Version 7 contains hundreds of enhancements, new features and report improvements.  A comprehensive list of these, along with technical corrections made in Version 7, will be released in early October. 

System Manager 

·         User Defined Cost Codes and Cost Categories – primarily for use with the Job Costing system, Version 7 allows you to define an unlimited number of cost codes and cost categories to track job related expenses.  You can budget by these codes and categories and produce a variety of budget to actual comparison statements.

·         User Defined Transaction Codes – Version 7 provides 2 user defined tables for defining an unlimited number of transaction classification codes.  When enabled, this feature adds 2 new fields to the data grid in Payroll, Accounts Payable, Accounts Receivable and General Ledger.  Use of these codes allows you to classify transactions according to your own needs.  For example, set up a table of codes describing the categories of marketing expenses (direct mail, postage, telemarketing, faxes, trade shows, etc.) and then pick the appropriate code when making AP or PR entries.

·         Purge GL – We’ve added the ability to purge old General Ledger transaction detail.  Let’s say you’ve got GL history on your system going back to 1998.  The new purge function will allow you to purge the transactions from (as an example) 1998 to 2001.  The system will automatically create a journal entry for each GL account affected by the purge so that financial reports for the years in question are still accurate and the Recalculate GL Balance function works properly. 

·         Purge Payroll - We’ve also added a Payroll Purge function that will allow you to purge Payroll transaction detail for previous closed Payroll years.  The system will purge as of a user entered cut-off date, but requires the date to be at least two years past.  For example if you are in the 2004 Payroll year, you can purge entries in 2002.  This new purge function keeps history files small, increasing reporting speed.

·         Data Variables for Batch Reporting - the Batch Reporting function was added in Version 6.  Version 7 enhances the Batch Reporting function by adding dozens of data variables (Current Period, First Day of This Year, Current Year, 60 Days Ago, etc.) that can be used when setting up a batch report.  Once the data variables are in place you’ll not need to adjust the dates in batch reports – just select the batch to print and you’re off!  In addition we’ve enhanced the batch reporting process to allow the printing of multiple batches at the same time. 

·         And more! 

Accounts Payable 

·         Add Use Tax field to Vendor Record - The “property use tax” field allows you to record if an invoice line item is subject to state use tax reporting.  Currently, the use tax field is either enabled or disabled system wide.  In Version 7, you can tell the system if invoices received from a particular vendor are subject to use tax, and the field will only appear in the AP entry grid if a Use tax vendor is selected.

·         Job # at Invoice Line Level - Version 6 Job Costing allowed a job number to be associated with an invoice.  In Version 7, each line item of an invoice may be associated with a different job.

·         New AP Vendor Ledger Report in Chronological Order

·         Invoice Total Now Appears in Data Grid – Now when entering AP Invoices a running total of the line items will appear at the bottom of the screen.

·         New “Periods Before Archive” Feature provides more flexibility at Period End - Presently you have the option of moving closed invoices to history when closing the AP Period.  When choosing this option, all qualified invoices move to history.  Version 7 allows you to control how old a closed invoice must be before it moves to history.  For example, you may elect to keep all invoices in “current” until they have been closed for 90 days.

·         Improved Tracking of Payments by Credit Card – Version 7 adds a new type of bank account – a “credit card” bank.  This allows you to properly record when you pay a vendor invoice with a credit card, keeping all of the vendor statistics intact.  It also gives you an easy way to see your company credit card balance.

·         AP Move Invoices Now Work with History – in Version 6 we added the capability to move invoices from one vendor to another.  Version 7 enhances this feature so that invoices in history move as well.  Use this new feature to move all of the old invoices from inactive vendors so that you can delete the vendors from the system.

·         Quick Pay Previously Saved Invoices – Presently the Quick Pay function only works at the time you enter the invoice – once the invoice is saved the Quick Pay function cannot be used on the invoice. In Version 7 you can Quick Pay any invoice.

·         And more! 

Accounts Receivable 

·         Additional Fields added to Statement file - Job, Ref1, Ref2, Ref3 and Customer PO are now written to the Statement File.  This allows custom statement formats to access these fields for printing on statements.

·         New Filters for Global Price change – Customer Type and Volume Billing ID have been added to the list of filters for Global Price changes.

·         Unit Cost Added to AR Invoice Grid – you can optionally display and override the item unit cost at AR invoice entry time.

·         Email address override during Invoice Entry – Presently the system pulls the e-mail address from the customer record when e-mailing invoices.  In Version 7 there is an e-mail address on the invoice screen.  This field defaults to the customer record e-mail address, but you may change it during invoice entry.  This allows you to easily send an e-mail invoice to an alternative contact.  In addition, the generation of e-mail invoices is easier in Version 7.  You no longer have to generate the e-mail invoices separately from printed invoices.         

·         Ability to view invoice on the payment screen – Version 7 adds the ability to view the Invoice detail screen fro a particular invoice while in the payment application screen.

·         Print Statements by Start and End Date instead of As Of Date -  Now print statements with a user defined range of dates – all balance forwards are dynamically calculated.

·         New sort options for Invoice Printing

o        Terms Code   

o        Order No.

o        Zip Code

o        Customer ID

o        Customer Name

o        Sales Rep.

·         New sort options for Statement Printing

o        Customer ID

o        Name

o        Zip Code

o        Sales Rep

·         Print Sales Tax Reports by Date Range -  presently you may only print sales tax reports for an entire month – in Version 7 you can print them for any date range (requires information to be in the “current” file).

·         Preview Invoices when printing from the Enter Invoice – there is a “print invoice” button on the Invoice Entry screen, but no way to preview the invoice.  Version 7 provides this capability.

·         Email Statements – you may now e-mail statements as well as invoices.

·         And more! 

General Ledger 

·         New Encumbrance/Budget Control Feature – this exciting new feature will check the budget for GL accounts at the time of Purchase Order entry and alert and/or prevent an over-budget condition.  The system will take the amount of the new purchase order and add both the actual expenses incurred for the GL account and any other open Purchase Orders that have not yet been invoiced.  The system can be set-up to check budgets on a YTD or annual basis.  You can also allow the user to exceed budget by a percentage or dollar amount.  Requires the Purchase Order module.

·         Consolidation Feature – Version 7 provides a robust consolidated GL feature that allows multi-level consolidation within the GL module.  Map GL accounts at “child” companies to GL accounts at the “parent” company.  GL structures may be different between each child and the parent.  One consolidated you may use normal financial reporting tools (canned CYMA reports or F9) on the new parent/consolidated company.

·         Copy Allocation ID’s

·         Recurring Journal Entries – new Group Option – you can now create user-defined groups of recurring entries in GL.  This allows you for example to have multiple groups of “monthly” entries and run recurring entries only for one group.

·         And more! 

Job Cost 

·         User defined Cost Codes and Catgories - with full budgeting!

·         Calculate Retainage and add to AR Invoices – set-up “hold-back” amounts and push the retained amount to AR at the end of the job.

·         New Job Mask Provides Formal Support for Phases – Version 7 JC allows you to define a job number structure much like a GL accounts mask.  For example, set-up job numbers like 100-01-02-3 where:

o        100 = Job 100

o        01 = Phase 1

o        02 = Task 1

o        03 = Change Order

·         New Job Budgets – the budgeting system in JC has been completely overhauled in Version 7.  In addition to the existing job budgeting capability, you can now budget in a variety of summary and detailed forms.  For example, you can budget by cost code, month, skill type, product code and more.

·         Job Overhead Application – Automatically calculate and apply indirect expenses.  Set-up cost pools and apply overhead to jobs.

·         And more! 

Purchase Order 

·         Enhanced E-mail of Purchase Orders - Add Email Address to Vendor for e-mailing PO and allow override on the PO.

·         Add GL Account to PO lines – you can now “code” the GL account to the PO line at the time of PO entry.  If a Purchase Order has GL accounts these GL accounts flow to the AP invoice.

·         New field “Delivery Days” – number of days added to PO date to determine delivery date.

·         Open Commitment Report filtered by GL Account – this new report shows you outstanding commitments – items you have ordered but not been invoices for.  Sorted and grouped by GL account, this report lets you easily see your “exposure” for future expenses by GL account.

·         And more! 

Payroll 

·         Grand totals page added to the Employee Feature Summary Reports

·         Many PR reports have been enhanced and corrected

·         New Historical PR Journal

·         Tax Summary Report by Date Range

·         Deduction Register by Date Range

·         Added Annual Max Cap Field for the pre tax employer contribution

·         Change Wage Amount Feature – this new feature allows you to apply a wage change to all or a selected list of employees,

·         Added PR Frequency as a parameter to Ledgers and Journal reports

·         New Variable Departmentalization – this important new feature allows you to departmentalize or “allocate” payroll expenses based on the actual hours worked or dollars paid to an employee during a pay period.  The current departmentalization feature (which remains in the system – now called “Fixed Departmentalization”) uses a fixed percentage each pay period.

·         Copy Feature to Maintain Employee – This time saving feature allows you to add a new feature to a range of employees in one step.  In addition, you can apply a change to an existing feature to a range of employees in one step. For example if your company adds a new benefit you no longer have to pull each employee up and manually add the new benefit feature to each employee.  Or lets says a local tax rate changes – you can apply the new rate and copy the changed local tax feature to each employee.

·         Add Department and Location range to Print Checks

·         Employee Labels

·         Maintain Employees from the Enter Payroll screen

·         Much More!