American Data Group

Web FMS Enhancements

Notes

  • Allows input text of 4000 characters
  • Optional Review Date – if set shows on log on page.
  • Attachments – any file type a browser may open
  • Classifications for grouping of notes
  • Public Option (allows anyone to change a note)

General Ledger Module

Codes Master File

  • New codes for Notes Classifications, A/R Invoice Group, A/R Statement Cycles, Inventory Product/Sales,

User Security Maintenance

  • Moved from System Administration for separate maintenance of FMS requirements
  • Department Codes
  • Default Warehouse
  • Default Ship-To
  • Requisition Access Rights and Email flag
  • Access Rights to G/L (Post/view) and Warehouse Maintance

Job Master

  • Job Number is now an 10 alpha-numeric characters.

Bank Master

  • Signatures 1, 2 and 3 are pulled from the Chips/Fonts Master. PDF will use a jpg file. Reports printed directly to printer still use printer memory fonts.
  • Distribution Codes – a unique code for a combination of bank# and G/L cash account number to use when associated with the bank. The code also identifies the available payment types available for the code: Check, NOD, Other, Cash, Credit Card, Purchase Card, EFT, Wire Transfer. In conversion record is created for each bank/fund combination where the code is Fund#BBB where BBB is always the three digit bank#. Used by Accounts Payables.
  • Code to identify what check reconciliation format the bank uses
  • Code to identify what Positive Pay file format the bank uses.

Company Setup

  • Selection of Check Print Format (instead of a user version)
  • Selection of P.O. Print Format (instead of a user version)
  • Optional email to batch creator on update (if owner is not the creator)
  • Optional email to new batch owner
  • Flag to allow posting of an UNBALANCED batch

Funds Master

  • Default Bank Distribution Code to use for Accounts Payable Cash Account
  • Funds Active Flag. Inactive Funds do not display on closing programs

General Ledger

  • No new fields

Qwik GLFile

  • New file so shorten the G/L# during input. Enter 07611 translates to 01-007-521-6110.

Department Master

New common table between applications (BPS, STS, FAS, FMS, GWS).

Housekeeping

  • New program for address clean-up

Journal Entries

  • Batch display will show error/warning messages.
  • Journal Entry Descriptions may be up to 4000 characters. No more extra description fields.
  • Green Diamonds – Duplicate the page
  • Green Arrows – Duplicate the field
  • Update Report may be done in Listing or Update mode.

Reports & Inquiries

  • G/L Account Inquiry -new presentation
  • Job Master Inquiry – new presentation

Accounts Payable Module

Bank Master

  • See General Ledger Bank Master

Vendor Master

  • Merchant ID# for Credit/P-Card import file
  • Send-To Addresses – 1st address is default for payment remittance, but any address may be flagged as allowable for remittance and PO.
  • Vendor Master Inquiry Program is very different
  • Standardized Addresses: Use Housekeeping Address Clean-up program.
  • 28% Withholding – saves invoices as retainage
  • Misc Vendor flag changed to Y,N,P where P is Misc Vendor and PO's are allowed.
  • 1099 filing types have been increased for type and box# base on type.
  • Invoice payment history expanded to show more information about each payment

Expenditure Input

  • Batch information displays notes of any errors
  • Invoice Line Item descriptions may be up to 4000 characters
  • Invoice Notes for additional information or attachments
  • ASCII File Load is a selection list of the available format vs. user versions

Payment Processing

  • Manual Payment Posting allows for distribution code (bank/gl# combination)
  • Override an invoice to have to remittance address overridden from the vendor default
  • Removed Outstanding Invoice File
  • Invoice payment history, shows balance for each payment made, date, and payment number
  • Voiding a payment is a two step process. Add the void to a batch and then update the batch.

Purchase Order Module

Over-encumbered PO's are flagged. A batch may not be closed if it contains Over-encumbered PO's.

Over-encumbered PO's are moved to Un-encumbered Status using the -> options.

Vendor Instructions in the PO setup is required.

Purchase Order Inquiry program is uses new presentation.

Requisitioning Module

Alternate Approval Ladders may be created and assigned to Approval Groups.

Requisition's may select from any of the allowable approval ladders assigned to the group.

Converting Requisitions to PO's works differently

Inventory Control Module

Item Master

Changed cost amount to only one value

Yearly Sales File was removed. It will be recreated from Item History so maintenance will not be available.

Work Orders – will be changed to be based on Global Work Orders

Accounts Receivable Module

Customer Master

Standardized Addresses

Statement Cycle validates against Codes Master

Recurring Invoice Group validated against Codes Master

Deposit transactions will be itemized like UBS deposits

Removed Outstanding Invoice File

Central Cash Receipting Module

Cash Drawer Maintenance

  • Receipt Printing is setup through System Admin. A printer must be flagged as a receipt printer. If the printer is also a regular printer, a separate queue name must be setup.

Postings may only be made to new web based applications. There is no interface for Progress apps.

Receipt Status – clicking on the icon allows you to update the from to and operator fields.

Money and Distribution items may not be changed. You must delete and re-add a record instead of changing it.

Budget Preparation – G/L

Version Master

New table. Created by New Budget Year Program

Always posting/adjustments to multiple budgets versions

Financial Report Writer was changed to select a budget version

LOCK a budget version so no changes may occur

Create New Budget Year

Create a new budget version from an existing budget version or from the a previous year.

Adopt Budget Version

New program creates the G/L Chart of Accounts for the new fiscal year

“Adopt a Budget Program”. Needs to be run to select the budget version to adopt and create the fiscal year chart of accounts for.

Budget Line Items may be posted against from PO's and A/P invoicing.

Inquiry programs use new presentation style.


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