Happy Holidays from the AXIS Group!

The holiday season offers us a special opportunity to extend our personal thanks to our friends and our very best wishes for the future. On behalf of the AXIS Integrated Solutions team, we would like to wish you and your family a safe and joyous holiday season.

We are grateful for the role you play in our success. We hope you are pleased with our efforts to serve you and will continue to strive to earn your trust with each opportunity. We extend a warm hand of appreciation for all you represent to us. May the New Year bring health, happiness and prosperity!

Thank you and Happy Holidays.

Time is Running Out

Tax Break Expires Soon. Take Advantage of 24 & 36 month 0% Leasing Programs.

As we enter the last month of 2005, time is running out for small businesses to take advantage of the benefits of the Tax Act of 2003. If your company has purchased information technology equipment this year, you'll want to take note of this change. Section 179 – Temporary Code Expires 12/31/05.

The IRS Code Section 179 provides accelerated write-offs for capital equipment that small businesses purchase and own for tax purposes. Between now and December 31, 2005, businesses purchasing $400,000 or less in capital equipment during their 2005 tax year can deduct up to $100,000 of that expense on their 2005 tax return. This tax break won’t last long - next year, the capital expense limit will decrease to $200,000 and the available tax write-off will decrease to $25,000.
If your business acquires more than $400,000 in capital assets during the 2005 tax year, the deduction decreases by $1 for each dollar you spend over the capital expenditure limit. So, managing your company’s purchases is critical. Generally, any remaining purchase cost that cannot immediately be expensed under Section 179 may be depreciated using MACRS.

Growing Your Business? Leasing Can Help to Maximize Your Tax Benefits

Most businesses prefer to lease at least some of their information technology equipment, due to the flexibility and financial benefits that leasing provides. If you lease equipment, you could still be entitled to the benefits of Section 179 – in fact leasing might be the best way to preserve a growing company’s ability to take a Section 179 deduction on the first $400,000 of equipment it purchases this year. Equipment purchases exceeding that limit could jeopardize the amount of Section 179 write-off, if any, a company is eligible to take. However, by leasing equipment acquisitions that exceed $400,000, and allowing the leasing company to be the tax owner of that equipment, your company may be able to retain its Section 179 deduction. Using a tax lease to finance information technology equipment allows you to trade in un-used tax benefits in return for an overall lower cost of financing. Plus, depending on the structure, a lease could result in improved cash flow and financial statement ratios.

Sage Software and Key Equipment Finance Team Up To Offer 24 & 36 month 0% Leasing!

• 100% project financing includes all software and seats licenses provided by Sage Software, ClientCare, training and other services, and all Business Partner provided services. Optionally, customers can include other vendor software, hardware and services in the lease.
• Competitive rates and 12-60 month payment options.
• Easy one page application with quick approval.

To learn more, contact us at info@axisintegratedsolutions.com.

As a service to our clients, AXIS Integrated Solutions is providing this brief overview to raise client awareness and to help prepare clients for the impact of the changes discussed. The aforementioned represents the interpretations and comments of AXIS Integrated Solutions. Before entering into any equipment financing arrangement, please consult your own financial and legal advisors.

The Financial Impact of CRM: The Real Story (Part 2)

This article is the second of a series of articles focusing on the financial impact of CRM on an organization. The article centers on the CRM benefits associated with increased revenues. We will also highlight a few best practices related to attaining higher levels of increased revenues.

Revenue increases can be generated through:

> Greater share of customer (share of wallet)
Share of wallet is the percentage of the customer’s total expenditures allocated to a specific organization. It is the % of total purchases made with a particular company. A customer can be a regular buyer of computer paper. He may buy 10% of his supply from one supplier, another 40% from another supplier and 50% from your organization. In this example, you have obtained 50% of the customer’s share of wallet. Your objective could consist of increasing the customer’s share of wallet to a level of 70%.

> Cross-sell improvements
Cross-selling consists of providing customers with additional products or services other than the main product purchased from your organization. For example, rather than marketing only computer paper, you may have an opportunity to also sell other computer accessories and products to your customer. The type of products or services you choose to offer must be based on the specific characteristics of the customer such as the value to your organization and specific needs of the customer. You will want to maximize your marketing investments to get the greatest ‘bang for your buck’! Your efforts should be tailored to your various types of customers.

> Up-sell improvements
Up-selling involves the purchase of products or services that are of higher quality or grade. Rather than a customer buying your regular grade computer paper, you see a need for the customer to have your premium grade paper. The key is that the need be there for the customer.

In order for organizations to achieve these three revenue-generating opportunities, they must have a retention strategy for each of their customer portfolios, which is determined by differentiating customers based on their value to the organization and their needs. A retention strategy is a relationship marketing plan which identifies what basic retention objectives will be pursued and how they will be achieved in the time available. Relationship marketing programs basically contain frequency/reward programs (also called loyalty programs), community building, customer service, and customization strategies.

At minimum, every relationship marketing plan should contain a welcome strategy, a plan for continuous feedback, and a conflict resolution plan so the organization knows how to handle the inevitable conflicts that arise. A few of the basic and general retention strategies include:

> Thank you techniques to welcome new customers
> Practicing internal marketing so that employees deliver on promises
> A clear access strategy for customers to reach the company when needed
> A reward loyalty program
> A specific relationship marketing mix for each customer category using the 7Ps of CRM: products (or services), pricing, place, promotion, process, people, physical evidence.

Any retention strategy must also include CRM metrics. Two fundamental ones are attrition rate and retention rate. Attrition rate is the percentage of customers lost in a given period of time, usually on an annual basis. Attrition is the same as churn rate.
Retention rate is the opposite of attrition or churn rate. It’s the percentage of repeat customers projected to continue doing business with the company. Retention rate = (1 – attrition rate).

The best retention strategy is to prevent termination of a relationship, particularly with an important customer, i.e. one that represents significant value to your company. Customers terminate relationships for a variety of reasons: novelty seeking, dissatisfaction, a higher relative advantage for another product or service, conflict with the organization, a loss of trust, and a cessation of need where the product or service is no longer required. Before even attempting to offer strategies to increase revenues, you must gain the trust and exceed the expectations of your customers.

A retention strategy also recognizes the need to reward customers for their loyalty. Something as simple as a mint on a pillow or an automatic late-check out may increase a hotel customer’s loyalty because he or she has been rewarded with something extra. In its most basic form, a rewards program provides its best customers with preferential treatment or special incentives. Up-selling, cross selling, and partnership management programs all serve to help delight valued customers by providing them more than they expect.

Frequent buyer programs can be looked at as opportunities to learn more about the customer. There are, however, a couple of problems with these: they are expensive and mistakes can be difficult to correct as customers see the company as taking away benefits. Companies should be cautious before implementing a rewards program – be sure the criteria will reap benefits!

Increased revenues can be achieved only if a company has a continuous learning relationship with its customers. Without customer knowledge, it is impossible to offer the right marketing mix to the right customers. In our next article, we will take a look at the costs associated with CRM implementation as well as the benefits derived from cost savings through improved efficiencies and reduced operating expenses. We will also discuss some best practices related to attaining higher levels of cost savings.

Dr. Nancy Rauseo is on the faculty of Florida International University’s College of Business Administration where she teaches marketing. Nancy holds a Bachelor of Science in Industrial Engineering from Purdue University and an M.B.A and Ph.D. from Nova Southeastern University. She is also IBM-certified as an e-Business Solutions Advisor. Prior to her teaching career, she held various senior management positions for over 20 years in the areas of sales, marketing and technology implementation. Dr. Rauseo is also Instructor for FIU’s Professional Certification Program in CRM. For more information, visit: http://cba.fiu.edu/web/ope/crm.htm

Year End Is Upon Us – What Do I Need To Do?

Once again we are approaching the close of the calendar year. Year-end directly affects all companies whether they operate on a calendar year end or a fiscal year end with a date other than December 31st. At a minimum, most companies have to file W-2’s and 1099’s. For many, this will mean downloading Payroll Tax Update Plans (PUP), installing files, printing and properly filing these taxes in a timely manner.

Year-end in each software package has a different closing approach. SAGE has documented the procedures in the electronic manuals that come with the software. At AXIS, we can also provide a detailed user friendly supplement on “How To Perform Year End Procedures” for the SAGE ACCPAC ERP (Advantage Series) product line for $75. This manual includes detailed procedures for general ledger, accounts receivables, accounts payable, inventory, order entry, purchase order and payroll. We have attached a sample listing of closing procedures for accounts payables as an example of the content contained in this manual. Additionally, our consultants are available and will be happy to assist you with year-end processing for your company. For those of you interested in this manual, please e-mail us at info@axisintegratedsolutions.com.

Each company whom has accounting software will have a slightly customized closing process. Not all companies have the same modules installed. Year-end procedures for any company should generally take on the following order:

1. Backup current system and databases.
2. Install and patch all program files to the latest builds of your software version before applying tax patches.
3. Install payroll tax update files
4. Print W-2’s and / or file electronically
5. Print 1099’s and / or file electronically
6. After W-2’s and 1099’s are printed then modular year-end or month- end closings can begin.
7. Close out Purchase Order Module and perform periodic processing.
8. Close out Sales Order Modules and perform periodic processing.
9. Close out Inventory Control and perform periodic processing. (Note: All fiscal inventory maintenance should be complete before starting this process. If running manufacturing processing, Manufacturing Modules should be closed prior to running year-end in Inventory Control.)
10. Close out Project and Job Cost and perform periodic processing.
11. Close out Payroll and perform periodic processing.
12. Close out Bank Services and perform periodic processing.
13. Close out Tax Services and perform periodic processing. (Note: Tax Schedules for Sales Taxes are downloadable from your local state government.)
14. Close out Accounts Receivable and perform periodic processing.
15. Close out Accounts Payable and perform periodic processing.
16. Close out General Ledger and perform periodic processing.
17. Backup current system and databases after completion of year-end or month end.

In the event that your company takes on the year-end process by itself, please be sure to make a complete backup your databases before proceeding with installation of any new products or updates.

Why can’t Jim Sell? (Or Sally for that matter) Part 2

How do you position yourself as a REAL professional?

A professional is defined as an expert in his or her field.

So how do we become an expert?

• Learn all you can about your products or services
• Understand that learning is a journey, a “never ending” journey
• Profess your knowledge with an attitude of how can I help
• Dress for success, not because the dressing is success, but because your customers deserve your best and you represent your company, and yourself.
• Although I mentioned it in my last article, it deserves mentioning again. Everything you do must represent excellence.
• Be grateful. Always send a thank you note after a new customer has signed on
• Be prompt. When your customers know you keep commitments it sends a message that you care about them.
• Take part in improving your product or service, there is always a better way.
• Remember your product or service is all about helping someone else to succeed.
• Check your ego at the door.

If you haven’t “caught it” yet, this is how you become the trusted advisor. This occurs when the customer “trusts” that you have their interests ahead of yours

So in summary a daily practice of doing all in excellence, reading something that strengthens your knowledge in your industry, becomes a servant with a grateful heart, put your customer’s interest before yours and you will be a REAL Professional.

Today’s thought…
Some say that selling is the second oldest profession; this is open to some debate. In order for that profession (not to be mentioned) to be first we must acknowledge, that service had to be sold... so at the least, it’s a tie!

Reminder: Select Tax Table Updates To Be Retired

VisionPoint and Sage Pro ERP Clients

There will be no January 1, 2006, payroll tax table update for ACCPAC VisionPoint 10, build 110 and 111, and Sage Pro ERP 7.1. Tax table updates for ACCPAC VisionPoint 10, build 112 will continue to be supported for clients on a Payroll Update Plan (PUP).

You will receive any 2005 tax table updates as long as the PUP subscription is current. But in order to receive the January 2006 tax table updates, you will need to upgrade the ACCPAC VisionPoint or Sage Pro system to either ACCPAC VisionPoint, build 112, or Sage Pro 7.2 or later. You will also need to be current on PUP as of January 1, 2006.

Sage Accpac ERP Clients

As of January 1, 2007, tax table updates for Sage Accpac ERP 5.1 will no longer be supported. This means that there will be no January 1, 2007, tax table update for Sage Accpac 5.1.

You will receive any 2006 updates as long as the Payroll Update Plan (PUP) subscription is current. You can continue to use Sage Accpac to calculate payroll in 2007 by upgrading to Sage Accpac Payroll version 5.3.

If you have any questions, please e-mail us at info@axisintegratedsolutions.com

Employment Taxes - Important Dates to Note / Tax Tracking Calendar 2006

We are often asked for a list of important due dates relating to payroll and payroll taxes. In this connection, we have included a number of dates to track that will assist you in the coming year. We have also attached IRS Publication 509 “Tax Calendars for 2006.”

The complete IRS calendar for employment taxes can be downloaded from http://www.irs.gov/publications/p15/ar02.html#d0e103 . Upcoming dates that noted by the Internal Revenue Service in Publication 15 are:

Calendar
The following is a list of important dates. Also see Publication 509, Tax Calendars for 2006.

Note.
If any date shown below falls on a Saturday, Sunday, or federal holiday, use the next business day. A statewide legal holiday delays a filing due date only if the IRS office where you are required to file is located in that state. For any due date, you will meet the “file” or “furnish” requirement if the form is properly addressed and mailed First-Class or sent by an IRS-designated private delivery service on or before the due date. See Private Delivery Services on page 5 for more information on IRS-designated private delivery services.

By January 31

Furnish Forms 1099 and W-2. Furnish each employee a completed Form W-2, Wage and Tax Statement. Furnish each other payee a completed Form 1099 (for example, Form 1099-R, Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc., and Form 1099-MISC, Miscellaneous Income).

File Form 940 or 940-EZ. File Form 940 or Form 940-EZ, Employer's Annual Federal Unemployment (FUTA) Tax Return. However, if you deposited all of the FUTA tax when due, you have 10 additional days to file.

File Form 945. File Form 945, Annual Return of Withheld Federal Income Tax, to report any nonpayroll income tax withheld in 2005. See Nonpayroll Income Tax Withholding on page 4 for more information.

By February 15

Request a new Form W-4 from exempt employees. Ask for a new Form W-4, Employee's Withholding Allowance Certificate, from each employee who claimed exemption from income tax withholding last year.

On February 16

Exempt Forms W-4 expire. Any Form W-4 previously given to you claiming exemption from withholding has expired. Begin withholding for any employee who previously claimed exemption from withholding, but has not given you a new Form W-4 for the current year. If the employee does not give you a new Form W-4, withhold tax as if he or she is single, with zero withholding allowances. See section 9. However, if you have an earlier Form W-4 for this employee that is valid, withhold based on the earlier Form W-4.

By February 28

File Forms 1099 and 1096. File Copy A of all Forms 1099 with Form 1096, Annual Summary and Transmittal of U.S. Information Returns, with the IRS. For electronically filed returns, see By March 31 below.

File Forms W-2 and W-3. File Copy A of all Forms W-2 with Form W-3, Transmittal of Wage and Tax Statements, with the Social Security Administration (SSA). For electronically filed returns, see By March 31 below.

File Form 8027. File Form 8027, Employer's Annual Information Return of Tip Income and Allocated Tips, with the Internal Revenue Service. See section 6. For electronically filed returns, see By March 31 below.

By March 31

File electronic (not magnetic media) Forms 1099, W-2, and 8027. File electronic (not magnetic media) Forms 1099 and 8027 with the IRS. File electronic (not magnetic media) Forms W-2 with the Social Security Administration. For information on reporting Form W-2 and Form W-2c information to the SSA electronically, visit the Social Security Administration's Employer Reporting Instructions and Information webpage at www.socialsecurity.gov/employer.

By April 30, July 31, October 31, and January 31

Deposit FUTA taxes. Deposit federal unemployment (FUTA) tax due if it is more than $500.

File Form 941. File Form 941, Employer's Quarterly Federal Tax Return, and deposit any undeposited income, social security, and Medicare taxes. You may pay these taxes with Form 941 if your total tax liability for the quarter is less than $2,500 and the taxes are paid in full with a timely filed return. If you deposited all taxes when due, you have 10 additional days from the due dates above to file the return.

Before December 1

New Forms W-4. Remind employees to submit a new Form W-4 if their withholding allowances have changed or will change for the next year.

On December 31

Form W-5 expires. Form W-5, Earned Income Credit Advance Payment Certificate, expires. Eligible employees who want to receive advance payments of the earned income credit next year must give you a new Form W-5.

Reminders

Electronic Filing and Payment

Now, more than ever before, businesses can enjoy the benefits of filing and paying their federal taxes electronically. Whether you rely on a tax professional or handle your own taxes, IRS offers you convenient programs to make filing and payment easier.
Spend less time and worry on taxes and more time running your business. Use e-file and the Electronic Federal Tax Payment System (EFTPS) to your benefit.

• For e-file, visit www.irs.gov for additional information.
• For EFTPS, visit www.eftps.gov or call EFTPS Customer Service at 1-800-555-4477.
• For electronic filing of Forms W-2, visit www.socialsecurity.gov/employer.

Hiring New Employees

Eligibility for employment. You must verify that each new employee is legally eligible to work in the United States. This will include completing the U.S. Citizenship and Immigration Services (USCIS) Form I-9, Employment Eligibility Verification. You can get the form from USCIS offices or by calling 1-800-870-3676. Contact the USCIS at 1-800-375-5283, or visit the USCIS website at www.uscis.gov for further information.

New hire reporting. You are required to report any new employee to a designated state new hire registry. Many states accept a copy of Form W-4 with employer information added. Call the Office of Child Support Enforcement at 202-401-9267 or access its website at www.acf.hhs.gov/programs/cse/newhire for more information.

Income tax withholding. Ask each new employee to complete the 2006 Form W-4. See section 9.

Name and social security number. Record each new employee's name and number from his or her social security card. Any employee without a social security card should apply for one. See section 4.

Paying Wages, Pensions, or Annuities

Correcting Form 941. If you discover an error on a previously filed Form 941, make the correction for the quarter in which you discovered the error and attach Form 941c, Supporting Statement to Correct Information. For example, in March 2006, you discover that you underreported $10,000 in social security and Medicare wages on your fourth quarter 2005 Form 941. Correct the error by showing $1,530 (15.3% × $10,000) on line 7e of your 2006 first quarter Form 941 and attaching a completed Form 941c. See Prior Period Adjustments in section 13 for more information.

Income tax withholding. Withhold federal income tax from each wage payment or supplemental unemployment compensation plan benefit payment according to the employee's Form W-4 and the correct withholding rate. If you have nonresident alien employees, see Income Tax Withholding—New procedure for withholding taxes on the wages of nonresident alien employees in section 9.

Withhold from periodic pension and annuity payments as if the recipient is married claiming three withholding allowances, unless he or she has provided Form W-4P, Withholding Certificate for Pension or Annuity Payments, either electing no withholding or giving a different number of allowances, marital status, or an additional amount to be withheld. Do not withhold on direct rollovers from qualified plans or governmental section 457(b) plans. See section 9 and Publication 15-A, Employer's Supplemental Tax Guide. Publication 15-A includes information about withholding on pensions and annuities.

Zero wage return. If you have not filed a “final” Form 941, or are not a “seasonal” employer (see lines 16 and 17 on Form 941), you must continue to file a Form 941 even for quarters during which you paid no wages. IRS encourages you to file your “Zero Wage” Forms 941 electronically using IRS e-file at www.irs.gov. Click on the e-file logo located at the lower-left corner of the webpage.

Employer Responsibilities

Information Returns

You may be required to file information returns to report certain types of payments made during the year. For example, you must file Form 1099-MISC, Miscellaneous Income, to report payments of $600 or more to persons not treated as employees (for example, independent contractors) for services performed for your trade or business. For details about filing Forms 1099 and for information about required electronic or magnetic media filing, see the 2006 General Instructions for Forms 1099, 1098, 5498, and W-2G for general information and the separate, specific instructions for each information return that you file (for example, 2006 Instructions for Forms 1099-MISC). Do not use Forms 1099 to report wages and other compensation that you paid to employees; report these on Form W-2. See the separate Instructions for Forms W-2 and W-3 for details about filing Form W-2 and for information about required magnetic diskette or electronic filing. If you file 250 or more Forms W-2 or 1099, you must file them on magnetic media or electronically. Beginning with tax year 2005 forms (due to SSA in calendar year 2006), SSA will no longer accept Forms W-2 and W-3 filed on tape or cartridge.

Information reporting customer service site. The IRS operates the Enterprise Computing Center-Martinsburg, a centralized customer service site, to answer questions about reporting on Forms W-2, W-3, 1099, and other information returns. If you have questions related to reporting on information returns, call 1-866-455-7438 (toll free) or 304-263-8700 (not toll free). The center can also be reached by email at mccirp@irs.gov. Call (304) 267-3367 if you are a TDD/TYY user.

Nonpayroll Income Tax Withholding

Nonpayroll federal income tax withholding must be reported on Form 945, Annual Return of Withheld Federal Income Tax. Form 945 is an annual tax return and the return for 2005 is due January 31, 2006. Separate deposits are required for payroll (Form 941) and nonpayroll (Form 945) withholding. Nonpayroll items include:

• Pensions (including distributions from governmental section 457(b) plans), annuities, and IRAs.
• Military retirement.
• Gambling winnings.
• Indian gaming profits.
• Voluntary withholding on certain government payments.
• Backup withholding.

For details on depositing and reporting nonpayroll income tax withholding, see the Instructions for Form 945.

All income tax withholding reported on Forms 1099 or W-2G must also be reported on Form 945. All income tax withholding reported on Form W-2 must be reported on Form 941, Form 943, or Schedule H (Form 1040).

Note.

Because distributions to participants from some nonqualified pension plans and deferred compensation plans (including section 457f(b) plans of tax-exempt organizations) are treated as wages and are reported on Form W-2, income tax withheld must be reported on Form 941, not on Form 945. However, distributions from such plans to a beneficiary or estate of a deceased employee are not wages and are reported on Forms 1099-R; income tax withheld must be reported on Form 945.

Backup withholding. You generally must withhold 28% of certain taxable payments if the payee fails to furnish you with his or her correct taxpayer identification number (TIN). This withholding is referred to as “backup withholding.”

Payments subject to backup withholding include interest, dividends, patronage dividends, rents, royalties, commissions, nonemployee compensation, and certain other payments that you make in the course of your trade or business. In addition, transactions by brokers and barter exchanges and certain payments made by fishing boat operators are subject to backup withholding.

Note.

Backup withholding does not apply to wages, pensions, annuities, IRAs (including simplified employee pension (SEP) and SIMPLE retirement plans), section 404(k) distributions from an employee stock ownership plan (ESOP), medical savings accounts, health savings accounts, long-term-care benefits, or real estate transactions.

You can use Form W-9 or Forma W-9(SP) to request that payees furnish a TIN and to certify that the number furnished is correct. You can also use Form W-9 or Forma W-9(SP) to get certifications from payees that they are not subject to backup withholding or that they are exempt from backup withholding. The Instructions for the Requester of Form W-9 (also in Spanish) includes a list of types of payees who are exempt from backup withholding. For more information, see Publication 1281, Backup Withholding for Missing and Incorrect Name/TIN(s).

Recordkeeping

Keep all records of employment taxes for at least 4 years. These should be available for IRS review. Your records should include:

• Your employer identification number (EIN),
• Amounts and dates of all wage, annuity, and pension payments,
• Amounts of tips reported to you by your employees,
• Records of allocated tips,
• The fair market value of in-kind wages paid,
• Names, addresses, social security numbers, and occupations of employees and recipients,
• Any employee copies of Forms W-2 and W-2c that were returned to you as undeliverable,
• Dates of employment for each employee,
• Periods for which employees and recipients were paid while absent due to sickness or injury and the amount and weekly rate of payments you or third-party payers made to them,
• Copies of employees' and recipients' income tax withholding allowance certificates (Forms W-4, W-4P, W-4(SP), W-4S, and W-4V),
• Dates and amounts of tax deposits that you made and acknowledgment numbers for deposits made by EFTPS,
• Copies of returns filed, including 941TeleFile Tax Records (discontinued after June 2005) and confirmation numbers, and
• Records of fringe benefits and expense reimbursements provided to your employees, including substantiation.

Change of Address

To notify the IRS of a new business mailing address or business location, file Form 8822, Change of Address. For information on how to change your address for deposit coupons, see Making deposits with FTD coupons in section 11.

To download the 2006 tax calendar please click here.

Frequently Asked Questions

Q - Can you create a General Ledger Journal Entry that will adjust the balance in a Subledger Control Account?

A - A General Ledger (GL) account designated as the control account for a subledger can only accept transactions that originate from that subledger. By default, a direct GL journal entry cannot be created that will affect the balance in this control account.
To make a General Ledger journal entry in a control account, using Accounts Payable (AP) as an example, directly from the General Ledger module, do the following:

1. After logging on to a company, expand General Ledger in the explorer pane and click GL Accounts.
2. In the windows pane, open Accounts.
3. Using the account finder, select an AP control account.
4. Click the Subledger tab. Only AP will be listed in the Subledger table.
5. Click anywhere inside the Subledger table and then press INSERT to create a new entry.
6. With a new line highlighted, click the table heading to open the subledger finder.
7. In the finder, select the entry where Source Ledger is "GL" and Source Type is "JE" and click Select.
8. Click Save in the GL Accounts window to save the information.

A journal entry can now be made which will affect the AP control account. Once this journal entry has been entered and posted, the setup information for this control account may be changed back to its original setting if this is required.

Q - How do you delete Inactive Inventory Items using the "Delete Inactive Records" function?

A - The Inventory Control (I/C) Periodic Processing option "Delete Inactive Records" allows the program to search and delete inactive inventory records. However, in some cases, an item marked inactive does not get removed by the process.

The following is a list of the item requirements the program checks for in order to successfully remove the inactive records:

1. The quantity of the item in stock at each location, on sales order, and on purchase order is zero.
2. The total cost of the item at each location is zero.
3. The item is not a master item or a component item on any bills of material.
4. Run day-end processing again if any transactions are posted for the item since the last day-end processing.

To delete an item that does not meet these conditions, enter shipments, transfers or adjustments (as required) until the specified conditions are met, then make the item inactive.

Use the Items form to make items inactive.
Print the Item Status report to identify inactive item records and their quantities on hand, on purchase order, and on sales order. Select the Inactive Items option from the list beside the Print field. Select also the Profile option and the Quantity By Location option.

Print the Item Valuation report to determine the total cost of each inactive item on the Item Status report.

Q - Is it possible to upload multiple addresses for the same company?

A - You can upload more than one address for a company. There are several important steps that need to be completed in order to successfully complete this procedure. The first step is the upload file needs to have all the addresses in the same row as per the example below.

The next step is to configure upload configuration screens in CRM.

On the Upload Configuration screen - Step 1 of 4, specify the maximum number of different addresses you included in the upload for any one company and enter that number in the Max Addresses Per Row field.

On the Upload Configuration screen - Step 2 of 4, map the fields in an orderly manner. Because there are multiple addresses in a row, it can get confusing. We would suggest that the addresses be numbered by order such as 1_address1, 1_ address2, 1_city, 1_state, then 2_address1, 2_ address2, 2_city, 2_state, and so on. This method should avoid any confusion with the multiple addresses.

Because you specified the Max Addresses Per Row: number in Step 1 of 4, you will be able to specify the order of the address fields. In addition, since you would like to import different addresses into one Company, you need to map the address field so that it "Belongs to:" a Company, instead of a Person. The system automatically maps address fields to "Belong to:" Person, so you will need to adjust that.

Mapping Address1 field

Mapping City field

Mapping City2 field

To make sure you are mapping the fields correctly, please note the name of the column, which should tell you the order of the address and the type of address field as per the above images.

Once the fields are completely mapped, the “Step 2 of 4” screen should look as follow:

Note the order of the address fields and that they are mapped to "Belong to:" Company. Once the data is successfully uploaded, you should see multiple addresses under the Address tab from within a Company.

You can then create a new Person and select any of the uploaded addresses using the Select address from list icon on the Address screen panel when you create a New Person.

Q - Is there any way to spell check entry fields in CRM?

A - Yes. There is an add-in tool to Internet Explorer that will spell check Forms with the click of a button. It can be downloaded at http://www.iespell.com/download.php

If you want to customize CRM to automatically check the spelling of an entry field after it's filled in by a user:

1.Download the iespell API at http://www.iespell.com/rel/ieSpell_api.zip
2. Unzip the contents into your CRM Installation CustomPages directory
3. In CRM go to Administration->Customization and choose the table the desired field is in. (ex: Communication).
4.Click the Screens tab and choose the screen in which the desired field is in. (ex: CustomCommunicationDetailBox)
5. Add the following code to the Screen's Custom Content box:

<script language='JavaScript' src='/CRM/CustomPages/ieSpell.js'></script>

6. Add the following code to the desired field's OnChange script. (ex: Communication : Details)

checknodespelling(this)

7. The following example illustrates the Communication Detail field being automatically spell checked:

Q - Why the Generate Recommended Orders Screen is Not Displayed After Saving a Drop Ship Sales Order?

A - There are two conditions that must be met in order for the Generate Recommended Orders Screen to appear after saving a drop ship sales order:

1. The Purchase setting must be selected for the Drop Ship item in the Item Master Maintenance screen. To verify whether this setting is selected, follow the steps below.

• Under the Maintain menu, point to Inventory Items and click Item Master.
• In the Item Master Maintenance screen, type the drop ship item ID into the Item field.
• Navigate to the Settings tab and ensure that Purchase checkbox is selected.

2. The Drop Ship check box should be selected in the Line Item Detail tab of the Enter Orders screen.

Q - How do I Reset or Change User Passwords for ACCPAC Pro Series?

A - A single user may change their password from the File menu by clicking Change Password.

Note: This procedure applies to both Microsoft SQL Server and Microsoft Visual FoxPro installations. If using the Microsoft SQL Server version of ACCPAC Pro Series, the Microsoft SQL Server Administrator login and password will be required before allowing the password change

To change passwords for all other logins, please follow the steps below.

1. From the File menu, click Change User Information or in System Manager, under the Maintain menu, click Users.

2. Select the user and click Edit.

3. Change password and save.

Note: This process is available only to an Administrator or if an Operator has the SMUSER01 privilege assigned. The SMUSER01 privilege allows access to other functionality in the User File Maintenance screen as well.

For more information on how to add privileges to a particular user account, please refer to the System Manager manual for Pro Series.

Q - Why sometimes the Detail Shipments Report do not display all records from history?

A - The Detail Shipments report may be incomplete and missing orders when it is generated for historical records. These orders may have appeared on the report in the prior period. At that time, the records were current and stored in the current tables. When the report was generated for current records, the orders may have appeared on the report.

To Generate the Detail Shipments report

1. Go to the Order Entry (OE) module.

2. Under the Print menu, select Transaction Reports and choose Shipments.

3. Ensure that this report is set to run in detail format. This is signified by a D to the right of the Summary/Detail menu item.

This report obtains its data from the ICITEM, SOMAST, ICTRAN, SOYMST and ICYTRN tables. When generating the report for current records, the report uses the SOMAST and ICTRAN tables but when generating for historical records, the report uses the SOYMST and ICYTRN tables. If the OE module is closed and the Inventory Control (IC) module is not, the data will not be in sync.
In OE, the records will be in the history table (SOYMST) while in IC the records will be in the current table (ICTRAN). Therefore, filtering for historical records may produce missing records since these orders could be missing from the IC history table (ICYTRN).

To prevent this issue, the IC module should be closed at the same time as the OE module. This
will ensure that all records are in corresponding tables in both modules. If this was not done and the generated report is displaying missing records, closing the IC module should resolve the issue.

Q - ACCPAC HR Series™ allows companies to print HIPAA Certificates of Coverage, with COBRA notices or separately, at any time for their employees.

Can these forms be modified?

Standard HIPAA forms come with HR Series. To modify the signatory of the forms, log into System Manager, choose Setup and select COBRA Signatory, make your changes and click ok.

These forms may be modified to reflect your company’s specific information. For assistance with this modification, please contact our offices.

Q - Can employees be allowed to updated there own information in HR?

A- This can be accomplished with the "My Self" section of the ACCPAC HR Series™ Employee Self-Service module permits employees to view and update personal information (such as addresses, phone numbers and emergency contacts) using a company intranet.

TOOL OF THE MONTH

Creating PDF forms from Sage Accpac ERP (Advantage Series)

Sage Accpac ERP enables users to print, export and save reports in various formats. One popular format is Acrobat Reader commonly referred to as PDF forms. This format is commonly used to e-mail, share and store reports and other forms. This month's tool includes a step-by-step procedure to be followed in order to successfully accomplish this task.

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