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Series 5 Miscellaneous Invoicing- User Help

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1. Exit without selecting a date by clicking on the Cancel push button Date Range Lookup Window Throughout each of the Series 5 applications there may be a need to enter a range of dates In most cases there will be an icon rl of a small calendar located to the right of the fields Here is an example of selecting a range of Ledger dates in one of the G L system s functions 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 55 Set Display Filters Set G L Transaction Selection Filters G L Transaction Select Filters Transactions for this function will be included based on whether their respective fis With Ledger Date Oal Between OETA ZALLN Inclusive Entered as Credits f you click on the calendar a Date Range Lookup window will be displayed from which you can enter the starting ending dates or choose from a variety of different date range possibilities from a drop down select field Date Range Lookup Window The window for entering a range of dates or selecting one form a drop down list Select Ledger Dates Date Range From To rors ra p You may choose or set a given date range using a variety of methods Enter the dates in the From and To fields G Click on the little calendar icons to have a calendar displayed from which a data can be chosen s Click on the Prior or
2. TS RECEIVABLE 6 972 00 0 00 0 0 00 COUNTS RECEIVABLE 9 996 0 oof o oo oo for display last accumulated 3 31 08 Date Items listed by A R Account Code Lookup Window Throughout each of the Series 5 applications there may be master codes that must be entered into a field on a screen In most cases there will be an icon ta of a pair of binoculars located to the right of the field If you click on the binoculars a Codes Lookup window will be displayed from which you can browse for and select a code Here is an example of fields with the binoculars icon for entering master codes in the Professional Invoicing system 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help Project 10086 CITY BANK FORNEY T Click on the Enter the Project Code Descriptig binoculars or strike This project belongs to the Locs the F function key for the Lookup window Project Code aT Client Code 010086 Ei CITY BANK FORNE PO BOX 5 FORNEY TX PO Number Project Type Regular O Master Sub COrdinate Partner In Charge a R G THOMSON Project Leader H 006 TSM i v f ai i e J Code Lookup Window All Lookup windows basically have the same characteristics and controls 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Int
3. 01 blank 02 blank Text GENERAL TECHNICAL COMMITTEE Fo Tex MEETING CHICAGO MARCH 1992 EEE CIC OOCOCOCCCCSCSC C S REGISTRATION FEE FOR 08 Nonlinventory Item XXXX Enter Persons Name Here XXXX 10 Text Amt Embedded Registration Fee of 6 000 the Early Bird Rate 6 000 00 mw ee al ay 14 blank 15 blank 16 blank Invoice Sub Total 6 285 00 Invoice Template Body Grid Fast Buttons Fast Buttons Insert a new Line in front of the line that the cursor is positioned at All lines will be shifted down Any text or charges in the last line will be lost My Mealy the highlighted Line in the grid ee re the highlighted Line in the grid It will become a blank line Pee pose the highlighted Line in the grid SMG pain the currently highlighted line up one line SMGREM phi the currently highlighted line down one line 2008 2014 by Sentinel Hill Software all rights reserved 172 Series 5 Miscellaneous Invoicing User Help Invoice Template Body Line Entry Screen There are six different types of lines that can be entered within the body of the invoice Depending on the type there are different fields that must be entered The following type of Body Lines may be recorded e Blank Line e Text This is just text provided as information describing the services being charged to the customer e Text with Embedded Amount
4. s Series 5 Miscellaneous Invoicing User Help Report Header User Note X 100 If you need to personalize the report the text you enter here will be printed at the top of the 1st page 5 4 2 Report Browser When selected to direct a report output to the Screen Browser or from the Reports Manager you have selected a particular report the Series 5 Report Browser screen window will be shown Report Browser Report ARACOUNT LST Page lof 12 Search for i Click for the Prior or Next Enter a string to be e page to be displayed searched for then click se the binoculars 661 6116 646 661 62 66 646 003 0100 0406 664 6166 646 664 6466 646 664 9 666 646 005 0100 0406 611 6657 666 611 6666 626 611 6661 666 611 6696 646 611 6698 646 611 67 62 646 611 2626 666 611 2626 166 611 2621 666 611 2621 166 611 2622 646 611 2622 666 611 2622 166 611 2623 666 611 2623 166 611 2624 646 611 2624 666 611 2624 166 611 2625 666 611 2625 166 611 2626 666 611 2626 166 611 2627 646 611 2627 666 611 2627 166 611 2628 666 611 2628 166 CHASE BANK GENERA VISA Paymentech Clearing ACCOUNTS RECEIVABLE UNBILLED REVENUE INVOICED REVENUE CONTROL INVOICED REU ADJ CLEARING UNBILLED REIMBURSABLE EXPENSES ALL FIRST BANK DFS FIRST UNION BANK DR FIRST UNION BANK DFS Drag the outer slide bar to move through the pages of the report DEPOSITS iLien CHASE HOUSTON COUNTY SEARCH DE SOS FIL
5. Customer Merge Set Defining Customers Grid Screen The Merge Set is made up of a number of A R Customers each with additional properties An unlimited number of Customers may be defined for each set The list of Customers are maintained bye the following Series 5 grid screen 2008 2014 by Sentinel Hill Software all rights reserved 158 Series 5 Miscellaneous Invoicing User Help Customer Merge Set O06 Modify the Properties of Define a Customer Merge Set Invoices may be automatically generated for each Customer defined in a given Merge Set Merge Set Code 006 ae Description Rembrandt s Monthly Energy Billing Default Invoice Template itl Customer Set Invoice Generation History Load from Customer File 135000 Monarch Cement Company Humboldt KS 201243 Ash Grove Cement Company Kansas City KS 204751 Lafarge North America Henri L Isabelle Montreal QE 211189 Allis Mineral Systems Frank Kohanowski Waukesha Wl J l y lan 5 M Ou 213491 Noland G Rudd Northville MI 557123 Claudius Peters Americas Inc Dallas TX c il S 12 Customers Defined a Load from Load Customers from the A R Customer Master Customer File file using standard Customer Select filters By right clicking on a particular row of the grid a pop up menu will be displayed As well as the normal functions available to Series 5 grids there is a function available the will move the Customer
6. speciifed bitmap file to the given row column of the page at the specifed pixel Height Width on every page of the report Sets the default output target selection for all reports generated in Series 5 that are not programatically targeted The argument is an integer digit representing the desired target as follows 1 To the printer 2 Archived 3 Both the printer amp Archived 2008 2014 by Sentinel Hill Software all rights reserved 4 to be Browsed Only 8 to disk as an ASCII file 17 To disk as an MS Word 2003 document 19 To disk as an MS Word 2003 document amp Archived 26 To disk as an MS Word 2007 document 30 To disk as an MS Word 2007 document amp Archived 35 To disk as an MS Word 2007 saved as a PDF file You would typically have the argument se to either 1 2 or 4 Web Server Control and File Management Variables The following variables are used to define the location of different sets of files used by the Series 5 CGI service routines executing on a Web Server Variable Default or Description Sample Arqument CODE PREFIX weby The directory path in which the executable CGI shweb acubin_ programs reside SHS WEB web The full path and filename which is used to log LOG FILE shweb messages generated by the system by CGI service acutemp routines executing on a Web server lf 1 then messages are output to the execution error log file Should
7. 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 85 lf the data record being input is already defined on file it is 1st deleted Then a new record is written with the w RADD data loaded In some cases the record being written may have other fields that would be initialized when the new record is written gt Once a Master Code is identified the associated record DELE on file is deleted No data is subsequently input 5 3 Record Processing Filters In each Series 5 application there is normally a primary Master Code or Transaction that is typical to most reporting and query activities As such in these functions there is usually a screen that displays a number of fields associated to the Master Code or Transaction that may be set in order to limit the records or transactions being processed These filtering or selection screens provide the ability to select all codes ranges of codes or selected codes of the assorted Master Codes 5 3 1 Customer Filters Most reporting and inquiry functions available in the Miscellaneous Invoicing application are based on the A R Customer Master record These routines provide the operator an opportunity to set filters such that only selected customer are reported or inquired The following screen is presented where applicable 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User
8. Q I System Control files ARPASSFL XXX Used as a record to pass assorted fields within the 2008 2014 by Sentinel Hill Software all rights reserved Q lsystem In some cases data is passed from other subsidiary systems to the A R system QICNTROL XXX Holds the Control properties information for the Q system ARCNTROL XXX Holds the Control properties information for the Accounts Receivable system Some fields are referenced and used by the Q I system FLEXCTRL XXX Holds the definition of the G L Account Number RECENTS XXX A number of maintenance and processing functions remembers the most recently accessed codes These are stored in this file USERACC5 XXxX Holds the access rights of all users to all Series 5 systems Please Take Notice The actual extension of the filenames listed will be that defined in the properties for your particular Company System 7 1 3 Q Company Data Files These files are used to hold the master codes and transaction records used by the Q application They may be be found in the directory specified for the associated company system Q I System Data files Filename Description QICOMENT XXX Holds the Q I system s Comment Codes that might be defined QICUSTMERGE Xxx Holds the master Customer Merge list file Each record defines a specific customer that is associated to a given Merge Set QIHISTINVOICES XXX This file holds an historic copy of all Invoices that have been
9. a00 O00 a00 O00 Jab aa fay elep lal Customer Bill Code A 20 A R Trs User Code A 6 Invoice Number 9 6 Invoice Date mm dd yy Due Date tam dd yy Credit Apply To 3 6 Header Comment Line A 80 A R Trx Reference A 30 Project Reference A 40 OONA OEE gog og gag Ane FRR Fe zee Customer Code A B Project Code AL S Project Name A 40 OOS OO88 gge HUE Header Comment Line Invoice Template Header Fields Selection Field Definitions The field name that may be printed is listed along with the size and the number of lines used Some examples are presented A 50 Afield of 50 alphanumeric characters 4 x A 30 4 lines of 30 alohanumeric characters 9 6 Afield of 6 numeric digits mm dd yy A date using 8 characters Oe 2008 2014 by Sentinel Hill Software all rights reserved 170 Series 5 Miscellaneous Invoicing User Help Set the check mark if the field is to be printed Line Column 9 2 9 3 Enter the line and column of the leftmost character of the field to be printed You may use the auto spin push buttons to the right of the field to adjust the values Header Comment Line A 80 If the Header Comment Line field was selected to be printed then this field will be enabled Enter the text that will be printed in the header of the invoice This might be used to reference a particular project or event that is being invoiced When invoices are g
10. hp LaserJet 1300 PCL 6 Cl Save to C Documents and Settings Lary Carlsen My Documents SHSIKUCC Browse Save as MS WORD Document Send a copy to E Mail Recipient Re Print Options Re Print from page fi t 6 Ri Delete the Archived Report after being printed Reprint Report 3 Enter the reprint options Basically you can either print the report or save it to disk as an MS Word or ASCII text file Notice that you can also specify a range of pages that are to be printed 4 Click the Reprint Report push button at the bottom of the screen Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the Ht os Search icon A search string may be entered for the following fields Sequence Report Name 2008 2014 by Sentinel Hill Software all rights reserved 102 Series 5 Miscellaneous Invoicing User Help Grid Display Sort options You may choose to have the items in the grid displayed using a number of sorts These include By Sequence By System then Report Name By Report Name Extension then System then most recent date By the date created with the most recent ones listed first To change the displayed sort order 1 Click on the heading of the column of data which is to be used for the sort Only those columns with a canbe used The column that is currently use
11. i E a Note that different types of functions have different frame background colors E Blue Active data Inquiry or Analysis E Burgundy Codes Maintenance H Olive Green Archived transaction Inquiry E Aqua Marine Green Transaction Entry Selecting to Display Items Associated to a Particular Code In certain grid based applications you will be able to display only those items associated to a particular master code There is a field in which you can enter the desired code In the example the screen displays all Open Items for a selected Customer 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface at AR Open Item Inquiry Open Item Inquiry These are the un Purged Invoices and Payments associated to e will appear on each Customers Statement Aged Togi f Pring Grid nens RESEARCH INC 001461 v H 15 i M oots Cn n I Customer EEE In this example there are three ways that a given Customer may be selected 1 Enter the Customer Code whose items are to be displayed in the grid 2 Click on the icon to have the Customer Lookup window displayed and select the desired customer 3 Click on the Find Prior or Find Next icons for the prior or next Customer Code on file with items to be displayed Processing Tip When a grid application that offers a code to be selected is initially displayed that field is is normally blank If you wish to just di
12. All charges recorded to an customer s invoice must be allocated to one or more G L Revenue Accounts There are three different methods that may be employed 1 For each charge that is entered within the Body of the Invoice enter the Revenue 2008 201 by ine Wil Sag j rights pata 144 Series 5 Miscellaneous Invoicing User Help 2 For the sum of all charges that were entered within the Body of the Invoice record that amount to one or more Revenue Accounts as a fixed dollar amount 3 For the sum of all charges that were entered within the Body of the Invoice automatically distribute that amount to one or more Revenue Accounts at a fixed percentage The method employed is dictated by the option that was selected in the Properties tabbed screen of the Invoice For the last two methods the Revenue Distributions tabbed screen will be presented On this screen indicate whether amounts are distributed as fixed dollar amounts or as a percentage For each Revenue Account defined a Sub Ledger Project Code may also be assigned Revenue Distribution Entry Rule When entering or editing an Invoice Template that has Revenue Distributions the sum of all the Amounts or values MUST equal the sum of the charges recorded in the Body of the Invoice or 100 as the case may be Invoice Revenue Distributions Grid Screen You can enter up to 15 Revenue Accounts to be used for recording the revenue distributions The Revenue Account
13. Field Definitions Print a Posting Journal Edit List Set the check box if a Journal of the invoices that are being posted is to be generated If the Post check box is not checked this in effect becomes a Summary of Invoices Edit List Post Invoices to an AR Sales Batch Set the check box to have the Invoices posted as Sales Transactions in an A R Sales Batch Record to an AR Sales Batch X 6 2008 2014 by Sentinel Hill Software all rights reserved 150 Series 5 Miscellaneous Invoicing User Help Enter the code to assign to the A R Sales Batch that will be created to hold the posted Invoices If the F1 function key is pressed the system will automatically assign the Next numeric Sales Batch number as determined by the A R Control Preferences The Sales Batch chosen must not already exist Once the posting has completed the A R Sale Credit Entry operation must be launched to have the Sales transactions actually posted as Receivables Ledger Date Enter the date that is to be assigned as the Ledger Date for all the Sales Transactions recorded in the Accounts Receivable The Ledger Date is the date that is used to assign which period associated G L Journal Entries will be recorded to AR Control Account 9 6 Enter the A R Control Account that is to be used as the default for the Sales Batch This A R Account will be assigned to Sales Transactions that might be entered using the A R Sales Credit Entry application
14. Note A R Control Accounts are assigned to individual Invoices when they are generated The AR Control Account was determined from the Invoice Template that was used when invoices were generated The account specified here is only used if a new Invoice is entered in the Sales Entry application 6 4 2 Printing Invoices Invoices may be printed either by selecting the function from the Operations drop down menu found on the Miscellaneous Invoicing menu screen or directly from the Invoice Processing grid screen All invoices that have been generated but not yet posted to R will be printed For a discussion on the printing of invoices refer to the topic titled Printing Invoices 7 found within the chapter on Invoice Processing 6 4 3 Post Invoices to Accounts Receivable The function to have invoices posted to the Accounts Receivable may be invoked either by selecting the function from the Operations drop down menu found on the Miscellaneous Invoicing menu screen or directly from the Invoice Processing grid screen All invoices that have been printed will be posted Once posted they are deleted from the Invoice Processing screen grid Posted Invoices are moved to the Invoice History file and may be viewed from the Invoice History Inquiry function 2008 2014 by Sentinel Hill Software all rights reserved 6 5 6 5 1 Miscellaneous Invoicing Menu Functions For a discussion on the posting of invoices refer to the topic tit
15. Series 5 Miscellaneous Invoicing User Help Select Compary System E Defining a New Password On occasion you may be required to define a new password You can have your Systems Manager or the designated Gate Keeper assign you a new password or you can do that yourself 1 From the Main Menu s menu bar click on My Own Setup and from the drop down menu click on Change My Password The following screen will be displayed Defne my rew Passera O New Password Confirm New Password Passwords must contain at least 8 non space alphanumeric characters with at least one being a numeric digit and one an alpha character You cannot use the same password you have had for the past 3 times 2 Enter your old password 3 Enter your new password in both fields presented There are a few rules about the password you are allowed to use v The password must contain at least 8 non space characters v The password must contain at least 1 numeric digit and 1 alpha character v You cannot use the same password that you have used for the last 3 times v The password will time out after a pre determined period of time As setup by your Systems Manager v If you fail to enter the password correctly after a number of tries as setup by your Systems Manger you will be disabled from logging in You will have to contact your System Manager to have your profile re enabled 4 Click OK to proceed 2008 2014 by Sentinel Hill Soft
16. The Import Export routines has been revised to use the specified default Mar 26 2014 For 2013 Generating Documents and Reports as MS Word Documents 2008 2014 by Sentinel Hill Software all rights reserved 12 Series 5 Miscellaneous Invoicing User Help When output is generated as an MS Word Document an entry in the runtime configuration file is used to define the output orientation font name font size and where applicable a Template The system has been enhanced to now provide for 40 character font names and template filenames Increased from 25 characters July 03 2013 a Attach Supporting Documents function The ability to attach documents to different Series 5 Transactions Master Code records has been enhanced You may now attach an HTML file or a link to a Web Page Also when displaying JPEG or Bit Map files the Microsoft Office Picture Viewer Utility will be employed Also when adding a new attachment the system will default the path to a folder that should exist in the directory designated to be the Temporary directory associated to each Company System You should create a directory named Attachments in that directory if it s not already there Jun 27 2013 a Series 5 Outlook Email Reading Series 5 applications may now make use of a new routine that provides the ability to read email from MS Outlook Currently used by the A P and O P Manager Approval functions emails are read that were sent
17. These functions are available from the Q I Menu Bar as shown SHSI Series V Quick Invoicing Fie Trx Inquiry PoMS A Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Invoice Processing Rev 5 08 Print Invoices el Hill Software Inc PCA Post Invoices to 4 R Batch Feoruary 09 2009 09 43 AM Miscellaneous Invoicing 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 131 6 4 1 Invoice Processing Invoices may be generated edited printed and posted to the Accounts Receivable system using functions provided from the Invoice Processing function Once you have established the Invoice Templates you may then generated invoices Prior to generating any invoices there are a number of steps that must have been taken The processing steps required to generate invoices are as follows e The format and content of invoices are defined by creating an Invoice Templatel iss The template defines what fields are to be printed the descriptive text and dollar amounts that are charged to your customers and the G L accounts to which revenue distributions are recorded to You must have your templates defined before any invoices can be generated e The A R Customer s for which invoices are generated must be defined in the A R system For those that wish to have their invoices emailed the appropriate property must be set in their prop
18. This is text that has the charge amount within the line of text The system will scan the line and extract the amount to be used as the extended amount of the line Only 1 charge amount is permitted in this type of line e Text with Right Justified Amount This is just text but a separate field will be presented for entry of the charge amount When the invoice is printed the amount will be right justified at the right side of the body of the invoice e Inventory Item Charge You will be able to select one of the Inventory Items defined in the Series 5 Inventory Management system A Quantity and a Unit Price must also be entered The line of text that is printed on the invoice will be automatically built by the system e Non Inventory Charge ltem Similar the the Inventory Item Charge but you may enter the description of the item If the Invoice Template is defined to record the Revenue Account with each Body Line charge then fields will be presented for entry of the G L Revenue Account and the Sub Ledger Project code if applicable The screen following shows the Body Line screen for a line defined as Text with Embedded Amount 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 173 Modify Body Line 03 Invoice Body Line 03 for Template REMY2 Line Type Text with an Embedded Amount v Invoice Line of Text For Charges in January 2008 15 020 in
19. or not Only those customers that have this option set with a an email address is provided will have their invoices emailed to them Emailed Invoice Document X 10 Filename Prefix If invoices are emailed to a customer they are generated as either an MS Word document or a PDF document In either case the document emailed as the attachment will be named XXXXX QHinvoice 99999999 docx where XXXXxX is the string prefix defined by this field No embedded spaces please US AR Control Account 9 18 9 5 This field was available for use in an earlier version of this system At this time it is no longer applicable This account used to be assigned to invoices that were designated to 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions is be US customer invoices This functionality has been replaced Now the A R Control account is derived from the Invoice Templates When an Invoice Template is created this account will be assigned as the default A R Control Account US Cash Account 9 18 9 5 This field was available for use in an earlier version of this system At this time it is no longer applicable When Invoices are generated a Prepayment Code may be specified The Cash Account is obtained from the associated Prepayment properties record Canadian A R Control Account 9 18 9 5 This field was available for use in an earlier version of this system At this time it is no
20. 115 executing 120 wizard screens 115 working with grids Fast Button frames 39 copy cut and paste 46 display items with different sorts 38 editing grid row fields 45 file properties 47 2008 2014 y Sentinel Hill oftware all rights reserved working with grids navigating through the data files 43 pop up menus 45 searching for particular items 41 selecting items for display 40 Undo deleted records 46 Undo modified records 46 2008 2014 by Sentinel Hill Software all rights reserved
21. Accounts are is displayed e lf Revenue Distributions were generated based on Auto Distributions those accounts and amount are displayed e Invoices may be reprinted e A number of different filters may be set to limit the list of Invoices that are displayed e Afunction is provided that computes totals for selected intervals of Months Quarters or Years over a given date range e History Invoice records may be purged from the system 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 127 e An Historic Invoice Journal may be printed using assorted selection filters sorted and or grouped by Invoice Customer or Invoice Template When generating the Totals summary printing an Invoice History Journal report or Purging transactions the operator is presented with the standard A R Customer Select Filters 851 This allows you to select specific and or ranges of Customers Customer Types and Sales Representatives as well as other types of filters to be applied to the customer The Invoice History Inquiry function is launched from the Miscellaneous Menu s Trx Inquiry drop down menu SHS Series V Quick Invoicing File BESTA Operations Reports Codes The Historic Invoices as transactions are offered for display using a Series 5 grid processing screen All Invoices that have been posted to Accounts Receivable are moved to history files and are listed in the grid screen Histo
22. Functions Control Options Window 32 Help For accessing the Archived Reports Manager and the Batch Job Processor utilities For those functions that provide inquiry to assorted historic transactions and or analysis For those menu items that provide basic operational functions For generating all the reports associated to the Miscellaneous Invoicing system Those menu items for maintaining the assorted master codes used in the Miscellaneous Invoicing system Those menu items for Purging outdated historical transaction records used in the Miscellaneous Invoicing system For user defined Wizards For menu items to launch user defined programs or Windows utilities Refer to the Systems Management Help for details on setting up For setting up control preferences and User Access rights to the Miscellaneous Invoicing system For managing the multi threaded windows that might have been activated by the user Basic help and a function to display those users currently in the Series 5 system File Management The topics in this chapter describe functions and procedures that are a available under the File drop down menu on the Miscellaneous Invoicing menu These menu items are used to perform assorted File Processing type functions In particular the function to access and view Archived Reports is found here These functions are available from the Q I Menu Bar as shown 2008 2014 by Sentinel Hill Software
23. Header and the Footer regions The Body must always be physically located between the Header and the Footer of the Invoice Page Layout Body Right Justified Amounts 9 3 Column The body of the Invoice is defined by a number of lines Each line may contain text text with an embedded amount or text with an amount that is printed right justified in a column within the right side of the body For line items that have the amount right justified specify the column in which the 1st column of the amount is printed Amounts are printed in a ZZ ZZZ ZZ9 99CR format requiring 15 columns When selecting the Currency it s only purpose is to contribute the text that is optionally printed in the footer Payable in XXXXX funds where the XXXXxX is the Print Symbol defined for the currency 2008 2014 by Sentinel Hill Software all rights reserved 168 Series 5 Miscellaneous Invoicing User Help Record Revenue Distributions radio buttons Select the applicable radio button to indicate whether this account has journal entry transactions that are typically recorded as Debits or Credits Revenue accounts should be flagged as being typically Credits and Expenses as typically Debits For each Body Line Charge entered For a defined set of G L Revenue Accounts AR Control Account 9 18 9 5 When Invoices are posted to the Accounts Receivable system the Transaction is written with an A R Control Account to which the amount is recorded a
24. History files ice a setting up and or launching user defined Wizards For launching user created programs or other Window s Utilities For defining controlling properties for the application setting up the users profiles of those individuals that will have access and defining those functions that are to be set up as scheduled functions Functions to manage the simultaneous execution of up to 9 of the applications functions Displays licensing information launches Help or executes a Monitor displaying users currently using the system For example to select the Customer Merge Sets Maintenance function 1 Click Codes Maintenance in the menu bar 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 31 Purging Wizards Codes Maintenance Currency Codes Customer Merge Invoice Comments Invoice Templates 5 Daily 0 erations I Today 2 Select Customer Merge Sets from the drop down menu and the Customer Merge Set Maintenance screen will be displayed Daily Operations Monthly Operations Year End Operations and Transaction Entry tabbed sub screens Tabbed sub menus are provide on the application menus that offer common types of functions Each of the applications menus offer tabbed sub screens that have those functions that would be typically invoked a certain times or to enter Transactions For example those menu functions in the G L system that mig
25. LINE 5 Click the Update push button at the bottom of the screen 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 69 Batch J ob Properties Screen Field Definitions Batch Queue drop list The system provides pre defined Batch REPORTING v Queue names Each job may be dispatched BATCH INPUT to a particular queue to be processed Your BATCH_INPUT System s Manager may have defined multiple REPORTING queues each with different execute priorities aT PADRES or on different processors Re Occurring drop list A job that has already completed may be set up to have it automatically re occur at one of No the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri Every Day of the Week execute Note that any date parameters or W eekl filters associated to the application will ee automatically be updated based on the given interval chosen Priority radio buttons The priority will determine how quickly the batch request is executed The default setting is determined from the User s access Id properties for the given application Queued for Execution Date and Time mm dd yy You can set to have this job execute at some designated time of a particular date If a job has completed or if it has been placed On Hold then you can reactivate it and have it execute again Depending on the function you may
26. Print Final Invoices C Post to A R D Once posted the invoices are removed from the Invoice Processing grid screen They will be available for viewing by selecting the Historic Invoice Inquiry function After the invoices are posted in order to complete the interface to Accounts Receivable you must enter the Accounts Receivable system From the Operations drop down menu select Sales and Credit Entry and choose the Sales Batch that was used You must then Post the Sales Batch to complete the interface 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 149 Post I nvoices to Accounts Receivable Options Screen The options for posting the Invoices to A R are defined with the following screen Post Q I Invoices to A R Post O I Invoices to Accounts Receivable with optional Report QITOARPOSTJAN Interface Options Print Options Specify selection options for posting Invoices to a Sales Batch You may generate a Posting Journal or Post the Transactions or perform both of these functions ee Print a Posting Journal E dit List Post Invoice to an 4 R Sales Batch r Sales Transaction Interface Record to Sales Batch MYBATS Strike function key F1 for the next system assigned Batch Ledger Date 2718 09 El amp R Control ccount x 1200 001 Accounts Receivable US Post Invoices to A R Options Screen
27. Re Schedule this Function Elec Re Occuring p aily Mon Fri v r Next Scheduled For mam j aE E AM Yes with New Date Shown h Yes with Original Date Remove as a Scheduled Item 1 The fields will default so the function will be scheduled as defined 2 You may have the item rescheduled using one of the following intervals 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface Every Day Weekly Monthly Quarterly Annuall 3 Click on the applicable push button as required Grid Processing Screens The Series 5 applications have been developed around the concept that the operator should be able to navigate easily through the master codes data sets or batches of transactions that are being worked with To accomplish this the assorted accounting systems have made use of a graphical control known as a grid The grid control is basically a table that provides the operator with a list of the data records being worked with and controls to navigate through the associated file Individual fields may be edited pop up menus may be displayed for related functions and the cursor up down and Page up down keys may be used to move around rows and columns of data The screens that display these grids also offer a number of functions that the operator can manage or manipulate the particular records information These are fairly consistent throughout the Series 5 accounting system
28. Recorded in the A R s Open Item records e Prepayment Code If the customers has arranged to have the Invoices pre paid or automatically paid from their bank accounts the applicable Prepayment Code information e Contract Period To specify a specific period of time for which invoices are to be generated e An Override Amount to be invoiced Applicable if for a particular customer the amount is to be different from that defined by the Invoice Template but you wish to use the same Template amp Merge Set Customer s Grid The Customer Merge Set Codes are maintained using a Series 5 grid processing screen 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 157 File Edit Help Define Sets of Customers Select to modify or delete or add a new Merge Sets amp You may also generate a report listing the Sets already defined ext BI Go To Merge Set with Code v ajet Reres ee pa a new Merge S 001 East Coast Bilings 016 0700 00 _ Modify Modify the Merge Se 002 ost 0700700 003 Monthly Services Invoices 026 0 00 00 in the grid 004 Annual Support Contract Invoices oos 0 00 00 005 Marketing Invoices 07 aooo Delete Delete the Merge S in the grid Em Generate a report lis Merge Sets Edit an existing Distribution Set by double clicking it s associated row Standard Series 5 grid controls apply Fast Buttons
29. Screen Each Revenue Distribution can be defined for an Account and optional Sub Ledger Project depending whether or not the account is validated for a Project or not Up to 15 different distributions may be defined If Distributions are to be recorded as amounts the sum of the distributions must equal the sum of the charges that were entered in the body of the invoice If Distributions are recorded as percentages then they can be negative or positive but must add up to 100 Modify Auto Distribution 02 For Template REMY2 Left to Distribute Specify the G L Account to which the Revenue is to be recorded to When configured a Sub Ledger Project may also be entered with the distribution Up to 15 distributions may be defined G L Account 4060 362 Distribution Percentage Product Sales Revenue x Sub Ledger Project Code oos a EARTHSHAKING INFORMATION i Auto Distribution Account Entry Screen Field Definitions G L Account up to 9 18 9 5 Enter the account for which Revenue is to be recorded for Sub Ledger Project Code X 6 X 8 X 4 X 4 or X 4 99 99 If applicable enter the Project Code to be paired with the G L Account for which the revenue distribution is to be made for Distribution Percentage 8999 99 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 147 The to be used to calculate the amount to be recorded to
30. Step highlighted in the grid Process Step up 1 row in the grid Down Process Step down 1 row in the grid The following functions are provided for using the push buttons Q New To add anew step to the table Q Modify To change the currently selected grid item Q Remove To delete the currently selected grid item Move Up To move the currently selected grid item up in the table Move Down To move the currently selected grid item down in the table The following screen is provided for selection of each step The items listed are those Q I system menu items that have been configured to be executed using the Wizard 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures n Modify Wizard Process Step 01 Process Step 1 for Wizard Load from AP with Trial Balance Menu Item General Journal Trx Entry Operation Standard Journal Trx Entr 0 i Interface from Sub Systems G L Company Consolidation Year To Date Trx Export Rebuild Acct Period Summary Profit amp amp Loss Statement Balance Sheet Profit amp amp Loss Schedules Balance Sheet Schedules Source Allocation of Funds Title Interface from AP Sub System Wizard Steps Screen Field Definitions Menu Item list box The list is made up of those menu items that may be selected as a step by the Wizard Title X 40 This is the title of the processing step This field defaults to the name used
31. Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify button in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Wizard Properties tab Screen The Properties screen displays those fields used to identify it and displayed when used 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 117 ig GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Properties Processing Steps Enter the properties associated to this Wizard The Description identifies it in the drop down The Title and any comments you enter will be displayed with the Wizard does it s magic Wizard Menu Bar Description Daily AP Interface Tite Load from AP with Trial Balance Launch Time Instructions Verify the cutoff date when interfacing and ensure no illegal Accounts or Dates The Trial Balance needs only to be output as an Archived Report C This Wizard can do it s magic executing in the Background Execution Processor r Last Executed 7 07 08 11 58 27 Send an Email confirming this Wizard s successful completion Emel Access anil Wizard Properties Screen
32. aa Ea Editing Invoices Distributions alaia INV OIG E A AE TATE T EAE TTE ATEA T TET TA TTA Posting INVOICES 10 A Rec ieccs 22s ea E AA E EA E N EE Printing NVO OE S r a a ace cet Aaa aooaa AEA UE E ea EAN EEEE Post Invoices to Accounts Receivable 5 Reporting F NCHONS cc 2 2 02 so22ce cascdecscadeccecnnzdecccaeeccteaseccedtacsdcotecadececasecccccacsacetgaasccesdaaszens Invoice Audit Report 6 Master Code Maintenance Functions Currency Codes Maintenance ccccssssessseesestessessessevsevsneseeseesnesaessesseeseeseesaesaesaesaesanvaneaneneennesaesaeseseneeaeoes 154 Customer Merge Set Maintenance sscseccsscsessceeseessesseeeenesenessnesenensneneeeseeesensnueesensnnesseeennersneeseesanessenees 156 Invoice Comment Codes Maintenance ccccessssssesesseeseseesessesseveesenesesseesaesaesaesaesseeseesaesaesaesaevanvaneanennen 162 Invoice Templates Maintenance cccceseseneeessessesseesesseeseeseesaesaesaeveesenesesseasoesaesaesaesseuseesaesaesaesaevanvaneanenes 163 Invoice Templates Grid Template Properties Screen Template Invoice Header Fields csc0 iccucacccctsscsssscessessecsdassecsnssabseduecseveteassacasecadsducadscensectenstorsucestveiesdvensans 168 Template Invoice Body Sejenna ese eoe e E eeu S Neee peT EE NVE eaa 170 Template Invoice Footer FieldSanrasnieii a a NA AE E aE A E TEEN edi 175 Template Auto Revenue Distributions wirin iieii ees esasi aiai eies 178 Z SPUNQUIAG
33. al ime al O Selected O Selected r Company System oo A O Selected TIR KIETEN 3 Click OK and the Job Processor will trundle off and wait for a job that it can execute Processing Note The Batch Job Processor when launched is executed as an entirely new task in it s own window You can switch back to the Batch Job Manager window exit that and do whatever you please without disturbing the Job Processor Processing Status Tab Screen As jobs are executing you can view their status on the Processing Status tab screen It displays the jobs that is currently executing or the last job that was executed 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters Status EXECUTING THIS JOB There are 0 job s waiting to be executed 1 Jobs have executed so far Executing Job 00000075 Executing Ri Job 00000075 Job Name A R Aging Report Submitted By USER System AR Company PCA Re Occuring No Started at 10 07 09 PM Elapsed time 22 Hrs 7 Min 21 Sec Switch to Brief Display Execution Log Tab Screen A table is kept displaying the last ten jobs that have executed since the Job Processor has started 2008 2014 by Sentinel Hill Software all rights
34. amount that is entered will be recorded to this Sales Rep When an R Aging report is generated the Customers may be grouped by Sales Rep When the A R Period Analysis is generated totals for each Sales Rep for each period are accumulated 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 139 6 4 1 4 Editing Invoices Body The interesting portion of the Invoice is the Body This is where you enter the text and the amounts that describe the products and or services that you are invoicing your customer for There are a couple of different types of lines that can be defined in the body of the invoice Invoice Invoice Body Tab Screen You can enter only as many lines in the body as was defined by the Invoice Template that was used to generate the invoice The lines within the body of the invoice are maintained using the following Series 5 grid screen What you see is what you get You can leave lines blank as desired for nice spacing Invoice Number of Pages The system only supports 1 page invoices The following screen is used D Q I Invoice Processing Invoice 8924 for Customer 205337 Lehigh Cement Company oe Properties INVOICE Revenue Distributions Based on Template 039 Customer D Invoice 608924 Document Date 2 15 09 Lehigh Cement Company 1875 S Grant Street 1000 Due Date EYARZTIE ral San Mateo CA 94402 Attention
35. are required There is one for the general properties of the Template one for defining which fields are printed in the Header of the Invoice defining which fields are printed in the Footer of the Invoice one for entering any text and or charges that are to be listed in the body of the Invoice and one for specifying any Auto Distributions used in recording the revenue Whether adding new Templates not only do you enter the text and applicable charges you must also select which fields are printed in the Header and the Footer of the Invoice Setup Tip If you are always printing the same fields on all invoices then when setting up a new Invoice Template it may be easier if an existing Invoice Template is Copied This will save time as you will not need to define which fields are to be actually printed and their location on the invoice form 2008 2014 by Sentinel Hill Software all rights reserved 166 Series 5 Miscellaneous Invoicing User Help nvoice Template Properties Tab Screen The Invoice Layout Properties screen is used to assign a code and description and to define the physical layout of the Invoice It also provides for fields that are used when Invoices are posted to the Accounts Receivable system Some points to note when setting up an Invoice Layout e When selecting the Currency it s only purpose is to contribute the text that is optionally printed in the footer Payable in XXXXX funds where the XX
36. be displayed from which you can select codes that are to be reported Field Definitions Customer s radio buttons Click to include all selected or a range of Customers that are to be processed ai ____ All Customers are considered O Selected A window is displayed from which specific items ma be chosen O ARange Specify a Starting and Ending Customer Code for a range of items to be processed Customer Type s radio buttons To consider only those Customers that have been assigned as being a particular Customer Type click to include all a selected or a range of Types al____ AllCustomers are considered regardless of Type Selected A window is displayed from which specific items ma be chosen ARange Specify a Starting and Ending Customer Type for a range of items to be processed 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures Sales Representative s radio buttons To consider only those Customers that have been assigned to particular Sales Representatives click to include all a selected or a range of Sales Reps Wa e Customers are considered regardless of Sales Rep be chosen ARange _ Bpexlly a Starting and Ending Sales Rep Code for a range of items to be processed Customer Status radio buttons To consider only those Customers that have been flagged as having a given Status click the appropriate radio button ai ___ A
37. be set to zero unless specifically need to debug the execution of CGI service routines e i Series 5 Company code assigned to Web Company 1 Code embedded in Web Page ID codes ne Series 5 Company code assigned to Web Company 2 WEB PCA COMPANY 4 COMPANY 5 o a LOCATION 2 LOCATION 3 WEB OP 40 LOCATION 4 WEB OP EAST The Series 5 Company code assigned to Web Company 4 The Series 5 Company code assigned to Web Company 4 submitted over the Web for Company 2 submitted over the Web for Company 3 eer alas The Series 5 Company code assigned to Web COMPANY 3 Company 3 e Inventory Warehouse Location code for orders submitted over the Web for Company 4 The Inventory Warehouse Location code for orders 2008 2014 by Sentinel Hill Software all rights reserved 200 Series 5 Miscellaneous Invoicing User Help WEB EDOCS weby The directory path in which temporary files are created DIRECTORY shweb used to send attachments as emails on UNIX web acutemp servers WEB MGMT accserver For CGI service routines on a Web server defines the CTRL PATH _ acctg shsi_ctrl directory path of the location where the Series 5 control files reside Runtime Error Codes These Unfortunately things don t always operate the way they should For a variety of reasons the application will on occasion generate some nasty looking error codes and messages These can be divided up into three categories of errors
38. by Sentinel Hill Software all rights reserved 10 Series 5 Miscellaneous Invoicing User Help Using the Series 5 Miscellaneous Invoicing can be fun Don t believe it Give it a try History of Enhancements Over the lifespan of the Miscellaneous Invoicing system a number of major enhancements and minor fixes have been applied Following is a brief summary New and Different Enhancements and Fixes in Q I amp For 2011 a Customer Merge Set Maintenance A new function has been introduced to the pop up menu that is displayed when position on the Customer Set grid tab screen The new function Move to Another Merge Set when invoked will move the customer associated to the current row to another Customer Merge Set A window is displayed for the operator to select the target Merge set for the customer to be moved to June 07 201 1 Customer Merge Set Customer Records A number of new fields have been introduced for each Customer that is defined within a Merge Set as follows e Invoicing Status this field my be set to indicate that the Customer is OK to be Invoiced On Hold or Deferred from being Invoiced If deferred then an Until Date may be also entered e Contract Invoicing Period to be able to specify a date range period for which invoices will be generated e Amount to Invoice Normally amounts to be invoiced are defined by the Invoice Templates If the occasion arises where one or more customers should be invo
39. click Delete or just click on the Delete button in the Fast Button frame 3 A delete verification screen will be displayed Click the Remove lIt button to proceed 4 Both the entry in the tables and it s corresponding Archive file will be deleted Purging old Archived Reports Over a period of time your users will probably be generating a great number of Archived reports If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all reports satisfying the selected filters User Access Management The Series 5 system provides for User Access security at the menu item level for each application based on a users sign on code There are two user access records that must be established before any given user can access the system Data S Acccessed From Comments 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 105 The main menu s System Maintenance drop down menu 1 User Logon Profile Record 2 User Application The Q I menu s Access Record Control Options Each user must have a Logon Profile record before they can be set up with any Application s Access rights The user s
40. data must be separated with the Text character 2 You may then select the folder to which the file is created and the name of the file You can click the push button to locate or change the location m errue WORKS older R Re Create Append Thin Client Processing Tip If executing as a Thin Client user you should select output as Tab Delimited Text Over a slow network output to an Excel Spreadsheet is disgustingly slow If you want the output to be on your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st created on the UNIX server then copied to the PC client Field Definitions File Type drop down list Select the file type that is to be generated This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not set as the default Folder X 90 Enter the name of the directory folder to which the exported data is to be written to This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder You may click on the Browse button to locate the desired directory Only those folders which are descendants of the roo
41. date In order to make use of this feature the Microsoft Calendar must be registered on all client computers executing Series 5 MSCAL OCX may be found in ms ocx on the AcuGT Extend 9 xx 2008 2014 by Sentinel Hill Software all rights reserved Introduction installation CD for Windows If you cannot locate it on the release CD a copy is included in the Series 5 release directory in SS UTIL June 25 2012 This is accomplished by executing the following command from the designated DOS Command Prompt REGSVR32 EXE S5 UTIL MSCAL OCX where For System From Directory Windows Server 2003 amp C Windows Right click on the Command 2008 64 bit SysWOW64 Prompt and select Run as Administrator Windows XP and 7 C Windows Right click on the Command System32 Prompt and select Run as Administrator C iWindows System Reports and Forms generated as MS Word Documents All reports and forms that are generated as MS Word Documents may now have an assorted formatting properties applied to the text that is generated The following formatting capabilities may be applied e Formatting Regions defined as ranges of lines for a page may be formatted with a particular font type and size and be set as Bold Italic Underlined Shaded or as Reverse Video Up to 5 different regions may be defined and activated under program control as the page is being populated with text Tab Sets may be defined consisting of up to 10
42. defined e The of lines per page and columns per page of the Invoice e The location of the body of the invoice is specified the part of the invoice where charges are listed e Whether Revenue Accounts are recorded with each charge or whether the total amount of the invoice is distributed to selected accounts e The AR Control Account e The Reference and or User Code that will be carried through to the Accounts Receivable system e The layout of the Header portion of the Invoice le Which fields are printed and the Row Column of the Invoice where they are printed e The actual lines of text and applicable charges to be printed within the body of the Invoice e Where applicable the G L Revenue Account to be associated to specific charges e The layout of the Footer portion of the Invoice le Which fields are printed and the Row Column of the Invoice where they are printed e Any Miscellaneous Charges and or Freight Charges along with their applicable G L Accounts e A Prepayment Code if applicable e A standard Comment Code showing up to 5 lines of text that might be printed in the Footer of the Invoice e Where applicable a standard set of or single G L Revenue Account to which the total dollar amount of the Invoice is to be recorded to Setup Advice Designing your Invoice Template iis broken down into two major functions 1 Designing how the invoice it to be printed Which fields and their location on the form 2 Th
43. defined Templates You may generate invoices for a set of Customers or for a single Customer From the Invoice Processing gird screen On the Fast Button bar click Add One Invoice to generate an Invoice for just one customer or click Generate Invoices for generating a set of invoices for a pre 9 i 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 135 n eee Add One Invoice Modify Invoice j Print Final Invoices Post to A R Once generated the invoices will be displayed in the Invoice Processing grid screen They may be edited or deleted as the case may be After the invoices are printed you must then post them to the Accounts Receivable system Building Invoices for a Single Customer or a Merge Set of Customers Options Screen The options for generating a single Invoice are defined with the following screen 09 1 Invoice Processing Generate an Invoice for a selected Customer using a specific Invoice Template Invoicing Options Specify options for Generating Invoices Build an Invoice for Customer fn Sidney M Johnson amp Assoc Clark NJ Using Charges and Layout based on Invoice Template hh MASONRY FLYERS Invoices System Assigned Invoice Numbers Starting from 1608938 Dated 2718709 72 with the Next Invoice Number of 1608938 For generation of invoices for a set of Merge Customers the field for selecting a Merge Set is
44. drop down list select from the following Data Input Format Comments An Office 2007 or 2010 MS Excel workbook is opened w EXCEL 2007 2010 land data is read directly from the 1st worksheet s designated rows and columns A maximum of 950 000 rows may be processed An Office 2003 or earlier MS Excel workbook is w EXCEL 97 2003 opened and data is read directly from the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be processed The input columns of data must be separated with the w Tab Delimited Text lt tab gt character A maximum of 65 530 rows may be 2008 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Miscellaneous Invoicing User Help The columns of data must be separated with acomma w CSV Comma lt gt Character Strings must begin and end with the Delimited Text double quote lt gt character Amaximum of 99 999 rows may be processed w 20 20 Text Formatted for an older spreadsheet utility The columns of data must be comma separated with Lotus Text quotation marks around each field w Slash Delimited The columns of data must be separated with the Text character 2 You may then select the folder from which the file is to be loaded from and the name of the file You can click the push button to locate or change the location put Fon ___ _ oLype EXCEL Worksheet Folder C Documents and Settin
45. enana E E E AA E a 181 8 Control Option Functions scssssuressenrriinonnrndnann nunen pn nr ANNONA NAREN NNN EENES REESS m EANN EN NNN KANNAN NNA S hEN 181 Q Control Preferences cssccsssesesssesssesensessesenseserseseesensenerseneesenaeseesenaesenasseesenaesenaesessenaeseeseneesenaeseesenaesenaes 182 General Tab Screen cr Eon a T A NEET dint ER E ENEE AEE NEN E 182 Part VII Appendix 187 T GQLData Files enserir TAA ETAR AA A AA ATERA 187 Data Directory Structure cceccstessessesseseessesseeseessessesseusesseeseeseesaesaesaevaeseesesseasaesaesaesaessaeseeeaesaesaesaevanvaneanennes 187 Q I System Control Files oo cc cccsesesceeseeseeseeseeseesoessesevsevseesesseeneesaessesseeseeseesaesaesaesaesaevanesneaeeanesaesansaesoeeeneoes 188 Qil Com pany Data Files 0 cecessetestescesseesesseeseeseesoessesaevaevenesesseeneenaessesaeuseeseesaesaesaesaesanvanesneaeesnesaesansaesoneeneons 189 2 System Operational Variables ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseaeeeeeseaeeeenses 190 Environment Variable cs cscenessessesseseeseeseeeseeseessesseeseeseesneseesaesaesaevaesaesaeseeasaesaesaesaesseeseesaesoesaesaevaevaneaneanes 191 Configuration Variable cccsccceseeessseceeeeeeeeeeeeeseeeseeeeesneeesseeeeseneeneeeseseeeeseeeeneeeeesneseseeaeeeneseseeeeseeeeseenensaeees 191 3 Runtime Error Code sic aisinas cceeeceneaede ectsacecetcaneececcaadscctssnseccosnaedcccadszcetcanseccesneedecceaczeces 20
46. executed it s status is displayed in the table 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 121 Processing Wizard 1 Make sure you have the interface files in the correct directory and that both WIP and RECAP files are for the same set Also have the correct invoicing forms ready in the designated printer when applicable Good Luck on your journey General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Completed Have the General WIP Posted Completed Ensure no other WIP is selected Completed Select WIP for Billing lt NEXT Step Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Proceed with the Next Step As each step is finished you must click on the Proceed with the Next Step button or you can abandon the Wizard by clicking on the Cancel push button 5 7 Monitor System Usage TheSeries 5 keeps track of which users are currently logged into the system and what menu function they are executing This screen may be displayed by selecting Monitor System Usage from the drop down menu under any applications menu bar that contains Help as a topic ds User Functions Control Options Window Rev 5 08 W ransaction Entry y Favorites The following is an example of the Monitor display screen 2008 2014 by Sentinel Hill Softwa
47. from designated approval managers The internal driver used to read emails using calls to Microsoft Office Outlook The following capabilities associated to reading emails are now possible e Emails are read from program selected in boxes e Filters may be set to read only emails from selected Senders or emails with a specified character string within the Subject line e Up to 3 attachments may be read and passed to the S5 application e Sub folders withing a designated In Box may be created by the system e Emails may be deleted or moved to different sub folders May 26 2013 For 2012 a Series 5 Import Export Functions When importing or exporting data fields from to MS Excel after the process has been completed the EXCEL EXE process was not being terminated due to a problem with Windows or there is some secret function to do so The problem has been fixed Now when Excel is launched from Series 5 it s Process ld is detected and once the import export is completed the process is Killed using a system call using the TASKKILL DOS command Nov 12 2012 Series 5 Import Export Functions When importing or exporting data fields from MS Excel tab delimited or CSV data files the system will now handle text fields up to 200 characters in length Sept 18 2012 Series 5 Launching Microsoft Calendar The Series 5 Applications make calls to the Microsoft Calendar routine to display a calendar and accept the operator s selection of a
48. generated by the system This file tends to become rather large if you have a great number of Invoices being generated If this is the case the Invoice Purge function should be executed on a regular basis QIHISTINVLINES Xxx This file holds the historic Invoices Body Line records 2008 2014 by Sentinel Hill Software all rights reserved 7 2 190 Series 5 Miscellaneous Invoicing User Help eee ee eee QIHISTINVDIST Xxx This file holds the historic Invoices Auto Distribution records QIINVOICES Xxx Holds the Q I Invoices that are generated These records remain on the system until the associated invoice is posted to the Accounts Receivable system At such time these records are copied to the history version of this file QILAYTGLDIST XXxX lf a given Invoice Template is defined as having a set of Auto Distribution Revenue Accounts an associated record is written to this file QIMERGESETS Xxx Holds the master Customer Merge Codes properties records One record is created for each Merge Set on file QINVBODYLINE XXX Each non space line of an Invoice Template s Body is stored as a record in this file When an invoice is generated for a particular Template it s Body Line records are copied to the invoice QINVTEMPLATE XXx Hold the master Invoice Template Codes records QINVOICELINES XXX When Invoices are generated each non space line of the Body is stored as a record in this file These records rema
49. in the applications menu It may be changed Grid Display Search Options You may search for specific records displayed in the grid using a number of relevant fields Click on the oi Search icon A search string may be entered for the following fields Title Wizard ID 2008 2014 by Sentinel Hill Software all rights reserved 12 Series 5 Miscellaneous Invoicing User Help 5 6 2 Wizard Execution Screen When a Wizard is launched from a given applications menu the following screen is displayed SHSI Series V Professional Invoicing File Trx Inquiry Operations eports Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Rev 5 08 UCC Direct DFS Test Company p July OF 2008 01 11 PM Professional Invoicing Processing Wizard 1 Make sure you have the interface files in the correct directory and that both WIP and RECAP files are for the same set Also have the correct invoicing forms ready in the designated printer when applicable Good Luck on your journey ax General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Have the General WIP Posted Ensure no other WIP is selected Select WIP for Billing Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Launch this Wizard Click on the Launch this Wizard push button to have it started As each step is
50. instructions that may be printed in the Footer area of invoices Up to 5 lines of 75 characters each can be printed Comment Code LTEST1 Comment Merry Christmas and a Happy New Year PAY YOUR BILL ON TIME OR WE LL SEND HARRY THE BIG BROWM PIT BULL AFTER YOU AND THAT WILL MAKE YOU REALLY SAD HE HAS THESE BIG TEETH THAT WILL BITE YOUR HEAD OFF WITH So please pay by the Due Date is gt Field Definitions This is the code used to identify this Comment Oa Enter the text of the comment Lines of text will automatically wrap at the right edge of the field You may press the Enter key to force a new line NOTE THAT ONLY 5 LINE OF TEXT WILL BE PRINTED ON THE INVOICE 6 6 4 Invoice Templates Maintenance Defining your Invoice Templates is the basic step in setting up for generating Invoices When used in conjunction with a Customer Merge Set invoices can easily be generated on re occurring bases for all your customers that have fixed charges Defining an Invoice Template is almost the same as building an Invoice Information 2008 2014 by Sentinel Hill Software all rights reserved 164 Series 5 Miscellaneous Invoicing User Help associated to which whether a particular field is printed and where on the invoice is recorded The lines of text and applicable charges are recorded with the Template and any standard Revenue Distributions are recorded with each Template The following properties of an invoice are
51. is not licensed for use error 800A03EC When attempting to print a document directly from Word and a problem exists on the network or the remote printer is probably not turned on When outputting a string to a spreadsheet there was a or character in the 1st characte of the string Excel thinks this is the start of an equation that does not make sense If possible insert the Single quote character as the 1st character of the string being output 2008 2014 by Sentinel Hill Software all rights reserved Index A application data files A R control data filenames 188 A R data filenames 189 data directory layouts 187 determining file sizes 47 how many records ina file 47 applications menu about 28 cascading windows 33 daily operations 31 monthly operations 31 scheduled functions 34 selecting multiple menu items at once 33 the menubar 29 transaction entry 31 year end operations 31 B basic processing screens A R Customer filters 85 A R Demographic Code filters 90 about 63 application s useraccess 105 background job processor 63 browsing reports 98 creating Wizards 115 data export 76 data import 81 defining scheduled menu items 111 dispatching a job to batch 63 executing Wizards 120 generating reports 92 monitoring who is onthe system 121 report options screen 93 the Q I menu 124 viewing archived reports 99 batch execution delayed processing 63 enabling users to access 49 61
52. lines on the invoice that fall above the Body of the Invoice All those fields that might typically be printed on an invoice are presented on a screen Select whether that field is to be printed and the location on the invoice Setup Tip When specifying the location of fields make sure there is enough room You must also make sure that there is not a conflict with the Body of the Invoice 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 169 Invoice Template Header Fields Tab Screen Each of the possible fields that can be printed in the Header of the Invoice are presented Select which ones are to be printed and the Line and Column of the page The following screen is used D Invoice Template Codes Maintenance Invoice Template 016 General Marketing Seminar Chicago 1992 Modify the Properties of Properties Header Fields Invoice Body Footer Fields Revenue Distributions Select which Header fields are printed and their locations on the Invoice The Header will occupy lines 1 thru 24 of the Invoice E4 Header Field Line Column Header Field Line Column Customer Name A 40 Cust Attention To A 30 Customer Address 4x Al Company Name A 50 Company Address 4 x A4 30 Page Number 93 aoin S amp K Remit To Address 3 x A 30 Federal ID GST A 23 Doc Type Title A 17 Terms Description A 15 PO Number A 10 Sales Rep Name A 20
53. of Printer Queues may be set up by your System Administrator Each Queue has a variety of properties associated that means you can pretty well print to any of your network defined printers using different fonts or margin settings Refer to the chapter on Defining Series 5 Print Queues in the Systems Management Help or manuals 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures s 5 4 1 Report Options Screen When any kind of report or form output is to be generated the following window screen is displayed al Vendor Type Codes Maintenance nL ee Report VENDTYPE LST Print a list of the Vendor Type Codes currently on file Print Options Select where to have this report printed to You may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date Direct Generated Document s to V Screen Browser lV Archive to Reports Manager V Print Queue WPRINT3 WinPrint Courier 10 Compress Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 of Copies i V Save to C Users Larry Documents SHSI PCA Save as Ms WORD Printed To Captured Printer Browse CanonPortrat kd hp Laserdet 1300 PCL 6 Report Header User Note A list codes for Rembrandt This text will appear at the top of the 1st page and may be used so you can perso
54. of the properties associated to each A R Customer is the option to have emails sent to them or not As long as it customer is so selected and an email address is provided the invoices will be emailed to them March 01 2011 Q I Control Preferences The Miscellaneous Invoicing Invoice generation and printing function has been enhanced to have invoices for designated customer s automatically emailed as PDF or MS Word documents To turn on this feature a new property has been introduced to the Invoicing Control Preferences screen Also the Invoice document sent as an attachment will be named XXXXX QFInvoice 99999999 docx where XXXXX is a user defined prefix that is entered as a field in the Control Preferences screen and 99999999 is the invoice number March 01 2011 For 2010 On Line Help The Miscellaneous Invoicing system was first introduced in February of 2009 At this time On Line Help was developed Feb 2009 New and Different Enhancements and Fixes in all Series 5 Systems For 2014 Support for Office 365 The printing routines and the import export routines have been enhanced to provide support for MS Word and MS Excel in Office 365 Oct 01 2014 Series 5 User Logon Profile Maintenance A new property has been introduced to the Series 5 Logon User s profile You may now specify the Default Import Export File type for each user When Importing or Exporting data the selected default will now be automatically set
55. old Completed J ob Control Records Over a period of time your users may have generated a great number of Job records If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all those jobs satisfying the selected filters 5 1 3 The Batch Job Processor In order to process any Miscellaneous Invoicing function jobs that might have been queued to 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help executing the Batch Job Processor utility This is basically another Series 5 program that gets launched from the Batch Job Management function Some of the features of Batch Processor Utility gt The Processor Utility is launched from the File drop down menu from the Batch Job Manager gt Multiple instances of the Processor Utility may execute at the same time on different client terminals gt Each Processor Utility may be set up to service jobs sent to a particular Batch Execute Queue gt Each Processor Utility may be set up to service jobs generated for a particular Company Systems gt Each Processor Utility may be set up to service jobs generated for a particular application gt An Execut
56. on the screen and it can be aborted at any time Accessing the Q I Wizard Functions From the Q I menu click on Wizards to display the drop down menu Select Wizard Manager to maintain your Wizards or if any are defined click to launch Processing Tip If in a given application there are a series of menu items that are always performed a Wizard may be created that will automatically launch each of these steps 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 115 Jaintenance Purging User Functions Control Options Window Rev 5 08 Mrect DFS Test Ci Interface n Invoice __ Fs Interfacing p3 07 2008 10 06AM J arEnd 8 Trans ice Processing verdue Functions ss7 4 My Favorites due for selection toda 5 6 1 Maintaining Your Wizards Wizard Manager Grid Screen Maintenance of the Wizards is done with a Series 5 grid screen Pl Wizard Codes Maintenance File Edit Help Manage Processing Wizards Select specific Menu functions that are to be performed in a particular order These Wizards can be invoked from the Wizard drop down menu Fast Buttons x pee Interface WIP and Recap Generate Invoices and a z i N ew Add a new W izard Modify Modify the Wizard highlighted in the grid Delete Delete the Wizard highlighted in the grid Items are li
57. sign on code password email address and default documents pathname are defined Only users with full system Management access rights can maintain the Logon Profile records A separate Access record must be established in each application that the user needs to execute In those Miscellaneous Invoicing systems with multiple companies a separate Access record must be defined for each company The user s default printer and each individual menu items access rights are defined Once the User Access for a user is established they may define specific menu items to be scheduled That is an icon will appear in a tabbed sub screen in the applications menu on the date that it has been scheduled Refer to the section on Scheduled Menu Functions 4 under the Miscellaneous Invoicing Application Menul 28 Chapter for further information and the topic following Accessing Q I Users Access Maintenance Function From the Q I menu select User Access Privileges from the Control Options drop down menu DAR Control Options ser Functions Fiscal Years Periods G L Control Preferences User Access Privileges 7 My Scheduled Menu Items P gt wa 5 5 1 Defining Users Access Rights Processing Tip lf your company requires strict controls as to which individual is entitled to set up User Access rights then a Gate Keeper may have been established See the topic on System Control Optio
58. string to Initialize print job Report Print Form nnn Printer command to reset printer FMnnn lt text string gt Report Print Form nnn Printer command SELECT string to select paper from tray 1 TRAY 1 i Report Print Form nnn Printer command FMnnn lt text string gt SELECT string to select paper from tray 2 TRAY 2 FMnnn lt text string gt Report Print Form nnn Printer command SELECT string to select paper from tray 3 TRAY 3 Report Print Form nnn Printer command PAGE HEAD string for odd page headers Report Print Form nnn Printer command PAGE FOOT string for odd page footers Report Print Form nnn Printer command PAGE HEAD string for even page headers Report Print Form nnn Printer command PAGE FOOT string for even page footers Report Print Form nnn Printer command DATE LINE string for report date line Report Print Form nnn Printer command TITLE string for report title line Report Print Form nnn Printer command LEGENDS string for report legends lines Report Print Form nnn Printer command HEADERS string for report headers lines Report Print Form nnn Printer command CODE string for User defined action at Line ii Report Print Form nnn Printer command CODE string for User defined action at Line ii Report Print Form nnn Printer command CODE string for User defined action at Line ii Report Print Form nnn Printer command CODE string for User defined action
59. tab settings per line The types of tabs include Left Tab Right Tab Center Tab and Decimal Aligned Tab Up to 20 different Tab Sets may be defined and activated under program control as the page is being populated with text As the line of reporting text is output the tabs are inserted and any preceding spaces are removed This basically now allows the use of variable pitch fonts when outputting columns of data ensuring proper alignment Individual words or sub strings within a print line may now be output as Bold Italic Underlined Shaded or as Reverse Video On a given page up to 50 sub strings may be formatted in this manner On a given line up to 6 sub strings may be formatted in this manner Single thick or thin and Double Lines may now be inserted at any position within a page As the page is being populated with text the lines are defined to the printing routines with position and sizing set under program control Up to 40 line may be output per page These types of formatting controls could be implemented for Invoices Purchase Orders Customer Statements A P Checks or Customer Quotes In order to take advantage of these features the appropriate applications program must be pro grammatically customized Contact Sentinel Hill Software Inc for more information further details Apr 24 2012 HS5 Enhancements_to_ALL_Systems 2011 2013 xml All Series 5 Applications offering Export Functions When entering export s
60. tems Menu In the drop down menu under File in the menu bar most grid screens will provide a list of the last 6 items that were added or edited You can click on any one these to position to it 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface Customer Maintenance Edit View Help Properties Print Import Export Bulk Email to Customers 1 000000 2 W17428 LASALLE NATIONAL 3 017930 LASALLE BANK NATI 4 017931 ABN AMRO SERVICES 5 017938 ABN AMRO SERVICES 6 266366 1346 RAILROAD ASS Exit Grid File Properties Menu Function In almost all applications using a grid screen the rows of data displayed represent a data record in a file The Properties function found In the drop down menu under File in the menu bar when clicked will display some properties about the displayed file G L Journal Entry Inquiry A61 Reports Edit Yiew Help 1 ASSETS 2 LEDGEND DATE 3 DMY CORRESPONDENT ACCESS F 4 CORP MISCELLANEOUS FEES LO 5 CORP MISCELLANEOUS FEES LO 6 UNBILLED REVENUE Exit The Properties Screen displayed shows the names of the files the of records and the size 2008 2014 by Sentinel Hill Software all rights reserved s Series 5 Miscellaneous Invoicing User Help Series V File Properties GL YTD Transaction File Folder d s4 test UCC data Disk File GLBYRTRX40
61. the given revenue account This is a percentage of the sum of the charges recorded in the body of the invoice To make a negative distribution enter a negative percentage The sum of all percentages must equal 100 Distribution Amount 99 999 999 99CR The amount to be recorded to the given revenue account The sum of all amounts must equal to the sum of all the charges recorded in the body of the invoice 6 4 1 6 Printing Invoices Once all invoices have been generated and edited to your liking they must be printed From the Invoice Processing gird screen on the Fast Button bar click Print Final Invoices Add One Invoice Modify Invoice Print Final Invoices N Post to A R All the invoices that have been generated and are presented in the Invoice Processing grid will be printed Once printed their Status will be change to that of being Printed After the invoices are printed you must then post them to the Accounts Receivable system Warning When selecting to Print Final Invoices all invoices that have a status of either Gened or Printed will be printed If you wish to have your invoices printed as MS Word documents that are merged with an MS Word template you must provide the following entries in the AcuCOBOL Configuration file Config Variable Description XxXx QI INVOICE Q PRINTER For Company System xxxx when RECREATE ARCHIVE amp WORD invoices are printed defines the Series 2008 2014 by Sentin
62. the report or query 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures Select G L Account s Select items to be associated with Trial Balance 3 Available G L Account s Selected J 4040 303 Non Dues Revenue fh 0000 105 aad ace 304 Non Dues Revenue 0000 110 oe Q ace Non Dues Revenue 0000 200 0000 203 H 0000 205 f 4040 340 Non Dues Revenue 4040 343 4040 351 Non Dues Revenue f 4040 352 Non Dues Revenue 4040 353 Non Dues Revenue 4040 355 Non Dues Reven z 4040 356 4040 340 lt Clear All 40 360 Add gt 5 lt Bemove P vl Hf Dues Renie Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue 4040 342 Non Dues Revenue f 4040 343 Non Dues Revenue Select All gt axe GoTo 4040 1 Double click an item in the left pane to have it included 2 The codes of those Items that have been chosen are displayed in the right pane 3 Search for a particular code by clicking on the ta binoculars icon vt 4 Click on the l push button icons to position to the previous or next item in the left pane that has already been selected 5 Click to have ALL items selected or unselected 6 When a particular previously selected item is highlighted in the right pane click the button to have it unselected 7 Use the grid navigate buttons to move through the list of poss
63. to a different Merge Set and one that will delete all the Customers from the current Merge Set 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 159 Modify eral S Remove this Customer yotiw Move to another Merge Set ste Undo Modify Undo Delete Clear All Customers When the Move to another Merge Set function is chosen a small window will be presented from which the operator may choose the Merge Set to which the customer will be moved to Merge Set Customer is to be Moved To 009 Al Canadian Billing Merge Set Field Definitions Merge Set Code X 6 The Merge set is selected for use with the code specified Bein a Default Invoice Template X 6 When generating invoices once the Customer Merge Set is chosen then if an Invoice Template is specified in this field it will be automatically displayed as the default At which time the operator may choose a different Template if so needed Merge Set Customer Entry Screen Each Customer may be recorded with additional information that is available to the invoice and or recorded in the R with the invoices associated Open Item records 2008 2014 by Sentinel Hill Software all rights reserved 160 Series 5 Miscellaneous Invoicing User Help Customer for Merge Set 006 Customer Monarch Flowers Company Contract Invoicing Period 135000 1000 Main Street Scranton O
64. with the Subject Receivers Name and Address and the path to an Attachment This capability has been enhanced to now provide for sending the email with 2 attachments The new pseudo variable ATTACHMENT 2 will be replaced with the full path to a 2nd attachment if applicable May 03 2010 Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility Now when presented with the import export options screen the operator may select to load from or output to either an Excel 2007 Workbook or an Excel 97 2003 Workbook The system will automatically append either the XLSX or 2008 2014 by Sentinel Hill Software all rights reserved 20 Series 5 Miscellaneous Invoicing User Help the XLS extension and read or write the spreadsheet using the correct file format For users that have Office 2007 installed the default File Type will be the Excel 2007 Workbook but they may choose either Excel format For users that do not have Office 2007 installed the default File Type will be the Excel 97 2003 Workbook and they will not be able to choose Excel 2007 May 03 2010 Import Export Functions When the import export screen is presented and a particular directory and file is selected for processing if the operator clicks on the Back push button to go back and change an option of prior screens upon re displaying the import export screen the originally selected file directo
65. 0 Application Error Codes cccscssscssssssessessesseeseesoessessessevseveneseeneeseasoessessessesseesaesaesaesaesanvaneaneanennesaesansesoesonens 201 Microsoft Utility Errors oo ccccsecsstessessesseseessesseeseesoessessessesseesoeseesaesaesaevaesaeesesneasaesaesaesaesseeseesaesnesaesaevaevaneaneanes 202 Index 203 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Hel Welcome to Series 5 Miscellaneous Invoicing The Series 5 Miscellaneous Invoicing system formerly referred to as Quick Invoicing is one segment of a fully integrated set of Financial Applications It provides a rich set of reporting and inquiry functions to your company s Receivables The Miscellaneous Invoicing system runs in conjunction with the Series 5 Accounts Receivable system and optionally with the General Ledger system This help is designed both as a course in using the Series 5 Miscellaneous Invoicing and as an ongoing reference while you are working with the program Getting started new users e Study the Introduction s and Quick Start Tutorials sections to familiarize yourself with the basics of the application e Check out all the links in the Help tab plenty of help is available Getting started users upgrading from prior revisions e See the History of Enhancements 10 for a quick summary of the major changes and where to find the functions you are looking for e
66. 105 111 job management 66 launching the Batch Job Processor 71 modifying job execution parameters 66 night processing 63 putting jobs On Hold 66 su OQAOPEp HE HilPSoftware all rights reserved C cascading windows 33 ClickYes Pro 71 configuration variables 191 Customer Demographic Codes filters 90 selecting for reporting 90 Customers filters 85 selecting for reporting 85 D date Lookup window 53 date range Lookup window 54 define user s environment variables 71 Es email Series 5 reports 95 entering arange ofdates 54 entering dates from a calendar 53 environment variables 191 executing jobs in the background about 63 batch job execute screen 63 the Batch Job Processor 71 exporting data about 76 export options screen 76 tab delimited data 76 to Excel workbooks 76 G generating emails 71 H help getting help 25 HTML Help access 71 importing data about 76 81 from Excel workbooks 81 204 Series 5 Miscellaneous Invoicing User Help importing data import options screen 81 tab delimited data 81 master code Lookup window 49 or Q I Menu Codes Maintenance menu functions 153 Control Options menu functions 181 File menu functions 125 Help menu functions 25 Operation menu functions 130 Purging menu functions 181 Reports menu functions 151 Trx Inquiry menu functions 126 Window menu functions 32 about 124 menu bar topics 124 R Remit To address defining 182 r
67. 7 2003 Workbook The system will automatically append either the XLSX or the XLS extension and read or write the spreadsheet using the correct file format June 14 2011 Generic Search Function In all Series Series 5 applications where a grid screen is presented for the entry of transactions or the maintenance of master codes a Search function is provided This function has been enhanced in the cases where the operator has chosen to search for a given record where a Date is chosen as the search criteria Now the following literal label is displayed mm dd yy indicating the desired format that the date should be entered as As well the date entered may now be as mmddyy mmddyyyy mm dd yy or mm dd yyyy depending on the mood of the operator May 02 201 1 New Feature to Attach Supporting Documents to assorted Master Code Records and Transactions You may now attach a variety of different documents to assorted Master Code records and Transactions Up to 15 separate documents may be selected and attached and viewed from the applicable functions in assorted Series 5 systems These documents may also be viewed where applicable The different types of documents supported are as follows e PDF e MS Word 2003 documents e Bitmap BMP files e MS Word 2007 documents e JPEG e MS Excel 2003 documents e TIFF e MS Excel 2007 documents e ASCII Text TXT files e ASCII Text txt files Apr 14 2011 a Printing to
68. 9 P Currency 4 Q Exch Rate 99 99999 R Foreign Amt 99 999 999 99 Ri The codes displayed under the Format column indicated the type and size of the data Here are some examples Data Format Comments w X 30 30 character alphanumeric w 9 6 6 digit numeric integer 9 8 9 5 99 sined 9 digit integer 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures at 5 2 2 Data Import Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to import data When selected the following options screen is presented Timro nr a a Sa Import Open Items from Spreadsheet with Doc Remap Report REMAPARDOC LST Import Remap Option Print Options Import Options About Importing Select the Directory and Filename of the file that is to be Input You may also specify the format of the file E Input From File Type EXCEL 2007 Workbook Folder C Users Larry Documents SHSISUCC Filename AR_Openltems_In XLSX Browse nin Pa Q t i ee ee TE we a ppn 4 Selecting mport Format Options Normally the Import Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the input data and where it is to be loaded from The following steps may be taken 1 Determine the format of the data to be input From the
69. All button or the Selected button with a specific Batch Queue Only those jobs submitted to the selected queue will be executed Data Importing and Exporting In several Series 5 applications the ability to import or export data from to external sources has been implemented There are standard import export data screens that are displayed A number of different data formats are supported These include gt MS Excel Workbooks gt Tab Delimited Text gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited Data Export Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to export data When selected the following options screen is presented 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures T A R Open Item Inquiry Bal m Sa a Customer 000224 JPMORGAN CHASE BANK LIEN Export Open Items to Spreadsheet Export Options About Exporting Select the Directory and Filename of the file that your data is is to be Output to You may also specify the format of the file and whether output is appended to an existing file or not E4 Output To File Type EXCEL 2007 Workbook Folder c Users Larry D ocuments SHSISUCC Filename Cust_000224 Openltems XLSX Browse Re Create C Append Titaansessanoasenasel PR PONE OURE TEE R Ne P a TP e t Select
70. CYC 75 00 039 Items are listed ascending by Invoice Number 2008 2014 by Sentinel Hill Software all rights reserved Purge Historic Invoices Purge Historic l removing them system Using a numbe selection filters Invoice number date range coi totals for select intervals and di to the screen 12 Series 5 Miscellaneous Invoicing User Help Information for any selected Invoice may be displayed by double clicking it s associated row Standard Series 5 grid controls apply Some points to note about the grid screen are as follows e Right click any row with an invoice to have a pop up menu displayed offering a number of relevant functions e A given Invoice may be deleted from history Once deleted there is no way that it can be re instated Some of the special features of this grid are as follows gt You may navigate to the Next or Previous Invoice on file by clicking the applicable icon found at the top of the window gt Click on the List By drop down list to have invoices listed Invoice either by Invoice Number or for a selected Customer or Customer Code Inv Invoice Template Code emplate Code Inv gt If listing by Customer enter the Customer for whose Invoices are to be listed or click the Customer 216722 analy ae ema i als urcen binocular icons to Lookup a SS Customer Code or to display invoices for the Next or Prior Customer with invoices
71. Country matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching State Province X 5 Select only those vendors whose State or Province matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Primary Phone 9 3 Area Code Customers have phone numbers Select only those customers whose Area Code matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Tax Code 1 X 6 Customers are assigned a primary Tax Code Select only those customers whose Tax Code 1 matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Tax Code 2 X 6 Customers are assigned a secondary Tax Code Select only those customers whose Tax Code 2 matches that entered Leave the field blank if it is NOT to be considered as a filter with Matching Sales Territory X 5 Customers may be assigned to a particular Territory Select only those customers whose Territory Code matches that entered Leave the field blank if it is NOT to be considered as a filter Selecting Specific Customers Customer Types or Sale Reps for Reporting If you clicked to have Selected Customers Customer Types or Sales Reps from then Customer Select Filters screen then a window similar to the one that follows is displayed From the grid display on the left double click the items that are to be included in
72. DAT of Records 1 352 128 1 File Size 636 516 352 Bytes Last Modified Friday July 0472008 Grid Slide Bar and Full Screen Expand Push Button In most cases the columns of data displayed in the grid can be displayed in the screen s window There are a few functions that have too many columns of data to fit lf there are more columns defined that can t all fit on the screen at once there will be a slide bar displayed at the bottom of the grid The operator may slide it over with the mouse to view the hidden columns of data If there is an icon in the lower right corner of the screen clicking on this will expand the screen laterally to it s full size You will need to have a wide screen for this to be effective 2008 2014 by Sentinel Hill Software all rights reserved 3 3 The Basic User Interface 49 E A R Period Analysis Inquiry and or Report File View Analysis Help A R Period Analysis Inquiry Report Build and preview summary totals by selected Periods for Customers A R Accounts Customer Types Cem 2 by G L Fiscal Years Sales Reps and Sub Ledger Projects From the display generate either a report or a spreadhsheet Print Analysis Report Re Build Preview Export Show Totals for A R Accounts vj my E ef GotoManaccontt ACCOUNT NOT ON FILE 0 00 0 00 140 00 0 00 oo od CHASE BANK GENERAL ACCO 1 065 00 4 029 95 wooo sooo ow og VISA Paymentech Clearing Acc oo ow 00
73. E LOCATED in the directory named Email Templates located in each Company System s designated reports directory e Provides support for 120 character email addresses and 140 character subject line 2008 2014 by Sentinel Hill Software all rights reserved 6 Series 5 Miscellaneous Invoicing User Help Sept 20 201 1 Importing Numeric Cells from Spreadsheet A problem has been identified and fixed when importing formatted columns of data from spreadsheet If any headings were specified and they exceeded 22 characters in length the number being input and recorded was ZERO The problem has been fixed July 25 201 1 Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide support for Office 2010 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 2010 or Office 2003 Word document The system will automatically append either the DOCX or the DOC extension and generate the document using the correct file format June 14 2011 Import Export Functions The import and export function has been enhanced to provide support for Office 2010 EXCEL utility Now when presented with the import export options screen the operator may select to load from or output to either an Excel 2007 2010 Workbook or an Excel 9
74. Even if you are an experienced Miscellaneous Invoicing user please run through the IntroductionI s and Quick Start Tutorials sections quickly to get up to speed with what has changed in the latest version of the program Copyright Notice e Sentinel Hill Software Inc has made every effort to ensure that the material published in this Help file and or manual is correct and accurate but reserves the right to make changes without notice at it s sole discretion at any time e PROPRIETARY RIGHTS NOTICE All rights reserved This material contains the valuable properties and trade secrets of Sentinel Hill Software Inc of West Vancouver BC Canada Sentinel Hill embodying substantial creative efforts and confidential information ideas and expressions no part of which may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage retrieval system without the permission in writing from Sentinel Hill Software Inc e Copyright 2008 2014 An Unpublished Work by Sentinel Hill Software Inc Printed in Canada 2008 2014 by Sentinel Hill Software all rights reserved 2 2 1 2 2 e Series 5 Miscellaneous Invoicing User Help Introduction The topics in this section provide some basic information about the Miscellaneous Invoicing system what it is for and what you can do with it Product Overview The
75. Field Definitions Wizard 9 2 This is a unique used to identify the wizard Menu Bar Description X 25 This is the description that will be displayed on the applications menu Title X 70 This is a title that is displayed on the Wizard s execution screen Launch Instructions 4 lines of X 90 These instructions are displayed on the Wizard s execution screen Background Execution check box Set to determine whether or not the Wizard can be executed in the Series 5 Background processor The feature associated to this field has not yet been implemented 2008 2014 by Sentinel Hill Software all rights reserved ns Series 5 Miscellaneous Invoicing User Help Confirmation Email check box and X 40 Set to have an email sent when the wizard is finished processing The feature associated to these fields has not yet been implemented Wizard Processing Steps tab Screens The Processing Steps screen is a grid that displays each of the the menu items that are executed by the Wizard GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Fast Buttons New Add anew Process Step Modify the Process Step highlighted in the grid Properties Processing Steps Up to 10 Operations may be defined for this Wizard ne A Mocis JN Remove Jf Move ue JE Move Down Trial Balance Report h Modify Remove Move Up Delete the Process
76. Fin Stmnt Code 4 5 Fin Stmnt Code 5 A Fin Stmnt Code 6 Sup Sched Code 1 004 0400 040 Sup Sched Code 4 Sup Sched Code 5 I J WU 011 0518 100 Trial Balance Totals Opening Balance Total Debits 42 1 for 408 Accounts Total Credits 42 128 ee Items listed by G L Account Fast Button Frame Tasks Push Buttons In all the grid based screen functions the major operations that could be performed are displayed as Push Buttons in a brightly colored frame This is referred to as the Fast Button Frame 2008 2014 by Sentinel Hill Software all rights reserved 40 Series 5 Miscellaneous Invoicing User Help D P I Invoice Processing Invoice Generation These are the Invoices that have been generated but not yet posted to A R You may choose to view those generated by yourself or for the system as a whole Print Proofs Print Post Finals Paytech Reconcile Post to A R Processing Invoices For Beary fig O Private Access Local Only to this PC Go To Invoice Nj tja Public Access Server Side to All Users Or for another example W Chart of Accounts Maintenance Fie Reports Edit View Help Define G L Accounts Select to modify delete or add G L Accounts for recording General Ledger transactions Accounts are also used for formatting Financial Statements BI List by Account Number I Go To the Account with Number xj t dal ita
77. H 1 01 11 12 31 12 D Indefinitely For the Period hanca Attention To Roy L Smith Emai larryc sentinel hill com Invoicing Status OK to Invoice Customer Bill Code D ON Hold Until ral D Deferred A R Trs User Code MCVID A MASONRY CEMENT VIDEO PRODUCTIO Prepayment Code MC A MASTER CARD DOO 00 ONLY if to Override the amount specified in the Template r Most Recently Printed Invoice 00015080 Dated 6 07 11 for an Amount of 255 00 omic emt y Merge Set Customer Entry Screen Field Definitions osoro e Enter the A R Customer code for the customer to be included in the Merge Set Attention To X 40 When the invoice is generated it will be sent Attention to the name entered in this field When the customer is first added to the merge set this field will default to the primary contact found in the Customer master record Email Address X 50 lf applicable enter the email address of the person to whom invoices might be emailed to This may be useful when having invoices reprinted and they could be emailed Customer Billing Code X 20 If the Customer requires a special billing code to be printed on the Invoice that code may be entered in this field AR Transaction User Code X 6 When Invoices are written to the Accounts Receivable system a User Code may be recorded with the Sales Transaction It is subsequently recorded to the applicable Open 2008 2014 by S
78. Help Customer Maintenance Report Print a report listing the Customers currently on file using assorted selection criteria Report Options Customer Select Filters Demographic Selects Print Options Customers for this report will be included based on whether their respective fields match the selections made below Inlcude Customers Based On Customer s Click to have a window OAI Customer Status Credit Rating Code Email Status displayed from which specifc Osei all all all oO Only Active 0n HOLD O Only Enabled Customers may be selected Osiano Ony Canceled O On STOP Only NOT Enabled Oore Customer Typefs Click to have a windows Oai Inlcude Customers Matching displayed from which specific O Selected oe cc Customer Types may be OA Range County selected Primary Phone Area Code CL Sales Representative s Click to have a windows Oai Tax Codes displayed from which specific O Selected Taxt th Tax2 th Sales Reps may be selected OA Range Sales Territory a t Fields left blank are NOT considered in the selection process In particular for Customers Customer Types and Sales Reps you may choose to provide filters for Selected Codes or a Range of Codes If the ARange radio button is clicked then enter the starting and ending codes for the range of items that are wanted on the report It the Selected radio button is clicked then a window will
79. ING DEPOSIT DE SOS FILING DEPOSIT TX SOS FILING ACH TX SOS FILING ACH NC SOS FILING ACH NC SOS FILING ACH NC SOS FILING ACH MO SOS FILING ACH MO SOS FILING ACH MS SOS FILING ACH MS SOS FILING ACH MS SOS FILING ACH AK SOS FILING ACH AK SOS FILING ACH OK SOS FILING ACH OK SOS FILING ACH UT SOS FILING ACH OK SOS FILING ACH UT SOS FILING ACH KY SYS FILING DEPOSIT KY SOS FILING DEPOSIT ZZZZZZZZZZZZZZZZZZZZZZZ 2Z ZZVZ ZZZZ Z You may navigate around the report in number of ways Position to up or down through the pages of the report As you drag the slide bar the Slide bar to the right 1st data line of each page is displayed at the bottom of the screen Enter a search string This may be text or a number as it would be printed in the eee MAGES VIEWED report The drop down list contains 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 99 previously entered search strings Search for the entered search string The page where the string is found will be displayed and the line containing the text will be displayed in red Search Forward or Backward for the entered search string Display the select Page Display the Prior or Next page of the report 5 4 3 Archived Reports Management The Reports Manager is available to each of the Series 5 applications Whenever a report is generated the operator may have chosen to direct the output to be Archive
80. MS Word Documents they are generated in protected Read Only mode If you really need to un protect it the password is SENTINELHILL Field Definitions Screen Browser check box Set the check mark to have the report displayed to the screen using the Screen Browser utility Set the check mark to have the report output as an Archived Report This may later be viewed and or reprinted from the Reports Manager Set the check mark to have the report output to a printer Print Queue drop down list 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures Select the the Series 5 Printer Queue to which the report is to be output to of Copies When outputting to a Printer Queue you may specify how many copies are to be printed You can print up to 9 copies This is a feature that is offered only on WIndows XP Vista and Windows 7 and is dependant on the type of printer and it s drivers When multiple copies are chosen they are printed collated Save To check box Set the check mark to have the report output to a disk file or folder on your system as either an MS Word Document a PDF Document or a simple ASCII text file Save To z amp Enter the name of the directory folder to which the saved to disk report is to be written This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click on the Browse but
81. Miscellaneous Charges and adjust any Revenue Distributions as required If the Invoices are prepaid you can also specify the method of payment In the case of Prepaid Invoices when posted to the A R system both the Invoice and Payment open items will automatically be generated Once all invoices have been generated and edited they may then be printed and posted to the Accounts Receivable system When posted to the A R they are copied to an R Sales Batch which in turn will be ready to be posted e If prior to executing the step to post to A R you realize that the wrong Merge Set or Template was used or if the wrong date was entered you can also Degenerate the 2008 2014 by Sentinel Hill Software all rights reserved 132 Series 5 Miscellaneous Invoicing User Help 6 4 1 1 invoices Degenerating invoices basically deletes them from the system Invoice Processing gt Invoice Processing GridI 132 gt Generating Invoices 30 gt Editing Invoice Properties sel gt Editing Invoice Body Description and Charges gt Editing Invoice Revenue Distributions 1 gt Printing Invoices hA gt Posting Invoices to Accounts Receivable 1 3 Accessing the Q I Invoice Processing Function From the Q I Main menu select Invoice Processing from the Operations drop down menu Print Invoices Post Invoices to 4 R Batch Feoruary 17 Invoice Processing Grid Screen Invoices as transactions are m
82. Miscellaneous Invoicing system also referred to as the Q I system basically allows you to automatically generate invoices These might be ones that are for standard services you provide to many of your customers and need to be issued repetitively at regular intervals Or you may select a particular pre defined invoice and generate it for only one selected customer An unlimited number of pre defined Invoices may be created and an unlimited number of Customer Merge sets may be created Merge Sets are lists of customers that would receive the same invoice Invoices once generated are printed and interfaced to the Series 5 Accounts Receivable system Any revenue distributions that were set up for the invoices are also moved to the A R and subsequently on to the General Ledger system It is the application that offers the following functions O Building Merge sets of Customers that will receive a common Invoice Building Invoice Templates that define layout content charges and Revenue distributions O Generates sets of Invoices to pre defined Merge Sets QO Provides for Entry of a single Invoice QO Allows for Generated Invoices to be edited Q Prints Customer Invoices QO Posts Invoices to the Accounts Receivable applications QO Offers Historic Invoice Inquiry and Invoice Reprinting functions The Miscellaneous Invoicing system handles the generation of Invoices for a single company If you have more than one company then y
83. Next push buttons to adjust the dates accordingly gt lt d 2o Choose a particular date range from the drop down list 2008 2014 by Sentinel Hill Software all rights reserved s Series 5 Miscellaneous Invoicing User Help Select Ledger Dates Date Range Current Month v ALL Dates Dates Entered From To ol ol Earliest T o Date Today Current Week Current Month Current Month Last Year Current Quarter Current Quarter Last Year Current Year Month To Date Quarter To Date ith Year T o Date Year To Date Last Year Year To Month Yfear To Month Last Year Last Week Last Month Last Quarter Last 12 Quarters Last 12 Years U oT considered 2008 2014 by Sentinel Hill Software all rights reserved s Series 5 Miscellaneous Invoicing User Help 4 Starting and Using the Q I System In order to use any of the Series 5 system applications each user must go through a sign on process The following steps are required 1 Signon using the users assigned User Code and Password 1 Select the Company System that is to be processed lf only one Company system is defined then this step is not required 1 From the Main Menu screen click the Accounts Receivable icon 4 1 User Logon Each user must first log in to use any of the Series 5 applications Key Information Your Systems Manager or desig
84. OTH lt my queue name gt RECREATE BOTH lt my queue name gt RECREATE PRINT amp WORD lt my queue name gt RECREATE ARCHIVE amp WORD lt my queue name gt RECREATE ARCHIVE amp WORD2007 lt my queue name gt ccc Pl INVOICE Q ccc PF INV REPRINT Q ccc PURCHASE ORDER Q RECREATE ccc PO REQUISITION Q ARCHIVE amp WORD INVOICE Q RECREATE PDFDISK ccc QI INV lt my queue name gt REPRINT Q RECREATE ARCHIVE amp WORD es FMnnn DESC_ For Dual Page Dunning Letters Print Queue used for O P Invoices Print Queue used for O P Reprinted Invoices Print Queue used for O P Point of Sales Invoices Print Queue used for O P Customer Quotes Print Queue used for O P Packing Slips for Location xxx Print Queue used for O P Pick Tickets for Location xxx Print Queue used for O P QuickPick Ticket for Location xxx for Print Queue used for A P Checks Print Queue used for A P Quick Checks Print Queue used for A R Statements Print Queue used for PI Invoices Print Queue used for PI Reprinted Invoices Print Queue used for PO Purchase Orders Print Queue used for PO Requisitions Print Queue used for QI Invoices Print Queue used for QI Reprinted Invoices Report Print Form nnn The description of the form displayed on the print options screen 2008 2014 by Sentinel Hill Software all rights reserved Appendix 197 FMnnn INIT lt text string gt Report Print Form nnn Printer command
85. QO Application generated Errors 0 Microsoft Word or Excel generated Errors Generally when an error occurs the application that was executing will bomb out Any of these errors should be immediately reported to you System Manager or to Sentinel Hill Software s support team When reporting an error please attempt to record the following bits of information e What application you were executing e What menu item you were executing e What screen was being displayed just before the error was reported e What field or control your mouse was position on when the error occurred e What key or control was struck or clicked when the error occurred e If possible identify the Transaction record or Master Code record that was being operated on at the time e The error code along with the accompanying descriptive text if any Please Take Note 2008 2014 by Sentinel Hill Software all rights reserved gm ie Ifitis at all possible you should get a screen shot of your screen with the error message displayed This would greatly assist in identifying the cause of the error 7 3 1 Application Error Codes Here is a description of the assorted errors generated from the application that will cause it to terminate abnormally Code 24 Disk full for Indexed file There is not o disk space allocated to the WRITE data folder the data file resides in 30 XX Hardware Error Failure There is a serious hardware failure The secondary code v
86. Rembrandt Special Managing Editor recognition to the artist Kieth Hiscock whose work entitiled The Sentinel is reproduced on the cover page Larry Carlsen Last not least we want to thank EC Software who wrote this great Technical Editors help tool called HELP amp MANUAL which printed this document Larry Carlsen Cover Designer Larry Carlsen Contents 3 Table of Contents Part Welcome to Series 5 Miscellaneous Invoicing 6 Part Il Introduction 8 1 Product Ove rvie Weces cccisecccccccatectecadscecdde sencecterececceageccecoaisivccatecetceageccecoaisieectestadcceatsstscarszacceas 8 2 Miscellaneous Invoicing Features cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeseeeeeeeneeeseaeeeesenneeeees 8 3 History of Enhancements ccccccceeeseceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeseeeeeeeseeeaeeeseeeeeeseeeenenseenseees 10 4 Getting Holp croient inna Ee E NENEA ER ENEE ENE HEREN E REEE KANRA 25 Part Ill The Basic User Interface 28 1 Miscellaneous Invoicing Application MeMu ccccceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeees 28 Multi Threaded Wind OWS 2 0 n2 scccccescccctecsceeccescte cocsndee oven stand cecudvncsedeecsttecasenaeseedseuessus sevadesvestsdeseceesncsatedesesauasentes 32 Scheduled Men FUMCHONS iisaiccce cea cezc secs cece nce sneteagececetene catenscteepeeseseceguaeetaayecteccuescdeeaectecsunsanedeqecteereouesterseudstaztees 34 2 Grid Processing Screens c222 5 002c0cccacedec
87. SHSI Series V Accounting Systems Miscellaneous Invoicing Version 1 0 SENTINEL HILL SOFTWARE INC www sentinel hill com 800 663 8354 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help 2008 2014 by Sentinel Hill Software all rights reserved All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed October 2014 in British Columbia Canada Special thanks to Publisher Larry Carlsen All the people who contributed to this document to my wfe and sons and daughters and to my dog
88. Software all rights reserved 68 Series 5 Miscellaneous Invoicing User Help Modifying aJ ob in the Batch Queue 1 Inthe grid navigate to the row listing the job that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or just click on the Modify button in the Fast Button frame The Job s properties screen will be displayed Batch Queue Job Maintenance Job 00000062 Modify the Properties of Properties Command Line Jobs may be rescheduled to be executed at a different time and priority And they may also be marked as Re Occurring JobName General Select for Billing System PI Submitted By USER Company UCC Program BILLSELECT Batch Queue BATCH_INPUT v Priority Re Occuring No z OLow Nomal High Queued for Execution On Ba0z06 Ja 11 is Reset Status to WAITING Last Executed On Friday March 10 2006 at 1 22 37 PM 3 Edit any given field as required Note in particular that if a job has been placed on Hola or if it has completed you can click on the Reset Status to WAITING check box and the job will be executed at the next opportunity after the specified execution time 4 You can also view and edit the system command line that is used to launch the particular job This is the shell or Command Prompt command that is issued YOU SHOULD NOT NORMALLY EVER NEED TO EDIT THIS COMMAND
89. Specify the G L Account to which the Revenue is to be recorded to When configured a Sub Ledger Project may also be entered with the distribution Up to 15 distributions may be defined G L Account w 4060 362 Distribution Percentage Product Sales Revenue x Sub Ledger Project Code pos EARTHSHAKING INFORMATION Auto Distribution Account Entry Screen Field Definitions G L Account up to 9 18 9 5 Enter the account for which Revenue is to be recorded for Sub Ledger Project Code X 6 X 8 X 4 X 4 or X 4 99 99 lf applicable enter the Project Code to be paired with the G L Account for which the revenue distribution is to be made for Distribution Percentage 8999 99 The to be used to calculate the amount to be recorded to the given revenue account This is a percentage of the sum of the charges recorded in the body of the invoice To 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 181 6 7 6 8 make a negative distribution enter a negative percentage The sum of all percentages must equal 100 Distribution Amount 99 999 999 99CR The amount to be recorded to the given revenue account The sum of all amounts must equal to the sum of all the charges recorded in the body of the invoice Purging The topics in this chapter describe functions and procedures that are a available under the Purging drop down
90. To RICHARD D KLINE PONumber 7 Header Comment blank blank Text Postal and shipping services NonInventory Item provided by PCA for July 1996 1 unit 75 00 blank blank blank blank blank blank blank blank blank Comment NOTICE Payments to Portland Cement Sub Total 75 00 CHARTY deductible as charitable contributions for federal Misc Charges C 000 gt Other Charges 0 00 Brief ries L ooo Invoice Total 75 00 Comments Note about Disabled Fields In some instances there may be fields displayed that are disabled These fields may not be edited because for the Template that was used to generate the invoice they are not defined as fields that are to be printed 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help Invoice Body Grid Fast Buttons Fast Buttons Insert a new Line in front of the line that the cursor is positioned at All lines will be shifted down Any text or charges in the last line will be lost Modify Modify the highlighted Line in the grid O the highlighted Line in the grid It will become a blank line Pete pose the highlighted Line in the grid Spin the currently highlighted line up one line SEGRE Phi the currently highlighted line down one line Invoice Body Line Entry Screen There are six differe
91. User using one of four methods Double click the 42 red head or ll Highlight the node of the user to be set up and click Enable in the Fast Button frame or Ill Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enable This User or IV Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enable User Like Another In each case the General Access tab sub screen on the top of the right pane of the window will be activated o If the user is to have access to all menu items set the Full Access check box o Select if any the Print Queue that this user is most likely to be using This will be displayed as the default when they generate a report o Click on the Add It push button 3 At this point the user is established but if you had not given them Full Access you need to set the Access Rights of each of the menu items that they are allowed to access o Expand the tree of the newly added user by clicking on the L icon next to his now 47 green head o Expand the tree of each of the application s menu bar topics o Double click the menu item to which you want to allow access The Access Properties fields for the given menu item will be displayed at the bottom of the right pane of the window 2008 2014 by Sentinel Hill Software all rights reserved 108 Series 5 Miscellaneous Invoic
92. Windows Spooler 2008 2014 by Sentinel Hill Software all rights reserved Introduction The Series 5 provides for the definition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer If the Printer Queue does not have a Captured Printer defined then a Windows Printer Select dialogue box window is displayed Previously the the Series 5 system made a call to have the Printer Select window displayed which was an older style compatible with older versions of Windows Now anew call is made displaying a modern Windows XP 7 Printer Select Window Feb 09 2011 System Captured Windows Maintenance The Series 5 provides for the definition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer The routine used to capture a Windows printer was not working correctly under Windows 7 This problem has been fixed Feb 09 2011 For 2010 a Default Reporting Output Destination In all Series 5 applications that generate reports that might normally be printed a Print Options screen is presented From this screen the oper
93. X funds where the XXXXxX is the Print Symbol defined for the currency Prepay Code X 3 For invoices that are prepaid say by credit card or cheque this is the Prepayment method that was used It s a code that would have been defined in your Accounts Receivable system For example CSH VIS CHQ AMX for cash Visa cheque or American Express When selecting a Prepayment Method code the Prepay Cash account will be assigned When a prepaid invoices is posted to the Accounts Receivable system it will be recorded as Prepaid Sales Transactions and both an Invoice and a Payment Open Item record will be generated Note that if the invoice was generated from a template that had a prepaid code already assigned that code would be established in this field 2008 2014 by Sentinel Hill Software all rights reserved 138 Series 5 Miscellaneous Invoicing User Help Record Revenue Distributions radio buttons Select the applicable radio button to indicate whether this account has journal entry transactions that are typically recorded as Debits or Credits Revenue accounts should be flagged as being typically Credits and Expenses as typically Debits For each Body Line Charge entered For a defined set of G L Revenue Accounts AR Control Account 9 18 9 5 When Invoices are posted to the Accounts Receivable system the Transaction is written with an A R Control Account to which the amount is recorded as a receivable All invoi
94. XXxX is the Print Symbol defined for the currency e lt is important to specify whether Revenue Distributions are to be entered for each charge listed in the body of the invoice or whether the dollar total of items in the body are to be distributed to one or more pre defined Revenue Accounts e Always correctly assign the Account Type as this may be used in a selection filter in a variety of different functions e Enter the designated A R Control Account to be assigned when the Invoice is posted to the Accounts Receivable system The properties associated to each Invoice Template are maintained by the following screen Di Invoice Template Codes Maintenance Invoice Template O16 General Marketing Seminar Chicago 1992 Modify the Properties of Properties Header Fields Invoice Body Footer Fields Revenue Distributions Invoice Templates define the layout and the content of different sets of Invoices Template may be used along with Customer Merge Lists to generate sets of re occurring invoices or a single invoice to many of your customers Template Code Description General Marketing Seminar Chicago 1992 Page Layout Invoice Charges of Lines per Page of Columns per Line Currency us hj Body of the Invoice Record Revenue Distributions of Lines 25 Starting on Line 25 at Column fi For each Body Line Charge For a defined Set of Revenue Accounts Right Justified Amounts are printed in Column A R Sa
95. ailable from our website at Series 5 Fixes and Enhancements Getting a printed user manual You can download formatted PDF versions of the documentation for each application from our website with the following links 2008 2014 by Sentinel Hill Software all rights reserved 3 3 1 Series 5 Miscellaneous Invoicing User Help The Basic User Interface Throughout the Series 5 system applications there are a number of basic common types of screens to provide a consistent operation These are discussed in this chapter and it s related sub topics Miscellaneous Invoicing Application Menu Each Application has a primary menu screen These menu programs all operator in the same manner and basically offer the same types of functions The instructions below explain the features available and how to customize some of the sub screens For detailed instruction on the actual application refer to the related topics in the Miscellaneous Invoicing Menu Functions 2 and The Q I Menul 4 chapters Here is the Q I menu that will be used to identify the different functions available to most other applications menus 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 29 E SHS Series V Quick Invoicing Fie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Rev 5 08 a Sentinel Hill Software Test for Portlan
96. aintained using a Series 5 grid processing screen All Invoices that have been generated but not yet posted to Accounts Receivable are kept in an Invoice file and are listed in the grid screen Once they are printed they will be eligible to be posted to Accounts Receivable After posted to A R they are moved to the Invoice History file and will be available only from the Invoice History Inquiry function 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 133 Invoice Transaction Processing Grid Q I Invoice Processing File Edit View Help Invoice Generation Generate Invoices for defined Customer Merge Sets Select from the Templates for the desired Invoices Once generated Print them and Post them to A R Add One Invoice Modify Invoice Print Final Invoices Post to A R Invoice Template 039 E aat a List by Template Code Inv w tj t ACPA POSTAGE CHARGES Go To Invoice v FI Gened 2 1609 102000 AoskaBocind CenenDw 08 Gened 2 15 09 115000 Hawaian Cement O Gened Gered 275 00 201548 faenas S dCSC CSC S d Gened ered 275 08 211025 LehohNottwestConeniinied SiS ened eed 275009 213673 _ LeFageNothAneicale Sy CS ered 275 09 213945 _ NothStsCenent Palasa suet o sa z100 mee SS anso azs fenn maaena nsns 218373 bregon oducts tony OOS _275 09 219381 __ Lafarge Corporation 5 09 545276 Mat
97. all rights reserved Series 5 Miscellaneous Invoicing User Help SHSI Series V Quick Invoicing Reports Manager Batch Job Management X Sentinel Hill Software Inc PCA ry Exit February 09 2009 09 43AM L I Miscellaneous Invoicing 6 3 Inquiry Functions The topics in this chapter describe functions and procedures that are a available under the Trx Inquiry Options drop down menu on the Miscellaneous Invoicing menu These menu items are used to perform assorted screen inquiry functions In particular the function to query the Historic Invoices is found here These functions are available from the Q I Menu Bar as shown T SHSI Series V Quick Invoicing DER Fie MESTA Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help Sentinel Hill Software Inc PCA February 09 2009 09 43 AM 6 3 1 Historic Invoices Inquiry The Historic Invoices Inquiry function provides easy access and display of the Invoices that have been generated and printed from the Miscellaneous Invoices application It offers a variety of different ways of selecting and displaying the transactions Some of the features of the Inquiry function are as follows e Invoices may be displayed for a selected Customer Invoice Template or just listed sorted by Invoice Number e The Properties of the Invoice may be displayed e The actual body of the Invoice with related charges and assigned Revenue
98. alue xx is set by the operating system Disk full for Sequential file There is not enough disk space allocated to the WRITE data folder the data file resides in File not found for Open The application attempted to open a file that could not be found Contact your Systems Manager or Sentinel Hill Software support for assistance 37 07 User does not have The user does not appropriate access rights to permission to access file open the file 37 XX System failure on opening a The application attempted to open the file in the file wrong mode 37 99 Windows runtime not Non Networked runtime attempted to open a file on network enabled a remote system 39 XX_ File Mismatch on OPEN An older version of the file was being accessed or application programming error The secondary code value xx indicates the type of mismatch File Already Open An application programming error Contact Sentinel Hill Software support File Not Open An application programming error Contact Sentinel Hill Software support 47 XX_ File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 48 XX_ File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help 7 3 2 49 XX _ File not opened in the An application programming error Contact correct m
99. at Line ii a lt text string gt Report Print Form nnn Printer command CODE string for User defined action at Line ii FMnnn USER Lii lt text string gt Report Print Form nnn Printer command CODE string for User defined action at Line ii Report Print Form nnn Printer command FMnnn USER Lii lt text string gt CODE string for User defined action at Line ii Report Print Form nnn Printer command A a lt text string gt CODE string for User defined action at Line ii FMnnn USER poe Print Form nnn Printer command CODE 10 string for User defined action at Line ii es e MSWORD LANDSCAPE Courier Defined specifications for outputting Series 5 reports to an MS Word Document Arguments are lt Orientation gt lt Font gt lt Fontsize gt lt Template Name gt FMnnn USER Lii lt text string gt Report Print Form nnn Printer command CODE string for User defined action at Line ii 2008 2014 by Sentinel Hill Software all rights reserved 198 Series 5 Miscellaneous Invoicing User Help e The font must be defined on the clients PC e Orientation must be LANDSCAPE or PORTRAIT e The Template is an MS Word defined template and must be stored in MS Word s Template directory STMI SPECS New 8 Statements to an MS Word Document INV SPECS _ New 8 Invoice Template Shipment Invoices to an MS Word Document MSWORD LANDSCAPE Arial Defined specifications for outputting A R DUNSTMT 10 Letter Temp
100. ate output as an MS Excel document but they did not have MS Excel installed or it was installed in a location other than the default a fatal error occurred The import export routines have been enhanced to now capture any system errors that were being generated from MS Excel A reasonably friendly error message will now be displayed and the particular application will continue processing In most cases the import export will just be abandoned May 31 2010 3 Compiling with INTEL Native mode A problem has been discovered when compiling with the Intel native mode This option must be removed from the S5_ GCBL BAT compiler macro that can be found in the S5 util directory Basically replace the set NATIVE intel command with set NATIVE command May 21 2010 Generating Standard Forms as MS Word Documents The Series 5 generates a number of different forms For example A P Checks Invoices Picking Tickets Statements and Purchase Orders Variables within the runtime configuration file may be set up that are used to indicate how the forms are to be generated and or printed Arguments to these variables indicated whether the form was printed archived and or saved as MS Word documents The 2nd argument used to define the output may now have the following values e WORD2003 e WORD2007 e PRINT amp WORD2003 e PRINT amp WORD2007 e ARCHIVE amp WORD2003 e ARCHIVE amp WORD2007 Existing arguments associated to WORD will be interpreted a
101. ator may choose to have the output directed to a printer to be Archived to be just displayed to the screen to Browse or output as an MS Word or PDF file The default output has been changed to be just displayed to the screen to be Browsed Previously it was defaulted to be output to a printer Additionally should you desire to set the default output you may do so by inserting a variable in the runtime Configuration file The variable SHSI_ RPT DESTINATION with a single numeric argument will provide the default target for generated reports where you would set the argument as follows 1 Tothe Printer 17 To Disk as an MS Word 2003 document 2 Archived 26 To Disk as an MS Word 2007 document 3 Both the Printer 35 To Disk as a PDF document and Archived 4 To be just Browsed Note that if the applicable application already determined the target output these defaults will NOT be used Oct 13 2010 Data File Properties function In all Series 5 applications that maintain master codes records or provide for the entry or inquiry of transaction or history records under File on the menu bar the Properties function will display information about the related files This function has been enhanced to now display 12 numeric digits for both the files size and the number of records in the file Also now the version of the Vision file is displayed along with the number of volumes that are used to hold the data and the index
102. b Processor information about the job is stored in a file that is written in the directory path defined here BRANCH10 lf entering A P Transactions in a remote branch where the Batch file is to be transmitted to head office this is the 8 character branch code embedded in the A P Batch s created by field c windows The directory path in which temporary sort files are temp created used by the system On FAT systems this path should be on the users PC On THIN systems it should be on the UNIX server Set to 1 to enable the workstation s theme in how the Windows controls are displayed This is only available to Windows XP Windows Vista and Windows 7 using Acu GT 8 1 or later V VERSION 3 The default Revision of the type of AcuGT files to be used Must be set to 3 Mail Management Control Variables The following variables are used to define to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers Variable Default or Sample Description Argument DOS_MAIL_CMD d s5 util DOSEMAIL RECEIVER NAME RECEIVER ADDR ESS SENDER_NAME SENDER_ADDRES S SUBJECT MESSAGE_FILE ATTACHMENT ATTACHMENT2 The shell command that is executed on Windows 2008 2014 by Sentinel Hill Software all rights reserved 194 Series 5 Miscellaneous Invoicing User Help systems to have email sent using a mail program other that MS Outloo
103. be due for selection in the Near Future neal M Menu Item Access Property sub screen Field Definitions Show in the Favorites Tab check box Menu f checked the corresponding menu item will be displayed as a push button on the Miscellaneous Invoicing application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Miscellaneous Invoicing application s menu 2008 2014 by Sentinel Hill Software all rights reserved 5 6 na Series 5 Miscellaneous Invoicing User Help Scheduled Function Next Scheduled For Enter the date and time at which this particular scheduled function is to be executed Wizard Management Each of the Series 5 system provides for the opportunity to define a number of Wizards A wizard is a program that automatically performs a series of steps Each step is a menu item that is associated to the application Basic properties and features of a Wizard Wizards are user defined Define up to 20 Wizards for each application Each Wizard can be created with up to 10 menu functions Wizards can be launched from the applications menu As Wizards are executed each step is displayed
104. ble only to users that have Microsoft s Office 2007 installed on their systems When the Print Options screen is presented click the Save To check box and select PDF Document from the associated Save As drop list Feb 23 2010 Browsing to Select Files and or Directories Functions All routines that offer the functionality to click a Browse button to present the operator with a window from which a directory or a file can be selected have been revised Under Windows 7 the clicking of the Browse caused a nested input of events syndrome to occur In effect repeatedly displaying the browse window The logic for these routines have been revised to avoid this problem Jan 28 2010 Encryption Decryption Function The subroutine has been revised to now handle 8 digit numeric seeds This was done to accommodate the R system that now has 8 digit documents numbers All existing encrypted fields will still be able to be decrypted Jan 24 2010 2008 2014 by Sentinel Hill Software all rights reserved Introduction 21 For 2009 a Printing of Reports in Series 5 The Series 5 printing function has been enhanced to offer the option of printing multiple copies of reports forms invoices orders etc A new entry field has been added to the print options sub screen labeled of Copies You may select to have up to 9 copies printed These copies printed will be automatically collated Multiple Copies The ability to have the sys
105. bs may be defined as Re Occurring at a variety of time intervals gt A Batch Job Manager can control and or change individual jobs waiting to be executed gt Each Job has a Parameter Control file that can be edited gt Each completed Job has an Execute Audit Log file that may be viewed gt Multiple Batch Job Processor may execute simultaneously The ability to submit jobs to execute in the Background Job Processor is a privilege granted to individual users for each application s menu functions Itis also possible to define the option that a given operation MUST be executed by the Job Processor and alternatively that the job must execute after 6 00 PM in the evening Selecting Jobs for Background Processing Only certain jobs have been set up to optionally execute using the Batch Job Processor These are mainly functions that generate reports or functions that need to be executed every night or those functions requiring extensive CPU processing Processing Note 2008 2014 by Sentinel Hill Software all rights reserved e Series 5 Miscellaneous Invoicing User Help Batch Processing is a feature that carried over from the days when processors were relatively slow compared to today As such only a limited number of functions have been set up to execute in this manner If there are any functions that you feel should be revised to execute in the Batch please make your request to the development team at Sentinel Hill Softwa
106. by entering the shell env command Under Windows these may be seen by entering the DOS set command APPDATA C Documents and Settings The 1st 2 characters are used to determine xxxxxx Application Data the users Home Drive on their PC ls set up by Windows SHSI_USER_ SHSI5 LARRY The default Signon User code used when NAME signing onto the system from a client PC USERNAME SHSI The Windows client signon name Used to determine the operators actual My Documents folder pathname Is set up by S5_DIR D S5 Required ONLY by the user building the Series 5 executables 7 2 2 Configuration Variables The following variables may be defined in the runtime configuration file These variables can only be defined or updated by your Systems Manager or support staff from Sentinel Hill Software Inc Processing Tip If you need to maintain different sets of operating environments on your system you may do so by setting up different runtime configuration files In this case the different environments would execute totally independent of one another In particular the two variables that would provide total independence are SHSI_CTRL_PATH and CODE PRERX Control and File Management Variables The following variables are used to define the location of different sets of files used by the Series 5 applications Those in red are critical to proper execution Default or Description Sample Argument ONNE P name of the AcuGT runtime Use
107. c in the chapter on The Basic User Interface for a description of these menu sub screens amp My Scheduled Menu Items Screen Users set up the scheduled functions in a tree structure Following is the screen that is displayed listing each menu set and sub functions 2008 2014 by Sentinel Hill Software all rights reserved 112 Series 5 Miscellaneous Invoicing User Help Schedule My Quick Invoicing Menu Items File Edit Help User USER Select individual menu items to be included as Favourites or specify those that are to be Scheduled on a re occurring basis Clear All Scheduled Items r Menu Item Scheduling Properties My Quick Invoicing Menu Items a File Operations Sub menu Item Print Invoices 2 Trx Inquiry 2 Operations m Invoice Processing Show this menu item in my Favorites Tab Screen 6 Print invoices hy amp Post Invoices to A R Batch Scheduled this Menu ltem as Re Occuring No Codes Maintenance Currency Codes Next Scheduled For Customer Merge Sets mal at 5 AM Invoice Comments Cl b DE Invoice Templates 2 Purging 29 Wizards 29 User Functions 2 Control Options a Window 2 Help Characteristics of the screen to note e Click on the next to each of the primary menu topics to expand the tree to display each of the associated drop down menu functions Only those items with the icon can be scheduled e The right pane of the scr
108. ccount 9 999 99CR lf Freight Charges field was selected to be printed then this field will be enabled Enter the amount that will be recorded as a Freight Charge on the invoice This amount will be recorded in the A R Sales Transaction The revenue Distribution Account to which the charges are to be recorded must also be entered Note that after an invoice is generated the Freight Charge amount may be edited The amount entered will not be included as amounts to be distributed in Revenue Auto Distributions are specified in the Invoice Template s properties Prepayment Code If all the invoices generated from this Invoice Template are actually always to be recorded as Prepaid Invoices then you can specify the associated A R Prepayment Code This situation would apply if you had re occurring charges to a customer that are automatically paid by debiting their checking account or if a given set of customers were always making a payment using a credit card When these invoices are posted to the Accounts Receivable system they will be recorded as Prepaid Sales Transactions and both an Invoice and a Payment Open Item record will be generated Note that after an invoice is generated the Prepayment code may be entered edited or removed Comment Code 5 lines of x 75 If the Comment Code Text field was selected to be printed and if you wish to have a multi line comment printed in the Footer of the invoice you may select one of the pre de
109. ces generated with this template will have the account entered here used as the A R Control account Note that after an invoice is generated the A R Control account may be edited AR Transaction Reference X 30 When Invoices are posted to the Accounts Receivable system the Transaction is recorded with a Reference field This reference is also written to the associated Open Item records recorded for the customer Enter the brief text which will be recorded in the A R system The AVR Reference field may optionally be selected as a field that is printed in the header of the invoice Note that after an invoice is generated the A R Reference may be edited AR Transaction AR User Code X 6 When Invoices are posted to the Accounts Receivable system the Transaction is recorded with a User Defined field This reference is also written to the associated Open Item records recorded for the customer Enter the code which will be recorded in the A R system When generating an A R Aging report the A R User code may be used as a selection filter The A R User Code field may optionally be selected as a field that is printed in the header of the invoice Note that after an invoice is generated the A R User Code may be edited Sales Representative X 3 This field is used to record the Sales Rep that is associated to the transaction presumably a Sale This will default to the Sales Representative code that was assigned to the customer Any Commission
110. ck any given Lee havale F to have a pop up menu telly maene ceia offering applicable functions that can be executed ea owen E a a S aust AccAUED eeens uos alae OOO aO SSC Totals applicable to the items displayed in the grid Status bar cispays the Sot ST Option and the current Search Control Totals Transactions Total Debits 83 759 Field and String WARNING The Ledger and Document Dates assigned to these Transactions have Edit and Update Session and Trx Dates Now not been updated since the last time this Standard Trx Set was Posted Items are listed by J Search List By or View Options Menu In those grid applications where the items may be displayed using different sort criteria click on View in the menu bar for a drop down menu of selections or make the selection from the List By drop down list 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 39 Trial Balance Preview Report Trial Balance Preview Report G Order by Account Order by Profit Center Order by Description Order by Type Order by F S Code 1 Order by F S Code 2 Order by F S Code 3 Order by F S Code 4 Order by F S Code 5 Order by F S Code 6 Order by 5 S Code 1 Order by 5 5 Code 2 Order by 5 5 Code 3 Order by 5 5 Code 4 Order by 5 5 Code 5 Order by 5 5 Code 6 File View Help G L Trial Balance Inquiry Report Build Acco or 1
111. client PC On Windows XP clients these must be saved to the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder On Windows VISTA and Windows 7 clients these must be saved to the C Users lt PC UserName gt AppData Roaming Microsoft Templates folder For users of Office 2003 the file must be named witha xxxx dot extension For users of Office 2007 or later the file must be named with a xxxx dotx extension 5 When a report is saved to disk you may also select to have the generated disk file email to a given recipient Set the check box accordingly After the report is generated the window to send an email will be displayed You can select the recipient s and edit the text of the message and click the Send button to send the email 2008 2014 by Sentinel Hill Software all rights reserved 96 Series 5 Miscellaneous Invoicing User Help Report TERMCODE LST 4 00 pm on 7 03 08 Message Plain Text Sele File Edit Insert Format Tools Actions Help This message has not been sent larryc sentinel hill com h Ginn Subject Report TERMCODE LST 4 00 pm on 7 03 08 Attach H TERMCODE LST DOC 20 KB Attachment Options Attached to this email is the AR report TERMCODE LST as a Microsoft WORD document generated by USER at 4 00 pm on 7 03 08 for Company Ucc Protected MS Word Documents When reports of forms are output as
112. cluding Packaging Extended Amount 15 020 00 C Taxable The screen following shows the Body Line screen for a line defined as a Non Inventory Line Modify Body Line 05 Invoice Body Line O5 for Template REMY2 Line Type Non Inventory Item v Invoice Line of Text Washing Dishes Unit Price 30 000 Extended Amount C Taxable 2008 2014 by Sentinel Hill Software all rights reserved 174 Series 5 Miscellaneous Invoicing User Help Template Body Line Entry Screen Field Definitions Line Type drop list Choose the type of line that is a Line j ex to be displayed on the Text with an Embedded Amount selected body of the invoice Text with Right Justified Amount Inventory Item Non Inventory Item Line of Text 5 Enter the text that is to be displayed If the line is one with an Embedded Amount then it will be scanned starting on the right for the 1st amount with a character You could have 2 amounts in a line but the system will pick up the last on in the line and use it for the charge to be recorded Quantity 999 999 999 Depending on the type of Line that is being entered you may or may not be able to enter the Quantity of items that are being invoiced Note that there is no sign permitted If you wish to enter a Credit amount enter a negative Unit Price The Extended Amount will be computed as Quantity x Unit Price Un
113. cture Sample Directory Structure under Windows This tree diagram shows the structure for 3 Companies defined in this system one of which has been expanded for this display 2008 2014 by Sentinel Hill Software all rights reserved 188 Series 5 Miscellaneous Invoicing User Help S D SHSI_Data Company1 File Edit View Favorites Tools Help Q sek amp r Search iE Folders E Address B D 5HSI_DataiCompany1 x Folders S SHSI_Data a arinface a6 B arinface O audit batchjob O batchjob D data orders orders O rpts O arch D docs text B spio O temp DB import D private D spio B temp O Company2 B Company3 Etc v lt gt 8 objects Disk free space 42 5 GB 0 bytes 4 My Computer Structures for 3 companies are shown under the SHSI_ Data folder Company1 Compan2 and Company3 The Series 5 Control files are stored in the d SHSI_Data etc sub folder The actual accounting data files are stored in the data sub folder within each Companyi directory Archived reports are stored in the rpts arch sub folder Edit an existing Company by double clicking it associated row Standard Series 5 grid controls apply 7 1 2 Q l System Control Files These files are used to hold the information to manage your Miscellaneous Invoicing data files They may be be found in the directory specified for the associated company system There is only one of each of the following files
114. d These archived reports may be viewed and printed using the Reports Manager Accessing the Q I Reports Manager From either the Q I Main menu or any application select Reports Manager from the File drop down menu SHSI Series V WEB Management si Inquiry Operations Reports Codes Batch Job Management 4 Exit ES Web Access 2008 2014 by Sentinel Hill Software all rights reserved 100 Series 5 Miscellaneous Invoicing User Help Reports Manager Grid Screen Maintenance of the Archived reports is done with a Series 5 grid screen a Archived Reports Manager All reports by USER You may browse or re print any of the following reports Fast Buttons Re Print Print the selected 000183 PAYTEK_REVIEWJRN PIARPOST JRN USER June 15 2006 Thu SALES_000071 JRN USER June 15 2006 Thu PI_200606204 INV ARACOUNT LST USER September 29 2006 GENWIPTRXJRN usen Pa December 05 2006 Tue 1 PI_071024_204540 INV PUSERIFACJAN USER November 01 2007 Thu_ 4 40 37 PM STD_DRDISBOOJRN PIUSERIFAC JRN USER November 02 2007 Fri PIUSERIFACJAN USER November 02 2007 000202 PIUSERIFACJAN USER November 02 2007 000203 GENWIPTRXJRN USER November 02 2007 Fri 000204 PIUSERIFACJAN USER November 02 2007 Fri 000205 GENWIPTRXJRN USER November 02 2007 Fri Items are listed in order by Sequence Number Search Selection Set filters for the items that a
115. d but were not launched on the day they were due They are Overdue SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards Use Window Help User USER 01 Sentinel Hill North America July 01 2008 05 52 PM Y c General Ledger 7 Year End Functions The following Scheduled Menu items are overdue and need to be addres 6 30 08 Year To Date Trx Export 5 Daily Functions 6 Monthly Functions 1 Scheduled for Today 2 Overdue Functions 2008 2014 by Sentinel Hill Software all rights reserved s Series 5 Miscellaneous Invoicing User Help e For menu functions that are scheduled but for a date in the future Mi SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards User Functions Control Options Window Help User USER 01 Sentinel Hill North America July 01 2008 05 55 PM Y v General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favorites These Scheduled Menu items will be due for selection in the Near Future 7202708 Balance Sheet 7407 08 Trial Balance Report Rescheduling Scheduled Functions Once a scheduled menu item s process has completed a screen is presented to the operator offering to have the menu item rescheduled
116. d Cement p February 07 2009 06 15PM Quick Invoicing 1 Scheduled for Toda 2 Overdue Functions ____ 3 Coming Due 4 My Favorites 5 Daily Operations 6 Monthly Operations 7 Year End Operations Typically Daily Functions Invoice Inquiry Generating Invoices Reports Manager Applications Menu Bar All functions available to a given user may be accessed from the menu bar at the top of the screen Menu items are grouped according to the type of functions for each application E SHSI Series V Quick Invoicing File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Sentinel Hill Software Inc PCA February 07 2009 06 19PM Quick Invoicing R 2008 2014 by Sentinel Hill Software all rights reserved s Series 5 Miscellaneous Invoicing User Help Applications Menu Bar The following menu bar groups of functions are defined Menu Bar Group Types of Application Functions For the Reports Manager Batch Job Processor and other File Management functions Trx Inquiry For functions that offer screen Inquiry of current or archived data or interactive analysis Operations For Generating Invoices Printing them and Interfacing them to the Accounts Receivable system kaa For the Gis lesa kg of reports ae Maintenance Maintenance functions for iach ae and updating master code files Functions that Purge
117. d for the sort has displayed _ _ o ale rene A eel ae jooosss an SALES ooone6JAN useR p 02 2006 Wed 23855PM 5 _ a 000043 1G C a z One Wed 1 Sasa dl n Grid Display and Purge Filters Screen Over a period of time your users will probably be generating a great number of Archived reports You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 103 Archived Reports Manager elieg Archived Reports Inquiry Selection Parameters You may specify selected parameters to limit the list of Archived Reports that are displayed Systems Users Oall la All USER Selected O Selected Report Types Date Generated Selected Selected To Report Namefs Matching Template Enter the name of report s to be selected where matches any character and a single may be placed before and or after the to match any string le CASH JAN 110507JRN or CASH_ 04 7 ee T Cancel 2 Set the applicable filters 3 Click the OK push button The grid will be redisplayed showing only those reports satisfying the selected filters Filt
118. d set up for this application Those with red heads have no access e Click on the next to the green heads to expand the tree to display the applications menu bar topics e Click on the next to the topic to expand the tree to display each of the associated drop down menu functions You can easily identify the access rights by the graphic next to the menu name Allusers always have access Full access Restricted access Noaccess e The top right pane of the screen is used to edit the properties associated to the user e The bottom right pane of the screen is used to assign the access rights to the selected 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 107 menu item e Note that you can set the check box to the menu item displayed in the My Favorites tab sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the mjw icons Establishing Access for a User 1 First make sure that the user s User Code is visible in the tree as a red head Ifa User Code has not been set up this needs to be done User Logon Profiles are defined by your Systems Manager using the User Logon Profiles maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 User Logon Profiles in the Systems Management Help or manuals 2 You can Enable the
119. d the Sub Ledger Project code if applicable The screen following shows the Body Line screen for a line defined as Text with Embedded Amount E Modify Body Line 03 Invoice Body Line 03 for Template REMY2 Line Type Text with an Embedded Amount v Invoice Line of Text For Charges in January 2008 15 020 including Packaging Extended Amount 15 020 00 C Taxable The screen following shows the Body Line screen for a line defined as a Non Inventory Line 2008 2014 by Sentinel Hill Software all rights reserved 142 Series 5 Miscellaneous Invoicing User Help Modify Body Line 05 Invoice Body Line 05 for Template REMY2 Line Type Non Inventory Item v Invoice Line of Text Washing Dishes Unit Price 30 000 Extended Amount C Taxable Invoice Body Line Entry Screen Field Definitions Line Type drop list Choose the type of line that is Blank Line i Text to be displayed on the Text with an Embedded Amount selected body of the invoice Text with Right Justified Amount Inventory Item Non Inventory Item Line of Text X 70 Enter the text that is to be displayed If the line is one with an Embedded Amount then it will be scanned starting on the right for the 1st amount with a character You could have 2 amounts in a line but the system will pick up the last on in the line and use it for the charge to be record
120. d to build the command line for Background Job Execution com pany1 Series 5 Company System ccc This is also used 2008 2014 by Sentinel Hill Software all rights reserved 192 Series 5 Miscellaneous Invoicing User Help spiodir as the directory where the form letters for A R Dunning Letters are stored ccc_ORTXT_PATHd acctg The default directory used for importing O P Text company1 Orders for Series 5 Company System ccc txtorders ccc_TRXTXT_PAT d acctg The default directory used for importing A R and A H company1 P transactions for Series 5 Company System ccc trxinput ccc_IMAUDIT_PAT d acctg The default directory used for maintaining O P company1 Inventory Audit files for Series 5 Company System imaudit cc H CODE_PREFIX d S5 bin runs__ The directory path in which the executable programs reside IAMESS _ x1 OK to Sell TextLines of text displayed in O P when an item is out of stock and operator is prompted These are the 3 lines used in the prompt The x is used to allow for different sets of texts for different Inventory Activity Codes that may have been set up for the Inventory Item in question eA O eD e Needs Active Obsolet Disconti Informati eF e nued on Forecaste F eC eS ed Planned Cancele Suppres d sed line 2 IAMESS_x3 OK to Sell Textisee above line 3 HELP PREFIX d S5 bin help The directory path in which the Help files reside ital PAR oe The directory path in which a
121. d to identify this Currency e an The name is displayed for verification and in the LOV when invoked Print Symbol When a Currency is selected its Symbol text is printed in the footer of the Invoice The text printed is Payable in XXXXX funds where the XXXXxX is the Print Symbol 156 Series 5 Miscellaneous Invoicing User Help 6 6 2 defined Exchange Rate 99 9999 This is the exchange rate that would be used to convert this currency into your domestic currency Customer Merge Set Maintenance Customer Merge Sets are used to define sets of Customers that would typically receive the same Invoice When Invoices are generated the operator can select a specific Merge Set for which a given Invoice Template will be used to build them An unlimited number of Customers may be defined with a given Merge Set A given Customer may also belong to more than one Merge Set When the invoices are generated the billing address is obtained from the Customer Master record associated to the Customer defined in the merge set When establishing a Customer for a given Merge Set you may also provide the following fields of information e Attention To individual The person to whom the invoice will be addressed to e Email Address If the ability to have Invoices emailed is implemented this will be their address e A Customer Bill Code Where applicable and will optionally be printed on the invoice e An AR Transaction User Code
122. des of those Items that have been chosen are displayed in the right pane 2008 2014 by Sentinel Hill Software all rights reserved 5 4 2 Series 5 Miscellaneous Invoicing User Help 3 Search for a particular code by clicking on the a binoculars icon 4 4 Click on the l push button icons to position to the previous or next item in the left pane that has already been selected 5 Click to have ALL items selected or unselected 6 When a particular previously selected item is highlighted in the right pane click the button to have it unselected 7 Use the grid navigate buttons to move through the list of possible items Processing Tip Selecting specific items in this manner requires more overhead when processing If possible you should select a range of items from the filters screen Report Generation and Printing Most of the Series 5 applications generate reports or forms that need to be printed The system offers a variety of options for selecting the format in which reports are generated and how they are actually to be printed Reports may be generated as follows Viewed by the Series 5 Report Browser Printed to a selected printer Archived for later reference Saved as an ASCII text file or MS Word file Emailed to specified recipients VV VV V WV Any combination of the above When a report is to be actually printed any of the Series 5 defined Print Queues may be selected An unlimited number
123. e content of the body of the invoice This is the text that is printed describing the service or products being invoiced along with that actual charges Some practice may be required to get the fields located just they way you want it 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 165 Invoice Templates are maintained using a Series 5 grid processing screen 6 6 4 1 Invoice Templates Grid Invoice Templates Maintenance Grid Invoice Template Codes Maintenance File Edit Help Define Invoice Templates Select to modify or delete or add a new Invoice Template You may also generate a report listing the codes already defined aaar Fast Buttons Add a new Invoi Template Go To Template with Code aii 78 Refresh CNCA MTHLY INVOICE CCTX MTHLY INVOICE COPIER BILLING NAHB MTC RESEARCH FUND PAYMENT GPC MTG GRC MTG General Marketing Seminar Chicago 1992 GPC MEETING GPC MEETING SINGLE GTC amp SEMINAR NCMD ASSESSMENT CEMENT PUBLICATIONS currently define Items are listad in order by Template Code Search Edit an existing Invoice Template by double clicking it s associated row Standard Series 5 grid controls apply 6 6 4 2 Template Properties Screen When adding a new Invoice Template or editing an existing one there are a number of different tabbed screens that
124. ed Quantity 999 999 999 Depending on the type of Line that is being entered you may or may not be able to enter the Quantity of items that are being invoiced Note that there is no sign permitted If you wish to enter a Credit amount enter a negative Unit Price The Extended Amount will be computed as Quantity x Unit Price Unit Price 999 999 999CR Depending on the type of Line that is being entered you may or may not be able to enter 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions m the Unit Price of items that are being invoiced If you wish to enter a Credit enter a negative Unit Price The Extended Amount will be computed as Quantity x Unit Price Extended Amount 99 999 999 99CR Depending on the type of Line that is being entered you may or may not be able to enter the amount to be charged If the charge for the item being listed is taxable set this check box All charges that are taxable will be tallied and taxes will be computed when invoices are generated Taxes are computed based on the Tax Codes defined for the Customer Revenue Account up to 9 18 9 5 Enter the account for which Revenue is to be recorded for Sub Ledger Project Code X 6 X 8 X 4 X 4 or X 4 99 99 If applicable enter the Project Code to be paired with the G L Account for which the revenue distribution is to be made for 6 4 1 5 Editing Invoices Distributions
125. een is used to edit the properties associated to the scheduled item e Note that you can set the check box to the menu item displayed in the My Favorites tab sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the E icons Defining a Scheduled Menu Item 1 When the screen is displayed click on the green Plus sign of the mial icons to expand the tree structure to show each menu item 2 Double click the clock icon next to the menu item to be scheduled The right pane of the window will be activated 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 113 o If this menu item is to be shown in the User s Favorites sub screen set the check box o Select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push button o Repeat for the next menu item 3 The menu item will appear on the applicable Miscellaneous Invoicing tabbed sub screen when next refreshed displayed T SHSI Series V Quick Invoicing Er Fie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Rev 5 08 Sentinel Hill Software Inc PCA February 07 2009 07 05 PM Quick Invoicing 4 My Favorites 5 Daily Operations 6 Monthly Operations 7 Year End Operations 1 Scheduled for Today 2 Overdue Functions 3 Coming Due These Scheduled Menu items will
126. el Hill Software all rights reserved 18 Series 5 Miscellaneous Invoicing User Help 5 Print Queue the Creation option and the target destinations for the output xxxx QI INV REPRINT Q PRINTER For Company System xxxx when RECREATE ARCHIVE amp WORD invoices are re printed defines the Series 5 Print Queue the Creation option and the target destinations for the output MSWORD QLINV SPECS PORTRAIT Courier Defines the specifications for MS New 10 MisclInvoices dot Word Documents In this case defines the pages as Portrait with a 10 point Courier New font that is based on a template file named Misclnvocies dot MW Word templates can provide headers and footers with graphics and can set up other formatting properties For any user that might be generating these Word documents they must have the dot template file installed on their PC in their C Documents and Settings lt PC UserName gt Application Data Microsoft Templates directory Word Template dot files For users that generate Word document forms if templates are used they must be installed on each users PC 6 4 1 7 Posting Invoices to A R The Series 5 Miscellaneous Invoicing system handles the generation and printing of invoices Once they have been printed they must be moved or Posted to the Accounts Receivable system From the Invoice Processing gird screen On the Fast Button bar click Post to A R Add One Invoice Modify Invoice
127. election options if the operator was to click on the About 2008 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Miscellaneous Invoicing User Help Exporting information tab an error was being reported that the File did not exits This problem has been fixed Now you may freely select any filtering or output options tab when they are presented without any problems March 09 2012 Using Windows Logon Usernames New functionality has been introduced to the Series 5 Main menu Signon process You may now define to have the Series 5 system use the client s Windows Logon Code as the User Code for signing in to Series 5 If set when Series 5 is launched the Windows Signon Code will be used The User Logon screen will be presented but only the Password field may be displayed for keyboard entry f the given Series 5 User Logon profile had a blank password entered then the User Logon screen will not be presented at all Control will be transferred directly to the Main Menu screen For systems that are set to use the Windows User Logon code user s will ONLY be able to log in to Series 5 using the Windows Logon Code The function to Repeat User s Logon found under the Main Menu s File drop down menu will be disabled Note however if a user has their System Management Access set to Full they will still be able to Repeat User s Logon and sign on as a different user For systems that do not wish to use the Wi
128. em has been fixed Now the Series 5 software will automatically insert a single quote character in front of the string before inserting to the cell Oct 7 2008 User Access Maintenance The Series 5 User Access maintenance routine has been enhanced to simplify the steps to establish new users and give deny access rights Sept 24 2008 e The Enable and Enable Like functions have been simplified In each case you now just highlight the Red head that is to be given access rights and click the Enable or Enable Like push button or right click and select the desired function from the pop up menu e For the Enable Like function a drop down list will be presented from which you can select the user that already has access rights whose rights are assigned to 2008 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Miscellaneous Invoicing User Help the new user e The Copy function has been simplified If you highlight a Green head user that is already enabled and select Copy from the Edit menu s drop down menu you will be able to select one of the users that has no access rights in drop down list that is presented The Copy is basically the reverse of the Enable Like function e For Green head users that are already enabled when right clicked the pop up menu has 2 new functions Set All Items to Full Access Set All Items to No Access These will make it easier to set up and maintain the users acc
129. em will be displayed at the bottom of the right pane of the window o Make the necessary changes and click the OK push button 4 If you wish to change the Access properties of a particular menu item in a slightly more elegant manner o Highlight the menu item of interest and right click to display the pop up menu o You can either give full access or remove access totally depending on the already assigned access o Make the necessary changes and click the OK push button 2008 2014 by Sentinel Hill Software all rights reserved no Series 5 Miscellaneous Invoicing User Help Removing Access for a User 1 Highlight the 47 green head of the User to removed 2 Click Remove in the Fast Button frame or right click and click on Remove in the pop up menu 3 Click the Yes push button in the prompt General Access tab sub screen Field Definitions Full Access to All Menu Selections check box For the user if checked then he she will have full access to all menu items Default Print Queue X 20 Select the Series 5 Printer Queue that this user would typically by using When any of the reporting functions are executed this printer will be displayed as the default Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required Batch Execution Default Queue drop down list Jobs submitted by this user to the Series 5 Batch Job Processor will use the selected Que
130. en setting up the system for the first time a message will be displayed advising you that the QI Control is not available Click the Yes button You will then be advised of an Error 35 At this point you need to click the Yes button again to proceed el The Q I system preferences window will be displayed There are a number of different categories of options each grouped in a tabbed sub screen As you finish editing each screen click the Next gt button at the bottom Setup Tip As you may not have actually entered any Master Code records that may be referenced in these screens just enter any value Particularly in the Accounts fields You can also come back to edit the Control Preferences later Once your Q I Control Preferences is established the system can then be used 6 8 1 1 General Tab Screen Defines the properties for basic Miscellaneous Invoicing processing 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 183 L Modify Q Control Preferences Quick Invoicing Preferences Modify the Properties of General Select options for general processing and define the G L Accounts to be used with Accounts Receivable Assigned Invoice Numbers Source QA Control Properties Next Available Invoice Number 15015 PA Control Properties O P Control Properties Default Print Queue for Q l WPRINT1 fh Default Invoices Print Queue WPRINT1 Al Invo
131. enance or Transaction Inquiry routines that listed items in a grid whereby a given item such as a Customer Code or a G L Account could be selected lf there were no item on file to be listed sometimes transactions for the next item on file were being displayed but the entry field was not being updated This problem has been fixed Also now a message will be displayed indicating that no records were found for the item entered but the next highest item s items were being displayed Feb 03 2009 For 2008 Using AcuGT Rev 8 1 With the recent release of Rev 8 1 of AcuGT we have discovered that the INTEL native mode on certain occasions cause Memory Access errors The batch file used to compile programs S5 util s5_gcbl bat must be edited to have the variable NATIVE set to nothing Nov 15 2008 User Logon Passwords The Series 5 system now requires all passwords to be made up of at least 8 non space characters at lease one of which must be a numeric digit Also if a users password has expired they will be offered the opportunity to assign a new password after entering the old password The rules for password entry will apply Oct 7 2008 Import and Export and User Interface Applications An error occurred when exporting to an Excel spreadsheet if the 1st character the output string was a or character In this case Excel expected a valid formula If this was not the case a terminating error was displayed The probl
132. enerated and printed this comment will be recorded with the invoice Note that after an invoice is generated the Header Comment may be edited 6 6 4 4 Template Invoice Body Screen The interesting portion of the Invoice is the Body This is where you enter the text and the amounts that describe the products and or services that you are invoicing your customer for There are a couple of different types of lines that can be defined in the body of the invoice Invoice Template Invoice Body Tab Screen You can enter as many lines in the body as has been defined in the Invoice Templates s properties tab screen The lines within the body of the invoice are maintained using the following Series 5 grid screen What you see is what you get You can leave lines blank as desired for nice spacing Invoice Number of Pages The system only supports 1 page invoices The following screen is used 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 171 Invoice Template Codes Maintenance Invoice Template O16 General Marketing Seminar Chicago 1992 Modify the Properties of Properties Header Fields Invoice Body Footer Fields Revenue Distributions Enter the text and or list of charges to be printed and or listed within the body of the Invoice For each charge to be recorded a Revenue Account may also be entered The Body will occupy lines 25 thru 49 of the Invoice we
133. entinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 161 ltem record If you wish to have a specific User Code recorded in the R for the Invoices that were generated for this customer enter it into this field Prepayment Code If you have arranged that the Invoices generated for this customer are automatically pre paid say by automatic debit of their bank accounts or by Visa enter that applicable Pre payment code When invoices with a Pre Payment code are generated and posted to the Accounts Receivable a payment Open Item will be automatically recorded The applicable Cash Account is determined from the Prepayment Code s properties Contract Invoicing Period radio buttons and mm dd yy Specify the period for which Invoices will be generated for the Customer Indefinitel For the Period Invoicing Status radio buttons and mm dd yy This field may be used to temporarily or permanently suspend the OK to Invoice generation of invoices for this O ON Hold customer O Deferred Amount to Invoice 9 999 999 99CR Normally charge amounts for invoices are determined from the Invoice Template All invoices generated for a Merge Set have the same amounts as set up by the Template you have an instance when one or more particular customers are to have a different amount then enter that value in this field Normally this field should be left blank Warning This amount will be u
134. enus offers the ability to define certain functions to be scheduled for particular times of the day at specified intervals Tabbed sub screens display those functions that have been scheduled and are Overdue Due for Today or Coming Due The operator must click the push button in the sub screen to select these functions to have them executed Once the function is finished the operator will be prompted to reschedule the job Refer to the section on Users Scheduled Menu Functions 1 under the User Access Management o Chapter for the steps to set up the Scheduled functions Scheduled Menu Sub Screen Examples e For menu functions that are scheduled to be launched today 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 35 SHSI Series V General Ledger File Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards User Functions Control Options Window Help User USER Rev 5 08 01 Sentinel Hill North America p 7 ri General Ledger July 01 2008 05 33 PM 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3ComingDue 4 My Favorites The following Scheduled Menu items are due for selection today 03 00 am Profit amp Loss Statement 06 00pm Interface from Sub Systems 07 00 pm Balance Sheet Schedules R DS e For menu functions that are schedule
135. eport generation A R Customer Demographics filters 90 A R Customer filters 85 about 92 archived reports 93 displaying to the screen 93 having reports emailed 93 95 outputting to a printer 93 report options screen 93 saving as a PDF document 93 saving as an ASCII text file 93 saving as an MS Word document 93 94 runtime errors about 200 Microsoft utility errors 202 system errorcodes 201 Ge scheduled menu items 111 Sentinel Hill Software contacting 25 Series 5 Main Menu aboy entering a new password 58 expired passwords 58 loging in to the system 58 selecting a Company 58 Setting Up a User s PC allowing access to HTML Help 71 allowing emails to be sent 71 build the Series 5 shortcut icon 71 define user s environment variables 71 defining user s working directories 71 SHSI USER_NAME 71 setting up scheduled functions 34 setting up the Q I system defining control options 182 defining the Remit To address 182 general control options 182 SHSI USER NAME variable 71 U user access management about 104 copying another user s rights 105 create a spreadsheet of all users access rights 105 defining scheduled menu items 111 setting up new users 105 user access rights 104 user logon profile 104 who is using the system right now 121 user logon defining user access 104 defining user logon profiles 104 entering anew passwords 58 expired passwords 58 passwords 58 W Windows shortcuts 71 wizards about 114 defining
136. erface Employee Codes Lookup 0 m 106 RM TSM 107 RM TSM 108 RM TSM 109 RM TSM G G SORENSEN G L CONRAD LAURA ROBINSON LM BONILLA 110 RM TSM 200 DNA DOCUMENT RESOURCES BANKRUPTCY REMOTE CTY COURT RECORDS LOCAI GoTo Key Select a particular code by navigating to it in the window and double clicking the row or clicking the Select push button To exit the Lookup window without selecting an item click on the Cancel push button A Search window may be activated by clicking on the ta binoculars icon Move through the codes in the window by clicking on the grid navigate bar icons on the right or the cursor up down keys or the Page Up Down keys If you know the 1st few letters of the code you are wanting you can type these and the grid will redisplay showing the item closest to the Goto Key that you have typed To reset the Goto Key string strike the ESC key of click the Reset pushbutton 2008 2014 by Sentinel Hill Software all rights reserved 52 Series 5 Miscellaneous Invoicing User Help ji08 108 RM TSM 109 109 RM TSM 10ANH AN HOLMES 1OCHA CH AGUERO 10EJR EJROBINSON 10ELM E LMAGUSIAK 1OFMC F M CANCINO G L CONRAD J A MCDONELL J P CASEY LAURA ROBINSON LM BONILLA 110 RM TSM a 40 GoTo Key 10G G L Account Lookup Window For Lookup windows offering a G L Account to be selected a similar window with the same characteristics a
137. erial Service Corp National Cement Co Inc Y D se a ala i kg D D Y LB FRESE a Oo Pe N D a 5 a a Y 4 D D D D D D fez S i z fz oO oO oO o oO o o o o o wo wo N N N N aja N CE DE Tin EEE EE N i D a 5 a a a i D 608937 S For Template items are listed by Invoice Number Search Fast Buttons Add One _ Generate an Invoice for a specific Customer using a Invoice _ given Template Modify Modify the Invoice highlighted in the grid Invoice Generate Generate a set of Invoices for a selected Merge Set Invoices of Customers for a given Template Print Final Print all Unposted Invoices Note that all invoices on Invoices file that are presented in the grid are printed regardless whether they have already been printed or not Post to A R Move all Printed Invoices to an Accounts Receivable Sales Batch Posted Invoices will be copied to the Invoice History files Invoices are built either one at a time for a given Customer or in bulk for a Merge Set of Customers In either case the format and charges for each Invoice are determined from an Invoice Template Once an Invoice has been created it may be edited by double clicking it s 2008 2014 by Sentinel Hill Software all rights reserved 134 Series 5 Miscellaneous Invoicing User Help associated row Standard Series 5 grid controls ap
138. ers Screen Field Definitions Systems radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those reports generated from the selected system will be listed Report Types radio buttons amp drop down list Click the All button or the Selected button with a specific report name extension from the drop down list Only those reports with their report name extension matching that which was selected will be listed Users radio buttons amp drop down list Click the All button or the Selected button with a specific user from the drop down list Only those reports generated by the selected user will be listed 2008 2014 by Sentinel Hill Software all rights reserved 104 Series 5 Miscellaneous Invoicing User Help 5 5 Date Generated radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those reports generated within the range of dates entered will be listed Report Name Template X 20 Enter a template to be used to match the report names to be listed The will match any single character Use the character immediately before or after the or as the 1st character to match a string of characters Delete an Archived Report 1 In the grid navigate to the row listing the report that is to be deleted 2 Right click the row to have a drop down menu displayed then
139. erties record e If the same invoice is to be generated for a number of customers they must be defined in a Customer Merge Setlse This consists of a list of AR Customers along with specific billing information Invoice Numbers are automatically assigned based on the Next Available Invoice Number field that is defined in the Q I Invoicing Preferences screen Also should invoices require Remit To instructions these are also defined under the preferences Your Control Preferences 1 1 must be correctly set up The processing steps required to generate invoices are as follows e You may choose to build just a single Invoice for one Customer or a set of Invoices for each Customer defined in a particular Merge Set Either way you also must choose the Invoice Template that defined the content and the charges associated to the invoices You must specify the date of the Invoices The system will automatically assign the Invoice Numbers compute any applicable taxes and determine the Due Date Revenue Distributions are automatically assigned These would have been defined by the Template as either fixed dollar amounts or as Auto Distributed percentages In some cases the Invoice Template may have been created as a shell that really only provided Boilerplate descriptions and distributions In these cases you may then edit the invoices to enter applicable charge rates and or additional descriptions You may also enter Freight Charges
140. es the generation of the report will just be abandoned May 21 2010 Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide support for Office 2007 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 or Office 2003 Word document The system will automatically append either the DOCX or the DOC extension and generate the document using the correct file format For users that have Office 2007 installed the default File Type will be the Office 2007 Word but they may choose either Office formats For users that do not have Office 2007 installed the default File Type will be the Office 2003 Word and they will not be able to choose Word 2007 or the PDF formats May 20 2010 Automatic Sending of Emails The Series 5 system has the capability of automatically sending emails Emails are sent by making a call to a MAPI Library which in turn sends the email using Microsoft Outlook If the receiver s email address is prefixed with LN or Ln indicating that they are Lotus Notes users then instead of using MAPI a DOS command call is made using the command line defined by the runtime configuration variable DOS _MAIL_CMD to actually send the email Within this command line there are pseudo variables that would be replaced
141. esaesaessesseuevseeseeneenoesaesaesaeseesoeseesausaesaesaevnvaneaneneesnesaesaesneaes 81 3 Record Processing Filters cccceeesseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeaeeeseeeeeeeseeeeeeeseeeeeeseeeenenseeeeeees 85 Customer Alter S sridenta Laaa set ended sac cates dec suussnectecdadescacdhessauesusev set eea ipaa SAS EA sutvseteddenvacescuedeevdedenuesnced 85 Customer Demographics Filters ccccsssssssesseseestessessesseseesseesessoeseessesevseueeseesoesnesaesaesanssessnesaesoasesaessnuneas 90 4 Report Generation and Printing ccceeeseceeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeseeeeeeeseesseees 92 Report Options Screen 0 EEEE E EE E E 93 Report BrowWSe rh ccccsecesssessessevsessneseeneesseseseesseeseeseesaesaesaesaeusesaeeseeaeeneesaesaesaesaeesaeseesaesaessevaevanvsneaneaeesnesassaesaneaes 98 Archived Reports Management ccssssssssssssesesteseeseessesseseeesesseeseesaessevseuseesnesoesnesaesaesaesaesenesaesaasausaeeseuneas 99 5 User Access Manageme n h csccecccceeeeeeeeeeeeeeeeeeeeeeeeeeeseaeeeeeseseeeeeeeseeeeeseaeseeeseaeeeeeseeeneeeaes 104 Defining Users Access Right S i ae cca eddek reee aa aapa apane Aee aandae Ea daenna na PRint ma tna Senara aada 105 Users Scheduled Menu Functions ccscccssecseesssesseessesseesseeseeesseeneessneeseesaneesesennesseeennesaneeseesseesseesenesseesenenees 111 6 Wizard Manageme nt vv cicccec cicceees cece cede ccect ence ewetecenceteadeccececeandcectencut
142. ess rights e A pop up window will now be displayed when any given menu item in the tree is right clicked You will be able to set the access to either No Access or to Full Access directly without having to edit the properties sub screen User Access Maintenance The Series 5 User Access has been enhanced to support up to 250 Logon Users Formerly was limited to 100 users Sept 10 2008 a Print Manager and Browser The Series 5 reporting and printing routines have been enhanced to handle filenames of up to 30 characters long The UPGRADSM utility must be executed to have the Report Manager file s records rebuilt to accommodate the larger field Aug 25 2008 a Import and Export and User Interface Applications In all applications that offer the opportunity to load from or read a text based interface file where a BROWSE button had been provided you will now be able to select files that have a or a SPACE in the filename or the directory path Aug 25 2008 Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility The system will identify Office 2007 utilities by seeing if Excel EXE can be found in the clients s C Program Files Microsoft Office Office12 folder For exporting the files will be created with the XLSX extension and if selected to be launched Office 2007 Excel will now correctly be executed Aug 25 2008 Ti On Line Help The Series 5 system
143. essing the Q I Batch J ob Manager From either the Q I Main menu or any application select Batch Job Processing from the File drop down menu 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures SHS Series V General Ledger Trx Inquiry Operations Financial Stat G L Company Reselect Reports Manager Batch Job Management Batch J ob Queue Manager Grid Screen Maintenance and monitoring of the Batch Jobs is done with a Series 5 grid screen i Batch Queue Job Maintenance EIE File Edit View ShowMe Help Fas t Bu t tons n Manage Your Batch Jobs Modify or Hold jobs or view their Execution Log and or Parameter ext files Jobs are displayed in the order As due to be executed Hold Puta Holdon the ajeje 0062 USER Juce 050 Mar 06 11 19 11 AM PI General Select for Billing USER UCC Mar 10 2006 11 19 36 AM Print Pre Invoicing Report 4 USER cc 006 11 A f S il 050 Mar USER uct 050 Mar 10 2006 10 18 17AM PI Clear Al Prior Selections Hold No M di lisen mr 0 Ma 0e 114 General Select for Bilin FAR 0 ify Doe No Delete Delete the selected Job Job Params Wob s execution Output View the output log Log generated when the selected job was executed Purge Have those jobs satisfying a numbe of filters deleted Select Set filters for the 2008 2014 by Sentinel Hill
144. eucecuceadeqeeeectereccueeesacs 114 Maintaining Your Wizards pna aaaea aaa ea aa aaan aa Sa iE Ea aaas daka aa Ta NKEA 115 Wizard Execution Sere fipo aean a aaraa aap ei eaa aeaa a aaaea eaa aa aaaea SNE aea E ara aE 120 7 Monitor System Usage cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeseeeseeeeeeseaeseeeseaeseeeseaeneeeees 121 2008 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Miscellaneous Invoicing User Help Part VI Miscellaneous Invoicing Menu Functions 124 Th Q Me mh ieee sce ce cect Sea cad bce ee econ cece et aaa se aa a che de ranae a a a aaea aee ii 124 2 File Managements ccc 2 2ccc node cel cenececentedicestadeccccaceccccpacdicetcandecectndcecccbedsccteaadecccnndsectecaaecces 125 I guiry FUNCTIONS aiara ae aaa a aT aa aa aa aaa raaa Aaa aaraa a T ra Aa a Aa eaaa RE anra eeN 126 Historic INVOICES NAUITY cece etestesteseeseeeeesseeseesoensesaeeseuseesoesoesaesaesaevaesaeesesseasaesaesaesaessoeseesaeseesaesaevanvaneanennen 126 4 Operational Funmctt Om assccccc at ccciccie cc ck See eecedee ceceee cece cet Sheen cece ct encct cud ee cepedeecemcateccutcuaencesaanenstt 130 Invoice PrOoCeSSING 32 cies eee eed E case cece anc ede eae ae eae 131 Invoice Processing Grid Serer a ae tania inaa a raaa a aand apia aaie araka 132 eE eela M aio AE AER TOE TTA T E E T A Editing Invoices Properties sid i Editing Invoices Body neah ndie lant dates shame ce Uruetited Wet panned aa a a
145. executed whether or not to submit it to the Job Processor Not Allowed The user may not select to execute the job using the Job Processor Forced When the menu item is chosen and after any processing options or filters are entered the job will be automatically submitted to the Job Processor to be executed Delayed The job will be automatically submitted to the Job Processor to be executed after 6 00 pm the same day 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 109 Menu ltem Access Properties Reports Sub menu Item A R Aging Report Access Rights Full O None Batch Execution Odllowed ONotAllowed Delayed Forced C Show in the Favorites Tab Menu eduled Function Modifying Access for a User 1 Highlight the 47 green head of the User to modified 2 If you wish to modify the General Access properties o Click Modify in the Fast Button frame or right click and click on Modify in the pop up menu o The right pane of the window will be activated o Make the necessary changes and click the Update push button 3 If you wish to change the Access properties of a particular menu item o Double click the menu item to which you want to allow access The Access Properties fields for the given menu item will be displayed at the bottom of the right pane of the window o The Access Properties fields for the given menu it
146. ext 315 315 Ati 5 x A 75 A 80 A 80 mmddyy 9 6 A 2 x A 80 HOO AY HOSE agg ang o e CHARTY ta JDAADOE eli ali li jale lale lale a Invoice Template Footer Fields Selection Field Definitions The field name that may be printed is listed along with the size and the number of lines used Some examples are presented Set the check mark if the field is to be printed Line Column 9 2 9 3 Enter the line and column of the leftmost character of the field to be printed You may use the auto spin push buttons to the right of the field to adjust the values The values entered must fall within the defined limits of the page 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 177 Miscellaneous Charges G L Account 99 999 99CR f Miscellaneous Charges field was selected to be printed then this field will be enabled Enter the amount that will be recorded as a Miscellaneous Charge on the invoice This amount will be recorded in the A R Sales Transaction The revenue Distribution Account to which the charges are to be recorded must also be entered Note that after an invoice is generated the Miscellaneous Charge amount may be edited The amount entered will not be included as amounts to be distributed in Revenue Auto Distributions are specified in the Invoice Template s properties Freight Charges G L A
147. fined Comments Up to 5 lines of 75 characters can be printed Note that after an invoice is generated the Comment code may be entered edited or removed Brief Comments 1 and 2 2 lines of X 80 If the either of the Brief Comment line fields were selected to be printed then these fields will be enabled Enter a brief 1 line text that is to be printed in the Footer of the Invoice Note that after an invoice is generated the Brief Comments may be edited These fields should not be used to print a Footer Remit To company address line A2 line Remit text address may be set up in the Q I Control Properties function 2008 2014 by Sentinel Hill Software all rights reserved 178 Series 5 Miscellaneous Invoicing User Help 6 6 4 6 Template Auto Revenue Distributions All charges recorded to an customer s invoice must be allocated to one or more G L Revenue Accounts There are three different methods that may be employed 1 For each charge that is entered within the Body of the Invoice enter the Revenue Account to which it is to be recorded to 2 For the sum of all charges that were entered within the Body of the Invoice record that amount to one or more Revenue Accounts as a fixed dollar amount 3 For the sum of all charges that were entered within the Body of the Invoice automatically distribute that amount to one or more Revenue Accounts at a fixed percentage The method employed is dictated by the option that was se
148. gned to the next invoice that is generated Default Print Queue for Q I X 15 Select the Series 5 Printer Queue that would be used to typically print the reports generated for this Miscellaneous Invoicing system When any of the reporting functions are executed this printer will be displayed as the default unless overridden by the user s assigned Printer Queue Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required Default Print Queue for Q I X 15 Invoices Select the Series 5 Printer Queue that would be used to typically print invoices generated from the Miscellaneous Invoicing system This may be overridden by the operator at the time invoices are printed Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required Remit To 2 lines of X 80 A special 2 line Remit To text may be defined When Invoices are generated and printed if this field is defined in the Invoice s Template this text will be printed in the footer area of the Invoice Enable Auto Emailing of Invoices check box The Miscellaneous Invoicing Invoice generation and printing function provides the functionality to have invoices for designated customer s automatically emailed as PDF or MS Word documents To turn on this feature this check box must be set Note that one of the properties associated to each A R Customer is the option to have emails sent to them
149. gs Larry Carlsen My Documents SHSISUCC me AR_TaxCodes_In XLS Thin Client Processing Tip If executing as a Thin Client user you will appreciate considerably faster processing of large data files when you process input as Tab Delimited Text Over a slow network input to an Excel Spreadsheet is disgustingly slow If loading the input from your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st copied to the UNIX server then read into the system Field Definitions File Type drop down list Select the type of data that is to be loaded This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not set as the default 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures s Folder X 90 Enter the name of the directory folder from which the imported data is to be read from This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder Filename X 50 The filename will default to a name applicable to the type of data You may change if you so desired About Importing Tab Screen Along wit
150. h the Export Options tab screen there will be an About Exporting tab screen This provides the operator with information about which fields are output to which columns assuming MS Excel output 2008 2014 by Sentinel Hill Software all rights reserved s Series 5 Miscellaneous Invoicing User Help Tax Codes Maintenance Import Tax Code Information Import Options About Importing For your information When loading Tax Codes from spreadsheet you may specify pre defined Processing Directives in column 1 ZRADD amp All Tax Codes for rows following will 1st be deleted then updated wit 4ZDELE All Tax Codes for rows following will be deleted from the A F system Column Field Format 1 Tax Code gt lt 6 2 Description 30 3 Percentage 99 999 b 4 Liability Acct Bank 1 gfi 5 Liability Acct Bank 2 gli 6 Liability Acct Bank 3 S k ry Liability Acct Pft Ctr 9 5 ea The codes displayed under the Format column indicated the type and size of the data Here are some examples Data Format Comments X 30 30 character alphanumeric 96 digit numeric integer w 9 9 signed 9 digit integer In some of the import functions you can specify a Processing Directive in column 1 of your input data file These are basically commands that direct the system to process the rows of data following in a special way These commands are typically only provided for the input of Master Code records
151. have to re edit the Job Parameters to set up correct dates of report options Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the oi 8 Search icon A search string may be entered for the following fields Job Name Job Number 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help Grid Display and Purge Filters Screen If your company makes use of Batched Jobs over a period of time you may have a great number of Job History records You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed BS Batch Queue Job Maintenance Batch Job P U R G E Selection Parameters Enter the appropriate parameters to select those Jobs that are to be deleted Systems Batch Execute Queue All All Selected Ri Selected Company System Execute Date on lal o COO O Selected Selected To PEET onl 2 Set the applicable filters 3 Click the OK push button The grid will be redisplayed showing only those reports satisfying the selected filters Filters Screen Field Definitions Systems radio buttons amp drop down list Click the All button or t
152. he Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be listed Company System radio buttons amp drop down list Click the All button or the Selected button with a specific Company for which job 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures records are to displayed or processed Batch Execute Queue radio buttons amp drop down list Click the All button or the Selected button with a specific Batch Queue Only those jobs generated and processed by by the selected queue will be listed Execute Date radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those jobs that executed within the range of dates entered will be listed Putting a J ob On Hold If a job has not yet executed and for whatever reason you want to put it on hold you can do so Perhaps to change a parameter or priority 1 In the grid navigate to the row listing the Job to be put on hold 2 Right click the row to have a drop down menu displayed then click Hold or just click on the Hold button in the Fast Button frame 3 Ahold verification screen will be displayed Click the Put On Hold button to proceed 4 The Job s status will be set accordingly 5 To re activate the Job you will have Modify it and click the Rest Status to WAITING check box Purging
153. he problem has been fixed Oct 28 2009 Automatic Disabling of User who Fail to Correctly Logon As anew security feature as an option you may select to have users that fail to correctly log in to Series 5 after a specified number of times automatically disabled from logging in again Before they can use the Series 5 system again the System s Manager or Series 5 Gatekeeper must modify their Logon Properties record This option may be selected with a new field found on System Control Options screen Oct 22 2009 3 User Logon Passwords Passwords now must contain at least one numeric digit and one alpha character and be at least 8 characters in length Oct 22 2009 Import and Export functions to Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If that output input option is selected and Excel is not installed on the user s workstation a message will now be displayed Previously the system assumed it was installed and when it attempted to call Excel to build read the spreadsheet the program would bomb out with an error This will no longer happen June 02 2009 3 Outputting Reports and Invoices as MS Word Documents Any Series 5 generated reports invoices statements etc may be output as an MS Word document For any MS Word documents that are generated a Template may also be specified as defined in a Series 5 Configuration file variable These templates mu
154. her that field is to be printed and the location on the invoice Setup Tip When specifying the location of fields make sure there is enough room You must also make sure that there is not a conflict with the Body of the Invoice Invoice Template Footer Fields Tab Screen Each of the possible fields that can be printed in the Footer of the Invoice are presented Select which ones are to be printed and the Line and Column of the page The following screen is used 2008 2014 by Sentinel Hill Software all rights reserved 176 Series 5 Miscellaneous Invoicing User Help D Invoice Template Codes Maintenance Invoice Template 016 General Marketing Seminar Chicago 1992 Modify the Properties of Properties Header Fields Invoice Body Footer Fields Revenue Distributions and or Prepayment amounts if applicable Select which Footer fields are printed and their location on the Invoice Also record any Miscellaneous Charges Freight The Footer will occupy lines 50 thru 64 of the Invoice Header Field Sub Total Amount Misc Charges 15 K Values or Amounts 45 00 c 4040 304 Freight Charges 9 15 Ea BW Tax Amount 1 Tax Amount 2 Invoice Total 915 915 915 a O O T Prepayment Amount Net Due Amount Currency Descriptor Comment Code Text Brief Comment 1 Brief Comment 2 Invoice Date Invoice Number Customer Code Control Remit T
155. ht be executed on a daily basis 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Hel s User Functions Co 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favori 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction E Typically Daily Functions Chart of Account Maintenance Financial Statea 1 Click on the applications Daily Functions tab Fi 2 Click on the desired function push button 3 1 1 Multi Threaded Windows The applications menus provide the ability to select and execute up to 9 functions all at the same time Each executes in their own window independent of one another Execute multiple functions from the Applications menu simultaneously e The functions that have been launched are displayed in the frame at the bottom on the application menu oO ji A R Aging Report oO ja Customer Open ltem Inquiry 2 Customers l h amp 3 Sales and Credit Entry 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 33 e If you right click the icon associated to an executing function a drop down menu will appear from which you can hide or restore it s screen or terminate the function fi Customers Hide this Item s Window Restore this Item s Window Terminate this Function e The functions tha
156. ible items Processing Tip Selecting specific items in this manner requires more overhead when processing If possible you should select a range of items from the filters screen 2008 2014 by Sentinel Hill Software all rights reserved 90 Series 5 Miscellaneous Invoicing User Help 5 3 2 Customer Demographics Filters As well as being able to set filters associated to the Customer Master records you may also set filters for the Customer Demographic codes that have been assigned to your Customer Master records These routines provide the operator an opportunity to set filters such that only selected customers based on whichever Customer Demographics have been assigned to them are reported or inquired The following screen is presented where applicable mw Customer Maintenance Report Print a report listing the Customers currently on file using assorted selection criteria Report Options Customer Select Filters Demographic Selects Print Options For a Customer to be included in this application they must match each of the Selections Criteria that you specify below Company Size s Al O Selected Geograph Region s All O Selected Industry Code s All O Selected Mascolt s CAT FISH PANDA SAS Level s All O Selected For each Demographic Code you may choose to provide filters for Selected Codes or a Range of Codes If the A Range radio bu
157. ice Remit To REMIT TO Sentinel Hill Software Inc PO Box 92382 Seattle WA Enable Auto Emailing of Invoices Emailed Invoice Document Filename Prefix SHSI US A R Control Account Canadian A R Control Account 4 1200 001 4 1200 002 Accounts Receivable US Accounts Receivable CND US Cash Account Canadian Cash Account 4 1100 001 4 1050 002 Northern Trust Canadian Imperial Bank Field Definitions Assigned Next Invoice Numbers adio buttons Source When invoices are generated the Invoice Numbers are automatically assigned Invoices are also generated from the Professional Invoicing system and the Customer Order Processing systems In each system the Next Invoice Number to be assigned is maintained Select which system is to be used in assigning the Next Invoice Number Should you wish to have sets of Invoice Numbers assigned to each system it is important to periodically insure that the same invoice number is not being assigned from different systems Since all invoices are recorded to the Accounts Receivable system duplicate Invoice Numbers are not allowed Q IControl Properties Click the appropriate button for the desired O _P Control Properties sort O P Control Properties 2008 2014 by Sentinel Hill Software all rights reserved 184 Series 5 Miscellaneous Invoicing User Help Next Invoice Number 9 8 This is the Invoice Number that will be assi
158. ice Templates The Miscellaneous Invoicing system provides for you to build standard pre defined Invoices You can select which fields are to be printed the line and column on the invoice where they are printed and the size of the body of the invoice You can enter free formatted text within the body of the invoice and enter any amounts along with their respective revenue distributions You may also choose to apply the total value of the invoice to sets of revenue accounts either directly as dollar amounts or as fixed percentages When generating either a single invoice or a set of invoices you always first need to select one of the Invoice Templates A Defining Customer Merge Sets A Merge Set is just a list of your customers You would typically generate the same invoice to all customers defined in the Merge Set For each Customer in the merge set you can specify a contact name and email address a Customer Billing Code Start and Ending Contract Invoicing periods and if applicable a Prepayment code When generating a set of invoices you always first need to select one of the Customer Merge Sets e User Defined G L Account ie 9999 99 9999999 999 The G L Account number is divided into two parts The Main Account and the Profit Center The Main Account can have up to 18 digits and can be segmented into up to four segments The Profit Center may be 3 4 or 5 digits in size You get to define the size as required 2008 2014
159. iced an amount that is different from that defined by the Template an Override Amount to be Invoiced my be entered This amount will be used only if the amount field in the template has been flagged to allow override amounts e For each Customer associated to the Merge Set the Last Invoice Number Date and Amount will not be recorded and displayed The Customer Merge Set Maintenance function has been revised accordingly June 06 2011 Customer Merge Set Maintenance A number of new fields have been introduced to the Customer Merge Set master record When Invoices are generated for the given set details including the Date which the Template was used the Starting amp Ending Invoice s the of invoices and the Total value are recorded Up to 15 historical instances of invoices being generated will be kept Also for each Customer Merge Set a Default Invoice Template may be specified When Invoices are generated the Default Template will be presented to the operator June 06 201 1 2008 2014 by Sentinel Hill Software all rights reserved Introduction a 8 Digit Invoice Numbers The Miscellaneous Invoicing system has been enhanced to provide support for 8 digit Invoice numbers April 11 2011 Option to Automatically email Invoices The Miscellaneous Invoicing Invoice generation and printing function has been enhanced to have invoices for designated customer s automatically emailed as PDF or MS Word documents One
160. in on the system until the associated invoice is posted to the Accounts Receivable system At such time these records are copied to the history version of this file QINVOICEDIST Xxx When Invoices are generated if the Invoice has Auto Distribution Revenue accounts defined they are stored as a record in this file These records remain on the system until the associated invoice is posted to the Accounts Receivable system At such time these records are copied to the history version of this file System Operational Variables Some aspects of the Series 5 Q I system can be controlled through runtime configuration variables This mechanism provides a great deal of flexibility because these variables can be modified by each site as well as directly by an AcuGT program Configuration variables are maintained in a runtime configuration file This standard text file can be modified by the host system s text editor Each entry in the runtime configuration file consists of a single line All entries start with a keyword followed by one or more spaces or tabs and then one or more values 2008 2014 by Sentinel Hill Software all rights reserved a These variables may also be defined in each operators execution environment On both UNIX and Windows systems these would be defined as environment variables 7 2 1 Environment Variables The following variables may be defined for the operator s environment Under UNIX these may be seen
161. ing User Help o Click the applicable Access Rights radio button o If this menu item is to be shown in the User s Favorites sub screen set the check box o If this menu item is to be scheduled select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push button o Repeat for the next menu item 4 This potentially could be a lot of effort to set up all your users If you have a number of users that will each have the same access rights you can build the table for the 1st user then copy it Perform the following steps o Highlight the read head of the User that you wish to enable access for o Click on Enable Like in the Fast Button frame or in the pop up menu o Select the User Code of the currently enabled user that you want the new user to have the same access privileges o Click on the Select User push button o Keep the same access rights values or change them as required o Click on the Add It push button again o The new user is now set up with the copied user s access rights o You may now go ahead and change any of the Access Rights of the menu items as needed Batch J ob Execution Access If the particular menu item has been set up to provide the option to be executed in the Series 5 Batch Job Processor then in order for the user to make use of this the appropriate access rights must be assigned Four variations are offered Allowed The user can decide when the menu item is
162. ing Export Format Options Normally the Export Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the output data and where it is to be generated The following steps may be taken 1 Determine the format of the data to be output From the drop down list select from the following An Office 2007 or 2010 MS Excel workbook is opened w EXCEL 2007 2010 and data is output directly to the 1st worksheet s Workbook designated rows and columns A maximum of 950 000 rows may be output to each sheet An Office 2003 or earlier MS Excel workbook is w EXCEL 97 2003 opened and data is output directly to the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be output The output columns of data are separated with the Tab Delimited Text lt tab gt character A maximum of 65 530 rows may be output The columns of data are output separated with a w CSV Comma comma lt gt character Strings are output within the Delimited Text double quote lt gt character Amaximum of 99 999 rows may be processed 20 20 Text Formatted for an older spreadsheet utility 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help The columns of data must be comma separated with Lotus Text quotation marks around each field w Slash Delimited The columns of
163. ion Log screen is available that displays the last 10 jobs that have executed gt The window within which the Job Processor executes can be toggled between two sizes In Expanded mode it shows the details and log of executing jobs In Brief mode it just shows a small general status screen Launching the Series 5 Batch J ob Processor Utility From the Batch Job Manager screen 1 Click on Start Batch Processor from the File drop down menu A prompt will be displayed confirming the launch of the Job Processor Batch Queue Jobs Manager aG Edit view ShowMe Help Queued Batch Job Service Handler p All eligible jobs for the Company and Batch Execute Queue that you will select will be executed from this terminal Are you sure you wish to proceed Properties Start Batch Processor Terminate Batch Processor Purge Completed Jobs Edit Selection Options 1 00000061 Clear All Prior Exit 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 2 Click the Yes button then the Job Service Handler screen will be displayed and you will be able to set a number of filters that are used to select particular jobs that are to be accepted By default All jobs wil be processed s Queued Batch Job Service Handler E x for Company Al Processing Status Execution Log Job Select Filters Status Initializing r Systems Batch Execute Queue
164. is no conversion done with the amounts When posted to R the amounts are left unchanged If foreign currency is received against applicable invoices adjustments must be made to accommodate exchange rate differences Currency Grid Currency Codes are maintained using a Series 5 grid processing screen Currency Codes Maintenance File Edit Help Fast Buttons Denno Guron Codos Wad Baod o moiy n dae o aid anoa Orany ois Ca You may also generate a report listing the codes already defined Add a new Currenc Go To Currency with Code x aji Modify the Currency in the grid C E wo w Sop SSS SR l e a a Delete the Currency in the grid Generate a report lis Currency Codes on Edit an existing Currency by double clicking it s associated row Standard Series 5 grid controls apply 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 155 Currency Code Properties The properties for each Currency are defined with the following screen Currency Codes Maintenance Currency Code CDN Modify the Properties of You may define different Currencies for use by the Invoicing System Support for multiple Currencies in Accounts Receivable will be provided in a future enhancement Currency Code Description Print Symbol Exchange Buy Last Updated 12 23 04 Field Definitions Currency Code This is the code use
165. is process executed by the Background Processor You can have it execute later and or you can mark it as a recurring job Job Name A R Aging Report Batch Queue BATCH_INPUT F Priority O Low Program ARAGERPT h Normal D You may select to have the job executed in a different job queue High Scheduled Processing You also can Delayed Processing designate to have this job execute on a re occurring basis or delayed until a specific time Delay Hours 4 Minutes fo For After 6 14PM Today Re Occuring No v Once the OK push button is clicked then the job will be submitted to the Job Batch Queue to wait for it s time to be executed In the meantime you may continue with other functions or exit the Series 5 application totally Notice that every job is assigned a unique number This may be used to track the job using the Batch Job Manager Batch Execute Setup Field Definitions Job Name X 30 By default is the name of the Report or Operation The job may easily be tracked by the Batch Job Manager using this name Batch Queue drop list The system provides pre defined Batch Queue names Each job may be dispatched to a particular queue to be processed Your System s Manager may have defined multiple queues each with different execute priorities or on different processors Program changed Priority The priority will determine how quickly the is determined from the User s acce
166. it Price 999 999 999CR Depending on the type of Line that is being entered you may or may not be able to enter the Unit Price of items that are being invoiced If you wish to enter a Credit enter a negative Unit Price The Extended Amount will be computed as Quantity x Unit Price Extended Amount 99 999 999 99CR Depending on the type of Line that is being entered you may or may not be able to enter the amount to be charged Taxable check box If the charge for the item being listed is taxable set this check box All charges that are taxable will be tallied and taxes will be computed when invoices are generated Taxes are computed based on the Tax Codes defined for the Customer Revenue Account up to 9 18 9 5 Enter the account for which Revenue is to be recorded for Sub Ledger Project Code X 6 X 8 X 4 X 4 or X 4 99 99 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 175 If applicable enter the Project Code to be paired with the G L Account for which the revenue distribution is to be made for 6 6 4 5 Template Invoice Footer Fields One of the features of the Invoice Template is the ability to define which fields are printed within the Footer of the Invoice The Footer is defined as those lines on the invoice that fall below the Body of the Invoice All those fields that might typically be printed on an invoice are presented on a screen Select whet
167. k or other MS mail programs In the Series 5 system is used to access a 3rd party utility to send email to Lotus Notes users Each pseudo variable will be replaced with the applicable string or path DOS_MAIL_PATH The directory path in which the temporary mail messages are created on the Windows PC when mail is sent using the DOS _MAIL_CMD UNIX_MAIL_CMD The shell command that is executed on UNIX systems to have email sent UNIX_MAIL_PATH The directory path in which the temporary mail messages are created on the UNIX server when mail is sent using the UNIX_MAIL_CMD WEB _EDOCS_ DIRECTORY d s5 WEB Etmp _ The directory path in which temporary files are created used to send attachments as emails on MS Windows platforms Printer Control Variables The following variables are used to define to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers PRINTER1 P SPOOLER Defines a Series 5 Print Queue named PRINTER that is designated as a Windows printer When the runtime opens a file assigned to P SPOOLER it automatically initiates a job with the Windows spooler and constructs print pages in accordance with the program The runtime uses the default printer and font If the user looks for the job in the spooler it is named with the current title of the AcuGT GT window Note that you must also set up a Printer Queue named PRINTER1 using the Prin
168. keys for the associated file s Sept 01 2010 2008 2014 by Sentinel Hill Software all rights reserved 18 Series 5 Miscellaneous Invoicing User Help a Using the Mouse Wheel to navigate Series 5 Grid Screens In all Series 5 applications that use a paged grid screen those showing rows of master codes and or transaction records similar to a spreadsheet the operator may now navigate forwards and backwards through the records using the Mouse Wheel If the Ctrl Key is also pressed while twirling the mouse 4 rows of data are skipped instead of just 1 If when you spin the mouse too fast and a Stack Overflow error occurs in the runtimes Configuration file add the variable PERFORM STACK 384 and it should work OK Note that this new feature is only available for systems with at least AcuGT Rev 8 1 3 July 27 2010 MS Excel System Error Recovery The Series 5 family of applications offers the ability to import to and export from an MS Excel Workbook document System error that could be generated while outputting to and or inputting from MS Excel documents were causing Series 5 applications to terminate with a not too friendly error message The errors that were particularly annoying were as follows e When importing from an Excel document with a filename selected from the application that did not actually exist and the operator had forgotten to Browse to choose the particular file e When a user attempted to gener
169. late Dunning Letters to an MS Word Document SPECS MSWORD GL LANDSCAPE Courier Defined specifications for outputting G L FINS SPECS New 8 Financial Statements to an MS Word Document MS a pale specifications for outputting O P 8 Invoice Template Invoices to an MS Word Document MS OP Courier Defined specifications for outputting O P QUOTE New 10 Quotes Template Quotes to an MS Word Document SPECS MSWORD LANDSCAPE Courier Defined specifications for outputting O P PAKSLIP New 8 Pack Template Packing Slips to an MS Word Document SPECS MSWORD PI PORTRAIT Courier Defined specifications for outputting P I New 8 Invoice Template Invoices to an MS Word Document PO Courier Defined specifications for outputting P O New 10 Purchase Orders to an MS Word Document SPECS purchase _order dot fe pee specifications for outputting P O 10 requisition dot__ Requisitions to an MS Word Document MSWORD QI PORTRAIT Courier Defined specifications for outputting Q I New 8 Misc lInvoice Miscellaneous Invoices to an MS Word Template Document MSWORD LANDSCAPE Courier Defined specifications for outputting E WEB RPT New 7 Request server reports to an MS Word SPECS Document 5 O J 4 JI gt J aul Z SOS Sie 9 gng Oin O dD v zy 23 se gt Z lt n 5 m O n MSWORD PO PORTRAIT FORMS O D p O 5 O D J gt D m O n n 5 m O no Z Z S 2 m O o
170. lected in the Properties tabbed screen of the Invoice Template For the last two methods the Revenue Distributions tabbed screen will be presented On this screen indicate whether amounts are distributed as fixed dollar amounts or as a percentage For each Revenue Account defined a Sub Ledger Project Code may also be assigned Revenue Distribution Entry Rule When entering or editing an Invoice Template that has Revenue Distributions the sum of all the Amounts or values MUST equal the sum of the charges recorded in the Body of the Invoice or 100 as the case may be nvoice Template Revenue Distributions Grid Screen You can enter up to 15 Revenue Accounts to be used for recording the revenue distributions The Revenue Accounts are maintained using the following Series 5 grid screen The dollar amount or percentages may be edited directly on the grid 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 179 Invoice Template Codes Maintenance Invoice Template O16 General Marketing Seminar Chicago 1992 Modify the Properties of Properties Header Fields Invoice Body Footer Fields Revenue Distributions Specify the G L Accounts to which Revenue is to be recorded to along with their respective amounts Specify whether amounts are recorded directly or as percentages of the total value of body items invoiced Revenue Distributions Recorded O As Absolute Am
171. led Posting Invoices to A RI el found within the chapter on Invoice Processing Reporting Functions The topics in this chapter describe functions and procedures that are a available under the Reports drop down menu on the Miscellaneous Invoicing menu These menu items are used to generate and print the reports associated to the Miscellaneous Invoicing system These functions are available from the Q I Menu Bar as shown T SHSI Series V Quick Invoicing BAR File Trx Inquiry Operations ROSAS Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Invoice Audit Report aE Miscellaneous Invoicing Sentinel E Inc PCA February 09 2009 09 43 AM Invoice Audit Report The Invoice Audit report provides a simple list of all the Invoices that were generated within a specific range of Dates and or Invoice Numbers You may choose to have the items listed sorted by Invoice by Date for each Customer Code or by Invoice for each Template Code From the Q I Main menu select Invoice Audit Report from the Reports drop down menu or select Historic Invoices Inquiry from the Trx Inquiry drop down menu then click Print Invoice Register from that screen s File drop down menu E SHSI Series V Quick Invoici File Operations Reports Codes Win ns Codes Maintenance Purging SS Historic Invoices Inquiry User USER Sentinel Hill Software Inc Sentinel June 20 2011 03 16 PM Ju
172. les Transaction Fields AAR Control Account Reference Marketing Seminar 1992 ef 1200 001 Accounts Receivable US eee odes C lal m 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 167 Invoice Template Properties Field Definitions Template Code X 6 This is the code that is used to identify the Template When generating Invoices this is the code that is entered to select the types of Invoices that are created Description X 40 The description is displayed for verification and in the LOV when invoked Page Layout Lines per Page Columns per 9 2 9 3 Line Define the physical size of the Invoice That is the number of printable lines that will fit and the number of characters that can be printed on each line You must take into consideration the the font and the size that is assigned to the Series 5 Print Queue to which the invoices are printed to Or the properties of the MS Word Template Page Layout Body of Lines Starting Line amp 9 2 9 2 amp 9 2 Column The Body of the Invoice is the area where text may be entered along with amounts to describe the services or the items that are being invoiced Typically you would always specify the starting Column equal to 1 Warning When defining the size and starting point of the Body of the Invoice you must be sure to leave enough space for the fields that are printed in the
173. ll Customers are considered regardless of status Only Active Only those Customers whose status is Active O Only Canceled Only those Customers marked as being Canceled will be processed Credit Rating Code radio buttons Each Customer may have a Credit Rating status assigned to them Consider only those Customers with the status as clicked alo All Customers are considered regardless of Rating Different Name Only those Customers whose Remit To Company Name is different from it s own name will be processed Different Only those Customers whose Remit To address is Address different from it s own address will be processed O Either Only those Customers whose Remit To name or address is different from it s own be processed Email Status radio buttons To consider only those Customers that have or have not been enabled to have their Customer Statements emailed to them ai __ All Customer are considered regardless of status O Only Enabled Only Customers enabled for emailed statements are processed Only NOT Enabled Only Customers NOT enabled for emailed statements are processed with Matching City X 25 Select only those vendors whose City matches that entered Leave the field blank if it is NOT to be considered as a filter 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help with Matching Country X 20 Select only those vendors whose
174. ll bitmapped images images are stored LAUNCH _BCKGR wmrun22 d c d This is the shell command that is used to execute ND_CMD s5 etc cblcfgui jobs submitted for execution in the Background Job Processor m THIN DRIVE _ user larry data On thin client systems when attempting to print to MAP or save text export to a file on mapped drive M which is mapped to a directory on the UNIX server then the file will actually be written to the directory path specified as the argument MANIFEST_IN_PAT d acctg company manifest dir H PI INV DESCN B Software Defines the Invoice Layout Generation Type and Development Descriptive text printed on P I Invoices for charges that are sub totalled by their WIP Consolidation when set to N where N 1 9 Used to determine how E Requests are handled by the Web Management system gt 1 Use AcuConnect on a remote server gt 2 Use AcuConnect initiated from the 2008 2014 by Sentinel Hill Software all rights reserved bnm EA E Request Server program running on the PC gt 3 Don t use AcuConnect at all Process requests directly from the E Request Server program on the PC gt 4 Use AcuConnect only for requests that don t generate MS Word or Excel documents The Series 5 applications are controlled using a number of system files These files are stored in the directory path defined here When functions are set up to be executed in the Background or Night Jo
175. longer applicable When Invoices are generated the A R Control Account is determined from the Invoice Template that is used The Invoices may be edited to specify a different AVR Account Canadian Cash Account 9 18 9 5 This field was available for use in an earlier version of this system At this time it is no longer applicable When Invoices are generated a Prepayment Code may be specified The Cash Account is obtained from the associated Prepayment properties record 2008 2014 by Sentinel Hill Software all rights reserved 7 7 1 Appendix 187 Appendix Q I Data Files The Series 5 system provides for a reasonably flexible approach to defining where your data files are kept on your system Your System s Manager will have established how this is configured f you are accessing this documentation to figure that out please refer to the help for Miscellaneous Invoicing Systems Management Regardless whether processing under UNIX or MS Windows the structures of the file system will be similar and the name of the files are the same Remember that UNIX filenames are case sensitive Data Directory Structure Each Company maintained on your system will have a directory structure that is separate from one another Important Note The Series 5 system allows you to maintain accounting files for a number of different companies systems The data files for each of these companies should be keptina separate directory stru
176. ly those Invoices that were generated for a particular Customer Merge Set Code Leave the field blank if it is not to be considered as a selection filter To have the Invoices listed sorted by one of the available fields Invoice Ascending Customer Code Date Template Code Inv Master Code Maintenance Functions The topics in this chapter describe functions and procedures that are a available under the Codes Maintenance drop down menu on the Miscellaneous Invoicing menu These menu items are used to maintain the Master Codes used in the Q I In particular the function to Maintain your Customer Merge Lists and the Invoice Templates are found here 2008 2014 by Sentinel Hill Software all rights reserved 154 Series 5 Miscellaneous Invoicing User Help These functions are available from the Q I Menu Bar as shown SHSI Series V Quick Invoicing File Trx Inquiry Operations Reports MannESOE intel Purging Wizards User Functions Control Options Window Help Currency Codes or 508 User USER mer Merge Le elne PCA ail Invoice Templates i M Miscellaneous Invoicing 6 6 1 Currency Codes Maintenance When invoices are generated a specific Currency may be specified The Currency Code is defined in the Invoice Templates When invoices are printed a text string may be printed in the footer of the invoice Note Other than a string being printed atthe bottom of the invoice there
177. menu on the Miscellaneous Invoicing menu These menu items are used to remove old history records to free up disk space and overhead in the related data files These functions are available from the Q I Menu Bar as shown SHSI Series V Quick Invoicing Purge Invoice History User USER Sentinel Hill Software Inc PCA February 09 2009 09 434M Miscellaneous Invoicing Control Option Functions The topics in this chapter describe functions and procedures that are a available under the Control Options drop down menu on the Miscellaneous Invoicing menu These menu items are used to set up control options and user access rights to the application 2008 2014 by Sentinel Hill Software all rights reserved 182 Series 5 Miscellaneous Invoicing User Help These functions are available from the Q I Menu Bar as shown E SHSI Series V Quick Invoicing Fie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions etagfelsieyr Window Help QII Control Preferences User USER MENE se Sentinel Hill Software Inc PCA User Access Privileges R My Scheduled Menu Items February 09 2009 09 43 AM ir ail Miscellaneous Invoicing 6 8 1 Q I Control Preferences The Q I Control Preference function governs the overall structure of the Q I system for the specific Company System that your are signed on with Accessing the Q I Control Properties for the first time Wh
178. nalize your report Selecting Report Generation Options Normally the Print Options screen will be presented with all fields defaulted for typical report handling However you may want to revise how and where the report is to be generated The following steps may be taken 1 Determine where the generated report is to be directed Click the appropriate check box You may choose one or more from the following cda h ina th gan ETENA Output is displayed to the screen using the 2008 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Miscellaneous Invoicing User Help Series 5 Report Browser 981 Output is saved as an Archived report It may be viewed and reprinted using the Archived to Report Manager Series 5 Report Manager 931 It will remain on the system until purged Output will be directed to the selected Series 5 Printer Queue This may be any printer that has been defined on your network When selecting to output to a Print Queue Printer Queue you may select to have up to 9 copies printed as long as that feature is Supported by your operating system and printer Saved to Disk as an MS Word The output is written to an MS Word Document Document in the specified folder The output is written to an MS Word Saved to Disk as an MS Word Document in the specified folder It is also Document and printed printed to the designated Captured Printer from within Word The output i
179. nated Gate Keeper must first create a User Profile before any user can sign on to the system User Logon Screens 1 Click onthe Series 5 application icon that has been set up on your desktop Fl Series 5 Accounting 2 Enter your User Code and Password If setup by your Systems manager the Username Code will default to that defined by the SHSLUSER_NAME DOS Environment Variable 2008 2014 by Sentinel Hill Software all rights reserved Starting and Using the Q I System 59 EE SHSI Series V Main Menu loan A E SHSI Series Accounting Systems mn Username Password Copyright c 2001 2010 SENTINEL HILL SOFTWARE INC For support dial 800 663 8354 e You must enter the correct password to get into the system e You will have five attempts at entering the correct Username and Password combination e Your Systems Manager may have established the rule that passwords must be renewed at some interval of time ie every 3 months If this is the case the system will warn you 21 days ahead of time that you will need to change the password If it has expired you will have to contact your System Administrator or your Gatekeeper to set up a new password for you 3 If you have defined more that one Company System select the company to be worked with 2008 2014 by Sentinel Hill Software all rights reserved 60
180. nd controls is displayed F A Accounts Lookup Select i dh Bi f I ecet Carce 0725 95 001 700 00 900 0725 99 000355 00 100 0725 99 000355 00 200 0725 99 000355 00 300 0725 99 000355 00 400 0725 99 000355 00 900 0725 99 000360 00 100 0725 99 000360 00 200 0725 99 000360 00 300 0725 99 000360 00 400 0725 99 000360 00 900 0725 99 000365 00 300 0730 90 303020 00 400 0730 95 101012 00 100 0730 95 101014 00 100 0730 95 101016 00 100 0730 95 10101 7 00 100 0730 95 101018 00 100 0730 95 20201 2 00 200 0730 95 20201 4 00 200 0730 95 202015 00 200 0730 95 202022 00 200 0730 95 202023 00 200 Projrct Expense R amp D Travel amp Entertainment Travel amp Entertainment Travel amp Entertainment 168 Travel amp Entertainment Travel amp Entertainment Utilities Utilities Utilities Utilities Utilities Corp O H Utilities 168 Payroll Cahuenga Syndication Payroll TY Guest Svcs Payroll T Y Op s Admin Payroll T Post Coordinators Payroll TY Account Managers Payroll T Y Reception Payroll Studio Guest Svcs Payroll Studio Op s Admin Use 710 80 202193 00 200 only Payroll Studio Client Svcs Payroll Stu Client Ser Rep wB GoTo Key 0730 00 900000 00 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 53 The main difference is the entry of the GoTo Key As each numeric digit is entered the system will attempt to redisplay showing the closest Goto Key account For
181. ndows logon the default will still be set to that defined by the PC Client user s SHSI_LUSER_NAME environment variable Feb 28 2012 Bitmapped Images in Series 5 All Series 5 applications that load bitmapped images have been revised to expect the image filenames to be in upper case Feb 28 2012 Upper Case Bitmap Files On UNIX systems please make sure that all bitmap files in the bin images folder have uppercase file names 3 Series 5 File Error Handling Routine The logic used to report serious file VO errors has been enhanced to correctly identify the full folder path for any sequential text files that might be generated Previously in some cases the error message displayed incorrectly showed the path that was assigned as the Data Files Directory assigned to the Company System This problem has been fixed Jan 30 2012 Series 5 Directory Folder Selection Browse Feature For any application that requires entry or selection of a directory path a Browse push button is presented The operator could click this button and the Windows Folder browse dialogue window would be presented Previously only descendants of the user s default working folder are shown The system has been revised to now display only those folders which are descendants of the root directory of the Directory Path field associated to the Browse button So now if you were to enter C in the Directory Path when the Browse button is clicked you wo
182. ne 20 Miscellaneous Invoicing itn 2008 2014 by Sentinel Hill Software all rights reserved 152 Series 5 Miscellaneous Invoicing User Help Print Invoice Register Re Print Invoice N Bet File Set Selection Filters Compute Totals a Purge Historic Invoices 1 2 00015000 207244 3 00015081 200464 snd OOPS 00st E Historic Invoices Register Filters Screen The following screen is displayed for entry of a number of different options and filters that may be set to limit the records that are output to the report Report QINVHISTORY RPT Print O I Invoice History Journal Report Options Customer Select Filters Demographic Selects Print Options Specify selection options to determine the Historic Invoices to be included on this report Historic Invoice Number s Invoices Dated All All 1 01 10 i Between _ Selected Inclusive 12 31 10 a Include only Historic Invoices for Layout Code 009 Al SOFTWARE SUBSCRIPTION Merge Set 009 h Canadian Biling Fields left blank are NOT considered in the selection process Sorted by Invoice Ascending Z Cin acme When selected the operator is presented with the standard Customer Select Filters es screen and the Customer Demographic Select Filters solscreen These allow you to specify 2008 2014 by Sentinel Hill Software all rights reser
183. ne caeeceednaees ccacedeatedazeececadcnesaccndceecenasseecadsastuecussecceaas 37 3 Code Lookup Window icc 2 22 ccesdcceee se ecectees daegcdecscececheceecata deez ANAKE ANAREN E PLENEN DANNE EA NARESE PONEKE 49 4 Date Lookup WindOW ssssssssssnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennu mennun menneen 53 5 Date Range Lookup Window s sssssssussnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn menneen nnmnnn nnmnnn 54 Part IV Starting and Using the Q I System 58 User LOGON miro rean a A N O N AEE E 58 2 Series 5 Main Menu isserineer eeruan anaanakau VAAN EANN AKANA UNEEN NNN KEANNA ANANN A NAN REEN 61 Part V Basic Processing Procedures 63 1 Background or Night ProceSSing cccecceeeeeeeeeeeeeeeeeeeeeeeee ee eeeeeeeeeeeeaeeeeeeeaeeeeseaeeeeeseaneeeeees 63 Selecting Jobs for Background Processing ssscssscseeseeeeeecseeseeeseeesseeeseaseeeeseesenesseesenssenesensneeeseeeseeeseeesenenees 63 Batch Job Manageme nt s sisien aaeeeo ada aa i Eai a ao Kota waen Aara aaa Ao aaea EE EEEa 66 The Batch Job PrO CES S OF aa a E crea a2 era See AeA eee e ES E E E E ERG 71 2 Data Importing and Exporting ccccccceeeseeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeseeeeeeseeeeeenseeeseees 76 Data Export FUNCTIONS ccc cccseesseseseeneesceseeseeeseesoesaesoessesaevseeanesneseeseesaesaesaeseesaeseesaesaessevaevanraneansnaesnesaesansneaes 76 Data IM port FUNCTIONS cece cseeeeeseneeneseeseeseeeseese
184. ns found in the Systems Manager s Help for further information If this is the case then the designated Gate Keeper will be the only individual that will be able to select the User Access Privileges maintenance function The Users Access Rights record holds information about the users privileges ie which menu items they can access 2008 2014 by Sentinel Hill Software all rights reserved 106 Series 5 Miscellaneous Invoicing User Help amp Q I User Access Maintenance Tree Screen Maintenance of the User Access properties is done in a tree structure Following is the screen that is displayed listing each user that has been defined with a Logon Access record Select to add modify or delete User Access priviledges for this application You may also define Scheduled functions for ALL or a given user Fast Buttons Setup to give the hi Red Head user a Enable Like Select a Red Hea User Access Privileges My Scheduled Menu Items Window Help SHSI4 LARRY STIG Modify Modify the General properties of the hi Green Head user Remove Remove all access highlighted Green Generate a spread users menu acces showing Users in and the application in each row Characteristics of the screen to note e Each user defined with a Logon Access record is shown Those users with a green head have a User Access recor
185. nt types of lines that can be entered within the body of the invoice Depending on the type there are different fields that must be entered The following type of Body Lines may be recorded Blank Line Text This is just text provided as information describing the services being charged to the customer Text with Embedded Amount This is text that has the charge amount within the line of text The system will scan the line and extract the amount to be used as the extended amount of the line Only 1 charge amount is permitted in this type of line Text with Right Justified Amount This is just text but a separate field will be presented for entry of the charge amount When the invoice is printed the amount will be right justified at the right side of the body of the invoice Inventory Item Charge You will be able to select one of the Inventory Items defined in the Series 5 Inventory Management system A Quantity and a Unit Price must also be entered The line of text that is printed on the invoice will be automatically built by the system Non Inventory Charge Item Similar the the Inventory Item Charge but you may enter the description of the item 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 141 If the Invoice Template is defined to record the Revenue Account with each Body Line charge then fields will be presented for entry of the G L Revenue Account an
186. o export to an Excel spreadsheet have the ability to perform the following e Create multiple worksheets e Select a specific worksheet to be populated e Format titles legends and headers in larger fonts as bold and or as italic e Have data columns justified left center or right e Have a data column formatted for Currency where signs will be displayed with 2 decimal places Q For Office 2003 Excel negative numbers are displayed with parenthesis around them Q For Office 2007 Excel negative numbers are displayed in red with parenthesis around them Where applicable in most of the Series 5 applications these new capabilities have been introduced Dec 10 2009 2008 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Miscellaneous Invoicing User Help Import and Export functions to Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If the user selected to launch Excel after exporting data the system incorrectly assumed Office 2003 was installed and it s Excel utility was being executed If you only have Office 2003 then this would not have been a problem The system now correctly detects the version of Excel to launch Nov 11 2009 Selecting Dates from Lookup Calendars When executing under Windows VISTA dates were not properly being returned The year was loaded incorrectly as year ZERO which resolved to a date falling in the year 2000 T
187. o move through a file of records that are accessed or displayed using the grid use the Navigation Buttons found at the right side of the screen Click The next grid row Cursor Down Key or rotate the mouse wheel towards you 2008 2014 by Sentinel Hill Software all rights reserved sss lt is sSsSsSsSsSSS y Sentinel Hill Software all rights reserved 4 Series 5 Miscellaneous Invoicing User Help Down 4 grid rows The prior grid row Up 4 grid rows The 1st row of the next screen The 1st row of the row just before the screen The last row of the next screen The 1st row of the prior screen current screen or the 1st row of the current The 1st record on file Hold the shift key and The last record on file Hold the shift key and Hold the Ctrl key and rotate the mouse wheel towards you Cursor Up Key or rotate O k the mouse wheel awa Hold the Ctrl key and il salt ec rN Tre nevosa Renour perce es ren i 8B LT awa Click bottom down button Click top up button eB aT T CITICAPITAL m Page Down key or click the lower dbl down button Page Up key or click the 11 top upper dbl down button LEASE CORPORATION OF Al al 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 45 Grid Row Pop Up Menus For most of the grid based menu item screens you can right click a given row to have a pop up menu of the f
188. o the selected Printer Queue and have VE Archived BOTH Output to the selected Printer Queue and have Archived BROWSE Output to the Series 5 Browser ASCIIDISK Output to disk as an ASCII Text document WORDDISK Output to disk as an MS Word document PRINT amp WORD Output to disk as an MS Word document and to selected Printer ARCHIVE amp WO Output to disk as an MS Word document and have RD Archived WORD2003 Output to disk as an MS Word 2003 document PRINT amp WORD Output to disk as an MS Word 2003 document and 2003 to the selected Printer ARCHIVE amp WO Output to disk as an MS Word 2003 document and RD2003 have Archived WORD2007 Output to disk as an MS Word 2003 document 2008 2014 by Sentinel Hill Software all rights reserved 196 Series 5 Miscellaneous Invoicing User Help PRINT amp WORD Output to disk as an MS Word 2003 document and 2007 ARCHIVE amp WO RD2007 PDFDISK PRINT amp PDF to the selected Printer Output to disk as an MS Word 2003 document and have Archived Output to disk as a PDF document Output to disk as a PDF document and to the selected Printer Queue ARCHIVE amp PDF Output to disk as a PDF document and have Archived INVOICE Q RECREATE BOTH REPRINT Q RECREATE PRINT INVOICE Q RECREATE BOTH ccc OP lt my queue name gt RECREATE QUOTE PRINT Q ARCHIVE amp PDF PACKSLIPS Q RECREATE BOTH PICKS Q RECREATE BOTH QPICKS Q RECREATE BOTH CHECK Q RECREATE B
189. ode Sentinel Hill Software support 94 10 Too many files opened by The file has become corrupt 9C Max number of locks specified Internal error from host file system a Microsoft Utility Errors TheSeries 5 systems internally makes cal The max number of files has been reached The configuration variable MAX FILES should be increased The file has become corrupt for some reason You must use the AcuGT s vutil utility to rebuild the file Contact your Systems Manager or Sentinel Hill Software support for assistance From a DOS or UNIX prompt you will need to issue the command vutil32 rebuild filename The max number of files that can be locked has been reached Either the configuration variable MAX LOCKS should be increased or an application programming error has caused the By default MAX LOCKS is the same as MAX FILES An internal error has occurred when attempting to access a file over the network using AcuGT s Acuserver running on the primary server The most likely problem is that the host server network is down or the host server file server process has failed Contact your Systems Manager The xx is the host system s error code Is to Microsoft s Word and Excel utilities On occasion these utilities will report an error which causes the application to abort Here are the documented errors that have been encountered to date Possible Problem Word Unable to satisfy the requested call Class
190. oftware all rights reserved Basic Processing Procedures 95 Mitcopluieu FINE parun e00 Carte Save to C Documents and Settings Larry Carlsen My Documents SHSIS UCC h Save as MS WORD Printed v To Captured Printer LASER_LAND v Send a copy to E Mail Recipient hp LaserJet 1300 PCL 6 4 If saving to an MS Word Document Printed then after generated the document will be printed from within Word You will need to select a specific Captured Printer Captured Printers are defined by your Systems Manager using the Captured Windows Printers maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 Captured Windows Printers in the Systems Management Help or manuals Setup Tip If you wish to be able to generate your reports as Word or PDF documents your Systems Manager must have defined pertinent variables in the AcuGT runtime configuration file For simple reports you specifically need to have setup the variable MSWORD DEFAULT SPECS This defines whether the document is generated as Portrait or Landscape the Font Name and Font Size and an optional Template that might be applied to the document when itis created Refer to the chapter Setting up for MS Wordin the Systems Management Help or manuals If templates are used to format the output to MS Word or PDF documents they must be installed on each user s individual
191. on file gt If listing by Invoice Templates enter the Template Code matching the invoices to be Invoice Template 905 ov ry ast a N listed or click the binocular CPC OF NORTH CA OTRLY INVOICE gt icons to Lookup a Template Code or to display invoices for the Next or Prior Template Code with invoices on file Display Purge and Totalling Filters Options Screen The following screen is presented when the either the Set Filters the Purge History or the Totals functions are selected 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 129 Display Options Specify selection options to determine the Historic Invoices to be displayed Historic Invoice Number s Invoices Dated a A A Between 68720711 electe D Inclusive 6 20 11 Include only Historic Invoices for Layout Code th Customer t Merge Set Al Tax Code 1 Tax Code 2 Fields left blank are NOT considered in the selection process The Tax Codes and the Customer Code select fields are included only for the Set Display function that filters the invoices being listed Display Purge and Totalling Filters Screen Field Definitions Historic Invoices Numbered radio buttons and or 9 6 Select to have All or a Selected Range of Invoices in the selection process to be displayed or processed in the selected function If the Selected radio button is clicked enter
192. on to this help file you can also access the Power Point tutorials and Sentinel Hill Software support To get started your main source of information should be this help file We have designed it to provide all the information you will need for using and learning the Miscellaneous Invoicing Before contacting support please make sure that you really can t find the information you need here Thanks Displaying the help e The quickest way to display the help is to press shift F1 If context sensitive help is available it will be displayed automatically e Most screens will have a Help button that displays relevant information when clicked e On the Series 5 main menu screen and each application menu screen on the menu bar click Help then On Line Help Contacting Sentinel Hill Software support e Direct email support is available from the Sentinel Hill Software team at support sentinel hill com You can send an email to this address automatically by clicking on the support sentinel hill com graphic on the Licensing tab screen displayed after clicking Help About on each systems menu e If you have a Support Contract you may contact Sentinel Hill support center directly at 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help 1 800 663 8354 Summary of Fixes and Enhancements e For each application a detailed history of the changes that have been made is av
193. ou need only to set up additional Series 5 company systems one for each Each Q I company may be interfaced into it s own G L or into a corporate G L system The Miscellaneous Invoicing system is used in conjunction with the Series 5 Accounts Receivable making used of the Customer Master file and General Ledger systems to record revenue to the P amp L accounts Miscellaneous Invoicing Features A brief summary of some of the major features of the Series 5 Miscellaneous Invoicing system 2008 2014 by Sentinel Hill Software all rights reserved Introduction 9 Eip Automatic Invoice Generation and Entry Sets of a particular pre defined Invoice may be generated for sets of pre defined Customers As well Invoices may be generated for a single Customer Either way before being printed invoices may be edited both for its content its charges and the revenue distributions that are to be generated The types of transactions that can be generated include the following gt Invoices gt Prepaid Invoices ie Credit Card Debit Card or Checks gt Credits gt Debits Additionally for those customers flagged accordingly their invoices may be automatically emailed gt Ad Hoc Historic Invoice Inquiry a For a selected Customer you can Inquire and display lists of Invoices that have already been printed and posted to A R Invoices may also be easily re printed and optionally emailed to your customers Defining Invo
194. ounts Computed as a of the Total of the Charges Invoiced 4060 361 Product Sales Revenue S Total for 2 ihn 100 00 Invoice Template Auto Distribution Revenue Grid Fast Buttons Fast Buttons Add a new Revenue Distribution Insert a new Revenue Distribution in front of the line that the cursor is positioned at All existing Distributions will be shifted down The last Distribution will be lost Modify the highlighted Distribution in the grid aca ener EL CNnUNEEES Delete Delete the highlighted Revenue Distribution in the grid BEE pit the currently highlighted Distribution up one line Cameo fait the currently highlighted Distribution down one line 2008 2014 by Sentinel Hill Software all rights reserved 180 Series 5 Miscellaneous Invoicing User Help Invoice Template Revenue Distributions Entry Screen Each Revenue Distribution can be defined for an Account and optional Sub Ledger Project depending whether or not the account is validated for a Project or not Up to 15 different distributions may be defined If Distributions are to be recorded as amounts the sum of the distributions must equal the sum of the charges that were entered in the body of the invoice If Distributions are recorded as percentages then they can be negative or positive but must add up to 100 Modify Auto Distribution 02 For Template REMY2 Left to Distribute
195. ply Some points to note about the grid screen are as follows e The grid s Status column indicates whether an Invoice has been printed or not e Right click any row with an invoice to have a pop up menu displayed offering a number of relevant functions e Agiven Invoice may be deleted Once deleted there is no way that it can be re instated e Invoices are generated by selecting either the Add one Invoice or the Record Selected Eligible Items pushbutton in the Fast Buttons frame Some of the special features of this grid are as follows gt Click on the List By drop down list to have invoices listed either by Invoice Number or for a selected Customer or Customer Code Inv Invoice Template Code Template Code Inv gt If listing by Customer enter the Customer for whose Invoices are to be listed or click the Customer 216722 th A A san a i alls lurch binocular icons to Lookup a ee Customer Code or to display invoices for the Next or Prior Customer with invoices on file gt If listing by Invoice Templates enter the Template Code matching the invoices to be Invoice Template 005 v A il Hl N listed or click the binocular CPC OF NORTH CA QTRLY INVOICE gt i icons to Lookup a Template Code or to display invoices for the Next or Prior Template Code with invoices on file 6 4 1 2 Generating Invoices The Series 5 Miscellaneous Invoicing system automatically generates invoices based on pre
196. presented instead of the Customer 19 Customers Build Invoices for Customers from Merge Set Illinois Rent Invoices 2008 2014 by Sentinel Hill Software all rights reserved 136 Series 5 Miscellaneous Invoicing User Help 6 4 1 3 Generating Invoices Options Screen Field Definitions Build Invoice for Customer X 6 Select the Customer for which a single Invoice is to be generated for Build Invoices for Merge Set X 6 Select the Customer Merge Set for which Invoices are to be generated for Invoice Template Select the Invoice Template for which Invoices are to be generated for System Assigned Invoice Starting Number 9 6 Enter the Starting Invoice Number that is to be assigned to the generated Invoices This value will default to that defined in the Control Properties If you are generating multiple sets of Invoices the system will automatically update the Next Invoice Number to be assigned Warning You should normally always let the system assign the Starting Invoice Number You must be careful when assigning Invoice numbers as other systems such as the Order Entry or Professional Invoicing systems may also be generating invoices Invoices numbers in the Accounts Receivable system must be unique to all invoices generated regardless of where they originate Editing Invoices Properties Even though Invoices are basically defined and set up as Invoice Templates once they have been genera
197. re all rights reserved 122 Series 5 Miscellaneous Invoicing User Help System Access Monitor These are the users currently accessing the system as of 10 35 08 am Company GL Elapsed Username System Function Company Started Time SHSI4 LARRY IM Menu 10 33 42 7 04 08 0 01 26 SHSI4 LARRY Inventory Item Master 10 33 45 7 04 08 0 01 23 USER Monitor System Usage 10 34 38 7 04 08 0 00 30 USER Customers 10 33 01 7704 08 0 02 07 USER Customer Open Item Inquiry 10 33 06 7 04 08 0 02 02 SHSI4 LARRY GL Menu 10 34 21 7 04 08 0 00 47 SHSI4 LARRY Trial Balance Report 10 34 26 7 04 08 0 00 42 SHSI4 LARRY G L Account Trs Inquiry 10 34 31 7 04 08 0 00 37 R Processing Tip Should you discover that there are items listed but you know that there are no users in the system ask your Systems Manager to purges these records There is a System Maintenance function that will delete all the records used in displaying the items on this screen 2008 2014 by Sentinel Hill Software all rights reserved 6 6 1 124 Series 5 Miscellaneous Invoicing User Help Miscellaneous Invoicing Menu Functions All functions for the Q I system can be accessed from the menu bar at the top of the menu screen They are divided into types of functions Each section following describes each set of common types of functions The Q I Menu The Miscellaneous Invoicing Menu screen provides your access to all function
198. re displayed in the grid Viewing an Archived Report 1 Inthe grid navigate to the row listing the report that is to be viewed 2 Double click the row 3 The Report Browser 93 window will be displayed Process Warning The archive report files are stored in a sub directory under the folder specified to be used for the company s data files These files are notin any type of format that can be used other than directly from the Reports Manager utility Re Printing an Archived Report 1 In the grid Navigate to the row listing the report that is to be printed 2 Right click the row to have a drop down menu displayed then click Re Print or just click on the Re Print button in the Fast Button frame The Re Print options screen will be displayed 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 101 ele Created Thursday June 15 2006 9 38 AM Archived Reports Manager 6 page Archived AR Report ARDIST RPT Re Print Options Select where to have this report Re printed to You may choose any combination of the possible destinations You may also select a range of pages and have the Archived Report deleted afterwards Direct Generated Document s to Screen Browser Archive to Reports Manager Print WPRINT3 WinPrint Courier 10 Compress Y Print Queue WPRINT3 by Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND
199. re Inc If an application has been set up for Batch Processing then typically on the last screen used to enter processing options there will be a prompt at the bottom Set the check box if you wish to execute the job in Batch f the user s access for the given menu item is set such that the job must be executed as a batch job the check box wil be set and disabled Report ARAGING RPT Print an 4 R Aging Report cs Report Options Good Bad Customers Customer Selects Demographic Selects Print Options Select where to have this report printed to You may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date r Direct Generated Document s to i Screen Browser Ml Archive to Reports Manager C Print Queue WPRINTI Lines Page C Save to Documents and Settings My Documents SHSI UCC Save as MS WORD Document Browse Send a copy to E Mail Recipient r Report Header User Note This text will appear at the top of the 1st page and may be used so you can personalize your report Create Report Execute as a Batched Background Job f you set the Execute as Batched Background Job check box the following options screen is displayed 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 65 Batch Execution Setup Job 00000072 You have chosen to have th
200. reserved Basic Processing Procedures Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters seu are Here are the last 10 Batch jobs that were executed from this Execution Session Job Name Company Finished 00000075 USER A F Aging Report Jul 15 2008 10 07 26 Job Processor Brief Window If you are not interested in view the progress of the batched jobs you can switch the window to a Brief display From which you can switch back to an Expanded display D Queued Batch Job Service Handler Status Waiting Started 9 50 pm on Tuesday July 15 2008 Total Requests serviced 1 C Show the detail for requests being serviced Enable Night Time Hibernation 11 45 pm 5 30 am Switch to Expanded Display Job Select Filters Screen Field Definitions radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be executed 2008 2014 by Sentinel Hill Software all rights reserved Series 5 Miscellaneous Invoicing User Help 5 2 5 2 1 Company System radio buttons amp drop down list Click the All button or the Selected button with a specific Company for which job records are to be executed Batch Execute Queue radio buttons amp drop down list Click the
201. ric Invoices nquiry Grid BOM Invoice History Inquiry These are all the Invoices that have been generated and nat yet purged You may select one to be reprinted it needed eo EE E E Fast Buttons List by Invoice x Reprint an Have the Invoice Invoice highlighted in th reprinted GoTolnvoice x 2712709 132011 Cemex 15 050 00 REMY2 2712709 107100 Lafarge Noth America Inc 7500 038 2712709 114000 Holcim US 75 00 039 2712709 132000 St Mary s Cement DUES ONLY 75 00 039 2712709 135000 Monarch Cement Company a 75 00 039 2712709 210484 AMC Lone Star 7500 038 2712709 212874 Esstoc Cement Corp USE 211832 75 00 039 2 12 09 213284 RMC CEMEX 75 00 039 2715709 132011 Cemex 1 400 00 054 2715709 102000 Alaska Basic Ind Cement Div p 7500 039 2715709 115000 Hawaiian Cement A7 75 00 039 2715709 147000 St Marys Cement 70 2 15 09 201548 link 75 00 039 Set a number o filters that will b limit the Invoice displayed 2715709 205337 __ Lehigh Cement Company For the Month of January 2009 75 00 039 2715709 211025 Lehigh Northwest Cement Limited 75 00 039 2 15 09 213571 Ash Grove Cement Company 75 00 033 2 15 09 213573 _ LaFarge North America Inc 75 00 039 2715709 213964 Sunbelt 75 00 039 1 1 1 1 2715709 213945 North Star Cement 75 00 039 1 1 2715709 214900 IM
202. ry was being reset to the program s default This problem has been fixed Mar 24 2010 Generating Sub Documents as MS Word or PDF Files The Series 5 printing routines had the ability to generate a sub document as an MS Word document A sub document might be a single Invoice or Customer Statement generated with a unique filename This functionality has been enhanced to have the sub document generated as either an MS Word document or a PDF document These sub documents may be generated at the same time totally independent from their normal printed versions When generated as Word documents or PDF documents MS Word Templates may be used to define the properties of the resulting document with watermarks and headers and footers Mar 15 2010 Import functions from Excel Spreadsheets The Series 5 import function offers the option to input from an Excel spreadsheet In any application that loaded data in this manner it was difficult to determine when all valid rows of data had been loaded The Excel import function has been enhanced so that it will correctly stop once valid rows of data have been loaded Previously the system would attempt to load up to 65 436 rows of data and when executing any given Import function it would appear as if the system has hanging Mar 03 2010 Printing of Report as PDF Documents All reports and forms that are generated from the Series 5 applications may now be saved as PDF documents This option is availa
203. s Grid screens are typically developed for the following types of menu functions O Master Code Maintenance routines UO Transaction Entry routines UO Data Inquiry routines QO Operations that require the operator to perform some type of function to easily set or edit properties of a specific type of data record Here is an example of a grid based screen that offers most of the controls typical of a Transaction Entry function In this case there are 2 rows in information for each data item being displayed 2008 2014 by Sentinel Hill Software all rights reserved 3 Series 5 Miscellaneous Invoicing User Help m Standard Journal Transaction Entry Click to hide File Edit View Hel gt 2 SENSA Coloured frame of Push Buttons of the Window Standard Journal Trap major functions that can be performed s ssion You may also J Entry Session APAC pee te appicable functions Transaction Ledger Date 2 29 08 Transaction Document Date 2 29 08 Refresh the grid display with the record of the key that is entered here Click to Refresh the grid display to the 1st teu oncom record satisfying and filters and update any to have he items MESSENG APACCR 2 29 08 mt Click to display a search aa __2pblicable statusfields displayed sorted in window to enter a search string PEE different orders search Grid Navigation Push Buttons to position to the next prior Item or Screen or to the Start End of the list ce Double cli
204. s WORD2003 The applications that generated these forms have been enhanced to now recognize arguments that indicate the forms are to be generated as Office 2007 Word or Office 2003 Word documents May 21 2010 2008 2014 by Sentinel Hill Software all rights reserved Introduction 19 MS Word System Error Recovery The Series 5 printing routines had the ability to generate output as an MS Word document System error that could be generated while outputting to and or automatic printing of MS Word documents were causing Series 5 applications to terminate with a not too friendly error message The errors that were particularly annoying were as follows e When outputting to an MS Word document that had a template defined and the given template file was not set up for that user a fatal error occurred e When outputting to an MS Word document that was supposed to be automatically printed but the given network printer was either offline or that segment of the network was not active a fatal error occurred e When a user attempted to generate output as an MS Word document but they did not have MS Word installed or it was installed in a location other than the default a fatal error occurred The printing routines have been enhanced to now capture any system errors that were being generated from MS Word A reasonably friendly error message will now be displayed and the particular application will continue processing In most cas
205. s a receivable All invoices generated with this template will have the account entered here used as the A R Control account Note that after an invoice is generated the A R Control account may be edited AR Transaction Reference X 30 When Invoices are posted to the Accounts Receivable system the Transaction is recorded with a Reference field This reference is also written to the associated Open Item records recorded for the customer Enter the brief text which will be recorded in the A R system The AVR Reference field may optionally be selected as a field that is printed in the header of the invoice Note that after an invoice is generated the A R Reference may be edited AR Transaction AR User Code X 6 When Invoices are posted to the Accounts Receivable system the Transaction is recorded with a User Defined field This reference is also written to the associated Open Item records recorded for the customer Enter the code which will be recorded in the A R system When generating an A R Aging report the A R User code may be used as a selection filter The A R User Code field may optionally be selected as a field that is printed in the header of the invoice Note that after an invoice is generated the A R User Code may be edited 6 6 4 3 Template Invoice Header Fields One of the features of the Invoice Template is the ability to define which fields are printed within the Header of the Invoice The Header is defined as those
206. s are maintained using the following Series 5 grid screen The dollar amount or percentages may be edited directly on the grid 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions w D Q I Invoice Processing Invoice 8924 for Customer 205337 Lehigh Cement Company Properties INVOICE Revenue Distributions Specify the G L Accounts to which Revenue is to be recorded to along with their respective amounts Specify whether amounts are recorded directly or as percentages of the total value of body items invoiced Revenue Distributions Recorded O As Absolute Amounts Computed as a of the Total of the Charges Invoiced Total for 2 Distributions 100 00 Update Cancel 7 Invoice Template Auto Distribution Revenue Grid Fast Buttons Fast Buttons Add a new Revenue Distribution Insert a new Revenue Distribution in front of the line that the cursor is positioned at All existing Distributions will be shifted down The last Distribution will be lost Modify Modify the highlighted Distribution in the grid aes Geer eee Delete Delete the highlighted Revenue Distribution in the grid Move Up Shift the currently highlighted Distribution up one line 94 4 byS Software alig a 2008 146 Series 5 Miscellaneous Invoicing User Help eee Shit the currently highlighted Distribution down one line Invoice Template Revenue Distributions Entry
207. s been moved into the S M System s Management directory and library Please ensure the correct compile script files are installed Nov 11 2011 Interfacing with MS Office Excel and Word The logic provided to launch MS Excel or MS Word has been expanded to handle the case where MS Office was installed in C Program Files x86 Microsoft Office Office Previously the system only looked in in C Program Files Microsoft Office Office Oct 03 2011 Series 5 Email Generation A number of different application functions offer the ability to automatically generate and send emails This includes the emailing of invoices purchase orders statements customer quotes reports and other messages The internal driver used to send emails has been enhanced to generated and send emails using calls to Microsoft Office Outlook rather than to the MAPI library As a result the following capabilities associated to sending emails are now possible e Emails may be sent as Plain Text Rich Text or as HTML e Emails may be generated when executing as either a thin client of FAT client e Emails may now be sent with copies going to Cc users and Bcc e The text message associated to emails are now loaded from user created maintained data files rather than being coded from within the application software These text files may be either plain ASCII text or HTML files and contain up to 8192 characters Except for specific types of emails these files MUST B
208. s in the Series 5 system s applications provide an Edit drop down menu from the menu bar This offers functions to Cut Copy and Paste the associated records belonging to the grid For codes maintenance applications there are also functions to Undo the last deleted item and to Undo the last edited item From the drop down menu under Edit in the menu bar click the desired function In most cases these functions are also available from the pop up menu displayed when a row in the grid is right clicked i Customer Type Codes Maintenance Ge AIP Accounts Maintenance File 218 Help Undo Delete re Codes Select to modify or delete File Edit Help Undo Modify You may also generate Define A P Accounts used Select to modify or delete or ade You may also generate a report PES PE Ra Te ET Go To ccount with Code Cut A P Account Record Copy 4 P Account Record p Go To Cust Type with REG AGENT ek feawnc CS 7 LEGAL a i 001 0120 040 001 0310 040 Modify Delete 001 0420 040 Cut Field Copy Field Paste Field 001 0440 040 001 0470 040 001 0900 040 Warning The Undo Delete Undo Modify Cut Copy and Paste functions are only operable while working in the particular function If you exit the function associated to the grid when you return any Cut Modified or Deleted record may not be Pasted or Undone Most Recently Accessed
209. s now have On Line Help You can access these help files from the application In all functions that offer a menu bar clicking Help will display a drop down menu offering General Help Help on the particular function and Help about Grids For menu items that don t have a menu bar if help is available a help icon may be clicked to display Help about the particular screen Note that help may not actually be available in all cases where offered in the drop down menus Aug 10 2008 Broadcast Messages The Series 5 Broadcast messages have been increased in size You may now specify 3 lines of 80 character lines of message text to be displayed The files used to hold these messages have been renamed to be EMERGENCY DAT and BROADCASTS DAT Aug 10 2008 2008 2014 by Sentinel Hill Software all rights reserved 2 4 Introduction 25 Application User Access Analysis Export A new function has been introduced to each applications User Access Maintenance function You may now Export to a spreadsheet an analysis table of users access rights Each row of the table is a menu item and each column is a Logon User It provides a quick snapshot of which users have access to any particular function July 15 2008 User Access Logging As an option your systems manager can turn on the option to log user access to all the systems menu items June 15 2008 Getting Help There are a number of different sources of help in Series 5 In additi
210. s offered in the Q I system Miscellaneous Invoicing Main Menu e All functions associated to the Series 5 Miscellaneous Invoicing system are available from this screen e Each function can be found within the sub menu displayed under the menu bar associated to the type of the function e Anumber of tab sub screens are available from which associated functions may be selected e If menu functions have been set up to be scheduled they may appear within tabbed sub screens labeled Scheduled for Today Overdue Functions or Coming Due e The My Favorites tab sub screen will have any menu functions that have been so define by the User Access Privileges function that may have been set up by your Systems Manager or Gate Keeper e You can select up to 9 menu item functions at a time each executing in their own window e Access to specific menu items may be granted or denied from the User Access privileges function Those functions that you are denied access to will be displayed in the drop down menus as dimmed items 2008 2014 by Sentinel Hill Software all rights reserved 6 2 Miscellaneous Invoicing Menu Functions 125 Menu Bar Headings The menu bar is divided into major categories of functions Follow the link in each item below for further information on each function File Trx Inquiry 126 pperations 130 Reports s Codes Maintenance 153 Purging 11 Wizards 14 User
211. s written as a text file to the Saved to Disk as an ASCII Text Specified folder This would be useful only file if you needed to parse the file with some 3rd party utility Saved to Disk as a PDF The output is written to a PDF Document Document in the specified folder 2 When selected to direct the report output to a Printer Queue you may select a Series 5 Printer Queue from the drop down list The list will contain each of the printers that has been assigned to the particular Company System that you are working in When the Print Queue has been selected the system will echo the Description the Font and if applicable the network assigned printer name of the Captured printer screen Browser IV ACMmYe w nupus Manayti V Print Queue fwPRINT3 WinPrint Courier 10 Compress Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 N of Copies 7 3 When selected to direct the report Saved To Disk you must select to save it as an MS Word Document an MS Word Document Printed a PDF Document or an ASCII Text File In either case you need to have specified the folder to which the file is saved The default is the directory that is defined in the Series 5 User s Logon Profile field labeled as the User s My Documents folder Pathname You can click the push button to locate or change the folder where the file is to be stored 2008 2014 by Sentinel Hill S
212. sed to override ONLY the 1st charge line item found in the Invoice Template Thatitem thatis entered as Text with Right Justified Amount 2008 2014 by Sentinel Hill Software all rights reserved 162 Series 5 Miscellaneous Invoicing User Help 6 6 3 Invoice Comment Codes Maintenance When invoices are generated and printed a Comment Code may be chosen and up to 5 lines of 75 characters each may be printed in the Footer of the invoice The Comment Code may be assigned to the Invoice Template or to individual invoices after they have been generated Comment Codes Grid Comment Codes are maintained using a Series 5 grid processing screen Selaci to moddiy ot delate cx add a ram Command Code f 4 You may alio genaiane a repeat kuing the codes abesdy Cea Jel Fast Buttons Hen Add a new Comment Modify Modify the Comment highlighted in the grid Delete Delete the Comment highlighted in the grid Generate a report listing the Comment Codes on file Edit an existing Comment by double clicking it s associated row Standard Series 5 grid controls apply Comment Code Properties The properties for each Comment are defined with the following screen 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 163 Q I Comment Codes Maintenance Comment Code LTEST1 Modify the Properties of Comments are free formatted text that are used to provide
213. splay items for the 1st code on file click on the Find Next icon push button and the system will do the rest Search Function In all the grid based screen functions a Search function is provided 1 Click on the Search icon 2008 2014 by Sentinel Hill Software all rights reserved a2 Series 5 Miscellaneous Invoicing User Help ode 2 The Search window will be displayed Enter the string or number to be searched in the Find field and select the particular field of the given record to be tested Search Task Codes Description hid Units O Charge Rate 1NonCharge Rate Tax Group Flag Invoice Section Invoice Group 3 Set the searching options as desired and click on the Find push button If you rather just get a count of the of records that satisfy the search click on the Count push button 4 lf arecord is found then the grid will be refreshed with that item displayed Also the Search Backward Forward icons will be enabled and you could then search back or forward by clicking on the appropriate buttons eat 4 5 The current search string and name of the field tested is displayed in the status bar at the bottom of the screen 2008 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 3 Total Debits 42 128 369 07 Net Change Total Credits 42 128 369 07CI Closing Balance Grid Navigation Buttons T
214. ss properties for the given application 2008 2014 by Sentinel Hill Software all rights reserved batch request is executed The default setting REPORTING v BATCH_INPUT BATCH_INPUT REPORTING PRODUCTION NIGHT_PROCESS This field defines the name of the Series 5 program this is executed It may not be radio buttons Low High e Series 5 Miscellaneous Invoicing User Help Should you wish to have this job execute at some designated time of the day set this check box You will then be able to set the Delay Hours and Minutes The delay will default such that the job would executed after 6 00 pm today Re Occurring drop list No v When a job is initially queued you may set this option to have it automatically re occur at one No of the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri execute Note that any date parameters or om Daz ot the Wonk eekl filters associated to the application will Monthly a automatically be updated based on the given interval chosen 5 1 2 Batch Job Management The Batch Job Manager is available to each of the Series 5 applications Whenever an application s function is queued to be executed by the Batch processor an entry is recorded in the Batch Job file The Batch Manager allows you to view the status of the job put it on Hold have it re queued or even delete it Acc
215. st be installed on each users workstation in the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder For users with Office 2007 these templates need an extension of DOTX For earlier versions of MS Office the templates need an extension of DOT The system has been enhanced so that if from the Series 5 Print Options screen MS Word output is chosen it will test for the occurrence of the designated template file for the particular type of output being generated If the template cannot be located an error message is displayed Previously if when generating the output the MS Word utility could not find the template the system displayed an evil looking message and would abort June 02 2009 a Main Menu User Logon When a user fails to logon after 5 attempts of entering their User Code and Password the system exits Now as well an entry will be recorded in the User Access Log file April 04 2009 2008 2014 by Sentinel Hill Software all rights reserved Introduction 23 3 Encryption Decryption Function A new subroutine has been developed that provides the functionality to encrypt and decrypt data fields The algorithm used is based on a Vigenere Cipher This would be considered a strong encryption The subroutine is made available to any Series 5 application that requires encryption of any given data record field March 11 2009 Oo Series 5 Grid Management Screens In any of the Maint
216. sted in order by Id Number Building a New Wizard Setting up a Wizard consists of two basic parts First enter it s properties then secondly define each of the application s menu items that are to be executed by the wizard 1 In the grid click on the New button in the Fast Button frame 2 The Properties screen will be displayed 3 Enter a Wizard description and any instructions to be displayed when it executes 2008 2014 by Sentinel Hill Software all rights reserved 116 Series 5 Miscellaneous Invoicing User Help 4 Click the Next gt button at the bottom of the screen to proceed to the next tabbed sub screen to define each step to be performed 5 The Processing Steps grid screen will be displayed 6 Click the New button to display a screen listing each of the possible menu items that can be used by the Wizard 7 Select the item from the list and click the OK button Each item selected will be displayed in the Processing Steps grid Modify an existing Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify button in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Delete an existing
217. systems with more than one G L Account Main segment enter either the Space Bar or the character to indicate entry of the next Account Bank segment Only the G L Account Main number is recognized Don t bother trying to enter the Profit Center portion s In the above screen example you could have entered 730 or 073090 to have the system position itself in the grid as shown Once the number of digits in the G L Account s Main number has been entered the GoTo Key fields is cleared and a different number may be started 3 4 Date Lookup Window Throughout the Series 5 applications there is the need to enter dates With each date entry field there will be an icon rl of a calendar located to the right of the field satn 2729708 2729708 Original Trs Entry Reference Fields i Code Ledger Date wcument Date If you click on the calendar a Date Lookup window will be displayed from which you can choose a date Date entry Lookup Window Here is the Date Lookup window 2008 2014 by Sentinel Hill Software all rights reserved 3 5 54 Series 5 Miscellaneous Invoicing User Help Select Ledger Date Feb 2008 Select a particular date by double clicking it on the calendar Select a particular Month or Year by selecting it from the given drop down list fields Move to the next or previous Years and Months by clicking on the navigate buttons at the bottom
218. t directory of that which is defined by the Folder field can be displayed So if you wish to choose a folder on your C drive enter CA in the Folder field before clicking the Browse button Setting the Folder field blank or to a path 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Filename X 50 The filename will default to a name applicable to the type of data You may change if you so desired About Exporting Tab Screen Along with the Export Options tab screen there will be an About Exporting tab screen This provides the operator with information about which fields are output to which columns assuming MS Excel output 2008 2014 by Sentinel Hill Software all rights reserved so Series 5 Miscellaneous Invoicing User Help W AP Distributions Inquiry Export A P Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting For your information The following Spreadsheet Output fields are ge Field Format A Acct Main 1 3 B Acct Main 2 3 4 E Acct PfCtr 9 5 F Lor Date MM DDAYY G Doc Date MM DDAYY H Amount 99 999 999 99 Type xit J Project 10 K Narrative 30 L Ref Batch 6 M Ref Doc 910 N Ref Code 6 0 Vendor Name 99 999 999 9
219. t have been launched are visible as items under the menu bar s Window sub menu aaa Win d ow Hide All Restore All Cascaded Terminate All 3 v 1 A R Aging Report y 2 Customers v 3 Sales and Credit Entry ansaction Entr V 4 Customer Open Item Inquiry tions Control Options Favorites Unused Window 5 i e You may terminate hide or cascade the executing functions windows by selecting the appropriate function from the menu bar s Window sub menu 2008 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Miscellaneous Invoicing User Help SHS Series V Accounts Receivable File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options User USER AR Open Item Inquiry File gt ici v 1 AJR Aging Report y 2 Customers ic v 3 Sales and Credit Entry E v 4 Customer Open Item Inquiry Customer Maintenance of Generate A R Aging Report i go Sales and Credit Transaction Maintenance ie e You may hide or redisplay a particular executing function by clicking on it s entry in the menu bar s Window sub menu Sales Batch Selection Unused Sales Transactions are entered in sets under the control of Sales Batches Select the desired Sales Batch from one of those that have already been created or you may choose to create a new one 3 1 2 Scheduled Menu Functions The Series 5 M
220. ted it is useful to be able to edit them It means that you could set up Invoice Templates that are used to just define the skeleton of your invoices and edit them as required once they have been generated for the given customers Invoice Properties Tab Screen The Invoice Properties screen is used to edit those fields that are used once the invoice is posted to the Accounts Receivable system It also is used to define how Revenue Distributions are to be assigned The properties associated to each Invoice are maintained by the following screen 2008 2014 by Sentinel Hill Software all rights reserved Miscellaneous Invoicing Menu Functions 137 D Q I Invoice Processing Invoice 8924 for Customer 205337 Lehigh Cement Company Properties INVOICE Revenue Distributions i Based on Template 039 These fields are properties associated to the Invoice within the A A system Invoice Charges Currency Us al us Record Revenue Distributions O For each Body Line Charge Prepay Code a fh For a defined Set of Revenue Accounts A R Sales Transaction Fields AMi Eontio ecou Reference For the Month of January 2009 os 1200 001 A F User Code MC ID t MASONRY CEMENT VIDEO Accounts Receivable US Sales Rep t PCA Internal 7 Invoice Properties Field Definitions When selecting the Currency it s only purpose is to contribute the text that is optionally printed in the footer Payable in XXXX
221. tem print multiple copies is a a feature thatis provided as a function of the Windows operating system and the driver for your printer If either does not support multiple copies then setting a value other than 1 will have no effect This feature is available only to users executing on Windows system either directly or as thin clients As well fields on the Print Options sub screen have been reorganized slightly to accommodate the new field Fields and display prompts associated to outputting reports to a Print Queue are now enclosed within a frame Where applicable in all Series 5 applications the size of display windows and or tab sub screens have been adjusted accordingly Dec 22 2009 Export functions to Office 2007 Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet Office 2003 Excel had allowed for 65 500 rows and Office 2007 Excel allows for 1 000 000 rows When exporting data the Series 5 system would automatically start outputting to a 2nd worksheet when 65 500 rows were reached The system will now switch to a 2nd worksheet depending on which version is being used As well the Spreadsheet VO routines have been enhanced to support up to 999 999 rows of data Dec 16 2009 Exporting to Excel Spreadsheets functions The logic used to export to Excel spreadsheets has been enhanced In the assorted Series 5 applications those functions that offer functions t
222. ter Queue Maintenance function found on the Main Menu under System Maintenance on the menu bar LARRYPRINTER2 P Defines a Series 5 Print Queue named SPOOLER DIRECT LARRYPRINTER2 You would define the queue with P SPOOLER DIRECT if a Series 5 form was to be assigned to this 2008 2014 by Sentinel Hill Software all rights reserved printer output or if the application formatted the printout with embedded control codes In this case the print job to be sent to the printe via the Windows spooler but the program does not use the spooler to format the pages You must use embedded control codes to handle formatting much as bee would under The following variables are used to identify the default settings for the different types of special forms that may be printed Each variable must have 3 arguments as follows providing the Queue Name the Create Option and the Target output lt ccccc gt FORMQ lt Queue Name gt lt Create Option gt lt Output Target gt where lt ccccc gt is the Series 5 Company System code to which the variable is to be applied to lt Queue Name gt is one of the Series 5 Queues that has been defined lt Create Option gt is either RECREATE APPEND or DISTINCT lt Output Target gt is one of the following PRINTER Output to the selected Printer Queue PRINT Output to the selected Printer Queue ARCHIVE Output only as Archived DISK Output only as Archived PRINT amp ARCHI Output t
223. the starting and ending range of Invoice Numbers to be selected Invoices Dated radio buttons and or 9 6 Select to have All or a Selected Range of Invoices with a given date displayed or processed in the selected function If the Inclusive radio button is clicked enter the starting and ending date range of Invoice to be selected Clicking on the calendar will offer a screen from which a defined range of periods can be chosen Invoice Layout Template Code X 6 Select the Invoice Template for which Invoices are to be generated for Only these invoices will be listed or included in the report 6 4 130 Series 5 Miscellaneous Invoicing User Help Customer Merge Set Code X 6 Select the Customer Merge Set for which Invoices are to be generated for Only these invoices will be listed or included in the report estore x Enter a given customer Code to have only those invoices for that customer displayed or processed Tax Codes 1 and 2 X 6 Select a Tax Code to have only those invoices with a designated matching Tax code displayed or processed Operational Functions The topics in this chapter describe functions and procedures that are a available under the Operations drop down menu on the Miscellaneous Invoicing menu These menu items are used to perform the major processing functions in the Miscellaneous Invoicing system In particular the functions for generating and editing sets of Invoices are found here
224. ton to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Save To field can be displayed So if you wish to choose a folder on your C drive enter C in the Save To field before clicking the Browse button Setting the Folder field blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Save As drop down list Select to have the output saved as an Office Word document an Office Word document that is printed from Word as a PDF document or as an ASCII text file If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed To Captured Printer EN i If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed This must be a valid network printer that was captured using the Captured Windows Printers maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the Systems Management Help if required Send a copy to E Mail Recipient check box If chosen to save the report to a disk file you may also select to have an email sent with the generated disk file as an attachment Set the check mark to have the report emailed 2008 2014 by Sentinel Hill Software all rights reserved
225. tton is clicked then enter the starting and ending codes for the range of items that are wanted on the report It the Selected radio button is clicked then a window will be displayed from which you can select codes that are to be reported Point of Interest Please note that the Demographic Codes are dreamed up by you the user The screen here shows some creative or maybe not so creative examples 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures at Field Definitions Xxxxxx Code s radio buttons To consider only those Customers that have been assigned a particular Demographic Code click to include all or selected codes mai __ All Customers are considered Selected A widow is displayed from which specific items may be chosen Selecting Specific Demographic Codes If you clicked to have Selected a code from then Demographic Selects screen then a window similar to the one that follows is displayed From the grid display on the left double click the items that are to be included in the report or query Select Mascot s Select items to be associated with Customers for this Report Available Mascot s Selected MONKEY Monkey f PANDA Panda Bears Customers with codes that matches at least one of oo Cance the Selected items will be eligible for inclusion Cancel 1 Double click an item in the left pane to have it included 2 The co
226. ue Batch Execution Priority radio buttons Jobs submitted by this user to the Series 5 Batch Job Processor will have the selected priority Menu Item Access Property sub screen Field Definitions Access Rights radio buttons Click Full Semi Restricted Restricted or None Those menu items that offer Semi Restricted or Restricted as options generally have multiple functions some of which will not be granted to the user Show in the Favorites Tab box Menu 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures ni lf checked the corresponding menu item will be displayed as a push button on the Miscellaneous Invoicing application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Miscellaneous Invoicing application s menu Scheduled Function Next mm dd yy Scheduled For Enter the date and time at which this particular scheduled function is to be executed 5 5 2 Users Scheduled Menu Functions Users may choose to select specific menu items to appear on the Favorites or Scheduled sub screens when the Miscellaneous Invoicing menu is displayed Refer to the Scheduled Menu Functions topi
227. uld be able to browse any directory on your computer s C drive Setting the Directory Path blank or to something other that a drive letter designation would result in only being able to browse descendants of the user s default working directory Jan 18 2012 2008 2014 by Sentinel Hill Software all rights reserved Introduction 15 a Series 5 File Error Handling Routine The logic used to report serious file VO errors has been enhanced to identify errors associated to the use of AcuServer Previously 9D 104 errors were reported as an AcuServer Connection Failure Now all 9D XX errors are identified and the applicable message displayed Jan 10 2012 Reports and Forms generated as MS Word Documents All reports and forms that are generated as MS Word Documents are now created protected as Read Only documents A password may be used to un lock them Refer to the applicable documentation for further details Jan 10 2012 amp For 2011 3 Series 5 Import Export Routine The generic routine to handle importing and exporting of data to spreadsheet or character delimited files has been enhanced to provide for CSV files that do not have allow quotes around character strings Dec 12 2011 CALLEREQ Program The CALLEREQ program has been revised to call either the W Ms E Request Service routine or the new P I s On Demand Billing Service routine It no longer resides as a program belonging to the W M system rather it ha
228. unctions that would be applicable to the record represented in the row E G L Journal Entry Inquiry G L Transaction Journal Inquiry View Ledger Transactions using a variety of methods Print or export transactions for selected ext Accounts or Projects Add attachments Comments or Follow Up flags to individual items E3 G L Account 008 5100 040 x t il tj CCH LEGAL SERVICES GoToTusDated Fa Listy Account Date Newest is ahjaa 3 30 07 1 690 000 00 901281 PI WIP NS TO HARRIS FOR 3 30 07 View Original Document F sran 2 0n9 000 00 S RZE seen aomen _____ NSF TO HARRIS Fo a7 5 x Add View Comments ATU bE d al Set Clear Flags J NSFER TO LASALLE FOR 3 Sub Query by JE Source Editing Cell Contents Directly on the Grid In anumber of code maintenance applications descriptive fields may be edited directly on the grid If this is allowed when those particular cells are double clicked the contents of the cell will be highlighted the operator may then key in the new value Bank Account Codes Maintenance File Edit Help Define Bank Account Codes Select to modify or delete or add a new Bank Account Code You may also generate a report listing the codes already defined Go To Bank Code with Code he Al tl 2008 2014 by Sentinel Hill Software all rights reserved 6 Series 5 Miscellaneous Invoicing User Help Standard Record Editing Functions Most of the grid
229. ved Miscellaneous Invoicing Menu Functions 153 selected or ranges of Customers Customer Types Sales Representatives and or only those customers and or projects satisfying a variety of filter criteria The report generated if archived will be catalogued with a report name of QINVHISTORY RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing o2 for full details Historic Invoices Register Filters Screen Field Definition Historic Invoice Number s radio buttons and 9 6 To select All Invoices regardless of their Invoice numbers or for only those that fall within a range of numbers If a range is selected enter the starting ending Invoice numbers Invoices Dated radio buttons and mmdd Select to have Invoices selected regardless of their dates or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Include only Invoices for Invoice Layout Code X 6 To have only those Invoices that were generated based on a particular Invoice Layout Code Leave the field blank if it is not to be considered as a selection filter Include only Invoices for Customer Merge Set Code X 6 To have on
230. ware all rights reserved Starting and Using the Q I System at 4 2 Series 5 Main Menu The Series 5 Main Menu screen provides each of the bitmap buttons for each application that has been defined on your system amp Series 5 Main Menu Launch the Q I application by clicking it s associated graphic 2008 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures e 5 5 1 5 1 1 Basic Processing Procedures Throughout the Series 5 system applications a variety of functions provide standard processing options screens These are documented in this chapter and it s related sub topics Background or Night Processing Many of the Series 5 applications provide the ability to execute a number of their reporting and processing functions in the background as a batch job You might choose to execute an application as a Batch Job so that your terminal may be free to be used for other activity or so that a report could be delayed to be executed in the evening when the demands on your computer system are less In order to process jobs in the background a PC terminal running Windows must be dedicated to executing the Batch Job Processor utility Some of the features of Batch processing gt Jobs may be queued to one of 5 different Job Queues gt Jobs may be queued with different Priorities gt Jobs may be queued to execute after a specified time of day for Night Processing gt Jo

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