Tips and Tricks - Advanced Concepts
Contents
1. KEEPING EACH COMPANY SEQUENCE OF FORMS NUMBERS CORRECT If you have several companies unless you have separate FORMS tables set up for each then every time you print invoices or checks you must reset the number Setting up company specific FORMSxxx where xxx Company ID will keep the numbering sequence of each company separate For example if you have two companies DAS and TKT you would have a FROMSDAS and a FORMSTKT set up in File Maintenance Tables Each table would then keep up with the numbering sequence for that particular company Do remember though that if you use On Line invoicing if an employee uses an invoice number out of sequence it WILL update this table for all others users in this company WRONG YEAR AP PO POST During that first month after closing your Fiscal Year you are generally posting to both your old and your new year In AR SO you select what year to post to when you actually post but in AP PO you select the year to post to when you first enter Transactions Should you accidentally select the wrong year and key in your invoices when you go to post it will not allow you to change the year It will skip over that field To change the year before you post you simply need to go to File Maintenance Tables If you are using PO it is the PLASTxxx table and if you are using AP it is the TLASTxxx table xxx company id If the single column table is a O then change it to 1 or vise versa and page down This will then2. Version 6 x OPEN SYSTEMS Tips and Tricks And Things You Never Knew Presented by Kathy Walsh of Dynamic Accounting Solutions Inc GENERAL MATTERS SAMPLE DATA You can copy your live data files into the sample data path This is a GREAT tool for training new employees testing new programs or storing old history files before purging from your live company data or as a backup before posting To set up your live Company data to the sample path Press F5 at the main menu to go to the sample data area Select Resource Manager Company Setup Company Information Enter your Company ID Enter your Company Name with SAMPLE on the first line so that you will always know at a glance that you are in SAMPLE and not LIVE data Page Down Press F3 at the main menu Enter your Company ID Select Resource Manager Company Setup Data File Creation and enter each application ID F2 to look up Page Down Go to My Computer Go to the Open Systems Directory and select all files within the DATA directory Copy these files into the SAMPLE directory Answer all to overwrite You can switch from the Builders Supply Sample Company to your Sample Company by selecting F3 and entering your Company ID Now you can play in your sample data SCREEN SHOTS The F8 key is a great educational tool Whatever screen or menu you have on your screen will be printed to whatever printer you select When training new employees enter the Pick
3. Codes AP PO allows you to change the ID s for Batch Distribution Code Terms PO Ship to and Vendor Bank Reconciliation allows changing of Bank ID s General Ledger allows changing of Account Numbers in this year only Inventory changes Customer Level IN GL account Item Location Price ID and Units of Measure Job Cost changes the ID s of Job and Phases Payroll changes the ID s of Departments Earning Codes Employee ID and Tax Groups Resource Manger changes the Tax Group ID Select within the application the type of ID that you want to change Answer YES or NO as to whether you would like a printout of the files that were changed Do and A for Add and enter the old ID F2 can be used and enter the new ID to change to When you B to begin the code the changes are made Do make sure you are the only one on the system when you do this as many ID s can affect multiple applications o CHECK SAVER IN AP PO This relatively new feature allows you to print a remittance form rather than voiding a check when there are more than 11 invoices on one check If you answer YES then invoices will print until the stub is full then when check printing is complete you will be prompted to mount paper and the full listing of invoices will print on paper If you answer NO when checks print that have move invoices than stub room the subsequent checks will be voided and the stubs will be used to print the remainder of the invoices
4. change the year that these transactions will post to WRONG YEAR GENERAL LEDGER POST No matter how careful you are it always seems that at least one post does not go to the proper year It could have come from one of the applications or it could have been some manual entries that you entered into the wrong year As long as you do not post to the master go to the year that is incorrect and print the General Journal for unposted entries for the period Reverse the entries in the incorrect year or edit them to have zero balances and use your Journal print out to enter the entries exactly as they are into the correct year Post to the master in the old year and when you are ready to post your first month in the new year the correct entries will be in there waiting to be posted You will generally find your incorrect entries in period one of the old year and period 12 of the new year Check for these periodically while you are still working in both years OSAS Commands Keystroke Shortcut ESC A Online documentation documentation B Toggle PA Favorites menu re on menu B are information while on menu ee Shift F2 Application specific information SO Entry has Cust Info etc a F3 Change company while on menu ESC B _ jitem Alias lookup in Item ID fields Enter Purch Req from SO entry Ordered Units Shipped Backordered fields See sales tax breakdown in Sales Tax fields ed ee ae ag M Other Commands menu inside fu
5. how it is going to look Fonts are also found here Select which font you would like to use and then select TRY Once you are satisfied with the Font Size of Lettering and screen click OK and your workstation is set To change the intensity of your screen colors select Settings and Color Map From here you can select your colors and move the color bars up and down Select TRY to see what your screen will look like Should you find yourself with some horrible intensities simply select DEFAULT and it will bring you back to your original screen INSIDE RESOURCE MANAGER YOUR OWN LOGO ON THE START STYLE MAIN MENU If you use the Start Type Menu in the Graphical Mode you can replace the OSAS symbol that appears on the main menu with any bitmap image that you wish To do this simply locate the bitmap image on your computer and copy it into your OSAS directory For example you would be placing it in C OSAS LOGO BMP Next go to Resource Manager Workstation Configuration Defaults and enter the exact path C OSAS LOGO BMP of your bitmap image into the field Bitmap Image WHAT WAS THAT BIG RED ERROR Should you have the misfortune of getting a Big Red Error call your OSAS Support person Make note of what number the error is what line number it is and what the program name is If you get this error during a post DO NOT try to repost thinking it will be OK this time it probably will NOT be and you could end up duplicating
6. the post to certain files If you did not catch the error information you can always go to Resource Manager Reports Error Log select the application and date you want or select all A listing will appear with the needed information Error number Program and Line number You can then get this information to your support person CHANGING SCREEN COLORS You don t have to keep the blue gray black colors that are the default colors You can change your screens to any color combination that you would like Go to Resource Manager Workstation Configuration Colors There are several combinations of color schemes already set up At Copy From F2 to select one of the pre set color combinations Page down and your screens will change Should you want to set your own combinations there are eight Color Groups to select from Apply each of these groups to each selection that is presented You will see an example in the lower right hand corner of what your selections will look like When complete Page Down and your screen setting will be set Don t worry if they turn out ugly or unreadable you can always go back in select DEFAULT and begin again ON LINE DOCUMENTATION This feature allows you to have your User Manuals with you at all times When OSAS is loaded the User Manual Documentation is also loaded To be able to view your Manual at any time use your Adobe Reader To access the Manual while you are in OSAS you must tell OSAS the path o
7. AS Turn Favorites on in Resource Manager Workstation Configuration Defaults Select ACTIVE for Favorites Now to create your Favorites menu select F10 at any menu selection that allows you data entry Inquiry or reports For example if you are almost always in Accounts Receivable Daily Work Transactions select F10 while it is highlighted and it will appear on your Favorites Menu To switch between the favorites menu and the standard menu simply hit F2 If your favorites are active when you first enter OSAS your main menu will be your Favorites Menu ENTERING DATES Any time you are in a date field anywhere is OSAS you can select your D key and the current workstation date will be filled in automatically This is the workstation date in OSAS and not necessarily your computer s date That is why when you F6 at the main menu to change the workstation date it is the only place the D key will not work Save time enter D and not 10 14 2002 CHANGING THE SIZE FONT AND INTENSITY OF COLORS ON YOUR SCREENS If your OSAS screen is too small or too big you can change the size by selecting Settings on the top left tool bar of OSAS Then select Fonts Size Each workstation can then select the size of the menu as well as the size of the lettering on the menus Normally 80X25 is the size that you want your screen but often workstation settings are different and there may be one that better suits your workstation Select the TRY button to see
8. S DOCUMENT ATTACHMENTS EDITING ALTERNATE ITEMS You can edit both the Alternate Type and the Alternate Item ID as necessary In prior versions you were limited to only being able to edit the start and end dates for which an alternate item selection would be available Because of this limitation alternate items entered incorrectly had to be deleted and re entered in order to be used ITEM COMMENTS Now you can add comments to your inventory items for your employees to be able to pull up information Just like the comments in Customers Vendors or employees the uses are endless PRICE AND AVAILABLITY INQUIRY FOR BILL OF MATERIALS KITTING New to this version is a viewable flag to identify kitted items that previously were not available to you Also you can now calculate a price and the system shows you what quantity is available based on kit components on hand LOCATION TRANSFERS When you enter location transfer you can view the current On hand and Available quantities for that item SALES CATEGORY ON HISTORY REPORTS Sales Category is now available as a sorting option for most historical reports now It appears on the selection screen in the Print By section of the screen PRODUCT LINE AND PRICE ID ON PRICE REPORT Additional selection criteria for Product Line and Price ID have been added Use these criteria to display concise and effective reports GENERAL LEDGER GENERAL LEDGER STATEMENT OUTPUT Print General Ledger rep
9. Screen information for reports as you would like them printed and F8 to make a copy for your employee to keep on file PREVIEWING REPORTS Instead of printing to the screen whenever you want to quickly read thru a report or just look at the totals you can use your Windows Printers to preview the report one page at a time You can click from page to page or you can jump right down to the last page to see your totals No need to ENTER ENTER ENTER thru the report and no need to TAB over to see the right side of the report A B C D E F G 1 2 3 4 5 STOP USING THOSE ARROW KEYS From any menu you can jump between selections by using the first letter of the menu selection or by entering the number in which it appears on the menu If you use numbers it will directly take you inside the first menu of the item you selected Using letters takes you directly to the menu line but does not automatically take you inside the menu THE TAB KEY CAN BE YOUR FRIEND Inside each application s data entry screens you can jump between sections that are separated by lines by pressing the TAB key If a data entry screen is required you will automatically stop at that field when you tab Using the TAB key in Payroll Data Entry can save many keystrokes TAB will also allow you to see the right side of reports printed to the screen that are too wide to see PLAYING FAVORITES Favorites Menu s are designed for shortcuts in your travels through OS
10. f where your Adobe Reader is located Don t have Adobe reader It is a free program that you can get from many sources To set the path go to Resource Manager Workstation Configuration Defaults The last field on this screen is Acroread Path Enter the DOS path on your system where your Adobe Reader is located For example mine iS C PROGRA 1 ADOBE ACROBA 1 0 READER ACRORD32 EXE Once you have this path entered page down Now whenever you are in an application data entry screen press SHIFT Fl and your User Manual will appear You can bookmark certain pages to be able to jump right to them or you can go page by page through your book to look up what you need to EXECUTIVE INFORMATION SUMMARY EIS Resource Manager EIS Dashboards contains several reports that have been written for you Select one report and once inside enter G for GLOBAL This will update the screen with your current system information You can create your own dashboards for the information you desire by using the Executive Information Summary Menu See your Resource Manager User Guide for more information DEFAULTS We have already made reference to several fields in DEFAULTS User Guide Set Up Logo on Start Menu Setup Favorites Menu and Alternate Sorts We will now review the rest of DEFAULTS The Bell is that annoying boo boo beep that you hear Inactive turns off the sound Verify Exit when Active means you must F7 twice to exit Inactive F7 once to exit Inser
11. he employee is a Direct Deposit Employee in Employee Inquiry Direct Deposit will be checked next to the employee ID BANK RECONCILIATION TRANSACTION ENTRY FOR YEAR Just as in AP and AR you now have the choice to post the transactions you enter in this batch to either last year or this year PERIOD OPTION FOR BR REPORTING Previously you were limited to dates in bank reconciliation when tied with the General Ledger Now you can select PERIODS CHANGE CLEARED TRANSACTIONS Another level has been added to Bank Reconciliation If you want to keep all Reconciled transactions until the end of the year so you can run a complete report but don t want all transactions to print on every reconciliation every month then this is the solution
12. ment L Labor Class N Name S Social Security Number Once in an Inquiry window you can press your ESC key and a black box will appear showing you all the options that you have to sort by while you are in the Inquiry screen Should you find that your sorts don t appear to be working go to Resource Manager Workstation Configuration Defaults and change the option Alt Sorts to ACTIVE F4 F4 THE OTHER MENU The other menu can be reached at any menu by pressing your F4 key twice When inside a data entry screen press F4 once Once up there are many selections you can make to navigate around in OSAS CALCULATOR is a quick way to add subtract multiply and divide what you need to and if you are in the field where you need to insert the number that you just calculated simply F10 and the total will be inserted into the field PRODUCT SUGGESTIONS are your way of getting the next version of OSAS contain or do what YOU want it to Any suggestion you may have on the operation or functionality of OSAS can be keyed in here Enter the application Version Menu Item and suggestion These suggestions can then be printed by going to Resource Manager Reports Product Suggestions When printed it will contain your company information and the fax number to send it to OSAS Open Systems uses these product suggestions when they are deciding what new features should be in the next version The more a suggestion is sent in the more likely i
13. nctions Text Mode Only Shift Fa ESC C_ Customer vendor part number Customer vendor part number lookup in Item ID fields in Item ID fields M Nad Abandon processing inside functions Fa Need lt 7 Shift F5 ltem detail cee in Item ID aa eer fe workstation date while on menu ee Field maintenance in fields where available Od all ne Te Lot dake E in Item ID fields es ESC M M Exitfunction software function software id ee F7 oe Number item a y in ID fields ESCL L Print sereen screen B eee e Description lookup in Item ID fields F9 ESC U Change year Inside of a Payroll or GL menu ee F9 ESC U Undo typing When in a field Ctrl Z in GUI Mode Shift FI ESC Y Copy field contents es F10 Add menu function to Favorites menu while on Main menu F10 Remove menu function from Favorites menu while on Favorites menu F10 Ctrl Z Delete to the end of line while in a field Shift F10 ESC T Paste field contents Toggles online hints inside functions Text Mode Only Toggles Verify Exit mode one F7 or two Text Mode Only Toggles Quick Entry mode Text Mode Only Toggles Bell mode Text Mode Only Inserts workstation date while in a date field Text Mode Only Unavailable in GUI Mode Inserts workstation date while in a date field GUI Mode Only Displays inquiry window alternate sorts while inquiry window is open Text Mode Only Ctl T Toggles Search Sort mode while inquiry window is open Moves you to
14. o store information on a vendor that you do not have an already defined field for you can define this field yourself To set this up go to Resource Manager Data File Maintenance User Defined Fields Enter the field name prompt and define the type ie date numeric alpha string period year etc Next define how the mask for this should look Now you can begin using this defined field to accumulate the information you need on the vendor E MAIL CLIENT IN DEFAULTS If you want to launch your e mail software from within an Internet address field anywhere in OSAS using either the right click menu the COMMANDS menu or the Shift F3 function key enter the full path and file name for your email software Leave this field blank to use your default Windows start command to launch your e mail software E MAIL FROM IN DEFAULTS OSAS uses the e mail address you enter here first when creating e mail messages If the field is blank OSAS then uses the address entered in the E Mail field in System File Maintenance E Mail Setup Function GUI RIGHT CLICK MENUS There are four 4 types of right click menus Right click on menu Right click on screen Right Click on Control Field Right click on HLE area RIGHT CLICK FROM A MENU Your choices here are Add to Favorites Change to Favorites Sample Data XX setup this is year files used in Payroll General Ledger and OSAS Web B2B RIGHT CLICK FROM A SCREEN Activates the c
15. ommands available for the screen currently active These can vary from screen to screen RIGHT CLICK FROM A CONTROL Accesses Help Online Documentation if reader path is defined Inquiry Maintenance Copy Paste Undo Launch Web Browser Email RIGHT CLICK FROM AN HLE The Horizontal Line Entry HLE screen is commonly viewed in functions that create groupings for example line items that make up an order or transaction in AP PO This right click allows access to Insert Delete Online documentation Exit REPORTS Review the e mail activity sent from the OSAS software The E mail purge function allows you to maintain the size of this file and purge out history no longer needed ACCOUNTS PAYABLE USER DEFINED FIELDS DOCUMENT ATTACHMENTS POST INVOICE DEFAULT A new option in options and interfaces allows you to set the default when you post your Purchase Journal Set the default to always post your invoices as HELD or RELEASED ACCOUNTS RECEIVABLE USER DEFINED FIELDS DOCUMENT ATTACHMENTS SECOND SALES REP DEFAULT This allows a second defaulted sales rep in the customer master file This provides a potentially more efficient means for recording sales percentages on a customer s sale automatically Avoiding human entry errors and TIME SHIP TO ID DEFAULT Now you can enter ship to addresses right within Customer Maintenance as you enter the customer s initial information INVENTORY USER DEFINED FIELD
16. orts to a text file which you can then import into software such as Microsoft Excel or Access and manipulate the report into a different format By default you create a CSV Comma Separated Variable file Import this file into another application where you can change the column sizes and the appearance of the data as needed Changing the DELIM table in Resource Manager allows you to change the delimiting character Any delimiting character other than a comma causes the system to create a TXT file instead of a CSV file PAYROLL WITH DIRECT DEPOSIT USER DEFINED FIELDS DOCUMENT ATTACHMENTS PAY PERIODS PER YEAR Previously you could only set the pay periods per year to 4 12 24 26 or 52 Now you can set them to any number you want from 1 to 99 This is an excellent way to handle taxes for seasonal workers EMPLOYEE COMMENTS A comments section has been added for your creative use TIME TICKET JOURNAL BY TRANSACTION DATE Now you can run the time ticket journal BY DATE Previously your only choice was employee This will certainly speed up processing if you enter times daily EARNINGS AND DEDUCTION REPORT PRINTS BY DEPARTMENT ID Print this report by Department now This report can be printed in detail showing the individuals that make up the department totals or in Summary show you the cumulative information for each department as well as a grand total of all departments EMPLOYEE INQUIRY AND DIRECT DEPOSIT Identify that t
17. our menus and screens to be either GUI or TEXT and under GUI you can select the Start or the Graphical Menu style While in the GUI mode the Delay Value you enter is how many seconds between the time you click and the time it enters the menu selection You can enter any number between 1 and 9 Scale Screens when turned active will scale itself according to the resolutions of your workstation Clipboard active while you are in the GUI mode allows you to use the Windows Clip Board Inactive uses the OSAS Clip Board The middle section of DEFAULTS allows you to set a default value for Inventory Item Location Bank ID for Bank Reconciliation EIS Dashboard Printer User ID and Bit Map image as described previously You can also set the paths for where a Print file will go when you select output to file as an option The sort file can also be set to go somewhere else other than your OSAS path for any temporary sort files The Acroread path is where you enter your Adobe Reader as previously described FORMS CODES AND PRINTERS These two functions found in Resource Manger System File Maintenance allow you to determine how many copies of a form you would like each time that forms prints what printer you would automatically like it to go to what description you would like on the top of the form and whether or not you want to be prompted to MOUNT the form or print an alignment mark before actually printing This can be specific to each company When
18. switching to laser forms where you do not have a carbon copy you can set your invoices to print two copies each time labeling one for the customer and one for the office Setting the printer will allow you to keep a separate printer for forms and not have to remember which printer you need to sent it to INQUIRY SCREENS DIFFERENT WAYS TO DISPLAY YOUR F2 INQUIRY SCREEN When you first F2 whatever field you are looking up Customer Vendor Item Employee is displayed in the order of the ID of that field OSAS offers you various options by which you can sort your data in the Inquiry window This way if you only have the Customer s phone number and are not sure who the actual customer is you can enter a P while in the Inquiry window and your customers will be sorted by phone number Pressing your insert key will allow you to enter part of the phone number so that you can then narrow down your search to the area where you need to be Once you select the letter representing the sort the data in the inquiry window will be displayed in that order Each application allows you different sorts that are selected by entering the letter Customer Options B Balance C Credit Limit N Name P Phone Number R Sales Rep S State City Z Zip code Vendor Options C Vendor Class D Distribution Code N Name P Priority Inventory Options D Description P Product Line S Status Employee Options C Check Location D Depart
19. t set to Active will have your insert key pressed at all times You want to set this to Inactive In either case you can press your insert key while entering data to turn it on or off Quick turned Active will allow you to use the Quick Tables found in AR SO and AP PO Quick tables are touched upon later under applications Allow Exit set to Active allows you to EXIT OSAS Copyrights set to Active shows you the applications and copyright information when you are first entering OSAS Live Data set to Active allows you to work in your live data otherwise SAMPLE is the only place you can work Verify Page Down set to active requires that you page down twice each time When set to Inactive you need only page down once Compressed Active allows full screen view in compressed mode on systems that allow it Online Help set to active lists the functions keys that operate when you are in a particular field For you older users this replaces the templates that you used to put over your keyboard function keys Banner Page set to active will print out a page before each report showing what Pick criteria was used to generate the report and what terminal ID printed it Favorites set to active allows use of Favorites menu described previously Alt Sorts active allows alternate sorts in your Inquiry windows as described below The next section deals with the type and style menu and screens you can have If you have purchased GUI Graphical User Interface you can set y
20. t will appear in the next version So keep those suggestions coming APPLICATION OPTIONS INQUIRY is a quick look up by application to see how your options and interfaces are set in Resource Manager GLOBAL INQUIRY is a quick and easy way to jump from application to application for looking up information on Customers Vendors General Ledger info and Inventory item info GENERAL INFORMATION INQUIRY allows you to quickly look up the General Information for Customers Vendors and Employees as found in their general information screen in the Master File Setup SUPPORT INFORMATION this is very handy for quickly looking up your OSAS Support Person s information It contains your site number and the name address website email fax and other information about your dealer USER COMMENTS are a way to make notes to yourself or to others Enter the User ID and name enter a reference number the date and the message These then can be pulled up at any time and referenced EIS DASHBOARDS AND HISTORY are simply another way to quickly call up the defaulted dashboard that you entered in DEFAULTS as well as the saved ones that you created POP UP CALANDER This new feature with version 6 1 brings up a calendar that allows you to enter those things to do that you must do on each day You can set up reminders for only yourself or for specific others or for all users It s a great way to remember when certain reports are due or when cer
21. tain tasks must be performed Use this calendar as your Day Timer Inside OSAS INVENTORY PRICE CALCULATOR Last but not least is the Inventory Price Calculator This very handy selection allows you to quickly look up an Inventory Item see how many are On Hand Committed In Use On Order and Available as well as calculating what the price of the item would be using Price Level Customer Level and Quantity Breaks This is great to use while talking on the phone and quoting a customer INSIDE YOUR OSAS APPLICATIONS CUSTOMIZING YOUR HELP MENUS Anytime you are in a data entry screen and you want some help on explaining what this field is press your Fl key and a help screen will appear But did you know that you can put your own comments in this field to help you and your employees remember exactly how YOUR company uses this field While you are in this Fl help screen press your F6 key and it will bring up the HELP record for this field You can add to delete or edit anything in this field When you page down your edited information is saved CHANGING ID S In each application s File Maintenance there is a menu selection CHANGE FIELDS This allows you to change the ID s for certain fields It not only changes them in the master file but everywhere else they appear history open invoices etc For example SO AR allows you to change the ID s for Batch Customer Distribution Code Payment Method Sales Rep and Terms
22. the Main menu while in any sub menu Type the first letter of a menu choice and it will move you to it FEATURES NEW TO VERSION 6 5x RESOURCE MANAGER FILE TYPES Are used for a host of outside applications and allow you to access different document types throughout the system for Customers Vendors Inventory Items Fixed Assets Jobs Employees and Kits assemblies Think of the possibilities Now you can tie pictures of products schematic drawings price lists location maps human resource documents blueprints or any application your workstation can open right to the master file that they pertain to To activate this new feature go to Resource Manager Workstation Configuration File Types Normally all you need to do id page down at Default start to set the Path Next set up a subdirectory under your main OSAS directory and store all your documents there Next enter into the Documents File Maintenance portion of the master file you want to attach this document to and define the path to the document USER DEFINED FIELDS Enable you to store specific information that can be accessed manually for customers vendors employees inventory items and jobs You can also access these fields and use them in reports via the reporting tools available with OSAS General Report Writer and ODBC Open data base connectivity This new feature allows you to specify how you would like a field of information to look For example if you need t
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