Sirius GT Most Frequently Asked Questions (FAQ)
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Accounts Receivable
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Bank Reconciliation
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Contact Organizer
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Equipment Control
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General Ledger
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Inventory
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Job Cost
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Office Manager
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Order Entry
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Payroll
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Purchase Order
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ACCOUNTS PAYABLE OVERVIEW
The ACCOUNTS PAYABLE application controls disbursements by vendor or by job and keeps you aware of your cash flow. Aging reports and vendor worksheets provide efficient management of open accounts, with control of costs committed to current jobs or projects. The extensive monthly reports provide the detail needed for audits and control.
Features include: vendor maintenance, invoice input, job distribution, purchase order distribution, inventory item distribution, general ledger account distribution, and payment processing. Besides checks, the program prints vendor mailing labels, and 1099 forms. The module handles retainers, both direct-pay use tax and vendor sales tax, and calendar- or fiscal-year calculations. The module includes on-screen inquiry programs for both paid and unpaid invoices, as well as for vendors.
Reports include: distribution reports, vendor lists, purchase list by vendor by month, cash flow analysis, detail and summary aging, vendor worksheet with or without retainer, check register, check analysis, detail remittance advice, histories paid by vendor and by job, history check summary, sales tax, and year-end 1099 listing.
Maximum benefit is derived from ACCOUNTS PAYABLE when it is interfaced to other SIRIUS applications. It can be integrated with BANK RECONCILIATION, EQUIPMENT CONTROL, GENERAL LEDGER, INVENTORY CONTROL, JOB COST, PURCHASE ORDERS. (Accounts payable input is interfaced to the general ledger by running the INTERFACE program in the GENERAL LEDGER module.) ACCOUNTS PAYABLE can also be used alone.
ACCOUNTS PAYABLE QUESTIONS
How do the accounting periods in ACCOUNTS PAYABLE relate to the accounting periods in GENERAL LEDGER?
The periods in ACCOUNTS PAYABLE correspond one-to-one with the periods in GENERAL LEDGER.
The accounting period in ACCOUNTS PAYABLE (MMYY) can be understood as follows: The first two digits of this field indicate the period in the fiscal year. The last two digits of this field indicate the fiscal year.
The accounting period in GENERAL LEDGER (MMDDYY - MMDDYY) can be understood as follows: The first two digits indicate the calendar month; the middle two digits indicate the calendar dates; and the last two digits indicate the calendar year.
EXAMPLE: For a fiscal year that runs July 1, 1990 - June 30, 1991, and uses calendar months, the periods are as follows:
| ACCOUNTS PAYABLE | GENERAL LEDGER | |
| 0191 | Period 1 | 070190 - 073190 |
| 0291 | Period 2 | 080190 - 083190 |
| 0391 | Period 3 | 090190 - 093090 |
| 0491 | Period 4 | 100190 - 103190 |
| 0591 | Period 5 | 110190 - 113090 |
| 0691 | Period 6 | 120190 - 123190 |
| 0791 | Period 7 | 010191 - 013191 |
| 0891 | Period 8 | 020191 - 022891 |
| 0991 | Period 9 | 030191 - 033191 |
| 1091 | Period 10 | 040191 - 043091 |
| 1191 | Period 11 | 050191 - 053191 |
| 1291 | Period 12 | 060191 - 063091 |
When I print a Vendor List, the vendors do not appear in the order I expected. What causes this?
The vendor number is alphanumeric. You must take this into account when assigning vendor numbers.
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The general sequence for sorting data is:
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EXAMPLE:
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In addition, the vendor number field is left-justified.
For more information on sorting sequences, see the General Information Section of the manual.
Where should I look if my taxes are calculating wrong?
Check the State Code and County Code files in the TABLE FILE MAINTENANCE program.
Also check the SALES TAX FROM field and the STATE TAX CODE and COUNTY TAX CODE input usage flags on the Accounts Payable Control Record. If the control record is set to take sales tax from PURCHASE ORDER, JOB COST, or both, and the input usage flags are not checked you cannot enter tax codes for items that do not correspond to a purchase order or job record.
NOTE In ACCOUNTS PAYABLE input, sales tax paid to the vendor is calculated for each line and can be changed. This amount is not rounded. If more detail lines are entered, tax would be overstated if each line were rounded up.
How can I post accounts payable transactions to EQUIPMENT CONTROL?
During ACCOUNTS PAYABLE invoice input, enter the word EQUIP (all capitals) as the job number, and enter the equipment item number as the phase number. When you run the POST TRANSACTIONS program in ACCOUNTS PAYABLE, the input is posted to EQUIPMENT CONTROL.
When I run a posting program, JOB COST is updated but GENERAL LEDGER is not updated. How can I correct this?
After posting in ACCOUNTS PAYABLE, you must run the INTERFACE program in the GENERAL LEDGER module. The interface program enters the Accounts Payable input into the Current Journal in GENERAL LEDGER. Verify the entries with a Current Journal edit list, correct entries as necessary, and post the Current Journal to the General Ledger.
Also make sure the interface switch on the Accounts Payable Control Record is set to "yes."
When I try to post transactions, the system displays the message "UNABLE TO POST TRANSACTIONS (POSTING IS A SINGLE USER FUNCTION)". If there are no other users logged on at the time, why is this happening?
This indicates that the Accounts Payable module was improperly exited sometime previously. (For instance, the power was turned off without exiting the system.) The user count within the file is now incorrect and must be reset before posting can continue.
Reset the user count, recover your files, and retry the posting program. If you need help, consult your SIRIUS dealer.
How can I correct an invoice after it has already been posted?
You must re-enter the invoice, exactly as before, except using negative dollar amounts and/or quantities to change the invoice to the desired amount.
How can I split an invoice or retainer in Accounts Payable?
From the UNPAID FILE MAINTENANCE menu, enter the UNPAID INVOICE PROCESSING program and select the SPLIT INVOICE OR RETAINER function. Enter the appropriate vendor number, line number, amount to be paid, discount amount, and the new pay-date. The invoice or retainer is then split for payment.
How can I delete a closed invoice?
Closed invoices are deleted automatically from the month-end files when you run the CLEAR MONTH END DATA program.
If you are storing paid history (see the Accounts Payable Control Record), the CLEAR MONTH END DATA program gives you the option to delete closed invoices or retain them in the paid history file.
How can I reprint checks?
Using the PRINT CHECKS program, select the Restart Check Printing function. Next, enter the number of the check you want to start printing after (i.e., enter the last good check number printed). Then enter the check number to restart printing with (i.e., enter the first check number to be printed).
How can I void a check that has been printed and posted?
If you are storing paid history, use the Void Check "ap0430" program, you may have to add it to your ACCOUNTS PAYABLE menu. Otherwise follow the instructions below.
It is a three-step process (if you are not storing paid history).
- You must re-enter the invoice, exactly as before, except you must include the original check number, and you must use negative dollar amounts. Posting this input corrects the data in the paid file.
- You must re-enter the invoice, exactly as your original input. Do not include the voided check number. Posting this input enters the invoice into the unpaid file again. Follow the regular processing steps to pay this invoice.
- If ACCOUNTS PAYABLE is interfaced to BANK RECONCILIATION, you must use the MARK TRANSACTION AS CLEARED program in BANK RECONCILIATION to clear the two transactions (the original check and the negative transaction that voided it).
I am missing transactions on the month-end reports. What causes this?
Check the Accounts Payable Control Record to see if the FISCAL ACCOUNTING PERIOD is set correctly. You must use a valid fiscal accounting period, which is not necessarily the same as the current calendar month. EXAMPLE: If your fiscal year begins July 1, 1990, July as the calendar month is expressed 0790, but July as the fiscal month is expressed as 0191.
I am unable to print a check summary. Why?
Check the Accounts Payable Control Record to see if the FISCAL ACCOUNTING PERIOD is set correctly. You must use a valid fiscal accounting period, which is not necessarily the same as the current calendar month. EXAMPLE: If your fiscal year begins July 1, 1990, July as the calendar month is expressed 0790, but July as the fiscal month is expressed as 0191.
Also note that the Check Register must be printed before checks are posted.
A Summary Check Register from the MONTH END PROCESSING menu can be run anytime. The data printed on this report includes all of the checks printed since the last time the CLEAR MONTH END DATA program was run.
back to topACCOUNTS RECEIVABLE OVERVIEW
The ACCOUNTS RECEIVABLE module is designed to keep you informed of outstanding invoices with an open-item system. Up-to-date control of job costs is possible with ACCOUNTS RECEIVABLE.
Features include: customer maintenance, sales and cash receipt input, standard and point-of-sale invoicing, open invoice inquiry, sales history inquiry, automatic calculation of finance charges, and variable sort fields. Besides invoices, the program prints monthly statements.
Reports include: customer list, customer analysis, customer aging, sales history, year-to-date sales, sales tax summary, service charge, and others, most with variable sort fields.
When integrated with BANK RECONCILIATION, EQUIPMENT CONTROL, GENERAL LEDGER, INVENTORY CONTROL, JOB COST, and ORDER ENTRY, you have complete control of the distribution and billing of all costs associated with a job. (Accounts receivable input is interfaced to the general ledger by running the INTERFACE program in the GENERAL LEDGER module.) ACCOUNTS RECEIVABLE can also be used alone.
ACCOUNTS RECEIVABLE QUESTIONS
Where should I look if my taxes are calculating wrong?
Data in the following fields can affect how taxes are calculated:
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INVENTORY CONTROL
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ACCOUNTS RECEIVABLE
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JOB COST
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TABLEFILE
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For transactions entered through the TRANSACTION INPUT program, the system uses the state and county codes entered on the customer master file to calculate sales tax; check the customer master file for valid state and county codes.
For transactions entered through the INVOICING or POINT OF SALE INVOICING programs, the system uses the state and county codes entered on the invoice/credit memo header to calculate sales tax; check the header for valid state and county codes. In these programs, you also have the option to mark each detail line item as taxable or nontaxable; make sure this field is marked correctly.
Direct-pay use tax is calculated based on the state and county codes on the job header.
For invoicing of inventory items, the calculation of taxes is also affected by how the INVENTORY CONTROL application is set up. For more information on how the system calculates taxes, see the General Information Section of this manual.
Also note that a county code cannot be entered on the customer master file or invoice header unless a state code is entered first.
How are retainers entered into ACCOUNTS RECEIVABLE?
Use the INVOICING program in ACCOUNTS RECEIVABLE. On the input screen (the second screen of the invoice, after the header screen), Option 3 allows you to enter the proper retainer amount.
You can also use the TRANSACTION INPUT program, using a transaction code of 6 for RETAINER.
How do you apply a payment to a retainer?
You must first release the retainer for payment before payment can be applied to it. To release a retainer, use the TRANSACTION INPUT program. You can release a partial amount by overriding the default figure that displays in the INVOICE AMOUNT field.
How can I correct an invoice that was entered incorrectly?
If the invoice has not yet been posted to accounts receivable, you can use the Update function to make changes. You can reprint the invoice, if necessary.
If the invoice has been posted to accounts receivable, enter a credit memo to correct the error.
How can I back out the service charge from an invoice?
Enter a negative sale for the amount of the service charge, using an invoice number of SC.
How can I remove a Credit Memo from the system?
Apply payment to the credit memo with the LUMP SUM CASH RECEIPTS program. This zeros out the balance of the credit memo and adds the credit amount to the PAYMENT REMAINING. The amount of the PAYMENT REMAINING can then be applied to the customer's account through the LUMP SUM CASH RECEIPTS program or the TRANSACTION INPUT program.
How do I handle prepayments?
Using the INVOICING program, enter an invoice. On the input screen (the second screen of the invoice, after the header screen), use option 4 to enter a payment only.
Where does the balance of lump sum payments go? What happens if I have an amount left over when I enter a check in LUMP SUM CASH RECEIPT INPUT?
The system does not store the balance of lump sum payments. If you have an amount left over, the credit balance should be entered as a prepayment.
How can I correct the system for a returned check?
It is a two-step process.
- You must enter a transaction to void the cash receipt. Using the TRANSACTION INPUT program, enter a cash receipt, except use a negative dollar amount. This input corrects the data in the open invoice and sales history files. Follow the regular processing steps to mark the invoice as paid.
- When you receive your bank statement, use the MARK TRANSACTION AS CLEARED program in BANK RECONCILIATION to clear the two transactions (the original deposit and the negative transaction that reversed it).
When I try to post, the system displays the message "UNABLE TO POST TRANSACTIONS (POSTING IS A SINGLE USER FUNCTION)". What causes this?
You attempted to perform a single-user function when someone else was in the ACCOUNTS RECEIVABLE module. Make sure no one else is in the module and retry the posting routine.
If no one else is using the program, the message indicates that the ACCOUNTS RECEIVABLE module was improperly exited sometime previously. (For instance, the power was turned off without exiting the system.) The user count within the file is now incorrect and must be reset before posting can continue.
Reset the user count, recover your files, and retry the posting program. If you need help, consult your SIRIUS dealer.
How does ACCOUNTS RECEIVABLE post to GENERAL LEDGER?
ACCOUNTS RECEIVABLE transactions are posted to GENERAL LEDGER through an interface file.
After posting in ACCOUNTS RECEIVABLE, you must run the INTERFACE program in the GENERAL LEDGER module. This enters the Accounts Receivable input into the Current Journal in GENERAL LEDGER. Verify the entries with a Current Journal edit list, correct entries as necessary, and post the Current Journal to the General Ledger.
Make sure the interface switch on the Accounts Receivable Control Record is checked.
How do I enter recurring invoices?
Use the Recurring Orders program of Special Price Maintenance in ORDER ENTRY.
How can I back date an invoice to a closed accounting period?
We recommend that you do not back date invoices. However, if you want to back date an invoice, consult your SIRIUS dealer.
BANK RECONCILIATION OVERVIEW
BANK RECONCILIATION provides full audit control of your bank account balances. It provides audit control for multiple companies, and up to 15 bank accounts per company.
Account balances, check detail, and deposits are maintained by the program.
Reports can be printed for cleared or un-cleared items.
When interfaced to ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE and PAYROLL, accounts payable and payroll checks and accounts receivable deposits are automatically posted to the the bank accounts you specify, to eliminate duplicate entries. (Other deposits, such as deposits to a payroll checking account or a savings account, must be entered manually in BANK RECONCILIATION.) BANK RECONCILIATION can also be run independently.
BANK RECONCILIATION QUESTIONS
How do I handle service charges?
Using the TRANSACTION INPUT program, enter a Miscellaneous transaction for the amount of the service charge. Enter the amount as a negative figure.
Remember to credit the appropriate bank account and debit the service charge expense account in GENERAL LEDGER.
An alternative method is to enter the service charge as an ACCOUNTS PAYABLE transaction.
How do I handle interest earned?
Using the TRANSACTION INPUT program, enter a Miscellaneous transaction for the amount of the interest. Enter the amount as a positive figure.
Remember to debit the appropriate bank account and credit the interest account in GENERAL LEDGER.
An alternative method is to enter the interest as a miscellaneous cash receipt in ACCOUNTS RECEIVABLE.
How can I correct the system for an invalid accounts payable check?
If you are storing paid history in ACCOUNTS PAYABLE use the Void Check "ap0430" program otherwise follow the instructions below.
It is a three-step process (if you are not storing paid history).
- First, you must re-enter the invoice in ACCOUNTS PAYABLE, exactly as before, except you must include the original check number, and you must use negative dollar amounts. Posting this input corrects the data in the paid file.
- Next, you must re-enter the invoice in ACCOUNTS PAYABLE, exactly as your original input. Do not include the check number. Posting this input enters the invoice into the unpaid file again. Follow the regular processing steps to pay this invoice.
- When you receive your bank statement, use the MARK TRANSACTION AS CLEARED program in BANK RECONCILIATION to clear the two transactions (the original check and the negative transaction that reversed it).
How can I correct the system for an invalid payroll check?
If you are storing check and detail history you can use the Void Check program. The option can be accessed in the Paid by Hand Checks program. If you are not storing check and detail history follow the instructions below.
It is a three-step process (if you are not storing check and detail history).
- Re-enter the time card entries in PAYROLL, using negative hours, and post the input. Then use the PAID BY HAND program as if you are issuing a negative check. Use the same check number as the check you want to reverse. (The PAYROLL system does not allow a negative check to be printed.) Running this program corrects the data in the year-to-date and various payroll check files.
- You must re-enter correct time card input and post. Process normally to issue a new check, with either the check processing programs (CALCULATE CHECKS and PRINT CHECKS) or the PAID BY HAND program.
- When you receive your bank statement, use the MARK TRANSACTION AS CLEARED program in BANK RECONCILIATION to clear the two transactions (the original check and the negative transaction that reversed it).
How can I correct the system for a returned accounts receivable check?
It is a two-step process.
- You must enter a transaction to void the cash receipt. Using the TRANSACTION INPUT program in ACCOUNTS RECEIVABLE, enter a cash receipt, except use a negative dollar amount. Posting this input corrects the data in the open invoice and sales history files. Follow the regular processing steps to mark the invoice as paid.
- When you receive your bank statement, use the MARK TRANSACTION AS CLEARED program in BANK RECONCILIATION to clear the two transactions (the original deposit and the negative transaction that reversed it). This page intentionally left blank.
CONTACT ORGANIZER/MAILING LIST OVERVIEW
The CONTACT ORGANIZER/MAILING LIST application is an on-line information management system designed to co-ordinate marketing activities such as direct mail campaigns, telephone solicitation, and customer maintenance.
Features include: contact maintenance, generation of personalized form letters and mailing labels sorted by number, alphabetic key, zip code, salesperson, or one of several other options, and tracking of contacts with customers and prospects with automatic calculation of the next contact date according to a specified frequency. It can be integrated with ACCOUNTS RECEIVABLE, through which it provides on-screen inquiry of sales history. Database files can also be loaded into the CONTACT ORGANIZER from other sources, or unloaded from the CONTACT ORGANIZER to other databases.
Reports include: contact master list, contact list by SIC code, contact due report, and SIC code list.
ACCOUNTS RECEIVABLE can be interfaced to CONTACT ORGANIZER/MAILING LIST, or CONTACT ORGANIZER can be run stand-alone.
CONTACT ORGANIZER/MAILING LIST QUESTIONS
When I print letters and labels, if I select to print for only one type code (or status code) the system prints for all type codes (or status codes). How can I print for just one type code (or status code)?
If you enter one type code and leave the remainder of the field blank, the system reads the blank spaces as "ALL" and prints the letters for all codes.
To print letters for only one code, enter the desired code and fill the remainder of the field with another character that has no meaning, such as periods. For filling the blank spaces, be sure to use a character that is not a valid code.
EQUIPMENT CONTROL OVERVIEW
The EQUIPMENT CONTROL module provides control of equipment usage and costs.
Features include: equipment item maintenance, direct input of billings, labor cost, service/parts cost, and fuel cost. Depreciation can be entered manually or it can be generated automatically by the system. Equipment profitability and year-to-date costs and usage are maintained by the system. Service history is also maintained by the system.
Reports include: equipment list, fleet operation report, summary year-to-date fleet report, current year-to-date billing report, and preventive maintenance report.
ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, INVENTORY CONTROL, PAYROLL, and PURCHASE ORDER can be interfaced to EQUIPMENT CONTROL. EQUIPMENT CONTROL can be interfaced to GENERAL LEDGER and JOB COST. (Equipment control input is interfaced to the general ledger by running the INTERFACE program in the GENERAL LEDGER module.) EQUIPMENT CONTROL can also be run stand-alone.
EQUIPMENT CONTROL QUESTIONS
Why are there three input programs in EQUIPMENT CONTROL?
The three separate routines simplify the input process. The three programs simply provide different ways to enter the same data.
How does EQUIPMENT CONTROL post to GENERAL LEDGER?
Equipment depreciation generated in EQUIPMENT CONTROL is posted to GENERAL LEDGER through an interface file.
After posting in EQUIPMENT CONTROL, you must run the INTERFACE program in the GENERAL LEDGER module. This enters the Equipment Control input into the Current Journal in GENERAL LEDGER. Verify the entries with a Current Journal edit list, correct entries as necessary, and post the Current Journal to the General Ledger.
Make sure the interface switch on the Equipment Control Record is set to "yes."
How do I charge insurance to equipment items?
During ACCOUNTS PAYABLE input, enter EQUIP as the job number, enter the equipment item number as the phase number, and enter a cost code for cost category 1, 4, or 5. When you post accounts payable input, the data will be transferred to EQUIPMENT CONTROL. (ACCOUNTS PAYABLE must be set to interface to JOB COST.) An alternative method is to enter the transaction directly in EQUIPMENT CONTROL, using the Equipment Input program. We suggest that you use a transaction code of 3 for Service & Parts.
A second alternative would be to include the cost of insurance in the overhead percent on the equipment master file.
GENERAL LEDGER OVERVIEW
The GENERAL LEDGER module automates the entire general ledger bookkeeping process for you, using the double entry bookkeeping system.
Features include: up to thirteen accounting periods, multiple department (profit center) capabilities, chart of accounts maintenance, budget maintenance, stored input for recurring journal entries (either permanent or variable), automatic account distributions, automatic generation of counterbalancing entries, and detailed account inquiry.
Reports include: transaction edit lists, general ledger worksheet and trial balance in summary or detail, period entries by journal or sort code, and flexible user-defined financial statements with optional budgets or comparatives and optional ratios or variances.
ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, EQUIPMENT CONTROL, INVENTORY CONTROL, and PAYROLL can be interfaced to GENERAL LEDGER. (Input from these applications is interfaced to the general ledger by running the INTERFACE program in the GENERAL LEDGER module.) GENERAL LEDGER can also be run independently.
GENERAL LEDGER QUESTIONS
How can I initialize my GENERAL LEDGER files?
You must run the glinit program to initialize the files. If you need help, consult your SIRIUS dealer.
The transactions I generated in ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, EQUIPMENT CONTROL, INVENTORY CONTROL, and PAYROLL have not been posted to GENERAL LEDGER. What causes this?
After posting in the source system (ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, EQUIPMENT CONTROL, INVENTORY CONTROL, or PAYROLL), you must run the INTERFACE program in the GENERAL LEDGER module. This enters the input into the Current Journal in GENERAL LEDGER. Verify the entries with a Current Journal edit list, correct entries as necessary, and post the Current Journal to the General Ledger.
Make sure the interface switch on the source system's control record is set to "yes."
How can I change the current period?
You can change the CURRENT PERIOD field on the GENERAL LEDGER menu, using the SELECT CURRENT ACCOUNTING PERIOD program. Or you can change the CURRENT PERIOD field on the General Ledger Control Record.
My reports for the current period will not print. What causes this?
Check the CURRENT PERIOD field on the GENERAL LEDGER menu or the General Ledger Control Record to make sure it is set correctly.
When I print out departments, I get errors. What causes this?
The department has been deleted and is no longer set up in the Chart of Accounts.
Can I print quarterly or semi-annual statements?
Yes. Before printing statements, change the CURRENT PERIOD to reflect the time period for which you want to print statements. Us the Select Current Accounting Period function to change dates.
When you have finished printing statements, remember to change the CURRENT PERIOD to the appropriate fiscal accounting period for current transactions to be entered.
Can I leave the general ledger open beyond the year-end date?
Yes. The general ledger can be left open indefinitely. Transactions can be entered and inquiries and reports can be run for the previous year, the current year, and the next year. The system uses the period start/end dates set up on the General Ledger Control Record to define the current year, which in turn determines the dates of the previous year and the next year.
We suggest that you close the current year as soon as possible. The system allows you to post transactions and reprint reports for the previous year even after it has been closed.
How can I add a password to GENERAL LEDGER?
Refer to the System Utilities Section of the manual.
INVENTORY CONTROL OVERVIEW
The INVENTORY CONTROL application is designed to perform all functions relating to the control of inventory items and to provide automatic pricing and costing of materials. Purchase orders can update inventory on order. Receipts can be entered through PURCHASE ORDER, ACCOUNTS PAYABLE, or INVENTORY. Orders in process in ORDER ENTRY update committed inventory. Items can be issued to a job when an estimate is transferred to JOB COST. The INVENTORY application provides automatic pricing and costing of materials for invoices issued through ORDER ENTRY or ACCOUNTS RECEIVABLE.
Features include: inventory item maintenance, inventory receipt and issue input, inventory location transfer, flexible inventory costing methods, optional quantity price breaks, optional tax coding for vendor sales tax, direct-pay use tax, or tax-exempt status, an inventory freeze capability, and automatic year-end adjustments.
Reports include: inventory stock and reorder, inventory price list, inventory sales analysis, inventory evaluation, monthly inventory issue, and a physical inventory worksheet.
When integrated with ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, EQUIPMENT CONTROL, GENERAL LEDGER, JOB COST, ORDER ENTRY, and PURCHASE ORDER, you have complete control of the distribution and billing of all costs associated with a job. INVENTORY CONTROL can also be used alone.
INVENTORY CONTROL QUESTIONS
Where should I look if my taxes are calculating wrong?
Data in the following fields can affect how taxes are calculated on inventory items:
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INVENTORY CONTROL
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ACCOUNTS RECEIVABLE (or ORDER ENTRY)
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JOB COST
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TABLEFILE
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For more information on how the system calculates taxes on inventory items, see the General Information Section of this manual.
When I try to post, the system displays the message "UNABLE TO POST TRANSACTIONS (POSTING IS A SINGLE USER FUNCTION)". What causes this?
You attempted to perform a single-user function when someone else was in the INVENTORY CONTROL module. Make sure no one else is in the application and retry the posting routine. If no one else is using the program, the message indicates that the INVENTORY CONTROL module was improperly exited sometime previously. (For instance, the power was turned off without exiting the system.) The user count within the file is now incorrect and must be reset before posting can continue.
Reset the user count, recover your files, and retry the posting program. If you need help, consult your SIRIUS dealer.
How does INVENTORY CONTROL post to GENERAL LEDGER?
INVENTORY CONTROL transactions are posted to GENERAL LEDGER through an interface file.
After posting in INVENTORY CONTROL, you must run the INTERFACE program in the GENERAL LEDGER module. This enters the Inventory input into the Current Journal in GENERAL LEDGER. Verify the entries with a Current Journal edit list, correct entries as necessary, and post the Current Journal to the General Ledger.
Make sure the interface switch on the Inventory Control Record is checked.
JOB COST OVERVIEW
The JOB COST module brings together the estimate, committed costs, expenses, and billings from other applications into a database for reporting and control. JOB COST maximizes performance of companies that work on a job or project basis.
Features include: job and phase description maintenance; standard phase maintenance; and on-screen inquiry programs for job summary, job cost analysis, detail billed/unbilled, summary job cost, project summary, and labor analysis. Projects can be sorted by status and by job, customer, or four other user-defined sort fields. Input and description items can include multiple labor costs, percent complete, multiple cost categories, sales tax, overhead percentages, and multiple phase descriptions.
Reports include: job listing, work-in-process, detailed billed/unbilled, job cash flow, summary job cost and profit, summary job cost, summary gross profit, job profit and loss, project analysis, labor analysis, project summary, project summary with units, and project analysis with units. These reports assist management in controlling variables such as actual-versus-estimated costs, job projections, overhead, billed costs, and projected completion schedules.
Duplicate entries are eliminated by interfacing other applications to the JOB COST module. ACCOUNTS PAYABLE, ACCOUNTS RECEIVABLE, EQUIPMENT CONTROL, INVENTORY CONTROL, PAYROLL, and PURCHASE ORDER can be interfaced to JOB COST. JOB COST can also be used alone.
JOB COST QUESTIONS
What is the difference between committed and cumulative costs?
Committed costs are those costs that you have obligated yourself to spend at sometime in the future. They are usually generated in the PURCHASE ORDER module.
Cumulative costs are those costs that you have already incurred on the job. They are usually generated in the ACCOUNTS PAYABLE module.
How is projected cost calculated?
Projected cost is calculated as cumulative cost divided by percent complete.
If the percent complete is zero, projected cost is the greater of the estimate cost, committed cost, or cumulative cost.
Is fringe added to labor before overhead is calculated?
No. Labor overhead is calculated on labor dollars only, not fringe.
How can I get FICA and other taxes from PAYROLL into JOB COST?
You can use the J-C FRINGE line on the Miscellaneous & Deduction Screen in the AREA CODE MAINTENANCE program in PAYROLL. Union fringes entered in PAYROLL are transferred to the FRINGE line in JOB COST.
As an alternative, you can include fringes in the percentage you enter for LABOR OVERHEAD % on the job header in Job Maintenance, based on your experience.
Will the posting routines in ACCOUNTS RECEIVABLE, PAYROLL, ACCOUNTS PAYABLE, and INVENTORY CONTROL create jobs in JOB COST?
Yes, if the interface flag on the source system's control record is set to Y (yes). Jobs and phases are created in JOB COST, but without job and phase header information. Only job numbers and phase numbers are created in JOB COST by these modules. Data such as job name, location, etc. must be entered in JOB COST at a later time.
How can I enter estimate figures in JOB COST if I don't have the ESTIMATING module?
Estimate totals can be entered directly in the JOB COST module by using the Change function of the PHASE TOTAL MAINTENANCE program. (See Section 1.4.1 of the JOB COST manual.) The Change function of the PHASE TOTAL MAINTENANCE program allows you to add jobs and phases. Once the job and phase are on file, you can enter estimate data for the phase by choosing TYPE 1 to display a screen for entering estimate data.
My JOB COST reports are not showing detail. Why is this happening?
Check the Job Cost Control Record to make sure the switch to store job cost detail is set to "Y".
When I use the JOB COST detail input function, the information in INVENTORY is not updated. What causes this?
The JOB COST input function does not interface to INVENTORY CONTROL.
Inventory should be issued to jobs from the INVENTORY CONTROL INVENTORY ISSUES program.
How is retainage handled in JOB COST?
Retainage is handled in the ACCOUNTS RECEIVABLE and ITEM BILLING modules.
OFFICE MANAGER OVERVIEW
The OFFICE MANAGER application is an office automation system that performs a variety of functions.
Features include: an appointment calendar with a daily schedule, a personalized phone directory, reminder notices, notes, a financial calculator that performs various calculations with specified sums of money, and utilities for the entire SIRIUS system, such as changing the default printer for any application without exiting, a print screen capability, and running an operating system command without exiting.
The appointment calendar, personal phone book, and notes can be printed, as well as any of the data calculated by the financial calculator.
The application can be accessed from the main Sirius GT Accounting for Windows menu or from nearly anywhere within the system by selecting Office from the menu or by selecting one of the toolbar icons. Data from the CONTACT ORGANIZER/MAILING LIST can be loaded into the phone book.
OFFICE MANAGER QUESTIONS
How can I access the appointment calendar for another user?
From the OFFICE MANAGER menu, select APPOINTMENT CALENDAR. When the calendar displays, tap F1 to display the calendar utilities menu. Select CHANGE CALENDAR, then enter the user's login.
How can I add names into my phone book?
From the OFFICE MANAGER menu, select PHONEBOOK. When the phone directory displays, tap F1 to display the phone book utilities menu. Select ADD TO PHONE BOOK, then follow the prompts to add the new information.
ORDER ENTRY OVERVIEW
The ORDER ENTRY module supplements the ACCOUNTS RECEIVABLE and INVENTORY CONTROL applications by controlling orders and shipments. ORDER ENTRY controls open orders, backorders, and committed inventory.
Features include: special price maintenance; recurring order maintenance; printing of picking or packing lists; and an on-screen inquiry program for orders.
Reports include: contract price list, promotional price list, recurring order list, and detail and summary open orders/backorders.
ORDER ENTRY must be interfaced to both ACCOUNTS RECEIVABLE and INVENTORY CONTROL. It can also be interfaced to JOB COST.
ORDER ENTRY QUESTIONS
Where should I look if my taxes are calculating wrong?
Data in the following fields can affect how taxes are calculated:
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INVENTORY CONTROL
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ORDER ENTRY
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JOB COST
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TABLEFILE
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In the ENTER ORDERS program, the system uses the state and county codes entered on the order header to calculate sales tax (the codes from the customer master file are default settings); check the order header for valid state and county codes. You also have the option to mark each detail line item as taxable or nontaxable; make sure this field is marked correctly.
Direct-pay use tax is calculated based on the state and county codes on the job header.
For invoicing of inventory items, the calculation of taxes is also affected by how the INVENTORY CONTROL application is set up. For more information on how the system calculates taxes, see the General Information Section of this manual.
I can't get my invoices to print. Why?
Orders must be marked as shipped before invoices can be printed.
To mark an order as shipped, use the UPDATE ORDERS SHIPPED program.
How do I enter recurring invoices?
Use the Recurring Orders program of Special Price Maintenance in ORDER ENTRY.
PAYROLL OVERVIEW
The PAYROLL application is a comprehensive payroll system that handles all regular payroll functions, with the capacity for multiple company payrolls.
Employee master files are maintained by the system, and time card input can be made by employee or by job. Pay periods can be weekly, biweekly, semimonthly, or monthly. The module handles multiple locations and taxing of personnel working in different job capacities and varying pay scales. Deduction categories are determined by you according to your needs. Checks are processed automatically, but the application can also handle paid-by-hand checks. In addition to printing checks, the module prints time cards, employee labels, and W-2s.
Government and union labor reports are processed automatically. Area reports allow for accurate management of projects for many separate jobs. Reports include: check registers, general ledger account distribution, detailed and summary area reports, labor distributions, manpower utilization report, certified payroll (Federal 347 report), monthly wage earning, workers' compensation, monthly area (union), unemployment, 941A report, summary deduction list, local tax reports, accrued vacation/sick leave report, SUI Report, 940 report, and various history reports.
PAYROLL can be run independently or be interfaced to BANK RECONCILIATION, EQUIPMENT CONTROL, GENERAL LEDGER, and JOB COST.
PAYROLL QUESTIONS
If I change employee numbers in the middle of the year, what effect will it have on the history files?
The history files would still contain the original employee number, but you could not access the data entered under this number.
One of the following error messages could occur: "INVALID EMPLOYEE" or "EMPLOYEE DELETED".
How can I deduct an extra amount of federal income tax from an employee's pay?
A lump sum can be withheld by setting up a special code on the employee master file. For the field SPECIAL FEDERAL INCOME TAX CODE, select A for "additional" to withhold a specified amount in addition to the amount withheld according to the payroll tax tables. Or select S for "substitute" to withhold a different amount than what is calculated according to the payroll tax tables.
In the field SPECIAL FEDERAL INCOME TAX AMOUNT, enter the amount of additional or substitute tax to be withheld.
Can union fringes be changed in the middle of a week?
Yes. All union calculations are done during time card input, not during check processing.
How do I enter a miscellaneous reimbursement?
During time card input, use the MISC REIMB function.
Do not enter the amount as a negative number. The system automatically converts a MISCELLANEOUS REIMBURSEMENT entry to a negative figure. A miscellaneous reimbursement appears on the check stub as a negative miscellaneous deduction.
How do I enter vacation pay?
First, you must set up a pay code for vacation pay, using the PAY CODE MAINTENANCE program from the TABLE FILE MAINTENANCE submenu on the UTILITIES menu.
During time card input, enter this pay code in the EXTRA CODE field, and enter the dollar amount in the EXTRA AMOUNT field.
How do I enter bonus pay?
First, you must set up a pay code for bonus pay, using the PAY CODE MAINTENANCE program from the TABLE FILE MAINTENANCE submenu on the UTILITIES menu.
During time card input, enter this pay code in the EXTRA CODE field, and enter the dollar amount in the EXTRA AMOUNT field.
How do you pay salaried employees?
Enter the TIMECARD INPUT section and select the option to pay by salaried employees.
NOTE: All salaried employees who are receiving a check for a specified pay period must be entered at one time.
I can't post my time card input. Why?
Make sure that the last payroll checks calculated and printed have been posted to the PAYROLL month-end file.
How does PAYROLL post to GENERAL LEDGER?
PAYROLL input is posted to GENERAL LEDGER through an interface file.
After posting in PAYROLL, you must run the INTERFACE program in the GENERAL LEDGER module. This enters the payroll input into the Current Journal in GENERAL LEDGER. Verify the entries with a Current Journal edit list, correct entries as necessary, and post the Current Journal to the General Ledger.
Make sure the interface switch on the Payroll Control Record is set to "yes."
When I try to post transactions in PAYROLL, the system displays the message "UNABLE TO POST TRANSACTIONS (POSTING IS A SINGLE USER FUNCTION)". If there are no other users logged on at the time, why is this happening?
The message indicates that the PAYROLL module was improperly exited sometime previously. (For instance, the power was turned off without exiting the system.) The user count within the file is now incorrect and must be reset before posting can continue.
Reset the user count, recover your files, and retry the posting program. If you need help, consult your SIRIUS dealer.
The Distribution reports indicate that some transactions were not posted. What causes this?
General ledger account numbers are missing in either PAYROLL or GENERAL LEDGER.
I forgot to post time card input before calculating checks. What can be done to correct this?
Run the POST CHECKS program from the PAYROLL CHECK PROCESSING menu. Since there is no data in the file, nothing is actually posted to the month-end file or to GENERAL LEDGER, but the file is cleared. You can then post input and calculate checks as you normally would.
My state taxes will not calculate. Why?
Check the state records in the Payroll Tax Tables to make sure they are properly set up.
Where should I look if my taxes are calculating wrong?
Check the Payroll Tax Tables, the Local Tax Codes, the State Unemployment Maximum fields of the State Codes, and/or the FICA tax rate record.
Check the local and state codes used during time card input.
The SUI did not calculate for some employees; why?
Make sure that the employees are coded to have SUI calculated. Check the field SUI/FUT TX EX on each employee's record in the employee master file.
Also make sure that the SUI tax record is set up properly. Check each state record in the Payroll Tax Tables.
How can I set the system not to calculate Federal Income Tax for some individuals?
Change the employee master file record to use a substitute amount for federal tax. Make the substitute amount zero.
How do I keep the 401K plan from calculating on certain taxes?
When setting up the 401K deduction on the Payroll Control Record, be sure to set the tax flags properly.
Some of the fringe/deduction calculations are incorrect. What could be causing this?
If multiple time card entries for partial hours are entered, rounding can occur.
Fringes/deductions are calculated on line-by-line timecard entries, not when checks are calculated. Calculating them in this way and posting timecard input on a daily basis allows you to obtain accurate and timely job cost information.
I can't get the 347 government report to print. Why?
Check the GOVERNMENT PROJECT MAINTENANCE program to make sure the reports have been set up correctly. Also, you must enter DAY CODES (codes 1 - 7) during time card input to print the government reports.
On the 347 report, is Sunday or Monday day 1?
Not necessarily either. Day 1 is the day on which you start your payroll week.
The Detail Check Register will not print. Why?
Check to make sure that the STORE DETAIL HISTORY checkbox on the Payroll Control Record is checked.
The Manpower Utilization report is not printing. What could cause this?
Make sure that you checked MANPOWER UTILIZATION REPORT? field in the GOVERNMENT PROJECT MAINTENANCE program.
The state name does not appear on all reports. What could cause this?
Make sure both the DESCRIPTION and CONDENSED DESCRIPTION fields are entered for all state codes.
Some of the reports use the condensed state description if there is not enough room to print the entire description.
The state ID is not printing on W-2's. Why?
The state ID may not be set up under the State Unemployment Maintenance section in Utilities.
Can I print on the Ohio Supplemental Wage form?
Yes. Program pr0810sp must be added to the menu. Consult your SIRIUS dealer.
Where do you set up state SUI?
The rate for withholding Supplemental Unemployment Insurance from employees' pay is entered on each state record in the PAYROLL TAX TABLE MAINTENANCE program.
The rate for calculating the employer's portion of state unemployment tax is entered on each state record in the STATE UNEMPLOYMENT MAINTENANCE program.
How do you set up an area code with deductions and fringes?
On the UTILITIES menu, select the AREA CODE MAINTENANCE program. This program provides 4 screens for entering data.
- MISCELLANEOUS & DEDUCTION SCREEN to enter data for miscellaneous union deductions and fringe rates for job costing.
- FRINGE SCREEN to enter data for company-paid fringe benefits.
- REPORT SCREEN to enter data for determining the format of the Monthly Detailed Area Report.
- JOB-RATE SCREEN to enter rates for various job description codes.
I can't change my fringe descriptions in Area Code Maintenance. Why?
Each fringe number can have only one related fringe code. You cannot have more than one fringe code with the same fringe number. To change the description (fringe code, rate code, rate, match, status, etc.) of a fringe number, the fringe number itself must be changed first.
Where does the deduction description on the payroll checks originate?
The deduction description that is printed on payroll checks comes from the CONDENSED DESCRIPTION fields in the TABLE FILE MAINTENANCE programs.
Descriptions for union deductions come from the Payroll Control Record.
How can I delete history from the system?
During the month-end posting, history can be deleted up to a specific date.
How can I void a payroll check that has been printed and posted?
If you are storing check and detail history select the Void Check function from the Paid by Hand function. Otherwise follow the instructions below.
It is a three-step process (if you are not storing check and detail history).
- Re-enter the time card entries, using negative hours, and post the input. Then use the PAID BY HAND program as if you are issuing a negative check. Use the same check number as the check you want to void. (The PAYROLL system does not allow a negative check to be printed.) Running this program corrects the data in the year-to- date and various payroll check files.
- You must re-enter correct time card input and post. Process normally to issue a new check, with either the check processing programs (CALCULATE CHECKS and PRINT CHECKS) or the PAID BY HAND program.
- Finally, if PAYROLL is interfaced to BANK RECONCILIATION, you must use the MARK TRANSACTION AS CLEARED program in BANK RECONCILIATION to clear the two transactions (the original check and the negative transaction that voided it).
PURCHASE ORDER OVERVIEW
The PURCHASE ORDER application generates and tracks purchase orders, allowing you to change purchase orders as necessary, as well as enter receipts.
Each item of the purchase order is tracked by type (for a job, customer, requisition/department, stock), as well as quantity, cost, order status, and invoiced amount. Purchase order receipts may be entered either in the PURCHASE ORDER application or in the ACCOUNTS PAYABLE application (if interfaced). Other features include supplier maintenance and several on-screen inquiry programs. Purchase orders can be printed as they are issued, or stored for batch printing. The program also prints supplier mailing labels.
Reports include: receiving list, open purchase order, purchase order master list, contract expiration, purchase order status, purchase order past due, and purchase order detail.
ACCOUNTS PAYABLE can be interfaced to PURCHASE ORDER, which can in turn be interfaced to INVENTORY CONTROL and JOB COST. PURCHASE ORDER can also be run alone.
PURCHASE ORDER QUESTIONS
Where should I look if my taxes are calculating wrong?
Verify that the State and County codes in the TABLE FILE MAINTENANCE program are set up correctly.
Check the sales tax type and state and county codes entered on the purchase order header.
If you select Paid direct to Vendor on the purchase order header to calculate sales tax paid to the vendor (supplier), you also have the option of marking each line item on the purchase order as taxable or nontaxable; make sure each line item is marked correctly.
If you select Direct Pay on the purchase order header to calculate direct-pay use tax, and the line item is charged to a job, you also have the option of marking the line item as taxable or nontaxable, and if taxable, you must specify the state and county tax codes; make sure the data in these fields is entered correctly.
How do you handle change orders?
Use the UPDATE AN EXISTING PURCHASE ORDER program. To denote this is a change order, check the CONFIRMING checkbox on the Purchase Order Header. (The message CHANGE ORDER - DO NOT DUPLICATE will be printed when you reprint the purchase order.) Add, change, or delete line items as necessary.
Use the REPRINT A PURCHASE ORDER program to reprint the order. 3. How do change orders affect committed cost in JOB COST?
Change orders adjust committed costs up or down, as appropriate, when purchase orders are posted.