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User Manual - Bayside Computer Systems, Inc.

1. Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation General Ledger Investor Management Lease Records Payroll Revenue Distribution Depletion Review Unbilled Expenses Owner Cross Reference Report Enter Advance Billing Requests Recall JIB Invoices The Joint Interest Billing module is basically intended to produce three types of statements The normal Joint Interest Bill to each owner on a property for their portion of the property expenses billable expenses an Advance Billing to owners on a property for their portion of the anticipated expenses of a workover or drilling activity advance billing or a statement showing the Charges Against Advances for each owner on a property charges against advances All billable expenses and or charges against advances come to the Joint Interest Billing module from two sources either Accounts Payable or from G L journal entries When invoices are entered into accounts payable the entry includes the property to be billed if any the distribution level list of owners to be used for splitting the expense This same information is provided whenever G L journal entries are entered As A P invoices are posted and G L journal entries are posted charges to be billed are sent to the Joint Interest Billing module awaiting processing Advance billings are initiated by running the menu item ENTER ADVANCE BILLING REQUESTS on the Applications JIB
2. and each cash receipt will automatically post to the Bank Reconciliation checkbook as a deposit Select summarized and the total amount for each batch of posted cash receipts will automatically post to the Bank Reconciliation checkbook as a deposit Select no to inhibit the posting of cash receipts to the Bank Reconciliation checkbook OGBOOKS Version 2 0 User Manual Page 77 When you receive your monthly bank statement use the menu item POST CLEARED CKS DEPOSITS ADJUSTMENTS on the Application B R menu to mark the checks and deposits that have cleared the bank When running this program you must first enter the G L cash account or use the lookup feature to specify the cash account and you must enter the month and year of the bank statement Checkbooks are maintained for each cash account You then choose to process clear checks or clear deposits and the oldest check deposit that has not cleared the bank will be displayed on the screen and you must indicate whether it cleared on this bank statement Select yes to indicate it has cleared select no to indicate it has not cleared The next check deposit that has not cleared the bank will be displayed and await your response This process will continue until there are no further checks deposits that have not cleared the bank or until you click on a different option on the command line One of the data fields in the checkbook file is entitled cleare
3. CONFIGURATION file on the Utilities menu With these few exceptions in the above table prepaid invoices are entered just like unpaid invoices and can be charged to properties AFE s etc When posted the active invoices are added to the open unpaid A P invoice file while the prepaid invoices are added to the A P Vendor History file containing all paid invoices Two reports are available which show the unpaid invoices The menu item REVIEW UNPAID A P INVOICES on the Application Accounts Payable menu allows the user to obtain a report showing the total amount owed to each vendor or showing individual invoices by vendor by property or by G L debit account number The other report showing unpaid A P invoices is produced by running the menu item CASH REQUIREMENTS REPORT on the Application Accounts Payable menu This report allows the user to age the invoices into 4 groupings depending on when the invoices are due The user must enter 3 dates which are used to group the invoices This is normally the report run to determine which invoices you want to select for payment The menu item SELECT A P INVOICES TO PAY on the Application Accounts Payable menu allows the user to select the invoices to be paid on the next check run A display of the invoices currently unpaid for a vendor with the amount of each invoice selected and unselected shown The bottom portion of the screen shows the total amount of invoices selected not sel
4. Lease field Lets assume you decided to use the Prospect field to group properties by the purchase Then when printing any of the reports select the Summarize by Prospect option and each of the 3 properties purchased from Jones Operating would be added together and the 6 properties purchased from Houston Oil amp Gas would be added together Meanwhile the other field called Lease could be used to group the properties a different way In order to have a meaningful name print for these groupings you should add two new properties to the property file One property should have a property number of JONES and a property name of Properties in Jones Purchase The second property should have a property number of HOUSTON and a property name of Properties in HOUSTON O G Purchase Owners are setup in the ID Master File by running the menu item ID NAMES amp ADDRESSES on the Application Master Files menu Each owner is assigned a unique 6 digit ID number by the user and that 6 digit number is used throughout the system See the section CREATING MASTER FILES ID MASTER FILE for an explanation of the data required for each owner OGBOOKS Version 2 0 User Manual Page 96 Properties are setup in the Property File by running the menu item PROPERTIES on the Application Master Files menu Each property is assigned a unique 8 digit property number by the user and that 8 digit number is used througho
5. When these cash receipts are posted the detail from the revenue checks is sent to the Revenue Distribution module for processing The first step in distributing the revenues is to select the revenues payments to be distributed and to have such payments divided amongst all owners on the specified distribution level This is accomplished by using the menu item DISTRIBUTE REVENUES on the Applications Revenue menu The new revenues selected for processing along with all minimum suspense and all legal suspense released for payment are then processed by running the menu item PRINT DISBURSEMENT DETAILS on the Applications Revenue menu This menu item determines if the minimum has been met performs any netout against unpaid JIB s and prints the check stub portion information on a separate piece of paper It shows the owner property check number and the 8 8ths and owner net amounts for each payment Payments for all properties are included on the same check If the disbursement details are correct run the menu item PRINT REVENUE CHECKS on the Applications Revenue menu If the checks are correct the process can be finalized by running the menu item POST REVENUE CHECKS on the Applications Revenue menu The payment history is maintained for the printing of 1099 s at yearend A Revenue Disbursement Detail can be reprinted after the checks have been posted by using the menu item RECALL REVENUE CHECK DISBURSEMENTS on the App
6. allocation level is created An allocation level consists of an unlimited number of property numbers Distribution levels and decimals to be used in splitting revenues between properties Each allocation level must total 1 00000000 If you have a situation where you are paid one lump sum and you must split that payment between multiple properties based on some pre determined percentages use of the allocation level is for you An example would be a situation where you have 3 wells pumping into a common tank battery and the purchaser picks up the oil from the tank battery and sends payment for the total oil purchased You must now split the purchasers payment into three portions for each of the three properties Solution setup an allocation level consisting of the three properties with their respective decimal interests which total 100 Then when entering the revenue check in the ENTER CHANGE CASH RECEIPTS menu item on the Application Accounts Receivable menu make just one entry on the screen where the revenue detail is entered This one entry would be for the total check amount and you would enter ALLOCATE for the property number and you would enter the 2 digit allocation level number for the DL When this entry is posted the one entry would be replaced with three entries totaling the entire check amount Run the menu item OWNER CROSS REFERENCE on the Application Revenue menu to obtain a report showing every property in whic
7. by owner The revenues are maintained both by month of production and by month of distribution the month the revenues were distributed The Investor Management module consists of many reports all of which are produced from the previously mentioned history files Some of the reports reflect only expenses some reflect only revenues and production while others reflect both revenues and expenses Most reports allow the choice of month of production vs month of distribution calendar YTD vs calendar YTD one owners interest vs OGBOOKS Version 2 0 User Manual Page 34 8 8ths and individual properties vs several properties added together These choices are presented at the time the reports are run One report utilizes a report writer that therefore requires the prior creation of the definition of the report This report writer is essentially identical to the report writer used in the G L module to format financial statements The formats for the I M report writer are called LOS Definitions and you can have numerous definitions each with it s own unique user assigned name The menu item LOS DEFINITION MAINTENANCE on the Applications I M menu provides the means of creating a new LOS Definition or revising an existing definition The training company includes one LOS Definition called demo which can be referenced Once the LOS Definition is created the report can be printed by running the menu item PRINT LEASE OPERATING STATEMEN
8. on 1099 forms 1099 Review L R Data Allows the user to edit payments of delay rentals bonuses etc made to land owners to be shown on 1099 forms 1099 Create 1099 Forms File Allows the user to print actual 1099 forms print letters to persons with 1099 eligible amounts or to create a file which can be submitted later to the IRS OGBOOKS Version 2 0 User Manual Page 14 Print Colorado DR21 Forms Allows the user to print actual DR21 forms to be sent to the State of Colorado INTERNET MENU This menu item allows the user to go directly to a predefined web site address on the internet A list of web site address is provided and the user can add other web sites Once connected to the internet all features are available such as favorites email etc When finished the user is returned to the OGBOOKS master menu HELP MENU BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY THURSDAY 09 24 2003 idministrati Company Utilities Applications Year End Intemet ij E Exit Standards amp Conventions On Line User s Manual This Version HELP Subjects Review New Features Auto Backup Enabled Wallpaper Enabled Contact Us Standards amp Convent Shows the meanings of various colors and the various mouse functions used in OGBOOKS On Line User s Manual Allows the user to view this user manual on line or print all or portions of this user manual This Version Simply displays the OGBOOKS v
9. 8 revenues Post the revenues by using the menu item POST REVENUES on the Application Investor Management menu When running this program you will be prompted for the month and year for posting and the ID of the owner Enter 999500 for the Owner ID When entering expense history using the menu item ENTER PROPERTY EXPENSES on the Application Investor Management menu the following data fields are required DATA FIELD DESCRIPTION Invoice Was From Enter 999500 in this field Invoice Number Enter PAST Invoice Date Enter today s date You must now create a table of expense entries The following data fields are required in the table DATA FIELD DESCRIPTION PROPERTY Enter the property number or use the lookup feature to specify the property number AMOUNT Enter your amount G L ACCOUNT Enter the G L billable account or use the lookup feature to specify the G L billable account This must be a Billable account Post the revenues by using the menu item POST EXPENSES on the Application Investor Management menu When running this program you will be prompted for the month and year for posting and the ID of the owner Enter 999500 for the Owner ID OGBOOKS Version 2 0 User Manual Page 91 Your normal monthly processing of JIB s and Revenue Distribution will update your history files automatically The normal processing of JIB s and Revenue Distribution can include b
10. Comments If the well is shut in is a bonus payment due If so enter the amount Enter the number of gross acres covered by this lease Enter the number of net acres covered by this lease Select held by production shutin drilling in progress inactive Enter the G L account or use the lookup feature to specify the G L account to be debited when checks are written for this lease Ten lines are available for the entry of any comments pertinent to the shut in of the wells holding this lease Ten lines are available for the entry of any other comments pertinent to this lease The data fields shown above are required when running the menu item LEASE on the Applications Master Files menu One other menu item is also required to complete the setup of alease The menu item LEASE DISTRIBUTION LEVEL on the Applications Master Files menu must be run to setu The list of payees for a lea fields DATA FIELD Payee Decimal Rental p the list of payees to receive the delay rental and bonus payments se is much like a Distribution Level It consists of the following data DESCRIPTION Enter the ID number of the payee or use the lookup feature to specify the ID number of the payee Enter the decimal for the portion of the total payment due to this payee Enter the actual delay rental amount due this payee Srv Chg Enter any amount to be added to th
11. Enter the 2 digit postal service abbreviation for the state Zip Enter the zip code Enter the social security number or corporate tax id if this vendor is to receive 1099 s If not leave this field blank Phones Four phone numbers can be entered for the vendor office home mobile and fax These fields can be left blank E Mail The E Mail address can be entered for this vendor This field can be left blank Send 1099 Does this vendor get a 1099 yes or no bese lead employee compensation Terms Enter the number of days to be added to the invoice date to become the due date for invoices from this vendor Priority Vendor Allows for indication that this vendor is priority and their A P invoices will be selected if you select priority vendors G L Enter a G L account or use the lookup feature to specify the account to be used as the default debit account on all invoices from this vendor OGBOOKS Version 2 0 User Manual Page 61 The menu item NEW A P INVOICES on the Application Accounts Payable menu is used to enter new invoices When entered the invoices are in a pending state they have not yet been officially posted into the computer so they don t show up in A P yet While the invoices are in this pending state this same menu item can be run to change list or delete these pending invoices Once these pending invoices are posted menu item POST NEW A P INVOICES on the Application Ac
12. In a similar manner the report of all cash receipts by property can be restricted to certain or all properties and can also be restricted to a range of dates The menu item REMOVE A R INVOICES on the Application A R menu allows the user to select an unpaid A R invoice to be removed and to enter the appropriate G L information regarding the removal of the invoice The actual removal of the invoice is not performed until the menu item POST REMOVED A R INVOICES on the Application A R menu is executed When entering the invoice to be removed you must first specify the customer number of the customer whose invoice is to be removed A list will then be displayed on the screen showing all unpaid invoices for the specified customer and you pick the one you want to remove You must then build a table showing all debits and credits associated with the removal of this invoice One entry is automatically placed in the table that you can not change This entry isa credit the G L account the invoice was originally charged to The following table shows the data fields required when entering the debits and credits for the removal of the invoice DATA FIELD DESCRIPTION This field can be left blank Amount Enter the amount Debits are 100 00 credits are 100 00 G L Account Enter the G L account to be charged or use the lookup feature OGBOOKS Version 2 0 User Manual Page 75 en to specify the account Normally this account w
13. Level 01 is to be used to split the previously mentioned utility bill between 10 properties whereas Allocation Level 02 is used for something else Once the Allocation Level is established it can be used when entering an A P invoice or when entering a G L Journal Entry As an example when entering the utility bill and you want to distribute the bill to 10 different properties simply make one entry for the full invoice amount and enter ALLOCATE in the field called property and enter 01 the allocation level in the field called DL When this invoice is posted this one entry will become 10 entries per the Allocation Level 01 and 10 charges will be sent to the JIB module to await billing The menu item REVIEW UNBILLED EXPENSES on the Application JIB menu provides a List option that will produce a listing of all expenses currently awaiting billing This report can be run at any time This same menu item displays the same information on the screen in case you don t need a printed report Once a charge has been sent to the JIB module to be billed certain items associated with this charge can be changed while other items can t be changed Items which can t be changed include vendor invoice amount G L account If any of the above items are not correct they must be corrected by entering reversal entries such as a G L Journal Entry On the other hand many items can be changed and these items include e de
14. OGBOOKS can run from the memory stick and not use the hard disk Restore From Travel DiskAllows administrator to copy the data files from the memory stick travel disk back onto the hard disk of the main computer Validate Database Allows administrator to verify that the database for a specific company includes all the data files for that company Purge History Files Certain data files continue to grow in size mainly history files This menu item allows the administrator to reduce the size of specified data files by deleting the oldest records in the file Convert DOS Files To be run by Bayside personnel only OGBOOKS Version 2 0 User Manual Page 10 COMPANY MENU BAYSIDE TRAINING COMPANY Administration OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY Applications Internet THURSDAY 09 24 2003 le Setup New Company Select Company Delete Company Setup New Company Creates all the required data files for a new company Select Company Allows user to switch to a different company Delete Company Allows user to delete all the data files for a specified company UTILITIES MENU BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY Administration Company Uti Applications Year End Internet THURSDAY 0972472009 lel Configuration Maintenance Rebuild Data File Indexes Manage PDF Documents Print Labels Visit To The Doctor Initiall
15. Payroll to General Ledger Select yes if you want to have transactions reflecting the payroll run automatically sent to General Ledger or select no to suppress the posting of transactions to General Ledger Run the menu item PRINT PAYROLL HISTORY item on the Application Payroll menu to produce a report which shows all payroll checks written during a specified period of time The checks are grouped by employee and the user can restrict the report to certain employees and or certain work categories OGBOOKS Version 2 0 User Manual Page 116 Once the last payroll for a calendar year has been posted the payroll must be closed out by running the menu item P R YEAR END CLOSEOUT on the YEAREND menu When this menu item is executed a copy of the data necessary to print the W 2 forms is set aside and you can then continue to perform payroll runs in the new year This W 2 data will remain available until the payroll is again closed out presumably next year To review the W 2 data as it currently exists run the menu item P R PROCESS W 2s on the YEAREND menu If additional information is required on the W 2 form run the menu item P R OTHER REPORTABLE COMPENSATION on the YEAREND menu which allows the user to enter other information to be printed on the employees W 2 form All of these menu options can be run as often as desired The W 2 forms themselves can be printed numerous times the magnetic media
16. When printing the checks the user will be prompted for the beginning check number and the check date The checks will be printed and a Preliminary Check Register will be printed but nothing is finalized yet If the checks did not print correctly or you paid the wrong invoices or you failed to pay some invoices you have two options available One option is to destroy the checks you just printed and reselect the invoices to pay if necessary and rerun the menu item that prints the checks The second option is to go ahead and finalize the check run by running the menu item POST A P CHECKS on the Applications Accounts Payable menu and then run the menu item VOID A P CHECKS see section below on the Application Accounts Payable menu to void the incorrect checks When a check is voided the invoices will be removed from the Vendor History file and placed back into the unpaid invoice file for future payment The menu item RECURRING A P INVOICES on the Application Accounts Payable menu allows the user to enter invoices which are the same every month charged to the same properties AFE s G L accounts etc By so doing each month these recurring A P invoices can be posted and they will remain available to be posted again next month Meanwhile if something changes before next month s posting the recurring invoice can be deleted or changed OGBOOKS Version 2 0 User Manual Page 65 The data required for a recurring A P invoice is iden
17. appear on the JIB if this amount is billable If this field is left blank the name of the G L account will be substituted for the description on the JIB Amount Enter the amount Property If this amount is not to be billed to a property leave this field blank otherwise enter the property number or use the lookup feature to specify the property number to be charged USE DL If the property field was left blank leave this field blank also otherwise enter the Distribution Level or use the lookup feature to specify the DL to be used when the amount is billed ALL TO ONE OWNER If a property was entered either enter the USE DL field and leave this field blank or enter an owner number in this field and leave the USE DL field blank If the property field was left blank leave this field blank also otherwise if you want to charge this amount to an AFE enter the AFE number or use the lookup feature to specify the OGBOOKS Version 2 0 User Manual Page 83 AFE number This field can be left blank if the amount is not chargeable to an AFE G L ACCT Enter the G L account or use the lookup feature to specify the G L account If the property field was entered this field must contain a Billable account If the property field was left blank this field can t contain a Billable account ID This field can be left blank or you can enter an ID number simply for referral purposes on the G L rep
18. be billed vs charging to their advance payments Recurring A P Invoices When entering a recurring A P invoice the process of charging an amount against owner s advances is the same as that described above Remove A P Invoices This menu item is used to delete an existing A P invoice but not yet paid Since an amount could have been charged against owner s advances when the invoice was entered you might need to credit the amount charged against owners advances if you remove the invoice As you enter an invoice to be removed from A P one of the data fields is a field entitled Property If you want to charge an amount to a property enter the property number in this field or use the lookup feature to specify the property number Another field entitled DL must also be entered or use the lookup feature to specify the Distribution Level to be used to split the charge amongst owners Enter Change G L Journal As a new journal entry is entered into G L one of the Entries data fields is a field entitled Property If you want to charge an amount to a property enter the property number in this field or use the lookup feature to specify the property number Another field entitled DL must also be entered or use the lookup feature to specify the Distribution Level to be used to split the charge amongst owners OGBOOKS Version 2 0 User Manual Page 60 Vendors are setup in the ID file Th
19. date ignored Or you can click the RETURN amp SAVE SELECTED DATE box to return to the original screen with the selected date stored as the value of the date field The menu item QUIK PRINT LASER CHECK on the Utilities menu allows the user to enter all the pertinent information that appears on a check and then cause the check to print on a laser printer using an Accounts Payable check General Ledger is not updated so you will need to later enter a prepaid A P invoice or enter a G L journal entry representing the issuance of the check The purpose of this menu item is to allow the user to quickly get a check printed REPORT LAYOUT All reports are intended to be printed on a laser printer The vast majority of the reports are designed to print in portrait mode on a letter size page Only those reports that exceed the width of the letter size page are printed in landscape mode on letter size paper The data on the report is positioned such that sufficient room is left on the left margin to accommodate three hole punched paper if desired Also an option is available when printing any report to have a Report Footer printed The Report Footer consists of one line at the bottom right corner of each page showing the name of the report date of the report and the page number The Report Footer can be very useful when browsing thru a stack of bound reports PRINTER SELECTION Any report from OGBOOKS can be sent to a printer sent t
20. disk unique to that company and in fact the file names contain the 3 digit company number Each company will have it s own set of data files on the hard disk The data files for each company are placed in a separate folder on the hard disk The entire system allows the user to lookup vendor numbers owner numbers purchaser numbers property number AFE numbers distribution levels product codes lease numbers employee numbers and G L account numbers Although specific numbers are assigned to each of these items when they are setup the burden of remembering these numbers or requiring the user to review a printed list to determine a certain number has been eliminated When entering data you will encounter an entry field with a blue green background indicating the user can either enter the desired number or right click with the mouse and have a list appear from which the desired number can be chosen The only special preprinted forms required are checks The four software modules that can print checks are Accounts Payable Revenue Distribution Payroll and Lease Records If all checks are written from the same one bank account one set of checks can be used in all software modules Obviously if different banks or different bank accounts are used then checks must be ordered for each different bank account The format of all checks written by this software package is identical to standard formats stocked by most forms suppliers The che
21. establish deductions and or adjustments for each company Up to 26 deductions adjustments can be created although one particular employee can utilize a maximum of 7 deductions Once the deduction is established the amount to be deducted for each employee must be entered into the Employee Master File for each employee OGBOOKS Version 2 0 User Manual Page 111 Each employee in the Employee Master File must have a Workman s Comp code specified In order to specify the code it must first be established in the Workman s Comp Code Master File by running the menu item Workman s Comp Codes on the Application Master Files menu There are 26 codes available A thru Z You can assign any Workman s Comp category to any Workman s Comp code For instance if you had only two categories clerical and truck drivers you could assign the name CLERICAL to Workman s Comp Code A and assign the name TRUCK DRIVERS to Workman s Comp Code B This is accomplished by running the menu item Workman s Comp Codes on the Application Master Files menu and entering the names for code A and code B When entering timecard information into payroll an employee can also be paid for additional items other than wages by entering an amount and an adjustment code for the additional item Such codes must be setup in advance Examples of such additional pay items would include gas allowance mileage pay bonus p
22. loaded and the desired report is displayed on the screen The report can be printed to any printer any range of pages can be selected to print etc Once finished viewing or printing the report the user is returned to OGBOOKS Erasing A Report The names of all saved reports are displayed and the reports to be erased can be selected Once erased they are no longer on the hard disk Also a report can be deleted after it is viewed printed by so specifying before the report is viewed printed OGBOOKS Version 2 0 User Manual Page 18 Email A Report Any saved report can be attached to an email Use your normal browser etc to compose an email and then attach the saved report to the email The saved reports are maintained in the C OILGAS PDF_FILES folder where C OILGAS denotes the location of the PDF_FILES folder Books can be maintained for multiple companies as many companies as you need Each company must be setup by executing the SETUP NEW COMPANY menu item on the Company menu When setting up a new company you must assign the company a unique 3 digit company number These three digits can contain any combination of alphabetic letters and or numbers Blanks and special characters are not allowed When the software is initially installed one company already exists the Bayside Training Company which has a 3 digit company number of 999 When a company is setup data files are created on your hard
23. menu This process results in the addition of an entry for an advance billing into the same file of charges waiting processing The charges waiting processing can be revised by running the menu item REVIEW UNBILLED EXPENSES on the Applications JIB menu This menu item allows the user to change the type of charge billable expense advance billing or charge against advances the OGBOOKS Version 2 0 User Manual Page 36 distribution level or description of the charge Charges can t be added or deleted nor can the amount be changed This menu item also allows the user to obtain a report showing all charges awaiting processing The user can identify debits and credits to the same property for the same amount and cause them to be removed from the billing The procedure for performing the actual billing is to run the menu item SELECT CHARGES TO BILL on the Applications JIB menu the menu item PRINT JIB CONTROL REPORTS on the Applications JIB menu the menu item PRINT JIB INVOICES on the Applications JIB menu and finally the menu item POST JIB INVOICES on the Applications JIB menu If at any time during this process it is determined that the results are not as desired make whatever changes are required to the Distribution levels and charges and run this entire sequence again The results of this sequence are not finalized unless the last step menu item POST JIB INVOICES on the Applications JIB menu is perform
24. on a property to see when you have reached payout based on your purchase cost of the property Each of these payout situations must be defined and once defined reports can be printed monthly showing the status of each payout situation OGBOOKS Version 2 0 User Manual Page 92 The payout definitions are entered by using the menu item PAYOUT STATUS REPORT on the Application Investor Management menu that will require the following data fields DATA FIELD DESCRIPTION characters Each number must be unique Property Enter the property number or use the lookup feature to specify the property number Interest Enter the interest type for the type of interest you want to measure Enter G to measure 8 8 revenue enter N to measure the total revenues you were paid enter W to measure total working interest or enter O to measure one specific owner s net revenues If the prior field Interest is O enter the ID number or use the lookup feature to specify the ID number of the owner you want to use to measure payout If the Interest field is not O leave this field blank Start Date Enter the date to begin accumulating net revenues for the payout calculations Amount To Recover Enter the total amount of net revenues required to achieve ayout Payout Description Two lines of description can be entered to describe the details of this payout definition This field can be left blank Action Upon Pay
25. on the Applications Master Files menu to give W C classes a name Hours Accrued SL Enter the number of hours of sick leave accrued by this employee Hours Accrued Vac Enter the number of hours of vacation accrued by this employee Deduction Code Enter the deduction code Names for seven deductions insurance 401K etc can be specified for your company by running the Payroll Deductions Adjustments menu on the Applications Master Files menu Deductions Dollars Enter this field and leave the next field blank or leave this field blank and enter the next field Enter the dollar amount to be withheld from this employees check for each deduction Deductions Percent of Enter this field and leave the prior field blank or leave this Gross field blank and enter the prior field Enter a percent of gross wages to be withheld from this employees check for each deduction Run the menu item PAYROLL TAX TABLES on the Application Master Files menu to change the federal withholding tables each year The data to be entered can be found in the Circular E publication published yearly by the IRS Run the menu item PAYROLL TAX TABLES on the Application Master Files menu to change the social security and medicare withholding rates each year The rates to be entered can be found in the Circular E publication published yearly by the IRS Run the menu item PAYROLL DEDUCTIONS ADJUSTMENTS on the Application Master Files menu to
26. on the command bar to List and this option allows the user to obtain cleared checks uncleared checks cleared deposits uncleared deposits The list can be restricted to just those checks deposits dated within a specified range of dates cleared on bank statements within a specified range of dates etc The list can also be restricted to just certain types of checks A P Payroll Revenue Lease Records OGBOOKS Version 2 0 User Manual Page 79 Use the menu item PRINT CHECKBOOK LISTING on the Application Bank Reconciliation menu to obtain a listing of your checkbook with a running balance You must specify which checkbook by entering the G L account or using the lookup feature to specify the G L cash account You must also enter a date which will become the beginning date for your listing and all activity prior to this date will appear as the Beginning Balance Use the menu item POST CLEARED CKS DEPOSITS ADJUST on the Application Bank Reconciliation menu to enter any type of adjustments on your bank statement that have not otherwise been entered on your checkbook This would include items such as service charges ISF charges wire transfers transfers to from other bank accounts etc When using this menu item you must first specify which checkbook by entering the G L account or use the lookup feature to specify the G L cash account and you must enter the month and year of the bank statement You will then b
27. on this screen The end result of this selection process is the marking of certain leases to be paid when the menu item to print checks is executed This menu item SELECT LEASES FOR PAYMENT can be rerun as often as desired and previous settings are always totally replaced with the results from the new run OGBOOKS Version 2 0 User Manual Page 105 Once the leases you want to pay have been selected SELECT LEASES FOR PAYMENT menu item the checks are actually produced by running the menu item PRINT LEASE RECORDS CHECKS on the Applications Lease Records menu This process will print the actual checks to all payees and print a Preliminary Check Register However if the checks are not as desired they can be destroyed and the process of selecting the leases to pay and the printing of the checks can be performed again Continue this process until the checks are correct and then run the menu item POST LEASE RECORDS CHECKS on the Applications Lease Records menu to finalize the checks Once posted the payments are recognized in all appropriate software modules When the lease payments are posted a history of all checks is automatically maintained within the L R module and the menu item PRINT LEASE PAYMENT HISTORY on the Applications Lease Records menu can be run to obtain a list of checks written The user can restrict the list to certain leases certain payees and only checks written during a certain period of time All checks w
28. one of the billable accounts You can have as many billable accounts as you desire The reports produced by the I M module will show the expenses for each property for each billable account So you might have 20 different billable accounts all of which are LOE type expenses and you might have another 10 billable accounts all of which are Equipment type expenses When each billable account is established in the General Ledger by running the menu item G L ACCOUNTS on the Application Master Files menu one of the requirements is to specify the JIB CLASS associated with each billable account The JIB CLASS is a one digit alphabetic code A Z The menu item JIB CLASSES on the Application Master Files menu allows the user to enter a JIB Heading for each of the 26 JIB CLASSES So suppose you want the JIB CLASS A to have a heading of Lease Operating Expenses and JIB CLASS B to have a heading of Equipment Run the menu item JIB CLASSES on the Application Master Files menu and enter these two headings for JIB CLASSES A amp B OGBOOKS Version 2 0 User Manual Page 97 Then ensure that each of the 20 LOE billable accounts contain A as the JIB CLASS and ensure that each of the 10 Equipment billable accounts contain B as the JIB CLASS In summary each G L billable account specifies JIB CLASS field the heading under which the charge will appear on the JIB and the menu item JIB CLASSES on the
29. possible to print the JIB s and realize something needs to be changed You can make the changes add additional charges change a distribution level etc but you must always restart the JIB run by running the menu item SELECT CHARGES FOR BILLING on the Application JIB menu Once the charges have been selected for processing the printing of the Joint Interest Billings consists of two steps The first step is to run the menu item PRINT JIB CONTROL REPORTS on the Application JIB menu This program will print a report for each property showing the charges being billed and the list of owners being billed each with their invoice OGBOOKS Version 2 0 User Manual Page 101 number and amount This is an in house report for your review prior to the printing of the actual invoices If the JIB Control Reports need to be modified make your modifications by adding charges changing Distribution Levels etc and once all modifications have been made rerun the menu item SELECT CHARGES FOR BILLING on the Application JIB menu and also rerun the menu item PRINT JIB CONTROL REPORTS on the JIB menu Once the JIB Control reports have been produced reviewed and determined to be correct run the menu item PRINT JIB INVOICES on the Application JIB menu to print the actual JIB invoices Again even at this point if modifications are required make your modifications by adding charges changing Distribution Levels etc and once all modi
30. ready to release the legal suspense using the table you willl be prompted to enter the ID number of the owner whose legal suspense you want to release A display will then be produced showing all legal suspense entries presently held for the specified owner and you must mark each and every entry you want to release These released legal suspense entries will remain available for the next revenue run Meanwhile you can release additional legal suspense that will simply be added to that already released awaiting the next revenue run Once you have begun a new revenue run printed Disbursement Details if you release any additional legal suspense before the revenue run has been completed it will require the complete rerunning of the revenue run in process Once the table of owner s to receive the upcoming releases has been built then you choose the legal suspense entries to release If other entries are to be released modify the table of owners to receive the released legal suspense and release whatever other legal suspense entries you desire to these owners OGBOOKS Version 2 0 User Manual Page 120 The first step in the actual writing of revenue checks is to run the menu item DISTRIBUTE REVENUES on the Application Revenue menu When this menu item is executed a screen display will be produced which shows all of the new revenue entries from the revenue checks received and you must select the entries you want to process on the next revenu
31. the Bank Reconciliation checkbook Select no to inhibit the posting of A P checks to the Bank Reconciliation checkbook The menu item CONFIGURATION MAINTENANCE on the Utilities menu allows the specification of whether A P checks post to Bank Reconciliation under the A P section Select yes and all prepaid A P checks will automatically post to the Bank Reconciliation checkbook Select no to inhibit the posting of prepaid A P checks to the Bank Reconciliation checkbook The menu item CONFIGURATION MAINTENANCE on the Utilities menu allows the specification of whether revenue checks post to Bank Reconciliation under the Revenue Distribution section Select yes and all revenue checks will automatically post to the Bank Reconciliation checkbook Select no to inhibit the posting of revenue checks to the Bank Reconciliation checkbook The menu item CONFIGURATION MAINTENANCE on the Utilities menu allows the specification of whether payroll checks post to Bank Reconciliation under the Payroll section Select yes and all payroll checks computer written or manual will automatically post to the Bank Reconciliation checkbook Select no to inhibit the posting of payroll checks to the Bank Reconciliation checkbook The menu item CONFIGURATION MAINTENANCE on the Utilities menu allows the specification of whether cash receipts post to Bank Reconciliation under the A R section Select detailed
32. the schedule This field does not appear on the resultant report current month and YTD OGBOOKS Version 2 0 User Manual Page 85 Schedule Type current month only YTD only Ending balances 12 month spreadsheet Schedule Title Enter the actual Title you want to appear on the resultant report Does Report Have Does the resultant report need columns for percents Select yes or no All lines of a schedule past line 1 require the following data fields DATA FIELD l DESCRIPTION Company If you specify an account in the next field you must also specify which company in this field by entering the 3 digit company number for the company whose account is specified in the next field FROM G L If you want to use an account for calculations or for printing enter the G L account or use the lookup feature to specify the account This field can be left blank This filed can be left blank or you can enter another G L account and all accounts in the range of FROM G L thru TO G L will be shown Description Enter a description to be printed on this line along with any amounts specified to print This field can be left blank If you are printing a G L account the description will print if entered If the description is left blank the name of the G L account will print Accumulator x Five accumulators adding machines are available to add accounts together store subtotals etc If no action is to be take
33. this check is the same as the Deluxe forms described above except the stub portion of the check is longer If you choose to order checks from Deluxe Business Systems please use their form numbers provided above Do not ask for the Bayside checks they have no idea what that is Two different levels of HELP are available One level of HELP is called Help Tips When activated Help Tips will display a short description of what is to be entered into a field if the cursor is placed within the field and left unmoved for a second or two The Help Tip display will automatically appear and then disappear after a short period of time 3 4 seconds Part of the setup of an user by the System Administrator involves specifying whether the Help Tips feature is to be active whenever the user logs in Regardless of this setting the menu item HELP TIPS ENABLED DISABLED on the HELP menu allows the user to activate or deactivate the Help Tips feature The second level of HELP is called Help Subjects The menu item HELP SUBJECTS on the HELP menu allows the user to select from several subject matters and view an explanation regarding that subject Whenever you are adding or changing data you will be required to either SAVE or ABORT the changes before you can move to the next record or return to the menu This provides a means to correct inadvertent changes If you elect to SAVE the changes the data will be examined for validity and if all
34. to Bank Reconciliation The data to be reported on 1099 s at yearend for the lease payments can be reviewed and corrected prior to printing the 1099 s by running the menu item 1009 REVIEW LEASE RECORDS 1099 DATA on the YEAREND menu When running this menu item the user must first specify what year is to be reviewed and or corrected and then the user can choose to either produce a listing of the payments to be shown on 1099 s for the specified year or the user can choose to revise the payment data If the user elects to revise the payment data the user must specify a payee number and all payments made to that payee during the specified year will be displayed on the screen The user can then add additional payments delete payments or revise the amount of a payment Although the user can add or delete a payment the revised payment is not reflected in G L OGBOOKS Version 2 0 User Manual Page 108 All 1099 forms are printed or written to magnetic media by running the menu item 1099 CREATE 1099 FORMS FILES on the YEAREND menu The user can choose to include lease records accounts payable and or revenue distribution payments on the 1099 forms or magnetic media The 1099 forms file can be produced as often as desired If it is not correct the data can be corrected as described in the previous section and the 1099 forms file can be produced again The payee must be provided with notification of the amounts reported to the IR
35. would be a well where you are being paid 100 of the oil revenues but are only be paid 80 of the gas revenues royalty owners are being paid by the purchaser This would require 2 different Distribution Levels One Distribution Level would include all owners working and royalty to be used for splitting oil revenues The other Distribution Level would include only the working interests plus the owner OUTSID for a 20 interest for use in splitting the gas revenues OGBOOKS Version 2 0 User Manual Page 51 The general ledger account number is a 10 digit number made up of a 2 digit department 4digit account number and a 4 digit sub account number When entering a general ledger account number the entire 10 digits are always required One suggestion regarding the assignment of account numbers is to not leave the first 2 digits blank instead make them 00 so that you can use the 10 key pad for data entry without having to bounce back and forth between the space bar and the 10 key There are no restrictions regarding the assignment of account numbers There is no limit to the number of accounts A separate Chart of Accounts must be created for each year even though they are probably the same Most people use a department number of 00 and a four digit account number followed by 4 spaces for the sub account i e 00 1000 Run the menu item G L ACCOUNTS on the Application Master Files menu to add change delete or list the g
36. year will be processed If the month year of production exceeds the specified month year the minimum suspense will remain in minimum suspense Default or Universal Minimum Select default to use the minimum suspense Check Amount level in the ID file for each owner Select universal to enter an amount that will apply to all owners for this run only Include All Properties Select yes or no If you select no you must build a list of properties to be processed All revenues for properties not selected for processing will be placed into minimum suspense Print Detail for Owners Held In Select yes or no Minimum Suspense If the results of your revenue processing are not as desired you can make any required modifications and rerun the entire revenue process anywhere along the way until the revenue checks are posted by running the POST REVENUE CHECKS menu item on the Application Revenue menu You can change the Distribution Level change owner s minimum suspense level in the ID file enter more revenue checks whatever But once you make any change you must start again with the DISTRIBUTE REVENUES menu item on the Application Revenue menu When your company was first setup interfacing of the revenue module to Bank Reconciliation was specified To see if the interfacing of revenue to Bank Reconciliation is activated or to change the interfacing specification run the menu item CONF
37. ACCUMULATOR x Five accumulators adding machines are available to add accounts together store subtotals etc If no action is to be taken regarding an accumulator leave this field blank The valid codes to be entered into this field are SZ set accumulator to zero AA add account to accumulator SA subtract account from accumulator ZA zero the accumulator then add account to accumulator ZS zero the accumulator then subtract account from accumulator Ax add accumulator x to this accumulator Sx subtract accumulator x from this accumulator PRINT Enter a code in this field to specify what prints The valid codes for this field are PA print the account PR print the reverse of the account if the account is a credit print as a debit etc Px print the amount in accumulator x P print a line of single dashes in each column P print a line of double dashes in each column SKIP Extra lines to skip after this line has printed This field can be left blank The valid entries for this field are 1 skip 1 extra lines 2 skip 2 extra lines 3 skip 3 extra lines N skip to a new page OGBOOKS Version 2 0 User Manual Page 89 The training company has a LOS Definition called DEMO which you should list and review to fully understand how a LOS Definition is to be created All Investor Management reports are produced from data contained in two history files one containing revenues and production and t
38. Application Master Files menu allows the user to enter a Heading that will appear on the JIB for each JIB CLASS Expenses to be billed to properties come from only three sources the Accounts Payable module the Payroll module and the General Ledger module When A P invoices are entered into the computer by running the menu item NEW A P INVOICES on the Application A P menu the user can indicate an amount to be charged to a property by entering the amount property number DL and G L billable account When these invoices are posted by running the menu item POST NEW A P INVOICES on the Application A P menu any amounts to be billed to a property are automatically sent to the JIB module and accumulated with other such expenses awaiting billing Similarly other A P programs including menu items REMOVE A P INVOICES and RECURRING A P INVOICES on the Application A P menu send charges to be billed to properties to the JIB module When entering Payroll timecards the user can specify that certain wages are to be billed toa property and DL When the payroll checks are printed and posted any charges to properties are automatically sent to the JIB module to await billing The only other method of entering charges to be billed to a property is via the menu item ENTER CHANGE G L JOURNAL ENTRIES on the Application G L menu This menu item provides the means of entering indirect expenses travel expenses management fees etc
39. BOOKS Ownership Transfer Allows user to automatically change any Distribution Level that contains an interest for a specified owner to a different owner Quick Lists Allows user to cause a special report to be printed by providing a definition for a report and the data to be included on the report Build MS Word Mailmerge Data Allows user to create a data file of specified data which can be used with MS Word to perform a mailmerge OGBOOKS Version 2 0 User Manual Page 12 APPLICATIONS MENU BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY WEDNESDAY 02 25 2009 Administration Company Utilities Year End Internet Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation General Ledger Investor Management Joint Interest Billing Lease Records Payroll Revenue Distribution Depletion Master Files Allows user to edit or list the main master files such as ID Property Distribution Levels General Ledger Employee files AFE Shows the entire AFE menu Accounts Payable Shows the entire Accounts Payable menu Accounts Receivable Shows the entire Accounts Receivable menu Bank Reconciliation Shows the entire Bank Reconciliation menu General Ledger Shows the entire General Ledger menu Investor Management Shows the entire Investor Management menu Joint Interest Billing Shows the entire Joint Interest Billing menu Lease Records Shows the entire Lea
40. CD The file that you would burn would be the backup file created on your hard disk When you choose to create a backup you have 3 options available The most commonly used option is to backup the data files for a specified company A second option allows you to erase specified backups The third option allows you to restore all data files from a backup onto the hard disk Whenever the user posts JIB invoices or posts revenue checks the initial process consists of a backup being performed automatically The intent of this automatic backup is to ensure you have a copy of the current files before the posting process proceeds thereby providing the ability to restore all data files as they were immediately before the posting process concluded Only 15 automatic backups from Posting JIB and 15 from Posting Revenue Checks are retained at any given time for a company with the oldest automatic backup being discarded and replaced with a new automatic backup thereby not allowing the total number of automatic backups to exceed 30 Several options are available to each user to tailor the software to their preferences These options include HELP TIPS help tips consist of a short explanation of what is to be entered into a field on the screen Passing the mouse pointer over the field triggers the appearance of the help tip for a short moment Help Tips are initially turned on or off based on the user name Additionally there is a menu i
41. ELD DESCRIPTION Enter the unique lease number max of 8 characters Enter a brief description for this lease Enter the name of the lessee Lessor Four lines are available for entry of the lessor Recorded in Volume Enter the volume where the lease has been recorded Page Enter the page where the lease has been recorded County Parish Enter the county or parish where the lease has been recorded State Enter the 2 digit Postal Service abbreviation for the state where the lease has been recorded Prospect Area Enter the property or use the lookup feature to specify the property of a prospect This field can be left blank Lease Starts Ends Enter the beginning and ending dates of the lease Delay Rental Amount Enter the amount of each delay rental payment Is Due Every __ How often is the delay rental due 6 months 12 months Months etc OGBOOKS Version 2 0 User Manual Page 103 Delay Rental Last Paid On Delay Rental Is Next Due On Subject to Pugh Clause Bonus Amount Enter the date the delay rental was last paid For new lease enter the lease start date Enter the date when the next delay rental payment is due Select yes or no If a bonus payment of any kind is due enter the amount Minimum Royalty If a minimum royalty amount is required enter the minimum Shut In Bonus Gross Acres Net Acres Lease Status Debit Payments to G L Shut In Comments General
42. IGURATION MAINTENANCE on the Utilities menu Select the Revenue portion and one of the configuration options will address the interfacing of Revenue to Bank Reconciliation Select yes if you want to have Revenue checks automatically recorded in the Bank Reconciliation files or select no to suppress the posting of Revenue checks to the Bank Reconciliation files OGBOOKS Version 2 0 User Manual Page 122 When your company was first setup interfacing of the Revenue Distribution module to General Ledger was specified To see if the interfacing to General Ledger is activated or to change the interfacing specification run the menu item CONFIGURATION MAINTENANCE on the Utilities menu Select the Revenue portion and one of the configuration options will address the interfacing to General Ledger Select yes if you want to have transactions reflecting the revenue check run automatically sent to General Ledger or select no to suppress the posting of transactions to General Ledger To void a revenue check run the menu item VOID REVENUE CHECKS on the Application Revenue menu As the revenue checks are written and posted a history file is maintained with all the information regarding each check To void a check you must specify the ID number of the owner whose check you want to void and a list of all that owner s checks will appear for you to pick the check you want to void When you choose the check to be voided you m
43. ILE for an explanation of the data required for each owner Properties are setup in the Property File by running the menu item PROPERTIES on the Application Master Files menu Each property is assigned a unique 8 digit property number by the user and that 8 digit number is used throughout the system See the section CREATING MASTER FILES PROPERTY MASTER FILE for an explanation of the data required for each property A Distribution Level is a list or owners to receive revenues on a property Each distribution level is assigned a 2 digit number ranging from 50 thru 99 The DL number is assigned by the user when the Distribution Level is created Each property can have a maximum of 50 Revenue Distribution Levels but in most instances each property will have one Revenue Distribution Level assigned a DL number of 50 99 most people assign 50 So each property could have it s own Revenue Distribution Level 50 Each distribution level can have an unlimited number of owners but the total decimal interest must be exactly 1 00000000 To create a Revenue Distribution Level run the menu item REVENUE DISTRIBUTION LEVEL on the Application Master Files menu See the section on CREATING MASTER FILES DIVISION OF INTEREST MASTER FILE for an explanation on creating Revenue Distribution Levels Revenue checks that are received from purchasers or from other operators are entered by running the menu item ENTER CASH RECEIPTS on the Applicat
44. Interface to Joint Interest Billing Y N Yes or No G L Account for social security Enter the G L Liability account for social payable security payable G L Account for medicare payable Enter the G L Liability account for medicare payable G L Account for federal income tax Enter the G L Liability account for FIT ayable ayable G L Account for state income tax Enter the G L Liability account for SIT payable payable G L Account for Payroll tax expense Enter the G L Expense account for payroll taxes G L Account for FUTA tax payable Enter the G L Liability account for FUTA tax payable G L Account for FUTA tax expense Enter the G L Expense account for FUTA tax expense G L Account for payroll checks Enter the G L Asset account for cash Are Check Preprinted on the Checks Yes or No Y N G L Account for billable wages Enter the G L Billable account for billable wages REVENUE DISTRIBUTION CONFIGURATION Interface to G L Y N Interface to Bank Reconciliation Y N Yes or No N EXPECTED RESPONSE N Type of Checks standard laser checks full sheet standard laser checks two stubs OGBOOKS Version 2 0 User Manual Page 48 Are Check Preprinted on the Checks Yes or No Y N G L Account for minimum suspense Enter the G L account for minimum suspense G L Account for legal suspense Enter the G L account for legal suspense G L Account for severance ta
45. L account or use the lookup feature to specify the Credited G L account to be credited Active unpaid invoices normally credit an A P Liability account The default credit account is specified in the CONFIGURATION file on the Utilities menu OGBOOKS Version 2 0 User Manual Page 62 The following data fields are required when entering the distribution of an unpaid A P invoice DATA FIELD l DESCRIPTION Description Enter the description to appear on the JIB if this amount is billable If this field is left blank the name of the G L debit account will be substituted for the description on the JIB Enter the amount Property If this amount is not to be billed to a property leave this field blank otherwise enter the property number or use the lookup feature to specify the property number to be charged DL If the property field was left blank leave this field blank also otherwise enter the Distribution Level or use the lookup feature to specify the DL to be used when the amount is billed If the property field was left blank leave this field blank also otherwise if you want to charge this amount to an AFE enter the AFE number or use the lookup feature to specify the AFE number This field can be left blank if the amount is not chargeable to an AFE G L ACCT Enter the G L account or use the lookup feature to specify the G L account to be debited If the property field was entered this field must
46. NANCE on the Utilities menu to enter default G L account numbers to be used by the other software modules when creating transactions to be sent to the G L module Once this file has been established it normally does not need to be revised These default accounts specified in the this file are used automatically by the other software modules rather than forcing the user to enter these accounts each time a particular program is executed Budgeted amounts can be entered for any G L account for any month by using the menu item BUDGET MAINTENANCE on the Application General Ledger menu A report showing the budgeted amounts that have been entered can be obtained by using the list option on the command line Balance Sheets and P amp L Statements can be printed without comparisons with comparisons to last year or with comparisons to budget The user controls the selection of comparisons at the time the reports are printed Use the menu item PRINT FINANCIAL REPORTS on the Application General Ledger menu to print the Balance Sheets and P amp L Statements This menu item produces reports that have previously been defined by creating a schedule using the menu item SCHEDULE MAINTENANCE on the Application General Ledger menu OGBOOKS Version 2 0 User Manual Page 82 Journal entries can cause debits and credits to go to G L can cause charges to go to JIB for billing on properties and can cause charges to go to open AFE s Wh
47. OGBOOKS OIL amp GAS ACCOUNTING SYSTEM OI L AND GAS ACCOUNTING THE EASY WAY AE AK AK AK OK VERSION 2 0 BY BAYSI DE COMPUTER SYSTEMS INC 4925 GREENVILLE AVE STE 1151 DALLAS TX 75206 214 361 5451 TABLE OF CONTENTS PAGE LOGIN PROCEDURE _ _ gt o O 8 MENUSYSTEM __ _ _ S 9 CALCULATOR 16 QUIK PRINT LASER CHECKS 17 PRINTING REPORTS 17 MULTIPLE COMPANIES 19 AUTOMATIC LOOKUP 19 SPECIAL FORMS o S Y 9 HELPSCREENS _ _ _ o O Y 20 SAVE ABORT DATA ENTRY 20 export pata a EXPORT DATA BACKUP AND RESTORE DATA 22 AUTOMATIC BACKUP 22 USER OPTIONS 22 TRAVELMODE _ _ _ _ _ __ ___ S 3 INTERNET CONNECTION O o A _ Ek DATA INTEGRITY 24 PRINT SCREEN 25 DISTRIBUTION LEVELS 25 AFE OVERVIEW 26 ACCOUNTS RECEIVABLE OVERVIEW 29 BANK RECONCILIATION OVERVIEW 31 GENERAL LEDGER OVERVIEW 32 INVESTOR MANAGEMENT OVERVIEW 34 JOINT INTEREST BILLING OVERVIEW 36 LEASE RECORDS OVERVIEW 8 PAYROLL OVERVIEW 40 REVENUE DISTRIBUTION OVERVIEW 42 DEPLETION OVERVIEW 44 OGBOOKS Version 2 0 User Manual Page 2 COMPANY SETUP 45 DATA CONVERSION FROM DOS 49 CREATING MASTER FILES Creating ID Master File name amp address 49 k Creating Property Master File O O Z 5 Creating Distribution Level Master File 51 Creating G L Chart of Accounts Master File 52 Creating Employee Master File 52 Creati
48. S on the 1099 s This is usually accomplished by using multi part 1099 forms and sending one of the copies of the actual 1099 to the payee However if you don t print actual forms but instead create a file to be sent to the IRS there is no copy of a form to send to the payee In this case there are two solutions One solution is to purchase 1099 forms and print them in addition to creating the file and send a copy of the 1099 form to the payee A preferred option is to specify that letters to the payees be printed when you are creating the file This option will result in the printing of a letter from your company to each payee stating the amounts being reported to the IRS on your 1099 Run the menu item LEASES on the Applications Master Files menu to delete a lease One of the options is to delete a lease and if you select this option the lease all critical actions and the list of payees for the lease will be permanently removed from your files Be sure before you perform this step When the Lease Records checks are posted a copy of the actual check is retained in a history file Checks can be recalled from this history file for viewing or reprinting To recall a Lease Records check run the menu item RECALL LEASE RECORDS CHECKS on the Application Lease Records menu You must specify the desired payee and then a list of all Lease Records checks for that payee is displayed and you can select the desired check Each employee must
49. T on the Applications I M menu The status of prepaid expenses by owner can be printed by running menu item ADVANCE STATUS REPORT on the Applications I M menu This report will show all advance billings sent to an owner whether they have been paid all charges applied against the advance and the balance of each owner s advance account on a cash basis The data required to produce this report is automatically collected by the Joint Interest Billing and Accounts Receivable modules The user can also track the status of Payout situations with the Investor Management module Each Payout situation must be defined by running menu item PAYOUT STATUS REPORT on the Applications I M menu A Payout consists of stating a start date a dollar amount to be recovered and how that net amount to be recovered is to be measured 8 8ths revenue one owners net revenue total WI net revenue etc Multiple Payout situations can be defined at the same time The menu item PAYOUT STATUS REPORT on the Applications I M menu also allows the printing of a report which shows the status of each Payout situation showing how much has been recovered to date and the remaining amount to be recovered OGBOOKS Version 2 0 User Manual Page 35 The Joint Interest Billing menu is shown below BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY WEDNESDAY 09 23 2009 18 iministration Year End Internet Company
50. This report will print the production gross revenue taxes marketing costs and net revenue for each of the 12 months of a specified year with each property on a separate page e EXPENSE SUMMARY REPORT This report will print each expense category billable account for each of the 12 months of a specified year with each property on a separate page e DETAILED WELL EXPENSES This report will print the detailed expenses showing vendor invoice invoice amount etc for expenses billed to a property The user can select specific properties periods of time etc Two methods are available for reviewing property cash flows One method is to run the menu item PRINT O G OPERATIONS REPORT on the Application Investor Management menu This report prints one line per property showing the production revenue expenses net cash flow for any one specified month and also for the calendar YTD or fiscal YTD This report only allows the user to see the one specified month and the YTD figures The second method of reviewing property cash flows is to run the menu item PROPERTY CASH FLOWS on the Application Investor Management menu This program allows the user to select a property and the interest type 8 8 ths your own interest or total working interest and a 12 month period of time and the production revenues taxes expenses and net cash flow will be immediately displayed for each of the 12 months The user can then scroll forward or backward
51. a fields contain data the specified amount of wages is calculated and withheld from the employees check When payroll checks are printed the user has the option of also having checks printed for any garnishments and if this option is chosen checks are written for the garnished wages to the person agency specified to receive the wages The menu item ENTER TIMECARDS on the Application Payroll menu allows the user to enter timecards for those employees to be paid Timecards are entered into batches and the processing of the timecard entries resulting in the writing of payroll checks is done a batch at a time When entering the timecards the user specifies a batch number to be used for this payroll run and then a screen display is produced showing all the existing timecard entries in that batch The user can then add change or delete timecard entries as desired An employee can have multiple timecard entries This occurs when an hourly employee is paid at different pay rates OGBOOKS Version 2 0 User Manual Page 113 when the labor costs are to be billed to different properties etc The command line contains a unique command Salaried which will add a timecard entry for each and every salaried employee When entering the timecard data the following data fields are required DATA FIELD DESCRIPTION Employee A window will appear with all employees listed and you can select the desired employee ST Hours Ent
52. able properties listed first This report will show the production and revenues for one specific month and the year to date revenues for either the calendar year or your fiscal year Several different reports show property production revenues and or expenses The one report intended to shown both production revenue and expenses is the Lease Operating Statement which is produced by running the menu item PRINT LEASE OPERATING STATEMENTS on the Application Investor Management menu The format of this report is controlled by the LOS Definition created by the user see section on Create LOS Definition However the report will always show six months or twelve months YTD and ITD across the OGBOOKS Version 2 0 User Manual Page 94 page and the LOS Definition controls what prints down the page This report can show each individual category of expense billable account on the well cost per bbl lifting costs etc Other reports on the I M menu which might be of interest include e PROPERTY SUMMARY REPORT This report shows 1 line per property with production revenues taxes expenses summarized for any specified period of time e 12 MONTH SPREADSHEET This report prints 12 months across the page and prints property down the page The user can select any combination of mcf bbl gross revenues taxes net revenues expenses or net profit and each item selected will print as a separate line for each property e REVENUE SUMMARY REPORT
53. ained in the Vendor History File The menu item REVIEW VENDOR HISTORY on the Application Accounts Payable menu allows the user to obtain a list of invoices paid to specified vendors A range of vendors and or a range of check dates can be specified to restrict the list of invoices shown The resultant report will show each invoice paid the check number and the check date OGBOOKS Version 2 0 User Manual Page 66 Once an active invoice is entered and posted into the system it will remain an unpaid invoice until it is either paid via a computer check or until it is removed The menu item REMOVE A P INVOICES on the Application Accounts Payable menu allows the user to specify an unpaid invoice that is to be removed and to enter the charges to properties AFE s and to G L associated with the removal of that invoice The invoice is not actually removed until the menu item POST A P INVOICES BEING REMOVED on the Application Accounts Payable menu is executed When entering the invoice to be removed the user will be prompted for the vendor number Enter the vendor number or use the lookup feature to specify the vendor number A display will then be produced showing all unpaid invoices from that vendor and the user can select the invoice to be removed Once the invoice to be removed is selected the user must enter a batch number for this invoice Invoices to be removed are placed into batches for ease in printing posting but on
54. ake the first two digits department 00 rather than making them 2 blanks This will allow the entering of the first two digits from a 10 key pad along with the rest of the number OGBOOKS Version 2 0 User Manual Page 33 The Investor Management menu is shown below BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY dministrati Utilities Year End Internet Company Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation General Ledger LOS Definition Maintenance Print Lease Operating Statement Joint Interest Billing Lease Records Payroll Revenue Distribution Payout Status Report Depletion Advance Status Report Property Cash Flows Print O G Operations Report Print Working Royalty Interests Print Property Summary Report Print LWE Depreciation Report Print LHC Depletion Report Print IDC Amortization Report Print Property Spreadsheet Print Revenue Summary Report Print Expense Summary Report Print Edit Detailed Well Expenses Print Revenue amp Expense Recap Enter Property Expenses Enter sana Revenues Reconcile G L vs Property Expenses As the Joint Interest Billings are posted a history file of the property expenses is automatically maintained Likewise whenever the Revenue checks are posted another history file of the property revenues production is maintained These two history files are maintained by property
55. and files onto a memory stick which can be taken to another computer and the OGBOOKS software can be run on that computer without writing anything on the hard disk As data is entered the data files on the memory stick are updated When finished running the memory stick can be returned to the original computer and data files on the memory stick can be transferred onto the original hard disk by running the menu Item RESTORE FROM TRAVEL DISK on the Administration menu The menu item RESTORE FROM TRAVEL DISK allows the Administrator to copy all the data files on the memory stick travel disk back onto the hard disk of the main computer The menu item VALIDATE DATABASE allows the Administrator to ensure that the database for a specified company recognizes all of the data files for that company The menu item PURGE DATA FILES allows the Administrator to shrink the size of those files which continue to increase each month by deleting data dated prior to a specified date Only Bayside personnel should run the menu item CONVERT DOS FILES The first screen to appear will allow the user to enter his user name password date and to select the desired company Then any of the following three processes can occur depending on existing conditions NEW FEATURES Whenever software changes are installed the manufacturer will send along a Software Alert that is a screen display conveying information about the new chang
56. anual Page 114 Once the timecard entries are entered and are correct the wages taxes deductions must be calculated Run the menu item CALCULATE DEDUCTIONS on the Application Payroll menu to perform these calculations You will be prompted for the batch number of timecard entries to be used in the calculations Once the calculations are performed two options are available for reviewing the results of the calculations The menu item PRINT PAYROLL REVIEW on the Application Payroll menu will print a report showing each employee s wages taxes deductions etc The other option is to skip the printing of this report and instead print the actual payroll checks by running the menu item PRINT PAYROLL CHECKS on the Application Payroll menu Even if you print the payroll review report you must still print the payroll checks If corrections need to be made after printing the payroll review report or after printing the actual checks the payroll timecards can be revised as necessary the tax tables can be revised as necessary etc and the process of calculating the wages deductions and printing the payroll review and or payroll checks can be performed again This process can be performed as often as needed to obtain the desired results The payroll run is finalized only when the checks are posted by running the menu item POST PAYROLL CHECKS on the Application Payroll menu This posting process will post only the last batch of checks pri
57. ata file for submission to IRS 68 Print 1099 letters ACCOUNTS RECEIVABLE See what Accounts Receivable invoices are open 69 Enter a manually produced A R invoice 70 Produce a Miscellaneous A R invoice 70 Record payment of an A R invoice 70 Record receipt of a revenue check 73 Record receipt of a miscellaneous payment unbilled 74 Apply credits against unpaid invoices 76 Charge interest on past due A R invoices 76 BANK RECONCILIATION Post A P computer checks to Bank Reconciliation 77 Post A P prepaid checks to Bank Reconciliation 77 Post Revenue checks to Bank Reconciliation 77 Record a check or deposit has cleared the bank 78 See if bank balance matches the checkbook balance 78 Reconcile checkbook balance to G L balance 79 Print a listing of the checkbook Enter checkbook adjustments GENERAL LEDGER Revise the chart of accounts 81 Enter beginning balances to get started 82 Define default account for various software modules 82 Create budgets and print Actuals vs budgets 82 Enter journal entries 83 Post transactions to the books Lock accounting periods Format financial statements 85 Print financial statements 87 Closeout the year 87 INVESTOR MANAGEMENT Create a LOS Definition 88 Enter prior property histor 90 Get property history fornon operated properties 92 OGBOOKS Version 2 0 User Manual Page 4 Monitor Payout status 92 Monitor owner s advance payment st
58. atus 93 Record Depreciation and Amortization for properties 94 Record Depletion for properties 94 See which properties are profitable 94 Review production and operating expenses Review property cash flows Add properties together 96 JOINT INTEREST BILLING Setup a propert 97 Setup JIB distribution levels 97 Group expenses on the JIB 97 Accumulate property expenses for billing Allocate expenses between properties Review expenses waiting to be billed 99 Modify expenses waiting to be billed 99 Correct expenses that were posted incorrectly 100 Charge prepaid expenses to a propert 100 Charge expenses to one specific owner 101 Select expenses to be billed 101 _ PrintJointInterest Billings Y 0 e Advance bill AFE costs to owners _ 102 Correct billing after it is posted 103 Recall posted JIB invoices 103 LEASE RECORDS Setup a new leat o Review critical actions 105 Review leases due to expire 105 Review Select leases to pay 105 Write delay rental bonus checks 106 Review payment history on leases 106 Review inventory of leases 106 Void a lease records check 107 Record a manual lease records check Post transactions to G L from Lease Records 108 Post Lease Records checks to Bank Rec 108 Review Lease Records 1099 data 108 Print 1099 s for Lease Records payments 109 Delete a lease 109 OGBOOKS Ver
59. ay expense reimbursement etc Adjustments can be added changed or deleted from the Payroll system by running the menu item PAYROLL DEDUCTIONS ADJUSTMENTS on the Applications Master Files menu Once the adjustment is established the amount to be deducted for each employee must be entered on the timecard for each employee State withholding tables are provided for Oklahoma Kansas New Mexico and Colorado These tables are provided by the manufacturer State income taxes are calculated and withheld from employees checks based on the value entered into the data fields called State xXX M S X Dependents xx in the employee master file The state portion contains the 2 digit Postal Service abbreviation for the state where the employee normally works When timecards are entered for an employee this value for the state currently in the employee master file is automatically entered as the state where the employee worked however the user can override this default value for the state by changing the value for the state on the timecard The resultant value for the state as entered on the timecard along with the Married Single specification and the of dependents from the employee master file will control the calculation of state income taxes Some states don t have an income tax Texas but the state code of TX should still be carried in the employee master file and should be left as the default value for the sta
60. be assigned a unique 4 digit employee number This employee number can contain any combination of alphabetic numeric or special characters To setup a new employee run the menu item EMPLOYEES on the Application Master Files menu This program allows the user to add change or delete employees to the Employee Master file The following data fields are required for each employee OGBOOKS Version 2 0 User Manual Page 109 enn ene uber necro Employee Enter the unique 4 digit number for this employee Name Enter the employee s name Social Security Enter the employee s social security number Address Enter the mailing address for the employee City State amp Zip Enter the correct city state amp zip code for this employee Work Category This field can be used to categorize the employees into Phone S alary H ourly groups engineers field workers clerical etc Enter any applicable description into this field but be consistent use the exact same spelling for similar employees This field can be left blank Enter the employees home phone number Select salaried or hourly Pay Rate OT Rate Extra W H Enter the salary paid each pay period to a salaried employee or enter the hourly pay rate for hourly employees Leave this field blank for hourly employees If a salaried employee is to be paid for overtime enter the hourly rate for their overtime pa If an employee wants additional fede
61. ble Expenses the items to be applied against owners advance payments Charges Against Advances and the items to be advance billed Advance Billings continue to accumulate in the JIB module The first step in the processing of these 3 types of charges is to select those items that you want to process by running the menu item SELECT CHARGES FOR BILLING on the Application JIB menu The first option is to select charges regardless of the G L accounting period to which they were posted or to select only those charges that were posted to a specified accounting period The second option allows the user to specify the types of charges to be processed The user can select any combination of Billable Expenses Charges against Advances and or Advance Billings to be processed on the same run Finally the user can specify which properties are to be selected for processing all properties or selected properties Once the user has responded to these choices a list of charges selected for processing can be produced Each property having charges awaiting process is displayed in one of two boxes those selected and those not selected The user can change whether a property is selected not selected This process can be rerun as many times as necessary it is the first step in the printing of JIB s and it does part of the arithmetic associated with the splitting of the charges to the owners The JIB run is never finalized until the JIB s are posted so it is
62. can be created numerous times Run the menu item PRINT QUARTERLY EARNINGS on the Application Payroll menu to obtain all information required for submission of your 941 reports The report can be produced for the current year or for any quarter of last year Run the menu item PRINT WORKMANS COMP REPORT on the Application Payroll menu This report can be restricted to a certain range of dates and any check written during the specified period of time will be included on the report The checks are grouped by the employee s workman s comp code which is specified in the employee master file The correct grouping of employees is essential if your report is to be meaningful Run the menu item P R YEAR END CLOSEOUT on the Application Payroll menu to closeout the payroll year This menu item will make a copy of the payroll earnings which becomes the data source for the W 2 processing The payroll earnings are then set to zero and you are free to process payroll for the next year You can process the W 2 forms at any time even though you might have already run payrolls for the new year OGBOOKS Version 2 0 User Manual Page 117 Owners are setup in the ID Master File by running the menu item ID NAMES amp ADDRESSES menu item on the Application Master Files menu Each owner is assigned a unique 6 digit ID number by the user and that 6 digit number is used throughout the system See the section CREATING MASTER FILES ID MASTER F
63. can be revised and the menu item Calculate Deductions on the Applications Master Files menu can be rerun thereby recalculating the entire payroll run Once the calculations are determined to be correct the actual checks can be printed by using the menu item Print Payroll Checks on the Applications Master Files menu Even at this point if the results are not as desired the entire process can be rerun The payroll run is not finalized until the menu item Post Payroll Checks on the Applications Master Files menu has been completed This final step will print a Final Check Register update the YTD earnings send transactions to G L and send labor hours to the JIB module for any hours to be billed to a property A history of all payroll checks is maintained from which several reports are available The menu item Print Tax Deposit Report on the Applications Master Files menu will print a report detailing the amount needing to be deposited for the Federal income tax social security and medicare and also similar information for any state withholdings of income tax The menu item Print Quarterly Earnings on the Applications Master Files menu will print a report showing all information required on the federal 941 reports The menu item Print Workman s Compensation Report on the Applications Master Files menu will print a report which groups employees into workman s compensation categories and details all required infor
64. ccount Payable JIB CONFIGURATION EXPECTED RESPONSE Interface to G L Y N Yes or No Interface to Accounts Receivable Y Yes or No N Interface to Investor Management Y Yes or No N G L Account for JIB Clearing Enter the G L to be used for JIB Clearing G L Account for Accounts Receivable Enter the G L to be used for Accounts Receivable G L Account for Advances Payable Enter the G L to be used for Advances Payable G L Account for Interest Income Enter the G L to be used for Interest Income G L Billable Account for Interest Enter the G L to be used for billable Interest LEASE RECORDS CONFIGURATION EXPECTED RESPONSE Interface to G L Y N Yes or No Interface to Bank Reconciliation Y N Yes or No OGBOOKS Version 2 0 User Manual Page 47 G L Account for Lease Records Enter the G L Account for Cash Checks Are Check Preprinted on the Checks PAYROLL CONFIGURATION EXPECTED RESPONSE Company Federal Tax ID enter the company federal tax ID ID for paying Federal Taxes Enter the ID of the entity to receive the payment of federal income taxes Colorado Tax ID for state income tax Enter the state tax id for Colorado New Mexico Tax ID for state income Enter the state tax id for New Mexico tax Oklahoma Tax ID for state income tax Enter the state tax id for Oklahoma Kansas Tax ID for state income tax Enter the state tax id for Kansas Interface to G L Y N Interface to Bank Reconciliation Y N
65. ccount numbers is at your discretion If you are not using the department portion of the number it is suggested that you use 00 for the department portion of the number rather than leaving these first 2 characters of the number blank When you add a new account the following data fields are required DATA FIELD DESCRIPTION Names Enter the name of the account _ o Z Z o Account Type asset liability capital income expense billable Beginning Balance Enter the beginning balance if this is an Asset Liability or Capital account If not leave this field blank Property Required Check if this is a billable account otherwise don t check JIB Type If this is not a billable account leave this field blank If a billable account enter the JIB CLASS A Z you want expenses charged to this G L account to appear under on the JIB Prop Type If this is not a billable account leave this field blank If a billable account leave this field blank and charges using this account can be made to any type of property To restrict this account to only charging to certain types of properties select the property type in this field and you will only be able to charge this account to properties with that property type which is found in the Property Master file Cut Back To If this account is not a billable account leave this field blank If a billable account enter the G L account or use the lookup feature to speci
66. ce posted there is no further batching If the invoice is being removed because is has been paid by manual check the user must enter the check number check date and G L Cash account to be credited If the invoice was not paid by a manual check these three fields must be left blank Distributions must then be entered identical to that required when the invoice was originally entered These distributions allow the user to enter the description amount property DL AFE and G L account as described in the section on entering an active invoice An A P check can be voided by executing the menu item VOID A P CHECKS on the Application Accounts Payable menu When a check is voided all the invoices paid on that check are removed from the Vendor History of paid invoices and are added back into the unpaid invoices file and transactions are sent to G L reflecting this action Voiding an A P check requires a list of the checks to be voided must be created by specifying the vendor number and then a list of the checks written to that vendor is displayed and the check to be voided can be selected Once the list of checks to be voided is built click on the POST button at the top of the screen to initiate the actual voiding of the checks If you fail to click on the POST button and instead click on the MENU button at the top of the screen the entire voiding process is voided no checks are voided and you will return to the master m
67. cks used by Accounts Payable Payroll and Lease Records and Revenue Distribution are limited to laser checks The following discussion will OGBOOKS Version 2 0 User Manual Page 19 refer to check forms provided by Deluxe Business Systems 1 800 328 0304 however feel free to order checks from any other source but ensure the format is identical to the formats shown below from Deluxe Business Systems The Deluxe form number for laser checks is 81013 This check has the stub on the top the check in the middle and another stub on the bottom Revenue Distribution can use the same checks as described above or can use a different check depending on your preference If the checks described above are used by Revenue Distribution the check stub information referred to as the Disbursement Detail will be printed on separate 8 1 2 x 11 plain paper and the stub of the actual check will simply say see attached disbursement detail This is the most common choice of existing users The alternative is to order a different check that has a much larger stub on the top and the check on the bottom Each check and stub is a full 8 1 2 inches long When using these checks the check stub information is printed directly on the check stub rather than being on another piece of paper The drawback in using this check is that multiple checks might be required for one owner if all information won t fit on one check stub thus resulting in wasting checks The format of
68. contain a Billable account If the property field was left blank this field can not contain a Billable account The menu item NEW A P INVOICES on the Application Accounts Payable menu is used to enter invoices already paid prepaid When entered the invoices are in a pending state they have not yet been officially posted into the computer so they don t show up yet While the invoices are in this pending state this same menu item can be run to change list or delete these pending invoices Once these pending invoices are posted menu item POST NEW A P INVOICES on the Application Accounts Payable menu they will appear on the A P Vendor History Report charges will be sent to JIB AFE and to G L The data fields to be entered for a prepaid invoice are the same as those to be entered for an active unpaid invoice shown above with the following exceptions DATA FIELD DESCRIPTION Invoice Status Enter Prepaid to indicate this invoice is prepaid rather than active Invoice Date not required Due Date not required Check Date Enter the date on the check which paid this invoice Check Number Enter the check number of the check which paid this invoice OGBOOKS Version 2 0 User Manual Page 63 G L Account To Be Enter the G L account or use the lookup feature to specify the Credited G L account to be credited Prepaid invoices normally credit a Cash account The default credit account is specified in the
69. counts Payable menu they will appear in the A P reports charges will be sent to JIB AFE and to G L The following data fields are required when entering an unpaid A P invoice DATA FIELD DESCRIPTION Vendor number Enter the vendor number or use the lookup feature to specify A the vendor number Invoice Enter the invoice number Invoice Status Choose either prepaid already paid or active needs to be paid Include in Batch Invoices are placed into batches when then are entered to facilitate printing posting Once the invoices are posted there is no further batching Enter the desired batch number Gross Invoice Enter the total amount of the invoice Amount 1099 Amount Enter the amount of this invoice to be reported on 1099 s This field will appear only if the vendor record in the ID file indicates this vendor is to receive 1099 s Invoice Description Enter an overall description for the charges on this invoice This description will appear on the check stub when the invoice is paid A different description will appear on JIB s if this invoice is billable Discount Amount If a discount amount is available enter the amount here and leave the next field discount blank This field can be left blank Discount Percent If a discount percent is available enter the percent here and leave the prior field discount amount blank This field can be left blank G L Account To Be Enter the G
70. credit JIB s you must provide a list of the owners to be issued refunds and all credit invoices for those owners will be included on the revenue disbursement details along with invoices netted in steps 1 2 amp 3 above The Depletion menu is shown below BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY Company Utilities Year End Internet Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation General Ledger Investor Management Joint Interest Billing Lease Records Payroll Revenue Distribution Depletion Maintenance Depletion History Calculate Post Depletion The Depletion module allows the user to establish the cost basis and the reserves for each individual property or for a group of properties and to then calculate both cost and percentage depletion for any specified period of time Each entity for the calculation of depletion is called the Depletion Field A Depletion Field can be established for one single property or a Depletion Field can be established for a group of properties where one single depletion amount is to be calculated The menu item DEPLETION on the Applications Master Files menu allows the user to create the Depletion Field Each Depletion field must be assigned a unique 8 digit number by the user The purchase date is extremely critical because it is a controlling item in the depletion calculation The Depletion Field i
71. d and this field is either blank indicating this check deposit has not cleared the bank or it will contain the month and year of the bank statement on which it cleared When you respond yes to indicate a check deposit cleared the bank the month and year of this bank statement is automatically placed in this cleared field Another option available on the command line is post adjustments This option allows the user to enter adjustments found on the bank statement such as service charges wire transfers etc Use the menu item RECONCILE BANK STATEMENT on the Application Bank Reconciliation menu to determine if the ending balance on the bank statement agrees with your current checkbook balance When you run this program you must first enter the G L account or use the lookup feature to specify the G L cash account for the checkbook and also enter the month and year of the bank statement being reconciled Once entered the checkbook file is examined to see what checks and deposits have cleared the bank and a report is produced which shows Beginning Balance XXX XX Deposits Added XXX XX Checks Written XXX XX Ending Balance XXX XX OGBOOKS Version 2 0 User Manual Page 78 These amounts shown above reflect only those check and deposits that have cleared the bank The report then continues by listing all deposits that cleared the bank on this statement and then lists all checks that cleared the bank on this statem
72. d or Social Security tax the G L account to be charged for the code and finally whether the code is a deduction or an adjustment The expenses being billed on the JIB s are grouped into major categories such as Lease Operating Expenses Lease amp Well equipment Leasehold Costs etc Running the menu item JIB CLASSES on the Application Master Files menu allows the user to establish names for any of the 26 available codes A thru Z Once these JIB Class codes have been established each G L Billable account should indicate which JIB class all charges to that account should be grouped under on the Joint Interest Billing OGBOOKS Version 2 0 User Manual Page 53 When entering revenue checks received from your purchasers a 1 digit product code must be entered to identify the name of the product oil vs gas There are 9 product codes available which can be defined by running the menu item PRIDUCT CODES on the Application Master Files menu The available product codes available to be defined are numbered 1 thru 9 By definition product code 1 must be GAS and product code 2 must be OIL The remaining 7 product codes can be defined by entering the product name casinghead gas etc and indicating if the unit of measure for that product code is MCF or BBLS Run the menu item INITIALLY LOAD DATA FILES on the Application Utilities menu to get your existing A P invoices into the computer to get started This me
73. data is valid the record will be updated However if you elect to ABORT the changes the record will be returned to it s original state before the changes were made and in the case of a record being added the record will be deleted OGBOOKS Version 2 0 User Manual Page 20 This SAVE ABORT feature occurs throughout the software whenever you are adding or changing data You will find it quite desirable once you become familiar with it The term DRILLDOWN basically means to examine the data at a deeper level For instance one data field might show the amount of legal suspense being held for a particular owner Any data field on which you can DRILLDOWN will appear in dark blue font If you right click on such a field showing the legal suspense being held for an owner as an example you will see a display of all the detailed entries being held in legal suspense for that owner which make up the total you went to a deeper level The ability to DRILLDOWN can be found throughout all software modules Just remember if it is blue you can right click and DRILLDOWN on that field Data from the accounting system can be converted to numerous formats such that it can be read by other software packages such as spreadsheets or word processors This process reads the accounting system data files and creates a new file formatted in the user specified format The menu item EXPORT DATA on the Utilities menu allows the user to produce expor
74. debited when the manually written check is posted Debit to G L Account OGBOOKS Version 2 0 User Manual Page 107 Once posted the manual checks are included with the computer produced checks in the Payment History file and the Lease Master file is updated to reflect the check payment When your company was originally setup the interfacing of the Lease Records module to the G L module was specified To change the interfacing of Lease Records to General Ledger run the menu item CONFIGURATION MAINTENANCE on the Utilities menu Click on the heading Lease Records to indicate you want to change the configuration of the Lease Records module Several configuration questions pertaining to the Lease records module will be displayed and the user can change any of the current settings One of the configuration items is Interface Lease Records to G L When your company was originally setup the interfacing of the Lease Records module to the Bank Reconciliation module was specified To change the interfacing of Lease Records to Bank reconciliation run the menu item CONFIGURATION MAINTENANCE on the Utilities menu Click on the heading Lease Records to indicate you want to change the configuration of the Lease Records module Several configuration questions pertaining to the Lease records module will be displayed and the user can change any of the current settings One of the configuration items is Interface Lease Records
75. discussion involves only the entering of a revenue check received from your purchaser or from another operator in the case of a non operated property Run the menu item ENTER CASH RECEIPTS on the Application A R menu to enter cash receipts for a revenue check The following data fields are required DATA FIELD DESCRIPTION Enter the ID number or use the lookup feature to specify the ID number of the person making the payment Check Number Enter the number of the check you received Batch Number Cash receipts are entered into batches to facilitate printing posting Enter the batch number for this cash receipt Payment Type Select Revenue Check Check Date Enter the date of the check Date Received Enter the date you received the check Check Amount Enter the total amount of the check Enter any reference desired date etc referring to the deposit of this check This field can be left blank Comment Enter any description you desire It will simply print on in house reports This field can be left blank Okla Royalty Tax Enter any amount positive withheld from the check for W H Oklahoma Royalty Taxes Netted Out Enter any amount positive withheld from the check for payment of bills you owed the person sending this check Once the above data has been entered another screen will appear where the user must enter the detailed information regarding the properties months of production volumes pro
76. duct type etc of each payment on the check When these cash receipts are posted this revenue detail is automatically sent to the Revenue Distribution module for processing When entering the revenue detail associated with the cash receipt of a revenue check the following data fields are required DATA FIELD DESCRIPTION Property Number Enter the property number or use the lookup feature to specify the property number DL Enter the Distribution Level or use the lookup feature to specify the DL to be used to split the revenues between the owners All To One Specific Either enter the DL above and leave this entire section blank Owner or enter data into all 5 fields in this section and leave the DL blank MTH Enter the month of production the month the oil gas was OGBOOKS Version 2 0 User Manual Page 73 produced YEAR Enter the year of production the year the oil gas was produced P Enter the product code or use the lookup feature to specify the product code Product codes can be setup by using the Product Codes menu item on the Applications Master Files menu Volume Gross or net volume will be requested based on the setting in the ID file for the purchaser making this payment Enter the appropriate volume that is requested Sev Tax Gross or net sev tax will be requested based on the setting in the ID file for the purchaser making this payment Enter the appropriate sev tax that is requested Ar
77. e G L Account for Active Invoices Enter the G L account for Account Payable Liabilit G L Account for Prepaid Invoices Enter the G L account for a cash account G L Account for Checks Written Enter the G L account for a cash account G L Account for Discounts Taken Enter the G L account for Discounts Taken Type of Checks Laser standard laser checks Remit no checks print remittance advice Are Check Numbers Preprinted on yes or no Checks A R CONFIGURATION EXPECTED RESPONSE Interface to G L no don t post to General Ledger detailed post debits credits from each invoice or cash receipt to General Ledger summarized post total debits credits from the entire batch being posted to General Ledger Interface to Bank Rec no don t post anything to Bank Rec detailed post each check as a deposit to Bank Rec summarized post the total amount of the batch of cash receipts as one deposit to Bank Rec OGBOOKS Version 2 0 User Manual Page 46 Address Enter the address to appear at the top of A R Statements G L Account for Accounts Receivable Enter the G L account to be used for Accounts Receivable when new invoices are entered BANK REC CONFIGURATION EXPECTED RESPONSE G L CONFIGURATION EXPECTED RESPONSE INVESTOR MGMT CONFIGURATION EXPECTED RESPONSE of Well Expenses Post Expenses to G L Yes or No Post Revenues to G L Yes or No Account Credit Revenues to which G L Enter the G L Liability Account for Revenues A
78. e revenue fields and leave this field blank Expenses are obtained by specifying a billable account If you want to use an account for calculations or for printing enter the G L account or use the lookup feature to specify the account This field can be left blank Revenue Code Revenue amp production are obtained by specifying special codes as follows MCF mcf BBL bbls SEV sev taxes MKT marketing costs NET net revenues PER price per bbl LIF lifting costs If a G L account is specified in the prior field this field must OGBOOKS Version 2 0 User Manual Page 88 be left blank PC If the prior field Revenue Code is blank this field should be left blank also If a revenue code was entered enter the product code or use the lookup feature to specify the revenue code MONTH OF If the Revenue Code is blank this field should be left blank also If a revenue code was entered enter PROD if you want month of production or enter DIST if you want month of distribution GNOW What interest do you want shown G 8 8 ths N everyone we were paid for O our interest owner 999500 W total working interest DESCRIPTION Enter a description to be printed on this line along with any amounts specified to print This field can be left blank If you are printing a G L account the description will print if entered If the description is left blank the name of the G L account will print
79. e These Software Alerts will continue to be displayed each time you log in until the user specifies the alert should not be shown again REINDEXING All data files for the selected company will be reindexed the first time that company is selected each month OGBOOKS Version 2 0 User Manual Page 8 REMINDERS The built in calendar allows the user to enter reminders for any date The login process examines the existing reminders and any reminders dated prior the user specified date will be displayed on the screen Reminders remain in effect until deleted by the user Once these processes are completed the main OGBOOKS menu will appear MASTER MENU The entire OGBOOKS accounting package is executed via a menu system starting with this menu BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY WEDNESDAY 02 25 2009 Administration Company Utilities Year End Internet Help Exit Accounts Payable Accounts Receivable Bank Reconciliation General Ledger Investor Management Joint Interest Billing Lease Records Payroll This Master menu can have different menu items deactivated for each user depending on User Restrictions setup by the System Administrator All menu items will appear on the screen but the deactivated menu items will be faint and are not available to be selected ADMINISTRATION MENU THURSDAY 09 24 2008 OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY Applications Year End In
80. e menu item ID NAMES amp ADDRESSES on the Application Master Files menu is used to add change or delete vendors Each vendor is identified by a unique 6 digit user assigned number It is highly recommended that the vendor numbers be somewhat alphabetic since most reports will print in vendor number sequence To that end we recommend the first 3 digits of the vendor number be the first 3 digits of a persons last name or if the vendor is a company be the first three digits of the company name Examples would be if the vendor is Bayside Computer Systems Inc the first three digits of the vendor number should be BAY whereas if the vendor was Bob Mosley the first three digits of the vendor number should be MOS The last 3 digits of the vendor number should be a sequential number The first vendor with a number starting with BAY would become BAY001 and the second vendor to be setup starting with BAY would become BAY002 etc The following data fields are required in the ID master file for a vendor FIELD NAME DESCRIPTION Enter the last first and middle name as you want it to appear throughout the system Lookup Enter up to 5 characters case sensitive that your normally think of when you think of this vendor This field is used by the lookup feature to find vendor numbers Address Two lines are available to enter the mailing address Cit Enter the city where the vendor is located State
81. e offered a choice of entering check deposits or adjustments A window will then appear in which all adjustments already entered for this bank statement will appear and you can add or delete adjustments to this list Adding an adjustment requires the following data fields DATA FIELD DESCRIPTION Adjustment Date Enter the date of the adjustment Description Enter a description of the adjustment Amount Enter the adjustment amount A negative amount indicates the bank balance was reduced A positive amount indicates the bank balance was increased G L Account Enter the G L account to be charged or use the lookup feature to specify the account Normally this account will be an expense account These adjustments will be included on your checkbook and transactions will be sent to G L reflecting these adjustments OGBOOKS Version 2 0 User Manual Page 80 Use the menu item G L ACCOUNTS on the Application Master Files menu to revise your Chart of Accounts This program allows the user to add change or delete an account When you first setup your company one option was to duplicate another company s Chart of Accounts If you exercised this option your initial Chart of Accounts would already exist otherwise you must add each account in your chart of accounts The G L account number is 10 digits in length broken down into three portions 2 digit department 4 digit account and a 4 digit sub account Your assignment of a
82. e run Two different types of revenue checks are available The most widely used revenue check referred to as the small check consists of a 3 1 2 check beneath a 3 1 2 stub and the stub simply says See Attached Disbursement Detail which is a separate sheet of 8 1 2 x 11 paper on which the check stub information is printed The other type of revenue check referred to as the big check consists of a 3 1 2 check beneath a 6 1 2 stub and all the check stub information is printed directly on the check stub itself Either type of check can be ordered for a laser printer You indicate which type of check you are using by running the menu item CONFIGURATION MAINTENANCE on the Utilities menu and in the Revenue Distribution section you can specify your check type When you write revenue checks all of the new revenues you selected for processing plus all minimum suspense plus all legal suspense that has been released is thrown together and is compared to the minimum suspense level specified by the user each time revenue checks are written If the owner s revenues are less than that owner s minimum all of that owner s revenues will be held in minimum suspense If an owner s revenues do meet or exceed his minimum the netting of revenues against unpaid JIB invoices will occur and the owner may in fact not receive a check at all all revenues were netted against expenses If you are using the small checks
83. e you liable for the payment of this sev tax Y or has the purchaser already paid these taxes N Enter Y or N Gross or net marketing costs will be requested based on the setting in the ID file for the purchaser making this payment Enter the appropriate marketing costs that is requested Enter the amount of revenue to be dispersed to the owners on the DL Lines can be added changed or deleted until you have the correct application of this revenue check These cash receipts are not finalized until you execute the menu item POST CASH RECEIPTS on the Application A R menu Once posted the revenue detail will automatically be passed to the Revenue Distribution module for processing Three different types of cash receipts can be processed but this discussion involves only the entering of a check received in payment of something other than an invoice or revenues An example would be a check for interest from a bank Run the menu item ENTER CASH RECEIPTS on the Application A R menu to enter cash receipts for a miscellaneous check Entering cash receipts for this type of payment requires the following data fields DATA FIELD DESCRIPTION Customer Number Enter the ID number or use the lookup feature to specify the E ID number of the person making the payment Check Number Enter the number of the check you received Batch Number Cash receipts are entered into batches to facilitate printing posting E
84. ected for payment for this one vendor and below that the grand total amount of invoices selected not selected for payment The command bar then presents the user with the following unique choices COMMAND BAR CHOICE EXPLANATION Priority Allows the user to have all invoices selected from vendors which are declared to be priority vendors in the ID file Allows the user to specify an invoice and if another invoice exists for the opposite amount and the same vendor and the same G L account the 2 offsetting invoices will be removed from the unpaid A P invoice file OGBOOKS Version 2 0 User Manual Page 64 Allows the user to enter a date and all invoices for all vendors that are due before this date will become selected and all invoices for all vendors that are due after this date will become not selected Allows the user to specify a partial amount to be paid on the currently highlited invoice This menu item can be rerun as often as desired in order to obtain the desired selection of invoices to be paid When checks are written only the currently selected invoices will be paid The menu item PRINT A P CHECKS on the Application Accounts Payable menu will print checks to pay all invoices currently selected for payment Laser checks can be used or remittance advice can be printed and the menu item CONFIGURATION MAINTENANCE on the Utilities menu allows the user to choose the A P checks or the remittance advice
85. ed The JIB Control Reports are produced first for your review This is an in house report which shows all charges being billed on each property followed by the list of owners being billed with their their invoice number and the amount being billed to them Review this report before proceeding to the next step of printing the actual JIB invoices OGBOOKS Version 2 0 User Manual Page 37 The Lease Records menu is shown below OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY _ WEDNESDAY 09 003 EE Utilities Year End Internet BAYSIDE TRAINING COMPANY Naser Company Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation General Ledger Investor Management Payroll Enter Manual L R Checks Revenue Distribution Depletion Recall Lease Records Checks Select Leases To Pay Print Lease Records Checks Print Payee Cross Reference Rpt Print Lease Expiration Rpt Print Lease Inventory Rpt Print Lease Payment History Rpt Print Critical Actions Rpt Void Lease Records Check Information concerning your leases can be entered into the computer by using the LEASE RECORDS menu item on the Applications Master Files menu Each lease must be assigned a unique 8 digit alphanumeric lease number by the user In addition to entering the basic lease information with this menu item other information can also be entered by running the menu item LEASE PAYEE on the Appl
86. ed on the screen and the user indicates whether it has cleared on this bank statement and then the next uncleared check deposit is displayed The bank reconciliation files can then be reconciled against the bank statement to ensure they agree by using the RECONCILE BANK STATEMENT menu item on the Applications B R menu The bank reconciliation files can also be reconciled against the G L files by using the RECONCILE TO GENERAL LEDGER menu item on the Applications B R menu to ensure the bank reconciliation files agree with the checks deposits posted to General Ledger OGBOOKS Version 2 0 User Manual Page 31 The General Ledger menu is shown below BAYSIDE TRAINING COMPANY ninistrati Company OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY DAY 09 23 ETE Utilities Year End Internet Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation Investor Management Joint Interest Billing Lease Records Payroll Revenue Distribution Depletion Print Post Pending Transactions Trail Balance Report Detailed Ledger Report Budget Maintenance Enter Change G L Journal Entry Schedule Maintenance Print Financial Reports Change Accounting Periods Unpost G L Transactions Review Journal Entries Each of the other accounting modules can interface directly with the General Ledger module As checks invoices JIB s revenues cash receipts etc a
87. edule which defines the format of the report Each schedule is given a number by the user when it is created and you can have as many different schedules as desired Actually a schedule is not restricted to defining a Balance Sheet or a Profit Loss Statement a schedule can be created to show any combination of accounts in any sequence Schedules can be created two different ways The menu item SCHEDULE MAINTENANCE on the Application General Ledger menu allows for the automatic creation of a schedule for a Balance Sheet or a schedule for a Profit Loss Statement based on your existing Chart of Accounts All you need to enter is the numbers for the two resultant schedules This is a quick easy way to get schedules created without knowing anything about schedules The second means of creating a schedule is to use the menu item SCHEDULE MAINTENANCE on the Application General Ledger menu and create a new schedule from scratch line by line Regardless of the means by which the schedules are created they can be modified or deleted The first line of a schedule defines the report format whereas all other lines on a schedule define what is to be calculated or printed When using the SCHEDULE MAINTENANCE menu item to add a new schedule an existing schedule can be duplicated if desired The following data fields are required on the first line of a schedule DATA FIELD DESCRIPTION Schedule Name Enter your own internal description for
88. elds are required DATA FIELD DESCRIPTION Journal Enter an indication of what software module created the transaction AP AR JIB etc Enter an indication of what menu item created the transaction Entry Checks Casrec etc Journal Entry Each batch of transactions sent to G L has a common number assigned as the Journal entry Enter the Journal Entry number for all transactions in the same batch as this transaction Reference G L Account Enter the G L account number or use the lookup feature to specify the account Description __ Enter the description for this transaction Transaction Date Enter the date the transaction was created OGBOOKS Version 2 0 User Manual Page 84 Amount Enter the amount as a positive number After all necessary corrections have been made rerun the menu item PRINT POST PENDING TRANSACTIONS on the Application General Ledger menu to validate the pending transactions and post them to the books You can place a lock on any accounting period past or future and if a period is locked transactions can t be posted to the locked period Use the menu item LOCK G L ACCOUNTING PERIODS on the Administration menu to lock or unlock an accounting period When running this program a screen display will be produced showing all accounting periods with the status of each period Balance Sheets and Profit Loss Statements are produced by having earlier produced a sch
89. els therefore different menu items are used for maintaining these Distribution Levels Expense Distribution Levels are maintained by using the menu item JIB DISTRIBUTION LEVELS on the Applications Master Files menu whereas the revenue Distribution Levels are maintained by using the men item REVENUE DISTRIBUTION LEVELS on the Applications Master Files menu If all expense are split the same on a property then only one expense Distribution Level need be created The ID number of the owner the owners decimal interest and an indication Y N if this owner is the one owner to be forced to receive the penny rounding if any One owner will have a YES in the forced column while all other owners will have a NO in this column The revenue Distribution Levels contain the same information as described above for the expense Distribution Levels plus four additional fields Each owner on a Revenue Distribution Level also requires the interest type Wl working RI royalty ORR override whether the owner pays sev taxes Y N whether the owner pays purchaser withheld marketing costs Y N and a pay code indicating how to handle their revenues pay hold in legal suspense net against unpaid invoices on the same property net against unpaid invoices on any property cutback to G L for use only with owner 999500 The revenue world normally has more occasion to require multiple Distribution Levels than the expense world An example
90. en entering a journal entry the journal entry can be declared a recurring journal entry in which case it will remain as a pending journal entry after it is posted When entering a journal entry you can also indicate this journal entry is to be a reversal of another journal entry and the new journal entry will be created automatically Journal entries can be added changed deleted or listed by using the menu item ENTER CHANGE G L JOURNAL ENTRIES on the Applications General Ledger menu The journal entries are held in a pending file until they are posted by using the menu item POST G L JOURNAL ENTRIES on the Application General Ledger menu When the journal entries are posted they go into the Pending Transactions file along with all other G L transaction from the other software modules waiting to be put on the books When entering the journal entries the following data fields are required DATA FIELD DESCRIPTION Reversal JE Is this journal entry to reverse an already posted journal a entry Select Enter J E to Reverse Existing J E to reverse a J E or select Create New J E to keyin a new J E Batch Number Journal entries are entered into batches to facilitate printing amp posting Enter the batch Recurring Select yes or no Explanation Up to 5 lines are available to enter a detailed explanation regarding the journal entry These lines can be left blank Description Enter the description to
91. eneral ledger accounts Each account must be classified Asset Liability Capital Income Expense or Billable type All billable accounts must require a property to be entered and likewise none of the other types of accounts are allowed to have a property entered Each billable account must also specify a cutback account that is the account your portion of an expense is to be charged to Budgets can be entered for each account and reports compared to budget can then be printed Each employee must be setup in the employee master file by running the menu item EMPLOYEES on the Application Master Files menu A four digit number must be assigned to each employee Although 26 deductions can be defined by running the menu item PAYROLL DEDUCTIONS ADJUSTMENTS on the Application Master Files menu each employee can have only 7 deductions specified The deductions for each employee can differ but they must exist in the master list of deductions Multiple garnishments can be established for each employee and a history of all garnishment payments will be maintained Tax tables already exist for federal taxes as well as for the states of Oklahoma New Mexico Colorado and Kansas Each tax table has an assigned 2 digit table number that must be entered into the employee master file Run the menu item PAYROLL TAX TABLES on the Application Master Files menu to determine the 2 digit table number to be used for your employees OGBOOKS Vers
92. ent The ADD or CHANGE CHECKS DEPOSITS menu item on the Application Bank Reconciliation menu provides an option on the command bar to List and this option allows the user to obtain cleared checks uncleared checks cleared deposits uncleared deposits The list can be restricted to just those checks deposits dated within a specified range of dates cleared on bank statements within a specified range of dates etc The list can also be restricted to just certain types of checks A P Payroll Revenue Lease Records Use the menu item RECONCILE TO G L on the Application Bank Reconciliation menu to determine if the balance in general ledger agrees with your checkbook balance When you run this program you must first enter the G L account or use the lookup feature to specify the G L cash account for the checkbook and also specify the accounting period to be reconciled Once entered the checkbook file and the G L files are examined to see what checks and deposits exist and a report is produced which shows Bank Balance XXX XX Uncleared Deposits XXX XX Uncleared Checks XXX XX Ending Balance XXX XX Actual G L Balance XXX XX The report then continues by listing all uncleared deposits as of the end of the specified accounting period and then lists all uncleared checks as of the end of the specified accounting period The ADD or CHANGE CHECKS DEPOSITS menu item on the Application Bank Reconciliation menu provides an option
93. enu OGBOOKS Version 2 0 User Manual Page 67 The menu item 1099 REVIEW A P DATA on the Year End menu provides the means of editing the amounts that are to be shown on vendor 1099 s before the 1099 s are produced When running this menu item the user will be prompted for the 4 digit year 1998 A display will then be generated showing all invoices paid to the first vendor during the specified year showing both the amount paid and the amount to be shown on 1099 s The command bar allows the user the following options Prior Show invoices for the previous vendor Next Show invoices for the next vendor Find Allows the user to enter a vendor number or use the lookup feature to specify the desired vendor number whose invoices are to be displayed on the screen Allows the user to obtain report showing amounts to be shown on 1099 s and also verifies the vendor has a tax id number in the ID file All 1099 forms vendors property owners or lease holders are printed or written to magnetic media for submission to the IRS by using the menu item 1099 CREATE 1099 FORMS FILES on the YEAR END menu Select the option to Print 1099 Forms and then supply the following information DATA FIELD EXPLANATION are to appear on the 1099 Company Tax ID Enter the company s tax id number Process A P 1099 s Include 1099s for A P vendors Yes or No Process Owners 1099 s Include 1099s for owners Yes or No Proce
94. er the number of straight time hours to be paid the employee If the employee is salaried enter 80 OT Hours Enter the number of overtime hours to be paid this employee VA Hours Enter the number of vacation hours to be paid this employee SL Hours Enter the number of sick leave hours to be paid this employee ST Rate The hourly rate or the salary amount will appear as the default rate Change it if you want Property If the gross wages for this entry is to be billed to a property enter the property number or use the lookup feature to specify the property number If the wages are not billable leave this field blank DL If a property was entered you must enter the Distribution Level or use the lookup feature to specify the DL to be used for billing the wages If the property is blank leave this field blank State Enter the state where the employee worked This field should not be left blank City Enter the city tax code for the city where the employee worked This field can be left blank Adjust Enter any amount of additional pay for this employee above and beyond the employee s wages If an amount is entered the applicable code must be entered in the adjoining TYP field This field can be left blank Code If the Adjust field is blank leave this field blank Otherwise enter the appropriate code to additional pay These codes have been setup in the company configuration of payroll OGBOOKS Version 2 0 User M
95. ersion number update release level and the software maintenance expiration date HELP Subjects Allows the user to select a subject and produces a display explaining the subject Review New Features Allows the user to view print any of the prior alerts regarding new features OGBOOKS Version 2 0 User Manual Page 15 Help Tips enable disable Allows the user to enable or disable help tips Auto Backup enable disable Allows the user to enable or disable Automatic Backups Wallpaper enable disable Allows the user to enable or disable Wallpaper Rpt Footer enable disable Allows the user to enable or disable report footers Printer Display enable disable Allows the user to enable or disable Printer Display Hilite Grids enable disable Allows the user to enable or disable highlighting grids Visit Doctor Changes enable disable Allows the user to enable or disable changes to the Visit to the Doctor report Contact Us Shows the Bayside Computer Systems Inc mailing address phone number and e mail address A simple easy to use calculator is available for performing simple math functions This calculator allows the user to add subtract multiple and divide with a running tape displayed on the screen The calculator can be accessed in two ways The menu item CALCULATOR on the Utilities menu takes you directly to the calculator screen When you are finished click on the CLICK HERE TO RETURN box to return to the Mas
96. es are created on the hard disk and all data files will be empty unless you indicate that the ID file Property file or G L Chart of Accounts files are to be duplicated from another company in which case you must specify the 3 digit company number of that company Once all software modules are setup several options regarding configuration of each module will need to be entered Run the menu item CONFIGURATION MAINTENANCE on the Utilities menu to enter these options These entries are retained within the software and can OGBOOKS Version 2 0 User Manual Page 45 be viewed or changed in the future by again running the CONFIGURATION MAINTENANCE menu item on the Utilities menu The configuration questions for each of the software modules are presented below AFE CONFIGURATION EXPECTED RESPONSE there are not any configuration questions A P CONFIGURATION EXPECTED RESPONSE Interface to G L no don t send transactions to G L detailed send debits and credits from each invoice to G L summarized send only total debits and total credits for the entire batch of transactions being posted to G L Interface to Bank Reconciliation yes post paid invoices to Bank Rec no don t post anything to Bank Rec Interface to Joint Interest Billing yes send billable charges to JIB module no don t send anything to JIB module Interface to AFE yes send anything charged to an AFE to AFE module no don t send anything to AFE modul
97. evenues on one property set the pay code to Pay while at the same time holding the same owner s revenues in legal suspense on a different property set the pay code to Legal Suspense To change the pay code on a distribution level run the menu item REVENUE DISTRIBUTION LEVEL on the Application Master Files menu and change the column entitled PAY CODE to become Legal Suspense That will cause that owner s revenues on that property only to be held in legal suspense If that owner s revenues on other properties are to be held in legal suspense the Distribution Levels for those other properties must also be changed in a similar manner If you want to take an owner s revenues from a property and automatically apply them against unpaid JIB invoices and write a check to the owner for the difference the pay code on the Distribution Level must be set to either Netout Any Property or Netout By Property Setting the pay code to Netout By Property indicates the owner s revenues on this property are to be used to pay unpaid JIB invoices on this property only Whereas setting the pay code to Netout Any Property indicates the owner s revenues on this property are to be used to pay unpaid JIB invoices from any property OGBOOKS Version 2 0 User Manual Page 119 To change the pay code on a distribution level run the menu item REVENUE DISTRIBUTION LEVEL on the Application Master Files menu and change the colu
98. fications have been made rerun the menu item SELECT CHARGES FOR BILLING on the Application JIB menu rerun the menu item PRINT JIB CONTROL REPORTS on the Application JIB menu and also rerun the menu item PRINT JIB INVOICES on the Application JIB menu Once the printed JIB invoices are as desired run the menu item POST JIB INVOICES on the Application JIB menu to finalize the invoices Whenever it becomes desirable to bill owners in advance run the menu item ENTER ADVANCE BILLING REQUESTS on the Application JIB menu to place a request for an advance billing into the JIB file which contains all the charges waiting to be processed Once this advance request has been entered the section on How do select the expenses to be billed explains the procedure for producing the advance invoices to each owner When entering the Advance Billing Request the following data fields are required DATA FIELD DESCRIPTION Property Enter the property number or use the lookup feature to specify the property number DL Enter the Expense Distribution Level or use the lookup feature to specify the DL number If the DL number is entered leave the Owner blank If the Owner is entered leave the DL field blank Owner Enter the ID number for owner or use the lookup feature to specify the owner number Enter either the owner or the DL not both JIB TYPE Enter the JIB TYPE code A Z for Advance Billin
99. forms at yearend The lease file can be searched for any lease meeting certain user supplied criteria regarding the county state prospect expiration date Pugh clause and or lease status held by production shutin etc The menu item Print Lease Inventory Report on the Applications L R menu will produce a list of all leases meeting the user supplied criteria The menu item Recall Lease Records Checks on the Applications L R menu allows the user to recreate any check written by the Lease Records Module OGBOOKS Version 2 0 User Manual Page 39 The Payroll menu is shown below lel BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY WEDNESDAY 09 23 2009 Company Utilities Year End Internet Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation General Ledger Investor Management Joint Interest Billing Lease Records Revenue Distribution Accrue Vacation amp Sick Leave Depletion Enter Manual P R Checks Enter Timecards Calculate Deductions Print Payroll Review Print Payroll Checks Print P R Check History Print Tax Liability Report Print Quarterly Earnings Report Print Workmans Comp Report Print Garnishment Payment History Void Payroll Checks Each employee must be setup in the employee master file by using the menu item Employees on the Applications Master Files menu Each employee must be a
100. fy the G L account your portion owner 999500 of an expense will be charged to Budgeted This Year Budgeted amounts can be entered for each of twelve months if desired These budgets can be used to compare financial reports against budgets These fields can be left blank The List option on the command bar will produce a listing of your Chart of Accounts OGBOOKS Version 2 0 User Manual Page 81 G L beginning balances can be initially entered two ways The first way is to use the menu item G L ACCOUNTS on the Application Master Files menu and enter the beginning balance directly into that field when adding or changing an account Remember a debit is 100 00 and a credit is 100 00 The preferred method is to use the menu item ENTER CHANGE G L JOURNAL ENTRIES on the Application General Ledger menu to enter a journal entry consisting of beginning balances for each balance sheet account post the journal entry using the menu item POST G L JOURNAL ENTRIES on the Application General Ledger menu to some past accounting period post the pending G L transactions for that accounting period to the books by using the menu item PRINT POST PENDING TRANSACTIONS on the Application General Ledger menu and then close out the year by using the menu item GENERAL LEDGER YEAR END CLOSEOUT on the YEAR END menu This method as opposed to the first method ensures that debits credits Use the menu item CONFIGURATION MAINTE
101. gh the JIB process When an owner is setup in the ID file a monthly interest rate can be specified for use in charging interest This interest rate will apply to all properties so you can either charge interest on past due invoices for all properties or you don t charge interest on any past due invoices for an owner During the JIB process the ID file will be examined to see if an interest rate has been specified for an owner If the interest rate is zero for an owner interest will never be charged on past due invoices But if the interest rate is not zero the unpaid A R invoice file will be examined for past due invoices and a JIB will be produced to the owner under a dummy property number of INTEREST for interest charged at the interest rate in the ID file on ALL past due invoices regardless of property As a part of the JIB process the user is prompted Charge Interest on Invoices Dated Prior To and must respond with a date Any unpaid invoice dated before this specified date is considered past due Once the JIB s are posted these invoices for interest are added to the unpaid A R invoice file along with all other JIB invoices produced during the JIB process OGBOOKS Version 2 0 User Manual Page 76 The menu item CONFIGURATION MAINTENANCE on the Utilities menu allows the specification of whether A P checks post to Bank Reconciliation under the A P section Select yes and all A P checks will automatically post to
102. gs Description Enter a brief description of the charges being billed Advance Amount Enter the amount to be billed OGBOOKS Version 2 0 User Manual Page 102 Once JIB invoices have been posted they are unchangeable If invoices have been posted which are not correct the only remedy is to enter additional G L Journal Entries that credit the original property DL Account and debit the correct property DL Account Once such G L Journal Entries are posted these charges are automatically sent to the JIB module to await invoicing You can perform the JIB invoicing process again and bill these new charges now or wait until the next regularly scheduled billing run The end result will be the creation of additional invoices that will offset the items billed in error When the JIB invoices are posted a copy of the actual invoice is retained in a history file Invoices can be recalled from this history file for viewing or reprinting To recall a JIB invoice run the menu item RECALL JIB INVOICES on the Application JIB menu You must specify the desired owner and then a list of all JIB invoices for that owner is displayed and you can select the desired invoice Leases are created by running the menu item LEASES on the Applications Master Files menu Each lease must be assigned a unique 8 digit lease number consisting of any combination of alphabetic numeric or special characters The data fields required for each lease include DATA FI
103. h allow the user to see what A R invoices are still outstanding The menu item PRINT OPEN RECEIVABLES on the Application A R menu produces a report listing all A R invoices for an owner The menu item PRINT AGED RECEIVABLES on the Application A R menu produces two types of reports one showing just total amounts owed by each customer or a report showing each invoice owed by acustomer The user enters 3 dates and each invoice is aged into the appropriate group depending on the invoice date The menu item PRINT BALANCE FORWARD STATEMENTS on the Application A R menu produces a report showing a beginning balance asof a specified date plus all new invoices or payments with a running balance due Balance Forward Report When choosing the Balance Forward Report the user must specify the date for the beginning balance and whether the report is to be produced if the ending balance is zero OGBOOKS Version 2 0 User Manual Page 69 Invoices get into the unpaid A R invoice file from three basic processes The majority of the invoices are those produced by performing the JIB process Manually produced Invoices can be entered into the computer Thirdly miscellaneous charges to be billed to a customer can be entered into the computer invoices printed not JIB invoice rather Miscellaneous invoices and these miscellaneous invoices posted Manually produced invoices can be entered by using the menu item ENTER MANUAL A R INVOICES on the A
104. h an owner has an interest and the decimal interest for that owner on each different Distribution Level The user can restrict the report to a range of owner numbers The menu item ID NAMES amp ADDRESSES on the Application Master Files menu displays the total amount held in minimum suspense total amount held in legal suspense and the total amount of unpaid invoices for each owner when the owner is displayed on the screen You can also run the menu item REVENUES HELD IN SUSPENSE REPORT on the Application Revenue menu to obtain a report showing the detailed entries being held in either legal or minimum suspense for each owner The user can restrict the owners included on the report OGBOOKS Version 2 0 User Manual Page 124 Run the menu item XFER MINIMUM TO LEGAL SUSPENSE on the Application Revenues menu This menu item allows the user select the minimum suspense entries to be transferred to legal suspense and to specify the owners to receive the legal suspense entries OGBOOKS Version 2 0 User Manual Page 125
105. he other containing expense history In the case of expenses the history is retained by property by owner by G L billable account The revenues amp production are maintained by property by owner by product code by interest type The normal monthly JIB and revenue distribution runs will automatically update these history files with that months data However if you want to enter previous balances into these history files use the menu item ENTER PROPERTY REVENUES on the Application Investor Management menu or the menu item ENTER PROPERTY EXPENSES on the Application Investor Management menu Each of these programs allow the user to enter data which will be added to the history files when posted However before posting either the expenses or the revenues you must ensure that no transactions are sent to the G L module To inhibit the sending of transactions to G L when the revenues and or expenses are posted use the menu item CONFIGURATION MAINTENANCE on the Utilities menu and under the Investor Management section is the control for interfacing to G L Select no To enter revenue amp production history for a property use the menu item ENTER PROPERTY REVENUES on the Application Investor Management menu Since history is maintained for each owner the revenues entered must be for some specific owner If you are just interested in entering prior history for your own interest enter the revenues for owner 999500 If
106. hether written for delay rentals minimum royalties or shut in bonuses are included in this report An inventory list of leases that meet certain criteria can be obtained by running the menu item PRINT LEASE INVENTORY REPORT on the Applications Lease Records menu The user is allowed to specify certain criteria and all leases which meet this criteria will be included on the resultant report The criteria available for user specification include certain lease numbers certain counties certain states certain prospects include only if lease expires before an user specified date include only if lease has a Pugh clause include only if lease has an user specified status code OGBOOKS Version 2 0 User Manual Page 106 Unless the lease records checks have been posted there is no need to void a check the check is not yet recognized by any software module If a check is wrong and the checks have not been posted correct the situation causing the error and rerun the checks Once the checks have been posted and you want to void a check run the menu item VOID L R CHECKS on the Applications Lease Records menu This menu item allows the user to build a list of checks to be voided by specifying the ID number of the payee and selecting the check to be voided from a list displayed showing all checks written to the specified payee The checks selected to be voided are not actually voided unless you click the POST box on the command l
107. hich of those payments are to be made Checks for four different types of payments can be produced delay rental payments bonuses minimum royalty payments and shut in bonus payments When running the menu item SELECT LEASES FOR PAYMENT on the Application Lease Records menu the user first specifies which type of payment is desired If the user selects minimum royalty payments a screen display is produced which shows the lease number lease name and minimum royalty amount in a column called Unselected for all leases which have an amount in the minimum royalty field If the user selects shut in bonus payments a screen display is produced which shows the lease number lease name and shut in bonus amount in a column called Unselected for all leases which have an amount in the shut in bonus field If the user selects delay rental payments the user is prompted to enter a date and then a screen display is produced which shows the lease number lease name due date of the delay rental and the delay rental amount in a column called Selected if the due date is before the user supplied date or in a column called Unselected if the due date is after the user supplied date for all leases which have an amount in the delay rental amount field The user can then select the leases to be paid by clicking on the desired amount to change the lease from selected to unselected An option to list the leases selected for payment is available
108. ications L R menu Critical Actions can be entered dates and associated actions which must be accomplished by that date Multiple critical actions can be entered for the same lease The menu item Print Critical Actions on the Applications L R menu allows the user to obtain a report showing all the critical actions that fall within a specified range of dates The menu item Lease Payee on the Applications L R menu allows the user to establish the list of payees who are to receive the payments for delay rentals shutin bonuses etc The main purpose of using the Lease Records module is to have one central repository for information regarding each lease The menu item Print Lease Expiration Report on the Applications L R menu allows the user to obtain a list of all leases due to expire before a specified date Checks for delay rentals bonuses minimum royalties or shutin bonuses can OGBOOKS Version 2 0 User Manual Page 38 be written to all applicable payees by running the menu item Select Leases For Payment on the Applications L R menu menu item Print Checks on the Applications L R menu and menu item Post Checks on the Applications L R menu Histories of all payments are retained in a history file which provides the user with a means of reviewing who has been paid by running the menu item Print Lease Payment History on the Applications L R menu as well as providing the information required to print 1099
109. ill be an income account Invoices for negative amounts can appear for a customer under two occasions As cash receipts are entered one option is to give the customer a credit memo This results in another invoice being added to receivables for that customer for a negative amount Also JIB invoices can have a negative amount on occasion These A R invoices for a negative amount can be offset against other A R invoices with a positive amount if desired by using the menu item APPLY CREDIT MEMOS on the Application A R menu The owner is specified and a list of credit memos negative invoices is displayed from which the desired credit memo can be selected The user then builds a table showing the amount and the invoice number to offset this credit memo When adding another invoice to the list a list of positive invoices appears from which the desired invoice can be selected to offset the credit memo The selected invoice will be placed in the table with the total amount owed on the invoice as the amount to be offset by this credit memo This amount can be changed at this time if desired Again this process of adding changing or deleting invoices to be offset by the selected credit memo continues until there are no more unpaid invoices the credit memo is used up or the user indicates there are no further entries to the table by choosing the SAVE option from the command bar The only means of charging interest on past due invoices is throu
110. ine The menu item ENTER MANUAL L R CHECKS on the Applications Lease Records menu allows the user to build a list of manually written checks that need to be posted into the Lease Records system The manual checks are not actually acknowledged until they are posted by running the menu item POST MANUAL L R CHECKS on the Applications Lease Records menu When entering a m DATA FIELD Payee Check Number Check Date Payment Amount Service Charge anual L R check the following data fields are required DESCRIPTION Enter the ID number of the payee or use the lookup feature to specify the ID number of the payee Enter the check number of the manually written check Enter the check date Enter the amount of rental bonus included in the payment Enter the amount of service charge included in the payment Payment on Lease Payment Type Enter the lease number or use the lookup feature to specify the lease number Select delay rental bonus minimum royalty shut in bonus Lessee Enter the name of the lessee Lessor Enter the name of the lessor Volume Enter the volume where the lease is recorded Page Enter the page where the lease is recorded County Parish State Enter the county parish where the lease is recorded Enter the state where the lease is recorded Enter the G L account or use the lookup feature to specify the G L account to be
111. ion 2 0 User Manual Page 52 Each employee in the Employee Master File must have a Workman s Comp code specified In order to specify the code it must first be established in the Workman s Comp Code Master File by running the menu item WORKMAN S COMP CODES on the Application Master Files menu There are 26 codes available A thru Z You can assign any Workman s Comp category to any Workman s Comp code For instance if you had only two categories clerical and truck drivers you could assign the name CLERICAL to Workmans Comp Code A and assign the name TRUCK DRIVERS to Workman s Comp Code B This is accomplished by running the menu item WORKMAN S COMP CODES on the Application Master Files menu and entering the names for code A and code B Payroll deductions such as 401k withholding health insurance etc which can be deducted from an employees paycheck as well as adjustments such as bonus pay travel reimbursement etc which can be added to an employees paycheck must be defined in the P R Deductions Adjustments master file There are 26 codes available A thru Z These codes must be defined by running the menu item P R DEDUCTIONS ADJUSTMENTS on the Application Master Files menu Any code can be used to define a deduction or to define an adjustment Defining the code includes entering a description for the code indicating if the code is subject to Federal Income tax an
112. ion Accounts Receivable menu See the section in Accounts Receivable entitled HOW DO RECORD RECEIPT OF A REVENUE CHECK for an explanation of entering a revenue check OGBOOKS Version 2 0 User Manual Page 118 When disbursing revenues the user can control the minimum amount for a revenue check to be written One option for specifying the minimum suspense level is to specify an amount that will apply to allowners The other option is to use the default minimum suspense level carried in the ID master file for each owner in which case each owner can have a different level The default minimum suspense level is entered into the ID master file by running the MENU ITEM ID NAMES amp ADDRESSES on the Application Master Files menu Under the owner section a data field called Minimum Check Amount is where this default minimum suspense level is entered If for any reason you want to hold the revenues of a particular owner and not disburse them to the owner the Pay Code on the Distribution Level must be set to Legal Suspense indicating the owner s revenues from that property are to be held in legal suspense Once revenues are placed into legal suspense they will not be paid unless you specifically release them for payment by running the menu item RELEASE LEGAL SUSPENSE on the Application Revenue menu Since there is a different distribution level for each property it is possible to pay an owner for the r
113. irectly enter adjustments to the cost basis or the reserves before making the next depletion calculations After the software has been installed the first step that must be performed is to setup the data files for your companies Each company must have it s own set of data files identified with a unique 3 digit company number as a part of the actual file name New companies are setup by using the menu item SETUP NEW COMPANY from the Company menu or by running the menu item CONVERT DOS FILES from the Administration menu You will be prompted for the 3 digit company number to be assigned to this company as well as the company name Since the 3 digit company number is a part of the actual file name it can contain only alphabetic and numeric characters no blanks dashes decimal points commas or any other special characters The training company is installed as a part of the software is assigned a company number of 999 You will assign all other company numbers and the only number which is reserved is 999 In addition to entering the expected information such as company name address etc you can stipulate which software modules are to be used by this company If you are not planning on running payroll for this company don t setup the payroll module You can always return to this menu item later and stipulate that the payroll module is to be setup As each software module is being setup the actual data fil
114. is payees check to cover a service charge required by a bank You can not exit from the editing of the list of payees for a lease unless the total amount in the Rental column exactly matches the Delay Rental amount previously entered in the lease master file and the total in the Decimal column is exactly 1 00000000 OGBOOKS Version 2 0 User Manual Page 104 As previously explained critical actions are entered for each lease The menu item PRINT CRITICAL ACTIONS on the Applications Lease Records menu provides an option to list the critical actions This option allows the user to restrict the list to certain leases specific counties specific states and to a specified range of dates Once this selection criteria is entered a list of all critical actions which meet this selection criteria is created and can be sorted into date order or in lease number order Each lease in the Lease Master File has a field called Lease Ends which is the termination date for the lease The menu item PRINT LEASE EXPIRATION REPORT on the Applications Lease Records menu allows the user to specify a date and a report will be created which includes all leases due to expire before the user supplied date The user can also restrict the report to certain leases and or certain states The menu item SELECT LEASES FOR PAYMENT on the Applications Lease Records menu allows the user to see what leases have payments due and to select w
115. is setup in the ID master file the person company is assigned a six digit alphanumeric ID number This ID number should be somewhat alphabetic since many reports are sorted in ID sequence It is recommended that the ID number be 3 alphabetic characters followed by three numeric characters An example would be to assign Bayside Computers Systems an ID number of BAY001 and if some other company person was already assigned that number assign Bayside Computer Systems an ID number of BAY002 The first OGBOOKS Version 2 0 User Manual Page 49 3 alphabetic characters should be the first 3 characters of a person s last name or the first 3 characters of a company name Use the menu item ID NAMES amp ADDRESSES on the Applications Master Files menu to add change or delete companies persons to the ID master file When running this program one of the options is to ADD a new company person When this option is chosen the user is prompted to enter the desired ID number for this new company person The input field allows the user to enter a maximum of 6 digits The user can enter the full six digits or can enter only the first 3 digits leaving the last 3 digits blank and the software will assign the next numeric value to the last 3 digits For instance if the user entered only BAY the software would make the ID number BAY004 if BAY001 BAY002 and BAY003 had already been used See the Help Subject entitled INTER COMPANY POSTINGS for discus
116. le for an operator to bill and collect money from owners in advance of performing the work See the section on ADVANCE BILL AFE COSTS TO OWNERS for an explanation concerning that advance billing process This section deals with the processing of the invoices from vendors relating to properties where the work has been advance billed to the owners When entering each invoice into Accounts Payable the user can specify the DL to be used for splitting the expense amongst owners The Distribution Level controls whether this charge is to be billed to the owners or if it is to charged against their advance payment When preparing your JIB s part of the selection process is to specify if you want to process Billable Expenses and do you want to process Charges Against Advances OGBOOKS Version 2 0 User Manual Page 100 When entering a G L Journal Entry via the menu item ENTER CHANGE G L JOURNAL ENTRIES on the Application G L menu or when entering an invoice into A P the user can specify a property and a Distribution Level to indicate the charge is to be billed to the owners on the Distribution Level for the specified property However the next field to the right of the Distribution Level entitled OWNER is available if you want to charge the entire amount to one owner If you enter the Distribution Level leave the Owner blank If you enter the owner number leave the Distribution Level blank The items to be billed Billa
117. lications Revenue menu The process followed in netting JIB invoices from your revenues when you print the revenue disbursement details consists of four different procedures which are performed when netting the JIB s from the revenues step 1 You can specify in the ID file if the owner s credit invoices are to be offset against the owners debit invoices The choices are NO don t offset YES Same Property or YES Any Property Any credit amp debit invoices that are offset will included on the revenue disbursement detail along with the invoices that were netted in steps 2 3 and 4 step 2 All revenues to be netted on a property by property basis are netted against the remaining debit JIB s step 3 All revenues to be netted against JIB s for any property are netted against the remaining debit JIB s step 4 Two methods exist for causing credit invoices to be refunded to an owner and OGBOOKS Version 2 0 User Manual Page 43 shown on the revenue disbursement details The first method is to indicate in the ID file that credits are always to be refunded This will cause all remaining credit invoices to be refunded by having them added to the revenue check The second method for refunding credit invoices is when you run the revenue disbursement details you are asked if you want to issue refunds to specific owners for credit invoices on the books If you indicate you want to issue refunds for
118. mation for submission of workman s compensation reports W 2 forms can also be printed or magnetic media created at yearend by using the menu item Process Payroll W 2s on the Applications Master Files menu on the Year End menu OGBOOKS Version 2 0 User Manual Page 41 The Revenue Distribution menu is shown below BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY WEDNESDAY 09 23 2009 i i Company Utilities Year End Internet lel Master Files AFE Accounts Payable Accounts Receivable Bank Reconciliation General Ledger Investor Management Joint Interest Billing Lease Records Payroll Depletion Owner Cross Reference Report Recall Revenue Chk Disbursements Enter Change Revenue Entries Distribute Revenues Release Legal Suspense Print Revenues Held In Suspense Print Purchaser Report Void Revenue Checks Revenues can be distributed to all owners working royalty or override interests with this software module Up to 50 different lists distribution levels can be created for each property by using the menu item REVENUE DISTRIBUTION LEVELS menu item on the Applications Master Files menu Each distribution level can have an unlimited number of owners but the list must total 100 One list might be created for distributing revenues on a property before payout while another list might be created for distributing revenues on the property after payou
119. mber itself is a unique user supplied 8 digit number consisting of any combination of alphanumeric numeric or special characters The AFE number can be less than 8 characters and this field is case sensitive upper and lower case are different OGBOOKS Version 2 0 User Manual Page 55 The following data is required for each AFE DATA FIELD FIELD DESCRIPTION Property number Each AFE must be related to a property Enter the property number or use the lookup feature to specify the property number AFE Status Active inactive or completed Required Property If the AFE is associated with one specific property enter the property number This field can be left blank Work To Begin On Enter the date the work is to begin This field can be left blank Estimated of Days Enter the estimated number of days to complete this job This field can be left blank Total depth of the wellbore This field can be left blank TD PBTD Pull back to depth This field can be left blank Enter the zone presently being produced This field can be left blank Enter the depth of the present perforations This field can be left blank Future Zone Enter the new zone to be produced after the AFE is completed This field can be left blank Future Perf Enter the depth of the perforations after the AFE is completed This field can be left blank G L Accounts Enter a list of G L accounts you have budgeted for this AFE including the estima
120. mn entitled PAY CODE If that owner s revenues on other properties are to be used also to payoff unpaid JIB invoices the Distribution Levels for those other properties must also be changed in a similar manner Once revenues are placed into legal suspense they will remain there until released for payment by the user Listings of the revenues presently held in legal suspense can be obtained by running the menu item PRINT REVENUES HELD IN SUSPENSE on the Application Revenue menu and selecting legal suspense to be listed rather than minimum suspense To release legal suspense for payment run the menu item RELEASE LEGAL SUSPENSE on the Application Revenue menu When running this menu item you must first build a table of who is to get the suspense you intend to release maybe the revenues are being divided equally between 3 heirs or maybe the revenues are simply being released to the original owner If you are simply releasing an owner s revenues for payment to that same owner your table would indicate the same owner number is to receive 100 of the revenues being released Whereas if an owner number Father had revenues held in legal suspense and it was determined that his revenues were to be released equally between three children your table would show the ID number of the 3 children with 2 of them receiving 33333333 of the revenues and the third child receiving 33333334 of the revenues Once the table is built and you are
121. n regarding an accumulator leave this field blank The valid codes to be entered into this field are SZ set accumulator to zero AA add account to accumulator SA subtract account from accumulator ZA zero the accumulator then add account to accumulator ZS zero the accumulator then subtract account from the accumulator Ax add accumulator x to this accumulator Sx subtract accumulator x from this accumulator Print Enter a code in this field to specify what prints The valid codes for this field are PA print the account PR print the reverse of the account if the account is a credit print as a debit etc OGBOOKS Version 2 0 User Manual Page 86 Px print the amount in accumulator x P print a line of single dashes in each column P print a line of double dashes in each column Skip Extra lines to skip after this line has printed This field can be left blank The valid entries for this field are 1 skip 1 extra lines 2 skip 2 extra lines 3 skip 3 extra lines N skip to a new page DIV This field can be left blank A value in this field causes percentages to be calculated and printed on this line The percentage is calculated by dividing the amount being printed by the amount in the accumulator specified by this field If you wanted to divide an account by an amount previously stored in accumulator 3 you would enter 3 in this field There are three types of reports available from
122. ner s interest in all properties 124 Review revenues being held in suspense 124 Transfer minimum suspense to legal suspense 1235 OGBOOKS Version 2 0 User Manual Page 6 The OGBOOKS software is managed by a Systems Administrator Every user is required to login to the software by providing an acceptable User Name and Password This User Name and Password control which companies which software modules which master files and which menu items the user has access to The System Administrator must login just like any other user and is identified by a special User Name and Password provided only by the manufacturer The System Administrator is provided access to several menu items not available to any other user These menu items available only to the System Administrator include GOTO COMMAND MODE USERS amp PASSWORDS USER RESTRICTIONS LOCK G L ACCOUNTING PERIODS CONFIGURE WORKSTATION CHECK AND FORMS ALIGNMENT BACKUP RESTORE DATA BUILD TRAVEL DISK RESTORE FROM TRAVEL DISK VALIDATE DATABASE PURGE HISTORY FILES CONVERT DOS FILES The menu item GOTO COMMAND MODE allows the Administrator to go behind the scenes and manipulate the Windows based data files usually under the direction of the manufacturer The menu item USERS amp PASSWORDS allows the Administrator to setup the User Name amp Password for a new user or to change the User Name amp Password of an existing user It also allows f
123. ng Workman s Comp Code Master File 53 Creating P R Deductions Adjustments Master File 53 Creating JIB Classes Master File 53 Creating Product Code Master File __ 5 LOADING INITIAL DATA O Z S o Load existing A P invoices 54 Load existing A R invoices 54 Load existing minimum suspense 54 Loadexisting legal suspense O Z O Z O i S 5 Load existing G L balances _ O O O Z O 55 __ AUTHORIZATION FOR EXPENDITURE AFE ss O Z O Jo o y y O See what AFE numbers exist 55 Setup a new AFE 55 See total amounts spent on an AFE 56 See detailed actual charges on an AFE 5 Enter Daily Field Reports Print Daily Field Report history Delete an AFE 57 Charge expenses to an AFE 58 Charge in house costs to an AFE 58 Advance bill owners for an AFE 59 Record charges against advances 6 k ACCOUNTS PAYABLE O Z S o O Setup a new vendor 61 Enter an unpaid invoice 62 Enter an invoice that has already been paid 63 See what invoices are still unpaid __ _ Selectinvoices to be paid __ _ o y O A O Write Accounts Payable checks 65 Setup recurring Accounts Payable invoices 65 Inquire about an invoice 66 Review payments to vendors OGBOOKS Version 2 0 User Manual Page 3 Remove an invoice before it is paid 67 Void an Accounts Payable check 67 Review A P 1099 data 68 Print actual 1099 forms 68 Create 1099 d
124. nted If you need to void a payroll check run the menu item VOID PAYROLL CHECKS on the Application Payroll menu and select the checks to be voided Click the Post button on the command line and the payroll system will be updated to reflect the voiding of the checks Run the menu item ENTER MANUAL CHECKS on the Application Payroll menu to enter and post a manually written check Be sure to enter the correct check date and employee number Once posted this manual check will be included in the payroll check history along with all computer produced checks Each time payroll checks are printed the user has the option of printing a check to the bank or the IRS for the Federal payroll tax deposit for that payroll run This check will include employee and employer payments for social security medicare and federal income taxes withheld from the employee OGBOOKS Version 2 0 User Manual Page 115 If the user does not elect to have the check for the deposit written at the time the payroll checks are written the following process should be followed to review the taxes owed and to pay the taxes The following procedure should be followed for state taxes as well Run the menu item PRINT TAX DEPOSIT REPORT on the Application Payroll menu and specify the desired range of dates A report will be printed which includes all payroll checks written during the specified period of time The report shows all federal taxes due plus all state
125. nter the batch number for this cash receipt Payment Type Select Other Check Date Enter the date of the check Date Received Enter the date you received the check Check Amount Enter the total amount of the check Deposit Reference Enter any reference desired date etc referring to the deposit of this check This field can be left blank OGBOOKS Version 2 0 User Manual Page 74 Comment Enter any description you desire It will simply print on in house reports This field can be left blank Once the above data has been entered another screen will appear where the user must enter the amount and the G L account to be credited or use the lookup feature to specify the G L account to be credited Multiple entries of amount and G L account can be entered and this process can t be terminated unless the total amount of the check has been credited to some G L account Once posted all cash receipts are retained in a history file and the menu item PRINT JIB PAYMENT HISTORY on the Application A R menu or the menu item PRINT REVENUE PAYMENT HISTORY on the Application A R menu allows the user to obtain a list of all the cash receipts for a specific accounting period a list of all cash receipts by property or a list of all cash receipts by customer purchaser The report of all cash receipts by customer purchaser can be restricted to certain or all customers purchasers and can be restricted to a range of dates
126. ntered into the expense history files for inclusion on Investor Management property reports To enter the manually calculated depreciation or amortization use the menu item ENTER CHANGE G L JOURNAL ENTRIES on the Application General Ledger menu The Depletion software module will perform all depletion calculations and print a report showing the resultant depletion See the section on the depletion module for detailed explanations But the Depletion module does not automatically post the depletion to the Investor Management history files The reason for not posting is based on the fact that the I M history files are maintained by property whereas the Depletion module calculates the depletion for a Depletion Field which is not necessarily one property A Depletion Field can be a combination of multiple properties at the user s discretion Since the calculated depletion is not posted to the I M history files it must also be entered into the history files the exact same way the depreciation and amortization is entered see previous discussion with the only exception being the G L account to be entered would be the G L Billable account for depletion The easiest method of determining which properties are the most profitable is to run the menu item PRINT O G OPERATIONS REPORT on the Application Investor Management menu This report allows the user to sort the properties into property number or into profitability order with the most profit
127. nu item allows you to add change or delete the unpaid A P invoices without updating General Ledger or the charges waiting to be billed When you run this menu item you can choose between processing A P invoices A R invoices or Revenue Suspense Since this menu item does not update G L it should not be run again once the initial A P invoices have been entered Run the menu item INITIALLY LOAD DATA FILES on the Application Utilities menu to get your existing A R invoices into the computer to get started This menu item allows you to add change or delete the unpaid A R invoices without updating General Ledger When you run this menu item you can choose between processing A P invoices A R invoices or Revenue Suspense Since this menu item does not update G L it should not be run again once the initial A R invoices have been entered Run the menu item INITIALLY LOAD DATA FILES on the Application Utilities menu to get your existing minimum suspense into the computer to get started This menu item allows you to add change or delete the revenues held in minimum suspense without updating General Ledger OGBOOKS Version 2 0 User Manual Page 54 When you run this menu item you can choose between processing A P invoices A R invoices or Revenue Suspense Since this menu item does not update G L it should not be run again once the initial minimum suspense has been entered Run the menu item INITIALLY LOAD DATA FILES on
128. o the hard disk or displayed on the screen with a later option to print The default option is to always display the report on the screen An additional printer has been added to your windows list of printers entitled Convert to OGBOOKS Version 2 0 User Manual Page 17 PDF This is not really a printer but selecting this as the desired printer causes the report to be saved to the hard disk in PDF format This Convert to PDF printer should never be selected as the Windows default printer Likewise when sending an OGBOOKS report to the printer and you check the Printer Setup box this Convert to PDF printer should never be selected OGBOOKS maintains a default printer to which all printed output will be directed and the OGBOOKS default printer is initially set to the same printer as the Windows default printer and the name of the OGBOOKS default printer will simply appear as Windows Printer If you want to select a different printer to be the OGBOOKS default printer run the menu item entitled Set Default Printer on the Utilities menu THIS CHANGES THE OGBOOKS DEFAULT PRINTER ONLY THE WINDOWS DEFAULT PRINTER IS UNCHANGED REPORT DESTINATION SEND TO A PRINTER This option to send a report to a printer will be accompanied by a description showing the name of the OGBOOKS default printer Additionally when you choose this option a checkbox will appear labeled Printer Setup If you check this box y
129. o use the menu item REMOVE COMPLETED AFE s on the Application AFE menu This menu item will remove all AFE s and their OGBOOKS Version 2 0 User Manual Page 57 associated Daily Field Reports whose status in the AFE master file is set to completed indicating the AFE is completed To change the status run the menu item AFE FILE MAINTENANCE on the Application AFE menu Choose the Find option on the command bar to find and display the desired AFE and then choose the edit the data fields for this AFE Three menu items allow the entry of charges to an AFE Discussions follow for each of these menu items MENU ITEM DESCRIPTION New A P Invoices As anew invoice is entered into A P one of the data fields is entitled AFE If you want to charge an amount to an AFE enter the AFE number in this field or use the lookup feature to specify the AFE number Since each AFE is associated with a property you must also have entered the property number in the prior field entitled Property Recurring A P Invoices When entering a recurring A P invoice the process of charging an AFE is the same as that described above Remove A P Invoices This menu item is used to delete an existing A P invoice but not yet paid Since an AFE could have been charged when the invoice was entered you might need to credit the AFE if you remove the invoice If you want to charge an amount to an AFE enter the AFE number in the AFE field
130. on description amount skip amp G L account can be entered as desired for each invoice This menu item can be used to add change or delete charges to be printed on the miscellaneous invoice The actual printing of the miscellaneous invoices is accomplished by using the menu item PRINT MISCELLANEOUS INVOICES on the Application A R menu The invoices can be printed multiple times The invoice numbers for these invoices will automatically be provided by the software but you must enter the invoice date If the invoices are not as you desire you can change the charges add new charges etc and then print the invoices again The miscellaneous invoices are not finalized until the menu item POST MISCELLANEOUS INVOICES on the Application A R menu is performed This menu item will post the last batch of invoices that were printed into the system and erase the charges entered for those invoices unless the invoice was a recurring invoice in which case the charges will remain for invoicing again All monies received by your company should be entered as a cash receipt by using the menu item ENTER CASH RECEIPTS on the Application A R menu Cash receipts are entered into OGBOOKS Version 2 0 User Manual Page 71 batches to facilitate printing posting One batch of cash receipts are posted at a time and all cash receipts in the batch being posted will be posted to the same G L cash account and will be posted to the same G L accounting
131. or the specification whether Help tips is to be activated or wallpaper is to be shown on all screens for that user Regardless of these settings each individual user has the option of turning Help tips on off or activating deactivating wallpaper from the Help Menu The menu item USER RESTRICTIONS allows the Administrator to control which companies menu items and master files each user has access to A user can be allowed full read write access to a master file no access to a master file or read only access to a master file The main Master files include the ID file names amp addresses Property file G L Chart of Accounts file Payroll Employee file Distribution Level files Allocation Level files and Lease Records files The menu item LOCK G L PERIODS allows the Administrator to prohibit activity from being posted to an accounting period in G L once that period is finished The menu item CONFIGURE WORKSTATION allows the Administrator to specify the location of the ADOBE reader program which is used to process PDF files OGBOOKS Version 2 0 User Manual Page 7 The menu item CHECK AND FORM ALIGNMENTS allows the Administrator align the printing of checks 1099 forms and W 2 forms The menu item BACKUP RESTORE DATA allows the Administrator to backup or restore data files for any company to any drive The menu item BUILD TRAVEL DISK allows the Administrator to copy all of the programs
132. or use the lookup feature to specify the AFE number Since each AFE is associated with a property you must also have entered the property number in the prior field entitled Property The menu item ENTER CHANGE JOURNAL ENTRIES on the Application General Ledger menu is used to charge expenses not associated with A P in house to an AFE As a new Journal Entry is entered one of the data fields is a field entitled AFE If you want to charge an amount to an AFE enter the AFE number in this field or use the lookup feature to specify the AFE number Since each AFE is associated with a property you must also have entered the property number in the prior field entitled Property OGBOOKS Version 2 0 User Manual Page 58 The menu item ENTER ADVANCE REQUESTS on the Applications JIB menu allows the user to enter an Advance Billing request When entering an Advance Billing Request the following data fields are required DATA FIELD DESCRIPTION Property Each advance billing is for a specific property Enter the property number or use the lookup feature to specify the property number The advance billing can be billed to all owners on a DL or it can be billed entirely to one owner To bill the advance to all owners on a DL leave the next field owner blank and enter the Distribution Level or use the lookup feature to specify the DL in this field To charge the entire Advance Billing to one s
133. orts This field can be left blank or you can enter reference number simply for referral purposes on the G L reports REFERENCE As postings are performed in other software modules G L transactions are created and sent to the G L module to be put on the books Certain validation procedures need to be performed before these pending transactions are actually placed on the books Use the menu item PRINT POST PENDING TRANSACTIONS on the Applications G L menu to validate the pending transactions waiting to be put on the books This program can be run daily once a week once a month whenever and each time it is run the user specifies an accounting period year and month and all pending transactions for the specified period will be validated and posted to the books if so directed by the user These pending transactions will not appear on any G L reports until they have been posted to the books If during the validation process errors are discovered invalid accounts debits not equal credits the errors will be detailed on a report and the posting of the pending transactions will be aborted Errors can be resolved by using the menu item REVIEW JOURNAL ENTRIES on the Application General Ledger menu This program allows the user to add change or delete pending transactions When adding or editing pending G L transactions via the REVIEW JOURNAL ENTRIES menu item on the Application General Ledger menu the following data fi
134. oth operated as well as non operated properties A non operated property can be setup like any other property and revenue and expense Distribution Levels can be established for the non operated property These DL s for the non operated property should include only two owners 999500 your company and OUTSID dummy owner for grossing up to 8 8ths For instance if you had a 10 working interest and an 8 percent net revenue interest the Distribution Levels should be setup as follows EXPENSE DL OWNER DECIMAL 10000000 90000000 REVENUE DL OWNER DECIMAL 999500 08000000 92000000 Invoices from the outside operator could be entered along with all other invoices and the expenses could be charged to the non operated property Likewise revenue checks received from outside operators could be entered along with all other revenue checks The history of expense and revenues for non operated properties would then be automatically updated along with operated properties when the JIB s and the revenues are posted In order to track payout status you must first define the payout situation by using the menu item PAYOUT STATUS REPORT on the Application Investor Management menu Whenever an owner goes non consent on a workover you might want to track the status of that well to see whenever payout has been reached per the stipulations in the Operating Agreement regarding non consent interests Or you might want to track your net revenues
135. ou will be allowed to again select the desired printer for this report only the pages to be printed and number ofcopies THIS DOES NOT CHANGE THE OGBOOKS DEFAULT PRINTER IT IS FOR THIS CURRENT REPORT ONLY REPORT DESTINATION PDF DISK FILE This option allows the user to enter a description for the name of the file to be saved to the disk This name can not contain spaces commas periods etc When the report is produced you will be given the opportunity to specify the printer to receive the report and you must choose the printer called Convert to PDF You will then be allowed to specify the name and location for the file Do not enter anything just hit Save to proceed All saved files will be placed in a folder called PDF_FILES These saved reports are converted to PDF format that allows them to be viewed or printed on any printer or to be attached to an email REPORT DESTINATION SCREEN DISPLAY This option will display the report on the screen and allows the report to be printed after review on the screen If you elect to print the displayed report all pages will be printed on the OGBOOKS default printer MANAGING PDF DISK FILES The menu item called MANAGE PDF FILES on the Utilities menu allows the user to view a saved report print a saved report or erase a Saved report View Print A Report The names of all saved reports are displayed and the desired report can be selected The ADOBE READER program is then
136. out Two lines of description can be entered to explain what action is to be taken once payout is achieved This field can be left blank All data regarding an owner s advance is automatically accumulated when you do the Advance Billing when the cash receipt for payment of the advance is posted and when the JIB processing of Charges Against Advances is posted Use the menu item ADVANCE STATUS REPORT on the Application Investor Management menu to print reports which show the status of an owner This report will show all advance billings to the owner all payments by the owner all charges against the advance and where the owner stands with you on a cash basis NOTHING AUTOMATICALLY HAPPENS WHEN THE ADVANCE IS SPENT This report should be run each month after the JIB s are finished to monitor the status If you begin to exceed the amount of the advance the decision of what to do is yours alone the software will not automatically do anything Your options include issuing an additional advance billing and continuing to charge the expenses against advances continuing to overrun by charging the expenses against the advance and not issuing an additional advance billing or don t charge any more invoices against advances and instead bill out the new charges OGBOOKS Version 2 0 User Manual Page 93 Neither depreciation nor amortization are presently calculated by the software However each can still be calculated manually and e
137. ow BAYSIDE TRAINING COMPANY Le fi Company Utilities Accounts Payable Accounts Receivable General Ledger Investor Management Add or Change Checks Deposits Post Cleared Cks Dep Adj Joint Interest Billing Reconcile Bank Statement Lease Records Reconcile To G L Payroll Print Checkbook Listing Revenue Distribution Balance Manual Checkbook Depletion The purpose of the Bank Reconciliation module is to maintain a check deposit register for each bank account such that when a bank statement is received the reconciliation of that statement can be achieved with minimal effort Bank accounts are maintained for each G L cash account Each check processed by the software is automatically captured by the Bank Reconciliation module Cash receipts are also captured automatically The A R module can be configured to post each cash receipt to Bank Reconciliation as a deposit or to post the entire batch of posted cash receipts as one big deposit to Bank Reconciliation A listing of your checkbook showing a running balance can be obtained at any time via the PRINT CHECKBOOK LISTING menu item on the Applications B R menu When a bank statement is received the checks deposits that have cleared the bank can be entered into the computer by using the POST CLEARED CKS DEPOSITS menu item on the Applications B R menu The user is prompted by having the oldest check deposit which has not cleared the bank display
138. pecific owner leave the prior field DL blank and enter the owner number or use the lookup feature to specify the owner number in this field Enter the JIB CLASS A Z you want this advance billing to appear under when the invoices are printed Description Enter the description you want to appear on the invoices for this Advance Billing Advance Amount Enter the total amount to be advance billed The entering of this Advance Billing Request results in the addition of this request to the items awaiting processing in the JIB module The actual creation of the individual invoices per this Advance Billing Request is accomplished by performing a JIB run and selecting Advance Billings to be processed see the JIB sections for detailed processing instructions OGBOOKS Version 2 0 User Manual Page 59 Four menu items allow the entry of charges to be applied against advance payments Discussions follow for each of these menu items MENU ITEM DESCRIPTION New A P Invoices As anew invoice is entered into A P one of the data fields is a field entitled Property If you want to charge an amount to a property enter the property number in this field or use the lookup feature to specify the property number Another field entitled DL must also be entered or use the lookup feature to specify the Distribution Level to be used to split the charge amongst owners The distribution level will determine which owners are to
139. period So if some cash receipts are deposited in one bank account while others are deposited into a different bank account they must be entered into two different batches Likewise if some cash receipts are to be posted to June and others are to be posted to July they must be entered into two different batches Three different types of cash receipts can be processed but this discussion involves only the entering of a cash receipt where a customer is paying our invoice When entering cash receipts for payment of our invoices the following data fields are required DATA FIELD DESCRIPTION Enter the ID number or use the lookup feature to specify the ID number of the person making the payment Check Number Enter the number of the check you received Batch Number Cash receipts are entered into batches to facilitate EN ina ee Enter e batch number fr tis ash eit Payment Type Select JIB Payment Check Date Enter the date of the check Date Received Enter the date you received the check Check Amount Enter the total amount of the check Deposit Reference Enter any reference desired date etc referring to the deposit of this check This field can be left blank Comment Enter any description you desire It will simply print on in house reports This field can be left blank Once the above data has been entered a table will appear on the screen and you must identify which invoices are being paid in this table and yo
140. pplication A R menu When entering a manually produced invoice the following data fields are required DATA FIELD DESCRIPTION Enter the ID number or use the lookup feature to specify the ID number of the person receiving the invoice Invoice Number Enter the invoice number Batch Number Manual invoices are entered into batches to facilitate printing posting Enter the batch number for this invoice Property Number If this invoice is associated with a property enter the property or use the lookup feature to specify the property This field can be left blank Invoice Date Enter the invoice date Amount Enter the amount Debit is 100 00 credit is 100 00 G L Account Enter the G L accounts or use the lookup feature to specify the G L account to be debited or credited Multiple lines of distribution amount and G L account can be entered but debits must equal credits A typical entry would debit your Accounts Receivable account and credit an income account The manually produced invoices do not appear anywhere in the system until the menu item POST MANUAL INVOICES on the Application A R menu is executed If you desire you can enter the information to be invoiced have the computer print the actual invoice and post those invoices into the computer The end result is the same as typing the invoice by hand and entering the manual invoice as described above with the exception of having the compu
141. ral income tax withheld above and beyond that calculated from the normal tax tables enter the extra amount of federal income tax to be withheld from each pay check Federal Tax Table Enter the tax table number for federal income taxes for this employee Federal M S For federal income tax purposes is this employee married or single Federal Exemptions State Tax Table State M S State Exemptions Date Hired Date Terminated Date of Last Raise G L Acct Wages Enter the number of exemptions claimed by this employee for federal income tax purposes Enter the tax table number for state income taxes for this employee For state income tax purposes is this employee married or single Enter the number of exemptions claimed by this employee for state income tax purposes Enter the hire date for this employee This field can be left blank Enter the termination date for this employee If the employee is currently working this field should be left blank Enter the date this employee last received a raise This field can be left blank Enter the G L account or use the lookup feature to specify the expense G L account this employee s gross wages should be debited to when wages are paid OGBOOKS Version 2 0 User Manual Page 110 W C Class Enter the 1 digit code for the Workman s Compensation Class this employee belongs to Run the Workman s Comp Codes menu
142. re posted in the other software modules and transactions are sent to the General Ledger module reflecting the debits amp credits associated with the postings The General Ledger retains all detailed transactions for an unlimited number of years Transactions can be posted to any month of any year Everything in the G L module is controlled by the accounting period rather than by a date Once you are finished posting the books for an accounting period that accounting period can be locked at user s discretion to ensure that no further transactions are created or posted to that accounting period A report writer is used to format the financial statements Each report format is called a schedule and is assigned a unique name by the user when it is created There is no limit to the number of schedules that can be produced When the user becomes familiar with these details of creating a schedule the SCHEDULE MAINTENANCE menu item on the Applications G L menu allows the user to create a new schedule modify an existing schedule or delete a schedule G L transactions produced by the other software modules are collected in the G L module as pending transactions They are not yet on the books and as such will not appear on any G L reports Taking these pending transactions and posting them to the books is accomplished by OGBOOKS Version 2 0 User Manual Page 32 using the PRINT POST PENDING TRANSACTIONS menu item on
143. rsion 2 0 User Manual Page 87 the YEAR END menu ending balances for the current year are rolled forward to the next year and a chart of accounts is created for the next year Should you decide to postpone closing out the year you can continue to run all software modules and generate transactions to G L for as long as you desire To print a Lease Operating Statement you must have previously created a definition of the report and this definition is called a LOS Definition A LOS Definition is essentially identical to a G L schedule To add change delete or list a LOS Definition use the menu item LOS DEFINITION MAINTENANCE on the Application Investor Management menu The first line of a LOS Definition defines the report format whereas all other lines define what is to be calculated or printed When using the LOS DEFINITION MAINTENANCE program to add a new definition an existing definition can be duplicated if desired The following data fields are required on the first line of a definition DATA FIELD DESCRIPTION Definition Name Enter your own internal description for the definition This field does not appear on the resultant report Definition Title Enter the actual Title you want to appear on the resultant report All lines of a definition past line 1 require the following data fields DATA FIELD DESCRIPTION G L Account Either enter a G L account here and leave the revenue fields blank or enter all 3 of th
144. run the menu item PRINT DISBURSEMENT DETAIL on the Application Revenue menu to perform all the previously discussed calculations and netouts and the check stubs Disbursement Detail will be printed on single sheet paper If the disbursement details are correct proceed to print the actual checks by running the menu item PRINT REVENUE CHECKS on the Application Revenue menu If you are using the big checks run the menu item PRINT REVENUE CHECKS on the Application Revenue menu to print the check stubs and the checks themselves all together on one big check Regardless of which checks you are using you will be prompted for the following information when printing the checks i PROMPT DESCRIPTION Process WI Y N Do you want to process working interest revenues yes or no If you respond no all new working interest revenues will be placed into minimum suspense Process RI Y N Do you want to process royalty or override interest OGBOOKS Version 2 0 User Manual Page 121 revenues yes or no If you respond no all new royalty and override interest revenues will be placed into minimum suspense First CK Number Enter the beginning check number Check Date Enter the date to be placed on all checks written Don t Release Minimum Enter a month and a year and only minimum Suspense Beyond month and suspense with a month year of production equal to year or less than the specified month
145. s to display the same data for other 12 month periods of time An option is also available to print the screen at any time OGBOOKS Version 2 0 User Manual Page 95 The history files maintained in the Investor Management module retain the production revenues and expenses by owner by property Most all of the reports available on the I M menu provide the option of adding properties together in two different groupings by Prospect or by Lease Don t let the use of the terms Prospect and Lease become a problem In reality properties can be added together 2 different ways forget the terms Prospect and Lease When each property is created by running the menu item PROPERTIES on the Application Master Files menu the user can specify a value for the fields called Prospect and Lease or these fields could have been left blank As an example suppose you want to add properties together that were included in different purchases You could use either the field called Prospect or the field called Lease in the property master file to specify the purchase for each property If three properties were purchased from Jones Operating Co you could enter a value such as JONES in the Prospect field or in the Lease field for each of the 3 wells Six other wells that were purchased together from Houston Oil amp Gas might contain a value such as HOUSTON in the Prospect field or the
146. scription e DL OGBOOKS Version 2 0 User Manual Page 99 The menu item REVIEW UNBILLED EXPENSES on the Application JIB menu allows the user to change these fields place a charge on hold so it won t be processed or obtain a list of unbilled expenses Charges can t be added or deleted As discussed in the preceding section if an expense is charged to an incorrect JIB Distribution Level the DL can be changed by running the menu item REVIEW UNBILLED EXPENSES on the Application JIB menu But if the property or G L account is not correct a reversing G L journal entry must be entered and posted Such a reversing journal entry would credit the original property DL and G L account and the offset would be a debit to the correct property DL and G L account When this reversing G L Journal Entry is posted these two new entries debit amp credit would be sent to the JIB module to await billing If you now ran a list of unbilled expenses both the original charge and the credit would show for the wrong property and will appear on the JIB The OFFSETTING option on the command line of the menu item REVIEW UNBILLED EXPENSES on the Application JIB menu allows the user to specify the two entries which are for the same property amp G L account but are for opposite amounts one is a debit and the other is a credit and these two entries will be deleted from those charges awaiting billing On many occasions it is desirab
147. se Records menu Payroll Shows the entire Payroll menu Revenue Distribution Shows the entire Revenue Distribution menu Depletion Shows the entire Depletion menu OGBOOKS Version 2 0 User Manual Page 13 YEAR END MENU BAYSIDE TRAINING COMPANY Administration Company OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY Utilities Applications Year End Internet General Ledger Year End Closeout P R Year End Closeout P R Review W 2 Data P R Other Reportable Compensation P R Process W 2 s 1099 Review A P Data 1099 Review Revenue Data 1099 Review Lease Records Data 1099 Create 1099 Forms Files Print Colorado DR21 Forms G L Year End Closeout Closes the books for the current year rolls forward ending balances to next year and makes the next year the current year P R Year End Closeout Resets the employee earnings to zero P R Review W 2 Data Allows the user to edit the employee earnings data that will be shown on the W 2 form P R Other Reportable Allows the user to enter other amounts that must be included on the W 2 form P R Process W 2 s Allows the user to print actual W 2 forms or to create a file that can be submitted to the IRS 1099 Review A P Data Allows the user to edit payments made to vendors to be shown on 1099 forms 1099 Review Rev Data Allows the user to edit payments of revenues made to royalty override and working interest owners to be shown
148. sion 2 0 User Manual Page 5 Recall a Lease Records check 1090 e PAYROLL Setup a new employee 109 Modify Federal tax withholding tables 111 Modify social security amp medicare rates __ O mm Define Payroll deductions M Define Workman s Comp codes 112 Define types of additional pay 112 Handling state income tax withholding 112 Handling wage garnishments 113 Enter timecards 114 Write payroll checks 115 Voidapayrollcheck_ O o S5 ef Entera manual payroll check ss o O O 5 O Handling payroll tax deposits 115 Post payroll checks to Bank Rec 116 Post transactions to General Ledger 116 Review payroll check histor 116 Create W 2 forms 117 Review 941 data 117 Review Workman s Compensation wages Closeout the year REVENUE DISTRIBUTION Setup a new owner 118 Setup a propert 118 Setup a Revenue distribution level 118 Enter Revenue checks received si Y 08 Set default check minimums for each owner 119 Hold an owner s revenue in suspense 119 Net revenues against unpaid JIB invoices 119 Release Legal suspense 120 Select new revenues to be paid 121 Write revenue checks 121 Post revenue checks to Bank Reconciliation Post revenue checks to General Ledger Void a revenue check 123 Recall revenue check disbursement details 123 Review and print owner s 1099 s 123 Allocate revenues between properties 124 Review an ow
149. sions regarding the usage of specific ID numbers to accomplish the postings between companies Each person company in the ID file can be classified as a vendor an owner and or a purchaser One ID could be classified as all three or any combination of the 3 Depending on the classifications different information will be requested for the company person When the company owner is established in the ID file they are assigned an ID number Elsewhere in the software prompts will request a vendor number an owner number a purchaser number This is the same 6 digit number assigned to the company owner in the ID file It just has a different reference depending where it is being used Two very specific ID numbers are required and must be setup in the ID file One special ID number is 999500 which must be used to identify your own company When this specific ID number is encountered on a distribution level for a property the software recognizes it as your interest and will treat the expenses and revenues in a special manner different from all other owners on the property The second special ID number is OUTSID which must be used to identify outside owners This ID number is used on distribution levels to indicate an amount for which we were not billed or not paid This ID number is required on the distribution level to force a total of 100 Whenever this ID number of OUTSID is encountered on a distribution level it is used to gross up
150. ss L R Payee s 1099 s Include 1099s for L R payees Yes or No All 1099 files vendors property owners or lease holders are written to a file for file for later submission to the IRS by using the menu item 1099 CREATE 1099 FORMS FILES on the YEAR END menu Select the option to Create File for Electronic Submission and then supply the following information OGBOOKS Version 2 0 User Manual Page 68 DATA FIELD EXPLANATION Company Name amp Address Enter the actual company name amp address as they are to appear on the 1099 Company Tax ID Enter the company s tax id number Process A P 1099 s Include 1099s for A P vendors Yes or No Process Owners 1099 s Include 1099s for owners Yes or No Process L R Payee s 1099 s Include 1099s for L R payees Yes or No Letters can be sent to the vendors owners instead of printing actual 1099 forms All 1099 letters vendors property owners or lease holders are printed by using the menu item 1099 CREATE 1099 FORMS FILES on the YEAR END menu Select the option to Print 1099 Letters and then supply the following information DATA FIELD l EXPLANATION are to appear on the 1099 Process A P 1099 s Include 1099s for A P vendors Yes or No Process Owners 1099 s Include 1099s for owners Yes or No Process L R Payee s 1099 s Include 1099s for L R payees Yes or No Three different menu items are available on the Application A R menu whic
151. ssigned a unique 4 digit employee number Both hourly employees and salaried employees can be setup Tax tables are provided for the calculation of Federal income tax withholdings social security withholdings medicare withholdings workman s compensation withholding and certain state income tax withholdings The user can update the tax tables at any time Each company can have up to 26 standard deductions established for the withholding of such items as insurance 401k United Fund contributions and wage garnishments These deductions obviously differ from employee to employee therefore the amounts to be deducted in each category is maintained in the employee master file for a maximum of any 7 deductions Employees to be paid including the number of hours to be paid any special pay rate any special adjustments and any hours to be billed on the next JIB run can be entered by using the menu item Enter Timecards on the Applications Payroll menu Once such information has been entered the payroll is calculated gross wages taxes deductions etc by using the OGBOOKS Version 2 0 User Manual Page 40 menu item Calculate Deductions on the Applications Master Files menu A report can then be printed for review before printing the actual checks by using the menu item Print Payroll Review on the Applications Master Files menu If changes are required the input can be revised the tax tables revised or the employee master file
152. sts of a description of the list its purpose and an unlimited number of AFE numbers When entering the AFE numbers you can either enter the AFE number or use the lookup feature to specify the AFE number Daily field reports can be entered by using the menu item DAILY FIELD REPORT on the Applications AFE menu A Field Report must be entered for a specific AFE If you want to enter daily pumper reports on your wells setup a dummy AFE for each well with a Status of inactive and then you can enter Daily Field Reports for your active AFE s actual workovers etc as well as for your operating wells Each Daily Field Report is identified by the AFE number it is associated with and the work date In addition to the AFE number and the work date the following two fields must be entered DATA FIELD Today s FIELD DESCRIPTION The estimated costs spent on this day This field can be left blank A freeform unlimited in length field for entering the detailed report for that day Two methods are available for deleting AFE s The first method is to use the menu item AFE FILE MAINTENANCE on the Application AFE menu Choose the Find option on the command line to find and display the AFE to be deleted and then choose the Delete option on the command line to actually delete the AFE This will delete not only the AFE but also all Daily Field Reports for that AFE The second method of deleting AFE s is t
153. t files The user must specify the path and name for the export file and specify which format is desired The choices for the format are Lotus 1 2 3 Excel Text Comma Delimited The user can then select different types of data to be exported by first selecting a subject matter The choices are Vendors Owners Purchasers Properties A P Detail by Vendor A P Detail by Property A R Detail by Owner A R Detail by Property Unbilled Expenses by G L Account Unbilled Expenses by Property Legal Suspense by Owner Legal Suspense by Property Minimum Suspense by Owner Minimum Suspense by Property OGBOOKS Version 2 0 User Manual Page 21 G L Balances G L Detail by G L Account G L Detail by Property Distribution Levels by Owner Once the subject matter has been specified a list of data fields will appear and the user can choose which data fields are to be included in the export file Once the data fields are selected the export file is created The System Administrator menu allows the Administrator to backup restore all of the data files from a specified company onto any recordable device This includes any internal hard disk external hard disk floppy diskette memory stick on a USB port etc To backup data to a CD you must first backup your data to your hard disk and then exit this software and run the special software provided by your hardware manufacturer to burn a
154. t Each owner on a distribution level can be treated differently depending on the information specified when the distribution level is created Whether an owner is to pay any severance tax is specified for each owner on each distribution level Likewise whether an owner is to pay any marketing costs withheld by the purchaser is specified for each owner on each distribution level A pay code is also specified for each owner indicating whether the owner is to be paid placed in legal suspense netted against unpaid JIB invoices on the same property or netted against unpaid JIB invoice from any property Revenues will not be disbursed to an owner if the distribution level stipulates the revenues are to be placed in legal suspense In this case the owners revenues will be retained by the operator held in legal suspense until the operator takes the overt step to release the OGBOOKS Version 2 0 User Manual Page 42 revenues for payment by running the menu item RELEASE LEGAL SUSPENSE on the Applications Revenue menu Revenues will also not be disbursed to an owner if the total amount of the check is less than the minimum Each time a revenue check run is made a minimum is established by stating a minimum applicable for all owners or by stating that the default minimum for each owner found in the ID file will be applicable The revenue checks are entered by using the menu item ENTER CASH RECEIPTS on the Applications Accounts Receivable menu
155. taxes due to each individual state Once the amount of taxes owed has been determined enter an active invoice into Account Payable for the federal taxes you want to pay and also enter an invoice for each state to whom you intend to pay the taxes When entering these invoices debit the same G L accounts as are currently specified for social security payable medicare payable federal tax w h and state tax w h in the Configuration file for the Payroll section When your company was first setup interfacing of the payroll module to Bank Reconciliation was specified To see if the interfacing of payroll to Bank Reconciliation is activated or to change the interfacing specification run the menu item CONFIGURATION MAINTENANCE on the Utilities menu Select the Payroll portion and one of the configuration options will address the interfacing of Payroll to Bank Reconciliation Select yes if you want to have Payroll checks automatically recorded in the Bank Reconciliation files or select no to suppress the posting of Payroll checks to the Bank Reconciliation files When your company was first setup interfacing of the payroll module to General Ledger was specified To see if the interfacing of payroll to General Ledger is activated or to change the interfacing specification run the menu item CONFIGURATION MAINTENANCE on the Utilities menu Select the Payroll portion and one of the configuration options will address the interfacing of
156. te ona employees timecard who worked in Texas If you have a need for other states please contact Bayside Computer Systems Inc OGBOOKS Version 2 0 User Manual Page 112 If you want to garnish employee wages the following information must be entered into the employee master file for that employee by running the menu item EMPLOYEES on the Applications Master Files menu DATA FIELD DESCRIPTION Garnishment An unlimited of lines are available to describe the reason Description for garnishing this employees wages Garnishment Send Pay Enter the ID number or use the lookup feature to specify To the ID number of the person company to receive the garnished wages Garnishment Amount Enter the dollar amount to be garnished from this employee s wages each payroll period Enter or not both Garnishment Amount Enter the percent of gross wages to be garnished from this employee s wages each payroll period Enter or not both Last Payment Enter the date of the last garnishment of this employees wages Paid To Date Enter the total dollar amount already garnished from this employee Enter the payroll cycle when the garnishment is to be taken CY Whenever a payroll run is conducted the above fields in the employee master file are examined to see if any wages are to be garnished from an employee If the above data fields are blank no wages are garnished If the above dat
157. ted amount for each account The menu item AFE SUMMARY REPORT on the Applications AFE menu will produce a report which shows the total amount budgeted vs the total amount spent for each G L account that has incurred costs plus the AFE in total This report shows totals only The menu item AFE DETAIL REPORT on the Applications AFE menu shows each individual charge vendor invoice amount etc that has been incurred These detailed charges are grouped by G L account with total incurred vs total budgeted printed for each G L account and for the AFE in total OGBOOKS Version 2 0 User Manual Page 56 The menu item AFE CONSOLIDATION REPORT on the Applications AFE menu will add specified AFE s together and print a report identical in format to the AFE SUMMARY REPORT The method of specifying the AFE s to be added together is by specifying a previously created Consolidation List that contains the AFE numbers to be added together The menu item CONSOLIDATION LIST MAINTENANCE on the Applications AFE menu provides the means of creating changing or deleting Consolidation Lists Each Consolidation List is identified by an unique user supplied 10 digit Consolidation List number composed of any combination of alphanumeric numeric or special characters This number can be less than 10 characters and is case sensitive upper and lower case are different Multiple Consolidation Lists can be created The Consolidation list consi
158. tem on the HELP OGBOOKS Version 2 0 User Manual Page 22 menu that allows the user to change the setting for help tips for the current session AUTOMATIC BACKUPS this feature is always turned on when you first login As such prior to posting JIB invoices or prior to posting revenue checks a complete backup of your company s data files is performed automatically Additionally there is a menu item on the HELP menu that allows the user to change the setting for AUTOMATIC BACKUPS for the current session WALLPAPER wallpaper is the background on the screen The login screen and the main menu screen always have wallpaper displayed parchment Wallpaper is initially turned on or off for all other screens based on the user name Additionally there is a menu item on the HELP menu that allows the user to change the setting for wallpaper for the current session NEW ID NUMBER each owner vendor purchaser must be added to the ID file and assigned a unique 6 digit ID number The user has the option of either entering the desired 6 digit number or entering just the first 3 characters and the software will add the last 3 digits 001 002 etc This option is controlled by running the CONFIGURATION MAINTENANCE menu item on the Utilities menu and selecting OVERALL COMPANY POSTING REPORTS every posting menu item produces reports showing what was posted These reports can either be printed at the time of the posting run or they can be
159. ter actually print the invoice To enter the charges to appear on a miscellaneous invoice run the menu item ENTER MISC INVOICES on the Application A R menu When entering miscellaneous charges to be invoiced the following data fields are required OGBOOKS Version 2 0 User Manual Page 70 DATA FIELD DESCRIPTION Customer Number Enter the ID number or use the lookup feature to specify the ID number of the person receiving the invoice Recurring Y N Is this a recurring invoice Yes or No Regarding This field allows the user to enter a reference for this invoice to distinguish it from another invoice for the same customer This field does not appear on the actual invoice This field can be left blank Property Number If this invoice is associated with a property enter the property or use the lookup feature to specify the property This field can be left blank Batch Number Misc invoices are entered into batches to facilitate printing posting Enter the batch number for this invoice why this invoice was sent This field can be left blank Charge enter as much description as desired Amount Enter the amount to be invoiced Skip Skip 1 2 or 3 lines after this line is printed This field can be left blank G L Account Enter the G L account or use the lookup feature to specify the G L account to be credited normally an income acct or sales tax acct As many lines of distributi
160. ter menu The second method of accessing the calculator is available from any screen on which you are entering a numeric field If you double click on the numeric field the calculator will be activated When you are finished with the calculator two options are available You can click on CLICK HERE TO RETURN W O BALANCE box and you will be returned to the original screen and the calculation result will be ignored Or you can click the CLICK HERE TO STORE BALANCE box and you will be returned to the original screen with the results of the calculation stored as the value of the numeric field OGBOOKS Version 2 0 User Manual Page 16 A simple easy to use calendar is available for establishing dates This calendar always displays 3 months at a time starting with the prior current and next month You can advance or reverse the months shown The calendar can be accessed in two ways A menu item CALENDAR on the Utilities menu takes you directly to the calendar screen When you are finished click the CLICK HERE TO RETURN box and you will be returned to the Master menu The second method of accessing the calendar is available from any screen on which you are entering a date field If you double click on the date field the calendar will be activated When you are finished with the calendar two options are available You can click the RETURN amp IGNORE SELECTED DATE box to return to the original screen with the selected
161. ternet BAYSIDE TRAINING COMPANY Company Utilities Goto Command Mode Users amp Passwords User Restrictions Lock G L Accounting Periods Configure Workstation Check and Forms Alignment Backup Restore Data Build Travel Disk Restore From Travel Disk Validate Database Purge History Files Convert DOS Files OGBOOKS Version 2 0 User Manual Page 9 Goto Command Mode Used by manufacturer personnel to go behind the scenes to troubleshoot problems set options etc Users amp Passwords Allows administrator to establish new user names and passwords and set options for each user User Restrictions Allows administrator to place restrictions on an user Administrator could restrict company access application module access menu item access and access to files Lock G L Acctg Periods Allows administrator to lock specific accounting periods so no further G L transactions can be posted to that period Configure Workstation Allows administrator to specify where the ADOBE Reader program is located for each of nine workstations Check and Forms Align Allows administrator to establish specific printing locations for all checks and forms Backup Restore Data Allows administrator to backup or restore all data files for a specific company Build Travel Disk Allows administrator to create a memory stick containing all of the programs data files etc such that the memory stick can be connected to a different computer and
162. the A P invoices waiting to be paid Accounts Receivable the G L balance is compared to the sum of the A R invoices currently unpaid Unbilled Expenses the sum of all billable accounts are compared to the expenses waiting to be billed in the JIB module Minimum Suspense the G L balance is compared to the revenues currently held in minimum suspense Legal Suspense the G L balance is compared to the revenues currently held in legal suspense Bank Balances the G L balance is compared to the current balance found in the Bank Reconciliation data file OGBOOKS Version 2 0 User Manual Page 24 The Reconcile G L vs Property Expenses menu on the Investor Management menu compares the cutback accounts owner 999500 interest to the amounts shown in the property history files in Investor Management These should agree with each other The Print A R Balance Validation Report on the Accounts Receivable menu includes any owner whose currently unpaid A R invoices do not agree with the current balance as shown on the A R Balance Forward Report This data is maintained in 2 different data files and they should always agree Pressing the Print Screen button on the keyboard at any time will cause the current screen to be printed A Distribution Level is a 2 digit number used to denote a list of owners and their decimal interest on a specific property Distribution Levels from 01 49 are restricted to Expenses and Distribution Le
163. the Application Utilities menu to get your existing legal suspense into the computer to get started This menu item allows you to add change or delete the revenues held in legal suspense without updating General Ledger When you run this menu item you can choose between processing A P invoices A R invoices or Revenue Suspense Since this menu item does not update G L it should not be run again once the initial legal suspense has been entered The easiest means of entering the G L balances is to enter a G L journal entry containing the balance for each account and then post this journal entry to a previous month in your books To enter the G L journal entry run the menu item ENTER CHANGE G L JOURNAL ENTRIES on the Application General Ledger menu Then post the journal entry by running the menu item POST G L JOURNAL ENTRIES on the Application General Ledger menu If you are prompted to enter an AFE number in any software module one option is to use the lookup feature and a popup window will be produced which shows all AFE numbers Another means of seeing existing AFE numbers is to run the menu item AFE MAINTENANCE on the Applications AFE menu One of the choices on the command bar is List and a listing can be printed or displayed on the screen showing all current AFE numbers Run the menu item AFE MAINTENANCE on the Applications AFE menu to setup a new AFE or to change or delete an existing AFE The AFE nu
164. the Applications G L menu This menu item will print a report showing all pending transactions for the specified accounting period and check to ensure debits credits and all accounts are valid If any errors are found the pending transactions will not be put on the books and the user must run the menu item REVIEW JOURNAL ENTRIES on the Applications G L menu to correct the pending transactions and then again run the PRINT POST PENDING TRANSACTIONS menu item on the Applications G L menu Once the transactions are posted to the books all G L reports will reflect these transactions The structure of the G L account number is ten alphanumeric characters in total which are divided into a 2 digit department 4 digit account and a 4 digit sub account The assignment of these account numbers is at the discretion of the user Even though the account is broken into these three parts the fact is that every time a G L account number is requested the full 10 digit number must be entered If you have 2 cash accounts you could assign two different account numbers without a sub account or you could assign the same account with different sub account numbers The use of the department portion of the number is left to the user However even if the department number is not used it remains the first two characters to be entered even if they are blank It is suggested that in cases where you are not using the department portion of the account number m
165. the G L module They are a Trial Balance a Detailed Ledger and reports produced via schedules Balance Sheets P amp L Statements etc The Trial Balance will list each G L account with net change for a specified accounting period and the ending balance as of the specified accounting period The Trail Balance is printed by using the menu item PRINT TRIAL BALANCE on the Application General Ledger menu The Detailed Ledger lists each detailed transaction for a specified range of G L accounts The Detailed Ledger is printed by using the menu item PRINT DETAILED LEDGER on the Application General Ledger menu To print reports using schedules use the menu item PRINT FINANCIAL REPORTS on the Application General Ledger menu and specify the schedule to be used for the desired report Any of these reports can be run at any time for any accounting period for any year As you recall when G L transactions are generated by the other software modules they are sent to the G L module and become Pending Transactions They are not yet on the books and certain processing must be performed in the G L module to put these Pending Transactions on the books Therefore once you have finished posting all pending transactions to the books for the current year you must decide if you want to closeout the year at this time or postpone the closing of the books When you run the menu item GENERAL LEDGER YEAR END CLOSEOUT on OGBOOKS Ve
166. the expense or the revenue to 8 8 ths Each entity that you want to record expenses and or revenues must be established as a property in the Property Master File Typically these entities would be wells prospects etc but they could also be ranch workover rig etc Properties are maintained by using the menu item PROPERTIES on the Applications Master Files menu Each property must be assigned a property maximum of 8 digits A property type must be declared for each property and the property must be declared to be active or inactive OGBOOKS Version 2 0 User Manual Page 50 Revenues and expenses are maintained at the property level however properties can be added together on reports Properties can be grouped by field operator prospect or lease Up to 49 different lists of owners can be maintained for use in splitting expenses on a property Likewise up to 49 different lists of owners can be maintained for use in splitting revenues on a property These lists are called Distribution Levels Each list is assigned a 2 digit number by the user with numbers 01 49 available for expense Distribution Levels and numbers 50 99 available for revenue Distribution Levels Each Distribution Level can contain an unlimited number of owners but the total decimal interest for all owners on a Distribution Level must equal exactly 100 Expense Distribution Levels differ slightly from revenue Distribution Lev
167. the invoice to properties for billing or for accrual against advances already paid on the property by the owners As the invoices are posted into the system charges are automatically transferred to the other software modules G L JIB AFE etc For A P invoices that are identical each month Recurring A P Invoices can be created and can be posted month after month without reentering the data As with regular invoices the recurring invoices can distribute charges to AFE s G L accounts and properties for billing A vendor history file is maintained for all invoices paid by the computer or entered as prepaid invoices This history file is automatically examined as new invoices are entered to determine if the invoice has already been entered The user can also examine the vendor history file to determine when if invoices have been paid Paying A P invoices consists of first selecting the invoices to be paid then writing the actual checks and finally posting the last check run Checks can be printed as often as necessary in order to obtain the correct results Unless the final step of posting the A P checks is performed the invoices remain unpaid and the user can rerun the selection and printing of checks over and over OGBOOKS Version 2 0 User Manual Page 27 Once an active invoice has been posted into the system it can be removed by only 2 methods One method is to pay the invoice on a check and post the check run This will cause the in
168. tical for that shown previously for entering an active invoice with the following exceptions DATA FIELD DESCRIPTION Invoice Status Invoice Date not required Due Date not required Discount Amount not required Discount Percent not required When the recurring invoices are posted a due date is specified for all invoices being posted The menu item A P INVOICE INQUIRY on the Application Accounts Payable menu allows the user to specify any combination of VENDOR INVOICE and or AMOUNT and the A P system will be searched for any invoice which meets this criteria and display the invoice and it s status on the screen If an invoice has been entered into the computer it would reside in one of three locations It would either be pending it has been entered but not yet posted into the system unpaid waiting to be paid or paid The resultant display will indicate such status of any invoice which matches the user specified criteria If you know the vendor and the invoice amount but don t know the invoice enter just the vendor number or use the lookup feature to specify the vendor number and the amount Any invoice of that amount from that vendor would be displayed Another example would be if you only knew the invoice amount enter just the amount and any invoice from any vendor for that amount would be displayed Every invoice paid via a computer check or is entered as a prepaid invoice is automatically ret
169. tion Print Miscellaneous A R Invoices Remove A R Invoices Recall Miscellaneous A R Invoices Enter Cash Receipts Apply Credit Memos Print Open Receivables Stmt Print Balance Forward Stmt Print Aged Receivable Report Print JIB Payment History Print Revenue Receipts History Print A R Validation Report Print A R Recap Report The Accounts Receivable module centers around a file which contains all the open unpaid invoices There are 4 different methods by which invoices are added to this file They are e MANUAL INVOICES are those invoices that are produced by hand They can be entered into the open receivables file by running the menu item ENTER MANUAL A R INVOICES on the Applications A R menu and running the menu item POST MANUAL A R INVOICES on the Applications A R menu e MISCELLANEOUS INVOICES are those invoices that are generated which are not associated with a property Charges to be billed can be entered using the ENTER MISC A R INVOICES menu item on the Applications A R The invoice can be printed using the PRINT MISC A R INVOICES menu item on the Applications A R The printed invoices can be posted using the POST MISC A R INVOICES menu item on the Applications A R OGBOOKS Version 2 0 User Manual Page 29 e INITIALLY LOAD DATA FILES has been provided to allow the user to add change or delete the existing A R invoices directly into the open receivables file
170. to be billed to properties When the menu item POST G L JOURNAL ENTRIES on the Application G L menu is executed all billable charges are automatically sent to the JIB module to await billing These charges awaiting billing will continue to accumulate in the JIB module until the billing is actually performed At that time the user selects the charges to be billed and once billed these charges are automatically removed for those awaiting billing There are several instances in which you receive a bill each month for a varying amount but you always split the bill amongst several properties in the same proportions An example would be a utility bill for one utility meter supplying electricity to 10 different wells and you have derived appropriate percentages for allocating this bill to the 10 properties Rather than OGBOOKS Version 2 0 User Manual Page 98 entering 10 different distributions of this invoice when entering the invoice into A P another option is available to ease this entry process A maximum of 49 JIB Allocation Levels can be created by using the menu item JIB ALLOCATION LEVELS on the Application Master Files menu Each Allocation Level is assigned an Allocation Level number 01 49 similar to an JIB Distribution Level however an allocation level allows the user to specify a property JIB Distribution Level and percentage for use in splitting an expense Each Allocation Level must total 100 So maybe Allocation
171. tself does not stipulate which properties are included The menu item PROPERTIES on the Applications Master Files menu allows the entry of a Depletion Field for each and every property Therefore if you created a Depletion Field number ABC and this field included three properties each of the three properties must contain the value ABC in the Depletion Field portion of the property file OGBOOKS Version 2 0 User Manual Page 44 The actual depletion calculations are performed by using the menu item CALCULATE DEPLETION on the Applications Depletion menu The revenue and expense history files are then searched for the specified period of time to determine the net and gross revenues for each property The reserves are based on gross revenues available not volumes Therefore the reserves are reduced by the gross revenues received whenever the depletion calculation results are posted At this point the newly calculated depletion has not been posted and is not yet reflected as depletion having been taken The depletion calculations are finalized by running the menu item POST CALCULATED DEPLETION on the Applications Depletion menu A history file of the posted depletion and associated adjustments to the cost basis and reserves is maintained for each Depletion Field The history file can be viewed and changed by running the menu item DEPLETION HISTORY on the Applications Depletion menu This menu item allows the user to d
172. u This will replace all data files on the main computer hard disk with the data files from the memory stick Care must be taken to ensure that data is not entered or processed on the main computer from the time you created the memory stick until you restore from the memory stick Any such entries or processing would be lost The Internet menu item on the main menu allows the user to build a list of web site addresses some are provided by the manufacturer The desired web site address can then be selected and you can connect directly to that web site via the internet without leaving OGBOOKS Once connected you have the full functions of your browser available to you favorites printing etc When finished terminating the internet connection will return you to OGBOOKS This is just a simple way to connect to the internet without having to leave OGBOOKS and then return when you are finished It is critical that a simple easy review can be performed at any time to ensure the integrity of your data files The following 3 menu items are provided to allow the user to perform this review of data files at any time The Visit To The Doctor menu on the Utilities menu calculates the G L balance assuming all transactions were posted to the books and compares that G L balance to the corresponding data files to verify they are in agreement The balances that are checked include Accounts Payable the G L balance is compared to the sum of
173. u can t exit until the full amount of the check has been applied The table consists of two columns one entitled amount and the second entitled inv When you choose to apply payment to another invoice Add a window will appear with all of this customers unpaid debit invoices shown and you can pick the invoice you want That invoice number will be inserted in your table with the full amount owed on the invoice in the amount column If that is not the amount you want to apply towards the invoice you can change the amount at this time This process of building your table continues until the full amount of the check has been applied If you have any amount remaining and don t know what invoice is to apply it to click on issue credit When posted this will cause a new invoice to be added to A R for this customer This new invoice is assigned a unique invoice number just like any other invoice but the invoice amount is negative Lines can be added changed or deleted in your table until you have the correct application of this cash receipt These cash receipts are not finalized until you execute the menu item POST CASH RECEIPTS on the Application A R menu Once posted any invoices paid off will no longer appear as unpaid invoices and any invoices receiving partial payment will reflect the adjusted amount still owed OGBOOKS Version 2 0 User Manual Page 72 Three different types of cash receipts can be processed but this
174. ust indicate whether the revenues paid on that check are to be placed back into legal suspense or are to be placed back into minimum suspense All of the revenues paid on that check will be placed Back into suspense plus all of the JIB invoices netted out on that check will be placed back into accounts receivable when the checks to be voided are posted when you click the POST box on the command line On many occasions it becomes necessary to see the check stub Disbursement Detail from an old check Run the menu item RECALL REVENUE CHECK DISBURSEMENTS on the Application Revenue menu to view or reprint the check stub from a previously posted revenue check When running this menu item you will be prompted for the ID number of the owner and then a display will appear showing all the revenue checks for that owner and you can pick the desired check The Disbursement Detail from that check will then be printed To review owner s 1099 data run the menu item 1099 REVIEW REVENUE DATA on the YEAREND menu The actual printing of the revenue 1099 s is accomplished by running the menu item 1099 CREATE 1099 FORMS on the YEAREND menu OGBOOKS Version 2 0 User Manual Page 123 Fifty different allocation levels can be created by running the menu item REVENUE ALLOCATION LEVELS on the Application Master Files menu Each allocation level is assigned a two digit allocation level number in the range 50 99 by the user when the
175. ut the system See the section CREATING MASTER FILES PROPERTY MASTER FILE for an explanation of the data required for each property A JIB Distribution Level is a list or owners to be billed for property Each distribution level is assigned a 2 digit number with JIB Distribution Levels requiring a DL number 01 49 The DL number is assigned by the user when the Distribution Level is created Each property can have a maximum of 49 JIB Distribution Levels but in most instances each property will have one Expense Distribution Level assigned a DL number of 01 49 most people assign 01 So each property could have it s own JIB Distribution Level 01 Each distribution level can have an unlimited number of owners but the total decimal interest must be exactly 1 00000000 To create a JIB Distribution Level run the menu item JIB DISTRIBUTION LEVELS on the Application Master Files menu See the section on CREATING MASTER FILES DIVISION OF INTEREST MASTER FILE for an explanation on creating JIB Distribution Levels When the JIB invoices print each expense will appear under a major category such as Lease Operating Expense Equipment Intangible Drilling Costs etc The purpose in grouping the expenses is to categorize the expense for the owner receiving the invoice Within the General Ledger a separate group of accounts called Billable Accounts are established and any item being charged to a property must be charged to
176. vels from 50 99 are restricted to Revenues The decimal interests on every Distribution Level must total 1 0 Then when you have property expenses or revenues you must not only specify the property number but also specify the Distribution Level to be used to divide the expense or the revenues OGBOOKS Version 2 0 User Manual Page 25 OGBOOKS Version 2 0 User Manual Page 26 The Accounts Payable menu is shown below E TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY I WEDNESDAY 09723 2009 PST ES Administration Company Utilities Applications Year End Internet Accounts Receivable New A P Invoices Bank Reconciliation Post New A P Invoices General Ledger Investor Management Recunming A P Invoices Joint Interest Billing Lease Records Payroll Remove A P Invoices Revenue Distribution Post A P Invoices Being Removed Depletion A P Invoice Inquiry Review Unpaid A P Invoices Cash Requirements Report Select A P Invoices to Pay Print A P Checks Review Vendor History Void A P Checks Vendors must be identified with a unique 6 digit ID number Once established in the ID Master File this vendor number can be used throughout all software modules Both prepaid invoices already paid by a manual check and active invoices need to be paid are entered into the computer As these invoices are entered the user can distribute the invoice to appropriate G L accounts appropriate AFE s and or charge portions of
177. voice to be moved from the unpaid invoice files to the Vendor History file The second method of removing an invoice is to run the REMOVE A P INVOICES menu item on the Applicatios A P menu Entering invoices that you want to remove and then posting those invoices will result in the invoices being removed from A P Several methods are available to determine which invoices are awaiting payment The REVIEW UNPAID A P INVOICES menu item on the Applications A P menu allows the user to obtain a report showing all unpaid invoices The CASH REQUIREMENTS menu item on the Applications A P menu allows the user to obtain a report showing each unpaid invoice by vendor with the amount owed aged into one of 3 columns The A P INVOICE INQUIRY menu item on the Applications A P menu allows the user to enter any combination of vendor invoice or invoice amount and a screen display will be created which will show all invoices meeting that criteria whether they have been paid or not OGBOOKS Version 2 0 User Manual Page 28 The Accounts Receivable menu is shown below BAYSIDE TRAINING COMPANY OGBOOKS OIL amp GAS ACCOUNTING THE EASY WAY Utilities Year End Internet Company Master Files AFE Accounts Payable Enter Manual A R Invoices Bank Reconciliation General Ledger Investor Management Joint Interest Billing Lease Records Payroll Revenue Distribution Enter Miscellaneous A R Invoices Deple
178. without updating G L This menu item is found on the Utilities menu e JIB INVOICES are those invoices produced by the Joint Interest Billing module When the JIB invoices are posted they are added to the open receivables file Invoices are removed from the open receivables file by using the ENTER CASH RECEIPTS menu item on the Applications A R and the POST CASH RECEIPTS menu item on the Applications A R or by entering A R journal entries via the REMOVE A R INVOICES menu item on the Applications A R Invoices are also removed from the open receivables file when they are netted out against revenues when the revenue checks are produced The menu item PRINT OPEN RECEIVABLES STATEMENT on the Applications A R and the menu item PRINT AGED RECEIVABLES REPORT on the Applications A R menu all allow the user to review the invoices presently in the open receivables file A history file is also maintained which has a record of all cash receipts and the history file can be reviewed to see all JIB payments from a specific owner or all revenue payments received from a specific purchaser Another history file is maintained to record all invoices payments and adjustments to the A R for each owner The menu item PRINT BALANCE FORWARD STATEMENT on the Applications A R menu allows the user to see a history of an owner s A R balances OGBOOKS Version 2 0 User Manual Page 30 The Bank Reconciliation menu is shown bel
179. written to the hard disk for later posting via the utilities menu The Posting option is controlled by running the CONFIGURATION MAINTENANCE menu item on the Utilities menu and selecting OVERALL COMPANY MODULE INTERACTION each application module has options available to control the posting of transactions to other software modules These options are controlled by running the CONFIGURATION MAINTENANCE menu item on the Utilities menu This feature allows the user to copy all the data files programs etc required to run OGBOOKS onto a memory stick such that the memory stick can be taken to another computer and the OGBOOKS software can be run from the memory stick without writing anything on the hard disk of the computer The memory stick can then be returned to the main computer and the data files for the company can be restored from the memory stick back onto the hard disk To copy the information onto the memory stick login as the system administrator and then run the menu item called BUILD TRAVEL DISK from the Administration menu This will copy all required files from the main computer onto the memory stick including all data files for one specified company OGBOOKS Version 2 0 User Manual Page 23 To restore the company data files from the memory stick back onto the main computer hard disk login as the system administrator and then run the menu item called RESTORE FROM TRAVEL DISK from the Administration men
180. x Enter the G L account for severance tax payable payable G L Account for cash Enter the G L account for cash G L Account for revenues payable Enter the G L account for revenues payable G L Account for Accounts Receivable Enter the G L account for Accounts Receivable G L Account for Okla Royalty Tax Enter the G L account for Okla Royalty Tax payable payable G L Account for Okla Royalty Tax Enter the G L Expense Account for Okla tax expense payable Transfer netout amounts to cash Yes or No account Address to be shown at top of Enter the address you want shown at the top Disbursement Details of the Revenue Disbursement Details DEPLETION CONFIGURATION EXPECTED RESPONSE po there are not any configuration questions Special programs have been provided to facilitate the conversion of your data files from the Bayside DOS version to the Bayside Windows Version 2 0 Run the menu item CONVERT DOS FILES on the Administration menu to perform the conversion Each time you run this menu item you must specify the 3 digit company number for the company to be converted and the location of the Bayside DOS software If you require the name amp address of a person or company anywhere in the accounting system that person or company must be established in one central master file called the ID file This would include vendors owners purchasers etc Each company has it s own ID master file When a person company
181. y Load Data Files Calculator Calendar Quik Print Laser Check Export Data Set Default Printer Ownership Transfer Quick Lists Build MS WORD Mailmerge Data Configuration Maint Allows user to specify configuration options for the current company Rebuild Data File Indx Allows user to recreate the indexes for all data files in selected application modules for the current company OGBOOKS Version 2 0 User Manual Page 11 Manage PDF Documents Directing a report be sent to a PDF disk file creates an ADOBE PDF formatted file This menu item allows user to view print or delete a specified PDF file Print Labels Allows user to print labels on Avery Laser Label forms for the current company Visit to the Doctor Allows user to produce a report comparing the G L balances for payables receivables suspense etc to the sum of the actual data from the data files and shows any variance Initially Load Data Files Allows user to enter payables receivables suspense etc into the appropriate data files without posting to G L Calculator Runs the on line Calculator program Calendar Runs the on line Calendar program Quik Print Laser Ck Allows user to quickly print a check without updating G L JIB etc Export Data Allows user to take specified data from the accounting files and create new files in Lotus Excel Text or Comma Delimited formats Set Default Printer Allows user to change the default printer used by G
182. you want 8 8 history only enter the 8 8 revenues under any valid owner number When entering revenue history using the menu item ENTER CHANGE REVENUES the following data fields are required DATA FIELD DESCRIPTION Check Was From Enter 999500 in this field Check Enter PAST Check Date Enter today s date You must now create a table of revenue The following data fields are required in the table DATA FIELD l DESCRIPTION PROPERTY Enter the property number or use the lookup feature to specify the property number DECIMAL If you are entering your interest enter your decimal interest OGBOOKS Version 2 0 User Manual Page 90 MTH Enter 01 If you are entering 8 8 enter 1 00000000 YEAR Enter 1970 Ee Enter the product code or use the lookup feature to specify the product code INT Enter the interest type WI working RI royalty ORRI override NET VOLUME If you are entering your interest enter your net mcf bbl If you are entering 8 8 enter the 8 8 mcf bbl NET SEV TAX If you are entering your interest enter your net sev tax If you are entering 8 8 enter the 8 8 sev tax L Are you liable for sev tax Enter N NET MKTG If you are entering your interest enter your net marketing costs If you are entering 8 8 enter the 8 8 marketing costs NET If you are entering your interest enter your net revenues If you are entering 8 8 enter the 8

User Manual - Bayside Computer Systems, Inc.

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