Inventory-based Business Maintenance ToolBox Overview This menu contains several types of functions, none of which should be used frequently or daily. The first type concerns the maintenance of master files and controls. Use these as needed: Maintain Company Controls Maintain Sales Tax Authorities Maintain Peripheral Data Files The second type concerns periodic requirements. Use these on a monthly and yearly basis: Move Paid-Up Receivables to History Move Paid-Up Payables to History Close/Reopen Purchase Orders Move Closed PO's to History Clear MTD and YTD Customer Totals Clear YTD Vendor Totals Clear MTD and YTD Item Totals Clear Payroll Totals The third type are to recover from data corruption problems. Use these only under the guidance of Appgen Technical Support personnel: Rebuild G/L Control Accounts Rebuild G/L Sub Accounts Rebuild Cross-reference Indexes Rebuild Customer Totals Rebuild Vendor Totals The last type are utilities to support the normal functions of the system. Use these as needed: Copy Chart of Accounts Enter Discarded Checks Summarize Bank Transactions Click on any of the following to learn more about the particular functions on this menu: Maintain Company Controls Maintain Sales Tax Authorities Maintain Peripheral Data Files Move Paid-Up Receivables to History Move Paid-Up Payables to History Close/Reopen Purchase Orders Move Closed PO's to History Clear MTD and YTD Customer Totals Clear YTD Vendor Totals Clear MTD and YTD Item Totals Clear Payroll Totals Rebuild G/L Control Accounts Rebuild G/L Sub Accounts Rebuild Cross-reference Indexes Rebuild Customer Totals Rebuild Vendor Totals Copy Chart of Accounts Enter Discarded Checks Summarize Bank Transactions Maintain Company Controls The Company Controls are pieces of information that guide the flow of many aspects of the MyBooks system. When you set up a new company in MyBooks, this information is automatically set up for you. A good working knowledge of MyBooks is important for those who use this program. Typically, you should not change anything unless directed by Appgen Technical Support personnel. The exception to this is the information concerning your payroll requirements. PAYROLL REQUIREMENTS As stated before, the information in the Master Company Controls is initialized for you by the Set Up Company program. However, if in your payroll needs you have state and local withholding taxes, you must provide all the information concerning those taxes in the Master Company Controls. These include: State ID# Local ID# State Withholding Deduction Code ** Other State Withholding Deduction Code ** Local Withholding Deduction Code ** State Unemployment Insurance Percentage State Unemployment Insurance Deduction Amount ** These Deduction Codes are the keys to records that you must set up using the Set Up Deduction Codes program on the Payroll Tab. In those records you will include any tax tables that are necessary. If you are not sure about any of this you may contact Appgen Technical Support at TechSupport@appgen.com or 1-800-231-0062. The Appgen Professional Services group also offers a tax table service to provide you with updates to your tax tables (Federal, State, and Local). You may inquire with the technical support staff. Maintain Sales Tax Authorities Use this function to change, add, or delete the records that define your sales tax authorities. Maintain Peripheral Data Files These are files that contain additional information that supports the MyBooks system and makes data entry quicker and more accurate. When you set up a new company in MyBooks, this information is automatically set up for you. Make changes and additions to these files as needed: Sales Reps Payment Terms Shipping Methods (Sales) Shipping Methods (Purchases) Buyers Collection Call Messages Price Classes Banks Warehouses Units of Measure Move Paid-Up Receivables to History Use this function on a monthly basis. This program simply moves paid-up sales documents from the daily active file to the history file for more efficient database access. No information is summarized or lost in any way. You still have instant access to it all through Information Central. Move Paid-Up Payables to History Use this function on a monthly basis. This program simply moves paid-up purchase documents from the daily active file to the history file for more efficient database access. No information is summarized or lost in any way. You still have instant access to it all through Information Central. Close/Reopen Purchase Orders Whenever all the goods on a purchase order are received, the purchase order is automatically closed by the system. Closing PO's prevents them from showing up on any of the Open Order programs. However, not all purchase orders are necessarily ever fulfilled. This function allows you to close any purchase order that you deem completed regardless of any outstanding items on it. This function also allows you to reopen any PO's that were closed either automatically or with this function. Move Closed Purchase Orders to History To keep your list of purchase orders uncongested, use this function to move all closed orders to the History file. All orders in the History file are preserved in their entirety and are always instantly accessible in Information Central. Clear MTD and YTD Customer Totals Use this at the end of each month and year. This program clears the customer-related month-to-date and year-to-date accumulators in order to start accumulating fresh for the new period. If this is not maintained on a daily basis, you can use the Rebuild Customer Totals function to recompute the totals to their proper 'to-date' amounts. Clear YTD Vendor Totals Use this at the end of each year. This program clears the vendor-related year-to-date accumulators in order to start accumulating fresh for the new period. Clear MTD and YTD Item Totals Use this at the end of each month and year. This program clears the inventory items' month-to-date and year-to-date accumulators in order to start accumulating fresh for the new period. Clear Payroll Totals Totals are accumulated throughout the year in the payroll system. Their primary uses are for the Quarterly Report and the W-2 forms. In order to keep those accurate you must perform the Clear MTD, QTD, and YTD functions included here on a timely basis. Rebuild G/L Control Accounts Use this only at the direction of Appgen Technical Support personnel. Rebuild G/L Sub Accounts Use this only at the direction of Appgen Technical Support personnel. Rebuild Cross-reference Indexes Use these only at the direction of Appgen Technical Support personnel. Rebuild Customer Totals Use this function if you did not clear the customer-related MTD and YTD accumulators at the beginning of this month or year. (See Clear MTD and YTD Customer Totals) Rebuild Vendor Totals Use this function only at the direction of Appgen Technical Support personnel. Copy Chart of Accounts If you just set up another new company in MyBooks, you may use this function to instantly copy the chart of accounts from your pre-existing company. You can then make any necessary changes to it (see Maintain Chart of Accounts on your Accountant's Page). Enter Discarded Checks Use this function to enter, into the check register, the numbers of any physical checks that will never be used. By doing so, your check register will be complete with a record of every check number. Summarize Bank Transactions Occasionally, you may see in your Bank Account functions that all those older transactions are clogging the inquiry screens and reports with information that is not necessary for most inquiries. To remedy this, the Summarize Bank Transactions program summarizes cleared transactions (up to date that you specify) into a single balance forward transaction. All details of the individual transactions are then automatically moved to the history file, and can be immediately accessed in the inquiry screen by clicking on the summary (balance forward) transaction to drill down. The original transactions are also available in the 'History' reports.