Extended FAQs

How to Setup Fuel Surcharges

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How can I setup Fuel Surcharges to be automatically calculated on customer's delivery tickets?

Fuel surcharges are an additional surcharge that can be added to delivery tickets on a per customer basis. These charges may be implemented as needed when gas prices are increased or if a customer has a delivery that is further than the normal delivery area. It can be setup on a percentage or dollar amount per ticket. Typically it is a dollar amount.

The first step is to create the surcharge code. This is done in Billing > File Maintenance > Surcharge.

Enter the surcharge code to be used. The operator will click the Surcharge Code button and determine what numbers are available. 1 - 99 are acceptable.

Then enter the description to be used.

Next click the Hazmat tab at the top.

Enter the correct method such as % (percent) or $ (dollar) amount and enter the amount.

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Check the taxable/non taxable flag and then enter the correct GL control account to be used to update General Ledger entries.

Note: the customer master record will need to have the fuel surcharge code entered in the Billing tab in the Fuel Surcharge field.

If this surcharge will be applied to all customers a mass change program (WRFUELC) can be run to update all customer records with this fuel surcharge code.

Note: System options 209 will determine if you only want to charge the fuel surcharge on delivery tickets not counter invoices, cash, etc.

The fuel surcharge will show as a separate surcharge: Fuel Adjustment.


If the operator’s security settings allow they can remove the surcharge from the ticket by checking the box to delete.

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How to Setup Surcharges

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How can I setup surcharges?

Surcharges can be setup to be charged on cylinder rental and/or billing invoices. The Surcharge program is found on the Billing menu > under File Maintenance. You may use any code from 1-99. The scan button can be used to see what surcharge codes have been setup.

Cylinder rental surcharge is setup using a dollar amount. It can charge a different amount based on the number of cylinders shipped or it can be setup as a standard amount. If the surcharge amount will vary depending on the number of cylinders, then a quantity break will need to be entered for each amount. If it will be a standard amount, then the amount should be entered with all 9’s for the quantity break. The maximum surcharge amount would be the same. This example would charge $ 5.95 regardless of the amount of cylinders.


The taxable code should be set appropriately for the taxing jurisdiction. The GL Control number will need to be setup to debit and credit the correct GL accounts.


The billing surcharges are found on the Hazmat tab of the surcharge program. These surcharges can be setup to charge on a percentage or dollar amount. If a percentage method is used, the minimum and maximum charge per invoice must be set. The invoice line type to be charged surcharges will need to be set to hardgoods, gases or both. In some cases surcharges can be charged on wire and this would be considered a hardgood. A miscellaneous code can be used to charge an additional amount for a certain type of cylinder. There are two miscellaneous tabs that can be used.

Example of a percentage surcharge:
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Example of dollar surcharge:

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The items should be flagged in the inventory master file so that Order Entry will know for which items to software-imagegenerate the automatic surcharge. The item will need to be flagged as Safety Data Sheet required on the miscellaneous tab. If this is for gases it should be on the gas record.

If a mass change is needed to apply this to all records, a program IN1SDSCV can be run to change this flag. It has options for all/one location, all/one vendor, all/one class, and all/one categories.


The customer master record will need to have the correct surcharge code. A mass change program WRHMCD will update all customer records with a particular surcharge code.

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Order Entry will automatically calculate the surcharge amount. Note: If the operator has security clearance they can delete the surcharge from the ticket if needed.
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Customer Inquiry Salesperson Features


The Customer Fast Inquiry program has several features designed specifically for salespeople. software-image
These include:
  • access to customer quotations,
  • a description field to describe what is on the quote,
  • notes about sales calls,
  • and the ability to add and display unlimited contacts.
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Quotations

The quotation tab is conveniently located in the Customer Inquiry screen so that quotes can be viewed and printed. The only quotes that display are the ones generated for the specific customer being viewed. The description field makes it possible to add comments such as "Quote for rods and wire” or "Quote for helmets and gloves”. This makes it much easier for the salesperson to find a specific quote.

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Sales Notes

The Notes function works much like Account History. The salesperson can add notes about any contact with the customer and allows for a complete history of all contacts with the customer to be maintained. This feature gives the salesperson a simple contact manager without having to install a separate program.

Unlimited Contacts
Each customer can now have unlimited contacts. The Inquiry shows all contacts including contact specific phone numbers and email addresses. The contacts for emailing can be added on the main screen. Also, this information can be added or edited from the inquiry screen. If the customer has a large number of contacts, the program makes it possible to scroll through the list. The ability to add contacts from the inquiry screen also makes it easier for all customer service people to add contacts and email addresses so that invoices and cylinder rent can be emailed to the customer.

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Applying a Credit Memo in Accounts Payable


How do I apply a credit memo that a vendor has issued to an Accounts Payable invoice?

When the vendor issues a credit, a credit memo will need to be entered into Accounts Payable. The software-imagecredit memo will need to be updated and then applied to an invoice from that vendor.

Enter the credit memo in AP Invoice Entry. The invoice type should be Credit Memo.

The amount should be entered as a positive amount.

The purchase journal and invoice update will be run the same as regular invoices.

The credit memo will display with the updated invoices. The credit memo can be selected at the time invoices are ready to be paid for this vendor.

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The check amount will be reduced by the amount of the credit memo.

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Using the Finalizer to Select Tickets for Processing


What is the best way to have a store manager or other personnel select and prepare the tickets for final processing?

In some situations it may be more practical to have the store managers at each location select and software-imagefinalize the tickets that are ready for billing. The manager would be responsible for checking the tickets and preparing each one for final billing. The cylinder returns would need to be entered, PO numbers entered, the ticket checked for pricing, etc.

Totals at the bottom of the Finalizer screen will show the number of cylinders that are shipped and returned, the subtotal, delivery charges, surcharges, taxes and totals. The totals can be used to verify that the batch is complete.

There is also a button to view the overall all Gross Profit for the batch of tickets that are selected.software-image

 

Once the delivery tickets have been selected, the Selected Only feature can be used to view only the tickets that have been selected.

The totals will appear at the bottom of the screen.

 

If the View GP button is selected the Gross Profit will display.

 

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At this time the tickets can be Finalized and changed into On Account.

After the tickets have been finalized, the Date option can be changed and all Order Types except Delivery Tickets can be selected.

This will display all invoices, cash, check, credit card, and credit memos.

The totals at the bottom will indicate the amount of sales.

After the manager has finished with the batch of tickets, the accounting office would be notified. The accounting office would use the Finalizer to display the same batch of tickets. Note: the totals should be verified to be certain that they match the manager’s totals.

If everything is correct, the accounting office would use the Update option in the Finalizer. This will move the tickets from the delivery ticket file to the invoice file. The invoice register, invoice emailing/printing and invoice update would be run as normal.

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Using the LID 710 Transponder Reader with an iPhone


The following is a step by step list on how to use the Trovan LID710 Transponder Reader with an iPhone.

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  1. Load the Trovan Reader App onto the iPhone. This can be found in the app store on the iPhone.
  2. Make sure the reader is charged. The firmware on the reader must be dated July 2016 or later.
  3. Open the Trovan App on the iPhone and connect/pair the reader.
  4. In the Trovan app –
    1. Check boxes 1, 3 and 4.
      1. 1 - Send a request to the server
      2. 3 - Update the keyboard input
      3. 4 - Add new line character after read.
    2. Turn on the 1st 2 options at the bottom:
      1. Only send ID if in Bluetooth Sync
      2. Increase Keep Alive to 15 minutes
Note: Shipping Mode should be off
  1. Minimize the Trovan App. However, the app must be running in the background so be sure not to close it completely.
  2. Open AcuTrax, login (if you are already logged in, you must log out and back in to the app) and sync everything.
  3. Go to the Home screen.
  4. Go to Customers and choose the correct customer from the list. If you are going to be attaching tags, then choose your company from the list. (your company will need to be set up as a customer in the AcuTrax database).
  5. Select New Order. Enter TAGS for the Order Number if you are attaching tags. Leave the PO blank. Select New Order to create the order.
  6. Select the order TAGS that was created (it will be in yellow).
  7. Select Return. If you are attaching tags, then you will want to return them so that they will be DE (dock empty) when processed.
  8. Using the reader: scan the 1st ID Tag. The number will be put into the Tag ID Field in the AcuTrax app.
Note: The keyboard on this screen must have a slider at the top that says Insert Tag. If it does not, the reader will not work and you should call your Support Representative for help.
  1. Next, select the magnifying glass and choose the correct cylinder type from the list.
  2. Then, enter the serial number from the cylinder twice.
  3. Select the screen above the keyboard to minimize the keyboard.
  4. Select Return. At this point the number of Received cylinders at the top of the screen should increment by 1. This will keep a running total of all cylinders shipped and returned or tagged depending on what is being scanned.
  5. Scan the next ID Tag on the next cylinder and repeat the process.

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Printing the UN Numbers and Hazard Class on Delivery Tickets


How do I have the proper shipping information print on a delivery ticket?

The DOT has several requirements that must be printed on delivery ticket to be in compliance with their standards. The Hazard class, UN Number and proper description of the contents are some of the requirements. The following explains how to enter these items into the system.

To have the Hazard Class print on the delivery ticket, you will need to use the program IN111M (Proper
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Shipping)

This file has 10 lines of description that can be used to print on the delivery tickets.

The descriptions from this record will supersede what is in the inventory full record description.


The Inventory Gas record has the UN ID number that is printed on the ticket.

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Below is an example of a delivery ticket:
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Setting Up an Inventory Item with Multiple Vendors


The first question is: Do you want to establish unique stocking levels for each vendor that you buy from? If the answer is yes, then you will need an item set up in the Inventory File for each vendor. If the part numbers are the same, then you will need to add a prefix to the beginning of the part number such as:
  • NAS-1234 (purchased from NASCO)
  • VIC-1234 (purchased from Victor)

Assume you could buy an item directly from Victor or from NASCO and that the part number is the same for both companies (i.e. 1234). You would then need to set up two items in the inventory file, each with a unique prefix to identify the source from which they are purchased.

Example:

NAS – 1234 (purchased from NASCO) VIC – 1234 (purchased from Victor)

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Both of the above items are exactly the same. When purchased from NASCO the operator would use the part number NAS – 1234, but when purchased from Victor the operator would use VIC – 1234.

Each item would maintain a unique sales history, purchase history, order points, order quantities and lead times. This would make it possible to have different costs and selling prices for each item (even though they are identical in use).

This method would also make it possible to purchase from an unlimited number of vendors, each having separate order points, etc. In other words, this method would create unique items in inventory for the same item purchased from different vendors.

There are two advantages to this method.
  1. It makes it possible to purchase from an unlimited number of vendors.
  2. It makes it possible to maintain different stocking levels and history for each vendor.
If you purchase the same item, sometimes from NASCO and sometimes from Victor, but don’t care about separate order points for each one, then you can create one inventory part number without a manufacturer prefix.

In this example:
  1. The part number would be 1234.
  2. The primary vendor in the inventory record would be the vendor used most often.
  3. The alternate vendor would be the backup vendor, in this case Victor. This would make it possible to have two vendors identified for the same item.
Note: The primary vendor will be the one used for electronic price updates.
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Example: even though the primary vendor is NASCO, if the purchase order was started using Victor as the vendor, the operator could still enter the part number as 1234.

The advantage to this method is that you don’t have to establish prefixes for each vendor. While setting up prefixes is not a complicated process, it could be a training issue, in some cases, for the counter personnel or purchasing.

If you’re using one part number for items purchased from two different vendors, then there will probably be two different UPC numbers. How does the receiving program know which item to receive against when there are two different UPC numbers?

The solution in this case is to use the Multiple UPC file. The first (primary) UPC number would be entered into the Inventory Master Record. The second (or third, fourth, etc.) would be placed in the Multiple UPC file by first entering the part number and then the UPC for the item. This method makes it possible to have an unlimited amount of UPC numbers assigned to one item.

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Top Customer Report (WB250TOP_R)


Is there a way to identify the top customers that have purchased from our business during a certain time frame?

Yes, there is a report named the Top Customer Report that can be used to identify the top customers by sales. The name of this report is WB250TOP_R and, for all future releases, it will be located under Receivables on the Report menu.

This program can be used to list the top customers for a certain month or year. It uses the monthly line item file which is the same file used by the Investigator. This file usually contains several years of
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history so the report could be used for any previous time period that is in the current file.

The image on the right is an example of the report program.

Instructions:
  • Enter the number of accounts to be listed (this can be 10, 25, etc).
  • Enter the date range to be used.
  • Enter the type of items to be ranked by sales/hard goods, gases and/or cylinder rent.
The report lists the customers in sales order. It can be used to list the top customers by hard goods, gases and/or cylinder rent. So, for example, if someone wanted to see who purchased the most gases for a certain year, then the operator could enter the date range for the year and select only the gases option. The same can be done for hard goods, cylinder rental, or for all items.

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This program also has an export feature that will create a tab delimited file that can be used in excel.

If more detail is required to see what items were purchased by the customer, the Investigator can be used to view the detail of the sales for each customer. The Investigator is located on the Billing menu > Reports > Sales Analysis > Investigator.

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Scheduled Deliveries

Scheduled Deliveries can be used when drivers make delivery stops on a regular basis to certain customers. For example, this module can be used if a driver is scheduled to always stop at a customer site on Monday and Wednesday, to pick up and/or drop off cylinders. There are multiple methods of scheduling such as Daily, Days of the Week, Days of the Month, and Days between Visits. All of these options allow the operator greater flexibility when scheduling.

To begin using Scheduled Deliveries, a quote will need to be created that will be used to schedule software-imagetickets on a repetitive basis. This should include any hard good items and/or cylinders that will be delivered to the customer.

The operator will need to setup the customer in the Schedule Delivery file with the appropriate dates to be scheduled.

Note: this is located on the Billing menu > Scheduled Deliveries.

Use the Schedule New Delivery icon to start the process.
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The Customer Number and the Quote Number to be used will need to be entered at this point.

The method of scheduling will also need to be selected.

The schedule options are:
  • Daily
  • Days of the Week
  • Days of the Month
  • Days between Visits
  • One time

A Start and Stop Date can be entered if needed. If this is set, deliveries will only be scheduled during this specified time frame.

If the Days of the Week option is chosen, one or multiple days can be selected. For example, a
customer could have a scheduled delivery on Monday, Wednesday and Friday.
The Days of the Month option allows the delivery to be scheduled for one or multiple dates during the month such as the 1st and the 15th.
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The Days between Visits option allows the deliveries to be schedule bi-weekly (14 days), every 10 days, etc.

Each week as deliveries are to be scheduled, the operator will use the Delivery Schedule Filter to select the dates to be scheduled. For example, the day of the week, such as Monday, would be selected and only those
deliveries would be visible on the screen.

Once the deliveries are selected, click the Create Scheduled Deliveries button.

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Note: the date that is entered at this point will be the date used to create the tickets in the Delivery Ticket file.

At this point, the schedule delivery tickets can be printed by using the Print Scheduled Delivery button.

The tickets will now be in the regular Order Entry file and can be modified in the Change Mode as needed. From this point, the tickets will be processed with the normal billing.

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Delayed Billing

Delayed billing can be used when a customer does not want to receive invoices throughout the month, but would instead like all of their invoices to be printed on a single invoice at the end of the month. This is typically an arrangement that is made with larger customers who have a high volume of business during the month (since this prolongs the invoice from being sent to the customer for payment).

The delivery tickets are processed as normal during the month using Order Entry. The invoices are then updated through the normal billing process. Instead of the invoices going to the customer’s account and history files during the initial update, they will be updated at the end of the month when the Delayed Billing update is processed.
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The first step is to change the Customer Master Record to Delayed Billing.
Tickets are entered as normal through Order Entry and then processed through billing. The billing register has a separate page that lists the Delayed Billing invoices. The delayed billing invoices do not immediately update to the customer’s account, cylinders, or history.
At the end of the month, the Delayed Billing invoices will need to be processed. All invoices should be updated through billing first to make sure that they will all be billed on the delayed billing invoice.

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Note: The Delayed Billing process should be added to the Month End Checklist to be completed before starting cylinder rental.

The Delayed Billing programs can be found under Billing > Delayed Billing.

The first step is to run the Delayed Billing register.

This will list the invoices for each Delayed Billing customer with the invoice amounts and the total amount.
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The Delayed Billing invoices should then be printed, either to a PDF to be emailed or a hardcopy to be physically mailed.

The update should be run after the Delayed Billing invoices have been printed.

Reminder: The cylinder transaction listing and update should be run to update the cylinder transactions.

This program can be found under Cylinder > Transaction Processing. The Delayed Billing invoice will now appear on the customer’s account.

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WIRATE_M: Change Customer Gas Prices and Rent Rates

This FAQ describes a program named WIRATE_M that can be used to quickly change customer gas prices and/or rent rates for individual customers. The program does not allow the operator to enter new cylinder records or change the balances; however, this can be done in the Cylinder Quick Build program. This program can also be used to give operators limited access to the fields that need to be changed.

The customer’s gas price code, level, or gas price can be changed. The gas price code is what controls whether or not the gas will be priced by cylinder, cubic foot, 100 cubic foot, etc. Gas price levels and/or customer gas prices can be entered in the cylinder master file. If gas price levels are used they would need to be setup first in the gas price level file.
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The customer’s charge code can be changed in this program. This code controls whether or not the
customer is charged monthly or daily. The rental rates can be changed here as well.

Reminder: this program can be placed on the personal menu for easy access.

The account number should be entered first.

Each cylinder for the account is listed with gas price, rent rate codes, and pricing.

The price code, price level, gas price, rent charge code, rent table, and rent rate can also be changed in this program.

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Sales Commission Report on Paid Invoices

This FAQ describes a salesman commission report that is calculated on the gross profit from paid invoices. In other words, this form of commission pays the commission when the money is collected not when the customer is invoiced.

There are other commission reports that can be used to calculate commissions on billed invoices, however, this particular report uses the payment history file and can be printed for any time period. It does not have to be run as part of the end of month process. One of the options in the program is to
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select the salesman from the customer record or from the open invoice. If the customer record is selected, then the program will list all paid invoices that are listed for that salesman’s customer accounts. If the open invoice file is selected, it will put the paid invoice on the salesman’s account that was entered on the invoice. This program also has an option to exclude cylinder rental invoices from the report.

The name of the program is WR414L. This program can be placed on a personal menu for easy access.

The salesman record has the commission rate to be used on the report.

The options in the report are:
  • Use the salesman number from the customer master file or the open item file.
  • The date range that is to be used to calculate the commission.
  • Is cylinder rental to be included in the commissions?
  • All or one salesman.
  • Detail, Customer Totals, Salesman Totals
Example of the report:
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Placing Customers on Credit Hold Automatically (WRCRHOLD)

This FAQ describes a program that was written to automatically place customers on credit hold or remove them from credit hold when they’ve made the required payment(s). The program should be run each day after posting cash receipts. The payment terms used in the program are very specific; therefore if a customer will never be automatically placed on credit hold, then these payment terms should not be used.

First, the specific payment terms must be entered in the payment terms master file. software-image

The program name is WRCRHOLD. Note: this can be placed on a personal menu for easy access. When the program is run it will prompt to enter the desired number of days old to move accounts. At this point the operator can enter the correct number such as 60 days. It will look at each customer master record with the designated payment terms (listed below) and will put the customer on credit hold if they have a balance older than the days that were entered. It will also take a customer off credit hold if they have made a payment and are no longer past due.

The payment terms that are converted in this program are:
  • 01 changed to 95
  • 86 changed to 96
  • 87 changed to 97
  • 88 changed to 98
  • 89 changed to 99
The terms will be reversed when a payment is received and the customer is no longer past due.

A program WRTMCHG can be used to mass change existing payment terms in the customer master records. It will prompt to enter the old payment term and the new payment term to be used. It will then change all customer records with those payment terms.

A report will be printed upon completion of the program that will list the accounts that were placed on or taken off of credit hold.

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Creating Service Charge Invoices

Service charges can be calculated in two methods. The first method is an automatic calculation that is done in the Receivables End of Month Processing. It will place the new service charge amount in the customer’s Master Uncollected Service Charge field. The second method is creating service charge invoices each month for the service charge that has accrued during this time period. This method is sometimes preferred, because it shows on the customer’s account as a separate invoice for each month’s service charges.


There are some System Option fields that need to be changed before using the service charge invoice program.
  • System Options 20 - Service Charge Period: This field is used to determine which Aging Periods will have a service charge. Enter 0 for two months ago and older or 1 for the previous month and older.
  • System Options 21 - Service Charge Period: A monthly service charge percentage will be entered here. A service charge of 1 1/2% per month would be entered as l.50.
  • System Options 108 - Calculate Service Charge: This field will determine if the service charge invoice program will be active. To make the program active, set the field to 1.
  • System Options 109 - Service Charge Stock Number: Enter a valid stock number to be used software-imageby the Receivables End of Month Update and for the Service Charge Invoice Creation to post issues and Date of Last Invoice. This item will need to be set up in inventory, with a valid class, so that it can easily be seen on the Class Summary Sales Analysis. The amount would have to be subtracted from any inventory reports, if those amounts are not wanted in the totals. If you would prefer to not use this feature, simply leave this stock number blank.
  • System Options 246 - Service Charge Invoice Prefix: This field can be used to easily identify the service charge invoices. It can also be used to not charge service charges on invoices with this specific prefix. Note: it is typically set to SC.

The Inventory Item for the Service Charge will need to be entered. Note: this must be 3 characters.
The service charge will not be charged on service charge invoices. It is important to update all invoices in the daily invoice file before the Service Charge Invoice Creation program is run. Note: they should be the only invoices in the batch. If there is an issue, the file can be deleted and the program started again without affecting other billing invoices.

The program name to run is WBMISS2. This program can be placed on a personal menu for easy access and should be added to the End of Month Check list.

The options in the program are as follows:
  • It will prompt for company letter/store number.
  • The beginning invoice number. The program will default to the YYMM0001 as the starting number, but this can be changed if needed.
  • The invoice date to be used for this batch of invoices. This is typically the last day of the month that is being closed.
  • The service charge percentage defaults to the System Options #21, but can be changed.
  • The Minimum Service Charge Invoice amount. If invoices less than $1.00 should not be generated, then this amount can be entered and it will not generate a service charge invoice for a lesser amount.
  • The program will prompt for the GL Control Number to be used during the update to the General Ledger.
After the program to create the Service Charge Invoice has been run, a billing register and update will need to also be run. Note: there is no need to print and send the service charge invoices to the customer.

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The Cylinder Demand Program

The Cylinder Demand program provides a simple way of determining how many cylinders that will be needed to fulfill orders that have been entered into the system. The program works by looking at the demand for cylinders (how many orders are in the delivery ticket file) by type of cylinder.

The demand for cylinders is compared to how many full cylinders that are available for delivery. When cylinders are filled, then the available amount is increased. Conversely, when cylinders are shipped, the available amount will be decreased. In order to use this program to make forecasting demand easier, you will need to make sure to update the cylinder records each time cylinders are filled.

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The program name is CYLDEMAND_Q.

The date range can be selected to show All Dates, One Date or a Range of Dates. Typically All Dates would be selected, but using the program will help to determine which option works best.

All Cylinder Types or One Cylinder Type can also be selected. As and example, selecting One Cylinder Type would make it possible to see just the Demand for Large Oxygen cylinders.

If there are multiple companies (meaning software-imagethat there is more than one delivery ticket file), then you can select which company you want to view the Demand for.

The Fill Demand Buffer is a safety margin. In other words, if the system says that there are orders for 50 large oxygen cylinders, then you may want to fill more than 50 large oxygen cylinders to give yourself a cushion for future orders. The buffer can be changed each time the program is run until the appropriate number is determined.

The Meeting Demand option makes it possible to show all cylinders with Demand or just those cylinder types that do not have enough available to fill the Demand based on existing orders.

Anytime the options are changed the Refresh Grid button will need to be clicked. This will recalculate the Demand based on the new selections.

When the Demand is shown on the screen, then the Status indicator, at the far right, will display as software-imagegreen if there are enough full cylinders available to meet the demand. If there are not enough full cylinders available to meet the demand, then the Status indicator will be red. If the option was selected to only show cylinders where fill demand is not met, then every record displayed would have the Status indicator shown in red.

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Entering AP Invoices from Vendors

There are two types of Accounts Payable invoices:
  1. There are invoices that come from vendors
  2. Invoices that are not vendor driven such as utility invoices.
Invoices that are from vendors should be verified and created from the Purchase Order program. The Purchase Order program makes it possible for the invoices to be created after they are received. This is beneficial because the cost and quantity that was received can be verified. This will catch any discrepancies with the cost so that they can be investigated. It could be that the vendor charged the wrong amount or that purchasing does not have the correct cost, regardless, purchase orders should have the pricing confirmed before they are updated. Note: Only items that were received on the current invoice should be updated.

The purchase order must be received before it can be invoiced (the status cannot be pending or updated).
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The Purchase Order program is located on the Purchasing menu > Purchase Orders.

Locate the Purchase Order that is being invoiced and double click on it.


 



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At this time, the received quantity and the cost should be checked for each item. If the cost is not correct, it should be clarified with the purchasing agent and the vendor on why there is a difference.

The cost can be changed on this screen by clicking in the cost field.

Click Invoice Entry to start the invoice.







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The invoice number, freight amount, and invoice date will need to be entered.

The total invoice amount, PO Number and default pay dates will automatically be entered.

After the invoice has been verified and entered, it will show in the Accounts Payable menu as a non-updated invoice. At this time the Purchase Journal and Update can be run.

The Purchase Order screen can be used to see what invoices have been invoiced by selecting the ‘Invoiced’ status filter.

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Lot Numbers

The Food and Drug Administration (FDA) requires tracking of medical gases. They also have guidelines that require tracking of gases that may be consumed. CO2, as an example, may require tracking in some cases. If you’re required to track lot numbers, then the Lot Number feature in CylTech 2 makes that process much easier. Lot Number tracking makes it possible to quickly and easily identify every customer that has been delivered a particular lot number. Lot Numbers are first identified using the Inventory File and then, as the product is shipped, CylTech 2’s Order Entry program will prompt for the lot number. Note: a report is available that shows everyone that has been shipped a specific lot number.

The following steps oultine the process for setting up gases to require lot numbers.software-image
The Inventory Master Record, for the gas record, must have the Lot Number Required field set to Yes. Note: this is on the miscellaneous tab.

The Lot Numbers must be created in the Lot Number File Maintenance program. This is located on the Inventory menu > Lot Numbers.
The Lot number is entered with a Record Number of 0. The Vendor, PO number, and Date Received should also be entered at this point.



Next, enter the quantity of cylinders that are filled with this lot number.
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The lot numbers should be entered as the cylinders are filled each day so that they will be ready for use in Order Entry when shipping cylinders to customer accounts.

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Order Entry will display a pop up box to enter the Lot Number. It will also display how many cylinders
are remaining on this particular lot number.

The lot number will be printed on the delivery ticket.
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The invoice register will give an error message for any gas records that do not have a lot number, therefore, the invoice must have a valid lot number added before the billing update can be run. Once the billing update is run, the lot number record will be updated with the customer name and invoice number.

The lot number listing can be used to list all customers with the invoice number and date for a particular lot number.
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Placing Customers on Credit Hold or COD

Customers can be placed on Credit Hold or COD (cash on delivery) when it’s necessary. The software-imagecustomer’s payment terms are what determine if the customer is on Credit Hold or COD. If the customer has cylinders on their account, it will continue to charge cylinder rental and/or leases on the monthly cylinder invoices. Credit Hold customers will not be allowed to charge on their account in Point of Sale. COD customers will be allowed to pay cash, check, or credit card for purchases, but not charge on their account. It is always recommended that the House Account is setup with COD payment terms so that someone doesn’t accidentally put a charge ticket in for the house or cash account.

The first step is to make sure that there is a Payment Term setup for COD and Credit Hold.
The payment terms file is located on the Billing menu > File Maintenance > Payment Terms.
Payment Terms 89 is predetermined in the system for COD.


software-imagePayment Terms 90 - 99 are defined in the system for Credit Hold customers.
Any codes from 90 - 99 will put the customer on Credit Hold so that they can no longer charge on their account. Multiple credit hold payment terms can be set up for accounts such as: Credit Hold, Bankruptcy, etc.


The Customer Master Terms field will need to have the correct payment terms for COD or Credit Hold
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The Collector can be used to change the customer’s payment terms while making collection calls. If an account needs to be changed, the account should be highlighted, and then the Terms/Credit Limit button at the top should be selected. The Customer Account’s Payment terms and credit limit can be changed from this screen. It can also be used to take an account off of Credit Hold after their account is current.
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Point of Sale will give a pop up message when an account is on credit hold.

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A credit hold password can be entered for managers. This is system options 126.

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The Collector can be used to display accounts that are on Credit Hold or COD. This can be done by selecting the Terms filter and selecting the Payment Terms.

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Creating Customer Ship-To Accounts

When a customer has multiple ship-to addresses, the accounts must be created with separate account numbers that are linked to the main sold-to account. For example, a customer such as McDonalds may have several locations that are used as the shipping address, but the invoices are always sent to a corporate account. When accounts are setup with separate ship-to locations they have the ability to have separate cylinder records, taxing, special pricing and special instructions. This capability allows each account to track their cylinder records for that location. The cylinder rental invoice will print all of the ship-to accounts with a breakdown of how many cylinders are at each account. It also allows for different taxing to be applied at each location.

The easiest way to do this is to use the Customer Service program that is located on the Receivables menu.

Enter the sold-to account number to be used for the new ship-to location.
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Click on the ship-to account Create New Ship-To button. A new account number will be assigned. The Account name, address, phone number and tax information can be entered for this account. The Cylinders button can be used to create the cylinder accounts for this location.

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The correct ship-to location is entered on the ticket. The Order Entry program will automatically enter the correct sold-to account.

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Also, the customer fast inquiry screen displays the sold-to account in the general information section for easy identification of the sold-to account.
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Duplicating Cylinder Records to Other Accounts

There are two situations that can require cylinder records to be duplicated to different customer accounts. One situation is when the customer’s cylinders have been moved to a different customer account/location. This is common in contract jobs.

The second situation is when an additional ship to location is being set up for an existing account. If theresoftware-image is multiple ship to accounts for a customer, the cylinder records would need to be created for each account. A duplication program can be used to duplicate the cylinder master and lease records with the customer’s gas prices, rent rates, etc. to a new account.

It is always recommended that cylinders are setup under each ship to location so that the cylinders can be tracked by location.

Depending on the type of situation there is an option of whether or not to move the cylinder balances. The cylinder balances would only be moved if a different customer account will be responsible for the cylinders. The cylinders would be transferred to the new account and taken off of the original account.

The name of the program is WI100DUP.

Enter the account to be used to duplicate to and from. The Sold to account will also be entered.software-image

This question should be answered No if the cylinder records need to be created without the balances.

The question should be answered Yes if the cylinder records need to be moved to another account. This will zero out the cylinder balances from the From account and move the balances to the To account. Only answer this question with a Yes if you want another customer’s account to receive the cylinder invoice.

This program can be run as a special program from the main menu or placed on a personal menu.

It can be used frequently to copy cylinder records when setting up new ship to accounts.


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How to Import Customer Information

software-imageA customer import program can be used to create a tab delimited file with all of the fields from the customer master file. For example, this file could be used to create mailing labels using a third party label product. Most mailing label software has the capability to import data from a tab delimited file.

The first step would be to run the program WR100_X and create a customer file.

The file will be created with all fields. This file can be edited in Excel to have only the fields needed. For example, mailing labels would only need the customer name, address, city, state and zip code.

If the salesperson and store number fields are blank, it will import all of the customers.

The program will prompt the user to enter the file name to be created. This file will be
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saved in the directory that is entered. It could be
saved to a shared folder for others to access, or it
could be copied to the local drive of a user to be used in Excel or another product.

The third image is an example of how the file would appear in Excel. This example has only the fields that were needed, the other fields have been removed in Excel. This would be an example of how a file would appear that would be used with customer label software. This file could be used for mailing labels or filing labels.

This program can be used for reasons other than mailing labels. It can be used to create an Excel file of customer records for different reporting purposes. For example, a report could be created that sorts all of the customers by a certain zip code. It could also be used to list and sort by certain tax codes or a query could be written to sort customers by their YTD sales. Since the file will contain all of the fields that are in the customer master file, it can be used for many different ways.
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Cylinder Totals

The Cylinder Totals program is a query that can be used to determine the location of cylinders. It will list the cylinders that are currently at customer sites, at the store full and/or empty, at vendor sites and cylinders that are being rented from a vendor.

The billing update automatically updates the cylinders shipped to customer sites and updates the store full/empty cylinders. When a cylinder is shipped to a customer it is recorded in the Cylinder Totals program with an entry for the customer and it also reduces the number of full cylinders at the store. When a cylinder is returned from a customer, the number of store empty cylinders is increased.

The Cylinder Totals program has a transaction entry feature that allows the operator to enter various options. They can ship the cylinders to other locations, ship and return cylinders from the vendors, and ship and return rented cylinders to vendors. It can also be used to fill cylinders. This would reduce the bulk gas and fill the individual cylinders.

The query screen has numerous selection filters that can be used to display only certain status, cylinder types, customer numbers, locations, or vendors.

This is an example of the Cylinder Totals program. It displays the number of cylinders at customer site, software-imagedock empty, dock full, vendor site and rented from vendors at the bottom of the screen. The various selection filters can be used to display only a certain cylinder type, status filter, customers, locations and vendors.

Where are my OX125 cylinders?
In this example, we are asking a question "Where are all of my OX125 cylinders?” We accomplished this by checking all status’s and one cylinder type. The program will show the total number of OX125 cylinders at customer sites, on our dock, at the various branches and at vendor sites. As you can see here the total of ALL of our OX125 cylinders is 718.

If we wanted to see how many a particular customer had, we would click on customer number and enter the customer’s number.

If we wanted to see how many OX125’s we had at a particular location, we would select Location and then enter the location we were interested in reviewing.

Note: Always be sure to UNCHECK previous options if you are not using them. If, for example we left ONE CUSTOMER checked and then went to look at a branch we would only see cylinders for that customer at that location.

How Many Cylinders Does Customer 100 Have?
To find out out how many cylinders of each type a specific customer has, we would select customer number, and enter that customer’s number. Make sure that ONLY the status for Cylinders At Customer Site is checked. This ignores dock empty, dock full, etc. Also make sure you don’t have one cylinder type selected.

How Many Cylinders Are At My Gas Vendor?
In this example we would select the status for Cylinders At Vendor Sites and then select the specific vendor number we were interested in reviewing. This is an excellent, easy way to confirm how many cylinders have been shipped to your vendor for filling, pressure testing, etc.

Is My Rental Bill Correct?
To make sure you are being charged rent for the correct number of cylinders, make sure that all of your filters are clear and then select Cylinders You Rent From Vendors. This will show all of the cylinders that you are renting from vendors. To be more specific, select one vendor and compare the numbers that the program shows to the numbers on the rental invoice from the vendor.

Viewing Transactional Detail
Let’s assume that you view a line on the Cylinder Totals screen that says the customer has 10 OX125 cylinders. Your customer says they only have 8. To view all of the transactions entered into the system and see how you arrived at 10 cylinders, simply double click on the line for OX125. At that point the detail will be on the screen that shows every time a cylinder was shipped or returned from the customer along with the invoice number.

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Transactions other than To and From Customers
The Cylinder Totals program also makes it possible to create transactions other than Ships To and Returns From customers. Some examples would be:
  • Filling Cylinders – If you Fill your own cylinders this transaction will increase the number of FULL cylinders, reduce the number of EMPTY cylinders and reduce the amount of gas you have in your bulk gas record. This will give you a constant update of how many empty and full cylinders you have.
  • Transferring cylinders to different locations – If you have multiple locations, then you can transfer EMPTY or FULL cylinders from one location to another. The Status (Empty or Full) does not change, it simply moves the cylinder.
  • Shipping Empty cylinders to vendors to be filled – If someone else FILLS your cylinders for you, then you would use this transaction to ship the cylinders to the vendor as EMPTY cylinders.
  • Receiving Full cylinders from vendors – When you receive the cylinders back from the vendor they are now full. The number of FULL cylinders has increased as well as the gas available in that type of cylinder.
  • Receiving Rented Cylinders from Vendors and Returning Rented Cylinders To Vendors – This transaction allows you to track all cylinders that you rent from the vendor to insure that you are being properly billed for rent.

Examples of various transaction types:

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Example of shipping empty cylinders to a vendor:
  • Enter the date
  • Enter a document number or press the # key to auto generate a number
  • Select the Transaction Code (in this example 4 is Ship Empty Cylinders To a Vendor)
  • Select the Vendor you are shipping the cylinders to.
  • Select the Branch you are shipping the cylinders FROM (this determines which location records are updated).
  • Select the Cylinder Type.
  • Enter the number of cylinders shipped.
  • Enter a description such as: Shipped 10 cylinders to be Pressure Tested and Filled.
  • Click OK
  • There is no update to run. The transaction is updated as soon as you click OK.
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Example of a transaction for Filling Cylinders:

The transaction for Filling cylinders will decrease the number of Empty cylinders, increase the number of Full cylinders and decrease the bulk gas record for the type of gas being filled into the cylinders.
  • Enter the date
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  • Enter a document number or press the # to automatically generate a number.
  • Select Code 3 to Fill Cylinders.
  • Select the Filling Location (in this example 01-Louisiana)
  • Enter the cylinder type (OX125)
  • Enter the stock number you use for BULK GAS – GOX.
  • The To Bulk Gas Stock Number will AUTOMATICALLY be populated based on the part number you used when you built the OX125 cylinder records.
  • Enter the number of cylinders filled – 10.
  • The quantity of gas is automaticaly filled – 1250 cubic feet will be REDUCED from the BULK gas record (GOX) and ADDED to the GAS Cylinder record (GOX125). This will allow you to see how much gas was sold in 125 cubic foot cylinders.
  • Enter your description – Mike filled 10 OX125 cylinders.
  • Click OK to complete the transaction. It will automatically be updated, there is no need for a separate update.
Exporting Data
This program does have a print and export feature. The selected data can be exported to a tab delimited file for use in other applications such as Excel.

Loading and Unloading the Truck –Total Cylinders Transferred –Manifest
These functions are detailed in a separate FAQ and training Video.

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Performing a Full Customer Audit

The following steps describe how to perform a full customer audit. The advantage of doing an audit this way is that it is more efficient, tags can be attached at the customer site for new cylinders, and you can go back after the audit to see cylinders that were never found. The same handheld can be used to do other customers’ ships and returns.

Step 1: Select Transfer Customers for Audit from the Special Processing Menu. This program changes the account numbers for Serial Number Master Records with the entered customer. A record will be written to history to indicate the change. The new account number will be AUD(ACCOUNT). This program will only change records with a status of CS.

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Step 2:

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Step 3: Enter the password CONTINUE to change the account number and perform an audit. Once the password is approved, enter the account number that you will be auditing.

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Step 4: After new audit accounts have been created for the customers whom are being audited, run Create Handheld Databases from the Daily Processing Menu. This prepares the files for the handheld.

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Step 5: If the main AcuTrax menu is being run on the server, minimize the server screen and run Refresh Files on Handhelds to copy the files created from the server to the pc or if the main AcuTrax menu is being run on a local pc then skip to step 6.

Step 6: Sync the handheld that will be used for the audit.

Step 7: Once you’re at the customer site, perform the ship routine for each cylinder at the customer site by shipping it to the customer (using the original account number).

Note: If a cylinder is scanned that is not in the database, the program will let you know and automatically go to the Attach Tags routine so that the cylinder can be added to the database.

Step 8: After all cylinders at the customer site have been shipped to the customer, take the handheld back and process it just as a normal ship transaction.

Step 9: After the handheld has been processed and the transaction file is updated, run the Customer Cylinder Report for the customer audit account (aud+account number). This will show any cylinders for this audit account that were not scanned at the customer site. At this point, research can be performed to find out where the cylinders are or you can reconcile with the customer about the missing cylinders. All cylinders will stay in the audit account until they are found. If a cylinder is later found at a different location and is returned through AcuTrax, the program will catch it and give an error message or will automatically update it (if set to Auto Correct in the System Options).

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Software Update: New Interactive Back-order Programs

The software developers here at DataWeld have finished updating the Purchase Order program to include new Interactive Backorder Scheduling features. The testing process is now underway and the programs will be delivered to a limited number of customers for field testing in early October.

The Backorder Scheduling feature will be accessible in the Purchase Order programs after you have completed receiving a particular shipment against an existing purchase order. All backorders that can be filled on that shipment will be displayed on the screen. The operator has the option to fill all backorders displayed or selected backorders by use of a check box on the left of the screen.

To assist in the selection and processing of backorders, the available quantity for each item is displayed on the screen. This allows the operator to know if they need to allocate limited quantities to certain customers and change the quantity to fill.

As soon as the allocation is made, the backorder transactions are updated, written to the order file and can then be printed.

A training video will be recorded showing all of the new features and released along with the installation of the new enhancements.

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Increasing Gas Prices

There are several programs to assist with doing a mass increase of gas prices. The type of gas pricing that has been used in the cylinder master file will determine which programs need to be run. If a Customer Specific Gas Price was entered in the cylinder master file, then the program WI1GPU will be used to increase the gas prices. If Gas Price Levels as opposed to specific prices are used in the master file, then the Gas Price Percentage Update program will need to be used. It is found on the Cylinder Menu under Special Processing. In most cases both of these methods have been used so both programs will need to be run.

Here is an example of a price level:

(Price Level: 1)
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Here is an example of a special gas price:

(Gas Price: 17.16)
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To increase gas prices for Level Pricing, run the program on the Cylinder Menu > Special Processing > Gas Price Percentage Update.

Below is the first screen of the program. The percentage increase for each type of cylinder pricing should be entered. This could also be used to decrease the gas pricing by using a negative percentage amount.

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Other options in the program are:
  • All location/one location
  • All cylinder types/one cylinder type/Selected Class/Category
  • Increase 2, 3 or 4 digits

Once the gas prices have increased, the list price and cost of the gas will also need to be increased to keep the profit margins correct. These fields are in the Inventory Master File for the gas record. Depending upon how the gas records are structured you can either adjust each one in the Inventory Master File or use the Cost Increase program on the Inventory menu.

Another tool that can be used to help determine which customers need to have their gas prices reviewed is the Gas Price Expiration Report. It is located on the Cylinder Menu in Reports. If the gas price expiration dates have been entered in the Cylinder Master File, this report would show customers that are due to review their gas pricing.

To increase the gas prices for cylinder records that use Specific Gas Prices, run the program WI1GPU. This should be run from the top of the menu, File > Run Program. This program does require exclusive use of the files.

It has multiple options within the program to choose from:
  • All cylinder types/ Select Cylinder Types /One Class of Gas.
    If the Select Cylinder Types is selected, up to twenty cylinder types can be entered. The One Class of Gas could be used if the inventory gas records were setup with specific classes for each type of cylinder.
  • Increase by percentage or dollar amount. It will prompt for the percentage or dollar amount.
  • All customers/Range of customers/One Customer/Selected Customers
  • All locations/One location
  • Prices rounded to 2, 3 or 4 digits
  • All Salesman/One Salesman/Selected Salesman
  • All or One Gas Location
  • Changing the Gas Expiration Date. If this is selected, the date will be entered.

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Flag for Discontinued Inventory Items

When an inventory item is discontinued by the manufacturer you want to make sure that you do not try to reorder the item or try to sell more than you have on hand. The Discontinued Flag is a good way to let everyone know the item has been discontinued. This will let you sell all of what is on hand, but not backorder the item or order it through the purchasing system. When someone tries to sell the discontinued item, they will get an alert and the substitute item will be displayed.

Setting Up the Discontinued Item

To setup the discontinued item feature, the inventory master record for the inventory item to be discontinued should be changed to have the correct substitute item on the first screen and the Item Discontinued is set to Yes on the Miscellaneous tab.

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Note: it’s a good practice to put in the description field "Item Discontinued”.

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The Discontinued Item in Order Entry

When the item is entered in Order Entry, the following pop will appear.

If the Yes box is selected, the substitute items are displayed. When the operator chooses one of the substitute items, it is automatically inserted into Order Entry in place of the discontinued item.

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If the operator selected No, the following popup will appear and allow one of two substitutes to be selected in place of the discontinued item.

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If you have a discontinued item, if you order more than you have on hand in the current location and if you have stock at other locations, then the program will display a pop up and ask you if you want to look at stock in other locations. If you say Yes, you will see the screen:

The next screen shows that you have stock in three other locations. It also shows how much excess stock there is in each location. In this example you would want to first pull stock from the location with the excess inventory for this item.

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Cylinder Deposits

This FAQ describes how to process cash cylinder deposits that are required from customers. It also software-imagecovers documenting of the receipt for the deposit (Order Entry) and the recording of the deposit (Cylinder Control).

Setting up the Deposit

The first step would be to enter an item in the inventory master file for the cylinder deposit such as ‘CYLDEPOSIT’. The item should have the normal deposit amount as the list price and the correct GL control number to be used for general ledger updating purposes.

A ticket can then be entered with the item ‘CYLDEPOSIT’ with the correct amount. The correct ticket type should be used such as cash, check or credit card. Once this ticket is updated, the cylinder deposit will show in the Customer Fast Inquiry in billing history and the invoice archive for future reference.

Cylinder Control

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The next step is to enter the correct deposit amounts in the cylinder master file. The deposit amount, number of cylinders for the deposit, total deposit and the deposit amount paid should be entered.

The Cylinder Fast Inquiry displays the deposit information.

When the customer returns the cylinder and the deposit is to be refunded to the customer, another ticket can be entered using the cylinder deposit stock number. This time however, a negative amount should be used in the ordered/shipped field so that the cash can be refunded to the customer. The billing update will make the reversing entries to sales, GL, etc.

The cylinder master deposit information should also be adjusted.
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The Investigator can be used to list all cylinder deposits for a certain time period using the stock number that was designated for deposits. It’s possible to search for all deposits by using the part number assigned to the deposit. You can also search for all deposits for one customer by adding the customer number to the selection process.

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How to Identify Cylinder Discrepancies

The Cylinder Transaction History Inquiry can be used to identify cylinder discrepancies that have occurred during a particular time frame.

A few examples would be:

  1. Delivery tickets that did not have even exchanges on cylinders.
  2. Deliveries where the cylinders shipped or returned were not entered.
  3. To identify larger balance changes. i.e. when a customer returns a large amount of cylinders.
Identifying Discrepanciessoftware-image

This program should be run each month, before cylinder rental invoices are run, to identify any potential problems.

The Cylinder Transaction History Inquiry is located on the Cylinder menu under Reports.

First, select the date range to be used. The program will default to the past 30 days.

To show any uneven exchanges, change the Variance Selection to a 1. This will show any transactions where the number of cylinders shipped did not equal the number of cylinders returned.

An example would be: a customer calls up and says "You’re charging me for three cylinders more than I have.”

In the example below you can see, on the second transaction, where three cylinders were shipped and none were returned. Therefore, the problem could potentially be that the returns were not entered.

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If the question involves just one customer, you can select One Customer and enter their customer number so that only their transactions are visible.

If the problem being researched is one cylinder type (OX251), then you could also enter the cylinder type. Then only that specific cylinder type as well as the transactions for that specific customer would be visible.

This screen shows the:

  • Date of the transaction
  • Customer
  • Invoice number
  • Number of cylinders shipped and returned
  • How much the balance changed.

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Order Entry: Cylinder Capacity Pop-Up

Cylinders that have fluctuating capacities, such as acetylene, can be setup to display a pop-up box in Order Entry so that each cylinders individual capacity can be entered. This pop-up box will have a line for each cylinder in the order that allows the operator to enter the capacity for each cylinder that is shipped. The program will then calculate the total cubic feet for all cylinders that are shipped.

software-image Setting Up the Cylinder Records

The Cylinder Master file must be setup with a capacity of zero to trigger the pop-up.

Order Entry will display the pop-up box below and then the operator can enter the cylinder volume for each cylinder that is shipped. The total cylinder volume will be automatically calculated.








The Inventory Full record should be setup with the count/unit set to zero so that all Customer Cylinder

Master records that are built will default to a capacity of zero. This will trigger the pop-up box in Order Entry.









The program WI181U can be used to update all of the Customer Cylinder Master records with the capacity (count/unit) that is used in the Inventory Full record.

Note: It is important to make sure that the Cylinder Gas Cost is set up to be per cubic foot in the Inventory Gas record.










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Correcting Errors in the Daily Transaction File

There is sometimes a need to change all of the transaction dates in the AcuTrax Daily Transaction file (AC200). For example, if a handheld was reloaded and the date was not changed, all of the dates for the transactions would be incorrect.

The dates for multiple transactions can be corrected without data entry by using the Mass Transaction Fix program. This program can also be used if a handheld operator entered the incorrect ticket or customer number for several transactions. The program will correct all of the transactions at the same time.

The transaction date, customer, and/or invoice number can also be changed on multiple transactions through this program. There is an option to narrow transactions by location if there is a need to only change records from a certain location.

Running the Program

The Mass Transaction Fix program is located on the AcuTrax menu > Daily Processing > Transactions.

Select the One Date option to only change transactions for a certain date. The new date will be entered and all of the daily transactions will be changed to this date.



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Bank Reconciliation Enhancement: Distributing to the General Ledger

This FAQ describes a series of enhancements that were made to the Bank Reconciliation program to allow for the distribution of an entry to the appropriate general ledger accounts. The following enhancements were added:

  • Bank reconciliation entries can now be distributed to the General Ledger without going to another program.
  • Repeat transactions can be "Remembered” so that you do not have to enter the General Ledger account numbers each time. Each "Remembered” transaction can be given a name making it easier to determine the appropriate transaction set to use.
  • Remembered transactions can be flagged to distribute to the General Ledger or to not distribute to the General Ledger depending upon the type of transaction.
  • Sources can now be user defined for additional flexibility.

Virtually any transaction can be entered through the Bank Reconciliation program and distributed to the General Ledger. For audit purposes you will want to make sure that you are using the process that provides the most detail.

New Files

There are two new files with File Maintenance routines in the Bank Reconciliation program. The first is the General Ledger. The General Ledger Distribution file maintenance allows you to enter which General Ledger accounts you will post to for a given transaction. The second, Source Codes allows you to define the source of the transaction and give it a name.

G/L Distribution
From the Bank Reconciliation screen you will select File and then G/L Distribution. You will then see this screen.

If you click on the Payee/Description you will see a list of previously created "Remembered” transactions.

In this example we will select the Remembered transaction we have previously named BANK FEES to see the General Ledger accounts. You can see that the two General Ledger accounts that will be posted to are Cash In Bank and Bank Fees. Notice that the G/L Entry Type field is selected for each account.

Because this is an expense, we have chosen the G/L Entry type of Credit for the Cash in Bank Account. For the Bank Fees we chose Debit as the type. The G/L Account # box has a button on the right side which opens a drop down list to select your accounts from. Once this is set up, every time we select the Remembered account labeled BANK FEES, the program will automatically know which General Ledger accounts to post to.

As you will see later in the discussion, the program will also make the distribution for you when there are only two General Ledger accounts involved.

Source Codes
Selecting Source Codes from the File Menu button will show you the following screen:

The Source Code is user-definable. You select whatever two character code you want to use and give it a description. Some examples you could use are:

CC:Deposit From Credit Card Processor

AR: Deposit From Accounts Receivable Receipts

EC: Error Correction

Entering A Transaction
This discussion assumes you are already comfortable with the Bank Reconciliation program. For this reason, the discussion will focus on the enhanced entry program with the General Ledger distribution. For a review of the Bank Reconciliation you can visit the DataWeld web site and view the associated training video.

As with the current Bank Reconciliation program, you would select the Transaction Type, enter or generate the number and then enter the date.

Note: The check number entered here or the number generated by clicking on the # key is passed to

the General Ledger transaction file as an audit trail. If you look at the General Ledger transaction that is created you will see the number generated or the check number entered which ties the General Ledger transaction to a specific transaction in the Bank Reconciliation program.

In this example you can see that we have entered the Transaction Type, the Number, the Date and selected the Payee/Description from a drop down list. We have chosen a simple transaction, a deposit to Misc Income.

The next step is to enter the amount of the Deposit and then click on the G/L Distribution. The G/L Distribution screen is shown here. For a simple two sided entry as shown here, you would visually review the transactions to make sure they were going to the correct accounts and the correct amounts were displayed. Click on OK to accept the transaction.

The final step is to choose the source. Once again these are user-definable. In this case we have set up a Source Code of DC which we have described as Deposit to Checking.

There is no separate update for these transactions, so once you accept the Deposit Transaction in this case, the transaction is written to both the Bank Reconciliation file and to the General Ledger transaction file.

You can see in the first example below the transactions went directly to the General Journal. In the description field you can see the source as the BANK REC program followed by the check number or generated number assigned to the Bank Reconciliation program.

Other Transactions

Multiple General Ledger Entries
You will have some situations where more than two entries are required for the distribution. One common example is credit card deposits. The example below shows how you would distribute to more than two General Ledger accounts.

In this example, we had $1500 charged to an American Express card for a customer to pay an invoice. With American Express, the amount charged to the card is not what is deposited to your account because of the fees.

You can see the actual amount going into your account would be $1446.67. The fees are posted to a General Ledger account for Credit Card Fees.

Note: You should always check with your accountant before establishing procedures involving any area of income or expense. This discussion is only meant to show you how the program could be used. Your accountant will guide you on the proper handling of income and fees.

Entries With No G/L Distribution
There are times when you will want to post to the Bank Reconciliation program without making a G/L distribution. An example would be when the distribution has already been made for you. A common example would be when you update Cash Receipts.

Typically the two G/L accounts you would post to would be A/R and Cash. If these have already been updated, you don’t want to do that again so you would set up an entry without a G/L distribution. To do this, set up a Payee/Description and leave the Use G/L Distribution box unchecked.

Reversing Entries
If you need to reverse a previously made entry, you can do that by setting up a Remembered Transaction exactly as was done the first time only this time make your entries the opposite of what they would normally be.

Normally we would be taking money out of the bank for building repairs, but because we are reversing the entry we would be putting it back into the bank, so we are Debiting CASH IN BANK and Crediting Building Repairs.

Changing the Payee/Description
From time to time you may want to change the Payee/Description. You don’t want to permanently change it, so to change it just for this transaction, do the following:

  1. Enter the transaction for Building Repairs as you would normally.
  2. Finish the transaction and confirm that it displays on the Bank Reconciliation screen.
  3. Double click on the transaction you just created. The transaction will be displayed on the
    screen.
  4. Highlight Building Repairsand then delete the description by pressing the Backspace key.
  5. Type in Repaired Front Window. Tab to the end. Confirm that nothing else has changed
    and then click OK to save the transaction with the new description.
  6. Go back to the Bank Reconciliation screen and confirm that the description is as you wanted it.








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Receiving a Purchase Order by Scanning Barcodes

One of the biggest challenges in Inventory Control is accuracy. Mistakes can be made when purchasing, receiving, selling or counting inventory. For this reason, barcodes should be used whenever possible to minimize the opportunity for mistakes.

Universal Product Codes (UPCs) are becoming more and more prevalent in the distribution industry. It’s a good practice to try and use (scan) UPC codes, but, if a supplier does not put any kind of barcode on the product, one can be printed and attached to the item. This FAQ assumes barcodes are already on the product. For more information on how to print barcodes please contact your Support Representative.

Scanning Barcodes in Purchase Order Receipts

The Purchase Order Receiving function allows for someone to scan DataWeld generated barcode labels or UPC barcodes already printed on the product. There are two major advantages in migrating to the use of UPC barcodes.

1. UPC barcode numbers are designed to be unique. Each manufacturer has their own unique set of numbers to avoid duplicates.

2. The UPC barcode is typically already on the item when it’s received. This saves time and money.

The challenge is making sure that the inventory file has a UPC barcode number to use when receiving or selling an item. To make it easier to add UPC barcode numbers to the inventory file, a feature was added that will check for UPC numbers. If a UPC number is not found in the inventory record for an item, an alert, in the program, will be triggered and give the operator an opportunity to capture the UPC number. This feature will help to add UPC numbers to the inventory file and will do so in a quick and easy manner.

Purchase Order User Tools
A new field was added to the Purchase Order User Tools screen. The Check for UPC Numbers in the Inventory Items box should be selected to have the program alert the operator that there are items to be received that do not have a UPC code in the system.

If the box is checked, the message below will appear, the message below will appear when the purchase order has missing UPC codes. The program gives an alert that there is no UPC number in the inventory record for the inventory item highlighted in red.

In this example, the first item has a UPC number assigned to it, so it does not turn red. The second item does not have a UPC number, so it is highlighted in red to alert the operator.when the purchase order has missing UPC codes. The program gives an alert that there is no UPC number in the inventory record for the inventory item highlighted in red.

A second option in the Tools screen gives an operator the ability to print barcode labels as discussed above. If the operator chooses to print barcode labels, then they would select a printer number and then indicate whether or not to print the price on the labels.

Assigning the UPC Number
When the operator sees a red highlighted field, they simply click in the UPC number field and scan the UPC code on the item. The program will take the scanned UPC number and automatically update it to the inventory record for the item being scanned. The item can then be scanned to be received or it can be received by checking the box.

Note: It is important to understand that some manufacturers put UPC numbers on the outside of the box. That number may be different than the UPC number printed on the item itself. Always scan the UPC number on the item not the outside of the box.

Receiving Inventory
To start the Receiving process, the operator will click on the Receive Items by UPC Scan as shown in this image.

This screen appears when the Receive Items by UPC Scan button is selected. The items can then be scanned using the UPC numbers. The received amount will default to the amount ordered, but it can be changed for partial shipments.

The items can still be received without using the UPC feature by checking the box in the first column and entering the correct amount that was received.

Once all items have been received, it is updated by pressing the Update Receipts button. This will update the Inventory on Hand amount immediately. It will also update the Inventory Transaction History with a transaction showing the amount that was received.

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The Lap AcuCount Program

Lap AcuCount is a multi-purpose program that was designed for a laptop computer with a USB barcode scanner and wireless connection to your network. This program does not require the use of handheld devices and runs on the server so no data has to be downloaded or uploaded (synced). This program can also be used to verify UPC codes and to build an inventory from certain vendors.

A laptop with Wi-Fi capability, USB barcode scanner, and a VPN connection to CylTech 2 is used in combination with a rolling cart. The cart can be purchased from a local office supply store such as Office Depot. Velcro should be placed on the bottom of the laptop computer and the top of the cart to hold the laptop firmly in place.

Getting Started

The program name is LAP_ACUCOUNT. It can be placed on the personal menu for easy access.

Performing the Physical Count

Enter the Initials of the operator that will be entering the count. The initials will be used as a reference on the count listing to show who counted the items.

Enter the Location. This is the inventory location of the store that is being counted and it must match the location being used in CylTech 2. Typically a location would be a store or branch.

Enter the Area Being Counted. This is for reference purposes and could be entered as ‘WARE’ for Warehouse, ‘SHOW’ for showroom, etc. Entering the area in this format can make it easier to audit the count if necessary. Scan the UPC for the item and enter the count of the item. After all of the counts have been entered, go to the Inventory Menu: Physical Count Bar Codes.

  • Run the Count Conversion Program. This converts the records that were counted on the laptop into a format that will be used for updating. Select the appropriate option for whether this is a new count or adding to an existing count. Select the Available or On Hand option to be used for the count update. Note: It is recommended that the Available option be used, so that any outstanding orders, that have not been updated, will be added to the count to impact the correct inventory count.
  • Run the Listing: Select All Counted Items. Select No to errors only and No to the missed items.
  • Make any Corrections using the Count Maintenance program.
  • Update: This will update the Inventory On Hand amount and write a transaction to the inventory transaction history file.

Validating UPC Codes

Lap AcuCount can also be used to verify that an inventory item in the warehouse or on the shelf has a UPC in the Inventory File. To do this, scan the item and if the UPC is found in the inventory master file it will display the description.

Adding UPC Numbers

If a number is entered and there is no UPC number in the inventory file, the program will check to see if the number entered is actually the primary part number. If the program finds the part number but there is no UPC number, then the program will ask "The UPC number is blank. Do you want to add it?” At this point, the appropriate UPC number can be entered or scanned. The UPC number is updated as soon as it is entered or scanned. Note: Always make sure to get the right part number and not an item that is similar.

For example, it would be easy to make a mistake by entering a 750L for a glove when it actually was a 750XL glove. Having the wrong part number for a UPC will negatively impact invoicing, price updates and future inventory counts.

Creating Inventory Records

This option can be used to create inventory master records using a price update file, such as Nasco, as long as the price update file has UPCs and there is already a program to build inventory records from a price file. This is especially helpful for new companies who don’t have any inventory built. Note: Before trying to use this feature, check with your Support Representative to determine if the programs needed are available. In this scenario, the item is scanned and it will automatically enter a count of 1. If you’re just trying to create inventory records, leave the count at 1. If records are being counted and created, then change the count to the appropriate number.

Before the process with LapAcuCount is started, you would need to get a price update file from the appropriate vendor, such as NASCO. The automatic build currently works for NASCO and Miller. NASCO, being a wholesaler, covers a very broad range of products for the typical distributor. The Nasco creation program is: NASCOCV. Running this program would create an inventory record for every item in the NASCO catalog (price file). Since a typical Nasco price update file contains more than 30,000 items, you probably don’t want to build all of those items in your inventory file. The LapAcuCount program will help to identify the items you want to keep.

Using Lap Acucount, scan all the items from NASCO (or the appropriate vendor). The program will default the count to one. This is all that needs to be done if you are just trying to build an inventory and not performing a physical count.

After all of the NASCO items have been scanned, use the same steps listed above to update the count to the inventory file.

When the items are created using the price update file program, a Freeze Flag indicating it is a new item will be automatically set.

In this example, the program INFRZCLR will need to be run to clear the Freeze Flag so that certain items can be deleted in the next step.

The final step would be to run the Inventory Deletion by No Sales program. This program will only delete items if the following conditions are met:

  • On Hand = 0
  • Or Order = 0
  • Customer Backorder = 0
  • Freeze Flags = 0

The program will prompt for the number of months since the last sale to be entered. The original purpose of this program was to allow the quick deletion of old, dead inventory that had not sold in a long time.

Next, select the vendor, in this case NASCO.

The program will then delete any item that has not sold (all the ones you are working with for NASCO have not been sold so this date is blank) and does not have any On Hand value. In the beginning, we stated that the program would put a default of 1 in the count field. This is done so that the deletion program will not delete these items. The net effect is that the program will delete all of the NASCO items that were created using the creation program, but do not have any value in the On Hand field (meaning that you did not count them).

Note: Always perform a backup before starting this deletion process and verify that it worked. A simple option in many cases is to make a copy on the disk drive of the entire working directory, which is typically DP4F.

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Establishing Controls for Cash Receipts

Developing a defined procedure for processing Cash Receipts is one of the best ways to eliminate mistakes. Most distributors process quite a few Cash Receipts payments on a daily basis and the more activity, the more opportunity there is for errors. This FAQ offers some simple processes that will help to reduce the number of Cash Receipts related mistakes.

The Process

Cash Receipts processing should always have two people involved for accountability purposes. Having two people will help to create checks and balances i.e. one person is much more likely to miss an error they have created. Start by having one person total the check amounts for the day. This total will be used later to verify the final balance. The person finding the original total should keep a copy of the amount and print another copy to be sent with the checks to be processed. Note: Regardless of the volume, having two people involved will always increase accuracy and reduce mistakes.

Next, enter the cash receipts. This should be done by someone other than the person who opened the mail and found the original total of the checks. Running checks in batches will make it easier to balance and a batch typically represents one day, however, credit cards should be processed in a separate batch. This will make it possible to balance the cash receipts posting to the credit card amount that clears the bank. Electronic deposits, such as those payments directly deposited into your account by customers, can also be treated as a separate batch for easier balancing and auditing.

Now it’s time to print the cash receipt listing. This total should match the amount that was calculated in the beginning. If there is a discrepancy, this should be reviewed and corrected before proceeding. Note: this listing should be saved to a PDF folder. Creating a file system on the server will help to keep these files organized and searchable. For instance, the major directory could be Receivables. Under that directory could be a sub-directory named Cash Receipts and under Cash Receipts could be a directory for each year i.e. Cash Receipts 2015. Under the year, there could be a directory for each month i.e. 2015-04. In this example, the cash receipts listing name would be: 2015-04-01-Cash Receipts Listing. While this may seem a little bit like overkill, having this amount of detail will make it extremely easy to return to a specific listing should the need arise.

Next, print the deposit slip. This will list each individual check and can be given to the bank when the deposit is made.

Finally, make a deposit slip with the total amount of the deposit

After the deposit has been created, update the cash receipts. The Cash Receipts Update will post to the customer’s account and also post the amount of the deposit (with detail) to the Bank Reconciliation file. The Bank Reconciliation program will list each check on the deposit.

After the deposit has been made, the final step is to verify that the deposit has cleared the bank by comparing your bank deposits (from the statement or by going online) to the Bank Reconciliation program.

It is much easier to balance (Reconcile) when it is done more frequently. We recommend reconciling the bank account once a week instead of waiting until the end of the month.

Depending upon the size of the business, the reconciling process, both daily and weekly, should be handled by someone other than the person handling the actual posting of the cash receipts. This allows for tighter controls and catches a lot of mistakes that a one person system would miss.

Optional Scanning Process

If a document imaging system is available, checks could be scanned into the electronic files, which will add one more level of accountability. Note: this process is highly dependent upon volume so each distributor will have to determine if it is appropriate for them.

Before processing the checks, make a copy of each check with the stub still attached and print an extra copy of the deposit slip generated by DataWeld. After the bank deposit has been made, scan all of the copies of the checks, the DataWeld deposit slip and the bank deposit slip into a PDF file with a name like: YYYYMMDD-Scanned Checks (2015-04-15-Scanned Checks). A separate folder should be created just for scanned checks. The specifics of how this is done will vary depending upon the scanner. An inexpensive, low volume scanner is produced by NEAT.

This type of system creates a searchable PDF with all of the checks for the day along with the deposit slip.

Important: It is also highly recommended that an automated off-site backup be used to insure that all of the key data is backed up and protected. There are a number of different companies that offer backup services. Some of these companies back-up continuously, while others back-up once a day. A good place to start is a company like Carbonite.

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Paying a Vendor Invoice with a Debit Card

Note: this FAQ is based on using the latest version of DataWeld’s Accounts Payable programs.

It is becoming increasingly common to pay vendor invoices with a debit or credit card. While this is a convenient method of making payments, it’s important to make sure that the general ledger is updated properly. This FAQ details the posting of this type of transaction.

Note: Paying an invoice with a credit card impacts the general ledger differently than a debit card and as such is handled in a separate FAQ.

Entering the Invoice

The invoice is entered as it would normally be entered. The general ledger distribution will be made as it normally would be made, meaning there will be a credit to accounts payable and a debit to the appropriate expense account. When the invoice is paid, accounts payable will be debited and cash will be credited. If this invoice is going to be paid with a debit card, then go ahead and make the payment type a bank debit. If the payment type for the invoice is unknown at this point, then select check as the payment method. The payment method can be changed from check to bank debit prior to making the payment.

Note: If the payment method is going to be changed, it must be done before scheduling the invoice for payment. Once scheduled for payment, the invoice will have to be un-schedule in order to change the payment method.

Paying the Invoice

At some point, either the vendor will be provided with a debit card number or someone will go online to pay the invoice. After confirming the payment accounts payable will need to be updated.

The first thing that should always be done is to run the debit card transactions in a separate run. This gives a separate listings and makes for an easier audit. Always save the listings in a consistent manner.

Example: Date-Debit Card Payments. i.e. 2013-04-01-Debit-Card-Payments.

Since the debit card subtracts the cash directly from the checking account, it functions like a check payment in that it debits accounts payable and credits the cash account. The only thing that will need to be done is to change the payment type to Bank Debit.

Someone will still need to go through the payment process, but they will not assign check numbers. After running the update, the history inquiry will show the payment type as a debit card. Instead of a check number the system will generate a number for the transaction.

The Audit Trail

If payments are made at the vendor’s website, then make sure to save the online receipt. In many cases, the receipt can be emailed to the address on file. If emailing the receipt is not an option then there are numerous programs that will capture and print the screen and in most cases the webpage can be printed and saved as a PDF.

It is recommended that a separate sub-folder be set up in the accounts payable folder for receipts. An example of a good naming convention for receipts would be:

2015-01-01-Debit-Card-Receipts. If there is a need to be more specific, then the vendor’s name could be added to the end of the folder name i.e. 2015-01-01-Debit-Card-Receipts-Ace-Supply

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Paying the Sales Tax when an Invoice is Paid in Full

Many distributors pay sales tax when the original invoice is generated. However, in some localities, the option can be elected to pay the sales tax when the invoice is paid in full. This FAQ explains the process that would be used for setting up and paying sales taxes when the invoice is paid in full.

Note: Any decision regarding the timing of the payment of sales taxes should include a discussion with your accountants and taxing authorities. There is also a timing consideration when switching from one method to another.

*Switching from one method to the other should be made with caution and a clear understanding of all of the tax laws in your sales territory as well as the way the software handles the identification of the sales tax.

Getting Started

The first step is to set the System Options file field 265 to 1, for Yes.

The second step involves the tax indicators for each customer in the Customer Master file. There is a question, at the bottom of the screen: Tax Distribution on Invoice Date: Yes or No?

If the response is yes, the system will report the sales tax payable based on the invoice date (which might be considered the standard method of remitting sales taxes).

If the response is no, the system will report the taxes are payable, when the invoice is paid.

Both the System Options flag and the Customer Master File for each customer must be set for this feature to work.

Note: The question is asked for each customer. This allows for variance in methods between customers in different states.

The Daily Invoice Register
The Daily Invoice Register does not change. It shows the taxes calculated.

The Sales Tax Distribution Report
The Sales Tax Distribution Report also does not change. The calculated taxes will be shown by taxing authority. This will show the appropriate sales taxes payable for all taxing authorities regardless of whether they are paid with the sale or when the invoice is paid in full.

Note: The Sales Tax Distribution report shown at the end of this FAQ (which is based on the WB710 History file), will provide the same information as the current Sales Tax Distribution as well as the ability to see invoices marked as paid in full. The previous Sales Tax Distribution report will only show invoice detail based on the date of the invoice not detail based on the date the invoice was paid.

End of Month Processing

As Cash Receipts are processed during the month, each invoice will be flagged, when it is paid in full and when the balance goes to zero. The Accounts Receivable End of Month Update moves all of the paid invoice detail to the Tax Distribution Detail History File (WB710).

When it is time to see what invoices have been paid in full during the month and consequently the sales taxes that need to be paid, the Tax Distribution Detail Report will need to be run.

The Sales Tax Distribution Report (WB710_R)
The Sales Tax Distribution File (WB710) is a permanent file that can be referenced at any time, even after the month is closed.

Each invoice detail record in WB710 has a date field that indicates when the sales tax becomes payable. If the sales tax is payable in the month the item is invoiced, then the date will be set to the date of the invoice.

If the sales tax is payable in the month the invoice becomes paid in full, then the date will be set to the date the invoice was paid in full.

When the Tax Distribution Report Is run, then you could potentially see sales tax detail for taxing entities that require the sales tax be paid based on the date of the invoice as well as taxing authorities that allow the payment of sales taxes when the invoice is paid in full.

Choose Summary or Detail and the Range of Dates

The Summary Option was chosen for the report shown below which will show the total amount of taxes due based on the invoices that were paid in full (balance went to zero) during the month entered in the date range.

If Detail was selected, all of the invoices that were paid in full (along with detail for sales tax remitted based on the invoice date if there is any) during the time period selected would be shown.

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Paying a Vendor Invoice with a Credit Card

It is becoming increasingly common to pay vendor invoices with a credit card. While this is a convenient method of making payments, it’s important to make sure that the General Ledger is updated properly. This FAQ details the posting of this type of transaction.

Creating a New Bank
When a standard invoice is paid, the general ledger entries will be: Credit – Cash and Debit Accounts Payable. However, when an invoice is paid with a credit card cash doesn't to be reduced because that will happen when the credit card bill is paid. The solution is to set up a separate Bank for each credit card. If the normal bank is 01 – First National Bank, make a second bank, 02 – American Express or 03 – VISA.

When the invoice is entered (see below), select credit card, go to the miscellaneous screen and choose the bank for American Express or the bank for VISA. When the payment is updated, the amount of the invoice will be posted to the American Express bank just like a check would be posted to the normal bank account. In addition, changing the bank (in this case to 02) to American Express in the bank reconciliation program will show every invoice that has been paid with the American Express card (this provides an additional audit trail).

Entering the Invoice
The invoice will be entered as it would normally be entered. If it is certain that the invoice will be paid with a credit card, select the payment type as a credit card and then select the bank that matches the credit card. If it is uncertain how the invoice will be paid, then select check as the payment method. The payment method can be changed from check to credit card anytime. Remember that if the type is changed to credit card the appropriate bank will need to be selected on the miscellaneous screen.

Note: if the payment method is going to be changed, this must be done before scheduling the invoice for payment. Once scheduled for payment the invoice will need to be unscheduled in order to change the payment method.

The General Ledger Distribution
When an invoice is paid with a credit card, it is being shown as paid when the transaction happens, but that same amount will show up on the credit card statement. If the phone bill is paid with a credit card, then it will be expensed to the phone expense account. If the entire credit card bill is expensed, then the phone bill will have been expensed twice.

One solution to this problem is to have a credit card just for bills. The default general ledger distribution for the credit card vendor would be to a dummy account "Invoices Paid with a Credit Card” and the expense would be handled when the invoice is entered. The dummy account would not be included in the financial statements and the accountant would be aware of this process.

If a separate card is less than ideal, then it will need to be determined when to expense the invoice. This could be in the original invoice entry or when the credit card statement is entered. If the invoice is expensed when it is entered, then the amount of that charge will need to be distributed to a dummy expense account as discussed above. If the invoice is expensed when the credit card statement is entered, then the original invoice entry will need to be posted to a dummy expense account.

We strongly recommend two things. First, use a separate credit card just for payments in the manner we are discussing. This will simplify the general ledger distribution process. Second, consistently pay a vendor with a credit card. If the invoice is paid one month with a check and the next month with a credit card, eventually, there is likely to be a mistake and have an entry posted to the wrong bank.

Paying the Invoice
At some point the vendor will be provided with a credit card number and the invoice will be paid. Accounts payable will now need to be updated.

The first step is to Schedule the invoices that need to be paid with a credit card. Credit or debit card transactions should always be processed in a separate run. This gives separate listings and makes it easier to audit. It may also be beneficial to process each card (American Express, VISA, etc.) in a separate run. Whether the credit card payments and/or debit card payments are combined into one run or multiple runs will be determined by the preference for detail.

Note: Always remember to change the bank to the appropriate credit card bank when running the payments. If the normal bank is used instead of a credit card specific bank, the amount of the payment will be deducted from the checking account which is what doesn't need to happen. If that happens, then the entries will need to be manually reversed in the bank reconciliation program. Then the correct entry will need to be created in the appropriate credit card bank reconciliation file.

The payment process is just like paying with checks except there is a different bank and check numbers will not be assigned. Run the updates and save the payment registers as normal.

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End of Day Invoice Processing

As orders are entered each day, they (delivery tickets) are stored in the delivery ticket file (OE200). At the end of the day or the established cutoff time, each order will need to be finalized. This process gives the chance to review each ticket and make sure that the gross profit margins are acceptable and that the ships and returns have all been entered.

Note: Click here for a training video on this topic.

Finalizing Your Tickets
To start the process, go to the Finalizer and follow these steps:

1. Select the appropriate sort order and date options. Multiple dates can be chosen, but from an audit standpoint it is better to process one day at a time.

2. Make any changes needed to the delivery tickets. This would include cylinder returns, correcting pricing, etc. If the ticket number is in red, then the profit margins on that ticket are below the margins that were set. At this point, it should be confirmed that the pricing is correct. If there is a red asterisk in the CYL column it means that there are cylinders on that ticket and it should be confirmed that the ships and returns were entered correctly.

3. Once all of the changes have been made it will be time to finalize the tickets. Select each ticket that has been finished by clicking on the box to the left of the ticket. If it’s preferred, you can wait until all the changes have been made and select all tickets by clicking on the box with a check mark in it next to the order number heading.

4. When the finalize button is selected, the type of ticket is changed from delivery ticket to on account. However it is still in the delivery ticket file (OE200).

5. When finalizing, make sure to use the correct ship date when prompted.

Moving the Tickets and Orders into the Daily Invoice File
After the delivery tickets and orders have been finalized, they will need to be moved into the Daily Invoice file so that they can be updated.

Note: the Finalizer program does not update the orders and tickets in the sense of applying them to the customer account. It simply prepares them for updating in the billing update which will be discussed later.

Here are the steps for moving the tickets and orders to the Daily Invoice file:

1. While still in the Finalizer program, use the order type filter and select all types. Each ticket that is ready to be processed will need to be selected.

2. Next, select the Update button at the top of the screen. This will move the tickets into the invoice file for processing. The program will move the finalized orders into the Daily Invoice file when the update button is selected.

Updating the Invoices
1. The first step in this process is to run the invoice register and check for errors. It is recommended that the register be printed to the screen using the PDF printer option. This will make it possible to do all of the error checking without ever having to print the register.

2. If any corrections need to be made:

Go to Point of Sale > select Options at the top of the screen > Order Mode > select Invoice Entry.

At this point in the process, changes cannot be made with the Point of Sale programs.

3. Once the errors have been corrected (the register will need to be re-run if corrections were made) the register will need to be saved using the PDF printer option. We recommend setting up a directory for billing registers with a sub directory for each year and one more sub directory for the month and year. When the register is saved, try giving it a name that helps in finding the desired register.

Example: 2015-01-15-Billing Registers.

This format puts all of the registers for the month in date sequence. If the register is misplaced by putting it in the wrong directory, then it can be searched for by the name.

4. Invoices are now ready to be printed:

Go to Billing > Ticket Invoice Processing > Invoice Printing > choose the printer. The choices here are to print all invoices or a selected date. Regardless of the option selected, the register must have been run with the same options.

5. Invoices can be printed, emailed or faxed.

Note: if invoices are going to be emailed or faxed to customers, then they must have email addresses and/or fax numbers in the contact file.

The invoices with the appropriate contact information will be emailed or faxed and any invoice without an email address or fax number will be printed to the assigned printer.

6. After the invoices have been emailed, faxed or printed, the Daily Invoice Update is ready to be run.

Note: for data security reasons, everyone must be out of CylTech 2 before this update can be run.

To run the update: go to Billing > Ticket Invoice Processing > Invoice Update. Enter the appropriate company letter and use the same date option that was used when running the invoice register. If the invoice register was run for all dates, then leave the date blank. If the update is to be run immediately (with everyone off of the system) press enter to pass through the timer option.

7. If it is not practical to have everyone off of the system during the initial process, then the update can be scheduled for a later time i.e. midnight. The option to enter a scheduled time for the update to start is found on the last screen.

Backing Up Your Files
It is recommended that all files be backed up before running the daily invoice update. If there is a power failure during the update, then the process would have to be restarted and the data possibly re-entered. To avoid this scenario, set the backup to start at a specific time each day. A recommended option would be to set the backup to start at 9:00 p.m. and the update to start at 11:00 p.m. Each environment is different, therefore we recommend discussing the options with your Support Representative to find the best approach.

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Processing Cylinders at Point-of-Sale

In order to efficiently process cylinders with serial numbers into CylTech 2, when customers come to the sales counter, there must first be established a policy regarding how they will be processed. This simply means where will the process begin? Will it begin at the dock or at the sales counter?

Starting the Process at the Dock
If you’re considering starting the process at the dock, then are only cylinders being handled? Is the customer just dropping off empty cylinders and picking up full cylinders? If there is no reason for the customer to go inside, the entire process can be handled at the dock by using Palm Order Pad (POP) on a handheld computer.

The process would be to start a ticket on the handheld computer, enter the customer number (or search for it), enter the ships and returns, total the ticket and then print the receipt. For consistency and simplification, it is recommended that the same blue tooth printer be used at the dock as would be used on the truck. Note: tickets created on the handheld computer will not have the same exact numbering scheme as at the sales counter since the handheld computer is not creating a ticket in CylTech 2 or using the same numbering scheme. There is an option to enter a beginning order number series on the handheld. When doing this, it’s a good idea to make the alpha prefix represent the handheld name (operator). If all of my dock tickets began with DK, as an example, I would know just by looking at the number that the ticket was started on the dock.

Once the starting ticket number is entered, the handheld will automatically increment each time a ticket is added (much like the numbering system in CylTech 2). Tickets created at the dock will be easily identified, but they will not fall in sequence with your counter tickets. *If you want all ticket numbers to be sequential, you will need to start the process at the sales counter.

Something else to take into consideration is how cash (if any) will be handled. If all sales are entered as delivery tickets or on account sales, this will not be an issue. If cash or credit cards are involved, then it would be better to start the process at the sales counter.

Also, while this method is more suited for handling cylinder transactions, it does not eliminate the possibility of selling hard goods at the dock as long as the money issue described earlier is taken into consideration.

Starting the Process at the Sales Counter
When the process is started at the sales counter, there is an added advantage of being able to handle any type of transaction including cash, check or credit cards. These transactions could be handled at the dock, but many distributors prefer to not deal with additional cash drawers on the dock.

In this example, the customer would come to the sales counter, indicate how many empty cylinders were being dropped off and how many full cylinders they wanted to pick up. They would also purchase any hard good items they wanted. The ticket would be handled just like it is now. Once the ticket was finished, the customer would take the ticket and go to the dock where they would unload their empty cylinders and load their full cylinders.

Using the handheld computer, you would enter the order number, customer number, the cylinders returned, the cylinders loaded and then print a receipt for the customer using a blue tooth printer. Note: In this example, the billing has already been completed so the person on the dock is only capturing empty cylinders returned and full cylinders shipped.

The printed receipt could then be stapled to the ticket as proof of delivery. In all examples discussed, the customer would sign on the handheld computer and the signature would be captured for proof of delivery.

Printing Serial Numbers on the Invoice
If you choose to use the Palm Order Pad (handheld invoicing) at the dock, the serial numbers will be on the receipt given to the customer. If the process is started at the sales counter, then the serial numbers will be printed on the receipt attached to the delivery document or invoice.

Regardless of the method used, if an invoice is sent out to the customer, then the serial numbers for the cylinders returned and picked up can be printed on the daily invoice and the cylinder rental invoice.

Synchronizing the Handhelds
The handheld computers should be synchronized once a day and this should be done at the end of the day.

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Reprinting Financial Statements

The General Ledger system has the capability to reprint financial statements after the close of the month. It‘s very common for distributors to leave a month open while waiting for specific numbers before closing and printing the financial statements. While this feature allows the reprinting of a financial statement after the month has been closed, it will not allow changes to a closed financial statement.

Month to Date Transaction Update
The Month to Date Transaction Update takes the General Ledger transactions for the time period being updated and posts them to the Transactional History file (GL900). The transaction inquiry will allow the operator to see transactions for any time period, source or account number. This file will be used later to recreate the Monthly General Ledger Trial Balance.

End of Month Update
The End of Month Update for General Ledger creates balance records to be updated to the transaction history file (GL900), creates a copy of the Master File (GL100) and attaches a month and year to the name of the file. This will allow for the reprinting of financial statements.

Reprinting the General Ledger Trial Balance
The General Ledger Trial Balance print program gives the option to either print the current month or a previous month. If a previous month is specified, the program will prompt for the month and year to reference when reprinting the General Ledger Trial Balance. The program will look to the GL900 transaction history file for beginning balances and detailed transactions for each account to be listed on the trial balance.

Reprinting Financial Statements
The Income Statement and Balance Sheet both look to the General Ledger Master File (GL100) for the necessary data. Both programs function like the Trial Balance described above in that they will ask if you want to print the current month or a previous month. When a previous month is specified, the program will look for the Master File with the following name: GL100 (Month/Year) and pull in the appropriate data.

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How Do Price Increases or Decreases Impact Profit Margins?

Distributors are always looking for ways to increase profit margins. When this topic comes up, the discussion on pricing also comes up along with a couple of questions. Should prices be increased, along with margins, and face possible loss of sales? Should prices be decreased, along with margins, in the hopes of increasing sales and margins?

A few things to consider when these questions arise:

1. What happens if the prices are changed? If the margins are 40% and prices were raised by 5%, sales could actually Drop by 11% and the gross margin wouldn't change. If prices were raised by 10%, sales could drop by 20% and the margins would stay the same. On the other side, what happens when a sale is run? In most cases, to maintain the same margin, sales would have to increase dramatically. Staying with the 40% margin example, if prices were lowered by 10% sales would need to increase by 33% just to maintain the same margins.

2. What needs to be done if the decision is made to increase prices? There are a number of price increase programs available within in CylTech 2. There are also programs that will calculate retail prices based on the desired gross margins. The first thing to do would be to become familiar with how to increase prices across the board, by a specific percentage, for vendors or for groups of items. Your Support Representative can show you where the price increase programs are located and how to use them.

3. How much should the prices actually be raised? A place to start would be to simply raise prices across the board, but only by a few percentage points. Assuming costs have stayed the same and sales don’t drop dramatically, a little extra profit will be made by running a program.

4. How do you know if the margins went up or down during this experiment? There is a program, called The Investigator, designed to give this very information. Run the query for a date range and group of items prior to the increase, for example the last 60 days, to see what the sales dollars and margins were for that time period. Increase the prices, then run the same query for the 60 day period after the price increase and note the difference between sales dollars and margins. This same analysis can be conducted on a price decrease which answers the question "Did sales go up enough to justify the decreased price?”

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Inventory Stock Transfer

This Stock Transfer program is designed to provide a simple way to transfer stock between two locations. The stock numbers can be manually entered or a bar code reader that is attached to a PC or laptop can be used to scan the bar code on the item and bring it into the transaction program. The program can be run in a COBOL setting or added to the Personal Menu.

The first screen after starting the Inventory Stock Transfer program is shown to the left. The transaction number is automatically assigned as is the date after entering the shipping locations (to and from) for the stock items. It is also possible, within this program, to change how the cost is handled.

The second screen shows you the transaction screen. This program was specifically modified to speed up the process of branch transfers so that only the transfer transaction is available.

On this screen the Transaction number is automatically assigned and the From Location is filled in from the data provided. All that needs to be entered is the stock number and the quantity. The cursor will then highlight the To Location field. At this point, any of the remaining fields can be changed or the transaction can be saved by clicking OK.

Note: The comment section could be used for remarks like "for Customer 123”.

After entering all of the transactions, it’s now time to run the Inventory Stock Transfer listing (IN219_R) from the Run Program option or, if it has been added, from your Personal Menu.

On the third screen shown here you can preview the listing, which allows you to see it on the screen, print it to any printer, or exit the program.

If preview is selected, then the report shown at the bottom of the page will appear on the screen.

This is the layout of the preview option which shows the From Location and the To Location as well as all of the transactions.

Note: It is suggested that when the report is printed, that it is printed to a PDF file and emailed to the receiving location. This eliminates paper and gives the receiving location a document to compare what was shipped to what was received. This also eliminates the need to do any transactions unless there is a discrepancy.






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Processing Down Payments

This FAQ addresses the topic of dealing with down payments or advanced payments from your customers. As with many business topics there may be more than one way to handle a procedure. That is true with down payments. NOTE: These procedures are recommendations only. You should always consult with your accountant or CPA to determine if the defined process is appropriate for your company.

Building Your Records
The first step is to build two inventory records. The two records are DP (for down payment) and DPC (for down payment credit). You may also call them deposits or advanced payments.

Regardless of what you call them, this process describes a recommended method of handling payments received from a customer prior to receiving the product. Here are the two records you should set up:

DP When you set this record up, the part number should be DP and the description should be Down Payment. No price or cost will be entered. You will also need to set up a General Ledger Control Account for Down Payments. Your Credit will be to your liability account in General Ledger (Down Payments) and your Debit will be to Accounts Receivable.

DPC When you set this record up, the part number should be DPC and the description should be Down Payments Credit. No price or cost will be entered. You will use the same General Ledger Control Account for your Debit and Credits. Your negative amount entered for the credit will zero out the down payment account.

Notes:
1. Make sure you have an all the required fields such as UNIT and VENDOR entered into each record so that you do not get errors in the invoicing process.

2. Make sure your tax flag on the DP and DPC items are set to NO TAX. The tax will be calculated on the item when sold.

Processing the Down Payment
The first step after receiving the Down Payment is to invoice the customer for the Down Payment. It is recommended that you invoice the customer for the Down Payment for the following reasons:

1. The invoicing process gives you a complete audit trail. It shows up on your invoice register and also shows up as an invoice in your invoice history file.

2. The invoicing process gives you the capability to enter as much description as required on the invoice for audit purposes. You could enter a complete description of the equipment being purchased and the terms of the sale if there are multiple payments.

3. This process also provides a receipt for the customer which can be printed or emailed.

4. It allows you to create a final invoice to send to the customer that reflects the true amount owed (sales amount minus down payment credits).

5. The down payment invoice will show 100% profit since there is no cost. The down payment credit will show a negative 100% profit which will offset the original invoice. The gross profit on the actual sale will be what is ultimately reflected in your sales figures.

After entering the invoice, it will be updated as any regular invoice. The updating will post to your General Ledger accounts for Down Payments and Accounts Receivable. The Down Payment account is your liability account which can be used on your Financial Statements if necessary.

Once the invoice is updated, the cash, check or credit card can be entered through Cash Receipts. The payment posts to Cash and Accounts Receivable to finish this part of your audit trail. You still have the liability in your General Ledger for the Down Payment you received. This will be addressed next. In those situations where you have multiple Down Payments or Payments, you would simply repeat the process.

Applying the Down Payment
When you are ready to invoice the customer for the equipment, you will enter the invoice as you normally would. Let’s say that you sold a $30,000 piece of equipment and you had received a $10,000 Down Payment against the purchase. Here is what you would do:

1. Enter the invoice for the $30,000 piece of equipment.

2. Enter a line for the Down Payment Credit (DPC) with a negative amount of $10,000.

3. The negative amount of $10,000 will reduce the total amount of the invoice which it should. It will reduce your liability account for Down Payments by $10,000. Eventually when all Down Payments had been applied properly, the liability account would be zero. The General Ledger account for Accounts Receivable will be reduced by $10,000.

4. The total (net) of the sale will be posted to A/R. The net effect of the $10,000 Down Payment credit and the $30,000 sale will be an increase in the customers’ account by $20,000 and an increase in total A/R by $20,000.

The Audit Trail
The following example traces the process described above. The first step shows processing the down payment. The invoice shows one item DP for a down payment in this example of $5000. Make sure you have no delivery charges or taxes on this item. In the example below you can see the invoiced amount and a gross profit of 100%. The down payment credit will be an off set.

After the update, you can see the effects of the down payment in the Daily Sales Inquiry and The Investigator. In this example there is only one invoice and it shows 100% profit. The down payment is posted to the sales history file which allows you to find all down payments and down payment credits by customer, date or date range.

When you are ready to invoice the customer, you will generate an invoice for the item or items being sold and then enter a line item for the down payment credit (DPC) as a negative amount.

If you are unsure of the amount of down payments credited you can search The Investigator for that customer and that part number.

In this example you can see the welding machine and the down payment credit. Since the down payment credit is non-taxable, the taxes are only calculated on the item being sold. The customer receives an invoice that reflects their down payments and the payments they have made in advance.

If you click on Totals during the invoice entry process you will see that the gross profit on this invoice shows a negative. That is because the original down payment was 100% gross profit since there was no cost.

If you review the invoice register after processing this invoice you will see that the line item being sold reflects the true gross profit being earned on this item.

In this example we processed the original invoice for the down payment and the invoice showing credit for the down payment on the same day so you could see the impact on Daily Sales.

The total sales for the day reflect the sale of the welding machine and the true gross profit, demonstrating how the down payment and down payment credit off set each other. If you go one step further in the Daily Sales Inquiry you can see both invoices. The original invoice shows 100% profit while the second invoice shows the impact on gross profit on that invoice. The two paired together show the gross profit for the sale.

When you drill down to the invoice, you can see the item sold, the down payment credit and the taxes applied to the sale.

After all invoices relating to this sale have been posted, you can see the total impact. You have two invoices and three line items that work together to generate the appropriate sales and gross profit for this customer. You also have a detailed audit trail. Searching on one customer and either DP or DPC would show you quickly the down payments applied to their account and the down payment credits given.

The screen below shows the down payment and the down payment credit for this customer. If you have posted everything correctly, the net impact of these two should be a zero total.

Summary
This process provides you with a complete audit trail of your Down Payment. It also gives you the ability to leave the order as a quotation or delivery ticket so you are not impacting your Inventory accounts in General Ledger until you are ready to invoice the order.

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Spotting Problems From Uneven Cylinder Exchanges

It’s very important for welding supply distributors to be certain that cylinder balances are correct. Incorrect cylinder balance can negatively impact cylinder rent, customer relationships, and the value of the business. What is the best way to spot cylinder problems before they get out of hand?

To begin with, Order Entry and the Billing Register are designed to alert the user if there are uneven exchanges. What happens if the mistake gets past these programs and is updated? How will it ever be known that there was a mistake?

One answer to these questions is the Uneven Cylinder Exchange Inquiry (WI411_I). This program is designed to allow searching thru history for any time period and identify potential problems.

Getting Started
The Cylinder Transaction Inquiry (WI411_I) is designed to help the user search through transaction history and look for specific transactions that may be a problem. Here are some of the options for searching the transaction history:

1. Date Range

2. All Cylinder Types or One Cylinder Type

3. All Customers or One Customer

4. Display transactions where the balance changed more than a specified number of cylinders

This last option is the one that helps find potential problems. Let’s suppose that we’re talking to a customer and they claim that they have 25 cylinders onsite, but our records show that they are supposed to have 45 cylinders. It’s possible to go back and search all the delivery documents, but there is a more efficient way to research this discrepancy.

First run the program WI411_I or select it from the Menu. This screen will appear:

Next, enter the date range that needs to be searched. In the example shown here, we’re looking for a problem in September of 2013 so that is the date range we selected.

In our example, we only have a handful of transactions, but the typical distributor might have hundreds or thousands of transactions. How can this search be narrowed?

In the example, we had a discrepancy of 20 cylinders. That is our starting point.

Select the option to Display cylinder transactions where the cylinder balance is changed by more than __ cylinders.

Then enter the amount of the discrepancy, in this case 20 cylinders. Below is what the screen would display when asked for transactions where the balance changed by 20 or more cylinders:

This screen shows the likely culprit. The customer says they returned 20 cylinders, but we show 0 returned. A quick check of the original delivery document could confirm the source of this discrepancy.

Summary
While the example shown here is for a specific problem, the program could be used to look for potential problems. A good practice to follow would be to run the program weekly and look for issues that could cause problems, like uneven exchanges.

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Analyzing Gross Profit

There are a number of different ways to view gross profit within CylTech 2. This FAQ will cover a few basic options that can be used to look at gross profit for a company. We will start at a high level and then show how to drill down to very specific details.

The Executive Inquiry
This tool gives a snapshot of the health of a business each time it's run. One section of the Executive Inquiry deals with sales and profitability. In this example, sales and gross margins are expressed as a percentage for the month and the year. This is a great place to start for a quick snapshot of the overall gross profit margins.

The Daily Sales Inquiry
This tool offers the capability to drill further down into the gross profit analysis. It gives the capability to look at sales and gross profit for virtually any time period. By varying the time period selection, sales and gross profit for one time period can be compared against another. For example, the sales and gross profit for the last six months might be compared against the same time period last year to see if sales and gross profit are up, flat or down. This can be done by simply changing the dates of the time period that needs to be viewed and compared. The inquiry shows the sales and profitability for individual days and for the time period selected. By clicking on a specific day, it's possible to drill down further and see profitability on specific invoices.

Customer Inquiry
In this example from the Customer Inquiry, it's possible to see more than just Gross Profit. This screen factors in the number of deliveries, the number of invoices and the average balance of the customer to come up with a very accurate gross profit. We can see that by the time the expenses are added our gross profit drops. A customer that buys $10,000 on one invoice and picks up the merchandise is much more profitable than a customer who buys the same amount on 20 invoices and wants it delivered. This query helps make those differences visible.

Order Entry
The second example checks every line item for the desired profit margin. If margins are below the desired level, the operator will get a warning. The screen here shows how it's possible to view the profitability on a ticket before it's closed out. This is an excellent feature to use when preparing quotes.

Note: The visibility of gross profit on this screen is controlled by security levels. This allows control over who can and cannot see this screen.

The Investigator
This tool offers the ability to analyze profit in a number of different ways. The option list (shown below) gives the ability to analyze gross profit by any of the options shown.

One very powerful, quick and easy way to analyze gross profit with this tool is to use the GP Margin % option. Enter the minimum acceptable gross profit expressed as a percentage, a time period and the query will show you any item sold during that period that fell below the minimum threshold. Using The Investigator in this way helps in spotting products that may not be priced properly.

This product can also be used as a commission report. Simply run the query by salesman and see total sales and profitability. It is also a quick easy way to see the average gross profit margin for each sales person.

It helps to identify profitability by:

  • Customer
  • Invoice
  • Store/Branch
  • Salesman
  • Vendor
  • Class/Category
  • Part Number

Once the data selected has been viewed, it can be printed out or exported to a tab delimited file.

There are additional reports available for looking at gross profit and the ODBC tool can be used to extract data into an Excel spreadsheet for further analysis.

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Reconciling Credit Card Payments and Deposits

This FAQ was designed to give a good example of how to post and track credit card payments. When posting credit card payments to a customer account, the process is virtually identical to posting regular cash receipts with a few exceptions. The biggest difference is that credit card deposits do not hit the bank for two or three days after they are posted to your customer's account.

Posting the Credit Card Payments
Always run the non-check payments in a separate batch. This will produce a separate listing for credit card payments and will make it easier to audit in the case that someone has a question.

Choose the appropriate payment type (shown in the box) and apply the payment. When the payment register is run, the totals for American Express will be separated from the other payment types.

Try to always save the payment register with a distinct name. This will make it easier to find should the need arise.

An example might be: 2014-07-01-Credit Card Payments.

This will save time and eliminate searching through standard cash and check payments to answer questions about a credit card payment. If there are a lot of credit card payments, you might want to have a separate directory for credit card payment registers. Such as: 2014-Credit Card Payments. In getting even more organized you might have a directory for each month like 2014-07-Credit Card Payments. The more organized the files are, the easier and faster it will be to find the answer.

After selecting the payment type, everything else will be the same. When finished with the payments, run the register and save it to the appropriate file. The total on the payment register is the total that will post to the Bank Reconciliation program. After running the update, the Bank Reconciliation program can be used to confirm your work.

The Bank Reconciliation Program
As was mentioned earlier, the credit card payments will post directly to the Bank Reconciliation program. Here is an example of a posting for American Express and VISA.

The credit card deposits have posted directly to the Bank Reconciliation program. The box on the far right is clear, meaning that it has not cleared the bank. Once it clears, the box will need to be checked to indicate it has cleared and then reconciled at the end of the month.

Summary
Following these simple steps will make it easier to post credit card payments, find them in the event of questions or an audit, and reconcile to make sure that all payments applied have made their way to your checking account.

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Tracking Customer Owned Cylinders with Cyltech 2 and AcuTrax

Most distributors face the issue of dealing with customer owned cylinders at one time or another. The good news is that customer owned cylinders can be tracked in CylTech 2 and AcuTrax. The most common method of tracking customer owned cylinders involves establishing a starting point by identifying the customer owned cylinders. Then swapping customer owned cylinders for distributor owned cylinders when the customer needs more gas. This FAQ will focus on the more common method of exchanging customer owned cylinders for distributor owned cylinders.

Establishing the Starting Point
For the purpose of this FAQ we will assume the customer has two large oxygen cylinders and wants to begin buying gas from the distributor. We will also assume that cylinders will be swapped and the customer will get a distributor owned cylinder full of the appropriate gas.

Using a handheld, the operator would attach a bar code to the cylinder and then capture the information shown in the screen image on the right. The bar code would be scanned and then the serial number, cylinder type, manufacture date and pressure test date would be entered. The remaining fields are optional.

By capturing the Next Pressure Test Date, the program will be able to alert the operator when the cylinder is within 30 days of the Next Pressure Test date. This will help the distributor when it comes time to bill the customer for the pressure test cost. On the following page, AcuTrax asks several questions, one of which concerns ownership. The other questions are optional.

You can see here that the box beside Customer was checked, indicating it is a customer owned cylinder. Beside the Owner Number tab is the number assigned to the customer who owns the cylinder.

This process would be repeated for each customer owned cylinder that the distributor will be tracking.

When the transactions are passed back to AcuTrax, a new cylinder record will be created. This new record will show that this customer has a Large Oxygen (LA-OX) cylinder with the Serial #456 and the database will now show serial #456 owned by customer 61710000.

The cylinder now has a bar code, is in the serial number database and is coded as being customer owned. It can now be shipped or returned just like any other distributor owned cylinder.

Note: The customer ownership information stays with the cylinder as long as it is in the distributor’s database. Regardless of where the cylinder is shipped to or returned from, the distributor will always be able to search the database and know the exact location of serial #456 and that it is owned by Customer 61710000. A search of the transaction history file will show the original transaction and any other transactions involving that specific cylinder.

The Audit Trail

The first step in tracking the customer owned cylinder is adding it to the database as shown above. The next step is to update the serial number records to show that the cylinders are at the customer site. The distributor does this by shipping the cylinder to the customer which is accomplished by creating a ship transaction. Shipping the cylinder to the customer causes the status of the cylinder to become Customer Site (CS). After shipping the cylinder to the customer, the records would indicate that the customer had one cylinder in their possession and that they owned it.

Typically a Delivery Document or Delivery Ticket is created for the transaction and the ticket number is entered in the transaction for audit purposes. The driver would ship the customer owned cylinder to the customer (this assigns the cylinder to the customer). AcuTrax now has the serial number, the customer number and the delivery ticket number documenting the entire transaction. If the customer questions the transaction, the distributor can go to AcuTrax and search on the ticket number. A sample screen is shown at the top of the next column.

This detail screen from AcuTrax shows the order number in question (20130420), the date, the signature of the customer and an option to show the serial numbers on the screen by clicking on Cylinder Detail. Assuming the customer wanted proof of the transaction, the distributor can click Email and the entire detail of the transaction, including the signature of the customer, will be emailed to them.

As one more piece of the audit trail, the original Delivery Ticket can be retrieved from CylTech 2 using the Customer Fast Inquiry and Searching the Invoice History. This shows that the operator shipped a large oxygen cylinder. The serial number was printed on the document (456) and a comment line was added showing that the transaction was for adding a customer owned cylinder to the database. This document can also be emailed from the inquiry to the customer.

The Impact on Rent
The Customer Cylinder Inquiry will show the total number of customer owned cylinders that the distributor is tracking. When calculating cylinder rent, the number of customer owned cylinders is automatically subtracted from the number of cylinders that are subject to rent. This insures that the customer is not billed for rent on cylinders they own. The cylinder rental invoice also shows the number of cylinders that are customer owned for verification by the customer.

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Creating Fill Cylinder Transactions with the Cylinder Totals Program

The Cylinder Totals program offers a number of different types of cylinder transactions. This FAQ addresses the topics of how best to update your cylinder totals records from empty to full once they have been filled and to reduce your bulk gas record to reflect what has happened.

Filling Cylinders
This screen shows the cylinders that are sitting on the dock or in the warehouse full of gas ready to be shipped. To keep the full and empty cylinder records accurately updated, fill transactions will need to be created whenever cylinders are filled.

Entering the Fill Transaction
Entering the transaction is simple. Just enter the transaction date, then the program assigns a reference number or a pre-assigned number can be entered.Next, select the transaction type, which in this case is Fill Cylinders.

Enter the type of cylinders that are being filled, the bulk gas stock number and the gas stock number used for the cylinders. If you are having trouble understanding how the bulk gas record and the cylinder gas record function, please contact your Support Representative.

All that is left is to enter the number of cylinders filled and a brief description of the transaction. As soon as the transaction is finished, the program will reduce the bulk oxygen record by the amount of gas pumped into the cylinders. It will also increase the amount of gas in the stock number used for the cylinders. The number of empty cylinders will be reduced by the number of cylinders filled and the number of full cylinders will be increased. When updated properly, the Cylinder Totals program inquiry provides a quick simple way to view cylinder inventory.

Viewing the History
The transaction inquiry shown below is accessed by double clicking on the OX251 line shown in the first screen image above. The inquiry gives the capability to see more detail behind the fill transactions. In this example, we can see how many oxygen cylinders were filled in the first week of June. Changing the dates makes it possible to see how many cylinders were filled in a day, week, month or longer. This feature also provides the capability to easily compare time periods.

Exporting Data
The first example at the beginning of this FAQ shows the main screen with options selected to show totals for full cylinders on the dock. To export this data (or other similar data in this program), click on File > then Export Data. Give the file a name and tell the program where to save the file. The tab delimited file can then be pulled into Excel to manipulate the data.

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Accounts Payable Controls

Most distributors understand the need for balancing controls with Accounts Receivable and have implemented the appropriate controls. We have seen in many cases however, where the same controls do not exist for Accounts Payable. The reasons are varied but regardless, the same controls still need to exist. When no controls exist invoices can be entered twice and vendors paid multiple times or paid the wrong amount. Each mistake takes time to correct.

Here are a few suggestions for implementing good Accounts Payable Controls:

1. Minimize the number of people involved. A company may be large and perhaps need a number of people to handle all of the invoices, but the process still needs to be focused. One person who really understands the task is going to do a better job than two people who kind of understand the task.

2. Separate the Accounts Payable invoice entry from the Purchasing function. There is an invoice entry feature in the Purchase Order programs, but that is to make it easier for Accounts Payable to validate pricing, quantities, etc. Once again, this will be impacted by the size of your company. It is still good from a control stand point to separate this process.

3. Run Totals. When you start the process, run a total on the number of invoices that will be entered and the total amount of those invoices. Balance these two numbers against the purchase journal after the invoices have been entered.

4. Use the actual Invoice Number. Only use the invoice number creation button when there is no invoice number. The invoice number generation feature is meant to be used for utility bills or credit card statements where invoice numbers may not be available. The Accounts Payable program looks for duplicate numbers, so using the vendor’s invoice number reduces the possibility of entering the same invoice more than once and ultimately paying the vendor twice.

5. Check-Off the Invoices. Always mark invoices as ENTERED after they have been processed into Accounts Payable. Whether a paper file is maintained or the invoices are scanned and stored digitally, this can provide proof that the invoices have been entered.

6. Look for the Abnormalities. When the Purchase Journal is run, learn to look for the abnormal conditions. This means that if you typically buy $100 a month from a vendor and now you have an invoice for $10,000, there may have been a mistake made. This is one of the main reasons to run a total on the amount of the invoices. It is also another reason to restrict the number of people involved in the process. After a while, an experienced person will recognize the abnormal situations and be able to make changes as needed.

7. Check your Work. Always double check the work. It is easier to correct a mistake before everything is processed and it takes a lot less time.

Summary

Minimize the number of people involved, run a tape on the total number of invoices and the total amount of those invoices, always use the vendor invoice number when available, compare your total to the purchase journal and double check all the work.

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Disaster Recovery

Howard Ruff, author of numerous financial planning books has been quoted as saying "It wasn't raining when Noah built the ark”. His reference was to financial planning, but the same notion applies perfectly when it comes to planning for disasters. Many business spend a great deal of time planning on how to grow their business while ignoring what might happen if they ever experience a major disaster such as a fire or hurricane.

Don’t feel alone if you don’t have a plan. According to industry statistics, despite major disasters like Hurricane Sandy that struck the east coast in 2012, less than one-half of all businesses say they have a disaster recovery plan. When asked, most of those businesses with disaster plans said they had not tested their plan. Not testing the plan is almost like not having one.

The consequences of not having a plan for a disaster are sobering. The numbers vary depending upon the source, but according to the U.S. Small Business Administration, 25 percent of all businesses do not reopen after a major disaster.

So where is the starting point? Unfortunately, this typically is not a problem to be solved in one short meeting over coffee. Planning for disaster recovery requires time and resources and it needs become an integral part of the business plan. The following points will give a good "jumping off" point.

1. Develop Your Plan. The first step in developing your plan is to bring together the people most impacted by a major disaster. Start asking the question "What do we do if?” For example, how would we know what our customers owe us? What do we do if we can’t process invoices or pay bills? How do we notify our customers and what do we tell them? How do we order product? Is our data protected?

2. The next part of the plan is to Assign Responsibilities. Who will get the message about the disaster out to our customers? This person will be responsible for emailing, calling, texting or faxing every customer to let them know what has happened.

Assigning someone to develop an inventory of what the business owns is important for insurance claims.

Give someone the responsibility of scanning important documents. This will include insurance documents, tax returns, payroll records, etc. Scanning doesn't have to be expensive. The Neat Company markets an inexpensive scanner that is simple to use and quick to setup.

Assign someone the task of installing a backup product, like Carbonite, to automatically backup everything that is on the PC. Carbonite's backup is simple, easy, continuous and in the event of a disaster the company would have access to all of the important records.

As part of the plan, make sure that company data is not only backed up, but a copy is stored off-site. This should go beyond the basic backup that Carbonite performs. This backup should be a restore drive/mirror image (a copy of the server drive with all software and files) that could be installed into any server. Most software providers are also providing cloud based systems that eliminate servers and give access to company data through the internet.

3. Work Your Plan. After all the time invested in growing the business, it's best to make sure that the new plan functions the way it was envisioned. In the beginning this may mean regular meetings to check on progress and to see if an area of the plan needs to be adjusted. The point of working the plan is to make sure that progress is being made, documents are being scanned, data is being backed up and the proper procedures are in place.

4. Audit Your Plan The final step is to periodically audit the plan. It's great to have the backups automated but more than one company has backed up their data only to realize, at the most unfortunate time, that the data could not be retrieved. In other words, test your backups.

Make sure that all needed reports can be found easily and quickly. This might look like asking the person in charge of the financial reports for a specific purchase journal from last year. Regardless of the process that is tested, the point is to make sure that the plan is functioning properly.

None of us know when disaster will strike. We don’t know when the next earthquake, tornado or hurricane will hit, but history has proven to us that they do happen and they will happen again. Being prepared will significantly improve any companies chances of recovery.

Just remember what Howard Ruff said "It wasn't raining when Noah built the ark”

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Handling Drop Stations Using Cyltech 2 and AcuTrax

A distributor will sometimes ship cylinders to a Drop Station to make it more convenient for rural customers to pick up and return cylinders. Drop Stations are typically geographically closer than the gas distributor to the end user and may be open on days such as Saturdays and Sundays when the gas distributor would not be. A Drop Station might be a farm supply store for example.

This FAQ addresses the environment where the gas distributor is using CylTech 2 and AcuTrax to track the cylinders movements. The gas distributor would be using a handheld computer to ship cylinders to the Drop Station, but the Drop Station would not have a handheld computer.

Shipping Cylinders to the Drop Station (no handheld computer involved)
A ticket would be created in Cyltech 2 shipping (for example) 10 OX244 cylinders to a Drop Station. The Drop Station would have been set up as a customer in Cyltech 2 but also flagged as a Drop Station. There is a field in the Cyltech 2 Customer Master file called Drop Station.

When the cylinders are shipped from the gas distributor to the Drop Station the shipment is treated, by AcuTrax, as a transfer of the cylinder asset from the gas distributor to the Drop Station. The Drop Station in AcuTrax is coded as a Location which tells AcuTrax to not change the status. Instead of becoming CS or Customer Site at the Drop Station, the status would still be DF or Dock Full. If the status is anything other than DF a warning will display in Order Entry. If the status is DE or Dock Empty, the operator would have to correct the error or change the number to a cylinder with the correct status before continuing.

In this example, 10 OX251 cylinders are shipped to the Drop Station. After updating the transactions, the customer cylinder record in Cyltech 2 would show the Drop Station with 10 OX251 cylinders. In AcuTrax each of the 10 OX251 cylinders would be shown by serial number at the Drop Station with the status DF. The cylinders are shown as DF rather than CS because the Drop Station is acting as a warehouse for the gas distributor. If AcuTrax were queried it would show the Drop Station being treated as a location, with 10 OX251 cylinders and all cylinders would have a status of DF.

Shipping Cylinders to the Farmer (Example)

Since we mentioned earlier that Drop Stations are often in rural environments, we will assume for our example that the customer is a farmer. The farmer wants to return their empty OX251 cylinder and pick up a full OX251. The Drop Station is going to complete the exchange of the cylinder asset and note in the Ship/Return Log the information about the farmer including date, serial number, etc.

Both the cylinders shipped to and returned by the farmer are entered into the Drop Station log. The contents of the cylinder are billed by the Drop Station to the farmer and have no impact on this transaction.

Entering the Transactions for the Farmer in Cyltech 2

Periodically the gas distributor driver returns to the Drop Station, picks up the empty cylinders, drops off more full cylinders and picks up the log that has been created by the Drop Station showing all the Ships and Returns.

From the log, the gas distributor will create tickets in Cyltech 2 for shipping full cylinders to and returning empty cylinders from the farmer.

For a full shipment to the farmer, the transactions created will do the following:

1. AcuTrax Moves the shipped cylinders from the Drop Station (DF) to the farmer (CS)

2. Cyltech 2 Reduces the number of OX251 cylinders in CylTech II for the Drop Station by the number of cylinders shipped.

3. Cyltech 2 Increases the number of OX251 cylinders in Cyltech 2 for the farmer by the number of cylinders shipped to him.

For returned cylinders the following would happen:

1. The cylinders were already moved from DF at the Drop Station to CS so the transaction will simply return them from the farmer.

2. A ticket will be created to return cylinders (both shipped and returned cylinders will be on the same ticket).

3. The return transaction will update the AcuTrax records to reduce the number of cylinders for the farmer (CS) and increase the number of cylinders on the dock for the gas distributor (DE)

4. The number of OX251 cylinders shown in Cyltech 2 for the farmer will be reduced by the number of returns.

In summary, the gas distributor will do the following:

1. Drop Stations in AcuTrax will be coded as Locations.

2. Drop Stations in Cyltech 2 will be coded as Drop Stations

3. Create a ticket shipping the full cylinders to the Drop Station. Set up the Drop Station as a location and flag it as such in Cyltech 2. The shipped cylinders will be shown as DF at the Drop Station location.

4. When the log is picked up, a ticket will be created to ship the cylinders to the farmer. Cylinders now have a status of CS for the farmer and are moved off of the Drop Station account.

5. Returns would/could be on the same ticket. Returns would change the status from CS at the farmer to DE at the gas distributor.

6. Cylinder records in Cyltech 2 will be increased when cylinders are shipped to the farmer. (The Drop Station records are reduced)

7. Cylinder records in Cyltech 2 will be decreased when cylinders are returned from the farmer.

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Accruing Accounts Payable Invoices

Choosing a Philosophy
When posting Accounts Payable Invoices, the choice has to be made as to how they will be posted. By this we mean there are two choices. The first would be to post all invoices as they arrive, regardless of the month they are posted. The second is to have the invoices and receipts match the month in which the event happened. This would require leaving the month open until all invoices had been received. The final method requires choosing to accrue accounts payable. These options are discussed in more detail below.

Processing AP Invoices Without Regard To Dates
In this example, we would choose not to update the General Ledger when the product is received. The inventory file (IN100) would be updated with quantities, but the

The invoice would be entered with the following entries: General Ledger would not be updated. Let’s assume for that the product arrives on the 25th of the month and the invoice arrives on the 5th of the following month. In this example, the month would have already been closed out and the financial statements would have been processed.

  • Credit Accounts Payable for the amount of the invoice
  • Debit Cost of Goods Sold or Inventory
  • Debit Transportation or Freight

When the invoice is paid, it would have the following General Ledger entries:

  • Debit Accounts Payable for the amount of the payment
  • Credit Cash for the amount being paid

Processing AP Invoices By Matching Receipts To Invoices
This example works just like the previous example except that the invoice will be shown or posted in the same month that the product was received. Everything will be processed the same, except that the General Ledger will remain open until all invoices have been received, posted and updated. Once the invoices have been received, posted and updated, then the End of Month General Ledger updates can be finished and the financial statements processed.

Note: make sure that the steps to leave one or multiple months open are thoroughly understood.

Accruing Accounts Payable
When accruing Accounts Payable, the General Ledger postings must be made when the products are received.

In this scenario, the receiving update will make the following postings:

  • Credit Accrued Accounts Payable
  • Debit Cost of Goods Sold or Inventory
  • Debit Transportation or Freight

When the invoice comes in from the vendor, the General Ledger entries will be:

  • Debit Accrued Accounts Payable
  • Credit Accounts Payable

All that's being done at this point is that the amount of the invoice is being moved from Accrued Accounts Payable to Accounts Payable.

As before, when the invoice is paid there would be the following General Ledger entries:

  • Debit Accounts Payable for the amount of the payment
  • Credit Cash for the amount being paid

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Manually Tracking Serial Numbers

When tracking cylinders by serial number, the most efficient method in terms of capturing data is to use a handheld computer with a bar code scanner. However, there are times when manually entering serial numbers is needed. The most common situation would be when a handheld is needed to capture data but is not available. This document gives an overview of how to manually enter serial numbers using Cyltech 2.

Getting Started

In order to track cylinders by serial number, the following must be done:

1. AcuTrax must be installed because the serial numbers will be housed in the AcuTrax database.

2. The CylTech 2 Systems Options file must have Option #268 set to Yes.

3. In the User Security profile for the operator, the AcuTrax Interface Cylinder option for Ships and Returns must be set to Yes.

Entering the Serial Numbers
Once everything has been set up, the serial numbers will need to be entered into Order Entry. When entering a cylinder transaction, the program will check to see if a serial number needs to be entered. If the program is set up to capture serial numbers, a serial number screen will pop up in Order Entry as shown to the right.

The Order Entry program will prompt for the serial numbers shipped and the serial numbers returned.

The program will perform error checking to make sure the serial number is set up in the database just as it would if a handheld computer were being used.

The captured serial numbers will be posted to the AcuTrax Daily Serial Number Transaction file (AC200). From that point on, the transactions are handled just as if they had been captured by scanning a bar code with a handheld computer.

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Tracking Cylinders Shipped To and From Your Vendors

There are a number of reasons any company will be shipping cylinders to and from vendors. It could be for filling, testing, or refurbishing. Regardless of the reason for shipping the cylinder, it's important to have an audit trail that tracks the number of cylinders shipped and returned. No one wants to pay rent on cylinders they have already returned or not get back all of the cylinders they own. The most efficient method to track cylinders to and from vendors is to use the Cylinder Totals program.

Creating the Transactions
Note: This program provides a number of options, but for the purposes of this FAQ, we will only be discussing the features directly related to shipping cylinders to and receiving them back from the vendor.

To start, enter the transactions showing that the cylinders have been shipped to the vendor. Click on the Transaction Entry button and the following transaction entry screen will appear. The program will assign a document number when you click on the # button to the right of the Document Number field.

A typical assigned number would look like this: 13072401, where 13 represents the year, 07 represents July, 24 represents the day and 01 is the first document number assigned today. This document number will provide the audit trail to link all of the related transactions together.

After creating the document number, select the type of transaction code from the drop down list. In this example, we are shipping empty cylinders to a vendor (the fill plant) to be filled. Enter the vendor name or select it from a scan by clicking on Ship to Vendor. At a later date, using this document number, it will be possible to reproduce what was shipped to the vendor. It’s also shown in the transaction history file.

Now enter where the cylinders are being shipped from. If there is one location, it will be 01 (or the number assigned to the main location). If there are multiple locations, then enter the number assigned to the location from which the cylinders are being shipped.

At this point, enter the type of cylinder followed by the quantity i.e. Large oxygen cylinders (OX251), 20. Now type in a description of why the cylinders are being shipped to the vendor such as 'to refill the cylinders'. This is also where it would be indicated that the cylinders were to be retested, refurbished, etc. Once the appropriate data has been entered, click the OK button and the transaction is immediately updated.

Preparing the Manifest for Shipment
The next step in this process would be to prepare the manifest for shipment. At the top of the screen, select Total Cylinders Transferred. The next screen will ask which document you want to prepare the manifest for. Enter the document number, the date, and the store or location number. In this example, we also want to check the box Print Cylinders Shipped to Vendor only, since the only transactions we want to see are those for the cylinders shipped to the vendor.

Now, click the Build Manifest button. After clicking the Build Manifest button, you can choose to Print or Print Preview by selecting File, then Print or Print Preview.

Note: You can also use this feature to reprint or view the cylinders shipped on this load as part of your audit trail. For example, if you wanted proof of how many cylinders were shipped to a vendor in a priormonth or time period, you could reprint the manifest which shows exactly what was loaded onto the truck.

Receiving Cylinders from the Vendor
The process for receiving cylinders, works almost exactly the same as the process for sending them out, with just a few differences.

In this screen you can see where we received 20 cylinders back from the vendor after they were filled. Note that the transaction says Receive Full Distributor Cylinders from Vendor. When receiving the cylinders, the program will prompt for the gas type and will update the appropriate gas records in the system, based on the current setup.

In this example, the program knew the capacity of the cylinder and made the calculation for the Quantity of Gas Received. We document what happened. Putting in the name of the person responsible, tightens up the audit trail and makes it easy to ask questions if needed. As with the previous transaction for shipping the cylinder, the transaction is updated as soon as you click OK.

The Audit Trail
To see how the audit trail looks, we will go back to the main screen, select the option to show Cylinders at Vendor Sites (VS) and then the vendor we just shipped the cylinders to (fill plant). This screen shows all of the cylinders that have been shipped to the vendor and how many are currently there. In this example, there were 20 OX251 cylinders shipped, so let’s look at the detail for that cylinder type.

To see the transaction history, double click on the line you want to examine. In this example, we have shipped OX251 cylinders to the vendor (document 13072401) and on the following line we've received cylinders from the vendor (document 13072402).

In the top left corner of the screen, there is a date range option. This option allows selection of any time period that needs to be examined. This is a good, simple method, to compare what the internal records say to those of the vendor. The transaction history query will show every transaction that has been entered, so, if this program is used, it creates an excellent audit trail. Remember, as was discussed above, the manifest can be reprinted at any time.

Using the Cylinder Totals program gives the capability to accurately and easily track your cylinder assets to and from vendors. Not only does it protect your assets, it also makes it much easier to resolve discrepancies.

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Creating a Papreless Filing System

We keep hearing about protecting our natural resources. For years we've talked in the computer industry about saving paper, but it never really seemed to materialize. Some things have changed in recent years that may just help us all save a few trees, mainly the development of the PDF file.

What is a PDF file? PDF stands for Portable Document File. It was developed as a means of allowing people to view documents regardless of what type of computer system the document was created on. All that's needed is a compatible version of the PDF software.

Download The PDF Software
To get started, download one of the many PDF programs on the Internet. We have used two products here at DataWeld. One is PDFactory and the other is PDF 995. Both work fine and they typically cost less than $50.

When the program is downloaded it installs just like any other PC printer driver would and shows up in the Windows printer dialog box. When it's time to print, a PDF is created instead of printing out the document on a traditional printer.

View Any Document On The Screen
The first major benefit of a PDF is that any report can be viewed on the screen without having to print a paper copy. It's faster than printing, there's no need to leave the computer to retrieve the report, and no paper was wasted because someone needed to see one piece of information on a report.

A common example is the Daily Invoice Register. Instead of printing out the entire report, print it to a PDF file and view it on the screen. This way the report can be checked for errors or other problems and, if everything is OK, the update can be run. No wasted paper!

Creating A Filing System
From time to time, reports may need to be accessed. To always have instant access to these reports, just save the report to a PDF file on the PC or server. Disk space is cheap, so with the PDF concept there's now a very inexpensive electronic filing system.

The following is a potential setup for this type of system:

Create a directory on the PC or server for reports that need to be saved. In Windows Explorer, it would look like the following:

  • Click on the C drive
  • Right click on any open space in the list of folders (directories) on the right side.
  • Click on New
  • Click on Folder
  • Then type in the name of the folder (directory) that needs to be created.
  • To create a sub folder (directory) click on the name of the folder then right click on any open area and repeat the process.

What's happening is that a filing system, much like a filing cabinet, is being created for each area i.e. Accounts Receivable and the sub folders or directories are the drawers within the filing cabinet.

The following structure is one that could be used for archiving PDF reports:

Major directory: Accounting Reports

Sub directories:

  • Accounts Receivable
  • Accounts Payable
  • Billing
  • General Ledger
  • Inventory
  • Purchasing
  • Cylinders
  • End of Month

Creating sub directories:

  • Within the major areas, create a year folder such as 2012.
  • Within this folder create a folder for each month. i.e. January or 2012-01-January. Note: Following a naming sequence like this will make the directories appear in chronological order and make them easy to view and find.

Here is how it would work. A copy of a purchase journal is created showing how various expenses were distributed when a batch of invoices were entered. The date needed is January 15, 2012. When the purchase journal was originally saved it was printed to a PDF file and given a name such as Purchase Journal-2012-01-15. This can be abbreviated, but spelling it out makes it less likely to get confused.

When someone needs to locate the report they would:

  • Go to the Accounting Reports directory
  • Then go to Accounts Payable
  • Then to the folder for 2012
  • Then to the folder for January of 2012

That's where the purchase journal with all of the detail for January 15, 2012 would be found.

The naming convention needs to be tailored to the company. There may be a need for a separate directory for Purchase Journals within Accounts Payable, or the person in charge may just want one Accounts Payable directory that includes anything related to Accounts Payable. The format that we presented here is a basic structure designed to help jump start this process. It can be made as simple or as complex as needed.

One common way of establishing directories would be:

  • Accounts Payable
    • Purchase Journals
      • 2012
        • January
          • Filename.pdf

Other directories can be added for additional storage of PDF files i.e. sales reports, bank transactions, etc.

Note: you should always print critical reports to a PDF file and save them in the appropriate directory. This process makes it extremely easy for the company to provide information to anyone else in the company, to the accountant or to the bank.

Emailing Quotes, Copies of Invoices and Statements
When choosing to print to PDF, the program will create a PDF file and then give several options. The screen below shows the options that are available.


View the PDF: this is what would be used to view a report on the screen.

Save: this option would be used when saving a copy of the PDF for future reference. Note: make sure to use a consistent naming convention and always make sure to put the PDF in the correct folder.

Send: When this option is selected, the program will initiate the email program (i.e. Microsoft Outlook) and attach the PDF file to the email. All that needs to be done is to type in the email address of the person receiving the PDF and click send. This feature can be used to email copies of invoices, quotations, reports and much more. Anything that is currently printed out could potentially become a PDF and be sent via email.

Print: If you decide you want to print the report or invoice after all, just click the Print button.

Statements
This is another way that PDFs could be used i.e. printing statements. When statements are run, save a copy to a folder as discussed above. When a customer needs a copy of their statement from last month, it can be easily retrieved from the appropriate folder.

Note: Since the PDF file for statements contains all statements, make sure to locate the statement for the customer in question. This can be done by using the search function.

To do this:

  • Click on Search
  • Type in the name or account number of the customer
  • Once the statement is located, it will be on a specific page or pages. Choose the print option and print to the PDF Note: make sure to only print the pages associated with the specific customer i.e. print page 100.
  • When the PDF screen appears, choose the Send option to email the statement to the customer.

Quotes for Customers
If a customer needs a quote for pricing on products, then it can be emailed to them. The headache of printing out the quote is eliminated, the customer receives a digital version of the quote and this digital version can be saved and referenced later.

Reports for Salesmen
If reports are printed out for the sales team, such as monthly sales or aging reports for customers, then these could be printed to a PDF and emailed to the sales team. Another option would be to have the sales team print a customer's sales history to a PDF and then the report can be viewed on a laptop or smartphone while visiting customers.

Sending Reports to Accountants
If the accountant requests general ledger information (bank transactions or bank statements), the reports could be printed to PDF’s and emailed to them. Data can even be extracted and imported into a spreadsheet and then printed to a PDF to be emailed to the accountant giving even more flexibility.

The possibilities are virtually limitless in terms of eliminating paperwork and speeding up processing. Just remember that if it can be printed, then it it can be emailed.

Have questions? Feel free to send us an email or give us a call, we welcome the questions!
Don't forget that you can also connect with us on Twitter!


Handling Drop Shipments and Items Purchased for a Specific Customer

The Drop Ship process begins by creating an order for the products that a customer has ordered and which will be drop shipped from the vendor. It's recommended that it be indicated on the order, by using remarks, that this order is being drop shipped. The ship via should also be changed to indicate drop ship.

software-image

Adding the Remarks lines as shown above and changing the Ship Via to Drop Ship will help to identify that this order needs to be invoiced differently. In other words it should be invoiced when the notice of shipment (typically the invoice) is received from the vendor. The Shipped field will be left blank creating a backorder which will help in tracking the drop shipment. The next steps involve processing the order.

The steps are listed below:

1. Issue a purchase order to the vendor for the product.

2. Optionally, the prefix can be changed on the purchase order to DS for Drop Ship.

3. When the purchase order is entered, the customer account number will be entered for the ship to address. The program will prompt for the delivery ticket (order) number to be entered for reference (see image below).

4. For the benefit of the vendor, we recommend typing in remarks in the body of the invoice that would say "Please drop ship these products to the address shown above.”

5. When the product is shipped, notification will be received from the vendor and the Receiving function will be used as if the item had been physically received.

When the Purchase Order is displayed, the screen will show the following information: the customer name, the order number and the remarks indicating that this is a Drop Shipment. These will be the indication that the item has been drop shipped and is ready to be invoiced.

6. The drop shipment will be ready for invoicing when the backorders are processed.

software-image

This same process could be used to identify items that are purchased specifically for one customer. Instead of selecting Drop Ship, put in the ticket number, as shown, and type into the body "Purchased for DataWeld”. This would make it clear that the product was purchased for this specific customer and needs to be delivered and invoiced to them. This would also eliminate potentially putting the product on the shelf and delaying delivery to the customer.

Have questions? Feel free to send us an email or give us a call, we welcome the questions!

Don't forget that you can also connect with us on Twitter!


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