours - EI group contains a table for entering the number of EI-insurabel hours that the employee accumulated for the period for the function selected. Each line represents one period; however, when the the period has a frequency of every two weeks or twice monthly, it represents a week. Each line has 3 columns.


Description

Description assigned to the number of hours for this line. The description is Week # of the pay period when the frequency is every two weeks or twice monthly, otherwise it is Total for the Period.


Number of Hours

Total EI-insurable hours for the pay period. This number of hours is displayed according to the time format selected in the department assigned to the function.

When the pay frequency is every two weeks or twice monthly, this number of hours is divided by two (2) to give the weekly amount. When the number of hours is modified on the line, the one on the second line adjusts to keep the same total.

The number of hours displayed by default corresponds to the total number of hours entered in the Hr or % column of the lines under the Earnings and Expenses tabs as well as on line 107-Vacation under the Vacation tab. To be included in the sum, the hours must be on a line whose box in the EI Hour collumn has been selected in the Payroll Configuration window and whose amount in the Total collumn is other than zero (0) as to be insurable the hours must represent an insurable amount.

Note: No calculation is made when the employee is exempt from employee insurance.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Net Earnings (function)

The Net Earnings (function) group contains elements required for consulting the net earnings amount for the selected function.


Amount

Amount that the employee receives as net earnings for the selected function. The net earnings (function) represents the gross earnings less withholdings and source deductions plus any expense reimbursements for the selected function. [display only]

Note: It is normal that the net earnings differs by a few dollars from the amount calculated manually using paper forms and government tables.


Amount

Amount that the employee receives as net earnings for the selected function. The net earnings (function) represents the gross earnings less withholdings and source deductions plus any expense reimbursements for the selected function. [display only]

Note: It is normal that the net earnings differs by a few dollars from the amount calculated manually using paper forms and government tables.


Function-linked Banks

The Function-linked Banks group box contains a table for entering values in to be stored in the HR Banks for the current period. Each line represents an Hr Bank linked to the selected function. Each line has seven columns.


Number

Number of the reference assigned to the HR Bank [display only].


Description

Description assigned to the amount assigned to the HR Bank [display only].


Format

HR Bank format. It correponds to the options selected in the Format and  Payroll or Batch (Frequency) in the HR Bank entry window. [display only]


%

Percentage of hours, days or an amount to use in calculating the total for the line. The percentage entered for the HR Bank in the Employee window is displayed by default.

Note: The % column is available when the entry mode % pay is selected for the HR Bank.


Amount/Hours/Days

Amount, number of hours or number of days to use in calculating the total for the line. The total of amounts, number of hours or days entered for the payroll lines linked to the HR Bank is displayed by default. .

Note: The MAmount/Hours/Days column is available when the % pay is selected for the HR Bank.


Total

When the % pay mode is selected for the HR Bank, the total is calculated by multiplying the values entered in the % and Amount/Hours/Days columns. When a change is made in the % and Amount/Hours/Days columns, the total adjusts accordingly. [display only]

When the per pay or per month entry mode is selected for the HR Bank, a value must be entered for the bank. The value entered for the line in the Employee window is displayed by default. When the per month mode is selected for the HR Bank, the default value doesn't appear when a total value has already been entered in the for this column at the beginning of the month.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


Employee-linked Banks

The Employee-linked Banks group box contains a table where you can entere the values to be stored in the HR Banks for the current periods. Each line represents an Hr Bank linked to the employee. Each line has seven column. The functions of these columns are identical to those of the Function-linked Banks table.


Number

Number of the reference assigned to the HR Bank [display only].


Description

Description assigned to the amount assigned to the HR Bank [display only].


Format

HR Bank format. It correponds to the options selected in the Format and  Payroll or Batch (Frequency) in the HR Bank entry window. [display only]


%

Percentage of hours, days or an amount to use in calculating the total for the line. The percentage entered for the HR Bank in the Employee window is displayed by default.

Note: The % column is available when the entry mode % pay is selected for the HR Bank.


Amount/Hours/Days

Amount, number of hours or number of days to use in calculating the total for the line. The total of amounts, number of hours or days entered for the payroll lines linked to the HR Bank is displayed by default. .

Note: The MAmount/Hours/Days column is available when the % pay is selected for the HR Bank.


Total

When the % pay mode is selected for the HR Bank, the total is calculated by multiplying the values entered in the % and Amount/Hours/Days columns. When a change is made in the % and Amount/Hours/Days columns, the total adjusts accordingly. [display only]

When the per pay or per month entry mode is selected for the HR Bank, a value must be entered for the bank. The value entered for the line in the Employee window is displayed by default. When the per month mode is selected for the HR Bank, the default value doesn't appear when a total value has already been entered in the for this column at the beginning of the month.


M (modified)

This box is selected as soon as a default value is modified in a pay line. Clearing this box displays the line's default values.

Caution: Values on lines whose box is selected are not adjustable. For example, the federal income tax amount to deduct is modified. When modifying another value that could have an impact on it, federal income tax is not recalculated. It is the same situation when a contribution varying according to a number of hours is modified. If the number of hours is changed afterward, the contribution amount will not adjust accordingly.


OK

Posts the values entered on payroll line107-Vacation and makes adjustments according to the vacation hours taken and the values under the Earnings and Expenses tabs of the Payroll Entry window displayed for further editing.


Cancel

Cancels the selection, closes the window and displays the Payroll Entry window.


Accumulated Vacation

The Accumulated Vacation group box contains the information regarding the reference date used to calculate vacation pays.


Reference Date

End of the company's reference year as it pertains to employees' vacation calculation.

The reference date entered in the Reference Date box of the Payroll Entry window under the Vacation tab is displayed by default. Any modification made to the Reference Date box of the Vacation Pay window is posted to the Reference Date of the Payroll Entry window and applies to all employees.

Clicking Reference Date displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Reference Date

End of the company's reference year as it pertains to employees' vacation calculation.

The reference date entered in the Reference Date box of the Payroll Entry window under the Vacation tab is displayed by default. Any modification made to the Reference Date box of the Vacation Pay window is posted to the Reference Date of the Payroll Entry window and applies to all employees.

Clicking Reference Date displays the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Function

The Function group contains information for identifying the function.


Function

The Function group contains information for identifying the function. [display only]


Dep.

Dep.: Number of the department assigned to the employee's function [display only].


Accumulated Vacation

The Accumulated Vacation group displays the information relating to vacation amounts. The values it contains are identical to those found in Payroll Entry under Vacation in the Accumulated Vacation group.


Vac. YTD

Amount of vacation due the employee, including all amounts for the current year. This amount equals the amount of vacation to be paid to the employee from his or her first day of work through the current date, minus the amount of vacation paid to date. [display only]


To DD/MM/YY

Amount of vacation accumulated by the employee as of the reference date. This amount equals the amount of vacation to be paid to the employee from his or her first day of work through the current date, minus the amount of vacation paid to date. [display only]

Note:	DD/MM/YY represents the date entered in the Reference Date box.


Balance Due

Amount of vacation due the employee. This amount equals the amount of vacation to be paid to the employee from his or her first day of work through the reference date, minus the amount of vacation paid to date. Thus it equals the amount entered in To DD/MM/YY minus the amount of vacation paid between the reference date and the current date. [display only]

The contents of the box is updated at the next payroll entry operation.


Vacation Pay

The Vacation Pay group displays the columns where information pertaining to amounts of vacation to be paid and corresponding hours to be entered.


Hour

Number of vacation hours taken. That value is then substracted from the number displayed in the Hrs. Wkd column. The entered value is also posted to the Hr. or % column of line 107-Vacation of the Payroll Entry window under Vacation. The value appears in the time format selected for the department associated the function.


Total

Total amount of vacation to be paid for the period. Amounts in this column are also posted to the Total column of the line 107-Vacation in the Payroll Entry window under Vacation.


M

The M box is selected as soon as a value entered by efault on the line is modified. Clearing this box displays the default value for this line. The box status is then reported in the M column of line 107-Vacation of the Payroll Entry window under Vacation.


Mode

Options available for defining the payment modes for vacation accumulated on earnings for this function in the current pay period. The entry mode in the Payroll Entry window (Vacation tab) is displayed by default.  THe Cumulative mode must appear, otherwise there would normally be no vacation amount to pay.

The selected vacation remittance mode is posted to the Mode drop-down menu of the Payroll Entry window under Vacation.


Hours Worked

The Hours Worked group contains the information needed to validate the hours worked values that enter in the calculation of the percentage applied to the default entries of the Earnings and Expenses tabs.


Hrs Wkd

Number of hours worked by the employee at the selected function during the current period.

By default, the number of insurable hours for employment insurance minus the value in the Hour column is displayed. However, the contents of Hours is not substracted from the insurable hours total if the contents of one of lines 101 to 105 is modified or the value in the Total Hours field of the timesheet is equal to the number of hours worked. The value appears in the time format selected for the department associated with the function.

The total hours worked  is used in the calculation of the percentage applied to the values under the Earnings and Expenses tabs.

For more information, see Vacation Pay.


Hrs Paid

Total number of hours paid to the employee for the function for the current period.

By default, the number of hours subject to employment insurance contributions for the period is displayed. The value appears in the time format selected for the department associated with the function. [display only]

The total hours worked is used in the calculation of the percentage applied to the values under the Earnings and Expenses tabs.

For more information, see Vacation Pay.


OK

Confirms the values entered and posts them to line 107-Vacation of the Payroll Entry window, which is diaplayed for further editing.


Cancel

Cancels the selection, closes the window and displays the Payroll Entry window.


Function

Function: Name of the employee's function [display only].


Dep.

Number of the department associated with the function [display only].


Vac. YTD

Amount of vacation due to the employee, including the current year. Zero (0) is displayed by default as the amount of accumulated vacation is posted to the Total column to be paid to the employee. The amount is adjusted when the contents of the Total column is modified. [display only]


Hour

Number of hours corresponding to the amount paid to the employee under the Total column. By default  the number of hours corresponding to the accumulated vacation is reset to zero as these hours are not usually worked. Values of this column are posted to the Hr or % column of line 107-Vacation of the Payroll Entry window under Vacation. Values are displayed in the format selected for the department associated with the function.


Total

Total amount of vacation to be paid for the period. By default vacation to be paid for the current period is included. Values of this column are posted to the Total column of line 107-Vacation of the Payroll Entry window under Vacation.


M

The M box is selected when a value entered by default is modified on the line. The values revert to default if the box is cleared. The box status is posted to the M column of line-107 Vacation of the Payroll Entry window under Vacation.


Mode

Options defining how vacation pay amounts for the selected function and period are to be paid.

The Termination remittance mode is selected by default when Cumulative is selected in the Employee window (under Definition) for the function. When the selected remittance mode is Remitted or CCQ, it need not be modified as vacation is not accrued, being paid to the employee or CCQ weekly.

The vacation remittance mode is included in the Mode drop-down menu in the Payroll Entry window under Vacation.


OK

Confirmes the selections and displays the Payment Authorization Parameters window containing elements for the employees to whom the parameters are related.


Cancel

Cancels the selection and closes the window.


Department Range

The Department Range group contains the specifications of the range of departments covered by the payment operation.


From

Number of the first department of the range covering departments in which payments are to be authorized.

The department selected for the last payment authorization operation is displayed by default.

Clicking From displays the Select Department list window to select an existing department. For more information, see Department Creation and Linked Field.


From

Number of the first department of the range covering departments in which payments are to be authorized.

The department selected for the last payment authorization operation is displayed by default.

Clicking From displays the Select Department list window to select an existing department. For more information, see Department Creation and Linked Field.


From

Description associated to the selected department [display only].


To

Number of the last department of the range covering departments where payments are to be authorized.

The department selected for the last payment authorization operation is displayed by default.

Clicking To displays the Select Department to select an existing department. For more information, see Creating a Department and Linked Field.


To

Number of the last department of the range covering departments where payments are to be authorized.

The department selected for the last payment authorization operation is displayed by default.

Clicking To displays the Select Department to select an existing department. For more information, see Creating a Department and Linked Field.


To

Description associated to the selected department [display only].


Compatible with Department

The Compatible with Department contains information required to specify departments with which the departments of the selected range must be compatible. Only payments made to employees of compatible departments included in the range are considered.


Department

Number of the department with which the departments of the range ust be compatible for payment authorization. The selected department must not be included in the range. Only payments made to employees of compatible departments included in the range are considered.

Clicking Department displays the Select Department list window to select an existing department. For more information, see Creating a Department and Fields Linking to Other Fields.


Department

Number of the department with which the departments of the range ust be compatible for payment authorization. The selected department must not be included in the range. Only payments made to employees of compatible departments included in the range are considered.

Clicking Department displays the Select Department list window to select an existing department. For more information, see Creating a Department and Fields Linking to Other Fields.


Department

Description associated to the selected department [display only].


Frequency

Payment frequency associated with the selected department [display only].


Frequency

Payment frequency associated with the selected department [display only].


From

Beginning of the pay period associated with the selected department [display only].


From

Beginning of the pay period associated with the selected department [display only].


Issued

Issuance date of the first pay associated with the selected department [display only].


Issued

Issuance date of the first pay associated with the selected department [display only].


Payment Properties

The Payment Properties group contains information needed to select the mode and format of the payment to authorize.


Mode of Payment

Mode of Payment: Options specifying the payment mode to authorize. Select the desired option from the drop-down menu.

Note:	The mode of payment displayed by default is selected in the Employee window under Employee Info. in the Mode field.

Note:	The Direct Deposit and Convert: Direct Deposit · Check options are available once Direct Deposit is selected in Payroll Configuration.

Check: Payments are authorized for employees for whom Check is the mode selected in the Employee input window.

Direct Deposit: Payments are authorized for employees for whom Direct Deposit is the mode selected in the Employee input window.

Convert: Direct Deposit · Check: Payments are authorized for employees for whom Direct Deposit is the mode selected in the Employee input window but needs payment in the form of a check for the current period.


Mode of Payment

Mode of Payment: Options specifying the payment mode to authorize. Select the desired option from the drop-down menu.

Note:	The mode of payment displayed by default is selected in the Employee window under Employee Info. in the Mode field.

Note:	The Direct Deposit and Convert: Direct Deposit · Check options are available once Direct Deposit is selected in Payroll Configuration.

Check: Payments are authorized for employees for whom Check is the mode selected in the Employee input window.

Direct Deposit: Payments are authorized for employees for whom Direct Deposit is the mode selected in the Employee input window.

Convert: Direct Deposit · Check: Payments are authorized for employees for whom Direct Deposit is the mode selected in the Employee input window but needs payment in the form of a check for the current period.


Payment Format

Formats available for issuing payroll payment. Select the appropriate option.

Multiple Payment (One Payment per Function per Period): Displays the Employee Payment Authorization input window that shows one payment per period for each of the selected employee's function. When producing the payroll, a payment (either check or direct deposit) and a stub are issued for each function and every period.

Single Payment (Group Functions Contained in One Period): Displays the Employee Payment Authorization input window that shows a single payment per period including all functions. When producing the payroll, a single payment (either check or direct deposit) with a single total of all the employee's functions is issued with one stub per function.

Note:	Payments linked to functions from different departments linked to different bank accounts cannot be aggregated.


Payment Format

Formats available for issuing payroll payment. Select the appropriate option.

Multiple Payment (One Payment per Function per Period): Displays the Employee Payment Authorization input window that shows one payment per period for each of the selected employee's function. When producing the payroll, a payment (either check or direct deposit) and a stub are issued for each function and every period.

Single Payment (Group Functions Contained in One Period): Displays the Employee Payment Authorization input window that shows a single payment per period including all functions. When producing the payroll, a single payment (either check or direct deposit) with a single total of all the employee's functions is issued with one stub per function.

Note:	Payments linked to functions from different departments linked to different bank accounts cannot be aggregated.


Print Tyep

The Print Type group contains the available print format for authorized payments.


Print on Form

Selecting this option prints employee payments on paper check forms once payment is authorized.


Print List of Payments to Issue

Selecting this option produces a List of Checks or a List of Direct Deposits to Produce report once payments are authorized. It equates to printing the payments.


Select a Pay

Displays the Payrolls window allowing you to select a pay from those already entered for consultation or modification.


Delete a Pay

Deletes the selected pay. This command is available as along as the selected pay has not been included in a payroll journal or a remittance.


First Pay

Displays the pay with the lowest sorting key value. The pays are initially sorted by employee number then period number.


Previous Pay

Displays the pay with the sorting key value that precedes the one currently displayed. The pays are initially sorted by employee number then period number.


Payroll suivante

Displays the pay with the sorting key value that follows the one currently displayed. The pays are initially sorted by employee number then period number.


Dernière paie

Displays the pay with the highest sorting key value. The pays are initially sorted by employee number then period number.


Payment

The Payment group box includes the elements required to consult the status of the employee payment associated with the selected pay for the selected function.

Note: 	The payment mode used to issue the employee pay associated with the selected payroll run appears after the name of the Payment group. When no payment has been authorized for the selected pay, Payment: None is displayed.


Bank

Bank: Number of the account assigned to the financial institution used for paying the employee [display only].


Bank

Bank: Number of the account assigned to the financial institution used for paying the employee [display only].


Number

Check or direct deposit number of the employee payment associated with the selected pay. When the employee payment is a check, this number comes from the Number column of the Payment Authorization window. [display only]


Number

Check or direct deposit number of the employee payment associated with the selected pay. When the employee payment is a check, this number comes from the Number column of the Payment Authorization window. [display only]


Select Employee Payment

Displays the Employee Payment window where you can select a payment from those created for consultation or modification.


Delete Direct Deposit

Deletes the selected direct deposit.

Note: The Delete Direct Deposit is available when the selected payment is a direct deposit that has not been included in a payroll journal.


First Employee Payment

Displays the employee payment with the lowest sorting key value according to the selected payment mode.

The employee payments are first sorted by employee number then by period and finally by the payment number when the employee has multiple functions remunerated individually.


Previous Employee Payment

Displays the employee payment with the sorting key value preceding the one for the payment currently displayed according to the selected payment mode.

The employee payments are first sorted by employee number then by period and finally by the payment number when the employee has multiple functions remunerated individually.


Next Employee Payment

Displays the employee payment with the sorting key value following the one for the payment currently displayed according to the selected payment mode.

The employee payments are first sorted by employee number then by period and finally by the payment number when the employee has multiple functions remunerated individually.


Last Employee Payment

Displays the employee payment with the highest sorting key value according to the selected payment mode.

The employee payments are first sorted by employee number then by period and finally by the payment number when the employee has multiple functions remunerated individually.


Transaction is a Check

This button is pressed when the employee payment selected is a check [indicator].


Transaction is a Direct Depost

This button is pressed when the employee payment selected is a direct deposit [indicator].


Check Voided

This button is pressed when the selected check has been voided [indicator].


Reprint Employee Payment

Reprints the paycheck or direct deposit slip for the selected employee payment.


Changing the Check Number

Allows you to assign a new number to the check displayed. This number must be unique; no two checks on the same bank account can share the same number. The check number can have up to 7 digits.

Note: This command is available when the selected payment is a check that has not been included in a payroll journal.


Go Back to the List

Saves the payment, closes the window and displays the Payrolls list window.


Selected Mode of Payment

Payment mode for the selected employee payment [indicator].


Employee

Number of the employee linked with the selected payment [display only].

Clicking Employee displays the Select Employee Payment list window to select an existing employee payment for consultation or modification.

For more information regarding employee payments, see Payment Authorization Parameters, Authorizing Employee Payments by Check or Authorizing Employee Payments by Direct Deposit.


Employee

Number of the employee linked with the selected payment [display only].

Clicking Employee displays the Select Employee Payment list window to select an existing employee payment for consultation or modification.

For more information regarding employee payments, see Payment Authorization Parameters, Authorizing Employee Payments by Check or Authorizing Employee Payments by Direct Deposit.


First Name

First name of the employee linked to the selected payment [display only].


Last Name

Last name of the employee linked to the selected payment [display only].


Period

Entry period of the selected employee payment [display only].


Period

Entry period of the selected employee payment [display only].


Issued

Issuance date of the selected employee payment [display only].


Issued

Issuance date of the selected employee payment [display only].


Bank

Number of the General Ledger account assigned to the financial institution used for the selected employee payment [display only].


Bank

Number of the General Ledger account assigned to the financial institution used for the selected employee payment [display only].


Number

Number of the selected check or direct deposit. When a check is selected, the number is reported from the Number column of the Employee Payment Authorization window. [display only]

Note:	Click Change Check Number to assign a new number to the payment made by check not included in a payroll journal.


Number

Number of the selected check or direct deposit. When a check is selected, the number is reported from the Number column of the Employee Payment Authorization window. [display only]

Note:	Click Change Check Number to assign a new number to the payment made by check not included in a payroll journal.


Amount

Amount paid to the employee. The value is reported from the Net Earnings column [display only].


Amount

Amount paid to the employee. The value is reported from the Net Earnings column [display only].


Table

The Detail of Earnings table displays the selected employee's payment data. Each line corresponds to one of the employee's function covered by the payment. Functions are sorted according to the Active Functions table (Employee window, Function tab). A line has 4 columns.

No: Number of the department associated with the employee's function [display only].

Department: Description of the selected department [display only].

Function: Name of the employee's function [display only].

Net Earnings: Net earnings of the employee for the selected function [display only].

Net earnings are reported from the Amount column of the Details of Earnings table of the Employee Payment Authorization window.


Sort By

The Sort by option groups together all elements needed to select the sorting order of employees to be included in the report. Select the appropriate option.


Employee

Employee: Sorts by employee number, then department number and finally by function number (Function tab, Employee window).


Sorting Key

Sorts employees by the sorting key assigned to the employee, then by employee number, department number and finally by function number (Fonction tab, Employee window).


Department

Sorts employees by department number, then by employee number and finally by function number (Fonction tab, Employee window).


Options

The Options group box contains elements required to select elements to be included in the report.


Page Break after Each Employee

Selecting this box inserts a page break between each employee.

Note: 	The Page Break after Each Employee option is available when the Specific option is selected in the List Type group box.


Group Functions by Employee

Select this box to produce a report in which each element represents one employee. Not selecting this option results in a report where each element represents a function. Employee information will thus be repeated for each function.

Note: 	The Group Functions by Employee box is available when the Employee or Sorting Key option is selected in the Sort by group box and when the Summary or Detailed option is selected in the List Type group box.


List Type

The List Type group box contains elements required to select the format of the List of Employees report. Select the appropriate option.


Summary

Produces a report that shows the employee number, department number, function name, sorting key assigned to the employee, the employee's first and last name and telephone number.

For more information, see  Description of Lists of Employees Reports or Function of the Payroll Report Window.


Detailed

Produces a report that shows the employee's address, in addition to elements in the Summary-type report.

For more information, see  Description of Lists of Employees Reports or Function of the Payroll Report Window.


Specific

Produces a report that shows elements selected in the Items group box in addition to elements in the Summary-type report. In addition, employees included in the report can be limited using selection criteria.

For more information, see  Description of Lists of Employees Reports or Function of the Payroll Report Window.


Labels

Produces labels with each employee's name, number and address.

Note:	This information only appears once for each employee even if the employee occupies multiple functions.

For more information, see  Description of Lists of Employees Reports or Function of the Payroll Report Window.


Mail Merge

Produces a mail merge file with fields selected in the Fields group box. This file is compatible with word processing and electronic spreadsheet programs allowing you to create custom mailings.

For more information, see  Description of Lists of Employees Reports or Function of the Payroll Report Window.


Range

The Range group box contains elements for defining the range of employees or departments to be included in the report.


Include

Options available for defining the specific type of employees to be included in the report. Select the appropriate option.


Include

Options available for defining the specific type of employees to be included in the report. Select the appropriate option.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint:	To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint:	To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint:	To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint:	To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


All

Select this option to include all employees in the report.


Filter

The Filter group box contains the elements required to select criteria for including employees in the report. Only employees that meet the criteria will be included in the report.


Employee Group

Select this option and enter the number of the employee group to include in the report.

Click Employee Group to display the Select an Employee Group window to select an employee group from the list. For more information, see Creating Employee Groups and Fields Linking to Other Fields.


Employee Group

Select this option and enter the number of the employee group to include in the report.

Click Employee Group to display the Select an Employee Group window to select an employee group from the list. For more information, see Creating Employee Groups and Fields Linking to Other Fields.


All

Select this option to include all employees.


Fields

The Fields group box contains all elements needed to select information to include in the report. The options correspond to certain fields in the Employee window (Employee Info. and Function tabs). Select the appropriate option.


Items

The Items group box contains elements needed to select information to be included in the report. The options mainly correspond to group boxes and tabs of the Employee window.


Information

Information: Select this box to include information contained in the Address, Telephone, Internet and SIN fields (Employee Info. tab) as well as the department's name and number, function name, region number and comments.


Personal

Select this box to include information contained in the Personal Information group box (Employee Info. tab) except the social insurance number.


Dates

Select this box to include information contained in the Dates group box (Employee Info. tab).


Definable Fields

Select this box to include information contained in the Definable Fields group box (Definition tab).


Fed./Prov. Income Tax

Select this box to include information contained in the Federal Income Tax and Provincial Income Tax and Additional Contribution group boxes (File tab).


Calculation Method

Select this box to include information contained in the  Calculation Method group box (File tab) and in the Vacation box (Definition tab).


Pay Frequency

Select this box to include pay frequency, the number of pay periods, the pay period beginning and ending dates and the date on which the first paycheck was issued for the department associated with the function (File tab, Department window ).


Support Payments

Select this box to include information contained in the Support Payments group box (File tab).


Number of Hours

Select this box to include information contained in the  Hours column (Earnings tab) for payroll lines 101 to 105.


Tips

Select this box to include information in the Tips box of the Options group box of the function in question and also in the Tips group box (Definition tab).


Direct Deposit

Select this box to include information contained in the  Payment group box (Employee Info. tab) when the Direct Deposit option is activated.


CCQ

Select this box to include information in the CCQ box of the Options group box of the function in question and in the CCQ and  Benefits - Insurance group box (CCQ tab).


Union

Select this box to include information in the Union box of the Options group box of the function in question and in the Union group box (Definition tab).


Earnings

Select this box to include information contained in the Format and Amount columns (Earnings tab).


Detailed Reimb. of Expenses

Select this box to include information contained under the Expenses tab.


Taxable Benefits

Select this box to include information contained under the Benefits tab.


Employer Contrib.

Select this box to include information contained under the Contr. tab.


CCQ Employer Contrib.

Select this box to include information contained under the CCQ Contr. tab.


Employee Ded.

Select this box to include information contained under the Ded. tab.


CCQ Employee Ded.

Select this box to include information contained under the CCQ Ded. tab.


HR Banks

Select this box to include information contained under the HR Banks tab.


All

Select this box to include all the elements in the Items group box.


Labour-sponsored Invest. Funds

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box is has been selected.


Selection Criteria

The Selection Criteria group box contains all the elements needed to select employee criteria for inclusion in the report. Only employees that meet the criteria will be included in the report. The options correspond to fields in the Employee window (Definition tab).

Note:	The Selection Criteria group box is displayed when the Specific option is selected in the List Type group box.


Earnings Type

Select the earnings types to be included in the report. Only employees with the selected earnings type will be included in the report.


Regular

Earnings type that the employee must have to be included in the report. Only employees with the box of the same name selected in the Earnings Type (Definition tab) will be included in the rerport.


Hourly

Select this box when the employees must have the hourly earnings type to be included in the report. Only employees with the box of the same name selected in the Earnings Type (Definition tab) will be included in the rerport.


Commissions

Select this box when the employees must have the commissions earnings type to be included in the report. Only employees with the box of the same name selected in the Earnings Type (Definition tab) will be included in the rerport.


All

Select this box to included all employees in the report regardless of earnings type.


Region

Select the region of the employees to be included in the report. Only employees whose number entered in the Region box in the Calculation Method group box (Definition tab) corresponding to the one entered in the Region box will be included in the report. Leaving the box empty will include all employees regardless of region.


Region

Select the region of the employees to be included in the report. Only employees whose number entered in the Region box in the Calculation Method group box (Definition tab) corresponding to the one entered in the Region box will be included in the report. Leaving the box empty will include all employees regardless of region.


CCQ

Criterion for including employees in the report. Only employees for whom the CCQ box  is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box is has been selected.


CCQ

Criterion for including employees in the report. Only employees for whom the CCQ box  is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box is has been selected.


Union

Criterion for including employees in the report. Only employees for whom the Union box  is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box is has been selected.


Union

Criterion for including employees in the report. Only employees for whom the Union box  is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box is has been selected.


Direct Deposit

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


Direct Deposit

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box  has been selected.


Tips

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


Tips

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


Auto Benefits

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


Auto Benefits

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


RRSP

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


RRSP

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


Labour-sponsored Invest. Funds

Criterion for including employees in the report. Only employees for whom the box corresponding to this criterion is selected in the Options group box of the function in question (Definition tab) will be included in the report. Select the appropriate option.

Yes:  Only employees with this box selected will be included in the report.

No: Only employees for whom this box has not been selected will be included in the report.

All: All employees will be included in the report regardless of whether or not this box has been selected.


Sort by

The Sort by group box contains elements needed to select the sorting order of the departments included in the report. Select the appropriate option.


Department

Sorts the departments by number.


Sorting Key

Adds the Sorting Key column and sorts the departments by the assigned sorting keys.


Include

The Include group box contains the elements necessary to select items for inclusion in the report.

Note: The Include group box is available when the Detailed option is selected in the List Type group box.


Page Break After Each Department

Select this box to insert a page break between each department.


Range

The Range group box contains elements required to define the range of departments.


Range

The Range group box contains elements for defining the range of employees or departments to be included in the report.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint: To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint: To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint: To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the employees or departments defining the range. Only employees whose number falls in the range or who work in a department within the range will be included in the report. The type of range depends on the option selected in the Sort by group box.

Hint: To include a single employee or department in the report, leave the To box blank.

Click From or To to display the Select Employee or Select Department window to select an employee or department from the list. For more information, see Employee Creation, Department Creation and Fields Linking to Other Fields.


All

Select this option to include all employees in the report.


List Type

The List Type group box contains elements required to select the format of the List of Employees report. Select the appropriate option.


Summary

Produces a report that shows the employee number, department number, function name, sorting key assigned to the employee, the employee's first and last name and telephone number.

For more information, see  Description of List of Employees Reports or Function of the Payroll Report Window.


Detailed

Produces a report that shows the employee's address, in addition to elements in the Summary-type report.

For more information, see  Description of List of Employees Reports or Function of the Payroll Report Window.


Sort by

The Sort by group box contains elements required to select the sorting order for timesheets in the report. Select the appropriate option.


Employee

Sorts timesheets by employee number.


Sorting Key

Sorts timesheets by the sorting key assigned to each employee.


Department

Sorts timesheets by department number.


Range

The Range group box contains elements required to define a range of employees.

Note:	The Range group box is available when the employee or Sorting Key option is selected in the Sort by group box.


From, To

Select this option and enter the numbers of the first and last employee in the range. Only timesheet for employees in this range will be included in the report.

Hint	To inlude only one employee in the report, leave the To box empty.

Click From or To to display the Select an Employee window from which to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the numbers of the first and last employee in the range. Only timesheet for employees in this range will be included in the report.

Hint	To inlude only one employee in the report, leave the To box empty.

Click From or To to display the Select an Employee window from which to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the numbers of the first and last employee in the range. Only timesheet for employees in this range will be included in the report.

Hint	To inlude only one employee in the report, leave the To box empty.

Click From or To to display the Select an Employee window from which to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the numbers of the first and last employee in the range. Only timesheet for employees in this range will be included in the report.

Hint	To inlude only one employee in the report, leave the To box empty.

Click From or To to display the Select an Employee window from which to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.


All

Select this option to include all employees in the range.


Departments

The Departments group box contains all the elements required to define the range of departments to be included in the report.


From, To

Select this option and enter the number of the first and last department to be included in the report. Only timesheets for employees whose functions fall within this range of departments will be included in the report.

Note:	Only departments compatible with the one selected in the From box or with the one entered in the Compatible with the Department will be included in the report.

Hint	To include a single department in the report, leave the To box empty.

Click From or To to display the Select a Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the first and last department to be included in the report. Only timesheets for employees whose functions fall within this range of departments will be included in the report.

Note:	Only departments compatible with the one selected in the From box or with the one entered in the Compatible with the Department will be included in the report.

Hint	To include a single department in the report, leave the To box empty.

Click From or To to display the Select a Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the first and last department to be included in the report. Only timesheets for employees whose functions fall within this range of departments will be included in the report.

Note:	Only departments compatible with the one selected in the From box or with the one entered in the Compatible with the Department will be included in the report.

Hint	To include a single department in the report, leave the To box empty.

Click From or To to display the Select a Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the first and last department to be included in the report. Only timesheets for employees whose functions fall within this range of departments will be included in the report.

Note:	Only departments compatible with the one selected in the From box or with the one entered in the Compatible with the Department will be included in the report.

Hint	To include a single department in the report, leave the To box empty.

Click From or To to display the Select a Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


From, To

Select this option and enter the number of the first and last department to be included in the report. Only timesheets for employees whose functions fall within this range of departments will be included in the report.

Note:	Only departments compatible with the one selected in the From box or with the one entered in the Compatible with the Department will be included in the report.

Hint	To include a single department in the report, leave the To box empty.

Click From or To to display the Select a Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


All

Select this option to include all departments in the range. Only timesheets fro employees whose functions fall in the compatible departments within the defined range will be included in the report.

Note:	Only a department compatible with the one with the lowest number or the selected in the Compatible with the Department box will be included in the report.


Compatible with the Department

Select this box and enter the number of the department with which the departments in the range must be compatible in order to be included in the report. This department does not have to be included in the range.

Double-click in this box to display the Select a Department window from which you can select a department from the list. For more information, see Department Creation and Fields Linking to Other Fields.


Compatible with the Department

Select this box and enter the number of the department with which the departments in the range must be compatible in order to be included in the report. This department does not have to be included in the range.

Double-click in this box to display the Select a Department window from which you can select a department from the list. For more information, see Department Creation and Fields Linking to Other Fields.


List Type

The List Type group box contains elements required to select the format for List of Timesheets reports. Select the appropriate option.


Summary

Produces a report that shows the number, sorting key, first and last name and telephone number of each employee as well as the total hours. When the Department option is selected in the the Sorting Key group box, the report presents the number and description of each department as well as total hours.

For more information, see Description of Lists of Timesheets Reports or Function of the Payroll Report Window.


Detailed

To the the elements in the Summary report, this adds the number and description of each department as well as the name and function.

For more information, see Description of Lists of Timesheets Reports or Function of the Payroll Report Window.


Complete

To the elements of the Detailed report, this report adds the detailes of each time line (starting date, starting time, ending date, ending time and duration).

For more information, see Description of Lists of Timesheets Reports or Function of the Payroll Report Window.


Type of Hours

The Type of Hours group box contains elements required to select the  type of hours used in the report. Select the appropriate option.


Hours Paid

Presents payroll lines associated with a pay, thus those for which a paycheck has been entered and added to the Period column, which displays the number of the period to which the payroll line is associated. The Periods group box thus becomes available.


Hours on Hold

Presents payroll lines not associated with a payroll running. These are lines that have not been included in a payroll run. The Date groups box becomes available.


Periods

The Periods group box contains elements required to define a range of periods for inclusion in the report.

Note: The Periods group box is available when the Hours Paid option is selected in the Type of Hours group box.


From, To

Select this option and enter the start and end periods for the range.

Hint: To include a single period in the report, leave the To box empty.

Click From or To to display the Pay Period Selection window where you can select a period according to the  period beginning and check issue dates. For more information, see Fields Linking to Other Fields.


From, To

Select this option and enter the start and end periods for the range.

Hint: To include a single period in the report, leave the To box empty.

Click From or To to display the Pay Period Selection window where you can select a period according to the  period beginning and check issue dates. For more information, see Fields Linking to Other Fields.


From, To

Select this option and enter the start and end periods for the range.

Hint: To include a single period in the report, leave the To box empty.

Click From or To to display the Pay Period Selection window where you can select a period according to the  period beginning and check issue dates. For more information, see Fields Linking to Other Fields.


From, To

Select this option and enter the start and end periods for the range.

Hint: To include a single period in the report, leave the To box empty.

Click From or To to display the Pay Period Selection window where you can select a period according to the  period beginning and check issue dates. For more information, see Fields Linking to Other Fields.


From, To

Select this option and enter the start and end periods for the range.

Hint: To include a single period in the report, leave the To box empty.

Click From or To to display the Pay Period Selection window where you can select a period according to the  period beginning and check issue dates. For more information, see Fields Linking to Other Fields.


All

Select this option to include all periods in the range.


Date

The Date group box contains all elements required to define the range of dates to include in the report.

Note: The Date group box is available when the Hours on Hold option is selected in the Type of Hours group box.


From

Beginning date for the range of dates to be included in the report.

Click From to display the Calendar window to select a date. For more information, see Using the Calendar and Defining the Date Format.


From

Beginning date for the range of dates to be included in the report.

Click From to display the Calendar window to select a date. For more information, see Using the Calendar and Defining the Date Format.


To

The ending date for the range to be included in the report.

Click From to display the Calendar window to select a date. For more information, see Using the Calendar and Defining the Date Format.


To

The ending date for the range to be included in the report.

Click From to display the Calendar window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Include

Options available for defining the specific type of employees to be included in the report. Select the appropriate option.


Total Hours

Select this box to add a line showing the total hours.


Employees Without Timesheets

Select this box to include employees having no time lines in the Timesheet window.


Comments

Select this box to add a column showing comments entered for each time line.

Note: The Comments box is available when the Complete option is selected in the List Type group box.


Format

The Format group box contains the elements required to select the time format for report hours.


Date

The Date group box contains all elements required to define the range of dates to include in the report. Select appropriate option.

Example: According to the minute format, 12:50 is 12 hours and 50 minutes. In the decimal format, 12.5 rather means 12 hours and a half (or 12 hours and thirty minutes).


Format

Options available to define the time format for report. Select appropriate option.

Example: According to the minute format, 12:50 is 12 hours and 50 minutes. In the decimal format, 12.5 rather means 12 hours and a half (or 12 hours and thirty minutes).


Filter

The Filter group box contains the elements required to select criteria for including employees in the report. Only employees that meet the criteria will be included in the report.


Employee Group

Select this option and enter the number of the employee group to include in the report.

Click Employee Group to display the Select an Employee Group window to select an employee group from the list. For more information, see Creating Employee Groups and Fields Linking to Other Fields.


Employee Group

Select this option and enter the number of the employee group to include in the report.

Click Employee Group to display the Select an Employee Group window to select an employee group from the list. For more information, see Creating Employee Groups and Fields Linking to Other Fields.


Employee Group

Select this option and enter the number of the employee group to include in the report.

Click Employee Group to display the Select an Employee Group window to select an employee group from the list. For more information, see Creating Employee Groups and Fields Linking to Other Fields.


All

Select this option to include all employees.


Type

The Type group box contains elements required to select the type of report to produce. Select the appropriate option.


Summary

Produces a report that shows the number and amount of pays printed and those to be printed rendering possible the production of other types of reports.


Summary Consultation

Produces a report that shows a summary entry for each pay logged affecting a Bank-type account as well as the temporary Net Earnings account.


Detailed Consultation

Produces a report that shows, for each paycheck issued, a detailed entry where each account affected by the amount appears. Pays issued by check affect Bank category accounts while pays issued by direct deposit affect a temporary Net Earnings account. Finally, an entry for the total amount issued by direct deposit is made.


Report (summary transfer)

Runs the Payroll Journal procedure by making entries as presented in the Summary Consultation report.

Caution: Once completed, the procedure cannot be reversed.


Report (detailed transfer)

Runs the Payroll Journal procedure by posting entries as they are presented in the Detailed Consultation.

Caution: Once completed, the procedure cannot be reversed.

For more information, see Payroll Journal Description or Function of the Payroll Journal.


Period

The Period group box contains the elements required to select the last period to be included in the report. All entires not included in the Payroll Journal procedure and that relate to a pay issued in or before the selected period will be included in the report.


Up to Period

Number of the last pay period to be included in the report.

Click Up to Period to display the Pay Period Selection window to select a period according to the starting date and the check issue date. For more information, see Periods.

Note: The periods displayed in the Pay Period Selection window vary according to the department with which the compatibility test was perfomed.


Up to Period

Number of the last pay period to be included in the report.

Click Up to Period to display the Pay Period Selection window to select a period according to the starting date and the check issue date. For more information, see Periods.

Note: The periods displayed in the Pay Period Selection window vary according to the department with which the compatibility test was perfomed.


Departments

The Departments group box contains the elements required to define the range of departments.


From

Select this option to define a department range.

Number of the department starting the department range.

Clicking From displays the Select Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


From

Select this option to define a department range.

Number of the department starting the department range.

Clicking From displays the Select Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


From

Select this option to define a department range.

Number of the department starting the department range.

Clicking From displays the Select Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


To

Number of the department ending the department range.

Note: Only a department compatible with the one selected in the From field or in the Compatible with  Department fields will be included in the report.

Hint: To include a single department in the report, leave the To box empty.

Clicking To displays the Select Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


To

Number of the department ending the department range.

Note: Only a department compatible with the one selected in the From field or in the Compatible with  Department fields will be included in the report.

Hint: To include a single department in the report, leave the To box empty.

Clicking To displays the Select Department window where you can select a department from the list. For more information, see  Department Creation and Fields Linking to Other Fields.


All

Select this option to include all departments in the range. Only entries related to the function occupied in a compatible department will be included in the report.

Note: Only a department compatible with the one with the lowest number or the one selected in the Compatible with Department box will be included in the report.


Compatible with Department

Select this box and enter the number of the department with which departments in the range must be compatible in order to be included in the report.

This reference department does not have to be included in the range.

Double-click in the field to display the Select Department window to select a department from the list. For more information, see Department Creation and Fields Linking to Other Fields.


Compatible with Department

Select this box and enter the number of the department with which departments in the range must be compatible in order to be included in the report.

This reference department does not have to be included in the range.

Double-click in the field to display the Select Department window to select a department from the list. For more information, see Department Creation and Fields Linking to Other Fields.


Options

The Options group box contains elements required to assign a password to the report.


Protect Report using a Password

Select this box to assign a password to the report. Once assigned, the password will be required to view the report in the editor.


Type of transfer of entries included in the report

The Type of transfer for entries included in report group box contains parameters for selecting the destination for the entries included in the report. Select the appropriate option.


Post report entries to the General Ledger

Transfers entries from the report to the General Ledger.


Transfer report entries into a file

Transfers entries into a file. This file can be recovered in another company where the accounting is done or sent to someone responsible for the accounting.


Transfer to another Accounting System

Select this box when the file is created to be imported in an accounting system other than Acomba.

Note: The Transfer to another accounting system box is available when the Transfer report entries into a file option is selected.


Include Chart of Accounts

Select this box to include the chart of accounts in the file.


No Transfer

Select this option when no entry transfer is required.

Hint: To prevent the Transfer Type window from being displayed, clear the Transfer to the General Ledger box in the Payroll Configuration window.


OK

Confirms selections made and starts transferring entries to the General Ledger application.

Caution: Once started the procedure cannot be cancelled.


Cancel

Stops the payroll running, cancels selections made and closes the window.

Note: The payroll journal procedure will have to be restarted from the beginning.


Entry Transfer Options

The Type of transfer for entries included in report group box allows you to select the manner in which the entries will be transferred to the General Ledger application. Select the appropriate option.


Into the current period (number of the current accounting period)

Transfers entries into the current period in the General Ledger application. Entries transferred in this manner remain available in the Transactions list window.


Into the Preceding Period (number of the preceding accounting period)

Transfers entries into the preceding accounting period in the General Ledger application. Entries transferred in this manner remain available in the Transactions list window.

Note: This option is available when the current period in the General Ledger is greater than 1.


Into a Batch

Transfers entries into a batch in the General Ledger application for posting at a later time. Entries transferred in this manner are available in the Batch entry window and in the Transactions list window under the Batch and Description (Batch) tabs in the General Ledger application.


Batch Number

Number of the batch into which the entries are to be transferred.

Note:	The Repetitive option for the selected batch must not be selected in the Batch entry window.

Click Batch Number to display the Select a Batch window when you can select a batch from the list. For more information, see Batch Concept and Fields Linking to Other Fields.

Note:	The Batch Number box is available when the Into a batch option is selected.


Batch Number

Number of the batch into which the entries are to be transferred.

Note: The Repetitive option for the selected batch must not be selected in the Batch entry window.

Click Batch Number to display the Select a Batch window when you can select a batch from the list. For more information, see Batch Concept and Fields Linking to Other Fields.

Note: The Batch Number box is available when the Into a batch option is selected.


OK

Confirms selections made and starts transferring entries to the General Ledger application.

Caution: Once started the procedure cannot be cancelled.


Cancel

Stops the payroll running, cancels selections made and closes the window.

Note: The payroll journal procedure will have to be restarted from the beginning.


Date

The Date group box contains the elements required to enter dates of the period identified in the report.


Beginning Date

Starting date for the period covered by the report.

Click Beginning Date to display the Calendar window used to select a date. For more information, see Using the Calendar and Defining the Date Format.


Beginning Date

Starting date for the period covered by the report.

Click Beginning Date to display the Calendar window used to select a date. For more information, see Using the Calendar and Defining the Date Format.


Ending Date

Ending date for the period covered by the report and until which the pay's issue date must be included to be included in the reoprt.

Click Ending Date to display the Calendar window used to select a date. For more information, see  Using the Calendarand Defining the Date Format.


Ending Date

Ending date for the period covered by the report and until which the pay's issue date must be included to be included in the reoprt.

Click Ending Date to display the Calendar window used to select a date. For more information, see  Using the Calendarand Defining the Date Format.


Bank

The Bank group box contains the elements required to enter the account of the financial institution used to pay the remittance.


Bank Account

Number of the financial institution account from which is deducted the the support payment remittance.

Click Bank Account to display the Select Bank Account window used to select a Bank category account among those already created. For more information, see Fields Linking to Other Fields.


Bank Account

Number of the financial institution account from which is deducted the the support payment remittance.

Click Bank Account to display the Select Bank Account window used to select a Bank category account among those already created. For more information, see Fields Linking to Other Fields.


Type

The Type group box contains the elements required to select the type of report to produce.


View Remittance

Produces a report presenting the amounts to remit to the government. Remittances are grouped per employee for the period selected..


Produce Remittance

Produces and prints the required form to be sent to the government as well as the report to include in your files. The report is also archived and pay periods included in the report are excluded from the next remittance journal.


Contacts

The Contacts group box contains the elements required to enter contact persons regarding support payments in the company.


Payroll Agent

First and last name of the person who signs the required form. They correpond to the first and last name entered in the support payment's deduction notice. This box contains a maximum of 30 characters.


Payroll Agent

First and last name of the person who signs the required form. They correpond to the first and last name entered in the support payment's deduction notice. This box contains a maximum of 30 characters.


Contact

First and last name of the person with whom the ministère du Revenu du Québec can communicate with regarding support payment remittance. This box contains a maximum of 30 characters.


Contact

First and last name of the person with whom the ministère du Revenu du Québec can communicate with regarding support payment remittance. This box contains a maximum of 30 characters.


Authorization No.

Authorization number beginning by "fc", which allows the accountant who belongs to an accounting firm to transmit his or her clients' CCQ monthly report over the Internet.


Authorization No.

Authorization number beginning by "fc", which allows the accountant who belongs to an accounting firm to transmit his or her clients' CCQ monthly report over the Internet.


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New Record of Employment

Clears all boxes except those containing information related to the company and allows the productions of a new record of employment. For more information, see What is a Record of Employment?, How to Produce a Record of Employment? and An Input Window Is....


Select Employee

Displays the Select Employee list window used to select an  employee among those already created to display his or her information in order to produce his ore her record of employment.


Print Setup

Displays the Default Print Settings window used to select the record of employment's print parameters.


Printing the Record of Employment

Prints the information required to fill out the Record of Employment (ROE) form.

When the Laser Printing HRSDC box is selected, a .ROE file readable by the HRSDC software is created.

For more information, refer to What is a Record of Employment?, How to Produce a Record of Employment? and Input Window Is....


Printing the Record of Employment

Prints the information required to fill out the Record of Employment (ROE) form.

When the Laser Printing HRSDC box is selected, a .ROE file readable by the HRSDC software is created.

For more information, refer to What is a Record of Employment?, How to Produce a Record of Employment? and An Input Window Is....


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Employee

Number of the employee whose record of employment information is displayed.

Click Employee to display the Select Employee list window to select an existing employee.

For more information on the Record of Employement window, see What is a Record of Employment, How to Produce a Record of Employment and An Input Window Is....


Employee

Number of the employee whose record of employment information is displayed.

Click Employee to display the Select Employee list window to select an existing employee.

For more information on the Record of Employement window, see What is a Record of Employment, How to Produce a Record of Employment and An Input Window Is....


Employee

First and last name of the selected employee [display only].


Unused Periods (current year)

Number of the unused periods of the current year. An unused period corresponds to a pay period for which no pay has been issed to any company employee. These periods must be excluded from record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example: The first of the current year was issued in an additional period created in the previous year. Thus the first period of the current year is considered unused.


Unused Periods (current year)

Number of the unused periods of the current year. An unused period corresponds to a pay period for which no pay has been issed to any company employee. These periods must be excluded from record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example: The first of the current year was issued in an additional period created in the previous year. Thus the first period of the current year is considered unused.


Unused Periods (current year)

Number of the unused periods of the current year. An unused period corresponds to a pay period for which no pay has been issed to any company employee. These periods must be excluded from record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example: The first of the current year was issued in an additional period created in the previous year. Thus the first period of the current year is considered unused.


Unused Periods (previous year)

Number of unused periods in the previous year. An unused period corresponds to a pay period for which no pay was issued for any company employee. These periods must be excluded from the record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example: The last pay for the pevious year was brought forward and issued in the first period of the current year. Thus, the last period of the previous year is an unused period.

Note: This box is displayed when the employee has received a pay durring the previous year.


Unused Periods (previous year)

Number of unused periods in the previous year. An unused period corresponds to a pay period for which no pay was issued for any company employee. These periods must be excluded from the record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example: The last pay for the pevious year was brought forward and issued in the first period of the current year. Thus, the last period of the previous year is an unused period.

Note: This box is displayed when the employee has received a pay durring the previous year.


Unused Periods (previous year)

Number of unused periods in the previous year. An unused period corresponds to a pay period for which no pay was issued for any company employee. These periods must be excluded from the record of employment calculations. The number of periods entered for an employee in the same department is displayed by default.

Example: The last pay for the pevious year was brought forward and issued in the first period of the current year. Thus, the last period of the previous year is an unused period.

Note: This box is displayed when the employee has received a pay durring the previous year.


Laser Printing (HRSDC)

Select this box when the HRSDC laser pringing program is used to print the record of employment. Thus the Folder and Browse buttons are displayed.

For more information, see What is a Record of Employment?.


Folder

This is the folder in which the .ROE file must be saved. Then the Folder box is empty, the file is saved in C:\.

Click Folder to display the Browse for Specific Folder window from which you can select the appropriate folder.

Note:	The Folder box is displayed when Laser Printing (HRSDC) is selected.


Folder

This is the folder in which the .ROE file must be saved. Then the Folder box is empty, the file is saved in C:\.

Click Folder to display the Browse for Specific Folder window from which you can select the appropriate folder.

Note:	The Folder box is displayed when Laser Printing (HRSDC) is selected.


Browse

Click this button to display the Browse for Specific Folder window to find and select a folder containing the .ROE file to be saved.

Note: The Browse button is displayed when Laser Printing (HRSDC) is selected.


HRSDC Web Printing

Select this box to use the HRSDC ROE Web production methods. The Website and Default buttons become available.

For more information, see How to Produce a Record of Employment.


Web Site

Address of the HRSDC Web site from which you can transfer to the .BLK file via Internet.


Web Site

Address of the HRSDC Web site from which you can transfer to the .BLK file via Internet.


Default

Click this button to display the default address for the HRSDC Web site.


Designated Region – Best 14 Weeks

Select this box when the company produces a record of employment for an employee living in one of the 23 EI regions targeted by the HRSDC's Best 14 Weeks pilot project. For ROEWeb, the number of period sent corresponds to project standards and for the record of employment, a button has been added under the Box 15C tab providing for the printing of the additional periods to be transmitted.


Enter topic text here.


INS-2106

Versions of ROE Supported

Versions of the Record of Employment (ROE) (INS-2106) on which you can print directly using a dot matrix printer.


INS-2106

Versions of ROE Supported

Versions of the Record of Employment (ROE) (INS-2106) on which you can print directly using a dot matrix printer.


Box 2

Serial Number of ROE Amended or Replaced

When the record of employment is produced to modify or replace information provided on a previously filed Record of Employment (ROE), enter the serial number found on the filed Record of Employment (ROE) form.

Note: All the boxes of the new record of employment must be filled in, even those not targeted by modifications.


Box 2

Serial Number of ROE Amended or Replaced

When the record of employment is produced to modify or replace information provided on a previously filed Record of Employment (ROE), enter the serial number found on the filed Record of Employment (ROE) form.

Note: All the boxes of the new record of employment must be filled in, even those not targeted by modifications.


Box 3

Employer's Payroll Reference Number

Reference number identifying the employee in the company. This reference number can have a maximum of 15 characters. The information displayed in the Number box of the Employee window is displayed by default.


Box 3

Employer's Payroll Reference Number

Reference number identifying the employee in the company. This reference number can have a maximum of 15 characters. The information displayed in the Number box of the Employee window is displayed by default.


Box 4

Employer's Name and Address

Box 4 contains the elements required to enter the employer's coordinates. The information entered under the Company tab of the Company Information window is displayed by default.

Caution: The employer's name and address must be as they appear on the Remittance Form - Statement of Account for Current Source Deductions (PD7A) from the CRA.


Name

Name of the company. The company's name can have up to 40 characters. The information entered in the Name box (Company tab, Company Information window) is displayed by default.


Name

Name of the company. The company's name can have up to 40 characters. The information entered in the Name box (Company tab, Company Information window) is displayed by default.


Address

Street name and number where the head office or branch is located. The address can have up to 30 characters. The information from the Address box (Company tab, Company Information window) is displayed by default.


Address

Street name and number where the head office or branch is located. The address can have up to 30 characters. The information from the Address box (Company tab, Company Information window) is displayed by default.


City

Name of the city and province in which the head office or branch is located. The name can have up to 30 characters. The information entered in the City box (Company tab, Company Information window) is displayed by default.


City

Name of the city and province in which the head office or branch is located. The name can have up to 30 characters. The information entered in the City box (Company tab, Company Information window) is displayed by default.


Country

Code for the country in which the head office or branch is located. The code can have up to 2 characters. The information entered in the Country box (Company tab, Company Information window) is entered by default.

Click Country to display the Select Country list window from which you can select a country from those created. For more information, see Fields Linking to Other Fields.


Country

Code for the country in which the head office or branch is located. The code can have up to 2 characters. The information entered in the Country box (Company tab, Company Information window) is entered by default.

Click Country to display the Select Country list window from which you can select a country from those created. For more information, see Fields Linking to Other Fields.


Country

Description associated with the selected country code [display only].


Box 5

CRA Payroll Account Number (BN)

Business number (BN) used when remitting employee employment insurance contributions to the CRA. The business number has 15 characters. The business number selected in the Source Deduction Account (File tab, Employee window) used for the employee when running the last payroll is displayed by default.

Note: When the employee has changed deduction accounts during the past year, the rate most recently used is displayed. The former rate must be entered in box 18 – Comment.


Box 5

CRA Payroll Account Number (BN)

Business number (BN) used when remitting employee employment insurance contributions to the CRA. The business number has 15 characters. The business number selected in the Source Deduction Account (File tab, Employee window) used for the employee when running the last payroll is displayed by default.

Note: When the employee has changed deduction accounts during the past year, the rate most recently used is displayed. The former rate must be entered in box 18 – Comment.


Box 6

Pay Period Type

Box 6 groups together all elements needed to select the pay frequency for the employee.


Period

Options available to specify the pay frequency for the employee. The pay frequency assigned to the departments in which the employee occupied a function is displayed by default.

Note: When the 10 periods, 22 periods or Annually correspond to the pay frequency for the employee. A frequency other that those found in the HRSDC documentation can be entered.


Period

Options available to specify the pay frequency for the employee. The pay frequency assigned to the departments in which the employee occupied a function is displayed by default.

Note: When the 10 periods, 22 periods or Annually correspond to the pay frequency for the employee. A frequency other that those found in the HRSDC documentation can be entered.


Box 7

ZIP/Postal Code

The company's postal code. The information entered  in the Company tab of the Company Information window is displayed by default.

Do not enter spaces or upper case letters. The postal code is formatted according to the mask defined for the country selected.

Note: In the case of a U.S. ZIP Code, enter the state abbreviation followed by the ZIP Code in question.


Box 7

ZIP/Postal Code

The company's postal code. The information entered  in the Company tab of the Company Information window is displayed by default.

Do not enter spaces or upper case letters. The postal code is formatted according to the mask defined for the country selected.

Note: In the case of a U.S. ZIP Code, enter the state abbreviation followed by the ZIP Code in question.


Box 8

Social Insurance Number

The employee's social insurance number. This number has 9 digits. The information entered in the SIN box (Employee Info. tab, Employee window) is displayed by default.

Do not enter dashes or spaces between the numbers.

Caution: A valid social insurance number is required for producing a record of employment. If the SIN is unavailable, enter 000 000 000.


Box 8

Social Insurance Number

The employee's social insurance number. This number has 9 digits. The information entered in the SIN box (Employee Info. tab, Employee window) is displayed by default.

Do not enter dashes or spaces between the numbers.

Caution: A valid social insurance number is required for producing a record of employment. If the SIN is unavailable, enter 000 000 000.


Enter topic text here.


Box 9

Employee's Name and Address

Box 9 contains the elements required to enter the employee's coordinates. The information entered under the Employee Info. tab of the Employee window is displayed by default.


Name

Employee's first and last name. The employee's name can have up to 30 characters. The information entered in the Name and Surname boxes of the Employee window is displayed by default.


Name

Employee's first and last name. The employee's name can have up to 30 characters. The information entered in the Name and Surname boxes of the Employee window is displayed by default.


Address

Street name and number of the employee's address. The address can have up to 30 characters. The information entered in the Address box (Employee Info. tab, Employee window) is entered by default.


Address

Street name and number of the employee's address. The address can have up to 30 characters. The information entered in the Address box (Employee Info. tab, Employee window) is entered by default.


City

Name of the city and province in which the employee lives. The name can have up to 30 characters. The information in the City box (Employee Info. tab, Employee window) is displayed by default.


City

Name of the city and province in which the employee lives. The name can have up to 30 characters. The information in the City box (Employee Info. tab, Employee window) is displayed by default.


Country

Code for the country in which the employee lives. The code can have up to 2 characters. The information entered in the Country box  (Employee Info. tab, Employee window).

Click Country to display the Select Country list window from which you can select a country from those created. For more information, see Fields Linking to Other Fields.

Description associated with the selected country code [display only].


Country

Code for the country in which the employee lives. The code can have up to 2 characters. The information entered in the Country box  (Employee Info. tab, Employee window).

Click Country to display the Select Country list window from which you can select a country from those created. For more information, see Fields Linking to Other Fields.

Description associated with the selected country code [display only].


Country

Description associated with the selected country code [display only].


ZIP/Postal Code

Employee's postal code. The postal code entered in the Employee Info. tab of the Employee window is entered by default.

Do not enter spaces or upper case letters. The postal code is formatted according to the mask defined for the country selected.

Note:	In the case of a U.S. ZIP Code, enter the state abbreviation followed by the ZIP Code in question.


ZIP/Postal Code

Employee's postal code. The postal code entered in the Employee Info. tab of the Employee window is entered by default.

Do not enter spaces or upper case letters. The postal code is formatted according to the mask defined for the country selected.

Note:	In the case of a U.S. ZIP Code, enter the state abbreviation followed by the ZIP Code in question.


Box 10

First Day Worked

Box 10 contains the elements required to enter the first day of work for which the employee received compensation.


Date

Date of the first day for which the employee received compensation.

The date entered in the Start box (Employee Info. tab, Employee window) is displayed by default. When a record of employment has already been printed for the employee, the starting date for the first period entered upon the employee's return to work is displayed by default. Click Date to display the Calendar window to select a date. For more information, see Using the Calendar and Defining the Date Format.

Note:	You must enter a date to produce a record of employment.


Date

Date of the first day for which the employee received compensation.

The date entered in the Start box (Employee Info. tab, Employee window) is displayed by default. When a record of employment has already been printed for the employee, the starting date for the first period entered upon the employee's return to work is displayed by default. Click Date to display the Calendar window to select a date. For more information, see Using the Calendar and Defining the Date Format.

Note:	You must enter a date to produce a record of employment.


Box 11

Last Day for Which Paid

Box 11 contains the elements required to enter the last day for which the employee received compensation.


Date

Date of the last date for which the employee received compensation.

Example: 	An employee terminates employment on Wednesday and the employer grants her two days of paid leave (Thursday and Friday). Therefore the date to enter would be Friday's date.

The date entered in the Start box (Employee Info. tab, Employee window) is displayed by default. Click Date to display the Calendar window to select a date. For more information, see Using the Calendar et Defining the Date Format.

Note:	When unpaid compensation is due the employee, enter the last day for which this compensation is due.

Note:	You must enter a date in order to produce a record of employment.


Date

Date of the last date for which the employee received compensation.

Example: 	An employee terminates employment on Wednesday and the employer grants her two days of paid leave (Thursday and Friday). Therefore the date to enter would be Friday's date.

The date entered in the Start box (Employee Info. tab, Employee window) is displayed by default. Click Date to display the Calendar window to select a date. For more information, see Using the Calendar et Defining the Date Format.

Note:	When unpaid compensation is due the employee, enter the last day for which this compensation is due.

Note:	You must enter a date in order to produce a record of employment.


Box 12

Final Pay Period Ending Date

Box 12 contains elements required to enter the final pay period ending date.


Date

Final pay period ending date including the day paid as entered in box 11.

The date of the final pay period for which the employee was paid is entered by default. Click Date to display the Calendar where you can select a date. For more information, see Using the Calendar and Defining the Date Format.

Note:	You must enter a date in order to produce a record of employment.


Date

Final pay period ending date including the day paid as entered in box 11.

The date of the final pay period for which the employee was paid is entered by default. Click Date to display the Calendar where you can select a date. For more information, see Using the Calendar and Defining the Date Format.

Note:	You must enter a date in order to produce a record of employment.


Enter topic text here.


Box 13

Occupation

Name of the occupation the employee occupies in the company. The name of the employee's occupation appearing on the first line or the Active Functions table (Function tab, Employee window) is displayed by default.


Box 13

Occupation

Name of the occupation the employee occupies in the company. The name of the employee's occupation appearing on the first line or the Active Functions table (Function tab, Employee window) is displayed by default.


Box 14

Return Date

Box 14 contains the elements required to enter the date on which the employee will return to work.


Recall

Options available to specify the recall date for the employee. Select the appropriate option.

Note: When the Return Date option is selected, the Date box is displayed.


Recall

Options available to specify the recall date for the employee. Select the appropriate option.

Note: When the Return Date option is selected, the Date box is displayed.


Date

Expected date on which the employee will be recalled to work at the company.

DD/MM/YY is displayed by default. Click Date to display the Calendar window to select a date. For more information, see  Using the Calendar and Defining the Date Format.

Note: When the Return Date option is selected, you must enter a date in order to produce a record of employment.


Date

Expected date on which the employee will be recalled to work at the company.

DD/MM/YY is displayed by default. Click Date to display the Calendar window to select a date. For more information, see  Using the Calendar and Defining the Date Format.

Note: When the Return Date option is selected, you must enter a date in order to produce a record of employment.


Box 15A

Total Insurable Hours

Box 15A contains the elements required to enter the total number of insurable hours worked by the employee or remunerated over the pay  periods to be included in the record of employment.

The number of hours displayed on line Insurable Earnings - EI line (Source Ded. tab, Employee Consultation window) for the cumulative amount of the employee's functions taking into account the number of pay periods to be included and to which any hours from the previous year are added is displayed by default. The number of hours is expressed in decimal format.

To determine the number of pay period to include in the calculation, consult the Insurable Hours of the How to Complete the Record of Employment (ROE) Form from the HRSDC.

Note:	Add up the total insurable hours starting with the most recent pay period (the one including the date entered in box 11). Enter fractions of hours. Do not round amounts.


Box 15A

Total Insurable Hours

Box 15A contains the elements required to enter the total number of insurable hours worked by the employee or remunerated over the pay  periods to be included in the record of employment.

The number of hours displayed on line Insurable Earnings - EI line (Source Ded. tab, Employee Consultation window) for the cumulative amount of the employee's functions taking into account the number of pay periods to be included and to which any hours from the previous year are added is displayed by default. The number of hours is expressed in decimal format.

To determine the number of pay period to include in the calculation, consult the Insurable Hours - Instructions for Block 15A of the How to Complete the Record of Employment (ROE) Form from the HRSDC.

Note:	Add up the total insurable hours starting with the most recent pay period (the one including the date entered in box 11). Enter fractions of hours. Do not round amounts.


Box 15B

Total Insurable Earnings

Box 15B contains the elements required to enter total insurable earnings paid to the employee over the pay period to be included in the record of employment.

The amount displayed on the Insurable Earnings - EI line (Source Ded. tab, Employee Consultation window) for the cumulative amount of the employee's functions for the number of pay periods to be included and to which any amounts from the previous year are added is displayed by default.

Subsequently when amounts are entered in box 17, they are added to the amount in box 15B.

To determine the number of pay periods to include in the calculation, see Special Situations for Blocks 15B and 15C in the How to Complete the Record of Employment (ROE) Form from the HRSDC.

Note:	Add up the total insurable earnings starting with the most recent pay period (the one including the date entered in box 11). Enter the value in dollars and cents. Do not round the amount.

Note:	When the pay period included in the record of employment has no insurable earnings for the employee in question, the table in box 15C, under the Box 15C tab, must be used and the amount in box 15B is adjusted according to the changes made in the table of box 15C.


Box 15B

Total Insurable Earnings

Box 15B contains the elements required to enter total insurable earnings paid to the employee over the pay period to be included in the record of employment.

The amount displayed on the Insurable Earnings - EI line (Source Ded. tab, Employee Consultation window) for the cumulative amount of the employee's functions for the number of pay periods to be included and to which any amounts from the previous year are added is displayed by default.

Subsequently when amounts are entered in box 17, they are added to the amount in box 15B.

To determine the number of pay periods to include in the calculation, see Special Situations for Blocks 15B and 15C in the How to Complete the Record of Employment (ROE) Form from the HRSDC.

Note:	Add up the total insurable earnings starting with the most recent pay period (the one including the date entered in box 11). Enter the value in dollars and cents. Do not round the amount.

Note:	When the pay period included in the record of employment has no insurable earnings for the employee in question, the table in box 15C, under the Box 15C tab, must be used and the amount in box 15B is adjusted according to the changes made in the table of box 15C.


Box 16

Reason for Issuing This Record

Box 16 contains the elements required to enter information on the reason for employment termination.


Reason

Options available to specify the reason for issuing the Record of Employment (ROE). Select the appropriate option.

Note: When the option selected is K - Other, the resaon must be entered in box 18 - Comment under the Boxs 17 and 18 tab.


Reason

Options available to specify the reason for issuing the Record of Employment (ROE). Select the appropriate option.

Note: When the option selected is K - Other, the resaon must be entered in box 18 - Comment under the Boxs 17 and 18 tab.


For Further Information Contact

First and last name of the person with whom the HRSDC can communicate about the Record of Employment (ROE) issued. This box can contain up to 30 characters.


For Further Information Contact

First and last name of the person with whom the HRSDC can communicate about the Record of Employment (ROE) issued. This box can contain up to 30 characters.


Telephone

Telephone number of the person with whom the HRSDC can communicate concerning the Record of Employment (ROE) issued. Do not enter parentheses, dashes or spaces. The number will be formatted according to the mask defined for the country in which the company is located.


Telephone

Telephone number of the person with whom the HRSDC can communicate concerning the Record of Employment (ROE) issued. Do not enter parentheses, dashes or spaces. The number will be formatted according to the mask defined for the country in which the company is located.


Extension

Telephone extention of the person with whom the HRSDC can communicate concerning the Record of Employment (ROE) issued. This number can contain up to 4 digits.


Extension

Telephone extention of the person with whom the HRSDC can communicate concerning the Record of Employment (ROE) issued. This number can contain up to 4 digits.


Enter topic text here.


Box 15C

Only complete if there has been a pay period with no insurable earnings.

Box 15C contains the elements required to enter, by pay period, the employee's insurable earnings when a pay period included in the calculation of the record of employment has no insurable earnings.


There is a pay period without earnings

This box is selected by default  when a pay period included in the calculation of the record of employment has no insurable earnings for the employee in question.  The table for box 15C is available for consultation and modification of the default amounts for each pay period.

Caution: Box 15C must only be selected when a pay period has no insurable earnings.


Box 15C

Only complete if there has been a pay period with no insurable earnings.

Box 15C contains a table in which you can enter, per pay period, the insurable earnings for an employee when one of the periods included in the calculation of the record of employment has no insurable earnings. You can enter an amount for up to 27 periods. The table has two types of columns.

P.P.: Sequential number assigned to the pay periods beginning with the most recent. [display only].

Caution: The numbers in the P.P. column do not correspond to the pay period numbers in the the Payroll application.

To determine the number of pay periods to include in the calculation, see the table entitled Insurable Earnings - Instructions for Blocks 5B and 15C (when applicable) of the How to Complete the REcord of Employment (ROE) Form from the HRSDC.

Insurable Earnings: Insurable earnings amount paid to the employee for the pay period corresponding to the number in the P.P. column.

By default, the amount displayed on the EI - Insurable Earnings line (Source Ded. tab, Employee Consultation window) as the cumulative amount of the employee's functions accounting for the number of pay periods to be included for each appropriate period including any necessary ones from the previous year.

The sum of all the amounts entered in this column is posted to box 15B. When no earnings have been paid to the employee for the pay period, enter 0 (zero). Nil will be printed on the report.

Caution: The insurable earnings on line P.P.1 must include all insurable earnings paid or payable upon employment termination (vacation pay, notice pay, etc.) entered in box 17. By default, the amount on line P.P.1 included the amount in box 17.

Note: Enter amounts in dollars and cents. Do not round.


Designated Region – Best 14 Weeks

Select this box when the company produces a record of employment for an employee living in one of the 23 EI regions targeted by the HRSDC's Best 14 Weeks pilot project. For ROEWeb, the number of period sent corresponds to project standards and for the record of employment, a button has been added under the Box 15C tab providing for the printing of the additional periods to be transmitted.


Enter topic text here.


Box 17

Only complete if Payments or Benefits (Other than Regular Pay) Paid In or In Anticipation of the Final Pay Period or Payable at a Later Date.

Box 17 contains the elements required to enter amounts paid (other than regular pay) during the last pay period, as a provision or after the fact.


A – Vacation Pay

Amount corresponding to vacation and paid to the employee at the last period or that which is due the employee upon termination of employment. The amount entered on line 107-Vacation of the last pay issued to the employee is displayed by default.


A – Vacation Pay

Amount corresponding to vacation and paid to the employee at the last period or that which is due the employee upon termination of employment. The amount entered on line 107-Vacation of the last pay issued to the employee is displayed by default.


B – Statutory Holiday Pay for

Box 17B presents a table used to enter the dates of paid holidays falling after the last day paid to the employee and the amounts paid or due to the employee for these holidays (insurable or not). Each line represents a paid holiday. The table is composed of three lines and each line is divided into three columns.

Date: Date of the holiday paid after the last day paid entered in box 11. Click Date to display the Calendar window used to select a date. For more information, refer to Using the Calendar and Defining the Date Format.

Amount: Amount paid or due to the employee for the holiday corresponding to the date entered.

Insurable: Select this box when an EI contribution is deducted from the amount paid for the holiday. When this box is selected, the amount is added to those of box 15B and of 15C P.P.1 if needed.  For more information, refer to the Summary chart of insurable earnings and hours of HRSDC's How to Complete the Record of Employment (ROE) guide.


B – Statutory Holiday Pay for

Box 17B presents a table used to enter the dates of paid holidays falling after the last day paid to the employee and the amounts paid or due to the employee for these holidays (insurable or not). Each line represents a paid holiday. The table is composed of three lines and each line is divided into three columns.

Date: Date of the holiday paid after the last day paid entered in box 11. Click Date to display the Calendar window used to select a date. For more information, refer to Using the Calendar and Defining the Date Format.

Amount: Amount paid or due to the employee for the holiday corresponding to the date entered.

Insurable: Select this box when an EI contribution is deducted from the amount paid for the holiday. When this box is selected, the amount is added to those of box 15B and of 15C P.P.1 if needed.  For more information, refer to the Summary chart of insurable earnings and hours of HRSDC's How to Complete the Record of Employment (ROE) guide.


C – Other Monies (Specify)

Box 17C presents a table used to enter all the amounts, insurable or not, other than those entered in boxes 17A and 17B, and paid or due to the employee after employment termination. Each line represents an amount. The table contains three lines and each line is divided into three columns.

Description: Options available to specify the nature of the amount paid or due to the employee. Select the appropriate option.

Amount: Amount paid or due to the employee and corresponding to the selected description.

Insurable: Select this box when an EI contribution is deducted from the amount. When this box is selected, the amount is added to that of box 15B and of box 15C P.P.1 if needed. For more information, refer to the Summary chart of insurable earnings and hours of HRSDC's How to Complete the Record of Employment (ROE) guide.


C – Other Monies (Specify)

Box 17C presents a table used to enter all the amounts, insurable or not, other than those entered in boxes 17A and 17B, and paid or due to the employee after employment termination. Each line represents an amount. The table contains three lines and each line is divided into three columns.

Description: Options available to specify the nature of the amount paid or due to the employee. Select the appropriate option.

Amount: Amount paid or due to the employee and corresponding to the selected description.

Insurable: Select this box when an EI contribution is deducted from the amount. When this box is selected, the amount is added to that of box 15B and of box 15C P.P.1 if needed. For more information, refer to the Summary chart of insurable earnings and hours of HRSDC's How to Complete the Record of Employment (ROE) guide.


18 – Comment

Box 18 contains the elements required to enter any information likely to lend more precision to the record of employment to prevent the HRSDC from having to communicate with the employer. The box can have up to 255 characters.


18 – Comment

Box 18 contains the elements required to enter any information likely to lend more precision to the record of employment to prevent the HRSDC from having to communicate with the employer. The box can have up to 255 characters.


Enter topic text here.


Box 19

Only complete if Sick/Maternity/Paternal Leave or Group Wage-Loss Indemnity Payment (After the Last Day Worked).

Box 19 contains the elements required to enter the information related to indemnity paid to the employee after the last day worked.


Payment Start Date

Date of the first indemnity payment made to the employee by the employer or a third party for sick leave, maternity or parental leave or as an insured earnings payment. Entering a date makes available the boxes required to define the indemnity.

Click Payment Start Date to display the Calendar window used to select a date. For more information, refer to Using the Calendar and Define the Date Format.


Payment Start Date

Date of the first indemnity payment made to the employee by the employer or a third party for sick leave, maternity or parental leave or as an insured earnings payment. Entering a date makes available the boxes required to define the indemnity.

Click Payment Start Date to display the Calendar window used to select a date. For more information, refer to Using the Calendar and Define the Date Format.


Amount

Indemnity amount paid to the employee according to the frequency (per day or per week) selected in the next box.

Note:	Any additional information must be entered in box 18 – Comment.

Note:	The Amount box is available when a date is entered in the Payment Start Date box.


Amount

Indemnity amount paid to the employee according to the frequency (per day or per week) selected in the next box.

Note:	Any additional information must be entered in box 18 – Comment.

Note:	The Amount box is available when a date is entered in the Payment Start Date box.


Per Day

Select this option when the indemnity amount entered in the Amount box is paid daily to the employee.

Note: 	The Per Day box is available when a date is entered in the Payment Start Date box.


Per Week

Select this option when the indemnity amount entered in the Amount box is paid to the employee once a week.

Note:	The Per Week box is available when a date is entered in the Payment Start Date box.


Box 20

Communication Preferred In

Box 20 groups together all elements needed to select the HRSDC communications language.


Box 20

Communication Preferred In

Box 20 groups together all elements needed to select the HRSDC communications language.


Language

Options available to select the HRSDC communications language. Select appropriate option.


Box 21

Telephone Number

Box 21 contains the elements required to enter the employer's phone number.


Telephone

Employer's telephone number. The telephone number entered in the Telephone field of box 16 is displayed by default. Do not enter parentheses, hyphens or spaces.


Telephone

Employer's telephone number. The telephone number entered in the Telephone field of box 16 is displayed by default. Do not enter parentheses, hyphens or spaces.


Extension

Employer's telephone extension. This number is composed of a maximum of 4 digits. The extension number entered in the Ext. field of box 16 is displayed by default.


Extension

Employer's telephone extension. This number is composed of a maximum of 4 digits. The extension number entered in the Ext. field of box 16 is displayed by default.


Box 22

Declaration

Box 22 contains the elements required to enter the information related to the signing of the Record of Employment (ROE) form.


Name of the Signer

First and last name of the person who signs the Record of Employment (ROE) form. The name entered in the For Further Information, Contact field of box 16 is displayed by default.

Note:	The Record of Employment (ROE) form must be signed on line Name of the Signer (signature).


Name of the Signer

First and last name of the person who signs the Record of Employment (ROE) form. The name entered in the For Further Information, Contact field of box 16 is displayed by default.

Note:	The Record of Employment (ROE) form must be signed on line Name of the Signer (signature).


Date

Date at which the Record of Employment (ROE) Form is signed. The date of the day is displayed by default.

Click Date to display the Calendar window used to select a date. For more information, refer to Using the Calendar and Defining the Date Format.


Date

Date at which the Record of Employment (ROE) Form is signed. The date of the day is displayed by default.

Click Date to display the Calendar window used to select a date. For more information, refer to Using the Calendar and Defining the Date Format.


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New Employee

Displays the Employee input window used to create a new employee. To obtain the detailed procedure, refer to Employee Creation. For more information, see Function of the Inactive Employee Option.


Options

Displays the Options dialog box used to add or delete the columns displayed under each tab of the Inactive Employees list window.


Update

Refreshes the Inactive Employees window after a network has modified its content. For more information, see Update.


View/Modify Employee

Displays the Employee input window containing information about the employee group selected in order to view or modify it.


Department Tab

The Department tab presents a table used to activate or deactivate an employee's function. Each line corresponds to an employee function. The table contains as many lines as there are employee functions in the company and cannot contain more than 9 columns.

• : Selecting this box deactivates the function. Clearing it reactivates it.

The employee functions are first sorted by department number, then by employee number. When the same department number is assigned to multiple functions, they are sorted in the order assigned to the function in the Employee input window.

To locate an employee function quickly, type the first characters of the department number of the employee in question. The selection will move to the first employee whose department number begins with those characters.

Pressing the Backspace erases the characters in the search box allowing you to define a new search. For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Sorting Key Tab

The Sorting Key tab presents a table used to activate or deactivate an employee's function. Each line corresponds to an employee function. The table contains as many lines as there are employee functions in the company and cannot contain more than 9 columns.

• : Selecting this box deactivates the function. Clearing it reactivates it.

The employee functions are first sorted by key, then by employee and department number. When the same department number is assigned to multiple functions, they are sorted in the order assigned to the function in the Employee input window.

To locate an employee function quickly, type the first characters of the sorting key of the employee in question. The selection will move to the first employee whose department number begins with those characters.

Pressing the Backspace erases the characters in the search box allowing you to define a new search. For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Employee Tab

The Employee Key tab presents a table used to activate or deactivate an employee's function. Each line corresponds to an employee function. The table contains as many lines as there are employee functions in the company and cannot contain more than 9 columns.

• : Selecting this box deactivates the function. Clearing it reactivates it.

The employee functions are first sorted by employee number, then by department number and sorting key. When the same department number is assigned to multiple functions, they are sorted in the order assigned to the function in the Employee input window.

To locate an employee function quickly, type the first characters of the employee number of the employee in question. The selection will move to the first employee whose department number begins with those characters.

Pressing the Backspace erases the characters in the search box allowing you to define a new search. For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Tabs and Sorting Order

The name of a tab represents a sorting order according to which the elements are displayed in the list. Employee, Sorting Key and Department are the sorting orders available for employee functions. Under each tab, the employee functions are sorted in ascending order according to the sorting mode selected.


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Tip Adjustment

Dsiplays the Tip Adjustment window used to view and modify an employee's tip details per pay period.


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Establishment and Employer Identification

The Identification of the Establishment Operated by the Employer group box contains elements required to enter company address and contact information. Information entered under the Company tab of the Company Information window is displayed by default.


Employer's Name

The first and last name of the employer for whom the Employer's Statement of Tips and Tippable Sales is to be produced. The employer's last name can have up to 30 characters. Information in the c/o box under the Company tab of the Company Information window is displayed by default.


Employer's Name

The first and last name of the employer for whom the Employer's Statement of Tips and Tippable Sales is to be produced. The employer's last name can have up to 30 characters. Information in the c/o box under the Company tab of the Company Information window is displayed by default.


Establishment Name

Name of the company for which the Employer's Statement of Tips and Tippable Sales is to be produced. The establishment's name can have up to 40 characters. The information in the Name box under the Company tab of the Company Information window is displayed by default.


Establishment Name

Name of the company for which the Employer's Statement of Tips and Tippable Sales is to be produced. The establishment's name can have up to 40 characters. The information in the Name box under the Company tab of the Company Information window is displayed by default.


Establishment Address

Street address, city and province where the company is located. The address can contain up to 60 characters. Information in the Address and City boxes (Company Information window, Company tab) is displayed by default.


Establishment Address

Street address, city and province where the company is located. The address can contain up to 60 characters. Information in the Address and City boxes (Company Information window, Company tab) is displayed by default.


ZIP/Postal Code

Company's postal code. Information from the Postal Code box (Company Information window, Company tab) is displayed by default.

Do not enter spaces or capital letters. The the postal code will automatically be formatted according to the country selected.


ZIP/Postal Code

Company's postal code. Information from the Postal Code box (Company Information window, Company tab) is displayed by default.

Do not enter spaces or capital letters. The the postal code will automatically be formatted according to the country selected.


QC Enterprise Number (NEQ)

Company number assigned by Québec's company registry office. It contains 10 digits. The information in the  QC Enterprise Number (NEQ) (Payroll Configuration window, Information tab) is displayed by default.


QC Enterprise Number (NEQ)

Company number assigned by Québec's company registry office. It contains 10 digits. The information in the  QC Enterprise Number (NEQ) (Payroll Configuration window, Information tab) is displayed by default.


Identification Number

Number assigned by Revenu Québec upon registration as an employer. It has 10 digits, the letters RS then 4 more digits. By default, the information in the Identification Number box (Payroll Configuration window, Information tab).


Identification Number

Number assigned by Revenu Québec upon registration as an employer. It has 10 digits, the letters RS then 4 more digits. By default, the information in the Identification Number box (Payroll Configuration window, Information tab).


Period Covered

The Period Covered group box contains elements required to define the range of dates to include in the report.


From

Beginning date of the range to be included in the report.

By default, the DD/MM/YY is displayed. Click From to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


From

Beginning date of the range to be included in the report.

By default, the DD/MM/YY is displayed. Click From to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


To

Ending date of the range to be included in the report.

Warning: The date selected must be in the same calendar year as the date in the From box.

By default the DD/MM/YY is displayed. Click To to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


To

Ending date of the range to be included in the report.

Warning: The date selected must be in the same calendar year as the date in the From box.

By default the DD/MM/YY is displayed. Click To to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


Employees

The Employees group box contains elements required to define the range of employees to be included in the report.


From

Select this option to define a range of employees to be included in the report.

Number of first employee in the range to be included in the report.

Click From to display the Select Employee list window to select an employee from those created. For more information, see  Employee Creation and Fields Linking to Other Fields.

Note: 	Only employees whose Tips box is selected in the Options group box of the function in question (Definition tab, Employee window) will be included in the report.


From

Select this option to define a range of employees to be included in the report.

Number of first employee in the range to be included in the report.

Click From to display the Select Employee list window to select an employee from those created. For more information, see  Employee Creation and Fields Linking to Other Fields.

Note: 	Only employees whose Tips box is selected in the Options group box of the function in question (Definition tab, Employee window) will be included in the report.


To

Number of the last employee to be included in the report.

Click To display the Select Employee list window to select an employee. For more information, see Employee Creation and Fields Linking to Other Fields.

Note: 	Only employees for whom the Tips box is selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


To

Number of the last employee to be included in the report.

Click To display the Select Employee list window to select an employee. For more information, see Employee Creation and Fields Linking to Other Fields.

Note: 	Only employees for whom the Tips box is selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


All

Select this option to include all employees in the report.

Note: 	Only employees for whom the Tips box is selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


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Select Employee

Displays the Select Employee list window used to select an employee among those already created in order to modify his or her tips for the period covered.


Save Modifications

Saves the modifications made to the employee's tips.


Go Back To Original

Cancels the modifications made to the employee's tips since the last save.


First Pay

Displays the employee's tip details for the pay period that has the lowest number within the period covered by the report.


Preceding Pay

Displays the employee's tip details for the pay period preceding the one currently displayed.


Next Pay

Displays the details of the employee's tips for the pay period following the one currently displayed.


Last Pay

Displays the employee's tip details for the pay period that has the highesty number within the period covered by the report.


Go Back to List

Saves the modifications made to the employee's tips, closed the window and displays the Statement of Tips window.


Previous Function

Displays the tip details of the employee's previous function according to the order chosen under the Function tab of the Employee window. All functions, active and inactive, are looped.

Note: The Previous Function option is available when the employee occupies more than one function.


Next Function

Displays the tip details of the employee's next function according to the order chosen under the Function tab of the Employee window. All these functions, active and inactive, are looped.

Note: The Next Function button is available when the employee occupies more than one function.


Selected Function

Name of the employee's selected function.


Save Modifications

Saves the modifications made to the amounts related to the employee's tips.


Employee

The Employee group box groups all elements needed to select the employee for which a tip amount is to be modified.


Number

Number of the employee for whom tip details are displayed.

The employee with the lowest number is displayed by default. Click Number to display the Select Employee list window used to select an employee among those already created to consult or modify his or her tips. For more information, refer to Fields Linking to Other Fields.


Employee

First and last name of the selected employee [display only].


Employee

First and last name of the selected employee [display only].


Period Covered

The Period Covered group box contains the elements required to consult the range of dates included in the current report.


From

Date starting the range of dates included in the current report. This date comes from the From box of the Period Covered group box of the selected tab in the Statement of Tips window [display only].


From

Date starting the range of dates included in the current report. This date comes from the From box of the Period Covered group box of the selected tab in the Statement of Tips window [display only].


To

Final date in the range to be included in the current report. This date comes from the To box of the Period Covered group box of the tab selected in the Statement of Tips window [display only].


To

Final date in the range to be included in the current report. This date comes from the To box of the Period Covered group box of the tab selected in the Statement of Tips window [display only].


Pay Consultation

The Pay Consultation group box contains all the elements required to select the pay period and employee function whose tip details are to be displayed.


Period

Options available to select the pay period for which tip details are to be displayed. Only the pay periods included in the period in question and for which a pay has been entered for the selected employee are displayed.


Period

Options available to select the pay period for which tip details are to be displayed. Only the pay periods included in the period in question and for which a pay has been entered for the selected employee are displayed.


From

Starting date of the selected pay period [display only].


From

Starting date of the selected pay period [display only].


To

Ending date of the selected pay period [display only].


To

Ending date of the selected pay period [display only].


Issued

Issue date of the paycheck for the selected period [display only].


Issued

Issue date of the paycheck for the selected period [display only].


Function

Options available to select the employee's function whose tip details are to be displayed. This list presents the content of the Active Functions and Inactive Functions tables (Function tab, Employee window).


Function

Options available to select the employee's function whose tip details are to be displayed. This list presents the content of the Active Functions and Inactive Functions tables (Function tab, Employee window).


Tips

The Tips group box presentes a table used to modify tip amounts entered in a pay for an employee function. Each line represents a pay line or a box related to tips. The table contains 6 lines and each line is divided into 5 columns.


No.

Reference number assigned to each pay line [display only].


Description

Description of the amount assigned to the pay line or to the box related to tips [display only].

Employee Sales: This line corresponds to the Employee's Sales box (Tips group box, Period tab, Payroll Entry window).

Vacation on Tips Due: This line corresponds to the Tip Amount box (Information on Paid Holidays group box, Earnings tab, Payroll Entry window)


Initial Amount

Amount entered when entering the pay in the box related to tips or in the Total column of the pay line for the selected period [display only].


Current Amount

Amount used to produce the report. When an amount is entered in this column, the amount of the Amount YTD column is adjusted.


Period (beginning of the period in question until the end of the selected pay period)

Amount accumulated for the payroll line or the box related to tips starting from the beginning of the period in question until the ending date of the pay period selected [display only].


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Type

The Type group box contains elements for specifying the type of company for which the report is to be produced.


Individual (TP-1029.8.33.13)

Select this option when the company has a single owner. Once selected, the appropriate boxes will be displayed.

A sole proprietorship is a company that belongs to a single individual. The owner of such a company benefits from all its profits and assumes sole responsibility for risks and debts. In the case of bankruptcy, the company's assets and the owner's personal assets may be seized.


Partner (TP-1029.8.33.13)

Select this option when the type of company for which the report is to be produced belongs to a partner. The boxes specific to this type of company are therefore displayed.

A partnership is the result of an agreement between two or more individuals, called partners, to run a business for profit. In this company, each individual contributes finances (money or goods), professional skills (work or competency) or both. The responsibility of each partner's responsibility varies according to the type of company: general partnership, limited partnership or a joint venture. Each partner must declare individually his or her share in the company's profits and pay the required income taxes.


Corporation(C0-1029.8.33.13)

Select this option when the type of company for which the report is produced is a corporation. The boxes specific to this type of company are therefore displayed.

A corporation is a distinct legal entity meaning it is seperate from its shareholders. It can be constituted by virture of the Companies Act (Act C-38) or the Canada Business Corporations  Act (Act C-44). The purpose of a corporation is to run a business and make a profit to be distributed among the shareholders. Each shareholder's responsibility for the corporation's debts is limited by his or her investment, unless the shareholder put up personal assets against a loan of funds to invest in the corporation.


Employees

The Employees group box contains elements necessary to define the range of employees to be included in the report.


From

Select this option to define a range of employees to be included in the report.

The first employee in the range to be included in the report.

Click From to display the Select Employee list window to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.

Note: 	Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


From

Select this option to define a range of employees to be included in the report.

The first employee in the range to be included in the report.

Click From to display the Select Employee list window to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.

Note: 	Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


To

The last employee in the range to be included in the report.

Click To to display the Select Employee list window to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.

Note: Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


To

The last employee in the range to be included in the report.

Click To to display the Select Employee list window to select an employee from the list. For more information, see Employee Creation and Fields Linking to Other Fields.

Note: Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


All

Select this option to include all employees in the report.

Note: Only employees for whom the Tips box has been selected in the Options group box of the function (Definition tab, Employee window) will be included in the report.


Employee Identification

The Employee Identification group box contains elements necessary for entering information on the individual owner, parter or member of the corporation. The information entered under the Company tab of the Company Information window appears by default.


Name of Individual

First and last name of the individual for whom the report is to be produced. The name can have up to 40 characters. The information in the c/o box (Company tab, Company Information window) appears by default.

Note: 	The Name of Individual box appears when the Individual option or Partner is selected in the Type group box.


Name of Individual

First and last name of the individual for whom the report is to be produced. The name can have up to 40 characters. The information in the c/o box (Company tab, Company Information window) appears by default.

Note: 	The Name of Individual box appears when the Individual option or Partner is selected in the Type group box.


SIN

The individual's Social Insurance Number. This number has nine digits. Do not enter any spaces.

To create an employee, his or her SIN must be validated. This validation test is described in the Guide for Transmitting RL-Slip Data - General and Technical Information (IN-800-V) form.

Note: The SIN box is displayed when Individual or Partner is selected in the Type group box.


SIN

The individual's Social Insurance Number. This number has nine digits. Do not enter any spaces.

To create an employee, his or her SIN must be validated. This validation test is described in the Guide for Transmitting RL-Slip Data - General and Technical Information (IN-800-V) form.

Note: The SIN box is displayed when Individual or Partner is selected in the Type group box.


Company Name

Name of the company for which the report is to be produced or the company to which the individual belongs. The name can contain up to 40 characters.

Note: The Establishment Name box is displayed when the Partner or Corporation option is selected in the Type group box.


Company Name

Name of the company for which the report is to be produced or the company to which the individual belongs. The name can contain up to 40 characters.

Note: The Establishment Name box is displayed when the Partner or Corporation option is selected in the Type group box.


Establishment Name

Name of the company for which the report is to be produced. The name can have up to 40 characters. Information in the Name box (Company tab, Company Information window) is displayed by default.


Establishment Name

Name of the company for which the report is to be produced. The name can have up to 40 characters. Information in the Name box (Company tab, Company Information window) is displayed by default.


Establishment Address

Street and number, city and province where the company is located. The address can have up to 60 characters. The information in the Address and City boxes (Company tab, Company Information window) is displayed by default.


Establishment Address

Street and number, city and province where the company is located. The address can have up to 60 characters. The information in the Address and City boxes (Company tab, Company Information window) is displayed by default.


Postal Code

Postal Code of the establishment in question. By default, in the information from the Postal Code box (Company tab, Company Information window) is displayed.

Do not enter any space or capital letters. The postal code will be formatted according to the mask of the selected country.


Postal Code

Postal Code of the establishment in question. By default, in the information from the Postal Code box (Company tab, Company Information window) is displayed.

Do not enter any space or capital letters. The postal code will be formatted according to the mask of the selected country.


Identification Number

Number assigned by the Revenu Québec to the employer upon registration. It has 10 digits, the letters "RS", then 4 more digits. The information in the Identification Number box (Information tab,  Payroll Configuration window) is displayed by default.


Identification Number

Number assigned by the Revenu Québec to the employer upon registration. It has 10 digits, the letters "RS", then 4 more digits. The information in the Identification Number box (Information tab,  Payroll Configuration window) is displayed by default.


QC Enterprise Number (NEQ)

Number assigned to the company by the Registraire des entreprises (REQ) upon registration. It contains 10 digits. The information in the QC Enterprise Number (NEQ) (Information tab,  Payroll Configuration window) box is displayed by default.


QC Enterprise Number (NEQ)

Number assigned to the company by the Registraire des entreprises (REQ) upon registration. It contains 10 digits. The information in the QC Enterprise Number (NEQ) (Information tab,  Payroll Configuration window) box is displayed by default.


Partnership ID Number

Registration number assigned to partnerships by Revenu Québec. It has 9 digits followed by the letters SP and then 4 more digits.

Note: The Partnership ID Number box is displayed when the Partnership option is selected in the Type group box.


Partnership ID Number

Registration number assigned to partnerships by Revenu Québec. It has 9 digits followed by the letters SP and then 4 more digits.

Note: The Partnership ID Number box is displayed when the Partnership option is selected in the Type group box.


Fiscal Year-end Date

Ending date for the fiscal year to be covered by the report.

The DD/MM/YY format is displayed by default. Click Fiscal Year-end Date to display the Calendar input window to enter a date. For more information, see Using the Calendar and Defining the Date Format.

Note: The Fiscal Year-end Date box is displayed when the Partner or Corporation option is selected in the Type group box.


Fiscal Year-end Date

Ending date for the fiscal year to be covered by the report.

The DD/MM/YY format is displayed by default. Click Fiscal Year-end Date to display the Calendar input window to enter a date. For more information, see Using the Calendar and Defining the Date Format.

Note: The Fiscal Year-end Date box is displayed when the Partner or Corporation option is selected in the Type group box.


Individual Partnership Share (%)

Percent participation for the individual for whom the report is to be produced.

Note: The Individual Partnership Share (%) box is displayed when the Partnership option is selected in the Type group box.


Individual Partnership Share (%)

Percent participation for the individual for whom the report is to be produced.

Note: The Individual Partnership Share (%) box is displayed when the Partnership option is selected in the Type group box.


Period Covered

Period Covered group box contains elements necessary for defining the range of dates to be included in the report.


From

Starting date for the range to be included in the report.

The DD/MM/YY format is displayed by default. Click From to display the Calender entry window to select a date. For more information, see Using the Calendar and Defining the Date Format.


From

Starting date for the range to be included in the report.

The DD/MM/YY format is displayed by default. Click From to display the Calender entry window to select a date. For more information, see Using the Calendar and Defining the Date Format.


To

The last date in the range to be included in the report.

Warning: The date selected must fall within the same calendar year as the date in the From box.

The DD/MM/YY format is displayed by default. Click To to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


To

The last date in the range to be included in the report.

Warning: The date selected must fall within the same calendar year as the date in the From box.

The DD/MM/YY format is displayed by default. Click To to display the Calendar input window to select a date. For more information, see Using the Calendar and Defining the Date Format.


HSF Contributions

The HSF Contributions group box contains elements necessary for entering the HSF contribution rate.


Total Payroll

Total payroll amount paid by you and all employers with which you were associated for the period in question.

Note: The Total Payroll box is only displayed if Corporation is selected in the Type group box.


Total Payroll

Total payroll amount paid by you and all employers with which you were associated for the period in question.

Note: The Total Payroll box is only displayed if Corporation is selected in the Type group box.


Applicable Rate (%)

Rate (percentage) used to calculate contributions made by the employer over the period in question.

Note:	If the corporation benefits from an HSF exemption, the rate entered must relect this exemption.


Applicable Rate (%)

Rate (percentage) used to calculate contributions made by the employer over the period in question.

Note: If the corporation benefits from an HSF exemption, the rate entered must relect this exemption.


CSST Contributions

The CSST Contributions group box contains elements necessary for entering information for the calculation of CSST contributions on tips received.


Estimated Amount of Tips Received

Estimated amount of tips received and entered on the Déclaration des salaires filed with the CSST before March 15th for the period and the employees selected for the report.


Estimated Amount of Tips Received

Estimated amount of tips received and entered on the Déclaration des salaires filed with the CSST before March 15th for the period and the employees selected for the report.


Estimated Tip Allocation

Estimated amount of tips allocated and entered on the Déclaration des salaires filed with the CSST before March 15th for the period and the employees selected for the report.


Estimated Tip Allocation

Estimated amount of tips allocated and entered on the Déclaration des salaires filed with the CSST before March 15th for the period and the employees selected for the report.


Applicable Rate (%)

Rate (percentage) associated with the CSST unit code assigned to the employees included in the report.


Applicable Rate (%)

Rate (percentage) associated with the CSST unit code assigned to the employees included in the report.


New Department

Displays the Department input window used to create a new department. To obtain the detailed procedure, refer to Department Creation.


View/Modify Department

Displays the Department input window containing information about the department selected in order to consult or modify it.


Update

Refreshes the Departments list window after  its content is modified by a network user. For more information, refer to Update.


Options

Displays the Options dialog box used to add or delete the columns displayed under each tab of the Departments list window.


Number and Sorting Key

A tab's name represents a sorting order acoording to which items are classified in the list displayed. Number and Sorting Key constitute sorting orders available to classify departments. Departments are classified under each tab by ascending order according to the value of the specific sorting key.


Number

Displays the list of departments by classifying them by ascending number order.

To quickly identify a department according to its number, just enter the first digits of the number you are looking for and the selection will identify the department number starting with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the department selected in the input window or in the box from which the list has been displayed.

For more information, refer to Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Sorting Key

Displays the list of departments by classifying them by sorting key ascending order.

To quickly identify a department according to the sorting key, you just have to enter the first digits of the sorting key you are looking for and the selection will identify the department number starting with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the department selected in the input window or in the box from which the list has been displayed.

For more information, refer to Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


New Employee

Displays the Employee input window used to create a new employee. For a detailed procedure, refer to Employee Creation.


View/Modify Employee

Displays the Employee input window containing information about the employee selected in order to view or modify it.


Update

Refreshes the Employee list window after a network user has modified its content. For more information, see Update.


Options

Displays the Options dialog box used to add or delete the columns displayed under each tab of the Employees list window.


Tabs and Sorting Orders

The tab's name represents a sorting order according to which items are calssified in the displayed list. Number, Sorting Key, Name and Department constitute sorting orders available to classify employees. Employees are classified under each tab by ascending order according to the value of the specific sorting key.


Number

Displays the list of employees by classifying them by ascending number order.

To quickly identify an employee according to its number, just enter the first digits of the number you are looking for and the selection will identify the employee number starting with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the department selected in the input window or in the box from which the list has been displayed.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Sorting Key

Displays the list of employees by classifying them by ascending sorting key order.

To quickly identify an employee according to the sorting key, you just have to enter the first digits of the sorting key you are looking for and the selection will identify the employee number starting with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the employee selected in the input window or in the box from which the list has been displayed.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Name

Displays the list of employees by classifying them by ascending last name order.

To quickly identify an employee according to his or her name, you just have to enter the first letters of the name you are looking for and the selection will identify the employee name starting with these letters.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the employee selected in the input window or in the box from which the list has been displayed.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Department

Displays the list of employees by classifying them by ascending department number order.

To quickly identify an employee according to his or her name, you just have to enter the first digits of the number you are looking for and the selection will identify the department number starting with these digits.

The Backspace key is used to delete the search digits in order to start a new one.

The Enter key and the double-click are used to display the department selected in the input window or in the box from which the list has been displayed.

For more information, refer to Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


New Payroll

Displays the Payroll Entry input window used to create a new payroll. For the detailed ptrocedure, refer to Payroll Entry.


View/Modify Payroll or Payment

When the Payroll tab is selected, this command displays the Payroll Entry input window containning information regarding the payroll selected in order to view or modify it. For more information, see Payroll Correction.

When the Check or Direct Deposit tab is selected, this command displays the Employee Payment input window containing information on the payment selected in order to view or modify it.


Update

Refreshes the Payroll list window after a network user has modified its content. For more information, see Update.


Options

Displays the Options dialog box used to add or delete the columns displayed under each tab of the Payroll list window.


Tabs

The tab's name represents a sorting order according to which items are classified in the displayed list. Payroll, Check and Direct Deposit constitute sorting orders available to classify employees. Employees are classified under each tab by ascending order according to the value of the specific sorting key.


Payroll

Displays the list of pay periods entered by first sorting them by employee number then by period number.

To quickly identify a pay according to an employee number, you only have to enter the first digits of the number you are looking for and the selection will identify the first employee number beginning with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the payroll selected in the input window or in the box from which the list has been displayed.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Check

Displays the list of employee payments paid by check  by first sorting them by employee number then by period number and finally by check number when a check has been issued per function.

To quickly identify a payment according to an employee number, you only have to enter the first digits of the number you are looking for and the selection will identify the first employee number beginning with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the payment selected in the input window or in the box from which the list has been displayed.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Direct Deposit

Displays the list of employee payments paid by direct deposit by first sorting them by employee number then by period number and finally by direct deposit number when a check has been issued per function.

To quickly identify a payment according to an employee number, you only have to enter the first digits of the number you are looking for and the selection will identify the first employee number beginning with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the payment selected in the input window or in the box from which the list has been displayed.

For more information, refer to Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


New HR Bank

Displays the HR Bank input window in order to create a new HR bank. For a more detailed procedure, see Creating HR Banks.


View/Modify HR Bank

Displays the HR Bank input window containing the information about the HR bank selected in order to view or modify it.


Update

Refreshes the HR Banks input window after a network user has modified its content. For more information, see Update.


Options

Displays the Options dialog box used to add or delete the columns displayed under each tab of the HR Banks list window.


Tabs and Sorting Orders

The tab's name represents a sorting order according to which items are sorted in the displayed list. Number, Sorting Key, Name and Department constitute sorting orders available to classify employees. Employees are sorted under each tab by ascending order according to the value of the specific sorting key.


HR Bank/Number

Displays the list of HR banks by sorting them by ascending number order.

To quickly identify an HR bank according to its number, you only have to enter the first digits of the number you are looking for and the selection will identify the first HR bank beginning with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the HR bank selected in the input window or in the box from which the list has been displayed.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


HR Bank/Description

Displays the list of HR banks by sorting them by ascending description number.

To quickly identify a HR bank according to its description, you only have to enter the first characters of the description you are looking for and the selection will identify the first HR bank description beginning with these characters.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the HR bank selected in the input window or in the box from which the list has been displayed.

For more information, refer to Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


New Employee Group

Displays the Employee Group input window used to create a new employee group. For a detailed procedure, see Creating Employee Groups.


View/Modify Employee Groups

Displays the Employee Group input window containing information about the employee group selected in order to view or modify it.


Update

Refreshes the Employee Groups input window after a network user has modified its content. For more information, see Update.


Options

Displays the Options dialog box used to add or delete the columns displayed under each tab of the Employee Groups list window.


Tabs and Sorting Orders

The tab's name represents a sorting order according to which items are sorted in the displayed list. Number and Description constitute sorting orders available to classify employee groups. Employee groups are classified under each tab by ascending order according to the value of the specific sorting key.


Employee Groups/Number

Displays the list of employee groups by sorting them by ascending number order.

To quickly identify an employee group according to its number, you only have to enter the first digits of the number you are looking for and the selection will identify the first employee group beginning with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the employee group selected in the input window or in the box from which the list has been displayed.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


HR Bank/Description

Displays the list of employee groups by sorting them by ascending description number.

To quickly identify an employee group according to its description, you only have to enter the first characters of the description you are looking for and the selection will identify the first employee group description beginning with these characters.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the employee group selected in the input window or in the box from which the list has been displayed.

For more information, refer to Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Table

The List of Financial Institutions window presents a table used to select the financial institution number where the transaction must be made.


Cancel

Cancels the selection made, closes the window and displayed the window from which a list was displayed.


Select

Closes the window and displays the financial institution's number in the box from which the list was displayed.


List of Pay Periods

The Select Pay Period window presents a list used to select a pay period or a range of pay periods according to the starting and ending dates of the period and the checks' issuance date. Periods presented in the list reflect the specifications of the department in question.


Cancel

Cancels the selection made, closes the window and displayed the window from which a list was displayed.


Select

Closes the window and displays the financial institution's number in the box from which the list was displayed.


New Format

Displays the Format Initialization input window used to start creating a new paycheck format. For a detailed procedure, refer to Creating Paycheck Formats.


View/Modify Format

Displays the Paycheck Format input window containing information about the format selected in order to view or modify it.


Delete Format

Deletes the selected format. When the format is associated with a department or an employee, it is no longer possible to delete it. For more information, see Paycheck Format Concept.


Update

Refreshes the Paycheck Format window after a network user has modified its content. For more information, see Update.


Tabs and Sorting Orders

The tab's name represents a sorting order according to which items are sorted in the displayed list. Number constitutes sorting orders available to classify paycheck formats. Paycheck formats are classified under this tab, paycheck format are classified by ascending number order.


Number

Displays the list of paychecks by classifying them by ascending number order.

To quickly identify a paycheck format according to its number, you only have to enter the first digits of the number you are looking for and the selection will identify the first paycheck format beginning with these digits.

The Backspace key is used to delete the search characters in order to start a new one.

The Enter key and the double-click are used to display the paycheck format selected in the input window or in the box from which the list has been displayed.

For more information, refer to Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


New Specific Payroll Report

Displays the Specific Report window where you can create a new specific report.


View/Modify Specific Report

Displays the Specific Report entry window containing the parameters selected, which you can view or modify.


Update

Updates the Specific Reports list window following changes to its contents by a network user. For more information, see Update.


Options

Displays the Options dialog box where you can add or remove columns displayed under each tab of the Specific Report list window.


Tabs and Sorting Order

The tab name represents a sorting order according to which the elements are sorted in the list displayed. Number and Description are the two sorting orders available for specific reports. Under each tab, the specific reports are displayed in ascending order according to the sorting key.


Number

Displays the list of specific reports in ascending order by number.

To quickly find a specific report according to its number, begin typing in the report number and the pointer will identify the first corresponding report.

Use the Backspace key to delete the characters of the search criterion and begin again.

Pressing Enter or double-clicking displays the selected specific report in the entry window or in the box from which the list was displayed.

For more information, see Search in the List, Arrow Keys, Drag and Drop et Resizing and Moving Columns.


Description

Displays the list of specific reports sorted by description.

To quicly locate a specific report according to it description, begin typing the description desired and the pointer will identify the first corresponding report

Use the Backspace key to delete the characters of the search criterion and begin again.

Pressing Enter or double-clicking displays the selected specific report in the entry window or in the box from which the list was displayed.

For more information, see Search in the List, Arrow Keys, Drag and Drop et Resizing and Moving Columns.


Invoicing

This frame contains the base parameters used to prepare invoices.


Invoice Number Length

Contains the number of characters used for invoice numbers. The values allowed are from 4 to 12 characters.


Invoice Number Length

Contains the number of characters used for invoice numbers. The values allowed are from 4 to 12 characters.


Number of Items by Default

Contains the number of items that will be displayed by default in the Quantity column of your invoices. The default value is 1. The maximum allowed is       9,999,999.99.


Number of Items by Default

Contains the number of items that will be displayed by default in the Quantity column of your invoices. The default value is 1. The maximum allowed is       9,999,999.99.


Daily Report

This frame contains the daily report number.


Number

Contains the number of the next daily report.


Number

Contains the number of the next daily report.


Current Year

This frame identifies the current fiscal year of the Accounts Receivable application.


Current Year

Contains the current fiscal year of the Accounts Receivable application.


Current Year

Contains the current fiscal year of the Accounts Receivable application.


Name

Contains the name given to the Account Receivable payment mode.


Name

Contains the name given to the Account Receivable payment mode.


Interest

Frame containing the interest calculation parameters.


Minimum Amount

Contains the minimum interest amount to reach before interest is charged on customers' account statements. When the amount is not reached, the interest is not charged.


Minimum Amount

Contains the minimum interest amount to reach before interest is charged on customers' account statements. When the amount is not reached, the interest is not charged.


Rate

Contains the interest rate applied to unpaid balances.


Number

Contains the number of the next interest charge entry.


Number

Contains the number of the next interest charge entry.


Options

The Options group box contains operational parameters of the Acomba Accounts Receivable that can be activated, such as to post transactions to the General Ledger.


General Ledger Transfer

The General Ledger Transfer option allows for the transfer of entries to the General Ledger after a daily report is produced.


Cash Advance Allowed

The Cash Advance Allowed option lets the user permit customers to withdraw money as they pay for their purchases.


Discount Allowed

The Discount Allowed option lets the user permit the entry of a specific discount right from the invoicing window. To be available for a user, the option must also be activated in the individual's user file.


Credit Cards

The Credit Cards group box contains the name of the credit cards accepted for payment. Up to 20 characters can be used for each of the six possible entries.


Credit Cards

The Credit Cards group box contains the name of the credit cards accepted for payment. Up to 20 characters can be used for each of the six possible entries.


Payments

The Payments group box contains payment numbering settings as well as the payment mode is used by default.


Account Statement Number

The Account Statement Number box contains the number of the next customer account statement to be produced.


Account Statement Number

The Account Statement Number box contains the number of the next customer account statement to be produced.


Payment Number

The Payment Number box contains the number that will be assigned to the next payment entry.


Payment Number

The Payment Number box contains the number that will be assigned to the next payment entry.


Default Payment Mode

The Default Payment Mode box contains the name of the payment mode selected by default. The payment mode is selected from a drop-down menu. Users can select a different payment mode while invoicing.


Default Payment Mode

The Default Payment Mode box contains the name of the payment mode selected by default. The payment mode is selected from a drop-down menu. Users can select a different payment mode while invoicing.


Confirm the group of non-inventoried product

Select this box to select a product group upon invoicing a non-inventoried product to assign the sale to the proper product group.


New Country

Opens the Country input window to set up a new country entry.


View/modify Country

Displays the Country input window that contains the information pertaining to the country selected for consultation or modification.


Update

Refreshes the contents of the Countries list window. For more information, see Update.


Tabs and Sorting Orders

The name of the tab represents how the elements are sorted in the list. Code and Name are available to sort countries. Under each tab, countries are displayed in ascending order according to the sorting order.


Code

Displays the countries in ascending order according to their code.

To quickly locate a country using its code, type the first characters in the code. The first element that suits the entry is selected.

The Backspace key deletes characters so that another search can be performed.

The Enter key and the double-click displays the selected country in the input window or insert its name in the field from which the list window was called.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Name

Displays the countries in ascending order according to their name.

To quickly locate a country using its name, type the first characters in the name. The first element that suits the entry is selected.

The Backspace key deletes characters so that another search can be performed.

The Enter key and the double-click displays the selected country in the input window or insert its name in the field from which the list window was called.

For more information, see Search in a List, Arrow Keys, Drag and Drop and Resizing and Moving Columns.


Options

Displays the Options box to add or hide columns under each tab of the Countries list window.


Save Accounts Receivable

Saves the accounts receivable which remains on screen to permit further editing.

Note: This button is only available when an account receivable is modified.

For more information, see  Accounts Receivable,  How to Activate Accounts Receivable or  An Input Window Is...


Go Back to Original

Cancels the modifications made to the account receivable since its last save.

Note: This button is only available when an account receivable is modified.


First Account Receivable

Displays the account receivable with the lowest number.


Previous Account Receivable

Displays the account receivable that has the number preceding the one of the account receivable currently displayed.


Next Account Receivable

Displays the account receivable that has the number following the one of the account receivable currently displayed.


Last Account Receivable

Displays the account receivable with the highest number.


Save Accounts Receivable

Saves the accounts receivable which remains on screen to permit further modifications.

Note: This button is only available when an account receivable is modified.

For more information, see  Accounts Receivable,  How to Activate Accounts Receivable or  An Input Window Is...


Number

Predefined number by which the account receivable is identified and filed [display only].

Hint: When creating a customer, account receivable 0 (zero) is assigned by default. Account receivable 0 (zero) thus should represent the most frequently used account receivable.

Note: Numbers from 0 to 4 can be used. They cannot be modified.


Number

Predefined number by which the account receivable is identified and filed [display only].

Hint: When creating a customer, account receivable 0 (zero) is assigned by default. Account receivable 0 (zero) thus should represent the most frequently used account receivable.

Note: Numbers from 0 to 4 can be used. They cannot be modified.


Description

Description used to define the account receivable. This description contains a maximum of 30 characters.

In the Territory and Sales Representative windows a tab identified by this description is added.

For more information, see  Accounts Receivable,  How to Activate Accounts Receivable or  An Input Window Is...


Description

Description used to define the account receivable. This description contains a maximum of 30 characters.

In the Territory and Sales Representative windows a tab identified by this description is added.

For more information, see  Accounts Receivable,  How to Activate Accounts Receivable or  An Input Window Is...


Active

Selecting this box activates the account receivable in order to use it. Do not select this box when the account receivable is not used.

Note: The Active box is not available when it is account receivable 0 (zero) or when it has been selected in the Customers, Entry or Invoicing window.


Account

Description of the different types of amounts that can be contained in a transaction [display only].


Number

Number by which the account is identified and filed.

When an account has been used, the background of the coumn becomes grey indicating that it can no longer be modified. For more information, see More On Accounts Receivable.

Clicking Number displays the Select Account window used to select an account among those already created. For more information, see Fields Linking to Other Fields.


Category

Category assigned to the account selected in the Number column [display only].


Suggested

Category usually assigned to the account selected in the Number column [display only].


Description

Description assigned to the account selected in the Number column [display only].


Invoice

The Invoice group box contains the elements required to enter parameters related to invoicing.


Prefix

Code added before the invoice number when printed. The prefix can contain a maximum of 15 characters.


Prefix

Code added before the invoice number when printed. The prefix can contain a maximum of 15 characters.


Number

Number assigned to the next invoice in which an account receivable is selected. This number can contain up to 12 digits.

If the Account Receivable window remain open following the creation of an invoice, the value in the Number box corresponds to the number of the last invoice made with this account receivable [display only].

Note: When printing invoices, only 12 characters are printed, number and prefix included. When the total characters entered in the Number and Prefix boxes is more than 12, the last characters are prioritized and the number of digits retained for the Number corresponding to the one entered in the Length of Invoice Number box (A/R tab, Company Information window).


Number

Number assigned to the next invoice in which an account receivable is selected. This number contains up to 12 digits.

If the Account Receivable window remain open following the creation of an invoice, the value in the Number box corresponds to the number of the last invoice made with this account receivable [display only].

Note: When printing invoices, only 12 characters are printed, number and prefix included. When the total characters enters in the Number and Prefix boxes is more than 12, the last characters are prioritized and the number of digits retained for the Number correspond to the one entered in the Length of Invoice Number box (A/R tab, Company Information window).


Tax Group

Number of the tax group used in the Invoicing window when the account receivable is selected.

Note:	A specific tax group can be assigned in the Customer window or a tax exception can be assigned in the Product Group window.

Click Tax Group to display the Select Tax Group list window used to select a tax group among those already created. For more information, see Tax Groups and An Input Window Is...


Tax Group

Number of the tax group used in the Invoicing window when the account receivable is selected.

Note:	A specific tax group can be assigned in the Customer window or a tax exception can be assigned in the Product Group window.

Click Tax Group to display the Select Tax Group list window used to select a tax group among those already created. For more information, see Tax Group Concept and  An Input Window Is...


Tax Group

Description of the tax group selected [display only].


Shipping

The Shipping group box contains the elements required to define the parameters related to shipping charges.


Shipping

The Shipping group box contains the elements required to define the parameters related to shipping charges.


Tax Exception

Tax exception applicable on shipping charges.

Note: The Tax Exception box is displayed when the Shipping box is selected.

Click Tax Exception to display the Select Tax Exception window used to select a tax exception among those already created. For more information, see An Input Window Is...


Tax Exception

Tax exception applicable on shipping charges.

Note: The Tax Exception box is displayed when the Shipping box is selected.

Click Tax Exception to display the Select Tax Exception window used to select a tax exception among those already created. For more information, see An Input Window Is...


Tax Exception

Description assigned to the tax exception selected [display only].


Price List

Select the price list to use by default with this account receivable. Click Price List to display the drop-down list of the available selections.


Price List

Select the price list to use by default with this account receivable. Click Price List to display the drop-down list of the available selections.


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New Customer

The New Customer command allows the user to create a new customer. Up to 20 characters can be used.


Select Customer

The Select Customer command displays the Select a Customer list window to allow the user to select a new customer.


Save Customer

The Save Customer command allows the user to save the modification made to the customer. The information remains on screen to allow further editing.


Go Back to Original

The Go Back to Original command discards the modifications made to the customer and reverts to the last saved settings.


Delete Customer

The Delete Customer command allows the user to delete the selected customer card.


First Customer

The First Customer command displays the customer whose number has the lowest value according to the selected sorting order.


Last Customer

The Last Customer command displays the customer whose number has the highest value according to the selected sorting order.


Previous Customer

The Previous Customer command displays the customer whose number comes before that of the selected customer according to the active sorting order.


Next Customer

The Next Customer command displays the customer whose number comes after that of the selected customer according to the active sorting order.


New Number

The New Number command allows the user to assign a new number to the selected customer. Up to 20 characters can be used.


Go Back to List

The Go Back to List command allows the user to save the modifications made to the customer, closes the Customer input window and displays the Customers list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new customer. When Save is displayed, it saves the customer settings and displays a blank Customer screen.


Number

The Number field contains the number of the customer being created or modified. Up to 20 characters can be used.

Hint: It is recommended the user uses the customer's phone number. It is easier to remember.


Number

The Number field contains the number of the customer being created or modified. Up to 20 characters can be used.

Hint: It is recommended the user uses the customer's phone number. It is easier to remember.


Sorting Key

The Sorting Key field contains the index used to sort the entry in list windows. Up to 8 characters can be used.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the customer. For example, TIRECO could be used to represent the New South Wales Tire Company.


Sorting Key

The Sorting Key field contains the index used to sort the entry in list windows. Up to 8 characters can be used.

Hint: It is recommended the user specifies a word that first comes to mind when thinking of the customer. For example, TIRECO could be used to represent the New South Wales Tire Company.


Name

The Name field contains the name of the individual or company. Up to 30 characters can be used.


Name

The Name field contains the name of the individual or company. Up to 30 characters can be used.


c/o

The c/o field contains the name of a contact person within the company. Up to 30 characters can be used.


c/o

The c/o field contains the name of a contact person within the company. Up to 30 characters can be used.


Address

The Address field contains the street address of the customer. Up to 30 characters can be used.


Address

The Address field contains the street address of the customer. Up to 30 characters can be used.


City

The City field contains the name of the city where the customer is located. Up to 30 characters can be used.


City

The City field contains the name of the city where the customer is located. Up to 30 characters can be used.


Country

The Country field contains the name of the country where the customer is located. The country selected activates the relevant input masks for telephone numbers and postal codes. Clicking Country displays the Select Country list window.


Country

The Country field contains the name of the country where the customer is located. The country selected activates the relevant input masks for telephone numbers and postal codes. Pressing the question mark key while the pointer is located in the Country field displays the Select Country list window.


Postal Code

The Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country.


Postal Code

The Postal Code field contains the company's postal code. The system uses the input mask applicable to the selected country.


Receivable

The Receivable field contains the number of the accounts receivable set used with this customer. Clicking Receivable displays the Select the Accounts Receivable list window.


Receivable

The Receivable field contains the number of the accounts receivable set used with this customer. Pressing the question mark key while the pointer is located in the Receivable field displays the Select the Accounts Receivable list window.


Receivable

The Receivable field contains the description of the selected accounts receivable set.


Sales Representative

The Sales Representative field contains the number of the sales representative in charge of the customer for the company. Clicking Sales Representative displays the Select a Sales Representative list window.


Sales Representative

The Sales Representative field contains the number of the sales representative in charge of the customer for the company. Pressing the question mark key while the pointer is located in the Sales Representative field displays the Select a Sales Representative list window.


Sales Representative

The Sales Representative field displays the name of the selected sales representative. The contents of the Sales Representative cannot be modified through the Customer window.


Territory

The Territory field contains the number of the territory to which the customer belongs. Clicking Territory displays the Select a Territory list window.


Territory

The Territory field contains the number of the territory to which the customer belongs. Pressing the question mark key while the pointer is located in the Territory field displays the Select a Territory list window.


Territory

The Territory field displays the description of the selected territory The contents of this field cannot be modified through the Customer window.


Terms of Payment

The Terms of Payment field contains the number of the terms of payment applicable to the customer. Clicking Terms of Payment displays the Select Terms of Payment list window.


Terms of Payment

The Terms of Payment field contains the number of the terms of payment applicable to the customer. Pressing the question mark key while the pointer is located in the Terms of Payment field displays the Select Terms of Payment list window.


Terms of Payment

The Terms of Payment field displays the description of the terms of payment applicable to the selected customer. The contents of this field cannot be modified through the Customer window.


Bill To

The Bill To field contains the number of the party billed for the purchases of the customer, if necessary. Clicking the Bill To field displays the Select a Customer list window.

Important

The Bill To party must also be a customer.


Bill To

The Bill To field contains the number of the party billed for the purchases of the customer, if necessary. Clicking the Bill To field displays the Select a Customer list window.

Important

The Bill To party must also be a customer.


Bill To

The Bill To field displays the name of the Bill To party. The contents of this field cannot be modified through the Customer window.


Project

The Project field contains the number of the project displayed by default for new transaction regarding the customer. Clicking Project displays the Select a Project list window.


Project

The Project field displays the description of the selected project. The contents of this field cannot be modified through the Customer window.


Discount

The Discount field contains the number of the discount applied to the customer. Clicking Discount displays the Select a Discount list window.


Discount

The Discount field contains the number of the discount applied to the customer. Clicking Discount displays the Select a Discount list window.


Discount

The Discount field displays the description of the selected discount. The contents of this field cannot be modified through the Customer window.


Type of Margin

The Type of Margin field displays the type of credit margin accorded to the customer. Clicking Type of Margin displays the options available.


Total Purchases

Total of invoices (invoices, credits) created for the customer since the company was created in Acomba.

Total since DD/MM/YY

Total of invoices (invoices, credits) created for the customer since the date entered in the Calculate Total Customer Purchases option of the end-of-month procedure in Accounts Receivable.


Total Purchases

Total of invoices (invoices, credits) created for the customer since the company was created in Acomba.

Total since DD/MM/YY

Total of invoices (invoices, credits) created for the customer since the date entered in the Calculate Total Customer Purchases option of the end-of-month procedure in Accounts Receivable.


Last Purchase

Date of the last invoice (invoice, credit or other fees) created for the customer


Last Purchase

Date of the last invoice (invoice, credit or other fees) created for the customer


Type of Margin

The Type of Margin field displays the type of credit margin accorded to the customer. Pressing the question mark key while the pointer is located in the Type of Margin field displays the options available.


Type of Margin

The Type of Margin field displays the type of credit margin accorded to the customer. Clicking Type of Margin displays the options available.


Amount of Margin

The Amount of Margin contains the credit line accorded to the customer. The maximum amount $ 999,999.99.


Customer's Language

The Customer's Language field contains the language used when communicating with the customer. Clicking Customer's Language displays the options available.


Customer's Language

The Customer's Language field contains the language used when communicating with the customer. Pressing the question mark key while the pointer is located in the Customer's Language field displays the options available.


Price

The Price field contains the price list to use by default for the customer's purchases. Clicking Price displays the options available.


Price

The Price field contains the price list to use by default for the customer's purchases. Pressing the question mark key while the pointer is located in the Price field displays the options available.


Opening Date

The Opening Date field contains the date of creation of the customer's account. the current date is used by default. Clicking Opening Date displays the built-in calendar.


Opening Date

The Opening Date field contains the date of creation of the customer's account. The current date is used by default. Pressing the question mark key while the pointer is located in the Opening Date field displays the built-in calendar.


Account Statement

The Account Statement field contains the type of account statement to produce for the customer. Clicking Account Statement displays the options available.


Account Statement

The Account Statement field contains the type of account statement to produce for the customer. Clicking Account Statement displays the options available.


Insufficient Funds Check

The Insufficient Fund Check field contains the number of insufficient funds checks issued by the customer. The value must be adjusted manually. The maximum allowed is 99.


Insufficient Funds Check

The Insufficient Fund Check field contains the number of insufficient funds checks issued by the customer. The value must be adjusted manually. The maximum allowed is 99.


Insufficient Funds Check

The Insufficient Fund Check field contains the number of insufficient funds checks issued by the customer. The value must be adjusted manually. The maximum allowed is 99.


Interest

The Interest field contains the interest rate charged on unpaid balances.


Interest

The Interest field contains the interest rate charged on unpaid balances.


Credit Notice

The Credit Notice field contains the number of past due balance warning issued to the customer. The value must be adjusted manually. The maximum allowed is 99.


Credit Notice

The Credit Notice field contains the number of past due balance warning issued to the customer. The value must be adjusted manually. The maximum allowed is 99.


Cash Discount on Taxes and Shipping

The Cash Discount on Taxes and Shipping option allows the user to grant a discount on taxes and shipping charges. The discount is calculated according to the assigned terms of payment.


Tax Group

The Tax Group field contains the number of the tax group used for the customer's transactions. Clicking Tax Group displays the Select a Tax Group list window.


Tax Group

The Tax Group field contains the number of the tax group used for the customer's transactions. Clicking Tax Group displays the Select a Tax Group list window.


Tax Group

The Tax Group field displays the description of the selected tax group. The contents of this field cannot be modified through the Customer window.


Name

The Name field contains the name of the delivery address. Up to 30 characters can be used.


Name

The Name field contains the name of the delivery address. Up to 30 characters can be used.


c/o

The c/o field contains the name of the contact person at the delivery site. The c/o line can also be used as an additional address line. Up to 30 characters can be used.


c/o

The c/o field contains the name of the contact person at the delivery site. The c/o line can also be used as an additional address line. Up to 30 characters can be used.


Address

The Address field contains the address of delivery. Up to 30 characters can be used.


Address

The Address field contains the address of delivery. Up to 30 characters can be used.


City

The City field contains the name of the city of the recipient. Up to 30 characters can be used.


City

The City field contains the name of the city of the recipient. Up to 30 characters can be used.


Country

The Country field contains the name of the country of destination. The active country sets the input masks for telephone numbers and postal codes. Clicking Country displays the Select Country list window.


Country

The Country field contains the name of the country of destination. The active country sets the input masks for telephone numbers and postal codes. Clicking Country displays the Select Country list window.


Postal Code

The Postal Code field contains the recipient's code postal. The postal code input mask is applied.


Postal Code

The Postal Code field contains the recipient's code postal. The postal code input mask is applied.


Shipping

The Shipping field contains the number of the shipping mode used to deliver the merchandise. Clicking Shipping displays Select a Shipping list window.


Shipping

The Shipping field contains the number of the shipping mode used to deliver the merchandise. Pressing the question mark key while the pointer is located in the Shipping field displays Select a Shipping list window.


Shipping

The Shipping field displays the description of the selected shipping mode. The contents of this field cannot be modified through the Customer window.


E-mail

The E-mail field contains the the E-mail address of the customer. Clicking E-mail launches the message composition software to allow the user to send a message to the customer.


E-mail

The E-mail field contains the the E-mail address of the customer. Clicking E-mail launches the message composition software to allow the user to send a message to the customer.


Web Site

The Web Site field contains the address used to access the customer's web site. Clicking Web Site lauches the Internet browser and displays the specified page.


Web Site

The Web Site field contains the address used to access the customer's web site. Clicking Web Site lauches the Internet browser and displays the specified page.


Comments

The Comments field contains miscellanious information relating to the customer.


Description

The Description field contains miscellanious dated information relating to the customer, such as warranty expiration or a birthday. The contents of this field is displayed in the Invoicing window when the customer is selected. Up to 15 characters can be used.


Date

The Date field contains the date associated with the description. The contents of this field is displayed in the Invoicing window when the customer is selected. Clicking Date displays the built-in calendar.


Description

The Description field contains miscellanious dated information relating to the customer, such as warranty expiration or a birthday. The contents of this field is displayed in the Invoicing window when the customer is selected. Up to 15 characters can be used.


Date

The Date field contains the date associated with the description. The content of this field is displayed in the Invoicing window when the customer is selected. Clicking Date displays the built-in calendar.


Cash Discount on Taxes and Shipping

The Cash Discount on Taxes and Shipping option allows the user to grant a discount on taxes and shipping charges. The discount is calculated according to the attributed terms of payment.


Deactivate/Activate Customers

Deactivate the selected customer. Once the customer is labeled inactive, you may re-activate the customer at will. Inactive customers appear under the Inactive tab of the Customer list window.


Hide Details/Show Details

Hide/Show tabs in the Customer window. Note that the Address tab along with the E-mail and Sales Representative fields are always available.


New Country

Opens a blank Country input window for the entry of a country's name and code.


Select Country

Displays the Select Country list window to select a different country.


Save Country

Saves the country in edition. The information remains on screen to continue with the edition.


Go back to Original

Cancels the modifications made to the country and reverts to the saved parameters.


Delete Country

Deletes the entry of the selected country.


First Country

Displays the parameters of the first country created in the system.


Last Country

Displays the parameters of the last country created in the system.


Previous Country

Displays the parameters of the country whose number comes before that of the displayed country.


Next Country

Displays the parameters of the country whose number comes after that of the displayed country.


New Number

Allows the user to assign a new number to the selected country. Up to  4 characters can be used.


Go Back to List

Saves the modifications made to the country, closes the Country input window and displays the Countries list window.


Save Country

Saves the modifications made to the country and displays a blank Country input window.


Select Country

Click Code to display the Select Country list window to select a different country.


Select Country

Press the question mark while the pointer is in the box to display the Select Country list window to select a different country.


Name

Displays the name of the selected country.


Name

Displays the name of the selected country.


Mask

A mask is used to standardize the entry of information in the box and insure the required information is provided.

9's are used to represent digits. Enter 9's to show how the telephone number should appear.

Example: 9 (999) 999-9999 for Canada.


Mask

A mask is used to standardize the entry of information in the box and insure the required information is provided.

9's are used to represent digits. Enter 9's to show how the telephone number should appear.

Example: 9 (999) 999-9999 for Canada.


Length

Enter the required length for a telephone string. Separate each value with a semi-colon (;). There is no end-of-line character.

Example for Canada would be 7;10;11


Length

Enter the required length for a telephone string. Separate each value with a semi-colon (;). There is no end-of-line character.

Example for Canada would be 7;10;11


Mask

A mask is used to standardize the entry of information in the box and insure the required information is provided.

9's are used to represent digits and X's for letters. Enter 9's and X's to show how the postal code, zip code or cedex number number should appear.

Example, X9X 9X9 for Canadian postal codes.


Mask

A mask is used to standardize the entry of information in the box and insure the required information is provided.

9's are used to represent digits and X's for letters. Enter 9's and X's to show how the postal code, zip code or cedex number number should appear.

Example, X9X 9X9 for Canadian postal codes.


Length

Enter the required length for a postal code string. Separate each value with a semi-colon (;). There is no end-of-line character.

For example, that value for Canada would be 6.


Length

Enter the required length for a postal code string. Separate each value with a semi-colon (;). There is no end-of-line character.

For example, that value for Canada would be 6.


New Sales Representative

The New Sales Representative command clears the boxes and allows the user to create a new sales representative. For more information, see Sales Representatives and  An Input Window Is...


Select Sales Representative

The Select Sales Representative command displays the Select a Sales Representative list window to allow the user to select a different sales representative to display.


Save Sales Representative

The Save Sales Representative command allows the user to save modifications made to the selected sales representative file. The information remains on screen to permit further editing.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected sales representative file and reverts to the last saved settings.


Delete Sales Representative

The Delete Sales Representative command deletes the selected sales representative file.


First Sales Representative

The First Sales Representative command allows the user to display the sales representative whose number is the lowest according to the selected sorting order.


Previous Sales Representative

The Previous Sales Representative command allows the user to display the sales representative whose number comes before that of the displayed sales representative according to the selected sorting order.


Next Sales Representative

The Next Sales Representative command allows the user to display the sales representative whose number comes after that of the displayed sales representative according to the selected sorting order.


Last Sales Representative

The Last Sales Representative command allows the user to display the sales representative whose number is the highest according to the selected sorting order.


New Number

The New Number command allows the user to assign a new number to the selected sales representative. Up to 4 digits can be used.


Sales Representative Interface

Displays the Sales Representative Interface window used to view summarized information related to the sales representative and access the commands he or she uses the most frequently.

Note: This button is available when the Customer Relationship Management (CRM) application is active.


Go Back to List

The Go Back to List command saves the modifications made to the selected sales representative, closes the Sales Representative input window and displays the Sales Representatives list window.


New/Save Command

The New/Save command serves two purposes. When New is displayed, it allows the user to create a new sales representative file. When Save is displayed, it saves the selected sales representative file and displays a blank Sales Representative screen.


Number

Number: Number by which the sales representative is identified and listed. This number has to be unique: two sales representatives cannot have the same number. A sales representative's number can contain up to 4 digits.

Note:	Sales representative number 9999 should not be assigned to a sales representative for it represents the number of the default one.

Click Number to display the Select Sales Representative window used to select a sales representative among those already created in order to view or modify it. For more information, see Sales Representatives and  An Input Window Is...


Number

Number: Number by which the sales representative is identified and listed. This number has to be unique: two sales representatives cannot have the same number. A sales representative's number can contain up to 4 digits.

Note:	Sales representative number 9999 should not be assigned to a sales representative for it represents the number of the default one.

Click Number to display the Select Sales Representative window used to select a sales representative among those already created in order to view or modify it. For more information, see Sales Representatives and  An Input Window Is...


Sorting Key

Sorting Key: Term used to identify the sales representative. The sorting key can contain up to 15 characters. In the Sales Representative list window it is possible to sort sales representatives by a sorting key.

Note:	When creating a sales representative and this box is left empty, the first 15 characters entered in the Name box are displayed by default.


Sorting Key

Sorting Key: Term used to identify the sales representative. The sorting key can contain up to 15 characters. In the Sales Representative list window it is possible to sort sales representatives by a sorting key.

Note:	When creating a sales representative and this box is left empty, the first 15 characters entered in the Name box are displayed by default.


Address

The Address group box contains the elements required to enter the sales representative's postal address.


Name

The Name field contains the first and last name of the sales representative or company. Up to 30 characters can be used.


Name

The Name field contains the first and last name of the sales representative or company. Up to 30 characters can be used.


c/o

The c/o field contains the first and last name of the sales representative, when he or she works under a company name. Up to 30 characters can be used.


c/o

The c/o field contains the first and last name of the sales representative, when he or she works under a company name. Up to 30 characters can be used.


Address

The Address field contains the street address of the sales representative. Up to 30 characters can be used.


Address

The Address field contains the street address of the sales representative. Up to 30 characters can be used.


City

The City field contains the name of the city where the sales representative lives. Up to 30 characters can be used.


City

The City field contains the name of the city where the sales representative lives. Up to 30 characters can be used.


Country

The Country field contains the name of the country where the sales representative lives. Up to 30 characters can be used.


Country

Country code of the sales representative's place of business or residence. You can use telephone number and postal code formats when entering payroll data.

Click Country to display the Select Country window used to select a country among those already created. For more information, see How to Create a Country and  Fields Linking to Other Fields.


Postal Code

The Postal Code field contains the postal code of the location where the sales representative lives. A U.S. Zip code can also be entered. In the latter case, the state abbreviation must be entered before the 5-digit zip code.


Postal Code

The Postal Code field contains the postal code of the location where the sales representative lives. A U.S. Zip code can also be entered. In the latter case, the state abbreviation must be entered before the 5-digit Zip code.


Telephone

The Telephone group box presents a table required to enter the sales representative's different numbers (work telephone, fax and others). The table contains four lines and each of them represents a specific number. Each line contains 3 columns.

Description: Description assigned to the field of the next column and describing the number it allows you to enter [display only].

Number: Number (telephone at work, fax and others) assigned to the description entered in the previous column. Do not enter parentheses, hyphens or spaces. The number is formatted according to the country mask selected. In the Sales Representatives list window, it is possible to sort sales representatives by telephone number, which is the one on the Work line.

Ext.: Telephone number extension assigned to the number entered in the previous column. This number can contain up to 4 digits.


Telephone

The Telephone group box presents a table required to enter the sales representative's different numbers (work telephone, fax and others). The table contains four lines and each of them represents a specific number. Each line contains 3 columns.

Description: Description assigned to the field of the next column and describing the number it allows you to enter [display only].

Number: Number (telephone at work, fax and others) assigned to the description entered in the previous column. Do not enter parentheses, hyphens or spaces. The number is formatted according to the country mask selected. In the Sales Representatives list window, it is possible to sort sales representatives by telephone number, which is the one on the Work line.

Ext.: Telephone number extension assigned to the number entered in the previous column. This number can contain up to 4 digits.


Detail

The Detail group box contains the elements required to select the additional parameters related to the sales representative.


Language

Options available to define the sales representative's language. Select appropriate option.

Note: This information has no impact. It is only entered for information purposes.


Language

Options available to define the sales representative's language. Select appropriate option.

Note: This information has no impact. It is only entered for information purposes.


User

User number assigned to the sales representative. Calls entered for the selected user are displayed under the Call tab of the Sales Representative Interface window.

Click User to display the Select User window used to select a user among those already created. For more information, see The User Concept, Defining a New User Card and Fields Linking to Other Fields .


User

User number assigned to the sales representative. Calls entered for the selected user are displayed under the Call tab of the Sales Representative Interface window.

Click User to display the Select User window used to select a user among those already created. For more information, see The User Concept, Defining a New User Card and Fields Linking to Other Fields .


Internet

The Internet group box contains the elements required to enter the sales representative's E-Mail and Web site addresses.


Web Site

The Web Site box contains the address used to access the sales representative's Web site. Clicking Web Site launches the Internet browser and displays the specified page. For more information, see Web Site.


Web Site

The Web Site box contains the address used to access the sales representative's Web site. Clicking Web Site launches the Internet browser and displays the specified page. For more information, see Web Site.


Table

This table is used to enter the sales representative's E-Mail address. Each line represents an E-Mail address. The table contains 2 columns.

Note: 	The table contains 3 lines when the Customization and Security application is active.

Description: Description assigned to the field of the next column and describing the address it is used to enter. This description can contain up to 20 characters.

E-Mail: E-Mail address of the sales representative assigned to the description entered in the previous column.

When an Internet access and a Web browser have been installed on your computer, click E-Mail to create a message to the E-Mail address entered on the Main E-Mail line. For more information, see  E-Mail.


Account Receivable Description

 The Account Receivable tab presents a table used to enter the monthly sale projection amounts and to view sales amounts for the current year and the three previous ones for the selected account receivable. Each line represents the sum of sales amounts for a month. Each line contains 6 columns.

Projection: Monthly sale amount  the sales representative has to reach for the current year.

Note: This information has no impact. It is only entered for information purposes.

Current Year/1 Year Ago/2 Years Ago/3 Years Ago: Sum of the monthly sales amounts associated with the sales representative for the corresponding year. This sum comes from the total (excluding taxes and shipping) of each invoice created in the Entry and Invoicing window in which the sales representative has been selected according to the date and account receivable. [display only]

Hint:	Right-clicking a box displays a pop-up menu showing the View the Sales Representative's Statement for MONTH command. This command produces the Sales Representative Statement report used to view the list of invoices associated with the sales representative for the month.

Totals: Sales amount for the corresponding year. Sum of amounts entered in each column. [display only]


Account Receivable Description

 The Account Receivable tab presents a table used to enter the monthly sale projection amounts and to view sales amounts for the current year and the three previous ones for the selected account receivable. Each line represents the sum of sales amounts for a month. Each line contains 6 columns.

Projection: Monthly sale amount  the sales representative has to reach for the current year.

Note: This information has no impact. It is only entered for information purposes.

Current Year/1 Year Ago/2 Years Ago/3 Years Ago: Sum of the monthly sale amounts associated with the sales representative for the corresponding year. This sum comes from the total (excluding taxes and shipping) of each invoice created in the Entry and Invoicing window in which the sales representative has been selected according to the date and account receivable. [display only]

Hint:	Right-clicking a box displays a pop-up menu showing the View the Sales Representative's Statement for MONTH command. This command produces the Sales Representative Statement report used to view the list of invoices associated with the sales representative for the month.

Totals: Sales amount for the corresponding year. Sum of amounts entered in each column. [display only]


Fenetre_ListeTerritoires


New Territory

Displays the Territory input window to create a new territory.

See Filling in the Accounts Receivable Tab of the Territory Window for more information.


Update

Refreshes the contents of the Territories list window following its modification.


View/Modify Territory

Displays the Territory input window containing information regarding the selected territory.


Options

Displays the Options window to add or remove columns under each tab of the Territories list window.


Sorting Order

The name of a tab identifies the order under which items are sorted in the displayed list. Number and Description are the sorting order available for territories. Under each tab, territories are sorted in ascending order of the value they were assigned.


Number

The Number tab displays the list of available territories sorting them by ascending order of their number. To quickly locate a territory, simply type the first few characters in the  number to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called.

For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


Description

The Description tab displays the list of available territories sorting them by ascending order of their assigned description. To quickly locate a territory, simply type the first few characters in the template's description to search. The pointer moves to the first entry in the list that begins with these characters. The Backspace key allows the user to delete characters, one at a time. The Enter key as well as double-clicking allows the user to display the selected entry in the input window or in the field from which the list was called.

For more information, see:

Search in a List, Arrow Keys, Drag and Drop or Resizing and Moving Columns.


New Territory

Saves the territory, clears all boxes and allows the creation of a new territory. For more information, see Sales Representatives and Territories, Filling in the Accounts Receivable Tab of the Territory Window and An Input Window Is....


Select Territory

The Select Territory command displays the Select a Territory list window to allow the user to select a different territory to display.


Save Territory

After creating a territory, this command saves the territory, clears boxes and allows the creation of a new territory.

While modifying an existing territory, this command saves the territory that remains displayed for further editing.

Note: This button is available when a modification is made.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected territory and reverts to the last saved settings.

Note: This button is available when a modification is made.


Delete Territory

The Delete Territory command allows the user to remove the selected territory.

Note: This button is available as long as the territory has not been used in the Account Recivable, Entry or Invoicing input window.


First Territory

The First Territory command allows the user to display the territory whose number is the lowest according to the selected sorting order.


Previous Territory

The Previous Territory command allows the user to display the territory whose number comes before that of the displayed territory according to the selected sorting order.


Next Territory

The Next Territory command allows the user to display the territory whose number comes after that of the displayed territory according to the selected sorting order.


Last Territory

The Last Territory command allows the user to display the territory whose number is the highest according to the selected sorting order.


Change Number

The Change Number command allows the user to assign a new number to the selected territory.This number must be unique; two territories cannot have the same number. Up to 4 digits can be used.


Go Back to List

The Go Back to List command saves the modifications made to the territory, closes the Territory input window, and displays the Territories list window.


New Territory/Save Territory

After creating a territory, this command saves the territory, clears boxes and allows the creation of a new territory.

While modifying an existing territory, this command saves the territory that remains displayed for further editing.

 For more information, see Sales Representatives and Territories, Filling in the Accounts Receivable Tab of the Territory Window and An Input Window Is....


Number

Number that identifies the territory. The territory number must be unique: no two territories should bear the same number. A maximum of 4 digits makes up the territory number.

Note:	Territory number 9999 should not be assigned to a specific territory as it represents the default territory.

Clicking Number displays the Select Territory list window for the selection of an existing territory to review or modify. For more information, see Sales Representatives and Territories, Filling in the Accounts Receivable Tab of the Territory Window and An Input Window Is....


Number

Number that identifies the territory. The territory number must be unique: no two territories should bear the same number. A maximum of 4 digits makes up the territory number.

Note:	Territory number 9999 should not be assigned to a specific territory as it represents the default territory.

Clicking Number displays the Select Territory list window for the selection of an existing territory to review or modify. For more information, see Sales Representatives and Territories, Filling in the Accounts Receivable Tab of the Territory Window and An Input Window Is....


Description

The Description field displays the description assigned to the selected territory. Up to 30 characters can be used. In the Territories list window, it is possible to sort territories by description.


Description

The Description field displays the description assigned to the selected territory. Up to 30 characters can be used. In the Territories list window, it is possible to sort territories by description.


Account Receivable Description

The Account Receivable tab presents a table used to enter the monthly sales projection amounts and to view sales amounts for the current year and the three previous ones for the selected account receivable. Each line represents the sum of sales amounts for a month. Each line contains 6 columns.

Projection: Monthly sales amount  the sales representative has to reach for the current year.

Note: 	This information has no impact. It is only entered for information purposes.

Current Year/1 Year Ago/2 Years Ago/3 Years Ago: Sum of the monthly sales amounts associated with the sales representative for the corresponding year. This sum comes from the total (excluding taxes and shipping) of each invoice created in the Entry and Invoicing window in which the sales representative has been selected according to the date and account receivable. [display only]

Hint:	Right-clicking a box displays a pop-up menu showing the View the Sales Representative's Statement for MONTH command. This command produces the Sales Representative Statement report used to view the list of invoices associated with the sales representative for the month.

Totals: Sales amount for the corresponding year. Sum of amounts entered in each column. [display only]


Account Receivable Description

The Account Receivable tab presents a table used to enter the monthly sales projection amounts and to view sales amounts for the current year and the three previous ones for the selected account receivable. Each line represents the sum of sales amounts for a month. Each line contains 6 columns.

Projection: Monthly sale amount  the sales representative has to reach for the current year.

Note: 	This information has no impact. It is only entered for information purposes.

Current Year/1 Year Ago/2 Years Ago/3 Years Ago: Sum of the monthly sales amounts associated with the sales representative for the corresponding year. This sum comes from the total (excluding taxes and shipping) of each invoice created in the Entry and Invoicing window in which the sales representative has been selected according to the date and account receivable. [display only]

Hint:	Right-clicking a box displays a pop-up menu showing the View the Sales Representative's Statement for MONTH command. This command produces the Sales Representative Statement report used to view the list of invoices associated with the sales representative for the month.

Totals: Sales amount for the corresponding year. Sum of amounts entered in each column. [display only]


New Shipment

The New Shipment command displays a blank Shipment input window to allow the user to create a new shipping mode. For more information, see Shipping, Filling Out The Shipments Window and An Input Window Is....


Select Shipment

The Select Shipment command displays the Select Shipment list window to allow the user to select a different shipping mode to display.


Save Shipment

After creating a shipment, the Save Shipment command saves the shipping mode and displays a blank Shipment window to allow the user to create a new chipment.

When modifying an existing shipment, the Save Shipment command saves the shipping mode. The shipment remains on screen to permit further editing.

Note: This button is available when a modification is made.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected shipment and reverts to the last saved settings.


Delete Shipment

The Delete Shipment command allows the user to delete the selected shipment. Once the shipping mode is used, the Delete Shipment command is unavailable.


First Shipment

The First Shipment command displays the shipment which number has the lowest value according to the selected sorting order.The sorting key corresponds to the tab selected in the Shipments list window.


Previous Shipment

The Previous Shipment command displays the shipment whose number comes before that of the selected shipment according to active sorting order. The sorting key corresponds to the tab selected in the Shipments list window.

After New Shipment is activated, clicking Previous Shipment displays the last shipment displayed on screen.


Next Shipment

The Next Shipment command displays the shipment whose number comes after that of the selected shipment according to active sorting order. The sorting key corresponds to the tab selected in the Shipments list window.


Last Shipment

The Last Shipment command displays the shipment whose number has the highest value according to the selected sorting order. The sorting key corresponds to the tab selected in the Shipments list window.


Change Number

The Change Number command allows the user to assigne a new number to the selected shipment. Up to 4 digits can be used.


Go Back to List

The Go Back to List command allows the user to save the modifications made to the shipment, closes the Shipment window and displays the Shipments list window.


New/Save Command

The New Shipment/Save Shipment command serves two purposes. When New is displayed, it allows the user to create a new shipment. When Save is displayed, it saves the shipment settings, clears the fields and allows the user to create a new shipment. For more information, see Shipping, Filling Out The Shipments Window and An Input Window Is....


Number

The Number field contains the number of the shipment being created or modified. The number must be unique; two shipments cannot have the same number. Up to 4 digits can be used.

Click Number to display the Select Shipment window to view or modify a mode. For more information, see Shipping, Filling Out The Shipments Window and An Input Window Is....


Number

The Number field contains the number of the shipment being created or modified. The number must be unique; two shipments cannot have the same number. Up to 4 digits can be used.

Click Number to display the Select Shipment window to view or modify a mode. For more information, see Shipping, Filling Out The Shipments Window and An Input Window Is....


Description

The Description field contains the name of the selected shipment. In the Shipments list window, shipments can be sorted by description. Up to 30 characters can be used.


Description

The Description field contains the name of the selected shipment. In the Shipments list window, shipments can be sorted by description. Up to 30 characters can be used.


Discount

Displays the discount amount disregarding payment delay.


Discount

Displays the discount amount disregarding payment delay.


Allowed Discount

Displays the discount amount taking into account payment delay.


Allowed Discount

Displays the discount amount taking into account payment delay.


Transforming Bids

Click Invoice Current Transaction [image] to transform a bid into an order or invoice or to transform an order or open order into an invoice.


Enter topic text here.


Credit Record

Includes the delay between the invoice and payment date.


Credits

Includes credits available.


Delay According to Invoice Date

Select this box for a report presenting the time delay between the invoice and payment dates. If not selected, the report is calculated from the date corresponding to the end of payment terms assigned to the customer and the payment date to show the delay.

Note: This box is available when the type of statement selected is Credit Record.


Enter topic text here.


Credit Line

Select this option to add a Credit Line column to the report displaying the credit limit amount.


Only in Case of Credit Overrun

Select this option to add an Overrun column to the report displaying amounts over the credit limit.


Zero-balance Accounts

Select this option to include zero-balance accounts in the report.


Enter topic text here.


Exclude Account Statements via E-Mail

Select this option to exclude account statement sent via E-mail from the print process.


Number of Copies of the Form

Number of copies of the form to be printed.

Note: 	This box is displayed when Print on Form is selected with the Printer output mode.


Number of Copies of the Form

Number of copies of the form to be printed.

Note: 	This box is displayed when Print on Form is selected with the Printer output mode.


Enter topic text here.


Number of Copies

Number of copies of each form to be printed.

Note: 	This box is displayed when Print on Form option is selected with the Printer output mode.


Number of Copies

Number of copies of each form to be printed.

Note: 	This box is displayed when Print on Form option is selected with the Printer output mode.


Line 1

Box used to enter the text that will be visible on the display when it is on hold.


Line 1

Box used to enter the text that will be visible on the display when it is on hold.


Line 2

Box used to enter the text that will be visible on the display when it is on hold.


Line 2

Box used to enter the text that will be visible on the display when it is on hold.


Virtual Keyboard

The Virtual Keyboard group box contains the elements required to select the virtual keyboard's display parameters.


Display Keyboard

Select this box in order to display the Keyboard button [image] in the lower right corner of the work space.


Fixed Position

Select this box in order to display the keyboard at the location where it was at the last closing. When this box is not selected, the keyboard is displayed under the box to fill in.


Lock

The Lock group box is used to activate the workstation's security parameters.


After

Select this box in order to activate Acomba's automatic lock. Thus the password must be entered to access Acomba again.


X seconds

Number of seconds of inactivity before the workstation locks.

Note: This box is available when the À intervalle de box is selected.


X seconds

Number of seconds of inactivity before the workstation locks.

Note: This box is available when the À intervalle de box is selected.


Main Window

The Main Window group box contains the elements required to select the display parameters of Acomba's main window.


Access Commands By

Options available to select the command access mode in the main window.

Hint: 	To display Point of Sale application commands in button format, select Functions Toolbar.


Access Commands By

Options available to select the command access mode in the main window.

Hint: 	To display Point of Sale application commands in button format, select Functions Toolbar.


Standard Toolbar

Options available to select the display mode of the main window's Standard toolbar. For more information, see Standard Toolbar.


Standard Toolbar

Options available to select the display mode of the main window's Standard toolbar. For more information, see Standard Toolbar.


Status Bar

Options available to select the display mode of the status bar located at the bottom of the main window.


Status Bar

Options available to select the display mode of the status bar located at the bottom of the main window.


Invoicing Window

The Invoicing Window group box contains elements required to select the display parameters for the Invoicing window.


Default Interface

Options available to select the interface used for the Invoicing window.


Default Interface

Options available to select the interface used for the Invoicing window.


Operation Toolbar

Options available to select the display mode of the Operation toolbar in the Invoicing window. For more information see Operation Menu and Toolbar.


Operation Toolbar

Options available to select the display mode of the Operation toolbar in the Invoicing window. For more information see Operation Menu and Toolbar.


Enter topic text here.


Customer Display Screen

Active: Select this option to use a second monitor as the customer display screen.

Configure: Click this button to configure customer display screen content. For more information, see Customer Display Screen/Multimonitors.

Monitor: Click this button to select the monitor to be used as the customer display screen.


Active

Select this option to use a second monitor as the customer display screen.


Configure

Click this button to configure customer display screen content. For more information, see Customer Display Screen/Multimonitors.


Monitor

Click this button to select the monitor to be used as the customer display screen.


Cash-out

The Cash-out group box contains the elements required to enter the parameters concerning a cash-out flow for an expense that cannot be immediately justified.


Account

Account: Account number used to generate the cash-out entry. Thus, when producing the Daily report, an entry debiting this account and crediting the account selected on the Cash line of the Account Receivable window is created.

Click Account to display the Select Account window used to display an account among those already created. For more information, see Accounts and Fields Linking to Other Fields.


Account

Account: Account number used to generate the cash-out entry. Thus, when producing the Daily report, an entry debiting this account and crediting the account selected on the Cash line of the Account Receivable window is created.

Click Account to display the Select Account window used to display an account among those already created. For more information, see Accounts and Fields Linking to Other Fields.


Account

Description assigned to the selected account [display only].


Paid-out

The Paid-out group box contains the elements required to select the parameters concerning a cash-outflow either designating the return of cash-out funds or the justification of the expenditure. The Paid-out corresponds to an expense "paid directly from the cash drawer".


Tax Group

Tax group number used to extract taxes when creating the paid-out.


Tax Group

Tax group number used to extract taxes when creating the paid-out.


Tax Group

Tax group number used to extract taxes when creating the paid-out.


Table

The Paid-out group box contains the elements required to select the parameters concerning a cash-outflow either designating the return of cash-out funds or the justification of the expenditure. The Paid-out corresponds to an expense "paid directly from the cash drawer".

Tax Group: Tax group number used to extract taxes when creating the paid-out.

Description of the selected tax group [display only].

The Paid-out group box contains a table used to create paid-out types. Each table line contains a paid-out type and each line contains 7 columns.

No: Number assigned to the paid-out type [display only].

Active: Select this box in order to activate the type of paid-out and use it. Only an active type is available in the Paid-out window.

Description: Description used to define the type of paid-out. This description contains a maximum of 20 characters.

Account: Account number used to generate the paid-out entry. Thus, when producing the Daily report, an entry crediting this account and debiting the account selected on the Cash line of the Account Receivable window is created.

Once an account has been used, the background color of the column becomes grey indicating that it can no longer be modified.

Click Account to display the Select Account window used to display an account from those already created. For more information, see Accounts and Fields Linking to Other Fields.


Invoicing

The Invoicing group box contains the elements required to specify invoicing parameters.


Default Customer

Number of the client selected by default in the Invoicing window. When invoicing, a specific customer can be assigned to a specific invoice.

Note:	The Default Customer box is displayed when the Accounts Receivable application is active.


Default Customer

Cusotmer Name [display only].


Confirm Sales Representative

Select this box when the sales representative is to be entered at the beginning of each invoice.


Discount on Sale Allowed

Select this box in order to allow sales discounts to be granted upon invoicing.


Configure cash register as…

 Click Configure cash register as… when creating a new cash register in order to assign another cash register's configuration to the one being created.


Input Options

Identify User in Invoicing: Select this box for users to be identified in the Invoicing window. The User column of the Security Options table is also added.

Confirm User between each Transaction: Select this box in order to lock the Invoicing window once the invoice completed. User identification is thus required for further invoicing.

Use Sales Representative Associated with the User: Select this option in order to link invoices to the sales representative of the user who opened the session or is identified on this cash register. When this option is not selected, the sales representative used when invoicing is the one associated with the customer being invoiced.

Note:	A user is linked with a sales representative in the Sales Representative window.

Automatically Accept Sales Rep.: When this option is not selected, the Select Sales Representative window is displayed when invoicing allowing the user to select a sales representative. When this option is selected, the sales representative linked with the customer is selected by default except when the Use Sales Representative Associated with the User option is selected.


Security Options

Modify Sales Representative: Select this option to activate the Sales Rep. box in the Invoicing window allowing the user to change the sales representative.

Cash-out and Paid-out Entry: Select this box in the Allowed column to permit cash-out and paid-out entries on this cash register.

Discount on Sale: Select this box in the Allowed column to permit the entry of discounts on sales from the cash register for all users. Selecting As Per User means that this privilege will be assigned on an individual user basis.

Authorize Credit Line: Select Allowed to render possible the granting of credit lines on this register. Selecting As per User allows you to assign this privilege to register users on an individual basis.


Reverse cash-out

Click [image] to post a reversal entry for the cash-out selected.

An indicator displays the status of the cash-out: Linked is displayed when a cash-out has been selected in a paid-out, while Reversed is displayed when the cash-out has been reversed.


Amount

Cash-out amount.


Amount

Cash-out amount.


Comments

Description of the cash-out.


Paid-out

Number of the paid-out to which the cash-out is linked [display only].


Paid-out

Number of the paid-out to which the cash-out is linked [display only].


Type

Options available to define the type of paid-out to be created. Select the appropriate option.

The Cash-out Reversal option allows you to reverse the cash-out selected.

Note: 	Only the type for which the Active box has been selected in the Point of Sale Configuration window is displayed.


Type

Options available to define the type of paid-out to be created. Select the appropriate option.

The Cash-out Reversal option allows you to reverse the cash-out selected.

Note: 	Only the type for which the Active box has been selected in the Point of Sale Configuration window is displayed.


Reference

Description of the paid-out.


Reference

Description of the paid-out.


Cash-out

Number of the cash-out


Cash-out

Number of the cash-out


Cash-out

Description of the cash-out


Total

Total amount of paid-out corresponding to the expenditure for which funds were taken from the register.


Print Slip

Option to print cash outs on slips. The Confirm option displays a confirmation window for print authorization.


Print Slip

Option to print cash outs on slips. The Confirm option displays a confirmation window for print authorization.


Print Slip

Option to print cash outs on slips. The Confirm option displays a confirmation window for print authorization.


Print Slip

Option to print cash outs on slips. The Confirm option displays a confirmation window for print authorization.


Customer Detail

The Customer Detail box contains details when the Accounts Receivable application is active.

Note: The information displayed in these boxes corresponds to that presented under the Customer Details and Product Details tabs of the Invoicing Interface.


Product Detail

The Product Detail box contains the details of the selected product. Use the [image] and [image] buttons to select the appropriate product.

Note:	The information displayed in these boxes corresponds to that presented under the Customer Details and Product Details tabs of the Invoicing Interface.


Functions Toolbar

Two Functions toolbars contain the most frequently used features: one, under the main window's menu bar and the other in the Invoicing window. The features included in the first one are accessible from the Functions menu and those included in the second, from the Operation - POS/Functions menu. These bars can be customized from the contextual menu available by right-clicking.

A Functions toolbar can contain up to 5 lines. A line or button can be added, deleted, moved or renamed at any time.

Thus, a line containing an individual user's features can be created in order to facilitate his or her work. Group the buttons according to their use and name the lines adequately in order to organize and facilitate work. However, only invoicing features can be added to the toolbar of the Invoicing window.

A shortcut key can also be assigned to a button. For example, in the Invoicing window, you can create a button and a shortcut to quickly invoice the product on sale this week in order to speed up invoicing.

A default line configuration is offered and can be reinitialized using the Restore Default Settings command of the toolbar's contextual menu. Thus, any modifications made to the toolbar are cancelled without any change to the parameters defined in the Button Bar Formats window.


Best-selling Product

The Best-selling Product group box contains a sorting function for products included in the report.


Sorted By

Quantity: Among other things, this report shows the quantities of the best-selling products sold for the period specified.

Total Sales: Among other things, this report shows sales figures including cumulative amounts for each sales representative for use in calculating commissions.

Gross Margin: Among other things, this report shows profit on the sale of a product allowing you to make appropriate cost adjustments. When profit margins are equal for several products, the products are sorted by percentage then product number.


Sorted By

Quantity: Among other things, this report shows the quantities of the best-selling products sold for the period specified.

Total Sales: Among other things, this report shows sales figures including cumulative amounts for each sales representative for use in calculating commissions.

Gross Margin: Among other things, this report shows profit on the sale of a product allowing you to make appropriate cost adjustments. When profit margins are equal for several products, the products are sorted by percentage then product number.


Type

In the Type group box, specify the type of statistic to use in producing the report.


Summary

Produces a report showing a summary of all the statistics.


Detailed (Sales Rep.)

Produces a report that presents statistics per sales representative.


Detailed (Product Group)

Produces a report that presents statistics per product group.


Business Hours

The Business Hours group box has a table in which you enter the time period for which the report is to be produced. The report shows the statistics for each time period defined in the table.


Business Hours

The Business Hours group box has a table in which you enter the time period for which the report is to be produced. The report shows the statistics for each time period defined in the table.


Sales Outside of Business Hours

Option available to include sales made outside the defined business hours in the Sales report.

Ignore: Exclude from the Sales report any sale made outside of the defined business hours.

Include: Include business hours necessary to cover all sales made.

Include in the last hour: Include sales made outside of business hours in the last business hour period.


Sales Outside of Business Hours

Option available to include sales made outside the defined business hours in the Sales report.

Ignore: Exclude from the Sales report any sale made outside of the defined business hours.

Include: Include business hours necessary to cover all sales made.

Include in the last hour: Include sales made outside of business hours in the last business hour period.


Variable UPC

Select this option upon invoicing to enter a 12-digit product number whose first 6 digits correspond to the price. For more information, see More on Invoicing and the Point of Sale.

Note: This box is available when the Product Number comprises 6 characters.


Print on Slip

Select this option to print the report on a slip.  Select Print on Slip when the Report type is selected and a slip printed is defined in the Default Print Settings window.


Pre-authorized Debit (PAD)

Under the Payment tab, the PAD group box contains elements required to activate PAD for the active company.


Active

Selecting this box activates the PAD option for the company and renders available all fields necessary for its operation.


Delay

Number of days notice to be given the customer. The delay corresponds to the number of days between notice issue and the planned debit date.


Delay

Number of days notice to be given the customer. The delay corresponds to the number of days between notice issue and the planned debit date.


Delay

Number of days notice to be given the customer. The delay corresponds to the number of days between notice issue and the planned debit date.


Financial Institution

The Financial Institution group box contains elements to select the financial institution where PADs are to be deposited. Here, you also find the transmission mode for the EFT file as well as other PAD configuration parameters.


Number

Option available to select the financial institution where PADs are to be deposited. Select the appropriate option.


Number

Option available to select the financial institution where PADs are to be deposited. Select the appropriate option.


Transmission Mode

Options available to select the PAD EFT file transmission mode for the selected institution. Options vary according to the financial institution selected in the Number field. Select the appropriate option.

Paper: Transmit the EFT file to the financial institution on paper.

Disk: Transmit the EFT file to the financial institution on disk.

Modem: Transmit the EFT file to the financial institution via modem.

Internet: Transmit the EFT file to the financial institution via Internet.


Transmission Mode

Options available to select the PAD EFT file transmission mode for the selected institution. Options vary according to the financial institution selected in the Number field. Select the appropriate option.

Paper: Transmit the EFT file to the financial institution on paper.

Disk: Transmit the EFT file to the financial institution on disk.

Modem: Transmit the EFT file to the financial institution via modem.

Internet: Transmit the EFT file to the financial institution via Internet.


General Parameters

The General Parameters group box contains a table for the input of information concerning the PAD EFT transfer files. Contact Technical Support for assistance in entering this information.


General Parameters

The General Parameters group box contains a table for the input of information concerning the PAD EFT transfer files. Contact Technical Support for assistance in entering this information.

Note :	When EFT operations are performed in Payroll or Accounts Payable, the information can be copied here.


Communication Parameters

Displays the Accounts Receivable PAD window in which to enter information concerning PAD electronic file transmission. Contact Technical Support for assistance with entering this information.


Pre-authorized Debit

Selecting this box allows you to specify PAD as the payment mode for the selected customer and activates the options of the Bank group box allowing you to indicate the bank account from which to withdraw PADs.


Bank

The Bank group box contains elements necessary to define the bank account from which to withdraw PADs from the selected customer.


Institution

Number of the financial institution from which PADs are to be withdrawn. The financial institution number has a maximum of three (3) digits.

Other: Select this option when the customer's financial institution is not listed in the drop-down menu. This allows you to enter the appropriate number in the box.

Clicking Institution displays the List of Financial Institutions allowing you to select a financial institution. To get a number of a financial institution not listed here, contact the institution directly.


Institution

Number of the financial institution from which PADs are to be withdrawn. The financial institution number has a maximum of three (3) digits.

Other: Select this option when the customer's financial institution is not listed in the drop-down menu. This allows you to enter the appropriate number in the box.

Clicking Institution displays the List of Financial Institutions allowing you to select a financial institution. To get a number of a financial institution not listed here, contact the institution directly.


Branch

Identification number of the customer's credit union or bank branch. This number has a maximum of five (5) digits.


Branch

Identification number of the customer's credit union or bank branch. This number has a maximum of five (5) digits.


Account

Customer's bank account number. The account number has a maximum of 12 digits.


Account

Customer's bank account number. The account number has a maximum of 12 digits.


Payment Audit Trail

Displays the payment schedule in the report editor.

Note: When the initial payment has been made using a mode other than Periodic Installments, it is included in the amount of the initial installment.


Transaction Suspended

When this button is active, the invoice is not displayed in the Payment window nor in the Payment Audit Trail report. In addition, interest amounts are no longer calculated.


Pay Total/Periodic Installment Details

When a payment mode other than Periodic Installments is selected, you indicate that the transaction will be paid in one lump sum.

When the Periodic Installments mode is selected, the Periodic Installments is displayed allowing you to define installment parameters.


Periodic Installment Details

Displays the Periodic Installments window allowing you to define installment parameters.


Frequency

Options available for selecting the frequency of customer installments. Select the appropriate option.


Frequency

Options available for selecting the frequency of customer installments. Select the appropriate option.


Number of Installments

Number of installments the customer must make. 12 is displayed by default.


Number of Installments

Number of installments the customer must make. 12 is displayed by default.


First Installment On

Date of first installment.

By default, the current date advanced by one month is displayed. Clicking First Installment on displays the Calendar input window allowing you to select a date.


First Installment On

Date of first installment.

By default, the current date advanced by one month is displayed. Clicking First Installment on displays the Calendar input window allowing you to select a date.


OK

Confirms the selections, closes the window and displays the Invoicing window allowing you to continue transaction entry.


Cancel

Cancels the selections made, closes the window and displays the Invoicing window allowing you to continue transaction entry.


Sort By

Under the Projection tab, the Sort by group box contains elements to select the sorting order for the Payment Audit Trail report. Select the appropriate option.


Customers

Sorts payments due by increasing order of customer numbers.


Sorting Key

Sorts payments due by increasing order of customer sorting keys.


Zip/Postal Code

Sorts payments due by increasing order of customer postal codes.


Telephone

Sorts payments due by increasing order of customer telephone numbers.


Sales Rep.

Sorts payments due by increasing order of customer sales representatives.


Territory

Sorts payments due by increasing order of territories.


Country

Sorts payments due by increasing order of customer country codes.


Range

The Range group box contains elements necessary to define of the range of elements associated with customers for whom payments are to be included in the Payment Audit Trail report.


From

Selecting this option allows you to define a range of elements associated with customers for whom payments are due to be included in the PAD Projection report. The type of elements contained in the range depends on the option selected in the Sort by group box.

Number of the first element of the range to include in the PAD Projection Report. The type of elements contained in the range depends on the option selected in the Sort by group box.


From

Selecting this option allows you to define a range of elements associated with customers for whom payments are due to be included in the PAD Projection report. The type of elements contained in the range depends on the option selected in the Sort by group box.

Number of the first element of the range to include in the PAD Projection Report. The type of elements contained in the range depends on the option selected in the Sort by group box.


From

Selecting this option allows you to define a range of elements associated with customers for whom payments are due to be included in the PAD Projection report. The type of elements contained in the range depends on the option selected in the Sort by group box.

Number of the first element of the range to include in the PAD Projection Report. The type of elements contained in the range depends on the option selected in the Sort by group box.


To

Number of the last element of the range to include in the PAD Projection report. The type of elements contained in the range depends on the option selected in the Sort by group box.


To

Number of the last element of the range to include in the PAD Projection report. The type of elements contained in the range depends on the option selected in the Sort by group box.


All

Selecting this option includes all payments due in the PAD Projection report.


Operation

The Operation group box contains elements to select options regarding report production.


Include Credits

Select this box to include customers in the report. Credits will be deducted from payments due. When the amount of payment due is negative, the transaction appears in the report but no PAD on Hold is created.


Only Include Periodic Installment Payments

Select this box in order that only payments from a single invoice whose payment mode is Periodic Installments be included in the report.


Enter PADs on Hold Following Report Production

Select this box in order that payments be automatically entered as PADs on Hold upon closing the report editor following report production.


Print Debit Notices

The Print Debit Notices group box contains elements for entering the Date of Debit Notice and defining the amount of time between notice issue and the debit. Selecting this box renders the elements available.


Debit Notice Date

Notice issue date entered on the PAD notice.

The current date is displayed by default. Clicking Debit Notice Date displays the Calendar input window allowing you to select a date.


Debit Notice Date

Notice issue date entered on the PAD notice.

The current date is displayed by default. Clicking Debit Notice Date displays the Calendar input window allowing you to select a date.


Delay (days)

Number of days notice given the customer. The delay corresponds to the number of days between notice issue and the date of the debit.

The number of days entered in the Delay (Company Information window, Payment tab) is displayed by default.


Delay (days)

Number of days notice given the customer. The delay corresponds to the number of days between notice issue and the date of the debit.

The number of days entered in the Delay (Company Information window, Payment tab) is displayed by default.


Payment Dates

The Payment Dates group box contains elements necessary to define dates concerning debit payments.


Payments Deducted Starting

Date from which payments due will be deducted. Payments between this date and the one entered in the Include Installments Due Up To box will be deducted on their respective due dates.

The current date is displayed by default. When debit notices have been printed the Debit Notice Date is displayed taking into account the number of days of debit notice. Clicking Payments Deducted Starting displays the Calendar input window allowing you to select a date.


Payments Deducted Starting

Date from which payments due will be deducted. Payments between this date and the one entered in the Include Installments Due Up To box will be deducted on their respective due dates.

The current date is displayed by default. When debit notices have been printed the Debit Notice Date is displayed taking into account the number of days of debit notice. Clicking Payments Deducted Starting displays the Calendar input window allowing you to select a date.


Include Installments Due Up To

Payments due will be included in the report up until this date.

The date displayed by default corresponds to the current date plus the number of days delay for the notice. Click Include Installments Due Up To to display the Calendar input window allowing you to select a date.


Include Installments Due Up To

Payments due will be included in the report up until this date.

The date displayed by default corresponds to the current date plus the number of days delay for the notice. Click Include Installments Due Up To to display the Calendar input window allowing you to select a date.


Update

Updates the Print window following the modification of its contents by a network user. For more details, see the Update topic.


PAD on Hold

Selecting this option allows you to authorize PADs on Hold. When this option is selected, the Type of Printing group box is available.


PAD on Hold

Selecting this option allows you to authorize PADs on Hold. When this option is selected, the Type of Printing group box is available.


Include Notices Containing Only Periodic Installments

Select this box when the debit notice is only to contain periodic installments to be printed.


Select All PADs on Hold

Selects all boxes in the PAD on Hold table. In addition, it displays the Default Printing Date window.


Unselect All PADs on Hold

Unselects all boxes in the PAD on Hold table.


Preview

Displays, in the Report Editor, the List of PADs to Produce. When PADs are selected in the table, only the selected PADs appear in the report.


Print Selected PADs

Generates the EFT file then displays the Print window allowing you to select print parameters for debit notices or Lists of PADs to Produce.

Note: The Print Selected PADs command is available when a payment is selected in the PAD table.


Electronic Funds Transfer

Displays the EFT Server window allowing you to view the PAD files and electronically transfer them to the financial institution.


Go Back to List

Displays the Check/Payment Print Parameters input window to allow you to select payments to authorize.


Print Selected PADs

Generates the EFT file then displays the Print window allowing you to select print parameters for debit notices or Lists of PADs to Produce.

Note: The Print Selected PADs command is available when a payment is selected in the PAD table.


Authorized Amount

Total amount of authorized PADs. It corresponds to the amounts displayed in the Amount column of the PAD on Hold table. [Display Only]


Authorized Amount

Total amount of authorized PADs. It corresponds to the amounts displayed in the Amount column of the PAD on Hold table. [Display Only]


Include

Select this box to include in the selection the PAD on Hold for which a debit is to be authorized and printed. The amount of the PAD is added to the figure in the Authorized Amount box.

Tip:	Clicking Select All PADs on Hold [image] selects all boxes in the table and clicking Unselect all PADS on Hold [image] unselects all the boxes in the table.


Customer Number

Number of the customer associated with the PAD [Display Only].


Customer Name

Name of the customer associated with the PAD [Display Only].


Amount

PAD amount [Display Only].


Date

PAD date [Display Only].


Enter topic text here.


Main_BoutonsOngletsApp


Print Setup

The Print Setup command is used to define report and check printing settings.


Create New Company

The Create New Company command starts the company creation procedure. Please note a new company does not necessarily imply a different company. It could be a branch, a department, etc. For more on creating a company, see Creating a Company.


Open Company

The Open Company command is used to locate, select and open a company.


Print

The Print command is used to print all selected items.


Undo Last Action

The Undo Last Action command cancels the effect of the last action. The button will be shaded if the function is unavailable.


Redo Last Action

The Redo Last Action command is used to retrieve information deleted in last action. The button will be shaded if the function is not available.


Cut

The Cut command is used to cut the selected section of document or window and place it in the Clipboard. The button will be shaded if the function is not available.


Paste

The Paste command is used to insert the contents of the Clipboard at the point where the cursor is located. The button will be shaded if the function is not available.


Options

The Options command is used to modify the settings used to control input commands, available reports, on-screen font size, displayed tool bar, and update application and input windows.


Company Information

The Company Information command opens the Company Information input window for the active company. This lets you consult and modify the company's postal and electronic addresses, telephone numbers, and General Ledger operational settings.


Tax Group

The Tax Group command allows for the creation of tax groups. Rather than identify taxes individually, you will be able to identify those tax groups used when transactions are entered.


Taxes

The Taxes command allows for the creation of tax accounts and the definition of tax rates used by the system when transactions are entered. To learn more about this procedure, consult Taxes.


Change User

The Change User command lets the user open the Change User dialog box. It is possible to specify the name and password of a new system user. For more information, consult Change User.


Change Password

The Change Password command allows the current user to modify the password without interrupting the work session or having to consult the user's file.


Copy

The Copy command is used to copy the selected section of document or window and to insert it in the Clipboard. The button will be shaded if the function is not available.


Users

The Users command opens the Users window, which displays the list of company users. From this list, the user can create a new user card or view and modify existing cards. Consult Definition of a New User Card for more information.


List of Users

The List of Users command allows for the creation of one or many user lists. The list may be simple or detailed. Consult Producing a User List for more information concerning the steps of this process.


General Ledger Startup

The General Ledger Startup command is used to start the General Ledger setup process.


Transactions

The Transactions command opens the Transactions application window. This window contains the list of all entered transactions available for consultation and correction. You can also enter new transactions from this window. Consult the Entering Transactions menu for more information.


Accounts

The Accounts command lets the user create, modify or consult accounts in the chart of accounts. To learn more about these operations, see the help topic Accounts.


Entry

The Entry command allows deposits, checks and other entries to be logged into the General Ledger system. Consult the Entering Transactions heading for further information.


Conciliation

The Reconciliation command lets the user reconcile accounts in the Chart of Accounts. Consult Reconciliation Is... for more information.


Batches

The Batches command allows for the creation, modification and viewing of batch transactions.


Ratios

The Ratios command allows for the creation, modification or viewing of accounting ratios used in analyzing the company's financial status. For more information, see Creating a Ratio.


Addresses

The Addresses command allows for the creation, modification and viewing of address cards. These cards are useful for the regular production of checks, as well as for sending E-Mail messages.


List of Accounts

The List of Accounts command provides a list of accounts based on the Chart of Accounts established for the selected company.


List of Transactions

The List of Transactions lets the user create, modify and produce a list of transactions contained within the system. For more information, see List of Transactions.


Financial Reports

The Financial Reports command lets the user produce the following four types of financial reports: Trial Balance, Balance Sheet, Income Statement or Ratio Report. Some of these reports take the GIFI account number into account.


Tax Report

The Tax Report command lets the user define and produce tax report models. For more information, see Tax Report.


Batch Processing

The Batch Processing command begins posting transactions contained in a batch to the General Ledger.


Print Checks/Payments

Displays the Check/Payment Print Parameters for printing supplier and General Ledger checks and authorizing direct payment of accounts payable.


General Ledger Check Format

The General Ledger Check Format allows the user to define the format of General Ledger checks for a specific bank. Consult the General Ledeger Check Format section for more details.


Accounts Payable Check Format

The Accounts Payable Check Format lets the user define the printing parameters for Accounts Payable checks.


Financial Calculator

The Financial Calculator command lets the user create, view and modify financial calculation formats. For more information consult the following headings:

>> Financial Calculator

>> Creating a Financial Calculation


End of Period

The End of Period command lets the user begin the end of accounting period procedure. For more information, see Running the End-of-Period Procedure.


Import Data

The Import Data command lets the user import accounting data in different formats. To see how to proceed, see Data Import/Export.


Export Data

The Export Data command lets the user export accounting data in different formats. For information on how to proceed, see Data Import/Export.


Calendar

The Calendar command gives direct access to the integrated calendar without having to use the help function. For more information on the calendar, consult Calendar.


Source Deductions

The Source Deductions command displays the Source Deductions window to allow the user to enter calculation and remittance parameters for federal and provincial source deductions.


Government Taxes

The Government Taxes command lets the user produce tax returns for the registrant. The appropriate boxes are filled when calculation parameters are entered.


Supplier Transactions

The Supplier Transactions command opens the List of Invoices window in which the invoices, parameters and checks are enumerated. To see the details of any transaction, simply click that transaction.


Accounts Payable

The Accounts Payable command displays the table of those accounts payable, discount accounts and shipping accounts that have been defined. It lets the user enter new parameters.


Payment Terms

The Payment Terms command displays the Terms of Payment box where the user can select or create new terms of payment parameters.


End of Month

The end of month procedure deactivates transactions whose balances are null before moving to the next accounting period. Deactivated transactions do not appear in reports.

For more, see Steps to Take before the End of Month


Entering Supplier Transactions

The Entering Supplier Transactions displays the Entry window to let the user log a new supplier transaction (invoice, interest, credit, or other charges). For more information, see Entering Supplier Transactions.


List of Suppliers

The List of Suppliers command lets the user define and produce supplier reports. These include List of Suppliers, Supplier Record, Aged Trial Balance, Payment Projections, Purchase Record. For more information on the procedure to follow, see Producing Supplier Reports help topic.


List of Checks

The List of Checks command lets the user produce the list of checks containing the list of all payments on hold. This list can help plan both the issuing of checks and the use of bank account numbers. Displayed for each check are the supplier number and name, discount expiry date, payment due date and the number of the checking account.


Enter Payment

The Enter Payment command displays the Payment box where, for the identified supplier, you can select invoices to be paid.


Check for Idle Files

The Check for Idle Files command marks inactive files. Inactive files include those files whose invoices have been paid in full. As inactive files no longer are included in reports, we recommended that you print a Supplier Record report before carrying on with the procedure in order to obtain the list of all invoices paid since the last operation.


Outbox Manager

The Outbox Manager command displays the Outbox Manager window. It contains payments to be transferred by electronic means. It is possible to select a payment for either viewing or transfer.


Weekly Reports

The Weekly Report lets the user produce and view weekly as well as archived reports. For more information on the production of weekly reports, see the Help chapter entitled Producing Weekly Reports.


Autoreconciliation

The Autoreconciliation command displays the automatic reconciliation window. This function automatically reconciles bank account transactions following the importation of a bank statement. The user must subscribe to his or her financial institution's online banking service.


Internet Communications Startup

The Internet Communications Startup command starts the Internet Communications program setup procedure. An Internet link is needed to use Internet Communications.


Report Generator

The Report Generator command starts the financial report generator. For more on how to use this feature, see Report Generator.


Projects

The Projects command displays the Projects window. From this window, it is possible to define a new project segment or select an existing one. For more on how to use Cost Analysis, see the Cost Analysis help chapter.


Cost Analysis Startup

The Cost Analysis Startup command starts up the configuration of the Cost Analysis program.


Accounts Receivable Startup

The Accounts Receivable Startup command starts up the configuration of the Accounts Receivable program.


Territories

The Territories command lets the user manage territories.


Territories

The Territories command lets the user manage territories.


Product Group

The Product Group command lets the user manage product groups. For more information, see Product Group.


Product Group

The Product Group command lets the user manage product groups. For more information, see Product Group.


Sales Representative

The Sales Representative command lets the user manage sales representatives' cards.


Sales Representative

The Sales Representative command lets the user manage sales representatives' cards.


Products

The Products command lets the user manage product cards. For more information, see Product Concept.


Daily Report

The Daily Report command lets the user produce the various daily reports available through the Accounts Receivable program. For more information on how to produce daily reports, see Producing Daily Reports.


Accounts Receivable

The Accounts Receivable command lets the user set up accounts receivable sets. Under the Accounts tab, you find the General Ledger accounts associated with the various topics; under Invoicing, you find the invoicing parameters.


Terms of Payment

The Terms of Payment command displays the Terms of Payment window to allow for the creation or selection of terms of payment.


Customer Report

The Customer Report command lets you define and produce the various customer reports that are available, i.e. List of Customers, Customer Statement, and Account Statement. For more information about the procedure to follow, see the help topic entitled Producing Customer Reports.


Tax Exceptions

The Tax Exceptions command displays the Tax Exception window where tax settings applicable in special cases are specified.

Please note a tax exception is different from a tax exemption. The exemption is accorded to a person or organization. It completely voids the tax on any item. The exception applies to a product or a group of products. The exception can be used to reduce the amount of sales tax applicable to a given item.


Countries

The Countries command lets the user create a data entry form for telephone numbers and postal codes. By using an entry form, the user is assured the input is in accordance with the type and format of information that are required.


Entry

The Entry command displays the Entry window in which Accounts Receivable transactions are entered. For more information, see the Transaction Entry section.


Customers

The Customers command lets the user create, modify or delete a customer card.


Transactions

The List of Consumer Transactions displays invoices, payments and pre-authorized payments. The user can select a transaction and view its details.


Payment

The Payment command displays the Payment window where the user can select the invoices covered by a payment received from the selected customer.


Autoreconciliation

The autoreconciliation function automatically reconciles bank account entries following the importation of a bank statement. The user must subscribe to his or her financial institution's online banking service. Consult the Autoreconciliation help topic for the steps to follow.


SMB Portal

The SMB Portal contains all the information the user needs to know concerning Fortsum Business Solutions and its programs. It can also be used to place calls to technical service and to obtain program updates.

Since the site is interactive, it adapts to the programs registered by the user. Upcoming software releases and updates will be announced here. It is also possible to find answers to questions pertaining to the use of Acomba in the Frequently Asked Questions (FAQ) section.

The SMB Portal also contains the schedule of Fortsum Training courses. It is easy to find out when and where courses will be offered.

It is also possible to place a technical support request at any time day or night. Such requests will be placed in the proper waiting list. Briefly describing the problem will greatlyspeed up the process.


End of Month

The end of month procedure allows the user to calculate interest charges on unpaid balances and to deactivate both unused files and invoices paid in full before moving to the next accounting period.

For the procedure to follow see:

>> Steps to Take before the End of Month

>> Calculating Interest Charges

>> Change of Month


Inventory Adjustment

The Inventory Adjustment command lets the user make changes to inventory counts. Corrections are reflected in the Product Concept.


Price Adjustment

The Price Adjustment displays the Price Modification window offering the various options available to the user regarding price changes: price increase or reduction, for the whole product or one of its components, for all units of the product in stock or just some of them. For more on price adjustment, see Price Adjustment.


Inventory Reports

The Inventory Reports command displays the Inventory Reports window containing inventory reports available for production. They are Inventory List, Inventory Change, Inventory Value and List of Supplier Products.


Supplier Products

The Supplier Products command displays the product's order information summary. For more information see Supplier Products Card.


List of Product Groups

The List of Product Groups command displays a report that covers product groups that have been created.


Segments

The Segments command lets the user create a segment number. The segment groups a set of categories. Each segment number can contain up to 4 digits.


Categories

The Categories command lets the user create categories of products. The category contains product features, associated with a segment. For example, with a segment created to account for pants, categories could relate to size, color and style.


Invoicing

The Invoicing command lets the user enter a customet transaction, an open order, a bid, a purchase or an order.


Invoices

The Invoices command displays the list of all invoices that have been entered. Various sorting keys can be used.


Invoicing Report

The Invoicing Report command supports the production of available invoicing reports: Invoice, Order, Open Order, Bid and Purchase.


Sales Report

The Sales Report command supports the production of available sales reports: Product, Cost Price, Sales Representative Statement, Sales Representative Analysis and Territory.


Shipments

The Shipments command lets the user create shipping mode cards. A shipping mode card is used to identify how a customer will receive purchased goods or services.


Discount

The Discount command lets the user create discounts. A discount is a price reduction percentage applicable to a product group sold to a customer.


Cashiers

The Cashiers command lets the user assign access privileges to each cashier entered in the system.


Order Management Startup

The Order Management Startup command starts up the configuration of the Order Management program.


Change Cashier

The Change Cashier command displays the Password dialogue box where the number and password of the user of the system is entered.


Inventory Startup

The Inventory Startup command starts up the configuration of the Inventory program.


Search

The Search command displays the Search window. The Search function is used to locate entries containing the specified character string. It is possible to limit the scope of the search to certain sections of the software.


Search

The Search command displays the Search window. The Search function is used to locate entries containing the specified character string. It is possible to limit the scope of the search to certain sections of the software.


Accounts Payable Startup

The Accounts Payable Startup command starts up the configuration of the Accounts Payable program.


Suppliers

The Suppliers command lets the user create, modify or delete a supplier file. For more information, see Viewing, Modifying or Deleting Supplier Card.


Order Management Setup

The Order Management Startup command begins the Order Management program setup procedure.


Consolidation

The Consolidation option lets the user consolidate several companies into a temporary company that can be analyzed using the Report Generator.


Multilanguage

The Multilanguage command lets the user customize the labels used in the account statements.


Call Management

The Call Management page groups the functions associated with the Call Management program.


Call Management Startup

The Call Management Statup command starts the Call Management program setup procedure.


Call Center

The Call Center command displays the calls according to waiting lists. Waiting lists are created using the Waiting Lists command and calls are entered through the Place a Call command.


Place a Call

The Place a Call command lets the user enter the caller's information and transfer the entry to the appropriate waiting list.


Call Report

The Call Report command displays the report configuration window. The available reports are Statistics, Contacts, Comments and Unprocessed Calls.


Schedules

The Schedules command allows for the creation and modification of calling schedules.


Waiting Lists

The Waiting Lists command allows for the creation and modification of waiting lists.


Contacts

The Contacts command displays the contact interface containing all information pertaining to the selected contact. Select the type of information required using the relevant tab.


Preview

The Preview command lets the user view the document before printing to verify that it meets all requirements. The layout of the documents can be altered if necessary.


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New Account

The New Account command displays the Account window to allow for the creation of a new bank-type account. For more information, see Accounts and the General Ledger.


View/Modify Account

The View/Modify Account command displays the bank account details to allow for their consultation or modification. For more information, see Accounts and the General Ledger.


Update

The Update command refreshes the content of the Account window after it has been modified.


Options

The Options command displays the Options window which contains settings used to display data.


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Version

Displays the version of the software. That information may be requested by technical support.


Application(s) installed

The Application(s) installed group lists applications installed and their serial number. This information may be requested by technical support.


Function

The Function box serves to run system commands.

It is in the Function box, for example, that an accountant would enter his or her Auditor code.


OK

The OK button runs the command entered in the Function box and closes the About ... window.


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Printing Batch Checks

The Printing Batch Checks contains the printing options offered when posting batch entries to the General Ledger.


Print the Checks

The Print the Checks option prints authorized checks upon their posting to the General Ledger.


Defer Printing

The Defer Printing option sets the checks being posted to the General Ledger to be printed when the Print Checks [image] command under the Deferred Processing tab is run.


Skip Printing

The Skip Printing option is to be used when the checks have been written using another method (such as by hand) and should not be produced anew.


OK

The OK command saves the input and proceeds with the selected printing option.


Cancel

The Cancel command discards modifications made to this window and closes it without proceeding to the operation.


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Destination Folder

The Destination Folder contains the intended destination for the backup copy.


Destination Folder

The Destination Folder contains the intended destination for the backup copy.


Browse

The Browse command lets the user locate the intended location of the backup copy. For more information on backup copies, see Making a Backup Copy or Recovering a Backup Copy.


Destination

The Destination group lets the user select the type of backup to be made. Select E-Mail to send the copy by E-mail or Disk to save the copy on disk. Once Backup is clicked, the user is required to enter the information needed to to carry out procedure according to the destination selected.


Disk

The Disk option sends the backup copy to the destination specified in the Destination Folder box.


E-Mail

The E-Mail option allows for the copy to be sent to the recipient by E-mail. Once Backup is clicked, you are required to specify the name of the file and the Send E-Mail window is displayed to allow for the recipient's information to be input.


Format

Three backup formats are available: Compressed, Uncompressed and Compressed with Password. Select the format to be used.


Compressed

The Compressed mode makes the backup copy smaller in size for the same amount of data. For more information, see Making a Backup Copy or Recovering a Backup Copy.


Uncompressed

The Uncompressed mode is the most widely used format for backup copies. The information is simply copied unto the selected medium. When the copy is to be sent by E-mail, it is profitable to compress the file for it to be transmitted more quickly.


Compressed with Password

The Compressed with Password mode locks the file to insure the confidentiality of the information it contains. To recover the data, the user has to enter the password.


Backup Options

The Backup Options group contains the various types of file that can be included in the backup file.


Include Index Files

The Include Index Files option allows to include the index files in your backup copy. This is not obligatory. They will be compiled automatically as necessary. Index files greatly speed up data searches.


Include Additional Files

The Include Additional Files option allows to include in your backup copy additional files from your system. These files need not be related to accounting. Each of the files must be saved in the company folder as well as identified in the file called AcomBak.txt, which must itself be saved in the company folder.


All

The All option allows for the recovery of all files contained in the backup copy.


Optional Only

The Optional Only option allows the user to select the files to recover.


Recovery Options

The Recovery Options group contains options that allows the user to select the recovery protection level.


Protected Recovery

The Protected Recovery option restores the original files if a recovery error is encountered.


Backup/Recover

The command starts the Backup or Recovery process. For more information about making or recovering a backup copy, see Making a Backup Copy or Recovering a Backup Copy.


Exit

The Exit button closes the Backup window wiithout proceeding with the operation.


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Encryption Code

The Encryption Code feature lets the user enter the encryption code used to unlock the backup copy. thus insuring that only an authorized person can make or recover a backup copy.


Show Encryption Code

The Show Encryption Code does not mask the code during input. When this option is not activated, asterisks ( * ) are used to replace characters entered.


Cancel

The Cancel button closes the window without proceeding with the backup. Input will be lost.


OK

The OK button confirms the input and proceeds with the operation. While recovering data, the procedure is aborted after three (3) unsuccessful entries.


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Old Password

The Old Password field contains the password currently in use.


Old Password

The Old Password field contains the password currently in use.


New Password

The New Password field contains the password that will become the active password once the modification is confirmed by clicking the OK button. Click Cancel to continue using the current password.


New Password

The New Password field contains the password that will become the active password once the modification is confirmed by clicking the OK button. Click Cancel to continue using the current password.


Confirm New Password

In the Confirm New Password field, the user enters the password anew to confirm its accuracy. If a password different from the one in the New Password field is entered, the changes will be cancelled.


Confirm New Password

In the Confirm New Password field, the user enters the password anew to confirm its accuracy. If a password different from the one in the New Password field is entered, the changes will be cancelled.


OK

The OK command confirms the change of password for the current user. To close the window without changing the password, click Cancel.


Cancel

The Cancel command discards the modifications made to the password and closes the window. The password of the current user remains unchanged.


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Cancel

The Cancel command discards all modifications made to the New number dialog box and closes the window. The number assigned to the user remains unchanged.


OK

The OK button saves changes made in the New Number dialog box and closes the window.


New Number

The New Number field contains the new number assigned to the user.


New Number

The New Number field contains the new number assigned to the user.


Old Number

The Old Number field contains the user number to replace.


Old Number

The Old Number field contains the user number to replace.


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Empty Folder

The Empty Folder command is one of the disk management tools offered with the backup feature. It allows the user to delete the contents of the destination disk to make room for the backup copy. As this operation is irreversible, we recommend you verify the contents of the disk before proceeding.


Disk Contents

The Disk Contents command is one of the disk management tools offered with the backup feature. It allows the user to check what is currently saved on the backup destination disk. The Disk Contents command should be used before emptying the disk.


Refresh

The Refresh command is one of the disk management tools offered with the backup feature. It allows the user to update the available disk space on the backup destination disk as well as the actual size of the backup file.


Cancel

The Cancel commande terminates the backup operation without completing it.


OK

The OK command closes the windows and continues the backup operation.


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Enter System Date

The Enter System Date contains the date used for the scholastic version of the software. The date to enter must be no earlier than three years before the current date. Clicking Date displays the integrated calendar.


Enter System Date

The Enter System Date contains the date used for the scholastic version of the software. The date to enter must be no earlier than three years before the current date. Typing the question mark displays the integrated calendar.


OK

Clicking OK sets up the scholastic version of the software according to the date entered and closes the window.


Cancel

The Cancel command closes the Enter System Date window without setting up the program. Information entered will be lost.


E-Mail

The E-Mail field contains the company's E-mail address.


E-Mail

The E-Mail field contains the company's E-mail address.


Web Site Address

The Web Site Address field contains the company's Web site address.


Web Site Address

The Web Site Address field contains the company's Web site address.


Fax Number

The Fax Number field contains the company's fax number. This must be a 7-, 10-, or 11-digit number to be acceptable. Alternatively, this field may be used for a second company telephone number.


Fax Number

The Fax Number field contains the company's fax number. This must be a 7-, 10-, or 11-digit number to be acceptable. Alternatively, this field may be used for a second company telephone number.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The user can also enter a zip code. In the latter case, it is necessary to add the state abbreviation before the zip code.


ZIP/Postal Code

The ZIP/Postal Code field contains the company's postal code. The user can also enter a zip code. In the latter case, it is necessary to add the state abbreviation before the zip code.


Phone Number

The Phone Number field contains the number of the company's main telephone line. It must contain 7, 10, or 11 digits to be acceptable.


Phone Number

The Phone Number field contains the number of the company's main telephone line. It must contain 7, 10, or 11 digits to be acceptable.


City

The City field contains the name of the city where the company is located. The user can also add the name of the province or state after the name of the city, e.g. Cornwall, ON. The field can contain up to 30 characters.


City

The City field contains the name of the city where the company is located. The user can also add the name of the province or state after the name of the city, e.g. Cornwall, ON. The field can contain up to 30 characters.


Address

The Address field contains the address of the company. The field can contain up to 30 characters.


Name

The Name field contains the complete company name. The field accepts up to 40 characters.


c/o

The c/o field contains the name of a company resource person. Alternatively, this field could be used as an additional line for the company name or address. The field accepts up to 30 characters.


c/o

The c/o field contains the name of a company resource person. Alternatively, this field could be used as an additional line for the company name or address. The field accepts up to 30 characters.


Address

The Address field contains the address of the company. The field can contain up to 30 characters.


Applications

The Applications group contains the name of the programs that can be set up. Check its box to select the program.


Data From Other Systems

The Data From Other Systems group contains options to control data import and select data format.


Use Data From Another Accounting System

The Use Data From Another Accounting System option lets the user choose to import data from another accounting system. The user then would select the data format from the scroll list.


Data Source

The Data Source box allows the user to select the data format from a scroll list.


Data Source

The Data Source box allows the user to select the data format from a scroll list.


Next

Clicking the Next button allows the user to proceed to the next step.


Name

The Name field contains the complete company name. The field accepts up to 40 characters.


Chart of Accounts

Displays the Chart of Accounts selected in the line of business group by using the scroll bar at the right of this frame.


Select

The Select button selects the Chart of Accounts highlighted in the Line of business group to be used with the company being created. After clicking Next, the user can edit the Chart of Accounts.


Chart of Accounts

This feature displays the Chart of Accounts selected in the line of business group by using the scroll bar at the right of this frame.


Line of Business

The Line of Business group lists lines of business for which a corresponding Charts of Accounts exists. The user selects the one which best suits the needs of his or her company.


Create

The Create option lets the user create a customized Chart of Accounts from scratch. This command should be used if the company has developed its own Chart of Accounts.


Import

The Import option lets the user recover an existing Chart of Accounts from another company file.


File

The File option lets the user use a Chart of Accounts previously saved on diskette. Clicking File brings up the Select Chart of Accounts window. .CSV, .PRN, and .PRW format files are admissible.


Insert an Account

The Insert an Account command inserts a new account in the Chart of Accounts being edited or created. The new account line is inserted above the account line selected with the arrow.

Note

General Ledger accounts should be organized in ascending order.


Line of Business

The Line of Business group lists lines of business for which a corresponding Charts of Accounts exists. The user selects the one which best suits the needs of his or her company.


Empty Chart of Accounts

The Empty Chart of Accounts command lets the user delete a Chart of Accounts previously selected. This can also allow the user to create a customized Chart of Accounts.


Edit Chart of Accounts

The Edit Chart of Accounts group lets the user view and modify Chart of Accounts content. The scroll bar is used to move about the chart and the buttons in the dialog box to make changes.


Delete Selected Account

The Delete Selected Account is used to delete the selected account. Accounts that follow move up to fill the emptied line.


Cancel

The Cancel command discards all modifications made to the window and terminates startup. Input values will be lost.


Previous

The Previous button allows the user to return to the previous page of information.


Number of Periods

The Number of Periods field contains the number of accounting periods in the company's fiscal year.


Number of Periods

The Number of Periods field contains the number of accounting periods in the company's fiscal year.


Current Period

The Current Period field contains the number of the period of the fiscal year that is active upon set up. At the beginning of the fiscal year, 1 is entered.


Current Period

The Current Period field contains the number of the period of the fiscal year that is active upon set up. At the beginning of the fiscal year, 1 is entered.


Entry Number

The Entry Number field contains the number of the accounting entry next to be assigned at the moment the General Ledger program is set up. If the program is set up at the launch of the company, 1 should be entered.


Entry Number

The Entry Number field contains the number of the accounting entry next to be assigned at the moment the General Ledger program is set up. If the program is set up at the launch of the company, 1 should be entered.


Accounting Cycle

The accounting cycle defines a base period for the calculation of the aged trial balance. In the majority of cases, this is a period of 30 days, but it may vary according to the type of activity.


Weekly Report Number

The Weekly Report Number field contains the number of the next weekly report to be produced. All subsequent reports will be appropriately numbered automatically. The first weekly report should be numbered 1, only if no such reports have been kept.


Weekly Report Number

The Weekly Report Number field contains the number of the next weekly report to be produced. All subsequent reports will be appropriately numbered automatically. The first weekly report should be numbered 1, only if no such reports have been kept.


Insert an Account Payable

The Insert an Account Payable command lets the user add an account to the List of Accounts Payable. The addition will be inserted above the position of the pointer.

Note

In this instance, an account payable is made of an account payable, a discount account and a shipping account.


Delete Selected Payable Account

The Delete Selected Account command serves to remove the account payable selected.

Note

In this instance, an account payable is made of an account payable, a discount account and a shipping account.


Consultation group box

The consultation group box displays the list of accounts payable. The dialog box buttons are used to make changes. In this instance, the accounts payable comprises the number of the account affected by the accounts payable, the account affected by discounts and the number of the General Ledger account to which shipping charges are to be billed.


Insert Terms of Payment

The Insert Terms of Payment button lets the user add terms of payment to the list. The addition will be inserted above the pointer position.


Delete Selected Terms of Payment

The Delete Selected Terms of Payment button serves to delete the selected terms of payment.


Consultation group box

The consultation group box displays the contents of the list of terms of payment. The dialog box buttons serve to make changes. The Type field identifies the term characteristics such as payment mode. The properties of each term of payment, such as percentage and conditions, are accessible by clicking the Details icon.


Definition

Displays the characteristics of the selected term of payment and defines them in the Type and Detail columns.


Accounting Cycle

The accounting cycle defines a base period for the calculation of the aged trial balance. In the majority of cases, this is a period of 30 days, but it may vary according to the type of activity.


Project Input Mask

Project input masks are used to indicate the structure required for the identification of projects or the segmentation of the chart of accounts. This ensures data will be entered in a consistent manner. For alphanumeric characters an asterisk* is used. To separate different parts of the number, the ( ), [ ], { }, PERIOD (.) and DASH (-) are all admissible. For example, if the project number has to conform to the structure 123-4567(89), the mask would be ***-****(**).

Note

The maximum number of characters allowed is 30 (including the separators), the number of alphanumeric characters is limited to 15, and you cannot insert spaces.


Segment Table

The segment table contains information on the whole project input mask. For each segment, the number of characters it will contain is required as well as the separators to be used. A brief description of the purpose of the segment can also be added. A project number can contain up to three segments. At this point, the complete project input mask must be created.


Example

In the Example box, a fictitious project number is displayed using the proposed project input mask.


Example

In the Example box, a fictitious project number is displayed using the proposed project input mask.


Project Number Required

The Project Number Required option is used to indicate that a project number is required when an income or expense account is affected by any transaction. This will ensure that transactions are systematically associated with a project and that reports are accurate. Transactions entered without project numbers will not be allowed by the system.


Product Segmentation Active

The Product Segmentation Active option allows for the creation of segments in product numbers. Up to three segments may be used to define each product. A segment number can contain up to four digits.


Cost Price Code

The Cost Price Code serves to display cost prices on tag prices though making them undecipherable to customers. A code must be assigned to each digit from 0 to 9. Each digit must be assigned a unique code.

Tip

The use of a ten-letter word as the code makes it easier for users. It is necessary to make sure the same letter does not appear twice in the chosen word. For example, MELBOURNIA would be acceptable. Each letter is unique and the word is easy to remember.


Product Price Descriptions

The Inventory program makes it possible to define a six-level price structure for products, plus a three-level quantity price structure. The Product Price Descriptions group allows the user to change the name of each level as well as the percentage of the suggested retail price it represents.


Project Input Mask

Project input masks are used to indicate the structure required for the identification of projects or the segmentation of the chart of accounts. This ensures data will be entered in a consistent manner. For alphanumeric characters an asterisk* is used. To separate different parts of the number, the ( ), [ ], { }, PERIOD (.) and DASH (-) are all admissible. For example, if the project number has to conform to the structure 123-4567(89), the mask would be ***-****(**).

Note

The maximum number of characters allowed is 30 (including the separators), the number of alphanumeric characters is limited to 15, and you cannot insert spaces.


Order Number

The Order Number field contains the number to asign to the next order entry. If no order entry has ever been made, 0 should be entered.


Order Number

The Order Number field contains the number to asign to the next order entry. If no order entry has ever been made, 0 should be entered.


Open Order Number

The Open Order Number field contains the number to asign to the next open order entry. If no open order entry has ever been made, 0 should be entered.


Open Order Number

The Open Order Number field contains the number to asign to the next open order entry. If no open order entry has ever been made, 0 should be entered.


Bid Number

The Bid Number field contains the number to asign to the next bid entry. If no bid entry has ever been made, 0 should be entered.


Bid Number

The Bid Number field contains the number to asign to the next bid entry. If no bid entry has ever been made, 0 should be entered.


Purchase Number

The Purchase Number field contains the number to assign to the next purchase entry. If no purchase entry has ever been made, 0 should be entered.


Purchase Number

The Purchase Number field contains the number to assign to the next purchase entry. If no purchase entry has ever been made, 0 should be entered.


Format Number

The Format Number field contains the number of the invoice format to be used by default.


Format Number

The Format Number field contains the number of the invoice format to be used by default.


Automatically Invoice Ordered Items

The Automatically Invoice Ordered Items feature creates an invoice for every order once the expiration date is reached.


Expiration

The Expiration field contains the number of days an order or bid is valid.


Order Management

The Order Management group displays the operational parameters of the Order Management program.


Expiration

The Expiration field contains the number of days an order or bid is valid.


Expiration

The Expiration field contains the number of days an order or bid is valid.


Add Tax

The Add Tax command allows the user to create a new tax account.


Delete Selected Tax

The Delete Selected Tax command removes the selected tax account from the Chart of Accounts. The deleted tax account can no longer be used.


Tax Wizard

The Tax Wizard command starts the tax wizard to assist the user in creating the necessary tax accounts. For more on the use of the tax wizard, see Tax Wizard.


Taxes

The Taxes group groups functions needed to efficiently manage tax accounts created during the setup.


Tax Table

The tax table group contains the list of all taxes created while starting the company. An account can be removed from the list by selecting it and clicking Delete Selected Tax.


Tax Groups

The Tax Groups group groups functions needed to efficiently manage tax groups created during the setup.


Add Tax Group

The Add Tax Group command allows the user to create a new tax group. For more information, see What Are Tax Groups For?.


Delete Selected Tax Group

The Delete Selected Tax Group command deletes the selected tax group. The deleted tax group can no longer be used. The operation cannot be undone. If deleted by accident, a tax group must be created anew.


Tax Wizard

The Tax Wizard command starts the tax wizard to assist the user in creating the necessary tax accounts. For more on the use of the tax wizard, see Tax Wizard.


Table of Tax Groups

The tax group table group contains the list of all tax groups created while starting the company. A tax group can be removed from the list by selecting it and clicking Delete Selected Tax Group.


Inventory

The Inventory group contains price and product number format parameters.


Length of Product Numbers

The Length of Product Numbers field contains the number of characters of product numbers. That value must be between 6 and 20.


Number of Decimals in Price

The Number of Decimals in Price field allows the user to set the number of decimals to display for prices.


Price Lists

The Price Lists group contains the list of available price lists usable in the system. To render a list available, it is necessary to select its box and enter a conversion rate based on the original list.


Cost Price Code

The Cost Price Code serves to display cost prices on tag prices though making them undecipherable to customers. A code must be assigned to each digit from 0 to 9. Each digit must be assigned a unique code.

Tip

The use of a ten-letter word as the code makes it easier for users. It is necessary to make sure the same letter does not appear twice in the chosen word. For example, MELBOURNIA would be acceptable. Each letter is unique and the word is easy to remember.


Invoicing

The Invoicing group contains default parameters used to make invoices.


Length of Invoice Numbers

The Length of Invoice Numbers field contains the number of characters comprised in the invoice number. Admissible value is between 4 and 12 characters.


Length of Invoice Numbers

The Length of Invoice Numbers field contains the number of characters comprised in the invoice number. Admissible value is between 4 and 12 characters.


Number of Default Items

The Number of Default Items field contains the value entered by default in the Invoiced column of the invoice. The default value is 1 and the maximum allowed is 9 999 999.


Daily Report

The Daily Report group displays the number of the next daily report.


Number

The Number field contains the number of the next daily report.


Number

The Number field contains the number of the next daily report.


Current Year

The Current Year group displays the year of reference for the Accounts Receivable program.


Current Year

The Current Year field contains the year of reference for the Accounts Receivable program.


Current Year

The Current Year field contains the year of reference for the Accounts Receivable program.


Accounts Receivable

The Accounts Receivable group allows the user to set the name of the payment mode used when customers' purchases are charged to their account. Up to 20 characters can be used.


Name

The Name field contains the name given to the payment mode to use when purchases are charged to the customer's account.


Name

The Name field contains the name given to the payment mode to use when purchases are charged to the customer's account.


Interest

The Interest group displays the parameters used to calculate interest charges.


Minimum Amount

The Minimum Amount field contains the minimum charge amount required to start applying interest fees on customers' account statement. That parameter can be modified for each individual customer through its customer file.


Minimum Amount

The Minimum Amount field contains the minimum charge amount required to start applying interest fees on customers' account statement. That parameter can be modified for each individual customer through its customer file.


Rate

The Rate field contains the annual interest rate applied to unpaid balance on customers' account statements. This parameter can be modified for each individual customer through its customer file.


Rate

The Rate field contains the annual interest rate applied to unpaid balance on customers' account statements. This parameter can be modified for each individual customer through its customer file.


Number

The Number field contains the number of the next interest charge entry made in the system.


Number

The Number field contains the number of the next interest charge entry made in the system.


Option Group

The Option group box contains various features the usera may activate depending on which program they use or activities they wish to perform.


General Ledger Transfer

The General Ledger Transfer option allows the user to automate the transfer of entries to the General Ledger. The transfer will be performed after a daily report has been produced. To activate the option, the user needs simply select the box.


Discount Permitted

The Discount Permitted option serves to activate the feature that allows the user to set a specific discount rate upon invoicing a customer's purchase. The option must also be activated in the individual customer's file for whom a specific discount is allowed.


Cash Advance Permitted

The Cash Advance Permitted option serves to activate the feature that allows the customers to withdraw additional money from their bank accounts when using the direct payment mode to pay for their purchases.


Credit Cards

The Credit Cards group contains the name of the various credit cards accepted by the company. Up to six credit cards can be added and each description can be up to 20 characters long.


Credit Cards

The Credit Cards group contains the name of the various credit cards accepted by the company. Up to six credit cards can be added and each description can be up to 20 characters long.


Payments

The Payments group contains the invoicing numbering default parameters as well as the default payment mode to be used.


Account Statement Number

The Account Statement Number field contains the number to be assigned to the next account statement produced.


Account Statement Number

The Account Statement Number field contains the number to be assigned to the next account statement produced.


Payment Number

The Payment Number field contains the number to be assigned to the next payment entered.


Default Payment Mode

The Default Payment Mode field contains the payment mode that is to be offered by default. A scroll list can be displayed to assist in the selection.


Payment Number

The Payment Number field contains the number to be assigned to the next payment entered.


Default Payment Mode

The Default Payment Mode field contains the payment mode that is to be offered by default. A scroll list can be displayed to assist in the selection.


Pre-authorized Payments

The Pre-authorized Payments group contains the pre-authorized payment activation parameters.


Active

The Active box serves to activate the pre-authorized payment option.


Delay

The Delay field contains the value of the length in days of the waiting period before receiving the necessary permission to begin withdrawing a pre-authorized payment.


Delay

The Delay field contains the value of the length in days of the waiting period before receiving the necessary permission to begin withdrawing a pre-authorized payment.


Delay

The Delay field contains the value of the length in days of the waiting period before receiving the necessary permission to begin withdrawing a pre-authorized payment.


Description

The Description field displays the name of the active accounts receivable set.


Description

The Description field displays the name of the active accounts receivable set.


Details

The Details button displays the Receivable window to let the user set up an additional account receivable set. An account receivable set comprises various invoicing parameters as well as the association between payment information and General Ledger accounts.


Accounts Receivable

The account receivable group contains all commands needed to create one or more additional account receivable sets, up to a maximum of five (5). An account receivable set comprises various invoicing parameters as well as the association between payment information and General Ledger accounts.


Add Accounts Receivable

The Add Accounts Receivable command lets the user create a new account receivable set and render it active.


Delete Selected Accounts Receivable

The Delete Selected Accounts Receivable command lets the user completely remove the selected account receivable set. For the purpose of this topic, an account receivable set comprises various invoicing parameters as well as the association between payment information and General Ledger accounts.


Accounts Receivable

The account receivable table contains the list of all account receivable sets created during the Accounts Receivable program startup procedure. Within the table, an account receivable set can be deleted or created, using the appropriate command. A maximum of five (5) account receivable sets can be created.


Define Additional Accounts Receivable

The Define Additional Accounts Receivable command lets the user create one or more additional account receivable sets, up to a maximum of five (5).


Number of Default Items

The Number of Default Items field contains the value entered by default in the Invoiced column of the invoice. The default value is 1 and the maximum allowed is 9,999,999.


Description of Product Prices

The Product Price Descriptions group allows the user to change the name of each level as well as the percentage of the suggested retail price it represents.


Area Code

The Area Code field contains the area code to add by default to any telephone or fax number that is entered without one.


Area Code

The Area Code field contains the area code to add by default to any telephone or fax number that is entered without one.


Call Schedule

The Call Schedule group allows the user to set telephone answering schedules. These values are used to calculate call-return delays.


Call Schedule

The Call Schedule group allows the user to set telephone answering schedules. These values are used to calculate call-return delays. Each waiting list is assigned a specific call schedule. To create a new call schedule, use the Call Schedules command.


Insert Waiting List

The Insert Waiting List command lets the user insert a line to receive an additional waiting list.


Delete Selected Waiting List

The Delete Selected Waiting List command lets the user remove the selected waiting list. It is an operation that cannot be undone.


Waiting Lists

The Waiting Lists group contains the list of all waiting lists that may be visible to users. A maximum of ten (10) waiting lists can be made visible to each user, plus the Personal waiting list that is created by default.

Note that a same waiting list can be attributed to many users, which allows them to process all calls placed in the list. However only one user at a time can process a call.


Local Telephone Number

The Local Telephone Number group displays the area code of the location where the Call Management program is used.


Cards

The Cards group box contains elements required to select the type of element group to deactivate.


Customers

Select this option to deactivate a group of customers.


Products

Select this option to deactivate a group of products.


Suppliers

Select this option to deactivate a group of suppliers.


Customers/Products/Suppliers Inactive Since

The Customers/Products/Supplier Inactive Since group contains elements necessary to define the date from which inactive customers, products or suppliers are to be deactivated.


Date

Date from which inactive customers, products or suppliers are to be deactivated.

By default, the dd/mm/yy format is displayed.


Range of Customers/Products/Suppliers

The Range of Customer/Products/Suppliers group contains elements necessary to define a range of customers, products or suppliers to deactivate.


From

Select this option allows you to define a range of customers, products or suppliers to deactivate according to the specified date.

Number of the first customer, product or supplier of the range covering the customers, products or suppliers to deactivate.

Click From to display Select a Customer/Supplier/Product window to select a customer, product or supplier from the list. For more details, see Customers, Creating Products or Creating Suppliers and Fields Linking to other Fields.


From

Select this option allows you to define a range of customers, products or suppliers to deactivate according to the specified date.

Number of the first customer, product or supplier of the range covering the customers, products or suppliers to deactivate.

Click From to display Select a Customer/Supplier/Product window to select a customer, product or supplier from the list. For more details, see Customers, Products or Creating Suppliers and Fields Linking to other Fields.


From

Select this option allows you to define a range of customers, products or suppliers to deactivate according to the specified date.

Number of the first customer, product or supplier of the range covering the customers, products or suppliers to deactivate.

Click From to display Select a Customer/Supplier/Product window to select a customer, product or supplier from the list. For more details, see Customers, Creating Products or Creating Suppliers and Fields Linking to other Fields.


To

Number of the last customer, product or supplier of the range covering the customers, products or suppliers to deactivate, according to the specified date.

To deactivate a single customer, product or supplier, the last number in the range must be the same as the first number of the range or the To: box must be empty.

Click To: to display the Select a Customer/Supplier/Product to select a customer, product or supplier from the list. For more details, see Customers, Creating Products or Creating Suppliers and Fields Linking to other Fields.


To

Number of the last customer, product or supplier of the range covering the customers, products or suppliers to deactivate, according to the specified date.

To deactivate a single customer, product or supplier, the last number in the range must be the same as the first number of the range or the To: box must be empty.

Click To: to display the Select a Customer/Supplier/Product to select a customer, product or supplier from the list. For more details, see Customers, Creating Products or Creating Suppliers and Fields Linking to other Fields.


All

Select this option to deactivate all customers, products or suppliers, according to the specified date.


OK

Deactivates customers, products or suppliers according to selected criteria.


Cancel

Cancels the selections and closes the window.


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Cancel

The Cancel button, when clicked while performing the registration procedure, exits the program. The registration welcome screen will be displayed each time the software is started until registration has been completed.


OK

The OK button is used to move to the next phase of the registration process. It is recommended to click OK once you have established contact with technical support.


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Print

The Print button lets the user print the accounting data import error report.


File

The File command lets the user save the accounting data import error report on file for future consultation.


Ignore

The Ignore command carries on the import process despite encountered errors.


Cancel

The Cancel command terminates the import procedure and closes the window.


Part of the Import File where an Error Was Detected

In this window, a small part of the imported file where an error occurred is displayed . It is possible to continue the process in spite of the errors or to terminate the import to correct the errors.


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Export Format

The Export Format group contains the various file types that may be exported as well as the kind of data that can be included in those files.


Accounting Data Exchange

The Accounting Data Exchange option lets the user select the accounting data to be included in the export file. Only checked items are to be transferred.


Chart of Accounts Template

The Chart of Accounts Template option lets the user set an existing chart of accounts for export. Such a template could thus be applied to a new company using the File option of the Select Chart of Accounts screen.


Description

The Description field contains a brief comment on the content of the export file. It serves to differentiate the file from other export files.


Description

The Description field contains a brief comment on the content of the export file. It serves to differentiate the file from other export files.


Company

The Company tab groups information that pertains to the company that may be included in the export file. Select all relevant items.


Inventory

The Inventory tab groups information that pertains to the company's stock that may be included in the export file. Select all relevant items.


Order Management

The Order Management tab groups information that pertains to the Order Management data that may be included in the export file. Select all relevant items.


General Ledger

The General Ledger tab groups information that pertains to the company's accounting data that may be included in the export file. Select all relevant items.


Accounts Payable

The Accounts Payable tab groups information that pertains to the company's suppliers information and transactions that may be included in the export file. Select all relevant items.


Accounts Receivable

The Accounts Receivable tab groups information that pertains to the company's customers information and transactions that may be included in the export file. Select all relevant items.


Export

The Export command allows the user to save modifications to the parameters of the Export Data window and moves on to the next step of the data export procedure.


Cancel

The Cancel button discards all modifications made to the export parameters and terminates the procedure.


All

The All option allows the user to select all items for export. To view the list of items included, open each tab of the Export Data window.


General Ledger

The General Ledger tab groups information that pertains to the company's accounting data that may be included in the export file. Select all relevant items.


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Import File Format

The Import File Format group contains the various file types that may be imported as well as the kind of data that can be imported from those files.


Accounting Data Exchange

The Accounting Data Exchange option lets the user select the accounting data to be imported from the import file. Only checked items are to be transferred.


Chart of Accounts Template

The Chart of Accounts Template option lets the user import an existing chart of accounts from an import file. Such a template could thus be applied to a new company using the File option of the Select Chart of Accounts screen.


Company

The Company tab groups information that pertains to a company that may be imported from the file. Select all relevant items.


General Ledger

The General Ledger tab groups information that pertains to the company's accounting data that may be imported from the file. Select all relevant items.


Accounts Receivable

The Accounts Receivable tab groups information that pertains to the company's accounts receivable that may be imported from the file. Select all relevant items.


Order Management

The Order Management tab groups information that pertains to the Order Management data that may be imported from the file. Select all relevant items.


Accounts Payable

The Accounts Payable tab groups information that pertains to the company's accounts payable that may be imported from the file. Select all relevant items.


Import

The Import command allows the user to save modifications to the parameters of the Import Data window and moves on to the next step of the data import procedure.


Cancel

The Cancel button discards all modifications made to the import parameters and terminates the procedure.


All

The All option allows the user to select all items for import. To view the list of items included, select each tabs of the Import Data window.


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Select All

The Select All command lets the user select all programs of the list for installation.


Clear All

The Clear All command discards the existing selection.


Next

The Next command starts installing every selected program.


Cancel

The Cancel command discards the selection and terminates the installation procedure. The window will be closed.


List of programs

The list of programs contains all programs that can be installed.


Dialogue_MiseAJour


Update Program Folder

The Update Program Folder field contains the location to search for the update program. Click Browse to display the Browse for a Specific Folder window to search for the appropriate folder.


Browse

The Browse command displays the Browse for a Specific Folder where it is possible to locate the update program.


Update via Internet

The Update via Internet command downloads the update program from the Internet. An Internet link is required.


Internet Setup

The Internet Setup command displays the Internet tab of the Options window. The user must provide all required information.


Update

The Update command starts the operation. This command should be used if the update is performed from a disk or if the program has been previously downloaded.


Cancel

The Cancel command terminates the operation and closes the window. The update operation is not performed.


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Language

The Language group contains the linguistic version of the software updates that are available.


Language

The Language option allows the user to select the language of the update procedure.


OK

The OK command saves the selection and moves to the following step in the download process.


Cancel

The Cancel command terminates the selection of the language and goes back to the Update window.


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Cancel

The Cancel command discards modifications made to the content of the window and closes it.


OK

The OK command saves modifications made to the content of the window and opens the appropriate company.


Number of the Last User of the System

Enter the number of the last person to use the system. The last company opened and user privileges are restored.


Number of the Last User of the System

Enter the number of the last person to use the system. The last company opened and user privileges are restored.


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Default

The Default command reverts display settings to default parameters.


Apply

The Apply command saves the modifications and adapts the screen display accordingly. The window remains open to allow for further modifications.


Cancel

The Cancel command discards the modifications made and reverts to the last recorded setup.


OK

The OK command saves settings and closes the window.


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Balance According to the Statement of Account

The Balance According to the Statement of Account field contains the actual bank account balance as shown on the bank statement. If the balance is unknown, click OK.


Balance According to the Statement of Account

The Balance According to the Statement of Account field contains the actual bank account balance as shown on the bank statement. If the balance is unknown, click OK.


Produce

The Produce command saves the modifications made to the Reconciliation Report window and produces the report on screen.


Cancel

The Cancel command discards modifications made to Reconciliation Report window and closes it.


As of Reconciliation Date

The As of Reconciliation Date option makes use of the bank account balance as of the date the reconciliation report is produced to reconcile transactions with the statement. Outstanding deposits are added and outstanding checks are substracted. Postdated entries are left out and will not appear on the report.


For All Transactions

The For All Transactions option makes use of all entries to reconcile transactions with the statement. Outstanding deposits are added and outstanding checks are substracted. Postdated entries are taken into account.


Account Statement Delay

The Account Statement Delay feature allows the user to specify the number of days to be printed in messages on account statements.


Column Width

The Column Width feature allows the user to set the width of all columns of the MultiLanguage window.


Messages

The Messages page contains all messages likely to appear on account statements. The description is used according to the correspondance language chosen in the customer's file.


Languages

The Languages page lets the user select languages available for use on forms.


Fenêtre_NouvelleSociete

Contient DlgNewCompagnie et DlgExport DlgImport et DlgSelectImportMethod)


Company Folders

The Company Folders field contains the name of the folder that will hold the data of the company to create. The folder name may contain up to 40 alphanumeric characters, spaces included.


Company Folders

The Company Folders field contains the name of the folder that will hold the data of the company to create. The folder name may contain up to 40 alphanumeric characters, spaces included.


Using an Import File

The Using an Import File allows the user to create a company from data contained in an .ADX or .AFI file.


OK

The OK command saves the name given to the new company folder and closes the window to move on to the next step in creating a company.


Cancel

The Cancel command discards the modifications made and closes the window. The company folder is not created.


Dialogue_Options

Contient DlgOptions et DlgListeOptions


Toolbars

The Toolbars group contains options controlling toolbar display. Check the appropriate box to activate or disactivate each option.


On Main Window

The On Main Window option lets the user activate and disactivate display of the main window's two toolbars.


Application and Input Windows

The Application and Input Windows lets the user activate and disactivate display of toolbars in application and input windows.


Button Format

The Button Format option allows the user to make default specifications for button display format on the applications toolbar.


Default Font

The Default Font group allows the user to redefine default font size. Size is defined here in the same way as in all Windows applications.


Font Size

The Font Size option lets the user modify the size of characters used by the system.


Update of Application and Input Windows

The Update of Application and Input Windows group contains options to define a time interval for updating application and input windows. If none of the options in the group are activated, the application windows can only be updated by pressing on the [image] button.


When Activated

The When Activated option automatically updates application and input windows when they are opened or accessed.


Every X Seconds

The Every X Seconds option updates application and input windows at specified intervals. The user checks off the first box and in the second indicates the interval length.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Technical Support

The Technical Support function restores the system to its original configuration in preparation for a call to technical support.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Technical Support

The Technical Support function restores the system to its original configuration in preparation for a call to technical support.


Language

The Language group allows the user to select the program's working language. By default the language selected is the language of the installation procedure.


Working Language

The Working Language option lets the user select the system's working language. (The default language is the language of the installation procedure.)


Print Setup

The Print Setup group allows the user to authorize the saving of several print settings and the use of DOS printer drivers.


Default Values

The Default Values command discards all modifications made to the Options window and restores the system's default settings.


OK

The OK command applies and saves the modifications made to the environment settings and closes the window.


Cancel

The Cancel command discards modifications made to the Options window and closes it.


Apply

The Apply command uses and saves the modifications made iinto the Options window that remains open for further modifications.


Date Format

The Date Format group lets the user define and modify date format in the system as well as on lists and reports.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Number and Amount Format

The Number and Amout Format group lets the user define and modify the display format of numbers in the system itself, as well as in lists and reports.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate and disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Negative Amounts in Red

The Negative Amounts in Red option displays negative amounts in red characters thus making them easier to locate.


Decimal Separator

The Decimal Separator option lets the user choose the decimal sign used by the system.


Date Separator

The Date Separator option lets the user determine the type of separator to be used between day, month and year indicators. A drop-down list contains the available separator options.


Thousands Separator

The Thousands Separator option lets the user choose the sign to use in separating multiples of a thousand.


Date Formats

The Date Formats option lets the user choose a format for date display.


Working Language

The Working Language option lets the user select the system's working language. (The default language is the language of the installation procedure.)


Negative Amount Format

The Negative Amount Format option lets the user control the definition, modification and display of negative numbers, both in the system and on printed material.


Negative Amount Format

The Negative Amount Format option lets the user control the definition, modification, and display of negative numbers, both in the system and on printed material.


Currency Symbol

The Currency Symbol option lets the user choose which currency symbol to use. The dollar sign ($) is used by default.


Symbol Position

The Symbol Position lets the user position the currency symbol. In English the symbol precedes the numerical expression, but in French it follows.


Currency Symbol

The Currency Symbol option lets the user choose which currency symbol to use. The dollar sign ($) is used by default.


Symbol Position

The Symbol Position lets the user position the currency symbol. In English the symbol precedes the numerical expression, but in French it follows.


Date Formats

The Date Formats option lets the user choose a format for date display.


Decimal Separator

The Decimal Separator option lets the user choose the decimal sign used by the system.


Thousands Separator

The Thousands Separator option lets the user choose the sign to use in separating multiples of a thousand.


Date Separator

The Date Separator option lets the user determine the type of separator to be used between day, month and year indicators. A drop-down list contains the available separator options.


Date Example

The shaded display box contains an example date in the convention chosen. It can be edited by going back to Date Separators and Date Formats to make the modifications.


Number Example

The Number Example box serves as an example of the parameters established in the Number and Amount Format group. Individual elements can be modifies until the setup is suitable.


Amount Example

The Amount Example box serves as an example of the parameters established in the Number and Amount Format group. Individual elements can be modified until the setup is suitable.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate and disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Report

The Report group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Report menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Input

The Input group contains features that allow removal of buttons from the Applications toolbar. The functions, however, remain available in the Input menu. To activate or disactivate an application, the user simply checks the appropriate box.


Items

The Items group contains positions to create shortcuts to frequently used programs. It is possible to define up to 10 shortcuts. In order for an icon representing the program to appear under the Desktop tab, the box next to the name of the program must be checked in the Items group.


Name

The Name field contains the name of the icon. This name will also be used in the info-bubbles.


Name

The Name field contains the name of the icon. This name will also be used in the info-bubbles.


Type

The Type field identifies the nature of the defined shortcut. It is possible to choose one of the following: Application (for a program), WWW Address (for an Internet site), or E-Mail Address (for an electronic address). The system will present the appropriate input window according to the selection.


Type

The Type field identifies the nature of the defined shortcut. It is possible to choose one of the following: Application (for a program), WWW Address (for an Internet site), or E-Mail Address (for an electronic address). The system will present the appropriate input window according to the selection.


Open

The Open field contains the complete pathname of the application for which a shortcut is defined. Clicking Open accesses the Open With help window.


Open

The Open field contains the complete pathname of the application for which a shortcut is defined. Clicking Open accesses the Open With help window.


Parameter

The Param window contains the full name of the file to be opened by default or codes which activate specific functions of the software. Consult the software's user manual to know which parameters are admissible.


Parameter

The Param window contains the full name of the file to be opened by default or codes which activate specific functions of the software. Consult the software's user manual to know which parameters are admissible.


Folder

The Folder field contains complete access path for the folder in which the files are to be stored by default. The specific configuration of the software has precedence over the data entered here. Clicking File opens the Work Folder help window.


Folder

The Folder field contains complete access path for the folder in which the files are to be stored by default. The specific configuration of the software has precedence over the data entered here. Clicking File opens the Work Folder help window.


Window

The Window option sets the format of the window in which the application will be executed. The selection is made from a drop-down list.


Window

The Window option sets the format of the window in which the application will be executed. The selection is made from a drop-down list.


Web

The Web field contains the WWW address of the desired site. A click on this icon activates the Internet browser which will access the address entered here.


E-Mail

The E-Mail field contains the E-Mail address to which the user want to send the message. Clicking this icon to opens the composition window of the E-Mail software.


Multiple Print Setups

The Multiple Print Setups feature lets the user create several different print setups under the print setup icon, [image], on the standard toolbar. To save a new print setup, click [image] and type the name of the new label.

Note: Only the "Supervisor" can access this option available by choosing it in the Options window.


Print in DOS

The Print in DOS option makes it possible to use DOS printer parameters. It is necessary to fill in the appropriate fields under the Print Setup icon, [image]. This will be a useful option, if you have a dot matrix printer.

Note: Only the "Supervisor" can make this option available by choosing it in the Options window.


Modem Connection

The Modem Connection field indicates the user accesses the Internet through a Windows remote access server.


Remote Access

The Remote Access group lets the user define remote access parameters. Remote access identification is an integrated part of Windows settings, accessible from the Control Panel, via Settings in the Start menu.


Remote Access

The Remote Access field lets the user identify the label of the appropriate remote access configuration. The selection is picked from a drop-down list.


Remote Access

The Remote Access field lets the user identify the label of the appropriate remote access configuration. The selection is picked from a drop-down list.


Password

The Password field contains the password allowing the user to access the Internet through the selected remote access setup. Leave the field empty if no password has been defined.


Password

The Password field contains the password allowing the user to access the Internet through the selected remote access setup. Leave the field empty if no password has been defined.


LAN Connection

The LAN Connection field lets the user indicate he or she is using a network (or a central server) for accessing the Internet.


LAN Connection

The LAN Connection group lets the user set the operational parameters of the local area network (LAN) used to access the Internet.


HTML Proxy

The HTML Proxy field lets the user of a LAN indicate if a proxy server is used for Internet access. A proxy server is an intermediary that manages authorizations for users exiting the internal network to access the Internet. It also manages external user access to the local network. A proxy server is a part of the "firewall" technology that protects a local network from intrusions. The network administrator can inform the user whether or not such technology is used.


HTML Proxy

The HTML Proxy field lets the user identify the name of the proxy server used to access the Internet. This information is provided by the network administrator.


Port

The Port field contains the connection port number for the HTML proxy server. This information is provided by the network administrator.


Port

The Port field contains the connection port number for the HTML proxy server. This information is provided by the network administrator.


FTP Proxy

The FTP Proxy field lets the user of a LAN indicate if a proxy server is used for FTP downloads. A proxy server is an intermediary that manages authorizations for users exiting the internal network to access the Internet. It also manages external user access to the local network. A proxy server is a part of the "firewall" technology that protects a local network from intrusions. The network administrator can inform the user whether of not such technology is used.


FTP Proxy

The FTP Proxy field lets the user identify the name of the Proxy server used for FTP transfers. This information is provided by the network administrator.


Port

The Port field contains the connection port number for the FTP proxy server. This information is provided by the network administrator.


Port

The Port field contains the connection port number for the FTP proxy server. This information is provided by the network administrator.


E-Mail

The E-Mail group groups E-Mail parameters. The Internet service provider will supply the information necessary to fill out the E-Mail Address, Server and Port fields.


E-Mail Address

The E-Mail Address field contains the E-mail address of the user.


E-mail Address

The E-Mail Address field contains the E-mail address of the user.


Server

The Server field contains the electronic address of the SMTP server used to send messages. The Internet service provider will supply the information necessary to fill out the field.


Server

The Server field contains the electronic address of the SMTP server used to send messages. The Internet service provider will supply the information necessary to fill out the field.


Port

The Port field contains the connection port number for the E-mail server. This information is provided by the network administrator.


Port

The Port field contains the connection port number for the E-mail server. This information is provided by the network administrator.


Open Default Interfaces

The Open Default Interfaces option allows the user to access the selected item's corresponding interface directly without opening its input window.

For example, with the option not activated, a customer selected from the Customers list window would be displayed in the Customer input window, whereas with the option activated, it would be displayed in the Customer Interface window.


Element

The Element drop-down menu groups all window toolbars or accounting operation windows whose appearance can be adapted. Clicking Element displays the content of the menu.


Element

The Element drop-down menu groups all window toolbars or accounting operation windows whose appearance can be adapted. Clicking Element displays the content of the menu.


Use Selected Colors

The Use Selected Colors option applies the selected color combination to the item chosen from the drop-down menu. Default colors are applied if the box is not checked.


Display Identification Bar

Multi-application entry windows are used, that support the entry of all sorts of transactions. To help differentiate between the various operation windows, an identification bar can be added. To do so, the user simply needs to check the Display Identification Bar box.


Color

The Color section contains color options for background and text for the item selected in the Element drop-down menu.

The left mouse button is used to select the color of the text associated with the item.

The right mouse button is used to select the background color of the item.


Help for Color Selection

The left mouse button is used to select the color of the text associated with the item.

The right mouse button is used to select the background color of the item.


Color

The Color section contains color options for background and text for the item selected in the Element drop-down menu.

The left mouse button is used to select the color of the text associated with the item.

The right mouse button is used to select the background color of the item.


Text Repetition

The Text Repetition box is used to set the number of times the name of the operation is displayed in the identification bar. It is possible to set the repetition value between zero and seven. The selection of the No Text option results in only the colored bar being displayed.


Text Repetition

The Text Repetition box is used to set the number of times the name of the operation is displayed in the identification bar. It is possible to set the repetition value between zero and seven. The selection of the No Text option results in only the colored bar being displayed.


Example

The Example frame displays the resulting effect of the selection of the various parameters. Modifications are applied solely if the user clicks Apply and OK.


Example

The Example frame displays the resulting effect of the selection of the various parameters. Modifications are applied solely if the user clicks Apply and OK.


Dialogue_OuiNon


Output

The Output group contains the output mode options for the report whose label has been placed in the outbox. The Yes button is used to produce the report; the No button serves to close the window.


Yes

The Yes button is used to produce the selected report of the outbox.


No

The No button is used to close the window without producing the report.


Fenetre_OuvertureSociete


Companies

The Companies group displays the name of the folders of the companies contained in the directory identified in the Company Folders group.


Companies

The Companies group displays the name of the folders of the companies contained in the directory identified in the Company Folders group.


Information

The Information group displays a company's basic structure and types of data.


Information

The Information group displays a company's basic structure and types of data.


Company Folders

The Company Folders field contains the location of the company files. It is possible to select another directory by clicking Browse.


Company Folders

The Company Folders field contains the location of the company files. It is possible to select another directory by clicking Browse.


Browse

The Browse command allows the user to display the directory structure of the selected drive. It is possible to modify a different drive.


Open

The Open command allows the user to open the selected company.


Create

The Create command starts the company creation process. For more information, see Creating a Company.


Cancel

The Cancel command terminates the creation or opening procedure.


Dialogue_ConfigurationImpression


Document Type

The Document Type group allows the user to select the type of print setup to be created.


Save

The Save command lets the user save the active print setup parameters under the current name.


Save As

The Save As command lets the user save the active print setup parameters under the a new name.


Go Back to Original

The Go Back to Original command discards all modifications made to the print setup and restores the last saved parameters.


Rename

The Rename command lets the user change the name of the selected print setup.


Preview

The Preview command displays the form on screen. To allow the user to see the form as it would appear, all selected fields are inserted and are filled with the variable format.


Delete

The Delete command removes the selected print setup.


Print Configuration

The Print Configuration box contains the name of the active configuration. The drop-down menu contains all available print setups.


Left Margins

The Left Margins field lets the user set the value of the left margin of the printable area.


Include Date and Time

The Include Date and Time option lets the user print on the report the current date and time at the time of production.


Centered

The Centered option arranges for the information to be printed on the page leaving an equal left-right margin.


Left Margins

The Left Margins field lets the user set the value of the left margin of the printable area.


Top Margins

The Top Margins field lets the user set the value at the top of the printable area.


Right Margins

The Right Margins field lets the user set the value of the right margin of the printable area.


Right Margins

The Right Margins field lets the user set the value of the right margin of the printable area.


Bottom Margins

The Bottom Margins field lets the user set the value at the bottom of the printable area.


Bottom Margins

The Bottom Margins field lets the user set the value at the bottom of the printable area.


Paper Feed

The Paper Feed field contains the available modes to feed paper to the printer. A drop-down menu is used to make the selection.


Paper Feed

The Paper Feed drop-down menu is used to select the mode to be used for feeding paper to the printer.


Resolution

The Resolution field allows the user to select the printer resolution parameters from a drop-down menu.


Size

The Size field allows the user to select the size of the paper used from a drop-down menu.


Portrait Orientation

The Portrait Orientation option makes the printer print the page vertically, that is the height of the page is greater than its width.


Landscape Orientation

The Landscape Orientation option makes the printer print the page horizontally, that is the height of the page is less than its width.


Characters per Line

The Characters per Line parameters defines how many characters will be printed on a single text line, according to the paper size and printer used.


Characters per Line

The Characters per Line parameters defines how many characters will be printed on a single text line, according to the paper size and printer used.


Lines per Page

The Lines per Page parameters defines how many lines are to be printed on each page, according to the paper size and printer used. A laser printer usually prints 60 lines per page while a dot matrix printer prints 66 lines per page.


Lines per Page

The Lines per Page parameters defines how many lines are to be printed on each page, according to the paper size and printer used. A laser printer usually prints 60 lines per page while a dot matrix printer prints 66 lines per page.


Print Configuration

The Print Configuration box contains the name of the active configuration. The drop-down menu contains all available print setups.


Printer

The Printer group allows the user to select the printer used to print the document from the drop-down menu.


Printer

The Printer group allows the user to select the printer used to print the document from the drop-down menu.


Cancel

The Cancel command terminates the current operation and closes the window.


Apply

The Apply command sets the various printing parameters for use.


Printing Parameters

The Printing Parameters page lets the user set the document print parameter values, such as margins, paper size, paper feed, etc.


Configuration

The Configuration group contains available printing options.


Pagination

The Pagination group contains page numbering parameters such as stye or location.


Location

The Location option lets the user select where the number will appear on the page from a drop-down menu.


Location

The Location option lets the user select where the number will appear on the page from a drop-down menu.


Format

The Format field lets the user select how the page number will appear on the page from the drop-down menu.


Format

The Format field lets the user select how the page number will appear on the page from the drop-down menu.


Printing

The Printing group contains printing modes available, DOS or Windows.


Windows

The Windows option allows for the use of Windows drivers to print documents.


DOS

The DOS option allows for the use of DOS drivers to print documents.


Margins

In the Margins group you define margin parameters for the document.


Measurements

The Measurements group displays the available units of measure.


Centimeters

The Centimeters option lets the user select that all margins of printed documents be measured in centimeters.


Inches

The Inches option lets the user select that all margins of printed documents be measured in inches.


Horizontal Adjustment

The Horizontal Adjustment field allows the user to define the horizontal distance in-between labels according to the selected measuring unit.


Horizontal Adjustment

The Horizontal Adjustment field allows the user to define the horizontal distance in-between labels according to the selected measuring unit.


Manufacturer

The Manufacturer field contains the list of label manufacturers whose products' specifications are integrated. A drop-down menu is available.


Manufacturer

The Manufacturer field contains the list of label manufacturer whose products specifications are integrated. A drop-down menu is available.


Template

The Template field contains the actual model of label used selected from the drop-down menu.


Template

The Template field contains the actual model of label used selected from the drop-down menu.


Default Font

The Default Font field contains the identification code of the font used by default by the slip printer. When that cide sequence is encountered in a document, the printer configuration is changed accordingly.


Default Font

The Default Font field contains the identification code of the font used by default by the slip printer. When that cide sequence is encountered in a document, the printer configuration is changed accordingly.


Large Font

The Large Font field contains the identification code of the larger font used by the slip printer. When this code sequence is encountered in a document, the printer font is increased.


Orientation

The Orientation group contains the paper orientation options available to print documents.


Installation Code

The Installation Code field contains the code used to start up the DOS printer.


Installation Code

The Installation Code field contains the code used to start up the DOS printer.


Normal Mode

The Normal Code field contains the code identifying normal printing. When this code is encountered in a document, the printer configuration reverts to normal settings.


Normal Mode

The Normal Code field contains the code identifying normal printing. When this code is encountered in a document, the printer configuration reverts to normal settings.


Compressed Mode

The Compressed Code field contains the code identifying compressed printing. When this code is encountered in a document, the printer prints characters using the compressed letter table.


Compressed Mode

The Compressed Code field contains the code identifying compressed printing. When this code is encountered in a document, the printer prints characters using the compressed letter table.


10 Char. per Inch

The 10 Char. per Inch field contains the code identifying the 10 Character per Inch printing mode. When this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 10 characters per inch of text.


12 Char. per Inch

The 12 Char. per Inch field contains the code identifying the 12 Character per Inch printing mode. When this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 12 characters per inch of text.


12 Char. per Inch

The 12 Char. per Inch field contains the code identifying the 12 Character per Inch printing mode. When this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 12 characters per inch of text.


Properties

The Properties command displays the Properties window where the user can set the printer's configuration.


Print Test

The Print Test command prints a test page using the defined settings. Further modifications to the configuration can be made after a test.


Options

The Options group displays optional elements that can be included on checks.


Print Check Number

The Print Check Number option allows for the number to be printed on the check. The number is printed in the upper-right corner. That option should be deactivated if pre-numbered checks are used.


Confirm Before Printing

The Confirm Before Printing field displays the Printing window before each check is printed so the user can verify settings.


Check Stub

The Check Stub field lets the user sets check stub location.


Before Check

The Before Check option prints a stub before printing the check. It is also possible to choose to print one stub before and one after the check.


After Check

The After Check option prints a stub after printing the check. It is also possible to choose to print one stub before and one after the check.


Printing

The Printing group contains printing modes available, DOS or Windows.


Windows

The Windows option allows for the use of Windows drivers to print documents.


DOS

The DOS option allows for the use of DOS drivers to print documents.


Display

The Display group contains items that can be included in the document.


Company Name

The Company Name option lets the user select to print the name of the company on the document.


Form Type

The Form Type option allows for the name of the document to be printed at the top of the form.


Zip/Postal Code After City

The Zip/Postal Code After City option lets the user select to print the postal code on the same line as the city. If that option is not activated, the postal code will be printed on the line under the city.


Lines

The Lines option allows for lines to be printed to show where sections end.


Column Headers

The Column Headers option allows for topics title to be printed on the document.


Print Type

The Print Type group contains the various printing available options.


Telephone/Fax

The Telephone/Fax field allows the user to select from a drop-down menu which telephone number to print on the document.


Reference Price

The Reference Price field allows the user to select from a drop-down menu which reference price to print on a document when a discount is applied to the sold item.


Include Reference Price

The Reference Price field allows the user to select from a drop-down menu which reference price to print on a document when a discount is applied to the item sold.


Include Reference Price

The Reference Price field allows the user to select from a drop-down menu which reference price to print on a document when a discount is applied to the sold item.


Widow Lines

The Widow Lines group contains the number of lines that are acceptable on a page. A widow line is a line that is printed on a different page than the paragrah it belongs to.


Number of Widow Lines

The Widow Lines group contains the number of lines that are acceptable on a page. A widow line is a line that is printed on a different page than the paragrah it belongs to.


Last Page of Interval

The Last Page of Interval field contains the number of the last page to print in the document.


Number of Copies

The Number of Copies field contains the number of documents to be printed. The maximum number is 9999.


Printing

The Printing group contains printing modes available, DOS or Windows.


Windows

The Windows option allows for the use of Windows drivers to print documents.


DOS

The DOS option allows for the use of DOS drivers to print documents.


Parameters

The Parameters group contains the settings used to print the test page.


Number of Items to Print

The Number of Items to Print field allows the user to define how many items are to be printed on the test page.


Number of Taxes to Print

The Number of Taxes to Print field field allows the user to define how many taxes are to be printed on the test page.


Shipping

The Shipping option lets the user select to print shipping charges on the test page.


Items

The Items field lets the user define how many items are to be printed on a single page. That value can be modified to adjust the amount location.


Lines

The Lines field allows the user to define how many blank lines to print at the bottom of the page. That value can be modified to adjust the amount location.


Lines

The Lines field allows the user to define how many blank lines to print at the bottom of the page. That value can be modified to adjust the amount location.


Printing

The Printing group contains printing modes for labels available, DOS or Windows.


Windows

The Windows option allows for the use of Windows drivers to print labels.


DOS

The DOS option allows for the use of DOS drivers to print labels.


Document Type

The Document Type group allows the user to select the type of print setup to be created.


Word Wrap

Select this box to activate Automatic Word Wrap in the selected section of the Invoicing document. Texts that exceed one line will be displayed on multiple lines within a given cell.


Customized Format

The Customized Format group box contains elements required for entering a print format to be used for the selected Invoicing document.


Print Using Customized Format

Select this box to print the section of the selected Invoicing document according to a specific print format.

Note:	When Customization and Security is activated, select this option to access the Use Format Number box in which you can enter the number of the Invoicing print format to use.


Use Format Number

Number of the Invoicing print format used for the selected Invoicing document.

Note:	Use Format Number is available when Print Using Customized Format is selected.


Use Format Number

Number of the Invoicing print format used for the selected Invoicing document.

Note:	Use Format Number is available when Print Using Customized Format is selected.


Paper Cutter

The Paper Cutter group box contains elements necessary to perform a print test numbering the invoice lines and to enter the line number on which to cut the invoice slip.


Cut at Line #

Number of the line on which to cut the slip.

Note:	To get an example of a slip with the lines at the bottom numbered, click Test.


Test

Prints a slip with the lines at the bottom numbered.


Print Page Breaks Within Selection

Select this box to print page breaks when printing a selection of cells.


Include

This option allows you to specify the lines to print on the shipping order.


Include

This option allows you to specify the lines to print on the shipping order.


Enter topic text here.


Left Margins

The Left Margins field lets the user set the value of the left margin of the printable area.


Top Margins

The Top Margins field lets the user set the value at the top of the printable area.


Right Margins

The Right Margins field lets the user set the value of the right margin of the printable area.


Bottom Margins

The Bottom Margins field lets the user set the value at the bottom of the printable area.


Resolution

The Resolution field allows the user to select the printer resolution parameters from a drop-down menu.


Size

The Size field allows the user to select the size of the paper used from a drop-down menu.


Dimensions

The Dimensions field displays the actual size of the selected type of paper.


Print Test

The Print Test command prints a test page using the defined settings. Further modifications to the configuration can be made after a test.


Printer

The Printer group allows the user to select the printer used to print the document from the drop-down menu.


Printer

The Printer group allows the user to select the printer used to print the document from the drop-down menu.


Vertical Adjustment

The Vertical Adjustment field allows the user to define the vertical distance in-between labels according to the selected measuring unit.


Vertical Adjustment

The Vertical Adjustment field allows the user to define the vertical distance in-between labels according to the selected measuring unit.


Large Font

The Large Font field contains the identification code of the larger font used by the slip printer. When that cide sequence is encountered in a document, the printer font is increased.


Left Margins

The Left Margins field lets the user set the value of the left margin of the printable area.


Left Margins

The Left Margins field lets the user set the value of the left margin of the printable area.


Right Margins

The Right Margins field lets the user set the value of the right margin of the printable area.


Right Margins

The Right Margins field lets the user set the value of the right margin of the printable area.


Top Margins

The Top Margins field lets the user set the value at the top of the printable area.


Top Margins

The Top Margins field lets the user set the value at the top of the printable area.


Bottom Margins

The Bottom Margins field lets the user set the value at the bottom of the printable area.


Bottom Margins

The Bottom Margins field lets the user set the value at the bottom of the printable area.


Measurements

The Measurements group displays the measuring units available.


Pagination

The Pagination group contains page numbering parameters such as stye or location.


Format

The Format field lets the user select how the page number will appear on the page from the drop-down menu.


Include Date and Time

The Include Date and Time option lets the user print on the report the current date and time at the time of production.


Centered

The Centered option arranges for the information to be printed on the page leaving an equal left-right margin.


Printing

The Printing group contains the printing modes available, DOS or Windows.


Printing

The Printing group contains the check printing modes available, DOS or Windows.


Page Width

The Page Width field lets the user specify the width of the page.


Characters per Line

The Characters per Line parameters defines how many characters will be printed on a single text line, according to the paper size and printer used.


Characters per Line

The Characters per Line parameters defines how many characters will be printed on a single text line, according to the paper size and printer used.


Lines per Page

The Lines per Page parameters defines how many lines are to be printed on each page, according to the paper size and printer used. A laser printer usually prints 60 lines per page while a dot matrix printer prints 66 lines per page.


Lines per Page

The Lines per Page parameters defines how many lines are to be printed on each page, according to the paper size and printer used. A laser printer usually prints 60 lines per page while a dot matrix printer prints 66 lines per page.


Installation Code

The Installation Code field contains the code used to start up the DOS printer.


Installation Code

The Installation Code field contains the code used to start up the DOS printer.


Normal Mode

The Normal Code field contains the code identifying normal printing. When this code is encountered in a document, the printer configuration reverts to normal settings.


Normal Mode

The Normal Code field contains the code identifying normal printing. When this code is encountered in a document, the printer configuration reverts to normal settings.


Compressed Mode

The Compressed Code field contains the code identifying compressed printing. When this code is encountered in a document, the printer prints characters using the compressed letter table.


Compressed Mode

The Compressed Code field contains the code identifying compressed printing. When this code is encountered in a document, the printer prints characters using the compressed letter table.


10 Char. per Inch

The 10 Char. per Inch field contains the code identifying the 10 Character per Inch printing mode. Whe this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 10 characters per inch of text.


10 Char. per Inch

The 10 Char. per Inch field contains the code identifying the 10 Character per Inch printing mode. Whe this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 10 characters per inch of text.


10 Char. per Inch

The 10 Char. per Inch field contains the code identifying the 10 Character per Inch printing mode. Whe this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 10 characters per inch of text.


12 Char. per Inch

The 12 Char. per Inch field contains the code identifying the 12 Character per Inch printing mode. Whe this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 12 characters per inch of text.


12 Char. per Inch

The 12 Char. per Inch field contains the code identifying the 12 Character per Inch printing mode. Whe this code is encountered in a document, the printer changes the font and the pitch so as to print no more than 12 characters per inch of text.


Print Test

The Print Test command prints a test page using the defined settings. Further modifications to the configuration can be made after a test.


Left Margins

The Left Margins field lets the user set the value of the left margin of the printable area.


Left Margins

The Left Margins field lets the user set the value of the left margin of the printable area.


Top Margins

The Top Margins field lets the user set the value at the top of the printable area.


Top Margins

The Top Margins field lets the user set the value at the top of the printable area.


Measurements

The Measurements group displays the measuring units available.


Paper Feed

The Paper Feed drop-down menu is used to select the mode to be used for feeding paper to the printer.


Paper Feed

The Paper Feed drop-down menu is used to select the mode to be used for feeding paper to the printer.


Paper Feed

The Paper Feed drop-down menu is used to select the mode to be used for feeding paper to the printer.


Size

The Size field allows the user to select the size of the paper used from a drop-down menu.


Size

The Size field allows the user to select the size of the paper used from a drop-down menu.


Confirm Before Printing

The Confirm Before Printing field displays the Printing window before each check is printed so the user can verify settings.


Print Check Number

The Print Check Number option allows for the number to be printed on the check. The number is printed in the upper-right corner. That option should be deactivated if pre-numbered checks are used.


Resolution

The Resolution field allows the user to select the printer resolution parameters from a drop-down menu. A finer resolution gives a better image but slows the printer down.


Resolution

The Resolution field allows the user to select the printer resolution parameters from a drop-down menu. A finer resolution gives a better image but slows the printer down.


Resolution

The Resolution field allows the user to select the printer resolution parameters from a drop-down menu. A finer resolution gives a better image but slows the printer down.


dpi

DPIs are dots per inch, a printing resolution unit. The finer the resolution, the better the image will be. However printing will be slowed down.


Dimensions

The Dimensions field displays the size of the paper selected.


Orientation

The Orientation group contains the paper orientation options available to print documents.


Portrait

The Portrait Orientation option makes the printer print the page vertically, that is the height of the page is larger than its width.


Landscape

The Landscape option makes the printer print the page horizontally, that is the height of the page is smaller than its width.


Before Check

The Before Check option prints a stub before printing the check. It is also possible to choose to print one stub before and one after the check.


After Check

The After Check option prints a stub after printing the check. It is also possible to choose to print one stub before and one after the check.


Telephone/Fax

The Telephone/Fax field allows the user to select from a drop-down menu which telephone number to print on the document.


All

The All option allows for all pages of the report to be printed.


Interval

The Interval option allows the user to solely print the specified interval of pages.


From

The From field contains the number of the first page of the interval to be printed.


To

The To field contains the number of the last page of the interval to be printed.


Range

The Range option allows the user to print the previously selected range of pages.


Number of Copies

The Number of Copies field contains the number of documents to be printed. The maximum number is 9999.


Collate

The Collate option allows the user to print the document in the order it is to be assembled.


OK/Print

The OK/Print command saves the modifications made to the page and closes the Configuration window. In the Print Report window, the command is called Print. It is used to save changes and start printing the report.


Rename

The Rename command lets the user change the name of the selected print setup.


Save

The Save command lets the user save the active print setup parameters under the current name.


Save As

The Save As command lets the user save the active print setup parameters under the a new name.


Go Back to Original

The Go Back to Original command discards all modifications made to the print setup and restores the last saved parameters.


Delete

The Delete command removes the selected print setup.


Cancel

The Cancel command discards modifications to the settings and closes the window.


Number of Items to Print

The Number of Items to Print field allows the user to define how many items are to be printed in the test page.


Number of Taxes to Print

The Number of Taxes to Print field field allows the user to define how many taxes are to be printed in the test page.


Display

The Display group contains items that can be included in the document.


Discount

The Discount option allows the user to select whether or not to print the discount line in the test page.


Items

The Items field lets the user define how many items are to be printed on a single page. That value can be modified to adjust the amount location.


Right Margins

The Right Margins field lets the user set the value of the right margin of the printable area.


Top Margins

The Top Margins field lets the user set the value at the top of the printable area.


Print Configuration

The Print Configuration box contains the name of the active configuration. The drop-down menu contains all available print setups.


DlgPrtCfg_Rename


OK

The OK command changes the name of the selected print setup for the one entered in the Save Print Setup As field.


Cancel

The Cancel command discards the changes to the name of the active print setup and closes the window. The name of the print setup remains unchanged.


New Name

The New Name field contains the new name to give to the active print setup. Alphanumerical characters can be used. The Cancel command allows you to leave the name of the active print setup unchanged.


Enter topic text here.


Save Print Setup As

The Save Print Setup As field contains the new name to give the selected print setup.


OK

The OK command saves the new name of the print setup and closes the Save As window.


Cancel

The Cancel command discards all modifications made to the name of the selected print setup and closes the Save As window.


Enter topic text here.


OK

The OK command saves the report template parameters and closes the window.


Create a Report Format Under a Name

Name used to identify and sort report formats. A report format name can contain a maximum of 90 characters.


Cancel

The Cancel command discards the financial report template settings, closes the window and displays the report window.


Create a Report Format Under a Name

Name used to identify and sort report formats. A report format name can contain a maximum of 90 characters.


Render Available to All Users

Check this box to render the selected report format available to other users.

Note : This option is only available when the Customization and Security application is started.

Note : A global report format is available to users for whom the Access to Global Report Labels option is activated in the User window under the Company tab.


Dialogue_SaisieCarte


Application to Be Registered

The Application to Be Registered group displays information relating to the installed programs that need to be registered.


Application Name

The Application Name field contains the name of the program to be registered.


Application Name

The Application Name field contains the name of the program to be registered.


Serial Number

The Serial Number field contains the serial number of the program being registered.


Serial Number

The Serial Number field contains the serial number of the program being registered.


Version

The Version field contains the number of the program that is installed.


Version

The Version field contains the number of the program that is installed.


Company Name and Telephone Number

The Company Name and Telephone Number group box contains the name and address of the company that is registering the program.


Name

The Name field contains the name of the company that is registering the program. To be accepted, the name must contain at least five (5) characters.


Name

The Name field contains the name of the company that is registering the program. To be accepted, the name must contain at least five (5) characters.


Phone Number

The Phone Number field contains the telephone number of the company that is registering the program.


Phone Number

The Phone Number field contains the telephone number of the company that is registering the program.


Validation and Startup Code

The Validation and Startup Code group displays the validation code and allows the user to input the startup code supplied by a technical support representative. Entering the startup key is required to unlock the program.


Validation

The Validation field contains a number that the user will communicate to a technical support representative. The validation code varies according to the name and telephone number supplied earlier.


Validation

The Validation field contains a number that the user will communicate to a technical support representative. The validation code varies according to the name and telephone number supplied earlier.


Startup Code

The Startup Code field contains the code that unlocks the program. A technical support representative will supply the code to the user.


Startup Code

The Startup Code field contains the code that unlocks the program. A technical support representative will supply the code to the user.


Register

The Register command allows for the activation of the program installed and registered.


Cancel

The Cancel command discards all entered information and closes the window. The newly installed program is not usable.


DlgSelectDir2


Browse for a Specific Folder

The Browse for a Specific Folder window lets the user select the folder needed to proceed with the operation.

Note To open a company, it is necessary to select the directory that contains the company folder, not the company folder itself.


OK

The OK command allows the user to select the highlighted item and close the window.


Cancel

The Cancel command discards the selection and closes the window. No selection is made.


DlgSelExportTrans


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Cancel

The Cancel command terminates the accounting data import operation.


OK

The OK command selects the import format and displays the Select File to Import window.


Select Import File

The Select Import File option lets the user select the file to import from a list of import files located in the specified folder.


Enter topic text here.


Selection of Company Folder

The Selection of Company Folder field contains the name of the folder that houses the company files.


Selection of Company Folder

The Selection of Company Folder field contains the name of the folder that houses the company files.


Browse

The Browse command allows the user to locate the directory that contains the appropriate company folder.


OK

The OK command sets the company folder and closes the window.


Cancel

The Cancel command discards the selection and terminates the company folder selection process.


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Password

The Password field contains the password assigned to the current user. The field must be left blank if the user has no password.


Cancel

The Cancel command discards the modifications made and closes the window.


OK

The OK command applies the modification and closes the window.


DlgUserMDP


User Number

The User Number field contains the number of the new user of the program. Clicking User Number displays the Select a User window.


User Number

The User Number field contains the number of the new user of the program. Clicking User Number displays the Select a User window.


Password

The Password field contains the password of the new user. The field must be left blank if the user has no password.


Password

The Password field contains the password of the new user. The field must be left blank if the user has no password.


OK

The OK command changes the user of the program. The display will adapt to the new user user privileges.


Cancel

The Cancel command discards all modifications made in the window and closes the window.


Enter topic text here.


Give User

The Give User field displays the number assigned to the user being created or edited.


Give User

The Give User field displays the number assigned to the user being created or edited.


Same Access as User

The Same Access as User field allows the user creating a new user to grant the latter all privileges accorded the selected user. The list of available users can be displayed by clicking Same Access as User.


Same Access as User

The Same Access as User field allows the user creating a new user to grant the latter all privileges accorded the selected user. The list of available users can be displayed by clicking Same Access as User.


OK

The OK command grants selected privileges to the user being created or edited.


Cancel

The Cancel command discards all input made into the Privileges window and closes it.


Enter topic text here.


Ready to Import

The Ready to Import command starts importing the transfer file. During migration Ready to Import should not be activated as the process is automated and the import starts when the file is ready to be imported.


Cancel

The Cancel command terminates the accounting data import. The Select an Import File window is then displayed.


DlgWizEcriture


Date

The Date field contains the entry date of the transaction. By default, the current date is inserted.


Date

The Date field contains the entry date of the transaction. By default, the current date is inserted.


Description

The Description field contains a brief description of the transaction. That information can be searched using the Search function.


Description

The Description field contains a brief description of the transaction. That information can be searched using the Search function.


OK

The OK command saves the modifications made to the Accounting Entry Wizard window and transfer the transaction to the Entry window.


Comments

The Comments frame contains instructions about or information on the active field.


Amounts

The Amounts table allows the user to enter the amount of the postings of the transaction. According to the principles of double-entry accounting, an equivalent opposite entry is created to balance the books.


Accounts

The Accounts table allows the user to specify which accounts are affected by the transaction. Once an account number is entered, its name is displayed.


Cancel

The Cancel command discards all input made into the Accounting Entry Wizard and terminates the operation.


DLG_WizTaxes


Select Taxes to Create

The Select Taxes to Create list displays the taxes for which specifications are available. For each tax in the list, name, tax table and structure are provided. For example, creating tax for Québec would create both the PST and the GST accounts.


Previous

The Previous command allows the user to move one page back.


Next/Finish

The Next command allows the user to move to the next step in creating tax accounts. In the Summary page, it is called Finish and allows the user to save tax settings and create relevant tax accounts.


Cancel

The Cancel command terminates the tax account creation process. No tax account is created and the window is closed.


Number

The Number field displays the name or number assigned to the tax. The content of this field cannot be modified.


Number

The Number field displays the name or number assigned to the tax. The content of this field cannot be modified.


Shortcut

The Shortcut field contains the abbreviated name of the tax. It is used to call the tax from within the Entry window.


Shortcut

The Shortcut field contains the abbreviated name of the tax. It is used to call the tax from within the Entry window.


Description

The Description field contains a brief comment on the tax. The description can be modified.


Description

The Description field contains a brief comment on the tax. The description can be modified.


Taxes Created

The Taxes Created frame contains the specifications of each created tax. It displays name, description, tax rate as well as tax accounts created for each tax.


Taxes Created

The Taxes Created frame contains the specifications of each created tax. It displays name, description, tax rate as well as tax accounts created for each tax.


ListeComptes


New Account

The New Account command allows the user to create a new General Ledger account. For more see Accounts.


View/modify account

The View/modify account command displays the specifications of the selected account to allow for their modification For more information, see Accounts.


Update

The Update command refreshes the content of the Accounts window.


Number

The Number page displays the list of accounts sorted in ascending order of account number.


Category

The Category page displays the list of accounts sorted in ascending order of category, first and number, second.


Description

The Description page displays the list of accounts sorted in ascending order of description, first and number, second.


Options

The Options command lets the user modify the window display settings.


ListeContacts


New contact

The New contact command displays a new contact window. The window displayed varies according to the tab selected in the Select a Contact window. For example, if Supplier/Number is selected, then clicking New displays the Supplier window.


View/modify contact

The View/Modify contact command displays the information concerning the contact selected in the appropriate interface.


Update

The Update command refreshes the content of the Select a Contact window following a modification.


Options

The Options command lets the user modify the window display settings.


Customer/Number

The Customer/Number page displays the list of customers sorted in ascending order of their customer number. Other sorting orders for customers are available: per sorting key and per telephone number.


Sorting Orders

Contacts are sorted according to various orders corresponding to the different tabs. A specific sorting order is selected by clicking its tab.


Customer/Sorting Key

The Customer/Sorting Key page displays the customers in ascending order of the sorting key they are assigned. Other sorting orders are available for customers: per telephone number and per file number.


Customer/Telephone

The Customer/Telephone page displays the customers in ascending order of their telephone number. Other sorting orders are available for customers: per file number and per sorting key.


Supplier/Number

The Supplier/Number page displays the suppliers in ascending order of their supplier number. Other sorting orders are available for suppliers: per telephone number and per sorting key.


Supplier/Sorting Key

The Supplier/Sorting Key page displays the suppliers in ascending order of the sorting key they are assigned. Other sorting orders are available for suppliers: per telephone number and per file number.


Supplier/Telephone

The Supplier/Telephone page displays the suppliers in ascending order of their telephone number. Other sorting orders are available for suppliers: per file number and per sorting key.


Address

The Address page displays contacts in ascending order of their file number. The Address book is located under the General Ledger tab.


ListeFinance


New Financial Calculation

The New Financial Calculation command lets the user make and save a new annuity, investment, loan or mortgage calculation.


View/modify financial calculation

The View/modify financial calculation command displays the selected calculation.


Update

The Update command refreshes the content of the Finance window following a modification.


Options

The Options command lets the user modify the window display settings.


ListeRapport


View/Modify Report

The View/modify Report command lets the user edit the selected report.


Update

The Update command refreshes the content of the Select a Report window following a modification.


ListeTaxeBase


New Tax

The New Tax command allows for a new tax account. For more see Taxes.


View/Modify Tax

The View/Modify Tax command displays the tax specifications to allow for tax edition. For information see Taxes.


Update

The Update command refreshes the content of the Taxes window following a modification.


Tax Wizard

The Tax Wizard command launches the tax wizard. For more see Tax Wizard.


Options

The Options command lets the user modify the window display settings.


ListeTaxeException


New Tax Exception

The New Tax Exception command lets the user create a new tax exception.


View/Modify Tax Exception

The View/modify Tax Exception command lets the user display the specifications of the selected tax exception to allow for its edition.


Update

The Update command refreshes the content of the Tax Exceptions window after a modification.


Tabs and Sorting Key

The name of a tab represents a specific sorting order. Number and Description are available to sort tax exceptions. Under each tab, tax exceptions are sorted in ascending order according to a specific sorting order.


Number

The Number page displays the list of tax exceptions sorted in ascending order of their number.

To locate a tax exception using its number, the user enters the first few numbers of the tax exception. The pointer moves to the first item in the list that meets this criterion.

The Backspace key lets the user delete a character.

The Enter key as well as the double-click displays the tax exception.

For more, see Search in a List, Direction Keys, Drag and Drop and Resizing and Moving Columns.


Description

The Description page displays the list of tax exceptions sorted in ascending order of their name.

To locate a tax exception using its description, the user enters the first few characters of the tax exception description. The pointer moves to the first item in the list that meets this criterion.

The Backspace key lets the user delete a character.

The Enter key as well as the double-click displays the tax exception.

For more, see Search in a List, Direction Keys, Drag and Drop and Resizing and Moving Columns.


Options

The Options command lets the user modify the window display settings.


ListeTaxeGroupe


New Tax Group

The New Tax Group command lets the user create a new tax group. See What Are Tax Groups For? for more.


View/Modify Tax Group

The View/modify Tax Group command lets the user display the selected tax group specifications to allow for its edition. For more, see What Are Tax Groups For?.


Update

The Update command refreshes the content of the Tax Groups window after a modification.


Options

The Options command lets the user modify the window display settings.


Enter topic text here.


Tax Wizard

The Tax Wizard command starts the Tax Wizard feature. For more, see Tax Wizard.


New Tax Group

The New Tax Group command lets the user create a new tax group.  For more, see What Are Tax Groups For?.


Update

The Update command refreshes the content of the Select a Tax Group window after a modification.


View/Modify Tax Group

The View/modify Tax Group command lets the user display the selected tax group specifications to allow for its edition. For more, see What Are Tax Groups For?.


Options

The Options command lets the user modify the window display settings.


Go Back to Original

The Go Back to Original command discards modifications made to the content of the window and reverts to the last saved specifications.


Clear All

The Clear All command discards the selection of transactions. The window remains open to allow for a new selection to be made.


Select All

The Select All command lets the user select all transactions contained in the window. An individual transaction can be unselected by unchecking its box.


Cancel

The Cancel command discards the selection of the transactions meeting the criteria and closes the window.


OK

The OK command selects the transactions that meet the criteria.


ListeUsagers


New User

The New User command displays the User input window to allow for the creation of a new user. For the complete procedure, see Creating a New User.


View/Modify User

The View/modify User command displays the User input window to allow for the edition of the selected user's specifications.


Update

The Update command refreshes the content of the Users list window following its modification. For more see Update.


Tabs and Sorting Key

The name of a tab represents a specific sorting order. Number and Description are available to sort users. Under each tab, users are sorted in ascending order according to a specific sorting order.


Number

The Number page displays the list of users sorted in ascending order of their number.

To locate a specific user by number, enter the first few digits of the number in question. The pointer moves to the first item in the list that meets this criterion.

The Backspace key lets the user delete a character.

The Enter key as well as the double-click displays the tax exception.

For more, see Search in a List, Direction Keys, Drag and Drop and Resizing and Moving Columns.


Name

The Description page displays the list of tax exceptions sorted in ascending order of their name.

To locate a specific user by name, the user enters the first few characters of the user's name. The pointer moves to the first item in the list that meets this criterion.

The Backspace key lets the user delete a character.

The Enter key as well as the double-click displays the tax exception.

For more, see Search in a List, Direction Keys, Drag and Drop and Resizing and Moving Columns.


Options

The Options command lets the user modify the window display settings.


RapMetaFind


Find

The Find group displays the character strings to be looked for in databases. No substitute character is allowed.


Find

The Find field contains the character string to be looked for in databases. The results are displayed in a report that supports the use of the eXplic feature to display the information in detail.

Note

Blank spaces are taken into account. However case does not matter.


Flies

The Files group allows the user to select which databases to cover in the search. Databases can be selected individually by checking boxes or by applications by clicking the appropriate groupings.


RapTaxes


Type of Report

The Type of Report group allows the user to select which list to produce: summary or detailed.


Summary

The summary tax report displays, for the specified interval, the total amount of sales and purchases, total amount of collected and claimable taxes for each tax account, as well as the total amount of taxes to be paid.


Detailed

The detailed tax report displays, for the specified period, the transactions of sales and purchases, total amount of collected and claimable taxes for each tax account, as well as the total amount of taxes to be paid.


Dates

The Dates group lets the user specify an interval of dates to be covered by the report. The user is required to enter a beginning date and an ending date for the period.

Note The interval of dates is taken into account only if the Active Date box has been checked.


Dates

The Date field lets the user specify an interval of dates covered by the report. The user is required to enter a beginning date and an ending date for the period.

Note The interval of dates is taken into account only if the Active Date box has been checked.


Dates

The Date field lets the user specify an interval of dates covered by the report. The user is required to enter a beginning date and an ending date for the period.

Note The interval of dates is taken into account only if the Active Date box has been checked.


Dates

The Date field lets the user specify an interval of dates covered by the report. The user is required to enter a beginning date and an ending date for the period.

Note The interval of dates is taken into account only if the Active Date box has been checked.


Dates

The Date field lets the user specify an interval of dates covered by the report. The user is required to enter a beginning date and an ending date for the period.

Note The interval of dates is taken into account only if the Active Date box has been checked.


Active Date

The Active Date feature limits the scope of the tax report to transactions entered within the specified interval of dates. If the box is left unchecked, the tax report covers entries of all specified accounting periods.


Include

The Include group displays special types of accounts a user can add to the list of accounts to be covered by the report.


Default Accounts

The Default Accounts option allows the user to include in the tax report accounts identified in the created tax accounts.


Inactive Accounts

The Inactive Accounts option allows the user to include in the tax report accounts whose balance is zero.


Taxes

The Taxes group allows the user to select the taxes to include in the report. First and last accounts in the interval are to be specified. The All option allows the user to include all accounts.


Intervalle de taxes

The Taxes group allows the user to select the taxes to include in the report. First and last accounts in the interval are to be specified. The All option allows the user to include all accounts.


Beginning of the Interval

The From field contains the number of the first account of the interval to be covered by the report.


Beginning of the Interval

The From field contains the number of the first account of the interval to be covered by the report.


End of the Interval

The To field contains the number of the last account of the interval to be covered by the report.


End of the Interval

The To field contains the number of the last account of the interval to be covered by the report.


All

The All option allows the user to produce the tax report covering all taxes in the system.


Periods

The Periods group lets the user determine the interval of accounting periods to be covered by the tax report. First and last periods of the interval must be specified. The All option is used to cover all periods.

Note The Period parameter is the first taken into account. The specified date is taken into account only if the Dates group has been filled in and the Active Date option has been checked.


Beginning of the Interval

The From field contains the number of the first accounting period to be covered by the tax report.

Note The Period parameter is the first taken into account. The specified date is taken into account only if the Dates group has been filled in and the Active Date has been checked.


Beginning of the Interval

The From field contains the number of the first accounting period to be covered by the tax report.

Note The Period parameter is the first taken into account. The specified date is taken into account only if the Dates group has been filled in and the Active Date has been checked.


Interval of Periods

The Periods group allows the user to specify an interval of periods to be covered by the tax report. User must specify both first and last periods of the interval.


End of Interval

The To field contains the number of the last accounting period in the interval to be covered by the tax report.

Note The Period parameter is the first taken into account. The specified date is taken into account only if the Dates group has been filled in and the Active Date has been checked.


End of Interval

The To field contains the number of the last accounting period in the interval to be covered by the tax report.

Note The Period parameter is the first taken into account. The specified date is taken into account only if the Dates group has been filled in and the Active Date has been checked.


All

The All option allows the user to produce the tax report covering all accounting periods of the current year.


Cost Analysis

The Cost Analysis group lets the user specify a project or a segment number for which the tax report is to be produced. So that the specified project or segment number is taken into account, the Search the Projects box must be checked.


Search the Projects

The Search the Projects field allows the user to produce the report for the specified project or segment number. If the box is left unchecked, the project or segment number is not taken into account.


Mask

The Mask field contains the project or segment number to be used to select transactions covered by the tax report. Asterisks can be used as substitute characters to cover a range of projects. For example, entering 335* would produce a tax report covering transactions of all projects from number 3350 to 3359; 5**0 would select all projects between numbers 5000 and 5990.


Mask

The Mask field contains the project or segment number to be used to select transactions covered by the tax report. Asterisks can be used as substitute characters to cover a range of projects. For example, entering 335* would produce a tax report covering transactions of all projects from number 3350 to 3359; 5**0 would select all projects between numbers 5000 and 5990.


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Type of List

The Type of List group displays list type options: summary or detailed.


Summary

The summary list of users option allows for the number, first and last name of all users in the system to be displayed.


Detailed

The detailed list of users option allows for the number, first and last name of all users in the system to be displayed. User privileges of each user are included as well.


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Calendar

The calendar can be used to select a date for an entry. Direction keys can be used to change date; clicking the pointed arrow changes month; clicking the double-pointed arrow changes the year. Clicking Current Day reverts to the current day date.


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Save Company Information

The Save Company Information command records the company information under its current name.

Note: This button is only available when a modification has been made.


Save

Records the modifications made to company information which remains displayed for further edition.

Note: This button is only available when a modification has been made.

For more information, refer to Company Information and An Input Window Is ....


Go Back to Original

The Go Back to Original command discards all information made to the company information and reverts to the last saved parameters.

Note: This button is only available when a modification has been made.


Name

The Name field contains the name of the company. It can contain up to 40 characters.


Name

The Name field contains the name of the company. It can contain up to 40 characters.


c/o

The c/o field contains the name of a contact person within the company. Alternately it may be used as a supplemental line for the name or address of the company. Up to 30 characters may be used.


c/o

The c/o field contains the name of a contact person within the company. Alternately it may be used as a supplemental line for the name or address of the company. Up to 30 characters may be used.


Address

The Address field contains the street or mailing address of the company. Up to 30 characters may be used.


City

The City field contains the name of the city where the company is located. Up to 30 characters may be used. The province or state may be identified in this fashion: Ottawa, Ontario.


Address

The Address field contains the street or mailing address of the company. Up to 30 characters may be used.


Zip/Postal Code

The Zip/Postal Code field contains the postal code of the company. Either a Canadian or an American code can be entered, In the latter case, the state abbreviation should precede the numerical code such as in MA08456 or CA902358545 when using the 9-digit code format.


Zip/Postal Code

The Zip/Postal Code field contains the postal code of the company. Either a Canadian or an American code can be entered, In the latter case, the state abbreviation should precede the numerical code such as in MA08456 or CA902358545 when using the 9-digit code format.


Phone Number

The Phone Number field contains the main telephone number of the company. To be admissible, it must comprise 7, 10 or 11 digits.


Phone Number

The Phone Number field contains the main telephone number of the company. To be admissible, it must comprise 7, 10 or 11 digits.


City

The City field contains the name of the city where the company is located. Up to 30 characters may be used. The province or state may be identified in this fashion: Ottawa, Ontario.


Fax

The Fax field contains the fax telephone number of the company. This field can also be used for an additional phone number. To be admissible, it must comprise 7, 10 or 11 digits.


Fax

The Fax field contains the fax telephone number of the company. This field can also be used for an additional phone number. To be admissible, it must comprise 7, 10 or 11 digits.


Web Site

The Web Site address field contains the address to use to access the company's Website.


Web Site

The Web Site address field contains the address to use to access the company's Website.


E-Mail

The E-Mail field contains the E-mail address to reach the company. The entry has an informative value.


E-Mail

The E-Mail field contains the E-mail address to reach the company. The entry has an informative value.


Operational Settings

The Operational Settings group contains information to set up how the General Ledger works. It displays the number of the actual accounting period, the number of accounting periods in the fiscal year as well as the number of the next accounting entry.


Number of Periods

The Number of Periods field contains the number of periods that make up the company's fiscal year.

Note Once transactions have been entered, that parameter can not be modified.


Number of Periods

The Number of Periods field contains the number of periods that make up the company's fiscal year.

Note Once transactions have been entered, that parameter can not be modified.


Current Period

The Current Period field contains the number of the accounting period to which transactions will be posted.

Note Once transactions have been entered, that parameter can not be modified.


Current Period

The Current Period field contains the number of the accounting period to which transactions will be posted.

Note Once transactions have been entered, that parameter can not be modified.


Entry Number

The Entry Number field contains the number to be given to the next transaction to be enetered in the General Ledger.

Note Once transactions have been entered, that parameter can not be modified.


Entry Number

The Entry Number field contains the number to be given to the next transaction to be enetered in the General Ledger.

Note Once transactions have been entered, that parameter can not be modified.


Budget Column Titles

The Budget Column Titles group contains the name given to each budget columns displayed in the Account input window. Those titles can be modified at anytime.


Column 1

The Column 1 field contains the name assigned to the left-most column of the budget section of the Account window, usually used for the current fiscal year. That title can be modified at anytime.


Column 1

The Column 1 field contains the name assigned to the left-most column of the budget section of the Account window, usually used for the current fiscal year. That title can be modified at anytime.


Column 2

The Column 2 field contains the name assigned to the middle column of the budget section of the Account window. This title can be modified at anytime.


Colonne 2

The Column 2 field contains the name assigned to the middle column of the budget section of the Account window. This title can be modified at anytime.


Column 3

The Column 3 field contains the name assigned to the right-most column of the budget section of the Account window. This title can be modified at anytime.


Column 3

The Column 3 field contains the name assigned to the right-most column of the budget section of the Account window. Thi title can be modified at anytime.


Accounting Cycle

The Accounting Cycle field contains the basic number of days used to compile the aged trial balance report. In most cases, that value is set to 30 but can be modified according to the company's line of business.


Accounting Cycle

The Accounting Cycle field contains the basic number of days used to compile the aged trial balance report. In most cases, that value is set to 30 but can be modified according to the company's line of business.


Weekly Report Number

The Weekly Report Number field contains the number of the next weekly report to be produced using the Accounts Payable program. In the case of a pre-existing company at the time of the program startup, the number of the actual weekly report should be entered.


Weekly Report Number

The Weekly Report Number field contains the number of the next weekly report to be produced using the Accounts Payable program. In the case of a pre-existing company at the time of the program startup, the number of the actual weekly report should be entered.


Call Management

The Call Management group allows the user to activate the Call Management program once it has been installed.


Activate Call Management

The Activate Call Management option allows the user to activate the Call Management program. By default, that box is checked after the program is installed.


Local Telephone Number

The Local Telephone Number group contains the area code at the location. By default, the local telephone number is assigned to every phone and fax number that is entered without an area code.


Area Code

The Area Code field contains the area code at the location. By default, this value is assigned  to every phone and fax number entered without an area code.


Area Code

The Area Code field contains the area code at the location. By default, this value is assigned to every phone and fax number that is entered without an area code.


Example

The Example field displays how the proposed project mask is designed, using the selection. Each individual segment is filled with characters.


Example

The Example field displays how the proposed project mask is designed, using the selection. Each individual segment is filled with characters.


Project Number Is Required for Income and Expense Accounts

The Project Number Is Required for Income and Expense Accounts option allows the user to make sure a project number is provided when an entry is made that affects an income or an expense account. A transaction involving an income or expense account for which a project number is not entered will be rejected by the system.


Segmented Project

The Segmented Project group contains the length and name of each segment of a segmented project number mask. In the Example field, the mask is designed using the settings and the selected segment separator.


Segment Separator(s)

The Segment Separator(s) field lets the user select the symbol that is placed between the segments from a drop-down menu.


Segment Separator(s)

The Segment Separator(s) field lets the user select the symbol that is placed between the segments from a drop-down menu.


Pre-authorized Payments

The Pre-authorized Payment group contains pre-authorized payment activation settings.


Active

The Active option allows for the use of the pre-authorized payment capability.


Delay

The Delay field contains the number of days necessary for a pre-authorized payment to be issued once it has been approved.


Delay

The Delay field contains the number of days necessary for a pre-authorized payment to be issued once it has been approved.


Order Management

The Order Management group contains operational and numbering settings used for the Order Management program.


Order Number

The Order Number field contains the number to be assigned to the next order entry made.


Order Number

The Order Number field contains the number to be assigned to the next order entry made.


Open Order Number

The Order Number field contains the number to be assigned to the next order entry made.


Open Order Number

The Order Number field contains the number to be assigned to the next order entry made.


Bid Number

The Bid Number field contains the number to be assigned to the next bid entry made.


Biid Number

The Bid Number field contains the number to be assigned to the next bid entry made.


Purchase Number

The Purchase Number field contains the number to be assigned to the next purchase entry made.


Purchase Number

The Purchase Number field contains the number to be assigned to the next purchase entry made.


Format Number

The Format Number field contains the number to be assigned to the next format created.


Format Number

The Format Number field contains the number to be assigned to the next format created.


Automatically Invoice Ordered Items

The Automatically Invoice Ordered Items option converts an order into an invoice upon the order's expiration. The expiration date is set by default and can be adapted when entering the order.


Expiration

The Expiration field contains the number of days after which an order, a bid or a purchase not converted into an invoice is deleted.


Expiration

The Expiration field contains the number of days after which an order, a bid or a purchase not converted into an invoice is deleted.


Expiration

The Expiration field contains the number of days after which an order, a bid or a purchase not converted into an invoice is deleted.


Length of Product Numbers

The Length of Product Numbers field contains the number of characters contained in a product number. The value must be between 6 and 20 to be accepted.


Number of Decimals in Price

The Number of Decimals in Price field contains the number of digits to display after the decimal point in prices.


Product Segmentation Active

The Product Segmentation Active option allows for the use of segments in the product files. A segment is made of up to three categories that are main features of the product. By default, a product is assigned the segment defined for the product group to which it belongs.


Price Lists

The Price Lists group contains the price lists available. For a list to be used, it must be checked and a conversion rate must be specified.


Product Price Descriptions

The Product Price Descriptions group contains the name given to each different price level as well as its relation to the level 1 price.


Cost Price Code

The Cost Price Code displays the code used to hide the product cost price from the customer. Each digit must be assigned a unique letter.


Type of Project

The Type of Project group contains the status of the project being created. If Segmented is selected, the Segmented Project group should be filled and a separator should be selected.


Project Description

The Project Description field contains a brief description of the projects to be created. Up to 30 characters can be used.


Project Description

The Project Description field contains a brief description of the projects to be created. Up to 30 characters can be used.


Rate

The Rate field contains the interest rate applied to unpaid balances.


Description 1

The Description 1 field contains the language used for the first product description. The language is selected from a drop-down menu.


Description 1

The Description 1 field contains the language used for the first product description. The language is selected from a drop-down menu.


Description 2

The Description 2 field contains the language used for the second product description. The language is selected from a drop-down menu.


Description 2

The Description 2 field contains the language used for the second product description. The language is selected from a drop-down menu.


Description 3

The Description 3 field contains the language used for the third product description. The language is selected from a drop-down menu.


Description 3

The Description 3 field contains the language used for the third product description. The language is selected from a drop-down menu.


General Ledger Transfer

The General Ledger Transfer option allows for the posting of Accounts Payable transactions to the General Ledger program after a weekly report has been produced.

Warning The automatic transfer cannot be reversed. A backup copy should be taken before the operation is executed.


Operational Settings

The Operational Settings group contains information used to set up how the Accounts Payable program works. It displays the number of days used to calculate the accounting cycle and the number of the next weekly report to be produced. It also allows the user to activate the automatic posting of entries to the General Ledger.


Accounts Receivable

The Accounts Receivable group contains the name given to the payment mode affected by customer purchases charged to their account.


Delay

The Delay field contains the number of days necessary for a pre-authorized payment to be issued once it has been approved.


Segmented Project

The Segmented Project group allows the user to define how project numbers are structured thus ensuring standard data entry. To represent a character, an asterisk (*) is used; ( ) [ ] { } . and - all are valid entries to separate segments. For example ***-****(**) would allow for the entry of the 123-4567(89) projet number.

Note

No blank spaces are allowed. The maximum number of characters for the whole project number is 15.


Segmented Project

The Segmented Project group allows the user to define how project numbers are structured thus ensuring standard data entry. To represent a character, an asterisk (*) is used; ( ) [ ] { } . and - all are valid entries to separate segments. For example ***-****(**) would allow for the entry of the 123-4567(89) projet number.

Note

No blank spaces are allowed. The maximum number of characters for the whole project number is 15.


Cancel

The Cancel command discards the modifications made to the window, closes it, and displays the Invoicing window.


OK

The OK command applies the selection, closes the list window, and displays the Invoicing window.


Confirm Component

The Confirm Component option allows the user to to review components upon invoicing of a product with components.


Serial Number

The Serial Number option allows the user to activate the Inventory application serial number management feature. Afterwards, the decision whether to use serial number or not is made on a per product basis.


Direct Deposit

Select this box to activate payment of accounts payable by direct deposit for the selected company. The Direct Deposit tab is added to the Company Information window.


Financial Institution

The Financial Institution box contains elements required to enter information on the financial institution from which direct payments are to be drawn including file transmission mode.


Number

Options available to select the financial institution from which direct deposit payments are to be drawn. Select the appropriate option.


Number

Options available to select the financial institution from which direct deposit payments are to be drawn. Select the appropriate option.


Transmission Mode

Options available for the direct deposit file transmission mode to the selected financial institution. Select the appropriate option.

Paper: Transfer the direct deposit file to the financial institution on paper.

Disk: Transfer the direct deposit file to the financial institution on a disk. When this option is selected, the General Parameters group box is displayed.

Modem: Transfer the direct deposit file by modem. When this option is selected, the General Parameters group box is displayed and the Communications Settings become available.


Transmission Mode

Options available for the direct deposit file transmission mode to the selected financial institution. Select the appropriate option.

Paper: Transfer the direct deposit file to the financial institution on paper.

Disk: Transfer the direct deposit file to the financial institution on a disk. When this option is selected, the General Parameters group box is displayed.

Modem: Transfer the direct deposit file by modem. When this option is selected, the General Parameters group box is displayed and the Communications Settings become available.


General Parameters

The General Parameters group box presents a table in which to enter information on the direct deposit payment transfer file. Contact technical support to get assistance with entering information.

Note:	The General Parameters group box is displayed when Disk or Modem is selected as the transmission mode.


General Parameters

The General Parameters group box presents a table in which to enter information on the direct deposit payment transfer file. Contact technical support to get assistance with entering information.

Note:	The General Parameters group box is displayed when Disk or Modem is selected as the transmission mode.


Communication Settings

Displays the Direct Deposit of Accounts Payable window allowing for the entry of information concerning the electronic transmission of the direct deposit file. Contact Technical Support for assistance with entering this information.

Note:	Communication Settings are available with the Modem transmission mode is selected.


Use Supplier Product Descriptions in Purchases

Select this option to display, upon purchase, the description assigned to the supplier product rather than the description assigned to the product (French or English fields).


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Table of Accounts in an Allocation Account

The Table of Accounts in an Allocation Account group allows the user to define the composition of an allocation account. It is necessary to enter the number of each account and its percentage part of the total. The total percentage must be equal to 0 or 100%.


Percentage

The Percentage box displays the cumulated value of the accounts comprised in the allocation account. The total percentage must be equal to 0 or 100%.


New Account

The New Account command allows the user to create a new General Ledger account.


Select an Account

The Select an Account command displays the Select an Account window that can be used to select a different General Ledger account.


Save Account

The Save Account command allows the user to record account settings under their name and at their current location.


Go Back to Original

The Go Back to Original command allows the user to discard any change made to the account settings and reverts to the last recorded settings.


Delete Account

The Delete Account command allows the user to delete the account displayed on screen.


First Account

The First Account command lets the user display the account with the lowest account number.


Previous Account

The Previous Account command lets the user display the account whose number comes immediately before that of the currently displayed account.


Next Account

The Next Account command lets the user display the account whose number comes immediately after that of the currently displayed account.


Last Account

The Last Account command lets the user display the account with the highest account number.


Change Account Number

The Change Account Number command allows the user to give a new number to an existing account. The new number can be made of up to seven (7) digits.


Number of Alias

The Number of Alias field contains the number of an alternative position for an account if its balance is negative. This makes it possible to avoid negative balances in financial reports. For example, the user might decide that if the bank account balance becomes negative the alias is used to position the account among the liabilities accompanied by a message like "Overdrawn bank account". It is possible to click Number of Alias to display the Select an account help window .

Note: The alias is not a real account, but a fictional one that, nevertheless, takes its place in numerical order of the existing accounts. The help window serves to position the account appropriately.


Number of Alias

The Number of Alias field contains the number of an alternative position for an account if its balance is negative. This makes it possible to avoid negative balances in financial reports. For example, the user might decide that if a bank account balance becomes negative,  the alias is used to position the account among the liabilities accompanied by a message like "Overdrawn bank account". Click Number of Alias to display the Select an account help window .

Note: The alias is not a real account, but a fictional one that, nevertheless, takes its place in numerical order of the existing accounts. The help window serves to position the account appropriately.


Alias Description

The Alias Description field contains the name given to the account when the alias number is used. Up to 60 characters can be used.


Alias Description

The Alias Description field contains the name given to the account when the alias number is used. Up to 60 characters can be used.


GIFI Number

The GIFI Number field contains the number of the General Index of Financial Information code corresponding to the principal activity of the account. Click GIFI Number to display the List of GIFI Accounts help window.

The GIFI is used by Revenue Canada to standardize Chart of Accounts in such a way as to permit corporations to transfer income tax returns via modem. See the Revenue Canada doument RC-4088 for more information.


GIFI Number

The GIFI Number field contains the number of the General Index of Financial Information code corresponding to the principal activity of the account. Click GIFI Number to display the List of GIFI Accounts help window.

The GIFI is used by Revenue Canada to standardize Chart of Accounts in such a way as to permit corporations to transfer income tax returns via modem. See the Revenue Canada doument RC-4088 for more information.


Go back to List

The Go back to List command saves modifications made to the account settings and displays the Accounts window to allow the user to select a different account.


New/Save

The New/Save button has two functions. When the name displayed is New, it lets the user immediately create a new account. When the name displayed is Save, it lets the user save changes made to the account and then makes available a blank account at the end of the operation.


Number

The Number field contains the number assigned to the account. If an existing account number is entered, that account's settings are displayed. The user should make sure to number accounts in an orderly fashion as to produce meaningful reports.


Number

The Number field contains the number assigned to the account. If an existing account number is entered, that account's settings are displayed. The user should make sure to number accounts in an orderly fashion as to produce meaningful reports.


Category

The Category field contains the account's category. The category is selected from a drop-down menu.


Category

The Category field contains the account's category. The category is selected from a drop-down menu.


Opening Balance

The Opening Balance field contains the opening balance of the displayed account. If the displayed account is an allocation account, this field becomes a counter indicating the cumulative percentage of the accounts in the allocation account.


Opening Balance

The Opening Balance field contains the opening balance of the displayed account. If the displayed account is an allocation account, this field becomes a counter indicating the cumulative percentage of the accounts in the allocation account.


Description

The Description field contains the name (or description) of the account being created or modified.


Description

The Description field contains the name (or description) of the account being created or modified.


Check #

The Check # field contains the number which will be assigned to the next check drawn on this bank account.


Check #

The Check # field contains the number which will be assigned to the next check drawn on this bank account.


Deposit #

The Deposit # field contains the number which will be assigned to the next deposit into this bank account.


Deposit #

The Deposit # field contains the number which will be assigned to the next deposit into this bank account.


Balance

The Balance field contains the current balance of the account.


Balance

The Balance field contains the current balance of the account.


Balances and Budgets

The Balances and Budgets table contains the end-of-period account balance. The other two (2) columns are used for previous years balances and are filled when account balances are transferred during the year-end procedure.


Totals

The Totals line of the table contains the total amount of each budget column.


OFX Description

The OFX Description field displays the number of the OFX account linked with this General Ledger bank account. OFX descriptions can be modified.


OFX Description

The OFX Description field displays the number of the OFX account linked with this General Ledger bank account. OFX descriptions can be modified.


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Nw Calculation Template

The New Calculation Template command lets the user start creating a new financial calculation template. To learn more about using the financial calculator see Creating a Financial Calculation help topic.


Select a Calculation Template

The Select a Calculation Template command lets the user open the Select a Template window, which contains a complete list of existing financial calculation templates.


Save Calculation Template

The Save Calculation Template command records the created or modified financial calulation template without closing the window.


Go Back to Original

The Go Back to Original command allows the user to discard changes made to the calculation template and revert to the last saved settings.


Delete Calculation Template

The Delete Calculation Template command allows the user to destroy the active financial calculation template.


First Calculation Template

The First Calculation Template command lets the user display the financial calculation template with the lowest number.


Previous Calculation Template

The Previous Calculation Template command lets the user display the calculation template whose number comes immediately before that of the currently displayed template.


Next Calculation Template

The Next Calculation Template command lets the user display the calculation template whose number comes immediately after that of the currently displayed template.


Last Calculation Template

The Last Calculation Template command lets the user display the financial calculation template with the highest number.


New Calculation Template Number

The New Calculation Template Number command lets the user change the number of the financial calculation template currently being created or modified. This number cannot contain more than 4 alphanumeric characters.


Go back to List

The Go back to List command saves the modifications to the calculation template and displays the Finance window.


New/Save

The New/Save command has two functions. When the name displayed is New, it lets the user immediately create a new template. When the name displayed is Save, it saves the changes made to the calculation template and presents a blank template card at the end of the operation.


Number

The Number field contains the number of the calculation template currently being created or modified. The number can be no more than four digits long. Clicking Number will open the Select a Template dialog box which contains a list of calculation templates.


Number

The Number field contains the number of the calculation template currently being created or modified. The number can be no more than four digits long. Clicking Number will open the Select a Template dialog box which contains a list of calculation templates.


Type

The Type field contains one of the four financial calculations available: investment, mortgage, loan, annuity, selected from a drop-down menu.


Type

The Type field contains one of the four financial calculations available: investment, mortgage, loan, annuity, selected from a drop-down menu.


Country

The Country field contains the country, Canada or the United States, for which the user is making the financial calculation. This parameter principally affects the calculation of interest.


Country

The Country field contains the country, Canada or the United States, for which the user is making the financial calculation. This parameter principally affects the calculation of interest.


Description

The Description field contains the name or a summary description of the financial calculator template.


Description

The Description field contains the name or a summary description of the financial calculator template.


Description

The Description field contains the name or a summary description of the financial calculator template.


Paramètres

The Parameters group contains elements required for the type of financial calculation selected. The user will define amounts, interest rates, periodicity, etc.


Initial Amount

The Initial Amount field contains the initial amount invested or borrowed according to the type of financial calculation selected. This amount may be calculated using other entered parameters.


Initial Amount

The Initial Amount field contains the initial amount invested or borrowed according to the type of financial calculation selected. This amount may be calculated using other entered parameters.


Periodic Payment/Withdrawal

The Periodic Payment or Periodic Withdrawal field contains the amount periodically payed or withdrawn, according to the type of financial calculation selected. This amount may be calculated using other entered parameters.


Periodic Payment/Withdrawal

The Periodic Payment or Periodic Withdrawal field contains the amount periodically payed or withdrawn, according to the type of financial calculation selected. This amount may be calculated using other entered parameters.


Total Number of Periods

The Total Number of Periods contains the total number of periods over which are spread investment, annuity, loan, and mortgage. This number may be calculated using other entered parameters.


Total Number of Periods

The Total Number of Periods contains the total number of periods over which are spread investment, annuity, loan, and mortgage. This number may be calculated using other entered parameters.


Annual Rate of Interest

The Annual Rate of Interest field contains the annual rate of interest received on investments and annuities, as well as the interest charged on loans and mortgages. This amount may be calculated using other entered parameters.


Annual Rate of Interest

The Annual Rate of Interest field contains the annual rate of interest received on investments and annuities, as well as the interest charged on loans and mortgages. This amount may be calculated using other entered parameters.


Final Amount/Balance

The Final Amount or Balance field shows the final amount spent or the balance withdrawn at the end of the total number of periods. This amount may be calculated using other entered parameters.


Montant final / Solde

The Final Amount or Balance field shows the final amount spent or the balance withdrawn at the end of the total number of periods. This amount may be calculated using other entered parameters.


Periodicity

The Periodicity field allows the user to select from a drop-down menu the periodicity of deductions and payments that must be used for the financial calculation.


Periodicity

The Periodicity field allows the user to select from a drop-down menu the periodicity of deductions and payments that must be used for the financial calculation.


Interest Calculated Each

The Interest Calculated Each field allows the user to select from a drop-down menu the periodicity for postings of interest earnings and charges according to the type of financial calculation selected.


Interest Calculated Each

The Interest Calculated Each field allows the user to select from a drop-down menu the periodicity for postings of interest earnings and charges according to the type of financial calculation selected.


Calculate

The Calculate command assesses the initial amount of the operation based on entered parameters. Because the system cannot make the calculation without sufficient data, the user must define certain zones before the Calculate command can be used.


Calculate

The Calculate command assesses the amount per period based on entered parameters. Because the system cannot make the calculation without sufficient data, the user must define certain zones before the Calculate command can be used.


Calculate

The Calculate command assesses the total number of periods based on entered parameters. Because the system cannot make the calculation without sufficient data, the user must define certain zones before the Calculate command can be used.


Calculate

The Calculate command assesses the annual rate of interest based on entered parameters. Because the system cannot make the calculation without sufficient data, the user must define certain zones before the Calculate command can be used.


Calculate

The Calculate command assesses the final amount at the end of the operation based on entered parameters. Because the system cannot make the calculation without sufficient data, the user must define certain zones before the Calculate command can be used.


First

The First field contains the date of the first posting of interest earnings or charges. This information will be used to set up a depreciation table or a table of returns. Clicking the First label will display the integrated calendar.


First

The First field contains the date of the first monthly posting of interest earnings or charges. This information will be used to set up a depreciation table or a table of returns. Clicking the First label will display the integrated calendar.


Second

The Second field contains the date of the second monthly posting of interest earnings or charges. This information will be used to set up a depreciation table or a table of returns. Clicking the Second label will display the integrated calendar.


Second

The Second field contains the date of the second monthly posting of interest earnings or charges. This information will be used to set up a depreciation table or a table of returns. Clicking the Second label will display the integrated calendar.


Contribution/Payment Date

The Contribution/Payment Date group indicates the posting dates for interest earnings and charges. This information will be used to set up a depreciation table or a table of returns.


Report Format

There are two kinds of depreciation tables, simple or detailed. Click the one you wish to use.

The simple table contains for each period: posting date of interest earnings, amounts, capital evolution, accumulated interest and the balance.

The detailed table contains for each period: posting date of interest earnings, amounts, capital evolution, total of capital evolution, accumulated interest, total accumulated interest and the balance.


Output

The Output group contains different output modes for a financial calculation. Note that the system always produces the financial calculation on the screen, regardless of selected mode.


Screen

The Screen output mode lets the user view and modify the financial calculation on the screen.


Printer

The Printer output mode lets the user print the financial calculation.


E-Mail

The E-Mail output option allows the user to send a financial calculation by E-Mail, when an Internet link is available.


Disk

Saves the financial calculation on the disk you have chosen.


Produce

The Produce command starts the production of the financial calculator report as previously defined.


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Select a Bank

The Select a Bank command displays the Select a bank window to let the user select another bank account where there are checks to be printed.


Free up the Bank

The Free up the Bank command allows the user to terminate the check printing operation for the selected bank and to select another bank. If checks have been authorized for printing, the user will be requested to start the procedure.


Update

The Update command refreshes the content of the Print checks for account xxxx window after it has been modified.


Select All Checks to Print

The Select All Checks to Print command authorizes the printing of all the checks to print from the selected bank.


Unselect All Checks

The Unselect All Checks command removes printing authorization for all checks to print from the selected bank.


Print Checks

The Print Checks command starts the printing process.


Options

The Options command allows the user to modify the parameters used to control information displayed in the active window.


Number

The Number field contains the number of the bank account from which checks are to be printed.


Number

The Number field contains the number of the bank account from which checks are to be printed.


Description

The Description field contains the name or a brief description of the bank account from which checks are to be printed.


Description

The Description field contains the name or a brief description of the bank account from which checks are to be printed.


Go back to List

The Go back to List closes the Print checks for account xxxx input window and returns to the Select a bank dialog box.


Bank Balance

The Bank Balance field displays the current account balance.


Bank Balance

The Bank Balance field displays the current account balance.


Authorized Payment

The Authorized Payment field displays the total amount of checks authorized for the selected bank.


Authorized Payment

The Authorized Payment field displays the total amount of checks authorized for the selected bank.


Final Amount

The Final Amount field displays the account balance considering checks that have been authorized for printing.


Final Amount

The Final Amount field displays the account balance considering checks that have been authorized for printing.


Table of Accounts Payable Checks Available for Printing

The Table of Accounts Payable Checks Available for Printing group displays the list of supplier checks entered for this bank. The user can authorize a check for printing by checking the box to the left of the desired check.


Print Checks

The Print Checks command begins printing the checks that have been authorized for the selected bank account.


Table of Available Checks

The Table of Available Checks displays the list of checks entered for this bank. It is possible to authorize the printing, or reprinting, of a check by selecting the checkbox to the left of the appropriate check.


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Associated Descriptions

The Associated Descriptions command displays the OFX account number associated with this General Ledger bank account.


Associated Descriptions

The Associated Descriptions command displays the OFX account number associated with this General Ledger bank account.


Associated Descriptions

List of statement topics linked with the account. The list can contain up to 100 topics for each OFX account. A topic is added to the list of the appropriate account if the user has answered Yes to the question "Do you want to link the OFX xyz description to account xxxx?" To delete the link, select it in the list and press the delete key.

A single account can be linked with several different topics. For example, several grocery stores, such as Kroger Store number 001, Superstore number 125 or Jake's Cornerstore, can be linked with the Grocery account.


OK

The OK command saves the modifications made in the Descriptions Linked with the Account window and closes the window.


Cancel

The Cancel command discards the changes made in the Descriptions Linked with the Account and closes the window.


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Go back to List

The Go back to List command closes the Payment window and displays the List of Invoices and Payments window.


Supplier

The Supplier field displays the number of the supplier selected for the payment entry. Clicking Supplier displays the Select Supplier list window.


Supplier

The Supplier field displays the number of the supplier selected for the payment entry. Typing the question mark in the field displays the Select Supplier list window.


Supplier

The Supplier field contains the name of the supplier selected for a payment entry. This field cannot be modified directly.


Date

The Date field contains the issue date of the payment. Clicking Date displays the calendar.


Date

The Date field contains the issue date of the payment. Pressing the question mark key displays the calendar.


Bank

The Bank field contains the number of the bank account from which the payment check is drawn. Clicking Bank displays the Select a Bank list window.

Warning

The bank account number mentioned here is not the number assigned at the bank but the General Ledger account number.


Bank

The Bank field contains the number of the bank account from which the payment check is drawn. Pressing the question mark key when the cursor is in the Bank field displays the Select a Bank list window.

Warning

The bank account number mentioned here is not the number assigned at the bank but the General Ledger account number.


Number

The Number field contains the number of the check or direct deposit used to make the payment. The value of this field varies according to the bank account selected.


Number

The Number field contains the number of the check or direct deposit used to make the payment. The value of this field varies according to the bank account selected.


Amount

The Amount field contains the total amount of the payment to be made for the selected invoices.


Amount

The Amount field contains the total amount of the payment to be made for the selected invoices.


Invoices

The invoices group contains the invoices entered for the selected supplier. The user checks all invoices to be paid. At the bottom of the screen, information relating to the selected invoice such as discount status according to applicable terms of payment, payment deadline, etc. is displayed.


Invoice Status

The invoice status line displays the amount of the invoice after discount is applied. The applicable discount is calculated according to the terms of payment.


Day(s) Passed

The Day(s) Passed field contains the number of days that have passed since the entry date. That value is taken into account with the terms of payment to determine discount status.


Day(s) Passed

The Day(s) Passed field contains the number of days that have passed since the entry date. That value is taken into account with the terms of payment to determine discount status.


Payment Required

The Payment Required field contains the amount due on the selected invoice. It corresponds to the difference between the amount of the invoice and the discount and partial payments.


Payment Required

The Payment Required field contains the amount due on the selected invoice. It corresponds to the difference between the amount of the invoice and the discount and partial payments.


Term

The Term field displays the terms of payment of the supplier. Terms of payment are taken into account to determine whether a discount is applicable or not.


Termes

The Term field displays the terms of payment of the supplier. Terms of payment are taken into account to determine whether a discount is applicable or not.


Discount

The Discount field contains the amount of the discount applied to the selected invoice. Terms of payment are taken into account to calculate the discount value.


Until

The Until field displays the date of admissibilty to a discount for the selected invoice.


Until

The Until field displays the date of admissibilty to a discount for the selected invoice.


Number of Invoices

The Number of Invoices field displays the number of active invoices for the selected supplier. An invoice is said to be active when its balance is other than zero.


Total

The Total field contains the total balance of every active invoices for the selected supplier. An invoice is said to be active when its balance is other than zero.


Total Paid

The Total Paid field contains the total balance of the invoices selected for payment.


Payment on Hold

The Payment on Hold command lets the user enter a payment to be applied at a later date.


Customer

The Customer field contains from whom a payment has been received. The user can select the customer by clicking Customer, which displays the Select a Customer window.


Customer

The Customer field contains the name of the individual or organization from whom a payment has been received. The user can select the customer by pressing the question mark key while the pointer is located in the field, which displays the Select a Customer window.


Name

The Name field displays the name entered for the selected customer. The content of this field cannot be modified directly.


Name

The Name field displays the name entered for the selected customer. The content of this field cannot be modified directly.


Date

The Date field contains the effective date of the customer's payment. By default, the current day date is displayed. Clicking Date displays the integrated calendar.


Date

The Date field contains the the date of effect of the customer's payment. By default, the current day's date is displayed. Pressing the question mark key while the pointer is located in the field displays the integrated calendar.


Amount

The Amount field contains the amount of the payment.


Amount

The Amount field contains the amount of the payment.


Balance

The Balance field contains the account balance after payment is applied. The content of this field cannot be directly modified.


Balance

The Balance field contains the account balance after payment is applied. The content of this field cannot be directly modified.


Payment Date

The Payment Date field contains the date of the pre-authorized payment. Clicking Payment Date displays the integrated calendar.


Payment Date

The Payment Date field contains the date of the pre-authorized payment. Typing the question mark displays the integrated calendar.


Customer Payment

The Customer Payment command allows the user to enter a customer's payment.


Customer Corresponding to Invoice

The Customer Corresponding to Invoice command lets the user identify the customer from an invoice number. Clicking the icon displays the Customer Number Query window.


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New Payment

The New Payment command allows the user to create a new payment to a supplier.


Select Payment

The Select Payment command displays the Select a Check list window to allow the user to select a different payment to view or modify.


Save Payment

The Save Payment command saves modifications made to the selected payment. The information remains on screen to allow further modifications.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected payment and reverts to its last saved settings.


Delete Payment

The Delete Payment command allows the user to delete the selected payment.


First Payment

The First Payment command displays the payment whose number has the lowest value according to the selected sorting order.


Previous Payment

The Previous Payment command displays the payment whose number comes before that of the selected terms, according to the active sorting order.


Next Payment

The Next Payment command displays the payment whose number comes after that of the selected terms, according to the active sorting order.


Last Payment

The Last Payment command displays the payment whose number has the highest value according to the selected sorting order.


Reprint Check

The Reprint Check command allows the user to print the selected payment check.


Change Payment Number

The Change Payment Number command allows the user to assign a different number to the selected payment. A maximum of 5 digits is allowed.


Payment

The Payment command allows the user to enter a payment to a supplier.


Payment on Hold

The Payment on Hold command allows the user to enter a payment on hold to a supplier. A payment is said on hold when the entry is made but the check is not yet issued.


Select Transactions

The Select Transactions command displays the Select Transaction input window to allow the user to define transaction selection parameters.


Save

The Save command allows teh user to save modifications made to the selected payment and display a blank Payment input window.


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New Tax

The New Tax command lets the user create a new tax account. See the Taxes for more information on the procedure.


Select a Tax

The Select a Tax command allows the user to select a different tax account from the Select a Tax list window that contains the complete list of all existing taxes.


Save Tax

The Save Tax command lets the user record the modifications to the selected tax without closing the input window.


Go Back to Original

The Go Back to Original command discards all modifications to the selected tax account. Content reverts to the last saved parameters.


Delete Tax

The Delete Tax command lets the user delete the selected tax account.


Previous Tax

The Previous Tax command lets the user display the tax account whose number comes before that of the selected tax.


Next Tax

The Next Tax command lets the user display the tax account whose number comes after that of the selected tax.


First Tax

The First Tax command lets the user display the tax account which bears the lowest number.


Last Tax

The Last Tax command lets the user display the tax account which bears the highest number.


Change Tax Number

The Change Tax Number command lets the user change the number of the selected tax account. The number contains up to 15 characters.


Go Back to List

The Go Back to List command lets the user record modifications made to the tax account and opens the Tax input window.


Options

The Options command lets the user modify the window display settings.


New/Save

The New/Save button has two functions. When New is displayed, it lets the user immediately create a new account. When Save is displayed, it lets the user save changes made to the account and displays a blank account window at the end of the operation.


Number

The Number field contains the number assigned to the tax being created or modified. Up to 15 characters can be used. Clicking Number displays the Select a Tax window.


Number

The Number field contains the number assigned to the tax being created or modified. Up to 15 characters can be used. Pressing the question mark key while the cursor is in the field displays the Select a Tax window.


Abbreviation

The Abbreviation field contains the abbreviated name assigned to the tax. The abbreviation is used to call a tax from an entry window.


Abbreviation

The Abbreviation field contains the abbreviated name assigned to the tax. The abbreviation is used to call a tax from an entry window.


Description

The Description field allows the user to enter a comment relating to the selected tax. The description is one of the sorting order of taxes.


Description

The Description field allows the user to enter a comment relating to the selected tax. The description is one of the sorting order of taxes.


Tax Number

The Tax Number field contains the tax account number assigned to the user by the government.


Tax Number

The Tax Number field contains the tax account number assigned to the user by the government.


Account

The Account field contains the number of the account selected to affect collected taxes.


Account

The Account field contains the number of the account selected to affect collected taxes.


Account

The Account field contains the number of the account selected to affect paid taxes.


Account

The Account field contains the number of the account selected to affect paid taxes.


Tax Rates

The Tax Rate group contains information relating to tax rates applicable to the selected tax account. For more on tax creation, see Taxes.


Purchase Accounts

The Purchase Accounts group allows the user to select purchase accounts affected by tax calculations.


Sales Accounts

The Sales Accounts group allows the user to select sales accounts affected by tax calculations.


Tax Credit

The Tax Credit field lets the user select the type of claimable credit associated with the selected tax account. When the Applies to Certain Accounts option is selected, the Tax Credit tab appears in the Tax window to allow the user to select admissible accounts.


Tax Credit

The Tax Credit field lets the user select the type of claimable credit associated with the selected tax account. When the Applies to Certain Accounts option is selected, the Tax Credit tab appears in the Tax window to allow the user to select admissible accounts.


Tax Credit

The Tax Credit group allows the user to select accounts for which tax credits can be claimed. The Tax Credit group is available when the Applies to Certain Accounts option is selected in the Tax Credit field.


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New Tax Exception

The New Tax Exception command lets the user define tax exception parameters. The tax exception number can contain up to 4 digits.


Select Tax Exception

The Select Tax Exception lets the user select a different tax exception from the Select a Tax Exception window.


Save Tax Exception

The Save Tax Exception command records the selected tax exception. The tax exception remains on screen.


Go Back to Original

The Go Back to Original command discards modifications made to the selected tax exception and reverts to the parameters last saved.


Delete Tax Exception

The Delete Tax Exception command removes the selected tax exception. A tax exception that is removed cannot be recovered.


First Tax Exception

The First Tax Exception command displays the parameters of the tax exception which bears the lowest number.


Previous Tax Exception

The Previous Tax Exception command displays the tax exception whose number comes before that of the selected tax exception.


Next Tax Exception

The Next Tax Exception command displays the tax exception whose number comes after that of the selected tax exception.


Last Tax Exception

The Last Tax Exception command displays the parameters of the tax exception which bears the highest number.


Change Number

The Change Number command lets the user assign a new number to the selected tax exception. The number can contain up to 4 digits.


Go back to List

The Go back to List command records the modifications made to the selected tax exception and displays the Tax Exceptions window.


Insert Tax

The Insert Tax command lets the user insert a blank line at the pointer location for the user to add a tax to the exception.


Remove Selected Tax

The Remove Selected Tax command lets the user delete the selected line.


Save

The Save command lets the user record modifications made to the selected tax exception, closes the Tax Exception input window and displays the Tax Exceptions list window.


Number

The Number field contains the number assigned to the tax exception. Up to 4 digits may be used. Clicking Number displays the Select a Tax Exception window.


Select Tax Exception

The Number field contains the number assigned to the tax exception. Up to 4 digits may be used. Typing the question mark while the pointer is located in the field displays the Select a Tax Exception window.


Tax Exception Parameters

The Tax Exception Parameters table contains parameters of the taxes included in the tax exception. Information provided is tax numbers, account numbers rate and type of tax. When a Fixed Amount tax is selected, an amount should be specified in the Amount column or the default amount ($0.00) will be entered.


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New Tax Group

The New Tax Group command allows the user to create a new tax group. For more, see What Are Tax Groups For?.


Select a Tax Group

The Select a Tax Group command displays the Select a Tax Group list window to allow the user to display a different tax group to consult or modify.


Save Tax Group

The Save Tax Group command records the modifications to the selected tax group. When creating tax groups it is more efficient to use the New/Save command.


Go Back to Original

The Go Back to Original command discards any modification made to the tax group and reverts to the parameters last saved.


Delete Tax Group

The Delete Tax Group command lets the user delete the selected tax group. The deleted tax group cannot be recovered and its number is freed.


First Tax Group

The First Tax Group command displays the parameters of the tax group which bears the lowest number.


Previous Tax Group

The Previous Tax Group command displays the tax group whose number comes before that of the selected tax group.


Next Tax Group

The Next Tax Group command displays the tax group whose number comes after that of the selected tax group.


Last Tax Group

The Last Tax Group command displays the parameters of the tax group which bears the highest number.


Change Tax Group Number

The Change Tax Group Number command lets the user modify the number assigned to the selected tax group. The new number can be no more than 15 characters long.


Go back to List

The Go back to List command records the modifications made to the tax group, closes the window and displays the Tax Groups window.


Insert Tax

The Insert Tax command lets the user insert a blank line at the pointer location for the user to add a tax to the group.


Delete Tax

The Delete Tax command lets the user remove the selected tax from the group.


New/Save

The New/Save button has two functions. When New is displayed, it lets the user immediately create a new tax group. When Save is displayed, it lets the user save changes made to the group and displays a blank tax group window.


Number

The Number field contains the number that identifies the tax group. Up to 15 characters can be used.

Warning The tax group number is not the number assigned by the government.


Number

The Number field contains the number that identifies the tax group. Up to 15 characters can be used.

Warning The tax group number is not the number assigned by the government.


Description

The Description field allows the user to enter a comment relating to the selected tax group. Tax groups can be sorted by description.


Tax Group Table

The Tax Group Table displays the tax number, account number, rate and type of each tax comprised in the group. If a fixed-amount tax is included, the amount must be specified in the Amount column. Otherwise the default value ($0.00) is assigned.


Shortcut

The Shortcut field contains the abbreviated name of the tax group. The shortcut can be used in an entry window to apply the taxes it includes.


Shortcut

The Shortcut field contains the abbreviated name of the tax group. The shortcut can be used in an entry window to apply the taxes it includes.


Description

The Description field allows the user to enter a comment relating to the selected tax group. Tax groups can be sorted by description.


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New Transaction

The New Transaction command allows the user to create a new entry. Available types of entries are checks, deposits or accounting entries. For more on entering transactions, see Transaction Entry.


Select a Transaction

The Select a Transaction command displays the Select a Transaction window to allow the user to select a different transaction to modify or consult.


Save Transaction

The Save Transaction command lets the user record modifications made to the transaction. The transaction stays on screen to allow for more modifications to be made.


Go Back to Original

The Go Back to Original command discards the modifications made to the selected transaction and reverts to the parameters last saved . If the command is used on a transaction that was never saved, the window is cleared.


Delete Transaction

The Delete Transaction command lets the user remove the selected transaction. A transaction that was entered in a previous period cannot be deleted.


First Transaction

The First Transaction command displays the transaction that bears the lowest number.


Previous Transaction

The Previous Transaction command displays the transaction whose number comes before that of the selected transaction.


Next Transaction

The Next Transaction command displays the transaction whose number comes after that of the selected transaction.


Last Transaction

The Last Transaction command displays the transaction that bears the highest number.


Transaction is a Check

The Transaction is a Check option lets the user identify the entry as a check.


Transaction is a Deposit

The Transaction is a Deposit option lets the user identify the entry as a deposit.


Transaction is an Accounting Entry

The Transaction is an Accounting Entry option lets the user identify the transaction as an accounting entry.


Transaction belongs to a Batch

The Transaction belongs to a Batch option lets the user identify that the transaction as part of a batch. When this option is activated, it is necessary to provide the number of the batch.


Check to be Printed

The Check to be Printed option displays the Recipient panel where the user enters the recipient's address and determines when to print the check.


Reprint Check

The Reprint Check command allows the user to reprint the selected check.

Note: To be reprinted, a check must have already been printed once.


Void Transaction

The Void Transaction command cancels a check or deposit. A voided check or deposit is archived. The Void Transaction command is not equivalent to the Delete Transaction command. A voided transaction appears in a list of transactions when the Audit Trail option is activated with the caption Voided.


Entry Wizard

The Entry Wizard command starts the entry wizard feature. It provides a framework that helps you when logging your General Ledger entries. For more information concerning this option, see Using the General Ledger Entry Wizard.


Taxes

The Taxes command allows the user to calculate and extract taxes from the transaction. Tax amounts are then affected to the appropriate tax accounts.


Go back to List

The Go back to List command records modifications made to the selected transaction and displays the Transactions, List of Transactions and Payments or List of Customer Transactions window depending of the type of transaction selected.


New/Save

The New/Save button has two functions. When New is displayed, it lets the user immediately make a new entry. When Save is displayed, it lets the user save changes made to the entry and displays a blank entry window.


Date

The Date field contains the entry's date. By default, the current day's date is used. Pressiong the question mark key while the pointer is located in the field displays the integrated calendar.


Date

The Date field contains the entry's date. By default, current day's date is used. Clicking Date displays the integrated calendar.


Period

The Period field contains the period in which the entry is made. By default, the number of the current period is displayed. If the transaction was made in a previous period, the field can be modified accordingly.


Period

The Period field contains the period in which the entry is made. By default, the number of the current period is displayed. If the transaction was made in a previous period, the field can be modified accordingly.


Number

The Number field contains the number of the selected entry. This number cannot exceed 5 digits.


Number

The Number field contains the number of the selected entry. This number cannot exceed 5 digits.


Balance

The Balance field contains the transaction's balance. For the entry to be valid, its ending balance must be 0.


Solde

The Balance field contains the transaction's balance. For the entry to be valid, its ending balance must be 0.


Description

The Description field contains a summary description of the transaction as entered by the user. This information is used to locate transactions through the search engine of the List of transactions command and is displayed in the Transactions window.


Description

The Description field contains a summary description of the transaction as entered by the user. This information is used to locate transactions through the search engine of the List of transactions command and is displayed in the Transactions window.


Batch

The Batch field contains the number of the batch file in which the transaction is entered. Pressing the question mark key while the pointer is in this field displays the Select a Batch window.


Batch

The Batch field contains the number of the batch file in which the transaction is entered. Clicking Batch displays the Select a Batch window.


Description

The Description field contains a summary identification of the selected batch file. That information cannot be modififed directly through the Entry window.


Description

The Description field contains a summary identification of the selected batch file. That information cannot be modififed directly through the Entry window.


Reference

The Reference field contains the number of the transaction as it pertains to the batch. That number is assigned sequentially. Clicking Reference displays the Select a Transaction window, which opens under the Batch tab.


Reference

The Reference field contains the number of the transaction as it pertains to the batch. That number is assigned sequentially. Pressing the question mark key while the pointer is located in the Reference field displays the Select a Transaction window, which opens under the Batch tab.


Name

The Name field contains the name of the person or company for whom the check is being made out. If an address card was filled out for that recipient, clicking Name displays the Select a Contact window to allow the user to select it. The information is inserted where required. Up to 30 characters can be used for the name.


Nom

The Name field contains the name of the person or company for whom the check is being made out. If an address card was filled out for that recipient, pressing the question mark key while the pointer is located in the Name field displays the Select a Contact window to allow the user to select it. The information is inserted where required. Up to 30 characters can be used for the name.


c/o

The c/o field contains the name of a contact person within the company. Alternatively the c/o field can be used as an additional address line. Up to 30 characters can be entered.


c/o

The c/o field contains the name of a contact person within the company. Alternatively the c/o field can be used as an additional address line. Up to 30 characters can be entered.


Address

The Address field contains the street address of the check's recipient. Up to 30 characters can be used.


Address

The Address field contains the street address of the check's recipient. Up to 30 characters can be used.


City

The City field contains the name of the city where is located the company. Up to 30 characters can be used.


City

The City field contains the name of the city where is located the company. Up to 30 characters can be used.


Zip/Postal Code

The Zip/Postal Code field contains of the check's recipient. Both Canadian and American codes are accepted. In the latter case, the state abbreviation must precede the 5-digit zip code. Ex: NY10015


Code postal

The Zip/Postal Code field contains of the check's recipient. Both Canadian and American codes are accepted. In the latter case, the state abbreviation must precede the 5-digit zip code. Ex: NY10015


Telephone

The Telephone field contains the main telephone number of the check's recipient. The number must be 7, 10 or 11 digits to be valid.


Telephone

The Telephone field contains the main telephone number of the check's recipient. The number must be 7, 10 or 11 digits to be valid.


Print

The Print drop-down menu allows the user to determine when to print the check. If the Later option is selected, the check is printed using the Print Checks command found under Deferred Processing option of the Report menu.


Print

The Print drop-down menu allows the user to determine when to print the check. If the Later option is selected, the check is printed using the Print Checks command found under the Deferred Processing option of the Report menu.


Comments

The Comments field contains a description that is printed on the check.


Comments

The Comments field contains a description that is printed on the check.


Transaction Details

The Transaction Details group displays the accounts affected in the transaction as well as the amounts involved.


Customer Invoice

Adapte la fenêtre d'inscription pour la saisie d'une facture de client. Utilisez cette option pour les factures remplies à la main. Autrement, les factures de client devraient être saisies par la fenêtre de facturation.


Customer Credit

Clicking the Customer Credit icon instructs the software to modify the entry window to allow the user to enter a customer credit transaction. A customer credit can also be entered through the Invoicing window using negative quantities for invoiced items.


Customer Interest Charge

The Customer Interest Charge icon identifies the entry as an intrest charge. Interest charges cannot be entered directly as they are generated by an end-of-month procedure.


Customer Other Charges

Permet l'inscription d'autres frais à l'état de compte du client. Ce pourrait être la différence de conversion de monnaie ou un ajustement de prix.


Customer Penalty

Clicking the Customer Penalty icon instructs the software to modify the entry window to allow the user to enter a penalty for a customer's non-compliance with the terms of a contract. The Customer Penalty option is available only when the security deposit against which it is applied is displayed.


Customer Security Deposit

Clicking the Customer Security Deposit icon instructs the software to modify the entry window to allow the user to enter a security deposit. For more, see Entering a Security Deposit.


Customer Overpayment

The Customer Overpayment icon identifies the entry as an overpayment. An overpayment cannot be entered directly as it results from a payment operation.


Date

The Date field contains the transaction entry date. By default the current-day date is used. Clicking Date displays the integrated calendar.


Date

The Date field contains the transaction entry date. By default, the current-day date is used. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Customer

The Customer field contains the number of the customer. Clicking Customer displays the Select a Customer window.


Customer

The Customer field contains the number of the customer. Pressing the question mark key while the pointer is located in the Customer field displays the Select a Customer window.


Customer

The Customer field displays the name of the selected customer. The content of this field cannot be modified through the entry window.


Bill To

The Bill To field contains the number of the customer which should be billed for the invoice if different from the customer's number. The bill-to customer must also have a valid customer account to be accepted. The content of the Bill To field cannot be modified through the entry window.


Bill To

The Bill To field contains the number of the customer whom should be billed for the invoice if different from the customer's number. The bill-to customer must also have a valid customer account to be accepted. The content of the Bill To field cannot be modified through the entry window.


Bill To

The Bill To field displays the name of the selected customer. The content of the Bill To field cannot be modified through the entry window.


Invoice Amount

The Invoice Amount field contains the transaction balance. The caption is adapted depending on the nature of the entry.


Invoice Amount

The Invoice Amount field contains the transaction balance. The caption is adapted depending on the nature of the entry.


Accounts Receivable

The Accounts Receivable field displays the number of the accounts receivable entered in the customer's file.


Compte recevable

The Accounts Receivable field displays the number of the accounts receivable entered in the customer's file.


Number

The Number field contains the number assigned to the entry. Clicking Number displays the Select Customer Transaction window to allow the user to select a different transaction.


Number

The Number field contains the number assigned to the entry. Pressing the question mark key while the pointer is located in the Number field displays the Select Customer Transaction window to allow the user to select a different transaction.


Payment Term

The Payment Term field contains the number of the applicable terms of payment. Clicking Payment Term displays the Select Terms of Payment window.


Payment Term

The Payment Term field contains the number of the applicable terms of payment. Pressing the question mark key while the pointer is located in the Payment Term field displays the Select Terms of Payment window.


View/Modify Payment Terms

The View/Modify Payment Terms command allows the user to temporarily modify the terms of payment applied for this particular entry. To be permanent, changes must be made through the Terms of Payments window.


Sales Representative

The Sales Representative field contains the number of the sales representative who created the customer's file. This information can be modified. Clicking Sales Rep. displays the Select a Sales Representative window to allow the user to select a different sales representative.


Sales Representative

The Sales Representative field contains the number of the sales representative who created the customer's file. This information can be modified. Pressing the question mark key while the pointer is located in the Sales Rep. field displays the Select a Sales Representative window to allow the user to select a different sales representative.


Sales Representative

The Sales Representative field contains the name of the selected sales representative. The contents of that field cannot be modified through the entry window.


Reference

The Reference field contains information pertaining to the entry such as an order number, the name of the person who placed the order, etc.


Reference

The Reference field contains information pertaining to the entry such as an order number, the name of the person who placed the order, etc.


Territory

The Territory field contains the number of the sales territory which includes the customer. Clicking Territory displays the Select a Territory window.


Territory

The Territory field contains the number of the sales territory which includes the customer. Typing a question mark while the pointer is located in the Territory field displays the Select a Territory window.


Territory

The Territory field contains the name of the selected territory. The content of this field cannot be modified through the entry window.


Supplier Credit

Clicking the Supplier Credit icon instructs the software to modify the entry window to allow the user to enter a credit issued by a supplier. For more information, see Entering Accounts Payable Transactions.


Supplier Interest Charge

Clicking the Supplier Interest Charge icon instructs the software to modify the entry window to allow the user to enter interest amounts charged by a supplier. For more information, see Entering Supplier Transactions.


Supplier Other Charge

Clicking the Supplier Other Charge icon instructs the software to modify the entry window to allow the user to enter miscellaneous amounts charged by the supplier. For more information, see Entering Supplier Transactions.


Invoice Amount

The Invoice Amount field contains the transaction balance. The caption is adapted according to the nature of the entry.


Invoice Amount

The Invoice Amount field contains the transaction balance. The caption is adapted according to the nature of the entry.


Date

The Date field contains the transaction entry date. By default, the current day's date is used. Clicking Date displays the integrated calendar.


Date

The Date field contains the transaction entry date. By default, the current day's date is used. Pressing the question mark key while the pointer is located in the Date field displays the integrated calendar.


Supplier

The Supplier field contains the number of the supplier. Clicking Supplier displays the Select Supplier window.


Supplier

The Supplier field contains the number of the supplier. Pressing the question mark key while the pointer is located in the Supplier field displays the Select Supplier window.


Supplier

The Supplier field contains the number of the supplier. Pressing the question mark key while the pointer is located in the Supplier field displays the Select Supplier window.


Paid To

The Paid To field contains the number of the supplier to which to send the payment for the selected invoice if different from the supplier's number. The paid-to supplier must also have a valid supplier account to be accepted. The content of the Paid To field cannot be modified through the entry window.


Payer à

The Paid To field contains the number of the supplier to which to send the payment for the selected invoice if different from the supplier's number. The paid-to supplier must also have a valid supplier account to be accepted. The content of the Paid To field cannot be modified through the entry window.


Paid To

The Paid To field displays the name of the selected paid-to supplier. The content of the Paid To field cannot be modified through the entry window.


Number

The Number field contains the number assigned to the entry. Clicking Number displays the Select a Supplier Transaction window to allow the user to select a different transaction.


Number

The Number field contains the number assigned to the entry. Pressing the question mark key while the pointer is located in the Number field displays the Select a Supplier Transaction window to allow the user to select a different transaction.


Reference

The Reference field contains information pertaining to the entry such as an order number, the name of the person who placed the order, etc.


Reference

The Reference field contains information pertaining to the entry such as an order number, the name of the person who placed the order, etc.


Accounts Payable

The Accounts Payable field displays the number of the accounts payable entered in the supplier's file.


Accounts Payable

The Accounts Payable field displays the number of the accounts payable entered in the supplier's file.


Payment Term

The Payment Term field contains the number of the applicable terms of payment. Clicking Payment Term displays the Select Terms of Payment window.


Termes de paiement

The Payment Term field contains the number of the applicable terms of payment. Pressing the question mark key while the pointer is located in the Payment Term field displays the Select Terms of Payment window.


Purchase

The Purchase field contains the number of the purchase order at the selected supplier. A purchase is entered through the Invoicing window. Clicking Purchase displays the Select a Purchase for Supplier window to allow the user to select a different purchase order.


Purchase

The Purchase field contains the number of the purchase order at the selected supplier. A purchase is entered through the Invoicing window. Pressing the question mark key while the pointer is located in the Purchase field displays the Select a Purchase for Supplier window to allow the user to select a different purchase order.


View/Modify Payment Terms

The View/Modify Payment Terms command allows the user to temporarily modify the terms of payment applied for this particular entry. To be permanent, changes must be made through the Terms of Payments window.


View/modify Payment Terms

The View/Modify Payment Terms command allows the user to temporarily modify the terms of payment applied for this particular entry. To be permanent, changes must be made through the Terms of Payments window.


Supplier Invoice

Clicking the Supplier Invoice icon instructs the software to modify the entry window to allow the user to enter a supplier invoice. For more information, see Entering Supplier Transactions.


Suspend Transaction

The Suspend Transaction command allows the user to delay payment on the selected transaction. To reverse the suspension, the user needs only to click the Suspend Transaction icon. Suspended invoices appear in aged trial balance reports, but are not considered when producing an upcoming payment report. A warning is issued if the user tries to pay a suspended invoice.


Taxes

The Taxes command allows the user to extract taxes from the transaction total using the applicable tax group. Tax groups are selected from the Select a Tax Group window. A tax group can also be called by typing its shortcut key when the postings have been entered.


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New User

The New User command allows the user to define new user privileges. For more information, see Defining a New User Card.


Select a User

The Select a User command displays the Select a User window allowing the user to select a different user.


Save User

The Save User command records modifications to the selected user's specifications. The information remains on screen to allow for further modifications if needed.


Go Back to Original

The Go Back to Original command discards modifications made to the selected user's specifications and reverts to the parameters last saved.


Delete User

The Delete User command lets the user delete the selected user's specifications. The deleted information cannot be recovered and the number is freed.


First User

The First User command displays the parameters of the user who bears the lowest number.


Previous User

The Previous User command displays the user whose number comes before that of the selected user.


Next User

The Next User command displays the user whose number comes after that of the selected user.


Last User

The Last User command displays the parameters of the user who bears the highest number.


New User Number

The New User Number command lets the user modify the number assigned to the selected user. The new number cannot exceed 15 characters.


Privileges

The Privileges command displays the Privileges window to allow the user to ascribe a an existing user's privileges to a new user. For more information, see Ascribe User Privileges to a New User.


Go back to List

The Go back to List command records modifications made to the selected user's specifications, closes the User input window and displays the Users list window.


New/Save

The New/Save button has two functions. When New is displayed, it lets the user immediately define a new user. When Save is displayed, it lets the user save changes made to the user's specifications and displays a blank User window.


Number

The Number field contains the user's identification number. A user number cannot contain more than 15 characters. Pressing the question mark key while the pointer is in the Number field displays the Select a User window to allow the user to select a different user.


Number

The Number field contains the user's identification number. A user number cannot contain more than 15 characters. Clicking Number displays the Select a User window to allow the user to select a different user.


Last Name

The Last Name field contains the user's last name. The maximum number of characters allowed in this field is 30.


Last Name

The Last Name field contains the user's last name. The maximum number of characters allowed in this field is 30.


First Name

The First Name field contains the user's first name. The maximum number of characters allowed in this field is 30.


First Name

The First Name field contains the user's first name. The maximum number of characters allowed in this field is 30.


Password

The Password field contains the password assigned to the user. Password use is optional. The maximum number of characters allowed for passwords is 10.


Comments

The Comments field contains additional information regrading the user. A maximum of 255 characters is allowed in the Comments field.


Password

The Password field contains the password assigned to the user. Password use is optional. The maximum number of characters allowed for passwords is 10.


Comments

The Comments field contains additional information regrading the user. A maximum of 255 characters is allowed in the Comments field.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to every checked command. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to every checked item. Items left unchecked will not appear in menus nor task bars. For more information on mopdifying user privileges, see Viewing and Modifying User Parameters.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to every checked command. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to every checked item. Items left unchecked will not appear in menus nor task bars. For more on user privileges modification, see Viewing and Modifying User Parameters.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to every checked command. Items left unchecked will not appear in menus nor task bars. For more information modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to every checked item. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to every checked command. Items left unchecked will not appear either in menus nor in task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to every checked item. Items left unchecked will not appear either in menus nor in task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to every checked item. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to every checked command. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Privileges

The Privileges group groups tabs relating to each installed applications. Each individual tab contains the commands for the application in question. Privileges are granted by checking the appropriate boxes.


Waiting Lists

The Waiting Lists group contains a list of waiting lists available to the user. A maximum of 10 waiting lists can be assigned to a user. An eleventh waiting list, Personal, is available by default to every user.

Waiting lists are not exclusive. One waiting list can be made accessible to several users.

Note

Only one user can serve a call at a time. No two users can open a call at once.


Access Level Required for Archived Calls

The Access Level Required for Archived Calls option lets the user assign a security level to archived calls. Users can access calls processed by other users with equal or lower security levels.


Call Schedule

The Call Schedule option lets the user associate a call schedule to the Personal waiting list. The call schedule is used to calculate call delay on incoming calls.


Call Schedule

The Call Schedule option lets the user associate a call schedule with the Personal waiting list. The call schedule is used to calculate call delay on incoming calls.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to every checked command. Items left unchecked will not appear either in menus nor in task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to each checked item. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to every checked command. Items left unchecked will not appear either in menus nor in task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to each checked item. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to each checked command. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to each checked item. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Input

The Input group contains the list of all input commands that can be accessible to the user. The system grants access to eachchecked command. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to each checked item. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Report

The Report group contains the list of reports the user is allowed to produce. The system grants access to each checked item. Items left unchecked will not appear in menus nor task bars. For more information on modifying user privileges, see Viewing and Modifying User Parameters.


Profit Visible

Select this box to allow the user to view the profit on each sale. An unidentified box displaying the profit is added under the Totals and Product Details tabs in the Invoicing input window.


Profit Coded

Select this box to encode the profit displayed in the Invoicing input window for the selected user.


Profit Amount

Select this box to display the profit in dollars in the Invoicing input window. When this box is not selected, the profit displayed as a percentage.


Automatically Accept Customer's Sales Rep

Unselect this box to require sales representative numbers to be entered upon invoicing.


Negative Quantity without Comments

Unselect this box to require a comment be logged when entering a negative quantity in an invoicing document.


Credit Line Authorization

Select this option for the user to whom you wish to assign the privilege to authorize credit upon invoicing. If this option is not selected, a window will be displayed requiring the password of an agent authorized to grant lines of credit.


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Type of Payment

The Type of Payment group box contains the elements required for the type of payment selected.


General Ledger Check

Selecting this option allows you to print General Ledger checks on hold.


Accounts Payable Check

Selecting this option allows you to print Accounts Payable checks on hold.


Accounts Payable Direct Deposit

Selecting this option authorizes Accounts Payable Direct Deposits on Hold. The Type of Printing group box is also activated.

Note:	The Accounts Payable Direct Deposit option becomes active when the Direct Deposit box is selected under the A/P tab of the Company Information window.


Type of Printing

The Type of Printing group box contains elements required for selecting the print mode for direct deposits.

Note:	The Type of Printing group box is available when the Accounts Payable Direct Deposit option is activated.


Print on Form

Select this option to print payments on forms following their authorization.


Print List of Payments to Issue

Select this option to produce a List of Payments to Issue report following authorization.


Bank

The Bank group box contains elements required to select an account associated with the financial institution from which checks and direct payments are drawn.


Number

Number of the account associated with the financial institution from which the check or direct payment is to be drawn. This number has a maximum of eight (8) digits.

Click Number to display the Select a Bank window from which you can select a bank from those created.


Number

Number of the account associated with the financial institution from which the check or direct payment is to be drawn. This number has a maximum of eight (8) digits.

Click Number to display the Select a Bank window from which you can select a bank from those created.


OK

Confirms the selections and displays the Print window for General Ledger or supplier checks or direct payment authorization.


Cancel

Cancels the selections made in the window.


SendEMail


Name

The Name field contains the name of the report's recipient. Clicking Name displays the Select a Contact to allow the user to select a recipient from the address book. Once a recipient is selected, the corresponding E-mail parameters are inserted in the Send E-mail window.


Name

The Name field contains the name of the report's recipient. Pressing the question mark key while the pointer is located in the Name field displays the Select a Contact to allow the user to select a recipient from the address book. Once a recipient is selected, the corresponding E-mail parameters are inserted in the Send E-mail window.


E-Mail Address

The E-Mail Address field contains the E-mail address of the report's recipient. Clicking E-Mail Address displays the Select a Contact window to allow the user to select a recipient from the address book. Once a recipient is selected, the corresponding E-mail parameters are inserted in the Send E-mail window.


E-Mail Address

The E-Mail Address field contains the E-mail address of the report's recipient. Pressing the question mark key while the pointer is located in the E-Mail Address field displays the Select a Contact window to allow the user to select a recipient from the address book. Once a recipient is selected, the corresponding E-mail parameters are inserted in the Send E-mail window.


Subject

The Subject field contains a brief message that is displayed in the inbox frame of the E-mail management program. It allows the recipient to quickly identify the nature of the message.


Subject

The Subject field contains a brief message that is displayed in the inbox frame of the E-mail management program. It allows the recipient to quickly identify the nature of the message.


Message

The Message field contains text that is inserted in the body of the E-mail message. A maximum of 255 characters can be used.


File

The File field contains the name of the attached document. The extension is assigned by the system according to the type of document selected earlier: .ARF for an Acomba format report files, .TXT for spreadsheet files, .RTF for word processor files and .BAZ for compressed backups.


File

The File field contains the name of the attached document. The extension is assigned by the system according to the type of document selected earlier: .ARF for an Acomba format report files, .TXT for spreadsheet files, .RTF for word processor files and .BAZ for compressed backups.


UUEncode

The UUEncode option lets the user use the UUEncode encryption protocol instead of MIME for sending E-mail messages. The protocol used varies according to the E-mail management software that handles the message trafic. The user should consult his or her E--mail software instruction manual for the correct setup information.

UUEncode is a set of formulas used to convert files into a series of 7-bit ASCII codes that can be sent over the Internet. UUEncode, which stand for Unix-to-Unix Encode, has evolved to become one of the leading protocols for transferring attachment files betwwen different platforms.

As for MIME (which stands for Multi-purpose Internet Mail Extensions), it is supported by most E-mail management programs and, thus, is the most widely used. It allows for non ASCII files to be transferred as well as sound, image or video files.


Operation in Progress

The Operation in Progress bar displays the state of the E-mail transmission operation.


Operation in Progress

The Operation in Progress bar displays the state of the E-mail transmission operation.


Setup

The Setup command displays the Internet group of the Options window to allow the user to enter E-mail parameters.


Operation In Progress

Operation progress status indicator. A block moving in that section shows the progress of the operation.


Send

The Send command prepares the document for transfer and sends it to the specified E-Mail address.


Cancel

The Cancel command stops the operation, discards entered information and closes the window.


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Print Report

The Print Report command displays the Printing window to allow the user to select which printer to use, setting a printing range and the number of copies to print, and start the printing process.


Preview

The Preview command lets the user display the report on screen as it will be printed.


Print Setup

The Print Setup command displays the Default Printer Settings window where the user defines printing settings for the list or report to be printed.


Save Report As

The Save Report As command allows the user to save the report using one of the three available formats: . ARF for Acomba reports; .TXT for spreadsheets; .RTF word processors.


Save Print Setup

The Save Print Setup command lets the user save modifications to the report presentation format.


Stop Report Production

The Stop Report Production command ends report production at this point whether the report is finished or not. The produced portion of the report is displayed.


Windows/DOS Printing

The Windows/DOS Printing command lets the user select Windows or DOS print settings.


Paper/Spreadsheet

The Paper/Spreadsheet command lets the user set the report display mode. The Spreadsheet mode must be selected if the users are to be sorted either in ascending or descending order. For printing the report, the user should switch to Paper.


Display Grid

The Display Grid command displays the report content within a grid to easily locate data. The icon serves as a toggle.


Adjust Line Spacing

The Adjust Line Spacing command lets the user set the line spacing in the report using the slider. Clicking the Adjust Line Spacing again sets the line spacing and removes the slider.


Define Global Font

The Define Global Font command allows the user to set the font, size, color and format of the characters used in the report.


Display Title

The Display Title command displays the Title window that contains the title of the report or list.


Sort in Ascending Order

The Sort in Ascending Order command allows the user to put the records of the report in ascending order based on the values of the selected column. The Sort in Ascending Order command is accessible when the Spreadsheet mode is selected.


Sort in Descending Order

The Sort in Descending Order command allows the user to put the records of the report in descending order based on the values of the selected column. The Sort in Descending Order command is accessible when the Spreadsheet mode is selected.


Search

The Search command allows the user to locate a word, number or string of characters in the report. The Search window is displayed to let the user enter the item to search. Occurrences of the item will be highlighted.


Go back to Input Window

The Go back to Input Window command closes the report window and displays the report input window.


Activate/deactivate Automatic Word Wrap

Activate or deactivate Automatic Word Wrap in the document displayed. Texts that exceed one line will be displayed on multiple lines within a given cell.


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Find

Contains the string of characters to look for in every field of the elements displayed in the list.


Find

Contains the string of characters to look for in every field of the elements displayed in the list.


OK

Displays the Find and Select element window that contains every element where the searched character string was found in at least one field.


Detailed

Select this option to produce a list all elements containing the exact information entered in the Find field.


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Save

Saves modifications made to the selected report format. The information stays on screen to allow further modifications.

For more information, see Creating Report Formats and A Report Window Is ...


Save As…

Allows the user to create a report format by saving the selected settings under a name.


Go Back to Original

Discards modifications made to report format since it was saved last.


Rename…

Allows the user to change the name of the selected report format.

That information is used to identify and sort report formats. A report format name can contain a maximum of 90 characters.


Delete

Deletes the selected report format.


Report Templates

Options available to select the template of the report to produce. Templates are created using the Save As feature. Selected the relevant option.

For more information, see Creating Report Formats and A Report Window Is ....


Produce

Produce the report according to selected settings and closes the window.


Close

Saves the selected report format and closes the window.


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Output

The Output group contains the production output option for the report. Select the relevant option


Screen

Displays the produced report in the Report Editor window for consultation and layout modification. For more information, see The Report Editor Is ... and Report Layout.


Printer

Prints the report or sends it by fax.


Disk

Saves the report to a removable drive (hard drive, diskette, CD, etc.).

Note :	 When the Disk option is selected, you must select the format of the file. For more information, see Report Formats.


E-Mail

Sends the report by E-mail as an attachment.

Note :	 When the E-Mail option is selected, you must select the format of the file. For more information, see Report Formats.


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Delete

Deletes the selected archived report.For more information, see How to Use the Archived Tab in Journals.


Large Icons

Shows each archived report accompanied by a large icon. Icons are arranged horizontally.


Small Icons

Shows each archived report accompanied by a small icon. Icons are arranged horizontally.


List

Shows each archived report accompanied by a small icon. Icons are arranged vertically.


Details

Shows each archived report accompanied by a small icon. Icons are arranged vertically and the creation date and time are displayed together in a separate column.


Archived Reports Table

This table presents a list of previously-produced reports. When you press the Details button, archived reports are displayed on individual lines. The table's two column shows the number of the order in which each report was created as well as the creation date and time.

Hint:  To produce an archived report, select the report to produce and click Produce.

Note: Archived reports cannot be modified.

Note: In the Payroll Remittance Journal window, a third column displays the type of remittance made.


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Deactivating a Group of Customers

(Input menu, Utilities, Card Deactivation)

Here is the short procedure for deactivating a customer group:

To Deactivate a Customer Group

1.	Under the Utilities tab, click Card Deactivation.

The Card Deactivation window is displayed.

2.	In the Cards group box, select Customers.

3.	In the Date box, enter the date from which inactive customers are to be deactivated.

4.	If necessary, in the Customer Range box, indicate the range of customers to be deactivated.

5.	Click OK.

Suppliers corresponding to the selected criteria will be deactivated and appear under the Inactive tab of the Customer list window.