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4th Quarter User`s Manual v3

1. This report will show the same set of items two times First the debts will appear as primary items with their associated payments listed below Second the payments will appear as primary items with their associated debt items below If you check the Locate and display components for selection before printing check box then the system will first show you a list of all the primary components that will appear on the report You will then need to highlight and select those items that you want to include on the report The allocation report will be limited to the items you select Allocation Report aa 3 Febi O25 Fage 1 30011 26 Acme Tire Retreads Your Heading Goes Here ActnfRef NE Effect Notes Item Debits ereis O Account S0010 40 Marty Howe a1 Sige F izgis 1119s noice IDHTS cade 13 Wi gg best 1111198 F lizis Subtotal for Wearty Howe Allocation Subtotal 254 37 Aooount 30011 26 Acme Tire Retreads 2499 1 000 00 W499 ithdrawal a500 Subtotal for Acme Tire Retreads 1 000 00 Allocation Subtotal 82 00 AG COUNT TOTAL 0 00 1254 37 FIGURE 9 18 Allocation report shows primary items in white and the secondary items allocated to them with a grey background 4th Quarter User s Manual Accounts Payable 249 Accounts Payable Running Balance A running balance report is printed for each of the accounts in the current selection The items included on the report are those that match the criteria in
2. 4th Quarter User s Manual Accounts Payable 253 Accounts Payable Setup E Date Range Accounts Transactions E E Settings for Receivable Journal Aging Journal i F Include in Report 5 dont show any ee ee J Include only posted transactions EES J FIGURE 9 24 Transaction page of the Aging Setup dialog If you choose to include the transaction details then you can also set the include only posted transactions check box to further limit the details that will be included in the aging criteria Printing Page The aging reports like all other reports can be printed to paper and or disk Its report heading is entered here on the Printing page of the specification screen The Show and sort by profit center names check box will group the GL account that appear on the report by profit center and display each group alphabetically according to the name of the profit center The display format for the numbers on the report is set in the display format area Refer to the section titled Numeric Formats on page a 196 of the Adminis trator s Manual for details on the codes used for display formats 254 Accounts Payable 4th Quarter User s Manual AQ Core Reports Aging Setup Date Range Accounts Transactions Printing Settings for Receivable Journal Aging Report Journal ID 2 write copy to disk Aging report heading C Show and sort by profit c
3. current system date fixed date of DI 01 98 Lx and latest date of postable transaction current system date Q fixed date of 05 11 1999 _ These are the earliest and latest posting dates that can be assigned to new GL entries Set these limits to prevent posting autside this period FIGURE 10 4 The Posting Lockout Date screen allows you to prevent entries to past or future periods If there are unposted transactions with an effective date that is earlier than the Lockout Date then these transactions will not post If you have somehow failed to post transactions that affect an earlier closed period then you ll have to tempo rarily lower the GL Lockout date in order to post them 268 General Ledger 4th Quarter User s Manual AQ Core Updating GL Balances If you do post to a previously closed period remember to raise the Lockout Date when you re finished Also remember to regenerate financial reports for that period since the new postings may make the previous reports incorrect a Posted Components Each posting record summarizes the effects of one or more transactions on a par List ticular GL account in a specified time period The number of transactions summa rized depends on the accounts activity and how frequently you post You can trace the history of a posting by examining the transaction components that it s composed of Highlight a posting record and press the Details butto
4. General Ledger Note that when printing a report that includes unposted entries the figures displayed on the report will generally not match the balances in the GL accounts Accumulate totals based on Here is where you determine whether the trial balance is based on the effec tive dates or the date of entry system date If you re basing the report on post ing summaries then this specification applies to the effective or system date of the posting summary record If your basing the report on unposted transac tions then it applies to the transaction dates e Print summaries for These two options determine whether the trial balance report will include GL accounts that have no contributions for the period If you select the only accounts with transactions radio button then a line item will appear for accounts with activity in any of the reporting periods Additional check boxes on this screen allow you to limit the accounts that appear on the trail balance to the accounts of a particular profit center You can also con figure the report to break out subtotals by account category and profit center These two checkboxes are interdependent If you select the Account Category box then you can check the additional Profit Center box If you do not select the Account Category then you cannot select the Profit Center box In the Format and Media area you specify how the numerical account totals will be formatted
5. 4th Quarter User s Manual CHAPTER 9 CHAPTER 10 Multiple Item Allocation screen 188 Locating Debts by Items 192 Locating Debts by Account 194 Individual Account Allocation Allocation screen 196 Dynamic Reconciliation 197 Allocating Payments 197 Item Allocation Screen 200 Reports Receivable Accounts List 205 Aging Report 211 Allocation Screen 216 Accounts Payable Accounts Payable Area Flow of Data 219 Accessing AP 220 Payable Accounts List 222 Special Items 224 Apply Payments 225 Removing Sales Discounts 227 Multiple Account Allocation Multiple Item Allocation screen 229 Locating Debts by Item 233 Locating Debts by Account 235 Individual Account Allocation Allocation screen 237 Allocating Payments 239 Item Allocation Screen 241 Reports Payable Accounts List 246 Aging Report 251 Allocation Screen 256 General Ledger General Ledger Data Flow of Data 259 4th Quarter User s Manual CHAPTER 11 General Ledger Accounts 261 Searching 262 Updating GL Balances Posting 264 Posted Components List 269 Searching 270 Posted Component Details 271 Archived Transactions Access from Components List 272 Searching 273 Archive Transaction Display 275 Period Closing Year End Closing 277 Reports GL Postings 279 Account Summary 280 Trial Balance 284 Posted Components 288 Journals Structure Traditional Journal Structure 291 4Q s Journal Structure 293 Flow of Data 296 Types of Journals
6. Allocate to items To All Allocate to 1tems To All The system will not match payments with debts for any entries affecting AR and AP accounts The Allocate to All and the Allocate to None options override any settings that are recorded with the customer or the customer s account e Allocate as Per Account This option which is the default will allocate payments for those accounts in which automatic allocation has been turned on If automatic allocation has been turned off for any particular account then the system will leave payments undistributed An account will normally inherit the automatic allocation assignment from the GL account that it s attached to This can be overridden through the account entry screens In these screens you can set automatic allocation to be set differ ently for every account Allocation done at the time the transaction is entered is not controlled through the AP area Rather the AP area allows you to review the state of the account whose ongoing maintenance is being handled automatically To All Unpaid Items Pressing the To All button in the lower left side of the allocation screen in Figure 9 10 tells the system to apply all available payments to all open debts in accor dance with the priority due date payment scheme mentioned above This is the easiest way to make sure that all payments are distributed and that any payments that are not distributed are prepayments
7. SS Archived Transactions 106 1st Account He 2nd Account ME Rstr Tran iB Fef NE E ips m slips The archive transactions are not related to the transaction components dis played in the Posted Components window The items appearing in the Posted Components window are from transactions that are not archived and are still on line Archive Transaction List The View Archive button takes you to the Archive Transactions list This display shows the archived transaction s dates type ID and its first two components The second component is described in the columns that are outside the window to the right Scroll to the right to view the second archive summary Effective Posted of 20 968 of31796 6 28 98 of 37 96 6 20 98 5751798 6 20 98 5751798 6 25 98 5751798 6 28 98 57531799 Archived Doc We 3 11799 45 311799 45 35 11799 45 3 11 99 45 511799 45 3 11 99 Type comp GNRL 2 GNRL 2 GNRL 2 GNRL 2 GNRL 2 GNRL sOO009 00 s0008 00 80018 00 10003 00 80009 00 sO008 00 50018 00 10003 00 10002 00 60001 00 10005 00 sO0024 00 rd Account He 4th account ME 2 Double click on an archived record for more detail Scroll to the right to see additional colu Treezo search M Return E La FIGURE 12 29 The Archived Transaction Summaries list screen showing the summary records of two ar
8. Transactions 117 4th Quarter User s Manual Transactions to ALL accounts to NO account as PER account COD MET 40 MET 60 NET 90 PrePaid Other Autoallocate The autoallocate setting determines whether or not payments and receipts are automatically allocated to cover outstanding debts Allocation is only performed for payable and receivable accounts and the autoallocation settings only affect accounts of this kind When autoallocation is performed the following things take place e Debits to a payable account are automatically subtracted from the account s cash fund and then the fund is used to cover all outstanding credits first in order of priority highest to lowest and within each level of priority in order of date oldest to youngest e Credits to a receivable account are automatically added to that account s cash fund and then the fund is used to cover all outstanding debits in order of prior ity and date as before e Debits to receivable and credits to payable accounts are left unallocated The autoallocate flag has no effect on accounts that are neither of type payable or receivable as these accounts do not have cash accounts Payments can only be used to cover debts in the same account payments made on one account cannot be used to cover debts in another account Autoallocate has three possible settings e to ALL accounts allocation is done for all payable and receivable subacc
9. Purchases entered through these screens are limited the non inventory purchases they do not list inventory and they do not include PO related sales Inventory related purchases are handled through the Purchase Order pop up The List of PO s is accessed from the Purchase Orders pop up menu on the control screen This lists all transactions entered through the PO entry screen The PO entry screen can be accessed either from the control screen using the Purchase Order pop up or from the List of PO s screen PO s handle inventory or line item purchases and are discussed on page 479 AP accounts are accessed through the AR amp AP pop up menus This opens a win dow with a list of payable accounts The Payable Account Allocation screen is accessed by selecting a particular account from the list of payable accounts Refer to Accounts Payable on page 219 for further details Purchase List Choose the Purchases item from the control screen pop up menu or from the Pur chases menu The List of Purchases screen will show purchase transaction entered through the Purchases Entry screen These purchases do not affect inven tory It will not show purchases entered through the general or the cash transac tion entry screens Purchases The List of Purchases screen provides three search dialogs accessed through the _ Search pop up menu It provides several reports through the Reports button Purchase thru Payable and it enables g
10. Units Unitse Unitss Unitss 5 Item Code Cost Cost Cost Cost Cost Cost 50 200 ae 15 00 SS 54 10 00 WT 446 59 79 FIGURE 17 18 The Costs page of the Inventory Entry screen History Page The History page shows the origin of items currently in stock These historical records are created automatically when items are added to inventory Items are removed from these history records as they re removed from inventory History records are deleted from the database when the quantity of items they record is reduced to zero You cannot create or delete history records directly They are created and deleted automatically by they system as items are added and removed Double click on a history record to open the entry screen that will show the date and time of last modification and the user who performed this modification This audit track is only changed as a consequence of manual changes Changes to the 538 Inventory 4th Quarter User s Manual AQ Full Inventory Entry number of items is handled by the system and does not affect the information about last modification You can also make certain modifications to the history records by typing directly into the Lot Date Lot Number Vendor ID and Comment fields One way to rela bel existing inventory for lot tracking or other purposes is to split an existing his tory record and then enter changes to one of the res
11. From 00 00 00 From 007 00 00 To 00 00 00 To 00 00 00 Use Col 1 Dates Restore Default Dates FIGURE 12 24 The report specification screen accessed from the Report button on the template list screen Viewing Hypertext 4th Quarter s hypertext reports are interactive documents from which you can obtain additional details In contrast to a regular report that presents a static sum mary a hypertext report is a graphical interface to underlying information Hypertext documents are viewed on screen and look identical to their printed counterparts The difference is that each row of the hypertext report is actually an active record that can be opened to explore the data behind it Hypertext financial reports can only be generated from the Financial Report Editor screen To generate a hypertext report go to the Financial Report Editor by select ing the Report Editor item from the Financial Reports menu on the Control Screen You can also select the Financial Reports Editor item from the Account ing menu 4th Quarter User s Manual Financial Reports 353 Financial Reports In the report editor locate a report template you want to use highlight it and press the Report button This opens a specification screen where you set the heading number format and time periods for the report Changes in Period Specifications Line Items Report Periods Income Statement 1 jAutomatically create
12. Sales People Details June 2 1999 1 48 PM Sample Full Detail Report Page 1 ID 3 Phones Active a SS Hame Adrian Cook wk 1 508 899 986 Birthdate 02091966 Title Sales West wk 2 Employ 0110111998 Finn Excalibur horme Release OMONO Email mobil FAX Calculation Formula Rate 10 38 calculated After s Discount After Sales Tax After Shipping Charges After Miscelaneous Charges Account 500153 5 Adrian Cook Payable 4 Memo FIGURE 14 46 A sample sales person full detail report Sales by Order Date This report requires a range of sales dates It prints all sales assigned to the current selection of sales people made within the indicated date range 444 Sales 4th Quarter User s Manual Reports List OF Sales June 2 1999 2 06 PM Sample Report Page 1 D Name Order Total 3 Adrian Cook Sales West Excalibur id 4386 00 Ordered Last Ship Inve Code Customer Status Terms 0 2111999 03011999 FT 3 Performance Motorcars Met 51015 05091999 05201999 105 414 Acme Tire Specialists cop FIGURE 14 47 A sample Sales by Order Date report Payable Statement This is a standard payable account report for the sales people in the current selec tion It requires you to specify whether the report should include items within a date range or all unallocated items Allocation Report Specifications The 2 Sales People record s are related to 2 accounts Print reports for the accounts in the cur
13. l Code Name quantity o Serial He s Shippment lt blank gt 14 27 00 12 46 4M Date 12 27 00 Time 12 48 AM Carrier Priority i yi Tracking N5 FIGURE 14 22 Item history detail screen accessed from the History Invoice Entry screen Shipping Items Click the Shipping tab to go to the page where new shipments are entered and past shipments records Every time items are shipped a shipping record is created and attached to the invoice You specify the shipping details for present and past shipments through the Shipping page This screen is both an entry and a list screen The fields at the top of the page next to the Current Shipment label are for entering the details of the current shipment The fields below this next to the Past Shipments label list previous shipments of items listed on this invoice 422 Sales 4th Quarter User s Manual Invoice Entry Past shipment records can only be created through the action of shipping items Once past shipments have been created they will appear on this page and will be modifiable The Latest Ship Date field indicates the date of the current and most recent ship ment This value is copied to the shipping record created when shipment is indi cated and the invoice is entered The Latest Ship Date field will display the latest ship date when you reenter the invoice The Carrier Priority Tracking and Amount fields also apply to the current ship
14. Accounts 541 Assembly amp Bill of Materials 543 Item Lot Tracking 545 Reports Inventory 546 CHAPTER 18 Index 551 4th Quarter User s Manual 4th Quarter User s Manual 11 12 4th Quarter User s Manual CHAPTER 1 Documentation Overview 4th Quarter User s Manual Welcome Welcome to 4th Quarter the most powerful flexible and customizable accounting software for desktop systems This software is a generation ahead of other accounting packages as you will discover when you read this manual to a new dimension in accounting Ath Quarter or 4Q is designed to support redesign It stores information in a way that satisfies both accounting discipline and the business need for flexibility Unlike other programs written for an ideal end user 4Q is written to allow your programmer to fit the program to your needs Documentation for 4th Quarter includes 1 2 Administrator s Manual 3 4 Developer Technical Notes User s Manual Developer Training Manual The User s Manual which you re reading explains how to use the program The Administrator s Manual explains how to start a new datafile and configure the sys tem for multi user networks If you have licensed the source code to the 4th Quarter application then you can obtain our two developer manuals The Developer Training manual discusses the 13 Welcome architecture and design of the progr
15. Ce FIGURE 14 19 Line Item Entry screen accessed by double clicking on an invoice line item The Line Item Detail screen shows all the information stored with the line item The comments fields shown above are displayed in Line Item list of the service type of invoice but not in Line Item list for the stock type invoice The shipping units can be changed by selecting units from the Unit popup The units available are those set in the item s entry screen The Items Unit quantities are also drawn from the settings in the item s entry screen however this value can be over written When you specify alternate units the system uses its knowledge of the number of items in the unit the customer code the quantity pricing structure and the total number of units ordered to calculate a price for the item If lot tracking is enabled for the item then the Lot button will be enabled Pressing this button opens the same dialog for selecting lots as will be opened when you specify a quantity shipped value in the Shipped field 418 Sales 4th Quarter User s Manual Invoice Entry Specifying Quantities Shipped Entering an invoice that specifies items as not yet having been shipped decreases quantities available If more items are listed than are available then the available quantities of the affected items will become negative The system will not let item quantities in stock become negative The system will prevent yo
16. FIGURE 14 3 Sales Transaction Entry screen that charges to the Customer s Receivable Account 4th Quarter User s Manual Sales 393 Sales All sales require that you specify a customer account in one of four ways e Press the Customer button for a list of customer to select from e Enter all or the first part of a customer Code e Enter all or the first part of the customer Last Name or e Enter all or the first part of the Company Name These last three options involve clairvoyant fields In each case the system will search for matching customer records Once you ve entered a sales transaction it appears as one of the Items in the List of Sales Since all sales involve customers all sales transactions can also appear in lists of the customer s transactions If the transaction involves a deposit or with drawal it will also appear under the appropriate cash account Each sales entry screen has the same basic format but differs slightly in the infor mation required Each requires you specify a customer Some allow you to specify a set of distribution accounts as described on page 396 a Types of Sales The areas in the center of these screens that displays different fields are shown below e Sale Through Receivables Handles sales and tax amounts Supports distribu tion accounts Creates a debit to receivables and a credit to sales and to taxes payable Ret HE status Dae Sale thru Receivable U
17. GL accounts act as folders for the accounts related to them The GL account speci fies the type journal department and profit center and all of the accounts in its folder share these properties Relations Between Accounts and Other Records Most accounts are linked to other records in the database For example receivable accounts are usually linked to a particular customer payable accounts are usually linked to a particular vendor and asset accounts often linked to inventory items Accounts of this type are created automatically when the record they re linked to is created In some cases an account will relate to many other accounts For example a sales account for a particular region may be related to all the customers in that region A spoilage account may be related to many inventory items 4th Quarter is so flexi ble that there is no way to enumerate all the different ways that accounts may be attached to other records in the database Even without additional customization there are many different options 4th Quarter User s Manual Chart of Accounts 85 AQ Core Chart of Accounts You can also create accounts that are independent that do not relate to any other records in the database You create such accounts by entering them directly from the accounts List screen accessed through the Chart of Accounts pop up All of your internal accounts will be created in this manner This includes your equity accounts
18. Print a running balance report for the date range that includes all items or only verified items All tems OnlyWerifieditems Cancel 4th Quarter User s Manual Cash Accounting 173 AQ Core Cash Accounting Running Balance for 10001 100 Money Market Sample Running Balance Report Includes covered and uncovered ikers Fri Jun 4 1999 23 42 Page 1 Joumal ReceiptiDis burs ement Linked ta Ref Me Descrip General cash account It 6 Active aii CATE 1 UE Opening DR eae 31999 TT 321199 i 321199 Retained Income a2 199 With drawal Retained Income 3125 99 32599 Deposit Braided Matrix SETE E Deposit Retained Income END DATE 414199 TOTALS 2 454 50 137 00 Most Recent Transaction 3 25 99 ENGIM DA Balance FIGURE 7 15 A sample running balance report Allocations The allocation report lists the currently displayed items and below each it breaks out those accounts to which each item is allocated No details appear below the lines of items that are not allocated Allocation Report Fri Jun d 1999 eg Page 10001 100 Money Market Sample Allocation Report Ef ect oe 9 Acme Tire Aetreads ats Ee 30011 26 Acme Tire Retreads Restocking ord 30011 26 Acme Tire Retreads Restocking wag Ta be Client Sales ito print org Acme Tire Retreads af is Ee 30011 26 Acme Tire Reltreads Restocking mgd Acme Tire Retreads ito print 49199 F Braided Mat 2799 10002 16 Braided Mat 421199 Payro
19. The Payable Account Allocation screen is accessed by selecting a particular account from the list of AP accounts Payable Accounts In order for you to purchase on credit from a Vendor that Vendor must have a List payable account Payable accounts can also be created directly through the accounts entry screen in the Chart of Accounts area discussed in the section enti tled Accounts on page 79 All payable accounts associated with a particular journal can be located on the Pay able Accounts List This screen performs the following functions specific to pay able accounts Payable Accounts List 13 Seles Geo Payable Manufacturing Payable Commission Payable 8o009 Shipping Payable AOD t amp Shi ppirg Frau ble fO013 5 Meaufacturing Payable 800135 5 Fiasufacturing Payable Macy facturing Payatla Breas Botanicals Acme Tire Reirei Test Te i hip O Rare Gratlin F rodectio re Payable Bank Co FIGURE 9 2 The Payable Accounts List screen The Payable in the window s title is replaced by the name of the selected journal 222 Accounts Payable 4th Quarter User s Manual Accounts Payable Area Locating Accounts Example GL Account Account Type You can search for account using the options on the Search popup menu The AOUN ME results of these searches will be screened and the display will be limited to only those accounts related to the current journal The E
20. s Manual Reports are not available on other types of journals The different Report and Medium dia logs are shown in Figure 11 15 Report and Medium SS Report and Medium Custom Standard Custom Click on a report Click on a report Account summaries Account summaries Account details Account details Running Balance Reports JRunning Balance Reports JReceivable Statements Print to printsin Portrait mode j Print to printsin Portrait mode f TEXT field 9 Paper TEXT field 9 Q DIF record 13 O bi Q DIF Ca SYLK FIGURE 11 15 List of reports available for General income Expense and Cash journals on the left The list of reports available for Receivable and Payable journals on the right Account Summary A single line summary of the accounts in the current selection See Chapter 4 page 94 for an example Account Detail A full description of the accounts in the current selection without transaction details See Chapter 4 page 95 for an example Running Balance The running balance over any specified time period See Chapter 4 page 95 for an example 4th Quarter User s Manual Journals 307 Journals Audit Report Payable Receivable Statements A statement of account that is available only for accounts on Payable or Receivable journals For Payable accounts see Chapter 9 page page 251 for an example For Receivable accounts see Chapter 8 page 210 for an exa
21. tal I Search in selection FIGURE 10 6 The Components Search dialog This criteria screen enables you to locate components of posted transactions on the basis of the account amount entering user or posting date To extend a search on a string of characters append the at symbol at the end of your search criteria To locate items that end in a group of characters place the at symbol at the beginning of your search string As is the case in all 4th Quarter search dialogs you can search for items that meet multiple criteria by performing multiple search operations For this you use the Replace Add to Remove From and Search in Selection radio buttons at the bot tom of the screen to apply additional criteria to those items already located 270 General Ledger 4th Quarter User s Manual Updating GL Balances Posted Component To view the complete posted transaction highlight a component and press the Details View button This will open the transaction to which the indicated component is attached Since the transaction is posted it can not be modified It will be dis played in a display only screen Even though transaction have been posted you can still make limited changes that do not affect the transfer or allocation of assets These changes can be made to the title attention and memo fields You will find these fields to be enterable on the Transaction Display Only screen Transaction Displ
22. 4th Quarter User s Manual Financial Reports 347 Financial Reports Other Settings Cash 5 000 00 7 4 Goodwill 1 000 00 1 5 FIGURE 12 20 Negative value are interpreted as positive values for the purpose of calculating percent Their contribution appears in parenthesis Template names are independent of the report headings The template name is not printed on the actual report The first three lines in the report s heading are specified on the lines labeled Heading 1 2 and 3 The number format specification you assign applies to all numbers appearing on the report When checked the Print Line check box instructs the system to print the line numbers that appear in the left most column of the template editor Numeric formatting codes are explained in Numeric Formats on page A 196 The Active and the Public check boxes determine whether or not templates appear in the list of report templates shown in the Batch Report Printing window This window is accessed from the control screen by selecting the Print Reports item on the Financials pop up Templates that are either inactive or private can only be accessed through the Financial Report Editor Check the Show 1000 s check box indicates that all values should be shown as thousands The effect of this option is to move the decimal place three places to the left for all displayed values Values are not rounded because the decimal places are not lost In this mo
23. Autodial account This cannot be undone You can assign any number of source accounts to one or more distribution account However there is only one set of distribution accounts for a given source account If you reset the distribution accounts from one location then it is reset for all users After setting distribution accounts in this fashion whatever distribution accounts were previously linked to the source account will be replaced by the other accounts listed in the transaction components area Setting distribution accounts can repeated any number of times However once accounts have been linked there is no way to automatically restore the previous distribution accounts To restore previously set distribution accounts you must know what the previous distribution accounts were relocate them and manually relink them either through the account entry area or by pressing the Distribution button The General Transaction Entry screen requires you to specify all the account com ponents The component amounts must balance so that debits equal credits If the components don t balance the system won t allow the transaction to be entered However it is possible if the Administrator has enabled this feature for the sys tem to accept a transaction that appears unbalanced When this occurs the system forces the entry to balance by automatically debiting or crediting the system s Suspense account 114 Transactions 4th
24. FIGURE 12 15 The Summation Row dialog 4th Quarter User s Manual Financial Reports 343 Financial Reports The row s text is entered in the Row Caption area This text can be formatted using the Style pop up menu Indicate which level you want summed by clicking on one of the boxes labeled Level 1 Level 2 or Level 3 Click on the level to the right where you want the summed value to appear FIGURE 12 16 The column settings as they initially appear Once you ve selected the summation level the symbol appears in the corre sponding box and the box becomes inactive The boxes to the left if there are any become inactive while those to the right become active This symbol indi cates that the template will add all values at this level up to the row where previ ous symbol appears If there is no symbols on previous rows then all values are added up to the first row of the template Click a second time in one of the active boxes to set the level given to the subto tal The symbol appears in the box for the corresponding level This is called the totals level Press the Reset button if you make a mistake and want to respecify the levels Once both the summation and the total levels are selected the Enter button becomes active Press ENTER to add this row or RESET to redefine it FIGURE 12 17 The column settings as they appear after the summation is fully specified Select eith
25. FIGURE 4 6 The Basic Info page of the GL Account Entry screen Create GL accounts according to your financial reporting needs Each GL account can appear as a line item on any of 4th Quarter s customizable financial reports For example if you want Wages Payable to appear as a liability you ll need a Wages Payable GL account Every GL account is assigned one of ten basic accounting categories TABLE 2 3 GL account categories Category 1st character Debits Credits Current Asset Long term Asset Current Liability Long term Liability Equity Revenue Income 1 increase increase decrease decrease increase decrease decrease decrease decrease increase increase decrease increase increase Chart of Accounts 4th Quarter User s Manual General Ledger Accounts Category 1st character Debits Credits Cost increase decrease Expense increase decrease Pass through funds out funds in Every account is of one of these types The type determines the first character of the GL Account Number which ranges from 0 to 9 You are free to assign the 2nd through Sth characters of the GL Account Number Asset Liability and Equity are standard accounting categories The distinction between Revenue and Income is that of operating versus nonoperating sources of funds Similarly Cost tracks operating outlays while Expense accounts track non operating outlays Pa
26. Find Search Examples Other List Functions Special Items Menu Selecting this item opens a dialog asking how far into the future you want the sys tem to look in order to find items that are scheduled to become due Search for Alert Components SEARCH for records whose ALERT FLAGS are OW now or will be ON within the next days use negative value for days in the past Search and C Remove from previous selection Search in selection FIGURE 6 7 The Search for Alert Components date range dialog Specify the number of days into the future or the past that you want to look e To locate templates that have their alert flags set now and also those that will have their alert flags set within the next 5 days enter the value 5 e To locate templates that have had their alert flags set now and within the last week enter the value 7 e To locate only those templates that have their alert flags currently set enter Q Other special functions are triggered by the following buttons Apply to global replacement of values in template fields Update directs the system to locate templates that are due for entry and mark them with a Components displays a list of the components in the current selection Each component specifies a separate account The Templates List screen supports a Special Items menu with the items Add Template an alternative to pressing the Add butto
27. Journals 297 Journals On Line Auditing Access to Journals The database is normally set to prevent anyone from making changes to the jour nals or adding new journals In order to access the journal s list you must go to the Journals Allocation page of the Maintenance screen There you ll see the Add modify or delete Journals setting that you can set to Yes until next user logs on You must then press the Accept All button to effect this change Journals E Add modify or Yes untilnext 1 No delete Journals user logs on FIGURE 11 6 The maintenance screen setting that allows journals to be modified The Journal Editor can be accessed only when set to be modifiable in the Mainte nance screen When modification is allowed the journals are accessed through the Accounts List item on the Control screen s Chart of Accounts pop up menu Once you are at the Accounts List screen choose the Journals item from the Related Items associated menu Journals are assigned to GL accounts through the GL account s entry screen The journal associated with a GL account is inherited by all its accounts The relation ship of accounts to journals is totally automatic once the GL accounts are defined ali unts gt Related To access journals from the control screen choose the Account List item on the CCOUnTS e Aid acm Chart of Accounts pop up From this screen choose the Journals item from the Related Items
28. Modi E1 Blanche Du Bois Blanche Du Bois Wwilson Tennis Co o Ordered fram 2 _ change ship to Charged 14 47 Ms Blanche Du Bois a Braided Matrix Payt Tre Toal a L Frinton Entry a Sales discount of 1 29 removed 5 2 995ales discount of 1 29 removed 5 6 995ales discount of 1 29 removed 576799 Modified 12 01 14 38 by Designer 484 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Entry FIGURE 16 8 Vendor page of the Purchase Order Entry screen PO Dates At the top of the first page are various dates that are explained below Ordered the date the PO is first entered Date Due when full payment is due This is determined from the terms of sale and the date shipped Discount by the latest date at which the vendor is offering a sales discount Pay ments received after this date may be subject to a higher charge due to the removal of the discount This field is for informational purposes only The system will not automatically remove the sales discount of payment is not made before this date The Order Date is initialized to the current date the Due and Discount dates are set automatically according to the terms of sale once all items are received 4th Quarter will assign these dates automatically as 00 00 00 if they are left unspecified However 4th Quarter will not change any date that you set yourself Cancel the latest date at which the order can be sat
29. Search and Replace GJ Addto Remove from previous selection search d Search in selection Cancel FIGURE 5 6 The general transaction search screen 106 Transactions 4th Quarter User s Manual AQ Core General Transactions Accounts Search The Accounts search screen enables you to locate transactions according to the accounts they affect You can indicate one or more GL accounts or one or more accounts You can also specify a date range for the transactions that are located Search by Account Criteria Accounts Search for transactions associated with AND GLAccount effective between Number oovooroo oerore1999 Mumber J accounts selected Type a final space to indicate an exact value Search and Replace CI Add to Q Remove from previous selection d Searchin selection FIGURE 5 7 The Accounts page of the Account search screen The Account search screen also has an Attention page that provides a direct way to locate transactions according to the attention values assigned to them 4th Quarter User s Manual Transactions 107 AQ Core Transactions Search by Account Criteria Accounts 4ttention Search for transactions with ___ AND that further attention codes equal to A cs eae OR fac Jerfa Jork Jor E any further attention codes at all J are posted I are not posted are or are
30. The Mini mum at Zero feature is useful when comparing different graphs or graphs of dif ferent ranges Default Account Values When a new account is assigned to this GL account it will inherit the following account settings stored with the GL account These settings do not control the behavior of the GL account but act as a template that determine the settings assigned to new accounts Recall that when you create a new account you must select its GL account 4th Quarter will then apply these settings to the new account and display them in the account entry screen 4th Quarter User s Manual Chart of Accounts 67 AQ Core Chart of Accounts GL Account Entry 1 of 1 S I Basic Info Options Accounts Budget CalOb 196 08 03 1999 Default Account Yal ues Account Links Values assigned to new accounts Restrict FUTURE account links to J Link to equity account only files with can be linked Apply to 4 new G3 new amp current accounts lf account 15 payable or receivable lf account is of liability type C Tax Liability Sales Tax _ Restricted access C Monitor balance levels Enter News Alert user when DEBIT balance crosses these levels Caution Notify Upper wer gf mien negative s indicate credit values ee FIGURE 4 9 The Options page of the GL Account entry screen The settings do not apply retroactively their modification will not affec
31. This is the first of the two main list screens that give you access to the accounting information available through any journal From here you can print journal reports or examine the components of a journal 4th Quarter User s Manual Journals 301 AQ Core Journals Se Fp Accounts 46 ee reo e tout Notes O ranee sO001 100 Sales Commission Expense Sales Commission Expense E sOO02 100 Tax Expense Tax Expense sUOO4 5 Wages MM Dixon sOO04 10 Wages karl Hollander 50004 15 Wages FICA 50004 25 Wages SUTA sO004 30 Wages SO1 K sOOO04 9001 Wages Payroll sOO05 100 Financial Operations Bank Expenses sOO006 200 Shipping Expense Shipping Expense Bjen ans Fa Te FS Only accounts associated with the Expense journal are displayed Components fr 01701719985 to 0571371999 Mie FIGURE 11 10 Accounts on the Expense Journal E Journal To examine the journal entries you can either first specify a date range or first Components List Components of Many Accounts view the account components and then limit them to a date range It is less work for the program and therefore the program will perform more quickly if you first specify a range of dates Do this by pressing the In Range button at the bottom of the account list This opens a dialog in which you can specify the starting and end ing dates in your range of interest Next highlight the accounts whose components you want to view and press
32. a roll up can several asset accounts or several non asset accounts but it cannot contain a combination of asset and non asset accounts e A roll up cannot contain accounts that already appear on other rows of the tem plate To prevent duplication of this sort the system checks all others accounts listed on the template both on single account rows and on other roll up rows Once you have selected the accounts to appear on the row the Item Row dialog appears Here you give the caption for this row as it will appear on the template and on the printed report If you have selected only one account then this caption will default to the name of the account If you ve selected multiple accounts the default caption will give the number of accounts in either case you can edit the caption tem Roy Caption tor the Client Sales account 0006 Client Sales Use style Plain Credit balance will be displayed for this item FIGURE 12 11 The Item Row dialog specifying how account entries will appear To insert a tab place your cursor at any location in the text and press the Tab but ton Use the style pop up below the entry area to set the style for the whole line Press the Enter key to create the row and return to the report entry screen The contribution from an item type rows appears as a debit or credit The code dr or cr appears in the column labeled Value The debit or credit mark indicates w
33. check box in the main data entry area Linked Record a SE Chatham Township Eo Z Z o in file Customer o with address Greg Alexander jak St Fixed Address Rodale NY 12445 4444 FIGURE 4 23 The account address screen 4th Quarter User s Manual Chart of Accounts 89 Chart of Accounts If you select the Use Linked option and there happen to be more than one address for the indicated record then the system will display all of the related addresses Highlight the address you want to use for the account and press Select Addresses Click on an address or press select Greg Alexander Dak St Rodale MOC Enterprises 4435 Accademy Rodale FIGURE 4 24 The Addresses selection screen showing two alternative addresses Accounts are normally linked to customers or vendors This is done at the time the customer or vendor is created or when the customer or vendor is changed to a type of customer or vendor that requires an account You can link a new account to a record in another table directly from the Account Entry screen Do this by pressing the Associate with check box on the Options page of the Account Entry screen Associate Associate with Alberty inthe file of Customer e FIGURE 4 25 The Associate check box located on the Account Entry screen and used to link a new account with the address of a record in another table 90 Chart
34. from general ledger hypertext document overview printing template active automatic creation column types dates duplication item roll up list of marked row moving rows overview password percent column public range caption range roll up range row range vs item reliability roll up button row types summation row 34 324 336 542 185 225 181 92 185 91 321 353 319 323 348 327 350 352 329 334 325 334 345 331 348 345 348 339 338 337 341 340 336 333 342 text row type of unroll button user name verification find template due for entry fiscal year closing effect on budget history flow of data G account AP AR cash management customer financial report inventory invoice journal posting to GL purchase purchase order sales transaction transaction template vendor general ledger GL account list of overview type of history graph period closing posting archive transaction assigning dates to batch process components list date range allowed details screen entries that will not post list of entries on hypertext report searching for selecting transactions to post summary record 259 344 332 337 349 329 135 59 Ze 261 65 247 264 212 266 259 269 268 271 267 261 355 270 267 33 554 Index 4th Quarter User s Manual report posted component posted item posting summary trial balance GL acco
35. melo Status Items 3 X _ a De posit Deposit 5725799 12 50 4 25 99 45 00 3 25 99 47 00 3 21 99 1 500 00 4 21 99 T50 00 Withdrawal a 21 99 todays transaction S 19 99 100 00 aoe 96 245 00 Withdrawal a f 21 96 FIGURE 4 27 The account transaction history screen History Graph To graph an account s historical balance press the History Graph button at the bottom of the account transaction history screen This will display the account graph screen which shows the account balance at the end of the period for each of the last 5 years You can choose whether the periods displayed are months cal endar or 4 weeks quarters or years This graph screen offers the same features and is handled the same way as described in GL history screen for the Customer Receivable account page 60 4th Quarter User s Manual Chart of Accounts 93 AQ Core Chart of Accounts OS Historical Summary ES General Cash History Minimum at zero totals by according to effective date of entry Time Period Period Dr Funning Bal 0271994 0371994 04139 0171995 1271995 0371995 041995 01 1996 27996 0371996 4 7996 011997 He 1oo 0571997 O4 199 0171995 2 7996 0371995 141995 01171999 m Running Bal O Q397 E oa4 o7 E aise E i2 E 37 98 E 94798 DEFEE E 2739 a adaaaaacaaaanaaAaaAa Aaa AA AA mm G mn G n GA ma GA a GA a S a GA a SA a S a A A a A a A A La uw tH J co he J wo 25300
36. s Manual Cash Accounting 169 AQ Core Cash Accounting Two Hundred and Thirty Four Acme Tire Aetreads apr 5 1999 Acme Retreads 646 Tire Flats Rakonkonoma Ml 48572 Check Printing Confirmation Hurm ber 2 Amount 234 95 Credit to account Date Mon Apr 5 1999 10091 100 Made Out To Acme Tire Retreads a ral Cash ial Addressed Ta ha eric OF05 1999 11 46 AM Distribution ID Reference Title 242 Pavable Purchase 243 Payable Purchase FIGURE 7 11 The sheet fed check format with its three separate areas 170 Cash Accounting 4th Quarter User s Manual Reports Track Fed Form The track fed format only prints the check and a summary The summary is printed on the next form after the actual check and is of the same dimension as the check Alternately you can use track fed stock that has no summaries If you are printing a summary then you can choose to have your track feed sum mary print either a confirmation or distribution summary The confirmation reiter ates the details printed on the check The distribution summary indicates which the payable items the check has been allocated to The administrator sets the default check printing format on the Transaction page of the Maintenance screen This setting determines whether the confirmation or distribution information is printed on the tractor fed stub You can change this through the check printing area when checks are being prin
37. the Allocation Report Specification dialog shown below Allocation Report Specifications Print reperta for the 10 accounts in the current selection and G tat Only Crareaec tia res Chet reper eee rt pi yy ree ria nat Telly wad amd debts myt FUT Geer l Vist eath accaunt s full transection history fram Bovoo o0 fe to paros e by Weeffective Cheniry date FIGURE 9 19 Account item specification dialog used for both Running Balance and Payable Statements You can include transactions entered within a date range according to the effective or the or only outstanding items Running Balance Report Thu Wey 27 1999 1 01AM Page 1 From Of oor to M27199 Sample Running Balance Report 30007 34 Fef Y 5 Babolat amp Sons Account ofi Yendor Y S Babolat amp Sons Starting Dr Bal Dr Change Ending Dr Bal 0 00 175 00 an Dooe Code _ Effect a a 1119s 11 a Pam IDHS code 11i1i98 11 698 Poo DHS code 8 11f6 ds OOOO Po 8 discount untaken 4 3199 diS Pi Payable Purchase TOTALS FIGURE 9 20 A sample running balance report 250 Accounts Payable 4th Quarter User s Manual Reports Payable Statement This report uses the same Allocation Report Specification dialog shown in Figure 9 19 A new page is started for each account s payable statement The report will only those items that match your specifications If you want to use different specifications for different accoun
38. the behavior or these two types of rows When you specify individual accounts using item type rows each account will appear on the template as a separate row You can assign whatever caption you like to each account In contrast when you specify a range of individual accounts using a range type row only one range type row will appear on the template That is even though the generated report may list tens of accounts the template locates these many accounts through a single range type row The accounts are only broken out when the report is printed Also when a range type row specifies individual accounts you cannot assign your own captions when these accounts are listed on the final report In this case the final report will always list the accounts in the range according to their GL account number and name 4th Quarter User s Manual Financial Reports 341 Financial Reports The only power you have regarding the captions of these lines is to insert spaces to the left of the GL account number and name Specify these spaces through the Range Row dialog by adding leading spaces to the left of the indicated range Automatic Template Creation page 327 generates templates that do not contain any range type rows All accounts in templates created in this manner are of item type However the Verification function can be applied to templates that contain any mix of item and range type rows Item and range type rows both have
39. this date may not be accepted by the customer Request by the date on which the customer would like to receive delivery Last Printed the date when some for of the invoice was printed Refer to the Line Item Printing History page for details on when each line item was last printed Access this page from the History Printing popup located on the line Items page Last Modified at the lower left hand side of the Customer page of the invoice there appears the date time and user who entered the last modification The Sold By pop up menu lists all active names in the Sales Person table Selecting a Sales person from this pop up will automatically generate sales commissions for that person according to that person s commission specifications Refer to the sec tion entitled Sales People on page 431 for information on specifying sales com missions 408 Sales 4th Quarter User s Manual Invoice Entry Customer Stock Invoice Entry 3 of 3 Customer LJ Quote Batch Process ay lority Inve ID Ordered 1 zizt 00d y ma E gt Request by 00 00 00 atin Customer PON Pay by 01 26 2001 Disent by 00 00 00 PTS Terms NET 30 Cancel 00 00 00 Last Printed 00700700 T Journalized Dates set according to net berms and date of last shipment ho dify ohn Barkeley Western amp utodial aE m Billed Bill to i ill to of gt Ship to p _other _J C change paid John Ba
40. to and order to the delivery of the goods or services The virtual invoice is the dynamic extension of the static piece of paper 4th Quarter s virtual invoice tracks the ongoing history of the order The same invoice tracks changes partial shipments back orders and returns additional forms are unnecessary 4th Quarter User s Manual Sales 399 Sales When 4th Quarter prints a virtual invoice it prints a snap shot of the order at that time When we speak of a invoice we will mean a virtual invoice When we want to refer to the printed document we ll refer to a printed invoice invoice form or invoice document Invoices may create an obligation to you they may be paid directly or they can involve a combination of debt and payment They all accounting for sales tax pay able shipping as credits for items returned New transactions are created as needed An invoice record can be changed at any time it is not constrained by the process of posting to the General Ledger Invoice List Select the Invoice List item from the Invoices pop up menu on the Control screen The list screen provides buttons for searching for invoices sorting print ing and reporting Invoice List 3 4 24 98 Mike Cross E WET 30 4 71 99 Performance Motorcars Sales discount of Net 5 1075 4 40 99 Western amp utodial Het 5 1075 2 Invoice Ney JOrdered r auy Cona a asor Double click on an invoice to modify ier JK o FIG
41. types of vendor account purchase order account approve batch processing of dates distribution of expenses entry of flow of data item code line item history line item history list of payment priority printing receive item receiving receiving items report detail summary labels line summary PO form purchase report receiving slip shipping address shipping history transaction type stock or service using previous shipment vendor specified on virtual purchase on PO s 483 486 489 472 475 490 4th Quarter User s Manual Index 557 Index Q returns quote handled on invoices 425 printing 440 eae receipt of re Seas returns slip Bing nen Is Gi reverse cash entry 153 roll up R button 336 receipt disbursement see cash account item row 334 receivable range row 338 dynamic allocation 32 running balance on history graph 66 journal 177 296 locating outstanding items 192 S receive ordered item 499 receiving marked items 189 sale reconcile entry of 393 cash account 153 transaction interest amp fees 155 entry 123 reconciled status of transaction 158 160 sales l recurring schedule on template 129 143 accessing information 390 refunds 395 as handled by invoices 413 report credits 395 account 94 discounts untaken 203 225 AP 246 distributing income 396 AR 216 flow of data 389 cash account 172 list of 391 customer 384 refunds 395 GL account report detail 97 sales list 438 su
42. y full A Full Core Core The demo displays the features of The demo displays the features of 4Q Full application 4Q Core application In the 4Q Demo application each of the control screens will appear differently depending on whether you are viewing the 4th Quarter Full or Core versions If you are running a licensed version of 4Q Core or 4Q Full this demo toggle will not appear and your control screens will differ depending on which version you re running 4th Quarter User s Manual Welcome 19 Welcome 20 Welcome 4th Quarter User s Manual CHAPTER 2 Help a6 f Control screen Close All Areas Preferences 371 Page Setup Transfer Data Maintenance 4th Quarter User s Manual What s New Ath Quarter does some things quite differently from tradi tional accounting programs These innovations enhance data security and your ability to manage your accounting system In this chapter we ll introduce you to the most significant of these changes More complete details will be presented in subsequent chapters Control Screens Most programs present a single control screen with access to accounting functions provided through long menu bars Ath Quarter provides three control screens to help you navigate the application Each screen uses a different method of organizing the controls that provide access to the programs basic services Rather than giving you lengthy menus of f
43. 194 235 report account 306 N aging report 316 audit report 308 note linked to customer 371 component 305 vendor 455 searching for entry 304 tranditional use of 29 291 types of 78 296 556 Index 4th Quarter User s Manual O on line help optomistic record locking accounts inventory ordering of records alpha versus numeric for templates sort dialog overdue locating payables locating receivables P packing slip pass through journal patented 4Q s data structure payable account assigned to vendor accounts payable dynamic allocation journal locating outstanding items paying marked items payment made to AP receiving to AR to selected items period balance on history graph period closing from general ledger to retained earnings PO units specification postal code as sales tax identifier posting entries that will not post in date range selected transactions to the GL preassembled items adding pricing alternative units pricing of inventory primary items on AP allocation report on AR allocation report profit center assigning to account unlocking purchase 44 80 528 131 51 223 180 410 296 36 447 220 296 233 230 239 198 203 66 27 278 247 206 77 77 accessing information distributing expense flow of data list of noninventory entry of report purchase summary transaction detail transaction summary searching transaction entry type of
44. 252 Accounts Payable 4th Quarter User s Manual Reports Aging Setup Settings for Payable Journal Aging Report Display aging details for D only GL accounts CI GL amp all accounts Include anly active GL Accounts Report on all J currently selected accounts of this journal or Limit to profit ctr fi Neoct Page FIGURE 9 23 Accounts page of the Aging Setup dialog The three radio button settings in the Display aging details for area determine the amount of detail to include on the aging report e Only GL account aging totals are only give for the totals of each GL account That is the report s rows list only GL accounts e GL amp all accounts aging totals are displayed for each account These are then grouped and subto taled for each GL account e Accounts as specified in each GL account the account details for some GL accounts are displayed and for others only the GL account totals are displayed Which GL accounts are shown with account details and which are not is determined according to the List accounts related to this GL account setting in the GL account entry screen see section entitled Journal Reports on page 63 Transactions Page The aging report can include or exclude transaction details That is you can dis play only the outstanding balances in each period or you can also display the out standing balances and the transactions that contribute to each
45. 296 On Line Auditing Access to Journals 298 Journal Accounts 301 Journal Components List 302 Searching 304 Reports Component List 305 Account List 306 Audit Report 308 Aging Report 316 4th Quarter User s Manual CHAPTER 12 Financial Reports Generating Reports Overview 319 Flow of Data 321 Printing Reports 322 Hypertext 324 Templates List 325 Template Related Functions Automatic Creation 327 Duplication 329 Verification 329 Configuring Templates Overview 331 Rows 333 Other Settings 348 Columns 349 Viewing Hypertext 353 CHAPTER 13 Customers Customer Data Flow of Data 361 Customer List 362 Searching 363 Customer Entry Company Information 366 Shipping Addresses 368 Sales Tax 368 Payment Terms 369 Attaching Notes 371 Accounts 372 Default Accounts 375 Finance Charges 378 Sales Discounts 380 Reports Customer List 384 Receivable Account List 387 4th Quarter User s Manual 7 CHAPTER 14 Sales Sales Data Flow of Data 389 Accessing Sales Information 390 Sales List 391 Searching 392 Sales Entry Types of Sales 394 Credits and Refunds 395 Distribution Accounts 396 Invoice Data Flow of Data 397 Virtual Invoices 399 Invoice List 400 Searching 402 Invoice Entry Print Forms 410 Payment Priority 411 Invoice Type 412 Sales Accounts 413 Line Items 416 Line Item Entry Screen 417 Shipping Items 422 Returned Items 425 Shipping User Area 427 Sales Tax Area Tax Rate List 428
46. 4th Quarter User s Manual Cash Account Management Debit Credit Reversal assign the final check number when it prints the check The computer will not print a check if you assign a number manually There are two administrator settings relevant to the handling of check printing Refer to the Administrator Manual s section titled Transaction Handling on page a 61 e Printable by default The administrator can set 4Q so that it checks the Print able check box by default for every new cash withdrawal e Printing or hiding numbers on checks The administrator can instruct 4Q to assign check numbers but not to print them This is for users who print their check on pre numbered check forms Cash Components Specify the accounts that will balance the cash entry in the lower half of the screen Type in the Account Number starting with the GL account portion of the number Press the tab key to move to the account number field e If you ve entered a partial GL account number the system will display all GL accounts whose numbers begin with the character s you ve typed e If you ve entered a complete GL account number and this GL account has only account associated with it then that account is automatically added to the com ponents lists e If there are multiple accounts associated with the specified GL account the cur sor will move to the account number field If you know the account number or some portion of it
47. Add to Remove From or Search in Selection radio buttons Then press Search 402 Sales 4th Quarter User s Manual Invoice Data Invoice Search And display only AFE ARE EITHER those that MOT Invoice ID Last Name 1st 8Chr Company 1st 10 Chr Customer Code Invoice Printed All Shipped e All Returned G9 Q P Cag Invoice Code Customer PO Journalized un co co wT ll Total Amount Quote Amount Revel vable Order Date Ship Date Due Date Discount Date Cancel Date Sold By Type Attention Match iany Cjall criteria DOOOOOOOOCmoOoOmooo O CTT CT OCT CT CITT CTC Il Search and Replace CA Add To CJ Remove From previous selection search Search in selection FIGURE 14 7 The invoice Search by Example screen Reference Search The invoice Search by Reference screen opens to the Inventory page This enables you to locate invoices according to the inventory item or items listed on the invoice Press the Find Items button to open the Inventory List screen Locate items in this screen using the Search and Sort options highlight the ones you want to find on invoices Then press Select Alternately set one of the other radio buttons to locate invoices that include items that fall within a range of item codes item names bin numbers or item attention field values Enter the range of items you are interested Press Search to see the invoices that i
48. BOM The BOM can list components service items or subassemblies other assembled items Both service and non service items can have a BOM Inventory items are linked to a variety of accounts including asset sales purchase cost of goods value of goods and spoilage 4th Quarter creates a separate set of these accounts for each inventory accounting type You can create an unlimited number of inventory account types All the inventory of a given account type usually shares the same set of accounts This is in contrast to customers who share a sales account but have their own receivable accounts Items can also be configured to have their own accounts that are specific to certain items or groups of items 509 AQ Full Inventory Invoices and PO s Inventory Accounts General Journal Component type CPU Chip Income Journal Oe Assembly type S Expense Journal Vem i ak Computer Se Subassembly 4 s Cost of Goods FIGURE 17 1 The account and BOM relations of inventory items and item types Now we ll consider the relation inventory items have with invoices and purchase orders These are relationships that develop as orders are placed and items are shipped or received Inventory levels are affected through the sale or purchase of items or through the direct addition or removal of items Sales and purchases of items are handled through the creation of invo
49. Cash Sales debit to cash credit to sales Sales Refund credit to cash debit to sales Receivable Advance debit to receivable credit to cash These sales entry screens are only available when entering transactions through the Sales user area Three of these six types of sales involve cash accounts These three are both sales type and cash type transactions Once entered they can be viewed from either the Sales List screen the General List screen or the Cash List screen The Sale Through Receivable screen is shown below in Figure 5 16 Refer to Chapter 14 on page 99 for a complete description of the Sales user area 4th Quarter User s Manual Transactions 123 AQ Core Transactions Sales Transaction Entry 17 of 1 Posted Entered by Trans ID 00 00 00 Designer 318 Ret ME Status Date Sale thru Receivable i Verified 01 21 1999 Code Mame First Last Company Jeff Alonzo Grundwald Construction Terms Met 5 1075 ka Due 1 r267 99 Sale 200 00 Title Tax Receivable Sale Discount 20 00 10 If paid by Total 160 00 tee Tr130b FIGURE 5 16 The Sale Through Receivable entry screen One of six sales transaction entry screens Purchases Purchase transactions are those that involve a Vendor Payable or a Purchase account 4th Quarter provides a special purchase entry screen that can be config ured of one of six types of purchase entries TABLE 4 Six types of Purchase Transaction
50. Data GL Posting Search Search for posting entries meeting the following criteria CIGL Account L Attention use as wildcard value Es account type Current Asset v Debit E and indicate greater E proi i wema E C Credit or less than journal Expense and _ Posting Dates 00 00 00 to oovoovoo by Effective D System Date Search and Replace C Add to C Remove from previous selection search d Search in selection To search on a criteria specified in the upper area place a check mark in the GL Account check box Locate a single GL account by typing its account number in the entry area next to the Account radio button or press the GL Search button to locate multiple GL account If you want to locate posting entries by account type department profit center or journal then select the criteria using the radio buttons and specify the corre sponding value using the popup menus You can specify additional criteria to limit the located posting records by their attention values debit or credit amounts To indicate these additional criteria select the corresponding check box or boxes on the right side of the screen and enter a search value To locate posting items whose debit or credit amounts are greater or less then a particular value you should proceed the value with the char acter gt or lt to find values greater or less than the number that follows 4th Q
51. Detailed Report Complete transaction information for each of the currently displayed transactions Transaction Details Tue duns 1999 12 43 PM Sample Detail Re port Page 1 Title Disassembly 223 Motes PP Ref Me Effective O2 24 99 Entry type Posted 2120199 Doc Me Entry O2 24 99 Status Unverified Check ID 232 Arr Aukoallocate PER Entered by Designer Mera _ Acc our Joumal Debit Credit 60021 100 Finished Goods Purchase Y Expense 164 06 10003 100 Component Assets General 164 06 10004 100 Finished Goods Assets General 164 06 s0018 100 Component Purchase Value Expense 164 06 Report Total 326 12 328 12 FIGURE 5 19 Sample Transaction Detail report Cash These are discussed in Chapter 7 on page 167 4th Quarter User s Manual Transactions 127 Transactions Sales Purchase These are discussed in Chapter 14 on page 436 These are discussed in Chapter 16 on page 500 128 Transactions 4th Quarter User s Manual CHAPTER 6 4th Quarter User s Manual Templates This chapter describes the transactions templates Tem plates make it easy to enter and manage repeating transac tions Transaction Templates Templates store information that appears on a transaction Templates can also have a recurring schedule that is monitored by the system Templates have no effect on account balances When the system notices that a template is due to be used for the creation of a t
52. Entry screen The Number and Name labels are italicized mean ing they are clairvoyant fields Templates 4th Quarter User s Manual Template Components The Account button opens a list screen providing various means to locate a partic ular Account To choose a particular Account click once on its row and press the Select button Once an Account is fully specified it is automatically added to the list of accounts To change the account specified by a particular component put the cursor in that row and press the Modify button This removes the component from the list and places it in the entry area where a new account can be specified Tab to or click in the Item Debit or Credit columns to enter a value You can change the debit and credit amounts for any component by typing over the dis played value Templates unlike transactions do not have to balance That is because a template has no effect on accounts In fact a template has no effect on any accounting infor mation In order to create a new template record the only thing you must assign to a template is a title Detail Form Page The Detail Form differs from the Brief Form in having the following additional transaction fields and functions Values entered here a part of the transaction part of the template That is these are values assigned to a transction that is created using the template e Address button associates an address with the trans
53. Figure 16 14 PO type Stock Service Change approval status The PO amount can either be debited to purchase accounts in either of three Debit purchase account ways e tothe vendor s general purchase account e to the individual inventory item purchase accounts e to any combination of cost and expense accounts General Vendor Purchase Each vendor is linked to a purchase account There are different purchase accounts for each type of vendors and vendors can also be assigned individual purchase accounts Vendor purchase accounts are set through the Vendor entry screen When this option is chosen the purchase expense from the currently delivered items is debited to the vendor s purchase account Additional deliveries further debited this account Inventory Purchase Each inventory items is linked to a purchase account There are separate inven tory purchase accounts for each inventory accounting type When the Inventory Purchase option is chosen purchases are debited to the individual item purchase accounts Any additional purchase amount such as from entries in the Nontax Miscellaneous field are debited to the Vendor s General Purchase account 490 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Entry Custom Distribution Here you specify any cost or expense type accounts to be used as purchase accounts Whatever purchase amount that s generated that exceeds the allocation you indicate
54. GL balances up to date so that they are in agreement with their subordinate accounts FR trial balance and audit statements are derived from GL accounts Journal reports account statements are derived from account records Transactions General Ledger _ Journal Posting Reports Trial Balance Financ Report FIGURE 4 2 Flow of data from transactions to accounts to GL accounts 58 Chart of Accounts 4th Quarter User s Manual General Ledger Accounts GL Account List Accounts amp Related GL Accounts Add Account General Ledger Accounts GL accounts are accessed through the Chart of Accounts pop up menu on the Control screen They can also be accessed from the GL Accounts menu appearing above the Accounts List screen Searching Example Related Show All Example Search Journal Cash Receipt Disbursement Client Receivable Receivable Inventory General Client Receivable Receivable Instruction Inventory Assets General Oo Double click ona GL Account to modify 2 MEN oa ji teete J monite return Jf FIGURE 4 3 The GL Account List screen The items above the line on the Search pop up menu open screens in which you specify search criteria The Show All item below the line acts as soon as it s chosen The Example search opens a screen in which you specify some combination of the criteria shown in Figure 4 4 Mark the check boxes on
55. Gest Corp 940 00 Black Diamord 700 rank niece ert Recevatie Tarai ra a28 0o o oo anol anol aaeraal E ee e E E E E T E T T a e E e E E E Tr rats E E oo ao E E FIGURE 8 27 Sample Aging report without transaction details 4th Quarter User s Manual Accounts Receivable 215 AQ Core Accounts Receivable Receivable Aging Report Sample Aging Report with transactions received amounts Credits Tue Jun 1999 3 24 PR Page 1 Aging on Due dates From Wed Apr 1 1995 of outstanding receivable Debits and Summary includes both posted snd unposted Tallies shown for selected active and inactive transactions Receivable type accounts Aged 0 ta 30 21ta 60 B1 to 90 beyond 90 days GL Account Account Name Total Owed 4198 to HBS BIS to 131198 13098 to 1198 1213197 and Total Co Refcode Effective bue Pror me Original Dri older all Periods 222 22011999 241998 221999 oWioigag Os25 1 998 Client Receivable 2211999 OS ggg ooroor00 Restocking test oofooroo 1 oaod ooroor00 Deposit 12 4i97 Receivable Sale Black Diamond f Trg OOfO0r00 OOfOOr00 ase on 933 00 953 00 FIGURE 8 28 Sample Aging report with transaction details Allocation Screen The following reports are available from within the Receivable Allocation screen Components Shown A list of the components displayed Use the search criteria in the Allocation screen to locate the items you want included on the re
56. However each GL account is associated with exactly one journal and all accounts related to any GL account will appear on the journal referred to by that GL account As a consequence all accounts that are linked to a particular GL account will appear on the same journal When transactions are entered they immediately update their related account bal ances Since journal reports are comprised of these account balances journal reports are always up to date The journals do not store cumulative balances However by printing a report that includes all the accounts on the journal you can effectively obtain such a balance Since journals are composed of accounts and account balances are determined by both posted and unposted transactions the information on each journal is subject to modification and revision Journal reports are less definitive than GL based reports whose values are composed entirely of posted information Transactions Journals Reports Audit Aging kk Audit Aging FIGURE 11 5 Accumulation of journal based information through transactions and accounts Ath Quarter enables you to create your own journals These must be of one of the seven following types 4th Quarter automatically supplies one journal of each type when a new datafile is created You can create as many instances of each type of journal as you wish 296 Journals 4th Quarter User s Manual Structure General All accounts that do not appear
57. Item and enter it on that line You can respecify an Item by typing in a different Code or Name However you cannot use a Code that is not associated with an Item If you would rather select an item from a full list of inventory then press the Items button After you have specified and item fill in the quantity ordered and received You can modify the Per Unit Price and the Total Price Vendor Item Codes You can display either your own item code on the PO or the item code used by the vendor To use a vendor s item code you must have assigned the item a cost schedule that is associated with the vendor To use the vendor s item code rather than your item code check the Use Vendor Codes check box Checking this option has no effect on those items that do not have a code linked to this vendor Refer to page 537 in Chapter 17 for details on assigning vendor codes Text Lines You can enter lines of text annotations You can enter whatever description on each line in the Item Name field or in the comment fields that appear on the Ser 4th Quarter User s Manual Purchasing 493 4Q Full Purchasing vice PO layouts You can not enter quantities ordered received unit or total prices for text line items Text lines are printed on the purchase orders Stock PO Entry 1 of 5 Po40b 7 Approved _ Use Vendor Codes Po ID EE P O N2 Subtotal 895 00 Print on Entry Te Discount Tax Total Shippi
58. Joumal account Description Posted Dr Bal 10001 Cash ReceiptiDis burs erment 22 024 70 10005 Inventory General 1 6 016 65 10101 Client Receivable Receivable 1 450 00 Total 27 591 35 FIGURE 4 33 Sample account summary report Full Detail A full description of the GL accounts in the current selection This report does not include a listing of the accounts related to the GL accounts General Ledger Account Details Tue Jun 8 1999 12 23 Sample Detail Report Page 1 Ne 10001 Active X Created 10 5 97 Category Current Asset Mame Cash Hof Accts 1 Or Bal 22 024 70 Joumal ReceiptiDis burserment Description List orragingreport _ List orrauditreport _ FIGURE 4 34 Sample account detail report Department amp Profit Center The following reports are accessed through the Department List screen the Profit Center List screen and the Journal List screen All of these screens can be accessed from the Related Items menu that appears above the Accounts List screen Department List Departments agga 12 20 Hi Depatment List Report Fage active Heading fal accounts 11 FIGURE 4 35 Sample Department list report 4th Quarter User s Manual Chart of Accounts 97 Chart of Accounts Profit Center List Profit Centers arga 12 29 Sample Frotit Center Report Fage 2 Marne active Heading GL accounts Support Center FIGURE 4 36 Sample Profit Center list report 98 Chart of Accounts
59. Limit report to Allocations for each account made between the following dates J Transaction history between the following effective dates E A te fo27aa72000 Include in report items paid C payments G payments amp items paid Sort by Allocation date _ Locate and display components for selection before printing FIGURE 9 17 Allocation Report specification dialog requests information on both the range of items the way they are to be sorted and whether you want to review them before printing You can configure the report to include as primary items only debts only pay ments or both debts and payments e Only Debts This option lists only debts found within the date range Below each debt is listed the payment transactions made toward these debts The report shows the amount from each payment that is allocated to cover the debt e Only Payments This option lists only the payments found within the date range Below each payment is listed the debts that received some funds from the payment The report shows the amount from each debt that is covered by the payment e Debts and Payments This option lists as primary items both debts and pay ments found within the date range Below each debt is listed the payment transactions made toward these debts Below each payment is listed the debts that received some funds from the payment 248 Accounts Payable 4th Quarter User s Manual Reports
60. Modify J Delete Address ST ip a P Box 9876 125 Persons Or FIGURE 13 6 The Details page of the Customer Entry screen Shipping Addresses Each customer has a billing and a primary shipping address Additional shipping Sales Tax address can be added from the Details page of the customer entry screen On the Details page you will find the shipping address area Press the Add Mod ify or Delete buttons to create new shipping addresses Highlight one of the addresses in the address list and press the Primary button to mark it as the cus tomer s primary shipping address The primary address will appear on the first page of the entry screen and will be used on shipping labels In the Sales Tax area press the Add or Remove button to add additional Taxes to the customer The Add buttons displays a Sales Tax List screen where you can locate existing or add new Tax records You may select multiple Tax records for each customer 368 Customers 4th Quarter User s Manual AQ Full Customer Entry The customer s total sales tax rate is the sum of its tax record components This total is recalculated from the original sales tax records whenever sales tax is recomputed Consequently the tax rate on invoices and other sales will change as the rate is changed in the component sales tax records Each sales tax record has a sales tax payable account associated with it There can be any number of sales tax pay
61. N Interest Income Interest ncome Offset Account et Acco Offset Account nt T Go Ta ltems 7 FIGURE 7 4 The Setup page of the Cash Reconciliation screen By default 4th Quarter directs service and interest to those accounts assigned to be used for this purpose by default These accounts are assigned by the administra tor through the default accounts area The Offset Account button lets you select alternate accounts to receive expense and income that accrue from the service charge and interest The second page is called the Items page and it s shown in Figure 7 5 on page 157 This page lists all of the unreconciled items in the account Here you need compare the unreconciled items with those that appear on your statement Clicking each item in the list that appears on the statement will cause an X to appear in the left hand column Clicking the item a second time will remove the oe eae To make it easier for you to mark items you can also click on the small X button at the top of the left hand column This will mark all or unmark all items in the list even those that might be out of view in the scrolling area Use this button 4th Quarter User s Manual Cash Accounting 155 Cash Accounting when you think it would be easier to start by marking all items and then unmark ing the few items that do not appear on the statement You can also use the arrow keys to mark and unmark items Th
62. PO in 4th Quarter s can be related to one or more transactions When goods or services that are listed on a PO are received the system creates an accounting transaction If several deliveries are received then several transactions will be created Once transactions are created they will appear in the General Transaction List screen You will be able to double click to view these transactions but you will not be able to modify them Modifications to PO transactions can only be done through the PO entry screen Refer to chapter 16 s section titled Purchase Order Data on page 479 for complete details 126 Transactions 4th Quarter User s Manual AQ Core Reports Reports General Transactions The following reports are accessed from the general Transaction List screen Summary Report Transactions List Tue Jun 1999 12 40 PM Sample Summar Ae port Page 1 atin Ret Ne D Entry Type Cd aeoount T T a ET 2da Gen cash entry GELEES service charge HW0001 100 General Cash BOO0S 100 Bank Expenses 232 General entry ELGER Disassembly 423 0021 100 Finished Goods Purchase 10003 100 Component Assets 10004 100 Finished Goods Assets B00168 100 Component Purchase Value Report Total 331 82 331 82 A brief summary of the currently displayed transactions FIGURE 5 18 Sample Transaction Summary report
63. Payable Date Range Page Here you specify the aging criteria aging based on due entry or effective date the starting date and the aging range in each of the reports four aging periods The report also includes a popup with the options of including both outstanding payable items and items already paid or only outstanding payable items If you re aging a Receivables Journal for example then the Receivable Only option shows the aging of unpaid receivables If you choose Receivable amp Received the report shows all components effecting the chosen accounts in the aging peri ods This second option results in a report that shows all sales made in each of the aging periods not just those awaiting payment Aging Setup eo ane Jroa E Settings for Payable Journal Aging Report Journal ID Do aging according to dates starting at frosos ge and including the following day ranges lst period 3rd period 4th period O to 3g Ei El to EI days and beyond Do aging of outstanding amounts payable and paid includes Cr amp Or transactions Next Fage FIGURE 9 22 Date Range page of the Aging Setup dialog Accounts Page Unlike the other reports available from the Allocation List screen the aging report either includes those accounts in the current selection all accounts on the jour nal or all accounts related to a particular profit center This is set using the radio buttons in the Report On area
64. Quarter User s Manual General Transactions The system s Suspense Account is not on the Chart of Accounts and you cannot add a Suspense Account component by hand The Suspense Account exists only to force transactions to balance temporarily The Suspense Account can be used only for temporary transaction entry because transactions involving a Suspense Account component will not post Such transac tions remain unposted until you remove the Suspense Account component by going back and explicitly balancing them through the Transaction Entry screen This allows you to enter transactions you are unsure of without their being posted to the GL Options The following fields are accessed through the second page of the general transac tion entry screen shown below Transaction Entry 1 of 47 Detailed Form Options 00700700 04 23 1999 Designer Options Correction Histor i codes Related transaction ID references Status Unverified press to view related transaction ts i 2 Autoallocate as PER account w Due Date 00 00 00 Discount Due O0 00 00 FIGURE 5 12 Option page of the general transaction screen 4th Quarter User s Manual Transactions 115 Transactions Period Clasing Reversi ng Verified field The verified field can be toggled between Verified and Unverified by clicking on the field The value is simply a marker that you can use to distinguish transac ti
65. Rama Modify Finance 0 Sermon cr Balance 424 08 Distribution a mera Account Ne FIGURE 15 11 The Accounts page of the Vendor Entry screen Purchase Account The Accounts page also displays the Purchase account assigned to the vendor The system recognizes this as the account to be debited by default when you enter pur chases from this vendor 4th Quarter User s Manual Vendors 457 4Q Full The system maintains separate purchase accounts for each vendor type except for the type named prospect which is not assigned any purchase account Each of these type specific accounts links to a type specific GL purchase account This means that purchases for each type of vendor are tracked separately on the GL and can be reported separately on financial reports Because changing a vendor s type will affect their accounting the ability to assign types can be restricted to just new vendors Depending on the administration set tings you can or can not change the type of an existing vendor If this restriction is relaxed then you can change vendor types at any time The restriction is set on the Vendor page of the Maintenance screen In the case of purchase orders you can direct the system to record the expense either with the vendors purchase account the account specified here or to record the expense with the purchase accounts for the actual items being purchased That is to say you can either tally e
66. Receivable 209 AQ Core Accounts Receivable Running Balance Report Wed Wey 26 1999 11 52 PM Page 1 From Ov O00 to S2699 sample Running Balance Report 10002 12 Fef Grundgald Construction AGCOWNE of Customer Grndwald Construction Starting Dr Bal Dr Change Ending Dr Bal 47 95 260 73 atin Dos code Effect Due Notes Tile Debt __ _credit dizio oorooroo F 39 00 2199 12699 Py Receivable Sale 180 00 adaga OOOO F i new receivable 156 00 di9 ooooroo F di5i99 aad F i Receivable Sale 185 00 di5i99 diddi F di5i99 agg F i Receivable Sale 1 055 00 di5i99 aad F i Receivable Sale 789 00 q9 agg F i Receivable Sale 440 00 qi agg F i Receivable Sale 135 20 q9 owdi F 1 843 00 q6rgg owdi F i 14 45 di 17199 OOOO F i Restocking 200 00 TOTALS 3 394 20 3 133 45 FIGURE 8 21 Sample running balance report Receivable Statement This report uses the same Allocation Report Specification dialog shown in Figure 8 20 A new page is started for each account s receivable statement The report will only those items that match your specifications If you want to use different specifications for different accounts then locate each set of accounts in a separate selection and print the reports in separate batches 210 Accounts Receivable 4th Quarter User s Manual Reports Receivable Statement Thu Mey 27 1999 12 17AM Fage 1 From OO00F00 to St 26199 10002 12 Hef Grundwald
67. Report Templates is accessed through the Report Editor item in the Financial Reports pop up menu This takes you to the following screen Financial Report Templates 3 Template Name Type Title m Income Statement 1 Change within Period Management moore 1 Balance Sheet Change within Period Balance Sheet 4 Income Statement 2 Position Statement sales Income Sort Add AutoCreate Modify PrintList Duplicate Report FIGURE 12 6 The Financial Report Template list screen 4th Quarter User s Manual Financial Reports 325 Financial Reports This screen provides you with functions to help you create your Financial Reports e Add Presents a blank template screen in which you specify the individual line items that are to appear on the Financial Report e Auto Create Asks you to specify a type of report according to various criteria and then creates the template for you e Duplicate Creates a duplicate of an existing Financial Report which you can then modify e Verify Asks you to specify a type of report and then checks the highlighted report template to determine if it complies with these specifications These functions are described further in the next section Opening report template in the Template Editor allows you to add four types o rows Item rows one or more GL accounts individually specified Range rows one or more GL accounts specified by number range Sum rows rows that sum account
68. Sales Basic Info Page All sales people who are marked as active will appear on the Sales Rep pop up menu in the invoice entry screens Basic Info Name Mr Alistair owes Title Sales NE Active Balance Firm Excalibur Commission A 0 Phones email wk 1 808 a99 9125_ icowieseescaliburcom we id age 959 48 6589 cut sd Employed 0502 99 rax Sidi Released DOVOOVOO O Birthday 10 23 1968 f Memo 1E Enter amp Nest FIGURE 14 31 The Basic Info page of the Sales Person entry screen 434 Sales 4th Quarter User s Manual Sales People Commission Page The Commission page offers various formulas for computing the sales persons commission rate The formulas consist of specifying a flat percentage of sales and then indicating when this formula should be applied Basic Info Commission Ms ing wan Commission a l 20 Calculation Formula Commission 1s calculated on the invoice sale on item total and before or after the following charges Before 7 Atter 7 Discount sales Tax Shipping Charges Miscel Charges FIGURE 14 32 The Commission page of the Sales Person entry screen Accounts Page Press the Accounts tab to view the accounts linked to the sales person A payable account is created for each sales person assigned a nonzero commission If the commission is zero then no payable account is created Each sales person assigned a payable account must also be assigned
69. Sales Tax Entry 430 Sales People Sales People Data 431 Searching 433 Sales People Entry 433 Reports Sales 436 Invoice 438 Sales People 444 Sales Tax 446 4th Quarter User s Manual CHAPTER 15 Vendors Vendor Data Flow of Data 447 Vendor List 448 Searching 449 Vendor Entry Company Information 452 Vendor Addresses 454 Payment Terms 454 Attaching Notes 455 455 Accounts 457 Default Accounts Finance Charges Sales Discounts Reports Vendor List 466 Payable Account List 469 459 460 462 CHAPTER 16 Purchasing Purchasing Data Flow of Data 471 Accessing Purchase Information 472 Purchase List 473 Searching 474 Purchase Entry Types of Purchases 476 Payments and Credits 477 Distribution Accounts 478 Purchase Order Data Flow of Data 479 Virtual Purchase Orders Purchase Order List 481 Purchase Order Entry Vendor Specification 484 Print Forms 486 Payment Priority 488 480 4th Quarter User s Manual PO Type 489 Purchase Accounts 490 Line Items 493 Line Item Entry Screen 496 Receiving Items 497 Receiving User Area 499 Reports Purchases 500 Purchase Orders 502 CHAPTER 17 Inventory Inventory Data Flow of Data 509 Inventory List 511 Searching 513 Adjustments Inventory Adjustment Screen 520 Assembly amp Disassembly Inventory Assembly Screen 524 Inventory Entry Unusual Inventory Record Handling 528 Item Properties 529 Pricing 535 Costing 537 Item History 538 Levels 540
70. Should the address change at a later time then the new current address will appear if you return to the Mailing Address screen You cannot change the value of the dynamically related address through the tem plate s Mailing Address screen The address is stored with the record in the linked file and can only be changed from the entry screen inside that selected file To disconnect the related file press the Unlink button Any number of templates can be linked to the same address 142 Templates 4th Quarter User s Manual Template Components Recurring Schedule In most cases you would assign a dynamic address to a template so that you could be sure the correct current address would always be assigned Static text is used in cases where there is no existing address record or the address that is linked is not the correct address Restricted Templates Because templates can carry the same confi Special Items dential information that appears on a transac tion templates also can be assigned a Change Restricted Status restricted access status The template status is determined automatically according to whether or not it refers to restricted subaccounts When you add a restricted subaccount compo nent the template is automatically assigned a restricted status When you remove all restricted components the template automatically becomes nonrestricted Restricted status can also be set manually through the Special Ite
71. Status Title and Components fields and the control buttons Cash Transaction Entry 1 of 1 Brief Form Detailed Form Printed Trans ID Account From To YD eine d Deposi ELEKI ne e Address General Cash si Cash ka General Cash O we withdrew B Unverified Title w Withdraw i Title Withdraw OOOO OS rawal _ Printable Payee Payor Ret Ne Eff Date Memo BelesTex ______ _________ foarasvt999 L Delete Record Account Me Name 5 C O eT Balance Amt 30002 100 Sales Tax peas 213 78dr FIGURE 7 6 The Brief Form page of the Cash Transaction Entry screen The Status area shows whether the transaction has been printed as a check Once a check has been printed its transaction cannot be modified Note that each trans 4th Quarter User s Manual Cash Accounting 159 Cash Accounting action also carries a status as described below Don t confuse the Status area at the top of various entry screens with the status of the transaction being displayed The Title area has a pop up menu with a choice of cash accounts and two radio buttons for indicating whether the transaction is a deposit or withdrawal If it is a withdrawal and you want the computer to print the check you must check the Printable box so that the value to print appears in the transaction number area Check printing is described in more detail on page 167 Verified and Re
72. Summa tion Row Subtotals at level two can be included as elements in further subtotals The next summary total would be displayed at level three To do this add a sum type row after the last of the level two sum items In the sum row entry screen indicate the row is to calculate the sum of all preceding level two items and display this total at the third level This is done in the sum row entry screen as is described below The template screen then displays a X in the second Level of Sum column and a Cr in the third column as shown below Net Honoperating Income Eli hr Het Income The Level of Sum columns enable you to clearly see how your subtotals are arranged The subtotals on the actual report are calculated for each column and are all displayed in the column to which they apply The printed report does not display the subtotals staggered to the right in the way they are displayed on the template entry screen On the final report all totals and subtotals appear in the same column as the figures from which they are composed Create a sum type row by selecting the Sum radio button and pressing Insert This opens the Summation Row dialog where you specify the row s text the level to sum and the level assigned to the result Summation Row Row caption PioOd Total Operating Income Use style Click on the level whose values you want summed Display in terms of ie Credit Balance B Debit Balance
73. The same percent will apply to each period s value e Copy first value This will simply copy whatever value has been entered for the first budget period down to all other budget periods for the currently displayed year e Copy from other GL Account budget Select another GL Account from the popup menu Then press the Budget 1 or Budget 2 buttons to copy the corresponding budget from the specified account to the currently Account for the displayed year 74 Chart of Accounts 4th Quarter User s Manual Departments Printing the Budget Pressing the Print button gives you the option of printing the budget values for the year that is displayed or for all years The values can either be printed to paper or to disk Decide Print current year or all years for this account Current Year FIGURE 4 15 Budget printing choices in the GL Account entry screen The budgets for multiple accounts can be printed from the GL Account list screen by displaying the accounts whose budgets you want to print in the current selec tion The press the Report button and select the GL Account Budget report Budgets can also be displayed for any period or date and for any account or combi nation of accounts by assigning them to columns in a financial report template Financial reports are the recommended method of printing budget information You can create a template that reports only budget values for any set of GL accounts over a
74. USA Shipped 4 131 ar strings 45 198 Motrin F Forfurther infomation contact Comments FIGURE 14 41 Sample packing slip Billing Labels 3 up Sheet of billing addresses associated with selected invoices in 3 up form John Barkeley Dick Scheider John Barkeley Westen Auto dial Perf onnance Westen Auto dial 125 Persons Or 9123 East Slemeda 125 Persons Dr Berkeley CA 46233 Berkeley CA 46233 FIGURE 14 42 One line of a sample 3 up Billing Label report Shipping Labels 3 up Sheet of shipping addresses associated with selected invoices in 3 up form Prints using the same format as the Billing Labels 4th Quarter User s Manual Sales 441 Sales Sales Report The invoice analysis reports show sales totals by item The information on the reports is drawn from purchase order records The analysis of purchase orders is performed according to the criteria set on the following screen Invoice Analysis Analyze period starting 00 00 00 i according to date and ending 5 27 99 Q received Reporton Jin the top i inventory items inthe bottom M selected No items selected Intermsof quantity sold C quantity shipped C value sold C value shipped Send report to printer J disk text only value Format 000 ye J F000 Quantity Format 0 00 wj 000 FIGURE 14 43 Analysis specifications dialog for invoice reports This report prints a li
75. an Expense account This account is initial set according to the system s default Sales Rep Expense account The expense account can be changed for individual sales people by pressing the Reassign button 4th Quarter User s Manual Sales 435 Payable Account 30013 10 alane 0 Expense Account SOO001 100 Sales Commission Expense Dr Balance FIGURE 14 33 The Accounts page of the Sales Person entry screen E Reports Sales The following reports are available by pressing the Reports button in the Sales list 436 Sales 4th Quarter User s Manual Reports Transaction Summary A summary of each sales transaction listing each component Transactions List Mon Jun T 1999205 On Sample Transaction Summary Page ae he ho Sa a O O a TT TTD i 281 Receivable sale 42g Sales discount of 10 00 dated 422 IBOCIOE 11010 Client Sales 30002 100 Eales Tax sooo7 200 Dis counts on Sales 10 101 26 Summit Technologies Ltd 319 Re ceivable sale ienga Re ceivable Sale BOO06 100 client Sales soo0y7 200 Dis counts on Sales 10101 26 Summit Technologies Ltd Report Total 192 10 192 10 FIGURE 14 34 Sample Transaction Summary report Transaction Details Details of each sales transaction listing all components Transaction Details Mon Jun 7 1999 2 08 PM sample Transaction Detail Re port Page 1 Title Receivable Sale Hotes F Bet Me Effe
76. are stored in the list named Inventory Account Types Changing the items 4th Quarter User s Manual Inventory 541 AQ Full Inventory Price Table Name tennis balls canof3 sid Code 1 146 Inventory Accounts Purchase 0016 100 Cost of Goods Sold 80017 100 G val ue of Goods Purchased 0018 100 CD Spoilage 80016 200 Costing Method Average Value of Goods Pur chased Account in this list will modify your chart of accounts See List Manager on page a 28 of the Administrator s Manual for more details The Accounts page is where you specify the accounts used for this particular item These Accounts are initially assigned according to system defaults but they can be reset by pressing the Reassign button and indicating alternate accounts inventory Entry 6 of 35 SS H Accounts ity ln Stock 6OtyOnOrder Oty Available Inven D 302 000 100 000 297 000 54 Asset Type oo3 100 ii Component Assets d Sales BOO007 100 Income Type C Create on entry Component Sales Expense Types Lj Create oni entry Component Purchase Expense type Component Cost of Goods Expense type Component Purchase Yalue Ce I k P a Expense type Component Spoilage Cancel FIGURE 17 22 The Accounts page of the Inventory Item Entry screen Of these six accounts the Value of Goods Purchased is uncommon 4th Quarter creates this as a contra account to the
77. been allocated once but the debts were uncovered manually leaving the funds available for future redistribution Remember that the process of covering debts or more properly allocating funds does not create any new transactions This is because allocation only matches pay ments with debts where both the payments and debts have been entered already All of the following allocation processes only match funds within each account and since funds are not moved between accounts no new transactions are gener ated 224 Accounts Payable 4th Quarter User s Manual Accounts Payable Area Functions that Act on Payable Accounts Special Items Add Account Modify Account Generate Finance Charges Sales Discounts Not Taken All Payable accounts can be accessed through the Payable Accounts List This screen performs the following functions specific to payable accounts e Group Account Allocation matches Payments with obligations for a selection of Accounts Various options are displayed if you highlight one or more rows and select Allocation for Accounts on the Special Items menu e Individual Account Allocation manages the individual items within a partic ular Account Highlight a particular Account and press the Select button This brings you to the Account Allocation screen described below e Finance Charges the generation of finance charges is not available in the Accounts Payable area e Discounts No
78. can be changed and their names modified However all payment priority options are either blank or start with a number from 1 to 9 The number determines the priority from low 1 to high 9 A blank payment priority behaves like a priority of zero which is the lowest that can be created Invoice Type The Invoice Type item on the Special Items menu in the Invoice Entry screen determines the way line items are displayed and printed Both Stock and Service types of invoices are available The line items that are display for a Service type invoice provide more space for comments By choosing this menu item you can toggle from one type of screen to the other Stock type Service type i 7 0 195 00 1 144 tennis racquet E 0 00 Add comments here This space is for additional comments FIGURE 14 15 Comparison of the Stock type line item with the Service type line item 412 Sales 4th Quarter User s Manual Invoice Entry The invoice is associated with which ever type is set when you save the record It will display line items in the appropriate format when the entry screen is next open to display this invoice Sales Accounts The Credit sales account item on the Special Items menu in the Invoice Entry screen opens a dialog in which you determine how the invoice sales are to be credited when the invoice is journalized The four options are shown in Figure 14 16 Special Items Priority of Payment The inv
79. can turn it off either by manually unchecking the alert box in the entry screen or by using the template to create a transaction In the latter case the alert flag is turned off automatically Updating the schedule The system checks the list of templates at certain times in order to locate tem plates due for entry This occurs e When the first user logs into the database on a new day if set this way e When any user enters the template list screen if set to perform this way e If any user presses the Update button in the template list screen The first option can be turned off for quicker program start up Transaction Templates Update alert field at user Update alert field before displaying template FIGURE AO 2 The administrator settings for transaction templates The second option where the system automatically checks for templates upon entering the template list screen is turned on or off by the administrator from the maintenance screen 4th Quarter User s Manual Templates 145 4Q Core Templates Reports Templates The following reports are available through Report button on the Template List screen Summary A simple list of the current selection of templates Template 5 ummary Thu Jun 3 1999 3 40 A Sample Summary Ae port Fage E Tpl Attn Template Title Notes Last Date Next Date Transaction Title oo aeo iter Prior Debit Credit ee A a O 0005 000 100 Client Sales Client Sales
80. changes and move to the previous or next record in the current selection If your selection consists of a single record as is the case when you re creating a new record these buttons are disabled The command key equivalents for the enter amp previous and enter amp next are Ctrl lt 38 lt on the Mac and Ctrl gt 3g gt on the Mac Data Access List screens display summaries of the records you choose and let you access them individually From a List screen you can add new records and you can review modify or delete existing ones A List screen shows your data as a scrolling list of rows and columns The title bar of the List screen displays the name of the items in the list be they Transactions Customers or whatever Next to the name is the number of items currently shown in the scrollable list Cash Accounts 2 Account N2 GL Account ACCOUNT 10001 100 General Cash 10091 100 General Cash a l 7 amp U F suz70 Highlight an account to work with Then press Select FIGURE 3 4 List screen showing 2 cash accounts Current Selection The items in the list including those out of view make up what is called the cur rent selection Clicking on a row highlights it Clicking twice in succession on a row opens an Entry screen for that record and shows it in more detail 42 Conventions 4th Quarter User s Manual Data Access Selection Search by Example 3E Show All a6L Focus So
81. configure the system so that a receivable account is only created for customers of Operating and Client types The system will 376 Customers 4th Quarter User s Manual AQ Full Customer Entry not create receivable accounts for Prospect or Reference type customers How ever if you modify an existing Prospect by assigning it the type Client then the system will create an account for the record When you create a customer you must assign it a Customer Type It is this type that determines whether or not a receivable account is created for the customer If a receivable account is not created for a particular customer you will not be able to enter an invoice for that customer or enter a credit sale Changing a Customer s Type You can change the type associated with a customer at any time through the cus tomer entry screen If you change the type from one that does not have a receiv able account to one that does then the system will create a new receivable account for the customer If you change the type from one which has a receivable account to one which normally does not the system will not remove any associ ated receivable account When a receivable account is created it is assigned the customer s first and last name or if no name is given the company name The account number will be the customer s ID number and a default suffix that is set by the administrator These values can be modified by pressing the Modi
82. control screen or from the Purchases popup in the Purchase area For the most part 4th Quarter s AP features match those in the AR area except that the word payable appears in place of receivable 220 Accounts Payable 4th Quarter User s Manual Accounts Payable Area If you have defined only one payable journal then the name of that journal appears in the lower half of the AR amp AP popup If you have multiple payable jour ayable nals say one for each profit center then each of these journals appears as a sepa rate item under the heading Payable Journals Receivable Selecting one of these journals opens an Payable Accounts area that is limited to Payable Journals accounts on that journal If you open other payable journals then they will open Payable Domestic separate payable areas each of which will be limited to the display of accounts on Payable Foreign the respective journals If you select the Payable Accounts item on the Accounting menu and you have only one payable journal then the program will open that journal in a Payable Accounts area If you have multiple payable accounts the system will display a list of payable journals Select one to open that journal in a Payable Accounts area The process of accounting for payables involves e Payables Journals e Payable Accounts accounts on payable journals e Payable Transactions transactions involving payable accounts A payables jour
83. depreciation accounts as well as certain liabilities and assets Independently created accounts can be linked to other files in the database Account Options The following account settings are accessed by pressing the Options tab in the account entry screen Account Entry 3 of 120 S gt YTD Balance Debit Balance sr Last T TT 843 00 7430700 722 98 Options Distribution A ec _ Restricted access to viewing and transferring assets C Automatic allocation of funds if account is payable or receivable Balance levels Associate Finance _ Monitor balance levels Associate with JJ F Turner amp Co Finance Rate SES Finance Date Alert user when DEBIT balance in the file of vendor Jes Leon C oog Fan 2 11 1998 141998 crosses these levels Days Grace Extremum lt Dr 182 00 Date 07 30 2000 FIGURE AO 1 The options page of the account entry screen Link to Equity Account button The equity account specified here receives the account s current balance when a period is closed Equity accounts are only used for transferring receivable and pay 86 Chart of Accounts 4th Quarter User s Manual Accounts able balances If the account is not a payable or receivable account this setting is not used Restricted Access Restricted access is a property of accounts and transactions The details of accounts that are assigned restricted access are only acce
84. different sets e Difference locating a selection of records consisting of those records that are present in one set but not present in another These operations can be visualized using Venn diagrams Each dot in following diagram represents a record in some table of your database Each of the circles in the following diagram encloses some group of records The result of the set opera tion in the left diagrams is pictured on the right FIGURE 3 12 The union of two sets creates a new set whose records contain all the records that were in either of the previous two sets Inter section FIGURE 3 13 The intersection of two sets creates a new set whose records contain all the records that were in both of the previous two sets 4th Quarter User s Manual Conventions 53 4Q Core Conventions FIGURE 3 14 The difference of two sets creates a new set whose records contain all the records that were in the first of the previous two sets and were not in the second When you create a set the system records the locations of the records in the cur rent selection in the set document When you restore a set the system reads the record locations from the set document and displays these records in the current selection If records have been deleted since the set was created they will not be found at the recorded locations If records have been modified since the set was created the most current information will be found It
85. discussed in the section Accounts Search on page 107 The customer search opens the Customer List screen Use this screen s search and sort functions to locate the customers whose sales you would like to view High light the customers you re interested in and press Select The system will locate all sales entered through the Sales Entry screen that involve these customers The Customer List screen is discussed on page 362 392 Sales 4th Quarter User s Manual Sales Entry Sales Entry Ath Quarter supports a number of different entry screens with the following titles Sale thru Receivable Receive Payment Issue Credit Cash Sale Sales Refund Receivable Advance Create a sales entry by choosing one of these titles from the Sales pop up menu Once in the entry screen you can change to any other type of entry by selecting from the titles that appear on the Sales Action menu or by selecting another type from the pop up menu that appear in the upper left hand corner of the entry screen Sales Transaction Entry 1 of 5 Posted Entered b Trans D Posted entry cannot be modifed 4 30 99 Designer Ref ME Status Date Sale thru Receivable J __ _unveritied Apr 11 1999 i same fret me First Serban ompany et NET m ow Due 5 11 99 Sale s000 Title Tax other Fj oo og Receivable Sale Discount 0 00 Discount ooo og OF if paid by Total 50 00 Eells Se Tr1z 0b
86. ee Pam ee br Balance General sales 60005 100 Consulting 2 586 41 OQ Taxable sales 60005 200 Client Taxable Sales oog OQ Nontax sales 60005 300 Client Notax Sales ooog FIGURE 13 11 The sales account specifications shown on the customer entry screen The accounts assigned for these purposes are the default accounts assigned to all customers You can set new defaults from the Default Account s page of the sys tem Maintenance screen The accounts appear in the default accounts list with the following labels e SALES income through direct amp invoiced sales e SALES taxable income through direct amp invoiced sales e SALES nontaxable income through direct amp invoiced sales 4th Quarter User s Manual Customers 375 4Q Full Customers To change the default account highlight the sales row and press the Reassign but ton located above the default account list You can reassign the default to any account of an income journal Default Accounts Description Account COST OF GOODS SOLD expense account 1101 100 Inventory Expense Cost of Goods Sold SPOILAGE expense account 51101 200 Inventory Expense Spoilege PURCHASE expenses in cash and through purchase orif4101 100 Purchases General Purchase SHIP FING EXPENSE from purchase order shipping costed 101 200 Purchases Shipping Expense EXPENSE from purchases of inventory linked bo items 385101 100 Inventory Purchase Genera rventory EXPENSE discoun
87. enter it here Once the account is fully specified it is automatically added to the components list Each new component is assigned an offsetting amount that balances whatever por tion of the transaction remains To change the amount associated with a component place your cursor in the Bal ance Amount column and type in a new value Debit values are displayed in black numerals credit values in red numerals If you want to change the value from a debit to a credit then enter a negative value or press the small red and green button at the top of the Balance Amount column 4th Quarter User s Manual Cash Accounting 161 Cash Accounting Balance Button Distribution Button If the transaction that you ve specified is not in balance the Balance button located beside the cash amount field will turn red to indicate an out of balance condition Click the red out of balance button to adjust the cash amount to exactly balance the total of the components in the account list area Cash Transactions must be balanced or 4th Quarter will not allow them to be saved That means the amount of your deposit or withdrawal as shown in the Title area must equal the total amounts apportioned to the accounts in the Com ponents section Once the transaction is complete you can enter it by pressing the Enter Enter amp New Previous Record lt or Next Record gt button in the Control area If you ve written a check you can
88. entry screen with selected vendor already filled in e General Cash Entry item This opens the cash type transaction entry screen with selected vendor s account already filled in e General Entry item This opens the general journal transaction entry screen No account are ini tially listed when this screen is opened Individual Account Allocation Allocation screen This screen accessed by selecting a vendor account from the Payable Account List screen and pressing Select shows amounts owed and paid for a particular account 4th Quarter User s Manual Accounts Payable 237 Accounts Payable Payable Account Allocation 1 of Ace t S0009 6 Hong Kong Carriers Lid ae Linked endor Hong Kong Carriers Ltd ae 140 0 00 Comp 5 Undistributed E JE sum mi RSS eR E i a p a i v P Terms 0rig Debt Orig Paid Pay Avail 4 6 99 PrePaid 150 7h 4 6 99 PrePaid 345 00 4 6 99 PrePaid Afe ag PrePaid 45 00 Net 51075 FIGURE 9 10 Allocation screen for matching amounts paid with amounts owed The allocation process is at the heart of the AP module The Payable Account Allo cation screen allows you to explore the payment history for a given account Using the search options available here you can view any subset of items according to the type of entry the date range the original or outstanding amount among many other criteria The top of the screen in Figure 9 10 displays the to
89. for the specified accounts is debited to the vendor s General Purchase account When you choose the Custom Distribution option the Total field shows the amount of the total expected purchase This is the total of all items listed for deliv ery You specify distribution accounts and amounts in the Account list The system debits these accounts only when items are shipped Debits are entered for the accounts in the order of their appearance If the current total purchase is less than the specified distribution amount then only the current total is debited If the current total purchase exceeds one of the specified distribution amounts then the overflow is debited to the next specified account The amount by which the current total purchase exceeds the total distributed to all specified accounts the overflow is debited to the vendor s General Purchase account The Remaining field shows the amount of the total that remains undistributed As you specify amounts to your list of accounts by pressing the Apply to Account but ton the Remaining amount decreases 4th Quarter User s Manual Purchasing 491 4Q Full Purchasing Choose Purchase Account Purchase account s to debit when entering the purchase arder General Vendor Purchase 9 ee Bue eere SU ee to add distribution accounts Total s 450 00 450 00 Account Debit to Account o LD 50016 101 Unique pursieee sO02Z 7 100 Sales Rep Purchases Yendor p
90. gen eral entry transaction Distribution Accounts For example if the J F Turner company is a vendor of components that you man ufacture and most of the times when you enter a credit to J F Turner s payable account you debit the Component Assets account then you can assign the Compo nent Assets account as a distribution account for the J F Turner account If this is done then whenever you specify the J F Turner account in a component list the Component Assets account is be added to the list as well If distribution accounts are added that are unneeded then they can be deleted Distribution accounts do not take the place of transaction templates The distribu tion accounts have no associated debit or credit values There is no further infor mation stored except for the identity of these distribution accounts There is only one set of distribution accounts for each source account Note also that one account may be listed as the distribution account for many different source accounts Press the Add button in the Distribution Account area to get a list of accounts Click on one or more accounts and press Select to add these accounts to the dis Chart of Accounts 4th Quarter User s Manual Accounts Account Address tribution account list Highlight an existing distribution account and press the Remove to unlink this account from the source account The same distribution accounts that are managed in this f
91. have access to the record but in fact both users are only working with temporary copies of the record In this case the user who saves their entry last is the user whose changes are stored in the datafile This situation happens rarely and this is why this record handling technique is called optimistic Item Properties To reach the entry screen double click on an item in the Item List screen or press the Add button The Inventory Entry screen can also be accessed by the Add Inventory item in the Inventory pop up menu of the control screen The entry screen has six pages The number of Items in stock on order and cur rently available and the ID of the current item are displayed at the top of every page Description page The Description page displays item parameters that include name code account ing type category weight to name a few Here you specify whether an item is a service item an active item an item that needs to be reordered a taxable item or an item whose sales are tracked by lot number e Code the alpha numeric locator code that you assign The system can be configured to automatically assign code according to the item s account type If this option is turned on then each new item will be assigned a code that starts with a number indicating the type followed by a dash and then a sequence number that is unique for items of that type Refer to Stock Code Assignments on page a 81 of the Administra
92. in each of the reports four aging periods The report also includes a popup with the options of including both outstanding receivable items and items already received or only outstanding receivable items 4th Quarter User s Manual Accounts Receivable 211 Accounts Receivable Accounts Page If you re aging a Receivables Journal for example then the Receivable Only option shows the aging of unpaid receivables If you choose Receivable amp Received the report shows all components effecting the chosen accounts in the aging peri ods This second option results in a report that shows all sales made in each of the aging periods not just those awaiting payment Aging Setup Settings for Receivable Journal Aging Report Do aging according to dates starting at 03 01 799 and including the following day ranges lst period end period aoe ard period Sa 4th period O to ilta izo 121 te 161 days and beyond Do aging of outstanding amounts receivable only Dr amp reversing Cr transactions Hext Page FIGURE 8 23 Date Range page of the Aging Setup dialog Unlike the other reports available from the Allocation List screen thaging report either includes those accounts in the current selection all accounts on the jour nal or all accounts related to a particular profit center This is set using the radio buttons in the Report On area There is a great deal of flexibility in what is included in a
93. items above the line on this menu all open screens in which you specify search criteria You can locate items according to e item properties e appearance on invoices e appearance on PO s relationship to vendors e current stock levels 4th Quarter User s Manual Inventory 513 AQ Full Searching on these criteria is accomplished using the screens described below Listed below the horizontal line on the search pop up are the inventory account types defined for your system Items are located by type as soon as you select a type from the pop up list You can also perform various searches to look for duplicate items Duplicate searching is handled through the inventory entry screen Refer to page 529 for further details Example Search The Example search opens a screen in which you specify some combination of the criteria shown in Figure 17 5 Mark the check boxes on the left side of the screen adjacent to each criteria that you want to match Use the pop up menus next to the entry fields to specify the type of search you want performed Refer to the section entitled Search Screens on page 49 for a description of how to spec ify search criteria Use the sign as part of your search value as a wildcard character Note the presence of a Keyword field on this search screen Each item can be assigned any number of keywords from a list of keywords setup by the Administra tor A list of available keywords is
94. journals provide account detail while the Trial Balance displays GL account summaries Ath Quarter s journal structure enables you to rely on journals as auditing and reporting tools with the assurance that all the information is complete and cur rent It supplies this information from a management oriented perspective which complements the financial perspective offered by the General Ledger Transactions Transactions are entered through a variety of special screens These include Sales and Purchases Invoices and Purchase Orders general and cash entry screens Dif ferent screens are needed ti handle the entry of extra information that accompa nies particular types of transactions For example the invoice screen handles Line Items the Sales screen handles Customers and sales terms the cash screen han dles the numbering and printing of checks There is also a general transaction entry area The General Transaction Entry screen requires that you specify each account involved in the transaction and the amount to debit and credit to each Transactions whose only effect are the debit ing and crediting of accounts are entered here These include adjustments depre ciation inventory adjustments period closing entries and the like All transactions no matter what screen was used to create them can be viewed in the General Transaction Display screen However when they are viewed through the general display screen only the basic debi
95. line of a sample 3 up Billing Label report Shipping Labels 3 up Sheet of shipping addresses associated with selected P O s in 3 up form Purchase Report The PO analysis reports show purchase totals by item The information on the reports is drawn from purchase order records The analysis of purchase orders is performed according to the criteria set on the following screen 4th Quarter User s Manual Purchasing 505 4Q Full Purchasing Analyze period starting 00700700 ow and ending 5 27 99 Report on inventory items In terms of Send report to Purchase Order Analysis Poi OO 2 according to date received ordered C in the top C inthe bottom selectes cy quantity purchased D quantity received value purchased d value received printer G disk text only value Format L o ESS S quantityFormat ___ SSS E FIGURE 16 31 Analysis specifications dialog for purchase order reports This report prints a list of inventory items that are analyzed according to the crite ria described below The report lists the inventory items code name quantity pur chased quantity received total value of the amount purchased and the total value of the amount received Analyze period dates These two dates determine the range over which purchase orders will be examined The date range will include purchase orders dated on or after the starting dat
96. list the screen that precedes the Multi ple Account Allocation screen you can manage the individual accounts that have the unallocated items The Multiple Account Receivable Allocation screen provides a variety of tools for locating and marking debts to be received The Items Due page displays a list of items their related accounts and amounts due The following functions are avail able for locating and review debt items Pressing the Mark Button labeled with an X marks or unmarks all items depending on the state of the first item in the list If the first item is unmarked then pressing the X button places an X in the left hand column of all rows If the first item is already marked then pressing the X button removes the X for all lines Items that are marked can be acted upon using the Focus popup and the Sum and Receive Marked buttons Pressing the Sum button totals the amounts shown in the Amount Due column It also subtotals the Amount Due for marked items only Whenever you change the selection of items the total values are erased Press the Sum button to recalculate the totals The Show Only Items with Amounts Due check box adds an additional criteria to all your searches This criteria limits all searches to display only items that repre sent amounts that are still due Receipts and fully received items are not displayed By unchecking this check box you remove this additional criteria When unchecked the items foun
97. made to all AR accounts through any means AR account balances are updated whenever transactions are entered The balances of Receivable GL accounts like the balances of all GL accounts are updated when transactions are posted AR Transactions AR Journals AR Account Components Components CO Invoice pe Functions Reports Functions Reports Auto Apply Aging Compon Report Aocalg Report Remove Sales Running Remove Sales Running Discounts Balance Discounts Balance Finance Charges FIGURE 8 1 Flow of data from transaction components into AR accounts and from AR accounts to reports Receivable Statement Transact Receive Detail etc Payments Add Modify Delete Entry 176 Accounts Receivable 4th Quarter User s Manual Accounts Receivable Area Accessing AR Accounts Receivable can be accessed either through the AR amp AP popup in the Specific area of the control screen or from the Receivable Accounts item on the Accounting menu If you have defined only one receivable journal then the name of that journal appears in the upper half of the AR amp AP popup If you have multiple receivable ayable journals say one for each profit center then each of these journals appears as a separate item under the heading Receivable Journals P ee Selecting one of these journals opens an Receivable Accounts area that is limited fece Tyvable Domestic to accounts on that journal
98. makes for problems because when you change the way the business is structured you must also change the way accounting is structured In 4th Quarter all balances are stored with records stored in a single file the accounts file No matter who or what is the source or destination for assets the assets themselves are directed to an account This means that whether you re handling clients vendors funds jobs contracts whatever the accounting information is always directed to an account that s asso ciated with that entity You can create as many accounts as necessary for your needs and it will all be handled by 4th Quarter s existing accounting module The structure of other accounting programs tightly binds accounting information to the particular services that the program supports In contrast 4th Quarter uses a two stage structure that separates core accounting from specific business func tions This separation allows us to offer you a system that can support any degree of business specific modification with only minor changes to the accounting por 4th Quarter User s Manual What s New 35 What s New tion of the program 4th Quarter can truly be used as the core accounting system for any business Ath Quarter s existing accounting engine can support any business accounting sys tem Imagine what this means in terms of the use and maintenance of a 4th Quar ter application e AQ applications can evolve w
99. ment When items are shipped these values like the Latest Ship Date are stored with the shipping record and are displayed in the Past Shipment area Unlike the Latest Ship Date value the Carrier Priority Tracking and Amount val ues are not stored with the invoice That means that when the invoice is reen tered at a later time the Carrier Tracking Priority and Amount fields will be blank These values will be displayed in the list of past shipments Modifying Past Shipments Items in the list of past shipments can be modified If your looking at an invoice that has been shipped then shipment records will appear in the Past Shipments area Click on one of the shipments displayed in this area and its values will be Sales 423 4th Quarter User s Manual Sales copied to the fields just above the scrolling area These are the fields that appear below the Apply Clear Entry and Receive as Previous but tons Stock Invoice Entry 3 of 3 Shipping Current Shippment Enter if items shipped Latest Ship Date Carrier J Trackin E 05715798 priority C amount 0 00 Past Shippments ERUEN records created when invoice is entered ed Ss Moy 00700700 wa O Oooo r o a Carriet OoOO O O tu o Tracking WE 03 15 1998 Airborne Standard 12 5465684 0371571998 Airborne Standard FIGURE 14 23 The Shipping page of the Invoice Entry screen The copied values can then be edited To assign the edited values to the histori
100. menu associated with this list screen If you have unlocked the journals you ll see the Journals List screen shown below Tne If you have not gone to the maintenance screen to unlock the journals you ll Departments receive the message The data base has been set so that the journals cannot be Profit Centers modified Journals Related Items 298 Journals 4th Quarter User s Manual AQ Core On Line Auditing Journal List 7 Type DINE Name eGo a Ex pense General Income Pass Through Payable 3 Expense 33E 1 General 5 2 Income 10 Pass Through j 4 Payable 19 Recei pt Disbursement 6 Receipt Disbursement Receivable 7 7 Receivable 4 Double click ona journal to modify name or type Snown J C a C Delete n FIGURE 11 7 Journal List screen for adding modifying or deleting journals Double click on a journal to modify it through the entry screen shown in Figure 11 8 You can modify the journal name and the change will appear on your com puter as soon as it is entered However other users will be unaffected unless they log on after you ve made the changes If there are GL accounts assigned to the journal you will not be able to delete the journal or modify the journal s type Press the Add button to create a new journal or double click on a journal record to modify it A journal s type can be modified as long as no GL accounts are assigned to it Journals that are not assoc
101. on other journals Income Income and revenue type accounts Expense Cost and expense type accounts Payable Liability accounts Receipt Disbursement Cash accounts Receivable Credit accounts Pass Through A repository for all non asset type accounts Each type of journal has its own restrictions about what kinds of accounts it can include For instance Income and Expense type journals can include only Reve nue and Income and Cost and Expense Accounts respectively This means for example that these Income Journals can contain only accounts related to a revenue or income GL account Restrictions of this sort apply to the accounts appearing on other journals Journals provide a means of grouping accounts They provide functions for report ing auditing reviewing and summarizing the accounts associated with them There are two big differences between journals and the General Ledger e Journals contain accounts while the GL contains accounts e Journals report account balances affected by posted and unposted transactions while the GL reports GL account balances affected only by posted unmodifi able transactions In addition to these minor differences e The GL contains all types of accounts Most journals are limited to one type of account e Journal entries can be modified until they are posted GL summary records are represent the contribution of posted transactions They cannot be modified 4th Quarter User s Manual
102. or assembled Blistex Number of items to assemble l Deplete components A E E 3 01 Reference C P Preassembled items Mem Ee lothumber cot 0 MOTE The components and numbers of each shown only apply ta the curre item Previously assembled items may involve different components or numbers of each FIGURE 17 23 The Assembled Item page of the Inventory Entry screen Select the Deplete components radio button in the Item area Press the Assem ble button to effect the assembly Component inventory levels will be depleted at this point The number of components used will be the number of units used per assembled item times the number of assemblies you are creating To increase levels for assembled items without depleting inventory select the Preassembled items radio button Provide a value for the cost per item Then press Assemble You do not need to specify a bill of materials when adding preas sembled items 544 Inventory 4th Quarter User s Manual AQ Full Inventory Entry Pressing the Assemble button saves the current record and all changes made to it Once you have assembled items the assembly process cannot be undone by can celing the entry screen When items are assembled an item history record is created The new history record created can be viewed on the History page These records are used for cost ing items sold from inventory You can change certain aspects of the
103. or unmark them or by pressing the mark button the button labeled with an X located atop the left most col umn Paying Multiple Items Once you have marked the items to be paid press the Pay Marked button The system will total all marked amounts due by account The system will display a series Cash Withdrawal entry screens Each screen in the sequence will display the total being paid to each account You can annotate the transaction or modify the amount paid from these Cash Withdrawal screens 230 Accounts Payable 4th Quarter User s Manual AQ Core Multiple Account Allocation Cash Transaction Entry 1 of 1 Detailed Form EER Account From To Ei iy ee A jo tet se General Cash o gt withdraw F _ Printable _ Eff Date RIT eee Name Erehwon Inc FIGURE 9 8 The Cash Withdrawal screen opened when the Pay Marked button is pressed in the Multiple Accounts allocation screen The display shows the total of all marked items for the selected AP account Pressing the Enter button in the Cash Withdrawal screen saves the withdrawal and allocates the funds to the marked items If you modify the payment amount to be less than the amount required to cover the selected items for that account then whatever funds are withdrawn are allocated to the marked items on a prior ity basis Pressing the Enter button also moves you to a withdrawal screen for the next account Once the
104. pay ments that are not distributed are prepayments TO All Marked Items The column labeled X on the left hand side of the Account Allocation screen is the marked column Clicking in this column places an X along the corre sponding row Pressing the X that appears as the column label will toggle the x mark on and off for all items When at least one item is marked with an X the Allocate to Items Marked button becomes enabled Pressing the Marked button tells the system to apply only those payments in the set of marked items to the debts that appear in the same marked set This enables you to mark exactly which items are going to be used to pay off which debts Terms Drig Paid Pay Avail Orig Debt iP Timbuktu Fetaine 4 77 99 405 00 405 00 a Timbuktu Fetaine 4 17 7 99 450 00 450 00 Receivable Sale 4 12 99 Net 5 1075 42 10 32 10 Sales Discount Um 572799 15 00 15 00 Receivable Sale 2 20 99 Net 5 10 5 135 00 135 00 FIGURE 8 12 Four items marked with X s in the Account Allocation screen 4th Quarter User s Manual Accounts Receivable 199 Accounts Receivable Allocate to items ToAl MJattn Title Timbuktu Retaine 4 17 99 405 00 405 00 When performing allocation for marked items the system will still proceed on the priority due date payment scheme but it will apply this only to the marked debts That is to say it will apply payments first according to
105. played records will first be sorted according to the top most criteria Groups of items that have the same values at the highest sort level will be sorted within the group using the second sort field if one is specified Any items that have identical values in the first and second criteria will be sorted within the group using the third sort field if one is specified The gt and lt buttons appearing to the right of the sort fields indicate whether the sort is to be done on ascending gt or descending lt order 4th Quarter User s Manual Conventions 51 Conventions Slow Sorting Set Operations The sort fields appearing in the sort pop up menus will differ according to the items you are sorting The sort order you select will be remembered by the system until you exit the user area If you change the selection of displayed items using the Search Focus or Set options the new selection will continue to be sorted according to the criteria you indicated In most cases if you print a report that lists items in the current selection the items will appear in whatever order you have sorted them on screen Sorting on multiple sort criteria can be time consuming If you specify multiple cri teria and then change the selection to include a large number of items the multi ple sort might take a long time to complete If this happens and you don t want to wait then cancel the sort and the records will be
106. prone to require updating As long as the changes to the chart of accounts conform to the ranges specified in the templates the template will continue to generate reports based on the accounts that lie within the ranges However range type reports are not generated automat ically The template duplication function acts on the highlighted report template It cre ates a duplicate template with all the same specifications but with a different tem plate title The duplicate template will produce the same financial report unless it is modified Use this duplication function when you want to create a new report template whose specifications are close to an existing template Once the existing template has been duplicated use the template editor to perform final modifications The verification option acts on the highlighted template and verifies that the tem plate satisfies the specified criteria When you click on the Verify button the sys tem presents the Template Verification window where you specify criteria with which you want the selected record to be consistent The financial report that any template produces is completely determined by the accounts indicated on the template Just because a template is named Income Statement or Balance Sheet does not mean that it will produce an income statement or balance sheet And even if it does they may be incomplete 4th Quarter User s Manual Financial Reports 329 Financi
107. s left most column the column labeled X When a row is marked an X appears To unmarKk click on that column again If the item radio button is selected the Insert button will present a list of GL accounts using the standard GL account list screen Locate the GL account to appear in the report s row highlight it and press the Select button A roll up is a row on the report that represents the sum of multiple accounts This represents a summation of the balances of two or more GL accounts in which the individual accounts are not broken out A roll up row is created in the same way as a row that represents a single account The only difference is that when selecting the account that s to appear on the row you highlight multiple accounts instead of just one account GL Accounts 7 Journal Cash Recel pt Disbursement Client Receivable Inventory General Receivable 16 016 49 Inventory General 120 00 Inventory General 2 QO0 00 Cash 2 Recel pt Disbursement Instruction Inventory Assets General eo Wn Oo Click on one or more GL accounts and press SELECT FIGURE 12 10 The GL Account list with three accounts selected to appear as a roll up on one row of the template 334 Financial Reports 4th Quarter User s Manual Configuring Templates When you select accounts to appear in a roll up the system applies two criteria e All accounts appearing in a roll up must be of the same type For example
108. select the Enter amp Print Check item on the Special Items menu Each account in 4th Quarter can be linked to other accounts for the purpose of making it easier to enter distributions to these other accounts If an account has distribution accounts associated with it then when this account is added to the transaction components list the other distribution accounts are added to the list as well Distribution accounts can be set from the account entry screen See Distribution Accounts on page 88 or by pressing the Distribution button on the transaction entry screen Setting distribution accounts from the transaction entry screen is described in the section titled Distribution Button on page 113 162 Cash Accounting 4th Quarter User s Manual Cash Account Management Address Pressing the Address button opens the mailing address dialog Here you can type in an address or press the Get button to retrieve an address stored with another record Mailing Address The computer will print the address you assign on the face of a check This address is permanently assigned to the transaction and is independent of the orig inal source of the address information Even if the address changes somewhere else in the data file the address on the withdrawal remains as entered Pressing Get opens the tables list dialog Click on the table that contains the record you re looking for This opens a record list screen in SU
109. shown for 4OTIVE and IN4CTIVE from posted date from the Expenze journal Expense type GL accounts OOOO to 1213193 Account WH GL Account Acco unt Expense e Compo ne rts Deb its Credits Credits 31000 Operating Expenses Accounting Expenses eg o U M Tr print 9 14702 Withdrawal A5795 Withdrawal Bf6 93 Withdrawal dst Rhinebeck General Gash Accounting Gooences Offsetting Subtotals Inventory Ex pense Cost of Goods Sold 97147053 Invoice 9 14 93 Purchag Order 100 Trine ritar Inve mtor 15m Customer Recewab be Bill cates Vendor Payable Helmuth s 5a hage Saks IraceSakes Saks Shipping Income Discount Sales Pum hase Gost of mocis Soli Offsetting Subriek 6 25 92 4 big expense i 6 25 92 Clase the period 5 000 pai 100 Petty Gash General Gash Retained Earning tom bao rive Food and Lodging Speclage Gitsanting Subtotals FIGURE 11 17 An example of the detailed version of the audit ra To configure the audit report press the Report button located at the bottom the journal accounts list Select Audit Report from the list of reports displayed This brings you to the first page of the audit report setup screen that is shown in Figure 11 18 Ath Quarter stores audit report settings for each separate journal These settings are part of the central data file and are accessible to all users The values set in the Audit Report Setup dialog are retained until they re changed by any user The val ues displayed in this di
110. specifications will be ignored To learn more about a particular item highlight its row and press the Details but ton Different changes affect different inventory accounts For example if items are lost debit the spoilage account while items shipped debit the sales account Table 5 on page 522 lists the accounting consequences of each type of adjustment 4th Quarter User s Manual Inventory 521 AQ Full Inventory TABLE 5 Reasons for Changes and their Accounting Affects Reason Debit Received Asset Restock Asset Found Asset Repaired Asset Gift Asset Shipped Cost of Goods Sold Sent Back Cost of Goods Sold Lost Spoilage Broken Spoilage Given Away Spoilage Credit Purchase Purchase Purchase Purchase Purchase Asset Asset Asset Asset Asset In order to fully specify the transaction you must specify the reason for each adjustment Do this by selecting one of the options in the Reason for adjustment area for each item that you adjust To make sure the system is performing the actions you intend press the View Transaction button This button displays all the debits and credits to currently affected accounts This will show all the changes currently displayed in the inven tory adjustment screen This transaction will change as you add or remove adjust ments 522 Inventory 4th Quarter User s Manual AQ Full Adjustments Inventory Adjustment Transaction Iy30b Title In
111. specify a particular profit center from the profit center pop up menu if you don t want to specify a particular profit center uncheck the profit center check box e Use Only Active Accounts GL accounts are either active or inactive If you want your report to include only active accounts check this box Templates created automatically are configured to display a single column of infor mation The number of columns and the content of the columns can be changed from within the report entry screen No default dates are assigned to automatically created templates You must assign a date or date range before producing a report 328 Financial Reports 4th Quarter User s Manual Template Related Functions Duplication Verification Templates created automatically do not contain any range type rows All accounts are individually specified and the accounts included in the report template are based exclusively on the accounts that exist at the time the template is created This means that an automatically created template that lists all the correct accounts when it was created may not list the correct accounts in the future if the GL chart of accounts is changed Automatically created templates must be kept up to date with your chart of accounts You do this by using the Verification function described below and manually adding or removing accounts from the template as needed Templates defined using range type rows are less
112. system finishes soliciting withdrawal confirmation for all of the accounts in your list of marked items it will return you to the Multiple Account Payable Allocation screen Checks can be printed from these withdrawal records from the Cash Account user area see Check Printing on page 167 If you press the Cancel button then the sequence of Cash Withdrawal screens is terminated Whatever withdrawals you previously entered will have been saved 4th Quarter User s Manual Accounts Payable 231 Accounts Payable and distributed No additional deposits or distributions are made The system returns you to the Multiple Account Receivable Allocation screen Accounts with Outstanding Unallocated Amounts If any of the items that are marked belong to accounts that have outstanding pay ments then you will be informed of this by the appearance of the Payments Out standing window Payments Outstanding The following 1 account s have unallocated outstanding payments Do you still want to make additional payments to the account s Payments Outstanding 19700 5 58 PM Total Outstanding 10002 91 Western Autodial 10 00 crear _ FIGURE 9 9 The Payments Outstanding screen is displayed whenever items in the selection to be paid correspond to accounts with unallocated payments Accounts that have payments outstanding have payments that have been made and not yet allocated These could either be advance payments p
113. that are related to the items displayed on the Items Due page Accounts are listed by account number and name The cur rent balance of each account is shown along with a total of the amount due for all items shown and a total for all items marked You cannot search for accounts from this page but you can reduce the selection of accounts that have been located from searches performed on the Items Due page In addition you obtain a variety of account specific information enter transaction for selected accounts and print account related reports from the Account Totals page Reducing the Selection To reduce the list of items to specific accounts you must first reduce the list of accounts shown 4th Quarter User s Manual Accounts Payable 235 Accounts Payable To reduce the selection you must first mark the accounts you re interested in Press the left most mark column the column labeled with the to mark individual accounts Marked Accounts Press the Mark Button labeled with a to mark or unmark all accounts If the first account is unmarked then pressing the button places an in the left hand column of all rows If the first item is already marked then pressing the button removes the for all lines Accounts that are marked can be acted upon using the Focus and Exclude items on the Focus popup menu Once you ve reduced the displayed accounts click the Items Due tab to return to
114. the View button This brings you to the Journal Components screen This is the sec ond of the two list screens that provide access to journal information and is shown in Figure 11 11 The caption at the bottom of the screen just above the Sort but ton informs you that you re viewing the components of two accounts 302 Journals 4th Quarter User s Manual AQ Core On Line Auditing Account sOO04 9001 sOO04 9001 sOO04 9001 SsOO004 9001 SsO001 100 sOO004 9001 sO004 9001 Payrall Payrall Payrall Payrall sales Commission Payroll Payroll Components of 2 accounts to print PR 1 20 PR 1 20 31 PR 1 20 ET 1 2 Journal Components 7 attn Ret ME Effect 4 21 99 4 21 99 4 20 99 4 20 99 3 1 99 1 20 99 172798 Wages 2506 2656 Wages 2566 2656 Wages 2566 2656 ex pense Debits 1 219 26 1 640 24 Credits 24um 420 95 FIGURE 11 11 Components of multiple selected accounts on the Expense Journal Components of One Account If you select only a single account before pressing the View button then a slightly different component list screen will appear as shown in Figure 11 12 This screen shows the accounts name balance year to date balance and other information in addition to the list of requested components If the screen displays these details for a particular account then you know you re looking at the components of a sin gle account Expense Components 5 Ace t
115. the Items Due page The Items Due page will now display only those items related to the accounts you chose Other Buttons Clicking on the small up and down Quick Sort triangle button immediately sorts the displayed rows in ascending or descending order The sort is performed based on the values in the column directly above the button you click The Sum button totals the Balance Items Shown and Items Marked columns The Sort button resorts the displayed accounts according to various sort criteria The Report button allows you to chose one of various account reports These reports will include only those accounts that are currently displayed The accounts will appear on the reports in the order displayed on the screen Reports that you can choose from include the Account Summary Account Detail Allocations and Running Balance Reports The Info button displays additional details for the account that is currently high lighted Click on a row to highlight it The Return button exits the Multiple Account Payable Allocation screen 236 Accounts Payable 4th Quarter User s Manual Individual Account Allocation Transaction Menu Accounts Page Transaction vendor Entry General Cash Entry General Entry The transaction menu enables you to create a transaction for the account in the currently highlighted row e Vendor item Available only in the Full version of 4Q This opens the purchase type transaction
116. the blank space and search for an exact match Grey area with sunken shadow Name oY There fields display data stored in the datafile that was specified at an earlier item and that is no longer enterable Control Buttons Entry screens always have a block of buttons with labels in larger type These are the main control buttons which control whether or not your changes are saved The button labeled Enter saves your changes the Cancel button discards your changes If you are creating a new item and you press Cancel the new item will not be saved There are four types of Enter buttons they will all save your changes but each does something different afterwards The Enter button saves your changes and returns you to whatever screen you came from FIGURE 3 3 The four standard Enter buttons that appear on each Entry screen The Enter New button is available when you create a new item Pressing this button saves your changes to the current item and presents a blank Entry screen for another new item The Enter New button usually has a heavy outline indicat ing that it is the default button If you are modifying an existing item Enter New 4th Quarter User s Manual Conventions 41 Conventions List Screens is replaced with a second Enter button which indicates that enter only has become the default action The lt and gt buttons enter amp previous and enter amp next save your
117. the left side of the screen adjacent to each criteria that you want to match Use the pop up menus next to the entry fields to specify the type of search you want performed Refer to the section entitled Search Screens on page 49 for a description of how to spec ify search criteria The any or all radio buttons on the lower right determine how your search criteria are applied The radio buttons in the Search and area at the bottom of the screen determine how the items found affect the items previously displayed in the GL Account list 4th Quarter User s Manual Chart of Accounts 59 Chart of Accounts Search By Example J ne Ce wildchoracter J ___ Mame 1st 12 chars Category Total Posted Dr Account ID Search and Replace C Add To G Searchin selection PA E And display only those that Restricted Active e Remove From previous selection FIGURE 4 4 The GL Account Search by Example screen ARE ARE EITHER NOT Oo 9 0 Q Match any Gal criteria Related Search Mark the items you want to include in your search Select the values from the pop up menus Set the Number of Accounts radio button to indicate to the number of accounts that you want to be associated with the GL accounts that you are looking for In this search the criteria you specify are inclusive That is the search will look for GL accounts that satisfy all of the criter
118. the set of accounts located by that range type item 340 Financial Reports 4th Quarter User s Manual Configuring Templates Differences between Range type and Item type Rows A range line will either present a summary of the indicated accounts on a single row of the printed report or it will breakout all of the accounts onto separate lines of the report This behavior is determined by the radio button settings chosen in the range item entry screen In either case however only a single range type line will appear on the financial report template The difference between an item and a range type line is that item type lines will display only those accounts indicated at the time you created the line as part of the report template Range type lines will include whatever accounts lie within the range at the time you print the report Another difference is that accounts must exist in order for them to be included in the accounts reported on an item type row In contrast you can specify a range type line using any range of account numbers whether any accounts lie within that range or not The Rollup and Unroll buttons apply only to item type rows They have no affect on range type rows Both item and range type rows can represent account roll ups That is to say a roll up can be specified using either an item type row or a range type row The two ways of specifying the roll up differ in how they locate accounts according to
119. the transactions in the highlighted selection Transactions 105 4th Quarter User s Manual AQ Core Transactions E Searching The search pop up provides access to search screens and to immediate search Transaction functions The items appearing above the line on the pop up open search screens Account Those appearing below the line perform the indicated search as soon as they re Date Range selected Show All All 40 Days Transaction Search The Transaction search opens the general transaction search screen Check the items on which you want the search performed on the left hand side Enter your search criteria in the entry areas and use the adjacent pop up menus to specify how your criteria are to be used Refer to the section entitled Search Screens on page 49 for more details Search by Transaction Criteria G All dates and transaction i STE UUU ae AR BITHE J Transaction ID to gd those that NOT O Ref Ne ee be Search alphabetically C2 numerically Posted Corrected owe CL L correcting Oce tJ tw g E ne Entry dates 11 01 98 Lx to 173071998 a a Effect Dates 00 00700 to povoavoo Restricted QD Posted Dates 00700700 to 00700700 J O Due Dates 00700700 gt to pooo e Discount Dates 00 00 00 to oovcovoo G Attention e tt ss Oor Ocr e 0 09 J Terms D Entering User COo E NOTE use wildcard character to extend searching
120. their strengths and weaknesses in the way they react to changes in your chart of accounts The reports they generate will only reflect the indications contained in the financial report template Whether this generates the report that you expect is something that you must consider Summation Rows Sum type rows display totals calculated for each of the columns that appear on the report except for percent columns Sums are assigned two values the level of the rows being summed and the level at which their sum is displayed This range is shown graphically across the columns labeled Value and Level of Sum You can define up to three levels of summations All account values are indicated in the Value column of the template entry screen They have a sum level of zero meaning they are not sums This is true even for those rows defined as a roll up of multiple GL accounts Rows that have values displayed at the zero level can be included in subtotals that are displayed at levels one two or three For example if the sum is designated to appear at the second level then it will appear on the screen as a the Greek letter sigma in the Value column anda Cr in the second Level of Sum column Level of Sum 7 Caption Yalue Operating Income 61101 Sales 62201 Inventory Sales Total Operating Income Financial Reports 4th Quarter User s Manual Configuring Templates Specifying a
121. typing in the vendor s code If you don t know a vendor s code you can type in as much as you remember and the system will locate all vendors whose codes begin with the characters you ve supplied You can also press the Assign Vendor button to search through vendors in the Vendor List screen If a vendor has multiple cost schedules then create multiple rows assigned to the same vendor and assign different cost codes to each Vendor Item Codes For each cost schedule you can specify a code that the vendor uses for this item You will be able display and print the PO using either your item code or the ven dor s item code This is option is set individually on the Line Items page of each purchase order See Vendor Item Codes on page 493 Graduate costs are entered in the same way as graduated prices First specify a sin gle unit cost This will apply for quantities below the second cost break given in column 2 The second cost level will be used for costing quantities less than the third cost break in column 3 4th Quarter User s Manual Inventory 537 AQ Full Inventory Item History Inventory Entry 5 of 35 Description Price Table Costs History Quantity Accounts Assembly ____ Name tennisracquet Oty ln Steck Oty On Order vena se Code teon Jf ooo ff teor Base Unit Cost Cost Structure by Yendor _ Add j Delete vendor Code Level 1 Ee a ee ee Cost Code Single Unit Units gt
122. up the contribu tions to each GL account from its related accounts A transaction can be modified up to the point where it is posted After transactions have been posted they are no longer modifiable Posting transactions is done through the General Ledger menu that appears above the GL Entries list screen 4th Quarter User s Manual What s New 27 Transaction Accounts Ath Quarter uses Transaction Accounts simply referred to as accounts as the first place where transactions are recorded Every account must be related to a GL Account All transactions generate debits and credits to accounts Account balances are immediately updated when transactions are entered It is only the GL Accounts balances that are updated later when posting is done In 4th Quarter every accounting entity has at least one account For example cus tomers have receivable accounts and vendors have payable accounts Some enti ties have multiple accounts For example inventory items asset cost of goods sold and spoilage accounts Every account is linked to exactly one GL account The controlling GL account acts determines many features of the accounts attached to it For example the con trolling GL account determines the type of its related accounts whether they are asset equity or liability It also determines what journal they appear on as is dis cussed in the following section on Journals Restricted Access Ath Quarter accounts can
123. will sort the displayed items using these criteria e Send report to Like all 4th Quarter reports you can send this either to the printer or to a file on disk e Value and quantity number formats These codes specify the format used to print numbers representing mone tary values and inventory quantities Refer to on line help accessed through the Help button for information on how to use these codes See also Numeric Formats on page al 96 Inventory item sales June 2 1999 12 42 AM Analysis for period starting 11 99 and ending 6 2 99 accordingto date ordered Rank Code Name U UO Sy Sold Sly Shipped Value Sold ean racquet Head Tennis racquet overgnips grommets tennis racquet tennis balls can of 3 tennis bag sweat bands FIGURE 14 44 Sample Inventory item Sales report 4th Quarter User s Manual Sales 443 Sales Sales People The following reports are available through Report button on the Sales Person List screen Summary A simple list of the current selection of sales people Sales People List June 2 1999 1 48 PM Sample Summar Ae port Page 1 e GT Payable 3 amp dran ook ae L S08 699 9867 o istair Cowles Sales ME Excalibur G08 699 9125 Sales South Excalibur 808 699 9659 FIGURE 14 45 A sample sales person summary report Full Detail The personal details and commission formula for the current selection of sales people Sales history is not included
124. with the current cus tomer s account pre declared You can proceed to enter any cash withdrawal or deposit While you can create a cash withdrawal if the user group to which you below affords you this power the actual printing of checks must still be done through the cash account screen Modify opens the appropriate entry screen for the currently selected item Modi fications made in this manner affect the original debt or payment amount All allo cated funds are returned when an items is modified Modification is only allowed for unposted items and for cash withdrawals that have not already been printed Delete deletes the selected item All allocated funds will be returned Only non posted items and unprinted checks can be deleted Sales Discounts Not Taken analyzes all receivables to determine if there are any sales discounts that have expired unpaid If any are found then they are reversed thereby increasing the receivable amount Removing sales discounts will change the original entry if it has not yet been posted If the entry whose discount has expired has been posted then removing the sales discount will create an addi tional transaction Exiting the Allocations Screen When you have finished making modifications press either the Return or the Go To buttons Neither of these is a Cancel button because they will not undo the changes that have been made The Return button simply tells the system to exit from the Alloca
125. with the percentage group below it If there is no other percentage group below the End symbol then the group will be erased This means that the n symbols in the column will disappear For example clicking on line 10 after the three groups have been established erases the middle group and causes lines 9 through 15 to form a single percentage group This is shown in Figure 12 19 d Percentage groups are always composed of a group of contiguous item type rows Only item type values are used in calculating percentages You cannot define per centages for subtotals Even if a percent group spans a subtotal the subtotal value is excluded from the percentage calculations Be careful when defining percentage groups Make sure that all items within a given percent group are displaying either all debit totals or all credit totals Percentages will be computed using the absolute value i e negative values will be interpreted as positive of the values in the percentage group That is to say an items will be shown to have to same percentage of the total regardless of whether the items in the groups have positive or negative values However if an item in a percent group does display a negative value then the per cent associated with that item is displayed within a parenthesis Refer to the example in the following figure Assets Balance on12 31 97 Inventory 45 000 00 66 1 Receivables 2 000 00 2 9 Investments 15 000 00 22 1
126. 0 quick search 47 receive marked 189 reconcile 153 roll up 336 template 104 template components 136 test print checks 168 tool tips 46 unroll 337 update accounts 65 update templates 135 verify template 329 view archive from GL posting 212 view archive on hypertext report 357 C caption range row 339 cash journal 296 reconciliation 154 transaction entry 159 189 230 transaction template 152 transaction type 121 cash account check printing 153 167 create transaction from template 165 delete void transaction 152 duplicate transaction 165 global change with apply to 152 list of cash accounts 150 management of 149 reconcile 153 report allocation 174 552 Index 4th Quarter User s Manual component 173 detail 385 running balance 173 labels 387 reversing entry 153 running balance 387 transaction statement 386 address 163 summary 384 components of 161 sales account 361 374 375 entry of 157 sales tax 368 list of 151 searching reports 172 by address 365 cash journal 296 by attention 365 category by example 363 GL account 62 selling to 394 inventory 530 shipping address 368 check printing 153 167 type check forms 167 assignment of 373 print selected 172 changing 277 printable check box 160 verify checks printing 172 clairvoyant field 40 D closing transaction see period closing data structure control screens 21 account amp transaction based 35 list view 25 date map view 23 discount
127. 0 3 The New Posting screen requests options for what transactions are to be posted To assign a specific date to all the posting entries select the radio button labeled Assign the date lt date gt to all postings If you specify a posting range in the lower part of the screen then the assigned date must be within the posting range When you specify posting in this manner the GL posting entries that are cre ated summarizing the debits and credits in the posting period are all assigned the same specified date The other option is to select the Create Postings by Period radio button This instructs the system to create posting entries that summarize each period The unposted transactions in the range are segregated by period as specified in the GL area of the Maintenance screen Their contributions are summed within each period A posting entry is created for each period and it s assigned the date at the end of the period Refer to the section entitled GL Accounts on page a 47 of the Administrator s Manual for information on how to set GL posting periods General Ledger 4th Quarter User s Manual Updating GL Balances Example Transactions to be Posted Transactions that Will Not Post Suppose you are posting transactions with effective dates between November 1st and December 31st and you are using calendar months as your GL periods When you press the Post button the system locates all unposted transa
128. 0 General Cash 6 items 03727799 Braided Matrix 03725799 Retained Income 03725799 WayFarer Il O3 25 99 Retained Income Retained Income Ouest Corp F Previous Period Current Period _ Automatic Adjustment Adjustment 0 00 3 Withdrawal 185 00 FIGURE 7 5 The Items page of the Cash Reconciliation screen Modifying Existing Items If an item has not been posted you can highlight it and select Modify from the Transaction menu This opens the transaction entry screen if this is available for the selected item where you can make modifications Certain entries such as invoices and purchase orders can not be modified through this screen and must be modified through the areas where they were originally entered The Transaction menu also allows you to add new items and delete existing ones New items that affect the current account will be appended to the items list You should be aware that when you create modify or delete items the changes you make are saved when they are entered Changes to items are not held pend ing your pressing the Enter button on the reconciliation screen For example if you selected Add from the Transaction menu entered a new item and then 4th Quarter User s Manual Cash Accounting 157 Cash Accounting pressed Cancel on the Reconciliation screen the new item would already have been saved and would be in the system Automatic Adjustment If you check the Automatic Adj
129. 00 Partners Conibriors Total Equity 12 020 el 42 er Rerenue 61101 Sales 62104 oe 64000 9 950 00 9975 00 sooo asrsod Operating Expe nee 500 00 500 00 Inve ntory Expe nee Tax Eperce Food and Lodging 1 100 00 1 033 410 Fum hases Total Expense 70 00 00 00 7 033 90 S00 00 Grand Total 23 070 00 23 070 00 2300s 00 2309s 00 FIGURE 10 22 A sample 2 period Trial Balance report Posted Components Pressing the Reports button in the Posted Components List screen enables you to print a list of the displayed components The Posted Components List screen is 288 General Ledger 4th Quarter User s Manual AQ Core Reports accessed from the GL Posting List screen by selecting a group of posting records and pressing the Details button Summary 80018 100 Component Purchase Yalue Tue Jung 1999 15 59 Page Income Joumal Sample Posted Components Summary Effect 4ccount Client Sales HEEN HEREN EEs is ETs is Bode HEEE i a2 odo EDIEN azaga anotheritem described 4 477 50 4477 50 Subtotal for Client Sales 9 058 02 DR TOTAL 4 447 50 9 056 02 ar a ia a m a m a m TUT FIGURE 10 23 Sample Posting Components Summary report 4th Quarter User s Manual General Ledger 289 General Ledger 290 General Ledger 4th Quarter User s Manual CHAPTER 11 Journals Traditional Journal Structure 4th Quarter User s Manual Journals This chapter descri
130. 10107 000 26 Client Recevab Surornit Techrolo retainer Cr re em ae ae BO034 100 Operating lnven Operating Cost o 200 00 E pees o o o O O e fT FIGURE 6 12 A sample Template Summary report Detail A report giving both the components and recurring schedule of each template in the selection Template Details Thu Jun 3 1999 8 45 4AM Sample Detail Report Page 1 Title Timbuktu Retainer ALERT is OFF Iba 4 Attri Last Entry Interval Active Yes Reference Next Entry Restricted Mo Final Date Tran Tithe Timbuktu Retainer noez Refer Autoallocate PER Cash Mo Address assoc wi record Cundiff in file Customer Components Description Credit BOOOS 000 100 Client Sales Client Sales 10101 000 26 ClentRecevable Surmit Technologies Ltd retainer FIGURE 6 13 A sample Template Detail report 146 Templates 4th Quarter User s Manual 4Q Core Reports Components The following reports are available through Report button on the Template Component List screen Summary Basic information about the current selection of templates A list of the template s components is not included Template Components Summary Tye Jun amp 1999 1 08 FMI Sample Summar A epot Fage I ID 3 Title Att kem ALERT is ON Due for entry Next 116g Tipit Restocking Expense Trans Restocking Goods purchased forresale cct 10002 16 Client Receivable Guest Corp Die bit PSU 00 Cash Disburs Mo Interval MultiDay every 15 days
131. 120 163 4th Quarter User s Manual Index 551 Index on template 140 adjusting inventory levels 520 540 alert template flag 136 145 allocation based on priority 32 551 in AP 224 229 in AR 188 196 multiple account 188 229 payment screen 201 242 payments outstanding screen 191 232 report for AP 247 report for AR 206 set in account 87 to accounts 181 AP see accounts payable approve marking purchase order 487 AR see account receivable archive account 81 transaction display details 275 list of 272 on GL posting list 272 on hypertext report 358 searching for 273 assembly of inventory 524 via adjustments 523 assembly of built inventory 543 audit report setting in GL account 64 through journals 308 B back ordered invoices 401 balance level monitoring in accounts 87 batch processing of invoices 401 of purchase orders 482 blank character in clairvoyant field 4 blue field labels 39 budget for GL account 71 setting values 74 starting year values 73 buttons address 164 apply to 48 assign zip sales tax 430 autocreate template 321 balance 162 button bar 44 code number inventory 530 correct cash entry 105 correction of ID 120 debit credit reversal 161 delete void transaction 154 duplicate template 329 enter buttons 41 go to AP account 245 go to AR account 204 help 44 key equivalent assignments 46 marked items allocation 199 240 pay marked 23
132. 198 Code 36 Po l Cancel Bill to Ship to Sold by John Barkeley John Barkeley l Paid by Westem Autodial Westem Autadial Temna MET 30 125 Persons Dr Same o Shokan NY 12481 Ship via US 4 Prionty Track Code PerWrit Tax Extension 4 131 tennis stings 10 0 3o 30 00 AS 195 Motrin 5 4 3 120 12 48 Please Remit Payment to Comments Subtotal Discount 15 00 Sales Tax 1 50 Ship T otal Misc el Total T E Expire 000000 Faid CCH Rec bl Shipping Details GOD 3rd day ads d RPS Ovemight FIGURE 14 40 Sample invoice form 440 Sales 4th Quarter User s Manual Reports Packing Slip Itemized shipping record one form for each invoice in the current selection You are asked to make the same choice of shipments as was requested when print ing the invoice form This form shows the quantities ordered and shipped but does not show prices A graphic specific to the packing slip may be printed at the top of this form The graphic used for this form is stored in 4th Quarter s Picture Library and has code A4QICPkng The graphic is placed at the top of the statement in an area 1 25 high and 5 5 wide The graphic is printed at actual size Packing Slip 13 Page 1 Sample Packing Slip Order dake o12 g Saldto John Barkeley Ship idagi Code 36 Ship via Bill to ship to Priority John Barkeley John Barkeley Track Code Westem Auto dial Westem Auto dial Sold by 125 Persons Dr Same Shokan HY 12481
133. 25 0 2517 5 E Ph Pe on in CH CH J J oo Pha Pe on on FIGURE 4 28 Account history graph can display up to 5 years of data by month quarter or year Reports Accounts The following reports are accessed through the Reports button on the Accounts List screen Account Summary A single line summary of the accounts in the current selection 94 Chart of Accounts 4th Quarter User s Manual AQ Core Reports Tue Jun 1999 11 54 AM Fage Account List Sample Account Sumnar Shiooind Purchases Shiooind Purchases E nernse Manufacturing Purchases Manufacturing Purchases Expense Manuracturing Payable Wilson Tennis So Fayable Inventory Cost of Good Sold Component Cost of Goods Expense arand Total ae ers a Ee FIGURE 4 29 Sample account summary report Account Detail A full description of the accounts in the current selection without transaction details Account Details Tue Jung 1999 12 07 PM Sample Detail Report Page 1 Ath Account N 80013 14 Debit Balance 2 400 00 GL Name bWanufacturing Payable notes Unallocated Amt 20 00 Account Wilson Tennis Co active created Thu 4ug6 1998 Joumal Payable GLactive 2 extemal H associated wi Yerdor Wilson Tennis Oo no address Last Transact Thu Sep 3 1998 Neo CF 100 00 an 081211998 Finance Simon Last Fin Charge OOfco o0 Grace Period unassigned FIGURE 4 30 Sample account detail report Running Balance Before printing the syste
134. 256 00 0 00 0 00 This is the same as the Full Detail report except that all of the customer notes are included 4th Quarter User s Manual Customers 385 4Q Full Customers Customer Details June 3 1999 10 45 4M Sample Detail Motes Fage Cornpany Graham Group Phone Active Cust Type Client Lode 73 Attention wE 1 404 889 1545 Ship Yia Airbome Contact 10002 67 Braided Matrix wk 2 914 353 4444 Terns MET 30 Title Manager home 914 444 5555 C Card MC Dept IM Dept FAX C Card 1111555566667777 Account 10002 67 Braided Matrix Dr 139 65 Expires 1100 Billing Primary Shipping Total Tax O 3s Transamena Bldg 3406 Transamena Bldg 3406 Tash 999999 Price Code A San Francisco San Francisco Discount 17 17 CA 56998 JSA CA 58998 JSA Gen Sales 60001 100 Client Sales 4 256 00 Taxable Sales 60001 200 Client Taxable Sales 0 00 Nontax Sales 60001 3400 Client Notax Sales 0 00 Type Appointment Created M20199 Tine 11 06 PR Hote ID 6 Status In Progress Wher Fri Way 28 1999 1 00 PM Wiser Wark L Marked Werno Until Fri May 28 1999 2 00 PM AA g9 Wants additional details on multi user licensing Type Meeting Created 3 16 99 Tine 11 09 PM Hote lb Status Not Done When OO00 00 12 00 AM User Designer LJ Marked hemo Until OOo 00 12 00 AM First inquiry from Bill Saddell FIGURE 13 23 Sample Customer Detail Notes report Receivable Statements This report can be printed as either a complete listing of t
135. 3 AQ Full Inventory Inventory Assembly Screen Assembly amp Disassembly The Assemble button located on the Inventory List screen acts on the high lighted assembled items It displays these Items in a special screen where you can easily add to the quantities of existing Assembled Items You can also disassemble items by going to the Disassembly page Only items that have a Bill of Materials attached to them can be assembled through this screen Items can also be assembled from the Assembly page of the Item Entry screen This requires that you open the entry screen for each item that you want to assem ble and is discussed on page 543 Assembled items can also be assembled automatically as they re shipped through an invoice This is the automatic assembly option that each user can set on the Invoice page of their Preference screen Refer to Specifying Quantities Shipped on page 419 in Chapter 14 of this manual and Invoices on page a 92 in Chap ter 5 of the Administrator s Manual If this option is turned on and if there are insufficient quantities of assembled items in inventory to satisfy the amount shipped then the system will create the necessary number of assembled items from the item s B O M Assembly Page 524 Inventory 4th Quarter User s Manual Assembly amp Disassembly Inventory Assembly Management Assembly Disassembly IRA Items to assemble To Assemble Lo
136. 3 406 425 421 419 419 417 400 4th Quarter User s Manual Index 555 Index payment priority 411 unlocking 78 printing of 410 updated in real time 29 quote 406 440 journalizing process report for invoices 406 detailed summary 439 for purchase orders 484 invoice form 410 439 labels 441 K line summary 438 keyboard packing slip 441 control vs command key 37 sales report 442 shortcuts 55 sales account 413 sales person 408 L searching by example 402 LIFO 542 by formula 405 o ke Saan P ine item entry on invoice y Yy elerenee oe links of accounts to other files 69 shipping logos address pots on invoices 440 history 422 on PO 504 item 427 on statement 386 468 using previous 425 lot number transaction 126 on inventory 531 type stock or service 412 417 used on invoices 419 units specification 418 lot tracking virtual order 399 on invoice 418 items due on PO 497 to be paid 229 to be received 188 M manuals information in 14 journal organization of 16 accounts listed on 301 marked row accounts payable type 221 on AP accounts list 236 as used in 4th Quarter 293 on AP items list 230 assigned to GL accounts 298 on AR accounts list 194 assigning to account 63 on AR items list 189 components listed on 302 on FR template 334 equity account assigned to 79 299 minimum at zero 67 flow of data 296 monitoring account balances 87 for grouping accounts 29 multiple allocation list of journals 298 account totals screen
137. 4 Wayfarer kosan Brantise kosan Enterprises Bart Conners WayFarer Il 1010 Alameda Rd Sho 914 657 1000 Blanche Du Bois Wilson Tennis Co 415 488 9420 Lalso Kradock Acme Tire Retreads FIGURE 15 19 Sample Vendor Summary report Full Detail The details of the selected vendors excluding account histories Yendor Details Thu Jun 3 1999 8 57 AM Sample Detail Re port Page 1 Company WayFarer ll Phone Active Payable 47 50 Code 52 Attention wk 1 914 657 1000 Yend Type Licensor Contact bir Bart Conners wk Status Title President home Ship via Dept Travel FAX 914 657 1001 Tems PrePaid Account 3000S 22 Licensor Payable WayFarerll Disc our O38 Pay Ta Ship To IRS dA 1010 Alameda Rd P O Box 412 Shokan HY 6 12461 FIGURE 15 20 Sample Vendor Detail report Detail Notes This is the same as the Full Detail report except that all of the vendor notes are included 4th Quarter User s Manual Vendors 467 4Q Full Vendors Yendor Details Thu Jur 3 1999 9 03 AM Page 1 Company WayFarer Phone Active Payable 0 00 Code 54 Attention wk 1 Yend Type Shipping Contact wk Status Title horme Ship Yia Dept FAX Tems PrePaid Account 3000946 Shipping Payable WayFarer Disc aunt Os Pay To Ship To IRS Id Type Follow Up Created 613199 Tire 9 01 Ahi Mote lD 13 Status Not Done When OOMMO00 12 00 AM User Designer LJ Marked hernia Until ood 12 00 AM Group rate seta 2 199 Five are committed Three others possi
138. 4 9711 98 61 33 a F a a a oS a F G BY Show only items with amounts due zum Marked 5 200 00 Due 3 261 35 Feus v ren i a FIGURE 8 8 Multiple Account Receivable Allocation screen for reviewing debts and receiving payments When this screen is first opened it displays all currently due items for the previ ously selected accounts The accounts and account attention values that are associ ated with these debts are shown in the Atn and Account columns 188 Accounts Receivable 4th Quarter User s Manual Multiple Account Allocation Marking Items The remaining columns display information associated with the debt items them selves A series of popup menus at the top of the columns allows you to choose which values to display These includes dates reference numbers comments and annotations The column labeled P shows the priority assigned to the item Funds are auto matically allocated to items with a lower priority number Within each priority number items are allocated from earliest to latest due dates The Original Due column shows what amount was originally due for the selected item The Amount Due column shows what amount currently remains due The Amount Due can be totalled by pressing the Sum button This screen allows you to explore outstanding items for any range of accounts on the current journal Using the search options available here you can locate items according to
139. 4th Quarter User s Manual CHAPTER 5 Flow of Data 4th Quarter User s Manual Transactions This chapter describes the variety of accounting transac tions and transaction entry screens that appear through out 4th Quarter General Transactions Transactions move funds from one account to another and the account balances are updated as transactions are entered A transaction consists of debits and cred its to accounts Two or more accounts can be involved The amount of the debits must equal the amount of the credits Transactions are at the core of any accounting system and they appear in different forms in different areas of the program The Transactions pop up menu gives you access to the General Transaction List and General Transaction Entry screens Transactions debit and credit accounts Transactions must be balanced which means their credits must equal their debits A single transaction can debit and credit two or more accounts Simple transactions like cash deposits or nontax cash sales usually involve two accounts A cash deposit for example will record a debit to the cash account and a credit to a sales receivable or equity account 99 Complex transactions involve many accounts An invoice for the sale taxable goods on credit will typically involve the following combination of debits and cred its Because of the many conditions of sale Debit Credit is it common for an invoice to involve
140. 5 AQ Full right You can temporarily change the quantities of each component in each assembly To do this click on a component change the number of components displayed in the Components area then press the Apply to Item button The changes you make to each Bill of Material are remembered while you are in the Assembly Management screen If you change the BOM of one item and then click on another item from the list on the left you can return to the first item and find that your changes are remembered Once you ve made changes to the Bill Of Materials of each item and specified the number of assemblies to create press the Assemble button to update the inven tory levels The available quantity of component items will be depleted while the available quantity of assembled items will increase If you press the Cancel button no changes are made Disassembly Page Previously assembled items can be disassembled from the Disassembly Page This page operates in much the same was as the Assembly page Assembled items are listed on the left the Bill of Materials on the right Click on an assembly to display its BOM on the right Changes made to the BOM are temporary They persist while you re in the Assembly Management screen but do not affect the BOM stored with the items Remember to press the Apply to Item buttons to record your changes in the item lists Once the items to be disassembled are fully specified press the Disas
141. 5 1000 Consulting of 3 99 60005 100 Consulting 576799 000 100 Licensing Income of 99 60005 1000 Consulting grrr og Effect w Debits Credits sum Components of 3 accounts 2 469 00 2 469 00 oon FIGURE 11 4 The second part of the Income Journal lists entries to selected income accounts Example 2 Each row of a traditional cash journal records a cash deposit or withdrawal The columns of the cash journal correspond to various cash accounts 4Q s Receipts amp Disbursements Journal lists only Receipts amp Disbursements accounts All entries that affect Receipts amp Disbursements accounts no matter where or how they re entered can be located displayed and reported from the Receipts amp Disbursements journal Sales and Purchase The Full 4th Quarter application does have Sales and Purchase areas where you Areas enter transactions of a limited form The structure of these areas is close to that of a traditional journal However e Sales and Purchase areas are not referred to as journals e They only support data entry in a set of fixed formats e Sales and Purchase areas are not supported by the 4Q Core product Sales areas are discussed in Chapter 14 on page 389 Purchase areas are discussed in Chapter 16 on page 471 4th Quarter User s Manual Journals 295 Journals Flow of Data Types of Journals The Journal Account List screen only displays account balances Journals do not display GL accounts
142. 60004 9001 Payroll ID Baln 1 214 66 YTD 630 98 Ref OOOO E attn Ret HE Effect Item ito print 4 21 99 PR 1 20 4 20 99 Wages 2506 2656 PR 1 20 PR 1 20 ET 1 2 4 2099 1720799 1f2 96 Wages 25606 2656 Wages 2506 2656 ex pense Modify Y Applyto Cier oD FIGURE 11 12 Components of a single Expense Journal account 4th Quarter User s Manual Journals 303 Journals Just as these two list screens are different so to do the single and the multiple account screens provide different reports Decide which reporting functions you need before deciding how to view the component information E Searching Both component list screens enable you to search for compo Te PSE nents that meeting new criteria but the components located will be limited to the accounts you are viewing Oy Transaction Search Account Search The Show All option will either show you all components on the current journal or all components related to the currently displayed account e It locates all components of the current journal if you are selecting it from Fig ure 11 11 that displays data for multiple accounts e It locates all components associated with the current account if you are select ing it from Figure 11 12 that displays data for a single account Select the Transaction to locate components using Transaction search screen This is the same search screen that was discussed in Chapter 5 on page 106 Ho
143. 78 FIGURE 11 24 Audit report showing origin and destination accounts and transactions Aging Report for Payable or Receivable Journals An aging report is available for payable journals and receivable journals It prints the amounts outstanding in a six column format The first column shows the total amount of the payable or receivable The second through fourth columns show the amounts due from each of three consecutive aging date ranges The fifth column shows the total of amounts due beyond the last period The last column shows the total amount due from all periods For example if the aging periods are 30 60 and 90 days of being due the six rows will have the following contents 316 Journals 4th Quarter User s Manual Reports Column 1 Original receivable or payable amount Column 2 Receivable or payable from 0 to 30 days overdue Column 3 Receivable or payable from 31to 60 days overdue Column 4 Receivable or payable from 61 to 90 days overdue Column 5 Receivable or payable overdue by 91 days or more Column 6 Total currently overdue The aging report can be configured to print account summaries or detailed transac tion lists When printing a summary the aging report shows the total amounts debited and credited to a selection of accounts When printing a detailed transac tion history the report displays account totals and breaks this down by transaction The aging report does not list the balancing accounts involved in e
144. 90411_3 11 99_16 45 41 80018 000 100 Component Purchase Value 10003 000 100 Component Assets Components Total of Debits 4 477 50 FIGURE 10 12 The Archive Transaction Summary screen displays the basic accounting effects of the transaction that has since been moved off line If you need to the complete transaction information then the archived transac tions will have to b e loaded back into the 4Q datafile from their archive disk files Once this is done the full original information is again available The Archive Transaction Summary record includes the folder path and name of the file in which the original transaction information was saved This information will help you locate this information should you need to locate the archive file For more information on archiving and restoring transactions refer to the section entitled Archiving Functions in 4th Quarter on page a 108 of the Administra tor s Manual Archived transactions can also be accessed through hypertext reports see page 358 in Chapter 12 and through the Administrator s Maintenance screen see page a 108 of the Administrator s Manual 276 General Ledger 4th Quarter User s Manual AQ Core Period Closing Period Closing Year End Closing Periods are closed through the Year End Close item under the General Ledger General Ledger New Posting Posting Entry Range Year End Close Selecting this item opens
145. 97 10 31 97 12 31 97 Dealer Sales 9 665 00 14 680 00 18 115 00 4 916 00 Retail Sales 6 894 00 6 224 00 13 580 00 25 050 00 FIGURE 12 2 A four column report showing actual figures in each of four periods Sales Breakdown 1 1 97 to percent 7 1 97 to percent 3 31 97 10 31 97 Dealer Sales 9 665 00 18 115 00 Retail Sales 6 894 00 13 580 00 FIGURE 12 3 A four column report displaying two periods and a percent analysis of each To print a financial report choose Print Reports from the Financials pop up menu in the Control Screen This opens the Batch Report Printing dialog that lists financial report templates Click on a report to mark it for printing All reports with a check mark next to them will be printed in sequence when you press the Print button Batch Report Printing Income Statement Balance Sheet Marketing by Quarter Expenses by Year Click on report to mark for printing reports will print using default dates FIGURE 12 4 Print several reports at once from the Batch Report Printing screen Reports printed from this Batch Report screen use the default dates ranges saved with the report templates To print the reports with different dates you must print them from within the Financial Report Editor 4th Quarter User s Manual Financial Reports 323 Financial Reports Hypertext Report Editar Print Reports When printed in batch reports can only be sent to the printer or
146. 997 of outstanding payable Credits and paid Summary includes both posted and unposted Tallies shown for selected active and inactive amounts Debits transactions Payable type accounts Aged 0 ta 30 31 to 60 B1 to 40 beyond 90 days GL Account Account Name Total Owed 1015197 to SOF WAO to ter BiSa to TNO FIGO and Total PID Ref cede Effective bue Pror Tle ee cr ee Periods 30010 40 Sales Rep Payable Warty Howe Sales Rep Fayable Totals 0 00 0 00 0 00 0 00 80013 14 Manufacturing Payable Wilson Tennis Co 2 440 00 O E E 2 440 00 2 440 00 17T OOS 1998 oofoo00 Withdrawal 2 200 00 2 200 00 a1 R Oe 101998 LETELA AELA Retum Wke Fayment 60 00 60 00 MEnuracturing Payable Tatals 2 440 00 2 440 00 2 440 ggl FIGURE 9 27 Sample Wis report with transaction details a Allocation Screen The following reports are available from within the Payable Allocation screen Components Shown A list of the components displayed Use the search criteria in the Allocation screen to locate the items you want included on the report Selected Transactions Report Tue Jun amp 1999 2 38 Ph Page i Sample Components Report Address Ace th 80013 14 Ref 4 Hotes Name Wilson Tennis Co Joumal Payable Linked to Yerndor Wilson Tennis Co Descrip Balance 2 900 00 Doc nt Rer Nt Effect attnfitem Pid Owed Outstanding 913198 aT O0 a 1096 a 1096 big baa baa TOTALS FIGURE 9 28 Sample Compo
147. Accounts Page The transaction menu enables you to create a transaction for the account in the currently highlighted row e Customer item Available only in the Full version of 4Q This opens the sale type transaction entry screen with selected customer already filled in e General Cash Entry item This opens the cash type transaction entry screen with selected customer s account already filled in 4th Quarter User s Manual Accounts Receivable 195 4Q Core Accounts Receivable e General Entry item This opens the general journal transaction entry screen No account are ini tially listed when this screen is opened Individual Account Allocation Allocation screen This screen accessed by selecting an account in the Receivable Accounts List and pressing Select shows credit obligations and payments for a particular account Receivable Account Allocation L of 1 Acet 10002 1 12 Grundwald C Construction Linked Customer Grundwald Construction z F Balance B mee a 45 15 Comp 10 ee ed stributed T BUEN 45799 Receivable Sale 475799 MET 30 Receivable Sale 475799 MET 50 Receivable Sale 4 5 99 MET 30 Receivable Sale 475799 MET 30 45799 1 843 00 535 00 new receivable 5718799 1720799 Allocate to items FIGURE 8 11 Allocation screen for matching Payments received to amounts due The allocation process is at the heart of the AR module The Receivable Account Allocation screen allows you
148. Ath Quarter User s Manual by Lincoln Stoller Ph D Braided Matrix Inc version 2 1 Jan 2001 For information concerning 4th Quarter products contact Braided Matrix Inc Voice 845 657 6411 Email info 4thquarter com Web www 4thquarter com 4th Quarter User s Manual Braided Matrix Inc retains all ownership rights to the 4th Quarter computer program and other computer programs offered by Braided Matrix here after collectively called Ath Quarter Software and their documentation Use of 4th Quarter Software is governed by your license agreement The externals written by Braided Matrix and included in 4th Quarter software are confidential trade secrets of Braided Matrix You may not attempt to decipher or decompile 4th Quarter externals or knowingly allow others to do so 4th Quarter Software and its documentation may not be transferred without the prior written consent of Braided Matrix The source code including such items as the file structure procedures menus and layouts are the property of Braided Matrix and are protected by copyright Access to and use of the source code is limited to only those individuals currently licensed by Braided Matrix Only such individuals and their employees and consultants who have agreed to the above restrictions may use 4th Quarter Software and only on the authorized equipment Your right to copy 4th Quarter Software and this publication is limited by copyright law Makin
149. BOO009 8 Gratlin Productions Payable 270 00 sOO09 8 Gratlin Productions Payable 30 00 BOO0 7 300 Discounts on Purchases Expense 30 00 BOO0 7 300 Discounts on Purchases Expense 30 00 BO008 100 Shipping Purchases Expense 300 00 Report Total 330 00 330 00 FIGURE 16 24 Sample Transaction Detail report Purchases List A list if the currently displayed purchase items 4th Quarter User s Manual Purchasing 501 4Q Full Purchasing Purchases List Tue dun 1999 1 27 PM Sample Purchase Summary Fe part Page Ref ME i Tithe Entry Type Effective Due Account HE Mame i Corm ent Payable purchase 4 15 99 2099 Gratin Productions Payable Purchase Payable purchase 418199 4g 34 4 5 Babolat amp Sons Payable Purchase oo Payable purchase 4 6 99 41599 6 Hong Kong Carriers Ltd Payable Purchase Payable purchase 45199 26 Acme Tire Retreads Payable Purchase FIGURE 16 25 Sample Purchases List report a Purchase Orders The following reports are available by pressing the Reports button in the Pur chase Order list Purchase Order Line Summary One line summary of each purchase order in the current selection oummary Purchase Order List Thu Jun 3 1999 1 40 Phi Sample S ummary Report Page 1 Attn P O NE 13 wiag 6 98 Dick Murphy 198 11 6 98 Blanche Du Bois 218198 213198 Bart Conners wars AIAS Aalsa Kradock 2139s 2209S Aalso Fredack am Le Ralso Kradcuck TSS TENS orn Omara FIGURE 16 26 Sample Purcha
150. Cash Disburse ment Group the system will allow you to enter the transaction A cash transaction entered in this manner will be visible in Cash Account area Other Types of Transactions The full version of 4th Quarter supports a variety of transaction entry screens in addition to the cash and general entry screens discussed above These include screens for entering sales purchases invoices and purchase orders These screens discussed in this section are not supported in the core version of 4th Quarter 122 Transactions 4th Quarter User s Manual Other Types of Transactions Sales Each of these entry screens are discussed further in those chapters that deal with their particular functions They are reviewed here in order to make clear that although these entry screens relate to different functions they still create records in the transaction table As such the records that they create will always appear in the General Transaction List In some cases they will also appear in the Cash Transaction List Sales transactions are those that involve a Customer Receivable or a Sales account Ath Quarter provides a special sales entry screen that can be configured of one of six types of sales entries TABLE 3 Six types of Sales Transactions Name Accounts Involved Sale Through Receivable debit to receivable credit to sales Receive Payment credit to receivable debit to cash Issue Credit credit to receivable debit to sales
151. Charges on page 184 for details e Discounts Not Taken removes discounts from accounts which have not been paid within the time limits set with particular Sale Choose the Sales Dis counts Not Taken from Special Items menu See Removing Sales Dis counts on page 186 for complete details Allocation Funds paid toward debts may or may not be allocated Funds will be allocated to debts when these situations prevail at the time the transaction is entered e The Autoallocate to ALL accounts option is specified in the transaction entry screen e The Autoallocate as PER account option is specified in the transaction entry screen and the receivable account is set through the account entry screen so that receipts are automatically allocated e The receipt was not allocated when the transaction was originally entered but was manually allocated at a later time Autoallocate to ALL accounts to AO account as PER account FIGURE 8 4 The Autoallocation pop up menu available in many transaction entry screens 4th Quarter User s Manual Accounts Receivable 181 Accounts Receivable Because this sort of situation can arise in any account 4th Quarter provides you with the means of allocating or reallocating the funds awaiting distribution in each account Automatic allocation is described below The process of allocating funds does not create new transactions Allocation only matches payments with debts
152. Construction Account of Customer Grundwald Construction Tens MET 30 Due beforeitems Changein Penod Ending Balance 1 471 50 1 162 80 308 70 Tran Ref Date Due Tite Origena Due Outstanding Paid Available Running Total E E E E a S 08 8 E E E E a a E _ aisraa Receivable Sale Bsa OO Oo em o fes S T ro esoo 808 PL E P moo e 308 70 Please send remittance to TOTAL 1 180 20 1 180 20 2 343 00 919 45 Ending Balance Due 308 70 FIGURE 8 22 Sample Receivable Statement report Aging Report Aging reports can be accessed from either the AR and AP areas or from Journal Account list screens in those cases where the journals are payable or receivable type journals Separate print specifications are saved for each journal Aging reports for accounts on different journals must be printed from the Receivable Accounts area for that journal Selecting Aging Report opens a 4 page specifications dialog Pressing the Next Page key will take you through the sequence of pages until you reach the last page Pressing the Print key when you re on the last page will print the report You can return to any previous page using the tabs at the top of the screen When the again report is printed the report settings are saved to disk A separate set of report settings is saved for each journal Date Range Page Here you specify the aging criteria aging based on due entry or effective date the starting date and the aging range
153. Dodge 102 00 10002 26 Client Receivable Braided Matrix 0 00 10002 29 Client Receivable J F Turner amp Co 0 00 10002 36 Client Receivable Customer Co 0 00 10002 60 Client Receivable Braided Matrix 25 00 GL Account amp E accounts of type Focus F Delete _ Modify e i is i 1 m FIGURE 4 19 The Account List screen accessed from the Control screen From the Account List screen you can create modify and delete accounts Accounts can only be deleted if two conditions hold e Account must have a zero balance e Account setting in the maintenance screen allows for account deletion Whenever accounts are deleted an archive record is created in the database This list of archived accounts can be accessed by the Administrator to determine when the account was deleted by whom and what GL account it was related to Access to archived accounts is through the Archive page of the Maintenance screen Refer to Account Archiving on page a 112 of the Administrator s Man ual for more information E Searching You can locate accounts using either the Accounts of type pop up menu or the Example Search pop up menu Selecting a type from the Accounts of type pop up GL Account immediately affects the current selection according to whether the Replace Selec Account Type tion or Add to Selection radio buttons have been chosen Show l 4th Quarter User s Manual Chart o
154. ELO LUG STE which you can locate a record in the selected table Once you ve located a record in this case a Customer record highlight it and press Select Tables List Cus Customer R Vendor If the record you ve selected has multiple address associated with it then you ll be shown a list of addresses Clicking on an address cop ies it to the Mailing Address screen If only one address is associated with the selected record then it will be copied to the Mailing Address screen directly 4th Quarter User s Manual Cash Accounting 163 AQ Core Cash Accounting Customer List Attn Code Type Name Company Address Wk Phone acty Ea 2 Client Chip Alberty Performance Motorcars 2125 l 2 Client Chip Alberty Performance Motorcars High Falls N Y 36 Client John Barkealey Western Autodial Shokan WY 914 67 9002 Client Drogil Dodge Black River Labs High Falls N Y Client Drake MeCarthy Mommies And Babies San Pedro CA Client Peter Metcalf Black Diamond Ltd Salt Lake Cit Client Mac Rebenak Honky Tonk Productions OF 7 l F Click on a customer then press SELECT FIGURE 7 7 The Customer List screen displayed to enable a selection of a customer address As mentioned the address that is retrieved is stored as is with the transaction If the retrieved address is incomplete or inaccurate you can correct it in the Mail ing Address screen This will not change the address as saved with the related
155. From Lots screen attempts to satisfy the quantity to be shipped with the first available lot The first available lot is that lot which has sufficient quantity to satisfy the ship 420 Sales 4th Quarter User s Manual Invoice Entry ment and which has priority according to the LIFO or FIFO inventory costing strat egy specified in your data base Item History List The History button displays the history of items that have been shipped It lists the item the quantity shipped and the specifics of the shipment These records are handled automatically by the system you can not modify them directly The shipping information that s related to these items can be modified through the Shipping page described below SS em Shipment History 2 5S Carrier Ship Date Tracking Code Date Tracking Code Priority 1 3grommets tennis racq ir borne 05715798 Standard 2 25 tennis bag Airborne 05715798 12 54664 Standard FIGURE 14 21 Item Shipment dialog accessed from the History button on the Invoice Entry screen When items are shipped either from the Virtual Invoice or from the Shipping User Area the date time and name of the user who made the entry is recorded Sales 421 4th Quarter User s Manual Sales with the shipping record This is displayed at the bottom of the record that s dis played when you double click on the shipment record Invoice Item History 1 of 2 Invoice H 40 Item
156. ID 4 Title Att lte ALERT is OFF Trnpit Timbuktu Retainer Trans Timbuktu Retainer Acct 000S DOD 100 Chent Sales Client Sales Debit 405 00 Cash bDisburs Mo Interval unassigned FIGURE 6 14 Sample Template Component Summary report Full Detail Complete information on the current selection of templates including a list of compoenents for each Template Details Tue dun 1999 1 19 FPM Sample Full Detail Page 1 Tithe Restocking Expense ALERT is OM Due for entry Dy 3 ta Last Entry Interval ba witiDany Active Yes Reference 01 01 1996 Nest Entry 011161995 Every 15 days Restricted Ma Final Date Mero Goods purchased forresale Trar Title Restocking Hotes Ref Autoallocate PER Attn Cash Mo Components Description aty Hate Debit Credit 0034 100 Operating Inventor O perating Cost of Goods 10002 16 Client Rec eivable Giuest Corp FIGURE 6 15 Sample Template Component Full Detail report 4th Quarter User s Manual Templates 147 Templates 148 Templates 4th Quarter User s Manual CHAPTER 7 Cash Flow of Data 4th Quarter User s Manual Cash Accounting This chapter describes the Cash Accounting area This includes the creation review and reconciliation of cash accounts and the printing of checks Cash Account Management Cash accounts are any accounts that are specified to appear on a Receipt Dis bursement journal You can create any number of cash accounts and cash account ing serv
157. If there are not enough available funds to pay of the item then whatever funds are available are allocated You can manually type an amount to be allocated in the Allocated Here column of the Items Paid area You can enter any amount between zero and the amount of the debt up to the limit of funds available You can not change the original debt or payment amount from this screen only that amount that s allocated If you place your cursor in the Allocated Here column for a given row and press the Remove button then the indicated items will be removed from the list of items paid and transferred to the list of outstanding items All amounts that were allocated to the removed items will be returned to the payment and will become available Consider the example shown in Figure 9 13 Here you re looking at a 622 08 payment that s been allocated to four items No amount remains to pay any addi tion items However you could remove some of the items paid to free funds that would then become available You could then cover other payments You could also leave the freed funds without allocating them to any debts These funds could be applied to future debts When you press the Accept button your changes are saved to disk If you press Cancel all changes are discarded In either case you will be returned to the Pay able Account Allocation screen 4th Quarter User s Manual Accounts Payable 243 Accounts Payable Maki
158. If you open other receivable journals then they will open separate receivable areas each of which will be limited to the display of accounts on the respective journals If you select the Receivable Accounts item on the Accounting menu and you have only one receivable journal then the program will open that journal in a Receivable Accounts area If you have multiple receivable accounts the system will display a list of receivable journals Select one to open that journal in a Receivable Accounts area The process of accounting for receivables involves e Receivable Journals e Receivable Accounts accounts on receivable journals e Receivable Transactions transactions involving receivable accounts A receivables journal is any journal that you create that is assigned the receiv able type The system requires at least one receivable type journal and you can create as many additional receivable type journals as you like Journals act like folders You create various Receivable Journals to segregate differ ent receivable accounts by associating them with different journals Receivable accounts track obligations for items or services sold but yet not paid for Receivable transactions are those that convey credit offered and on which some payment remains due A receivable transaction will usually involve sales cash and inventory accounts and it may also involve other accounts as well There are several kinds of Receivable transact
159. In some cases you may be prevented from making any modifications at all Limited Entry Screens Limited entry screens of this type occur in the following circumstances e posted transactions e invoice or PO transactions viewed through the general transaction screen e inventory when viewed from a list in which you are asked to select an item e accounts when viewed from a list in which you are asked to select an account Tabs Entry screens often have multiple pages These are indicated by tabs that will appear across the top of the window Clicking on a tab move you to the corre Conventions 39 4th Quarter User s Manual Conventions Required Fields Enterable Fields Clairvoyant Enterable Fields sponding page of the form You can also use you keyboard s function Keys also known as F keys to navigate between tabs In all screens that employ tabs pressing F1 will take you to the first page F2 to the second and so on Description Price Table Assembly FIGURE 3 1 Tabs that appear in the Inventory entry screen Fields There are three ways fields can be displayed on entry screens Each type is graph ically distinct Blue label white area with a sunken shadow White area with a sunken shadow White area with an underlined label Clairvoyant fields will search the database for a value whose value begins with the letters you ve type This lookup takes place as soon as you tab o
160. Journalized unposted invoices These are invoices that have been journalized but not yet posted to the general ledger either because they re marked Do Not Post or because they are not yet fully shipped When this option is checked 4th Quarter reduces to zero the discount shown on the invoice and increases receivables by the previous dis count amount In this case both the invoice and the journalized transaction are modified e jJournalized posted invoices These are invoices that have been journalized shipped and posted to the gen eral ledger In this case the invoices and their transactions cannot be changed In order to reverse the discount 4th Quarter creates an adjusting entry that 382 Customers 4th Quarter User s Manual AQ Full Customer Entry increases receivables and credits the invoice discounts account These new transactions will appear in the customer s receivable accounts and on future customer account statements In addition to these actions on a selection of accounts you can also delete or reverse untaken sales discounts from individual accounts from within their Receivable Allocation screens The Receivable Allocation screens are accessed by selecting an account in the Receivable Accounts list To reverse untaken discounts while working with a particular account select the Sales Discounts Untaken item under the Transactions menu Transaction Mark tem Receive Marked Items Custom
161. Manual to a new dimension in accounting e Vendor amp Purchase Management e Invoices Quotes amp Purchase Orders e Shipping Receiving amp Order Tracking e Inventory Pricing Assembly amp Control e Sales Rep amp Sales Tax Management Chapters of this manual that apply to the Full version of 4th Quarter have the fol lowing bar across the top of the page with the label 4Q Full AQ Full In all of these areas we have improved on the design of convention accounting sys tems to provide you with more flexibility easier use and new functions Special features are noted in the relevant areas of the manual 4Q Shell is supplied only as open source code Its skeleton framework supports a simple address book that provides an example of how to use the building blocks that the shell provides These three products are closely related each building upon the other A user of 4Q Core Accounting can do the following in any order e upgrade to 4Q Full Accounting e have the core package customized by Braided Matrix e purchase source code to perform their own customization A user of 4Q Shell can e develop their own system without needing additional products or support e develop a system that runs parallel to and can be merged with 4th Quarter 4th Quarter User s Manual Welcome 15 Welcome Organization of the Manuals e modify a preexisting system in accordance with 4Q Shell conventions and incorp
162. Purchase Entry screen This search is discussed in the section Accounts Search on page 107 The vendor search opens the Vendor List screen Use this screen s search and sort functions to locate the vendors whose sales you would like to view Highlight the vendors you re interested in and press Select The system will locate all pur chases entered through the Purchase Entry screen that involve these vendors The Vendor List screen is discussed on page 448 474 Purchasing 4th Quarter User s Manual AQ Full Purchase Entry Purchase Entry 4th Quarter supports a number of different entry screens with the following titles Purchase thru Payable Make Payment Receive Credit Cash Purchase Purchase Refund Payable Advance Create a purchase entry by choosing one of these titles from the Purchases pop up menu on the control screen Once you re in a Purchase Entry screen you can change to any other type of purchase by selecting from the titles that appear on the Purchase Action menu Purchase Transaction Entry 1 of 1 Posted Entered by Trans 1D 00 00 00 Designer 443 Ret Ne Status Date Purchase thru Poston irate Ie Parchooe thre Posebie J __tnverines Bevs 5 27 99 Te Firs Fi Se nee a Terms NET 30 a 399 Payable 185 00 n bisot SA 5 Payable Purchase Total 179 55 Tri0ob Distribute Ereren er FIGURE 16 3 Purchase Transactions Entry scree
163. RE 1 5 The Sales page of the Map view control screen In the Map View screen each label is an clickable icon that will either take you to another page to a list screen or to an data entry screen Each page of the Map 24 What s New 4th Quarter User s Manual Control Screens Customers List view View screen shows different modules connected with arrows that illustrate the module s relation to one another Clicking on the name of a modules opens that module in a separate window You can open as many modules in separate windows as fit in your machines memory If you open too many modules you may get a message that you ve run out of mem ory If that happens close one of the open module windows before trying to open another module Next to some modules is a plus labeling a small square button These buttons related to the modules to which they re adjacent and they allow you to quickly open an entry screen to add a record to that module These are called add record buttons Page Icon List Icon Data Entry Icon takes you to another page open a listin a new window open an entry form in anew window Accounts FIGURE 2 1 The icons in the Map view control screen The arrows on the Map view pages do not perform any action when clicked Rather they illustrate the flow of data from one file or area to another The most compact control screen is the List view screen The List view screen has
164. Reports 4th Quarter User s Manual CHAPTER 13 Customer Flow of Data 4th Quarter User s Manual Customers This chapter describes the Customers area and the man agement of customers and customer accounts Customers are supported in the Full version of 4th Quar ter Customer Data Customers are stored in their own file Customer records contain business specific information but not accounting information Accounting information such as receivable balances and account history is stored in the customer s receivable and sales accounts When you enter a customer record the system creates the customer s receivable account Once created this account can be found with all other accounts in the Chart of Accounts list There are also customer sales accounts related to each customer record A default sales account is assigned to all new customers according to their type There is also a taxable sales and a non tax sales account for each type of customer Customer reports are available in various areas The customer area itself supports reports detailing the customer but not their account history The customer s account history reports can be accessed from the accounts area A report of sales or invoices to particular customers can be printed from the sales transaction or invoice areas 361 4Q Full Customers Customer List Add Customer Sales Transactions Accounts Reports X Transact
165. Sales taxes amp commissions are paid Ath Quarter s Virtual Invoice form enables you to track all aspects of the quote order shipment back order and return phases of this process Receivable and payable entries are created automatically as items are shipped or returns received The receipt of payment and the payment of obligations associated with the invoice are be done separately through the AR and AP areas Refer to Accounts Receiv able on page 175 and Accounts Payable on page 219 Ath Quarter s Sales People table support a variety of methods of calculating sales commissions for invoice sales Sales commissions are only supported on invoices not on the Sales Entry screen discussed above The Sales People area is discussed on the page 431 398 Sales 4th Quarter User s Manual Virtual Invoices Invoice Data Customer Transactions Accounts IBM Receipt 1 Cone Journal Sale tax Receipt 2 A Journal Terms Net 30 10 EN Sale Person Transactions wa sas Journal Shipment 1 SS Inventory Shipment 2 vay aaa S Plastic forks Transactions Tax Payment Gr Commission A AP Journal FIGURE 14 5 Flow of data through a single invoice The case shown involves the largest number of tables An invoice is a record of an order from a customer for goods or services 4th Quar ter supports a virtual invoice which like the virtual purchase order tracks the ordering process from being a quote
166. Summaries Transactions Period 1 Posting Period 1 Payable eas Tee ae Total for 2 E PO T i CED Period 2 Beci Total for 2 lt Period 2 Sale Total for 3 ma Sale Reports Functions x Financ Trial gt N Report Balance FIGURE 10 1 The flow of GL account information from transactions to summary records to GL account balances Invoice Invoice The General Ledger is known as a journal of final entry It presents a summation of unmodifiable transactions The General Ledger consists of records of amounts posted to GL accounts The amounts posted summarize the transactions affecting these accounts over a period that you define Posting records stores the total deb its and credits to GL accounts Transactions do not affect the associated GL accounts until the transactions are posted When a transaction is posted it contributes a new GL posting record which collects all transaction components directed to a given GL account Once posted transactions can no longer be modified Only the balances or changes in balances of GL accounts appear on financial statements GL account balances are affected only by the posting of transactions you cannot post records directly 4th Quarter User s Manual General Ledger 261 AQ Core General Ledger General Ledger Posting List General Ledger New Posting Posting Entry Range Year End Close Access the list of the values post
167. TO All Marked Items The column labeled X on the left hand side of the Account Allocation screen is the marked column Clicking in this column places an X along the corre sponding row Pressing the X that appears as the column label will toggle the x mark on and off for all items When at least one item is marked with an X the Allocate to Items Marked button becomes enabled Pressing the Marked button tells the system to apply only those payments in the set of marked items to the debts that appear in the same marked set This enables you to mark exactly which items are going to be used to pay off which debts 240 Accounts Payable 4th Quarter User s Manual Individual Account Allocation lattn Ref Ne w F terms Orig Debt Bal Due Orig Paid 4 PR 1 20 4 20 99 45 45 45 45 4 PR 1 20 4 20 99 45 45 45 45 x PR 1 20 1720799 45 45 45 45 x PR 1 2 1f2 96 4 167 36 4 167 36 Allocate to items hdanually Marked To All lattn Ref Ne FIGURE 9 11 Four items marked with X s in the Account Allocation screen When performing allocation for marked items the system will still proceed on the priority due date payment scheme but it will apply this only to the marked debts That is to say it will apply payments first according to priority and then according to due date If there are greater debts than there are payments then certain items will be left uncovered Manually to S
168. The check number from a voided check is not reused A voided check like a printed check cannot be modified or unvoided This screen is for bringing your records into agreement with what appears on your bank statement In this screen you e supply the beginning and ending balances that appear on the statement e supply the amounts of any interest and services fees that have been applied for the period e mark off the items that have been processed by the bank in this period The program totals the marked items and adds their contributions to the starting balance to get the ending balance When you press the Enter button the marked items are given the status reconciled and transactions are created for the associ ated entries you ve indicated such as interest fees or adjustments 154 Cash Accounting 4th Quarter User s Manual Cash Account Management The reconciliation screen consists of two pages On the first is called the Setup page and it s shown in Figure 7 4 on page 155 In the Setup page you specify the beginning and ending balances that appear on the bank statement You also spec ify the date and amount of the interest earned and the service fees deducted Cash Reconciliation Su105a A 10091 100 General Cash Previous Balance 30402 New Balance 30402 EE 30402 Date Amount Hemo Service Charge 4 5 99 aso CO eA Financial Ope Operations Bank Expenses Interest Earned 4 5 99 omr ogy
169. URE 14 6 Invoice List screen The Report button opens the Select Report and Media dialog that prints the cur rent selection of invoices according to the report option selected You can print a line or detailed summary invoice forms packing slips or billing labels If the report details the quantities shipped you have the option of include items shipped most recently or all items shipped To print reports that include combina tions of previous shipments you must print the report from within the invoice where more options are available For more details see The Special Items menu enables you to perform special actions on invoices that are either less common or should be restricted to certain users This includes printing various order history 400 Sales 4th Quarter User s Manual Invoice Data reports changing payment priority and determining how sales will be handled on page 410 Back Orders Back orders are partially shipped invoices You do not need to create a separate invoice to track back ordered items If you specify a partial shipment on an invoice then only the amount shipped will be journalized using the ship date value When additional shipments are made update the quantity shipped field for the newly shipped line items and additional journal entries will be made Batch processing The Special Items menu offers batch processing control When batch processing is in effect new invoices are e
170. a place for all users to add notes These notes are shared by all users and a preserved when new help records are imported into the system by the Administrator For more information see Import ing Updated On line Help on page a 96 Help Record Entry 1 of 1 Topic Administration J FIGURE 3 6 The Memo page of the On line Help screen for user notes You also have access the all of the on line help items through the File menu from the Control screen Tool Tips Most buttons have control or command key equivalents These keyboard short cuts are displayed in small tool tip labels that appear on screen if you place the cursor over a button If no tool tip appears then there is no keyboard equivalent for that button All tool tips display a message of the form Ctrl X where X is the key that must be pressed in addition to the modifier key in order to activate the button On Win dows the modifier key is the Control key on the Mac it is the Command key In both cases however the tool tips refer to the modifier key as the Control key There are a dozen or so keyboard equivalents that are always associated with the same buttons For example Ctrl A or 38 a on the Mac is used to add a new record A list of standard keyboard equivalents appears at the end of this chapter Conventions 4th Quarter User s Manual Data Access Quick Search Buttons The small square buttons and the triangular but
171. able accounts When sales taxes are generated each sales tax payable account is credited by the appropriate amount The sales taxes listed in the customer s record are used by default when entering a customer invoice They can be modified through the invoice entry screen Payment Terms The payment terms are set on the second page of the customer entry screen through the Terms pop up menu Payment terms are assigned each customer through the customer entry screen These terms apply to the customer s receiv able account and are used for new sales to this customer Terms are specified according to the format discount days for discount Type Days until due The quantities shown in parentheses are optional For example terms where the net balance is due within 30 days are written Net 30 If a 3 sales discount is also offered for payments within 10 days from shipping goods the payment terms are given as 3 10 Net 30 Modifying Payment Terms Terms records are managed from the Modify Terms screen Access this screen by choosing the Other item from any payment terms pop up menu These menus 4th Quarter User s Manual Customers 369 4Q Full Customers are located in sales and purchase entry screens Selecting this item will bring up the following list and entry screen Terms of Sale 6 Default Discount Days Type COD NET NET NET 5 Net PrePaid peru add sort J select FIGURE 13 7 T
172. ables and usually involve a number of other tables as well An invoice is a kind of sales contract that become an accounting transaction once it has been exe cuted Ath Quarter supports a comprehensive approach to invoicing in which a single entry screen manages all aspects of the sale and delivery of goods and services In order to support a variety of invoice related processes each invoice in 4th Quar ter s can be related to one or more transactions When goods or services that are listed on an invoice are delivered the system cre ates an accounting transaction If several deliveries are required to fulfill a given order then several transactions will be created Once transactions are created they will appear in the General Transaction List screen You will be able to double click to view these transactions but you will not be able to modify them Modifications to invoice transactions can only be done through the invoice entry screen Refer to chapter 14 s section titled Invoice Data on page 397 for complete details PO s are like invoices a complex entry that always involve vendor account and inventory tables An PO will generate accounting transaction once any of the items listed on it are received Ath Quarter supports a comprehensive approach to purchase orders in which a single entry screen manages all aspects of the purchase and delivery of goods and services In order to support a variety of PO related processes each
173. ach transaction A separate Aging Report setup is stored with each receivable or payable type jour nal As with the Audit Report discussed above Aging Report configurations are stored in the datafile and are available to all users Changing the report configura tion for any journal change the configuration information that is accessed by all other users of the database The Aging Report Setup dialog has four pages of settings that determine what items to include how to display the details and what constitute the aging periods For a detailed explanation of each setting of the receivables Aging Setup dialog see Chapter 8 Aging Report on page 211 For an explanation in the context of the payables see Chapter 11 Aging Report on page 251 4th Quarter User s Manual Journals 317 Journals 318 Journals 4th Quarter User s Manual CHAPTER 12 Financial Reports h This chapter describes the Financial Reports area This includes the creation and printing of Balance Sheets Reports Income Statements and other report templates Generating Reports Overview Templates Financial reports are reports whose information is drawn strictly from entries to GL accounts Account level detail is not shown Each financial report is created when it s printed according to the instructions on a financial report template Financial report templates are accessed though the Report Editor user area The Report Editor
174. action Instead 4th Quarter journals are a means to review account activity The 4Q sys tem overcomes the limitations of conventional journals using the following fea tures e Journals are independent from any particular transaction format e Transactions are not associated with a unique journal but instead appear on all the journals that are related to the transaction s components e This system provides a real time multi user view of all entries affecting all accounts e Every account is attached to a journal so journal present a comprehensive pic ture e This system provides a complete business picture that complements the Gen eral Ledger 4th Quarter s unique journal system makes journals simpler and more powerful Component List access to all components of one or more journal accounts FIGURE 11 2 A view of the hierarchy of journals accounts and transaction components illustrates the flexibility that allows elements to be added at any level A traditional sales journal records a sales transaction on each row and has columns for sales receivable tax payable and other accounts In contrast 4th Quarter s Income Journal lists only income accounts By selecting income accounts singly or in groups you can display total and report on the deb its and credits entered for those accounts 4th Quarter User s Manual Journals 293 AQ Core Journals 4Q s Audit R
175. action that s created This is discussed below e Reference Number e Attention the attention value assigned to the transaction This is to be distin guished from the attention value that is assigned to the template e Allocation allocation instructions for all components This setting is only reliv ant for components that affect AR or AP accounts e GL Account button enables you to search for GL accounts as a means of locat ing an account e GL Account Name allows you to enter the name of the GL account as a means of locating its associated accounts e Quantity multiplied by the rate to yield the amount e Rate multiplied by the quantity to yield the amount 4th Quarter User s Manual Templates 139 e Amount can either be entered directly or is assigned the product of the quan tity times the rate e Item a string of up to 80 characters that is stored with each of the compo nents Template Entry 1 of 1 scm 9 Tat Interval Rt40c ALERT is OFF Template Title _ Alert Active Transaction Title Ref NS _ atn Autoallocate as PER ace account Comps Debit Ta J Credit x Rate O Account ME 60005 100 Client Sales Client Sales 10101 26 Client Feceivable Summretainer FIGURE 6 10 The Detail Form page of the brief form of the Template Entry screen Template Address You can assign an address to the template by pressing the Address button If an address is assi
176. affect on what contributions are included in the net balance contributions to the indicated accounts In contrast the settings in the area labeled To include in totals does affect the transactions that are included as part of the contributions to each account s bal ance The Limit printed report to popup has three options Credit Only entries that credit the origination accounts will be included on the report If you select this option for an Income journal then the report will only include items that represent a positive income to the selected accounts Debit Only entries that debit the origination accounts will be included on the report If you select this option for an Expense journal then the report will only include items that represent costs related to the selected accounts Dr or Cr The report will include all debits and credits to the selected account in the indicated date range If assigned to an Income journal this set ting will generate reports that include reversing and adjusting entries The Include only posted transactions check box will exclude from the journal report all unposted transactions 312 Journals 4th Quarter User s Manual Reports pees Income Audit Setup fo ees Settings for S E Journal Audit Report Journal To ae nt on the ee O don t show any transactions To include in totals Limit printed report to amp reversing transactions Include only posted
177. aily rate is applied to each overdue item according to the number of days since the item was due or since finance charges were last assessed whichever is later No Affect on Accounts with Credit Finance charges will only be assessed on an account if it has no unallocated cred its That is any customer who has credit that has not been allocated will not be assessed finance charges regardless of their debt If you assess finance charges on a group of accounts those with unallocated credit will be skipped To assess finance charges correctly you should apply all credits to debts using the Apply Payments item located on the Special Items menu This insures all credits have been applied so that finance charges may be assessed on any remaining over due debts Accounts Receivable 185 4th Quarter User s Manual Accounts Receivable Removing Sales Selecting the Sales Discounts Not Taken item from the Special Items menu Discounts brings up the Untaken Sales Discounts dialog Untaken Sales Discounts Range of Accounts Cy all Receivable searching for untaken discounts as far back as FIGURE 8 7 The Untaken Sales Discounts dialog for removing discounts from accounts that did not provide payment within the sales discount period Sales discounts are offered for payments made within a specified time period in order to encourage early payment For example a discount specified as 5 10 means a 5 discount is offer
178. al Sales If there are not enough items in any given lot to satisfy the shipment then the user must add another line item Each line item subject to lot tracking can only draw from one lot because each line item on records one lot number C lect From Lots S Code Name ID 3 10 sd Burrton Snowboard 145 em Instock 8 000 OnOrder 0 000 Avail 4 000 Ordered Click on a different lot to draw items from it Each line may draw from only one lot Lot Number 02 03 1999 04141999 FIGURE 14 20 Select From Lots dialog accessed either from the line item detail screen or by entering a quantity shipped directly into the line item The Select From Lots dialog is displayed whenever you enter or change the quan tity shipped for a line item that is being tracked by lot In this screen you specify which lot to draw the items from If you are shipping items for this line item the first time then column labeled Available to Draw shows items still in stock If you are modifying the quantity shipped for a line item that was already partially shipped then the quantities in the Available to Draw column are a combination of items previously shipped plus those that are in stock and available for shipment If you change the lot from which items are being shipped then the items that were previously shipped are returned to inventory When you first specify some shipment for a lot tracked item the Select
179. al Chart of Accounts 83 Chart of Accounts Account Entry 44 of 47 Basic Info options YTO Balance Debit Balance Ace tlD Last Transact Date Created Number 100 suffix Status General of PEE Name Telephone Expense oo O e External Ref CoO O Mame on check Western General Ledger Acct Catgry Cost ProfitCenter Journal Expense Dept l GL Account 80025 000 000 Office Expense Modified 1 4 01 03 54 by Designer FIGURE 4 22 The first page of the account entry screen The parent GL account is specified at the bottom of the screen Independent Properties Accounts are identified by a name number and suffix The name can be up to 40 characters The number is a one to six character label and the Suffix is a zero to 3 character label Each part can include letters and numbers The number and suffix make up the account s label The nine possible label char acters together with the eleven characters of the GL account label constitute the full account reference The combined GL and account numbers must be unique for every account Since every GL account has a different label this means accounts related to the same GL account must also have different labels Accounts can be marked as active or inactive An account s active status is inde pendent from the active status of its parent GL Account s active status though usually if a GL Account is inactive then all of its related accounts w
180. al Reports Templates defined using item type rows can become out of date if a new account is added to the chart of accounts Templates defined using range type rows can become out of date should if new accounts are added outside of the range speci fied In contrast templates defined using item type rows are unaffected by changes in GL account numbers Item type rows identify accounts independently from the name and number Templates defined using range type rows automatically include new accounts that are assigned numbers within the specified range Whether this generates the report that you expect is another matter If a template is assigned an incomplete set of accounts if additional accounts have been added or if you have changed the numbering scheme used on your chart of accounts then the template will produce a report that is probably not what was originally intended In particular it will be missing certain accounts The only constraint that is imposed on all templates is that they never include the same GL account more than once This integrity constraint applies to accounts listed on separate row accounts included in a roll up accounts specified item type or range type rows The template editor prevents the entry of duplicate account references In this way it ensures that no financial report is generated that con tains the same account listed on any line or included in any subtotal more than once This constraint will not pr
181. all its popup controls tightly fitted within a single window The different control areas are grouped by area and each area is separated from the next by a line 4th Quarter User s Manual What s New 25 AQ Core What s New 49 tm vi ew hd O 3a_ 4Q Full List View screen Chart of Accounts 4Q Core List View screen Transactions Templates Cash Accounting 4 tm wan Eo Open Area General Ledger 4 4 I 7 oa I T alil Financial Reports Journals Chart of Accounts Inventory Transactions Vendors Templates Purchases Cash Accounting Purchase Orders AR amp AP al Customers i General Ledger Financial Reports w Journals al Braided Matrix Ine ales a LS nvoi ces Sales Related a S S iT cL E oh pe o t FIGURE 1 6 The 4Q Full left and 4Q Core right views of the List view control screen Accounts All accounting is based on accounts and transactions These two concepts are designed into 4th Quarter so fundamentally that once you understand how we handle accounts and transactions everything else follows naturally 26 What s New 4th Quarter User s Manual Accounts General Ledger and Transaction Accounts All financial information is stored in accounts Accounts and only acco
182. alog can be set differently for each journal Date Range The date range setting determines what transactions are printed or summarized on the report Specify both the starting and ending date and which of the three transactions date this range is to apply effective entry or posted date If you 4th Quarter User s Manual Journals 309 Journals Account Range select the posted option then only posted transactions will appear on the report Settings for Income Journal Audit Report Include transactions with CD effective D entry dates from Coo e up to and including 10 05 1997 w FIGURE 11 18 The Date Range page of the Audit Report Setup screen Different settings can be established for each journal On the second page of the specification screen you indicate the range of accounts that are to appear on the report There are two types of account ranges that need to be specified The first is the range of the origination accounts These are the journal accounts to which the transactions were entered Set the report to include all of the journal s accounts those currently selected or limit the selection to the profit center that you indicate using the popup menu You can also use the Include only active check box to exclude those accounts that are inactive The second is the range of balancing accounts These are the accounts that bal anced the journal entry in the located tr
183. am The Technical Notes discuss specific mechanisms that operate within the program In addition we have a product called 4Q Shell This product and its manual pro vide basic programming orientation for the 4th Quarter product line The shell is a platform from which a 4D program can be written which can later be scaled up to include 4th Quarter Accounting The shell is a development and a learning tool for anyone interested in customizing 4th Quarter Accounting 4Q Product Line Our two main products 4th Quarter Core Accounting and 4th Quarter Full Accounting can be licensed either as off the shelf products that run without cus tomization or as source code that can be customized through the 4th Dimension development environment 4Q Core Accounting supplies a full suite of accounting functions including e Chart of Accounts e General Ledger e Income Expense Sales Purchase amp General Journals e Cash Management e Accounts Payable amp Receivable e Data Import Export e Payroll Links e Financial amp Budget Reports e Database Administration Chapters of this manual that apply to the Core version of 4th Quarter have the fol lowing bar across the top of the page with the label 4Q Core 4Q Full Accounting provides all the features of 4Q Core plus a light manufactur ing inventory oriented business management system that includes e Customer amp Sales Management 14 Welcome 4th Quarter User s
184. amits Bete Qty 1 Price Reorder Qty EE Oty 1 Cost E Bin Number Femo Cost Method Modified 12 17100 16 47 by Designer IvSOa E FIGURE 17 15 The description page of the inventory entry screen The entry screen also provides you with a search function to locate similar items before making a modification or entering a new record This enables you to locate duplicates before you go to the trouble of assigning new values 4th Quarter User s Manual Inventory 533 AQ Full Inventory Duplicate Checking To search for duplicates at you re entering records use the Check for Duplicates item on the Inventory Items menu This item opens the inventory entry screen Inventory Item shown in Figure 17 16 Here you specify which fields are used to distinguish Check for Duplicates peal The initial duplicate screening criteria are set according to system defaults The default criteria can be reset by the Administrator through the Maintenance screen By checking or unchecking fields in Search for matching records screen you make a local change in which fields are compared when searching for dupli cates All subsequent duplicate checking which is performed whenever a new record is entered will be done according to the indicated criteria Your changes only affect checking done on your machine Default criteria set by the administrator are reestablished when you next log on to the system These settings do not a
185. and back orders If the invoice records terms of sale that include a sales discount then any future shipments made on this invoice can gen erate a discounted receivable amount that is subject to a sales discount That is the process of automatically removing sales discounts removes expired discounts but does not prevent the generation of future discounts If you want to prevent an Accounts Receivable 187 4th Quarter User s Manual AQ Core Accounts Receivable Multiple Item invoice from applying a discount on future shipments then you must enter the invoice and modify either the discount percent or the terms of sale Discounts removed from entries made to accounts in a particular journal will only apply to accounts on that journal Multiple Account Allocation This screen accessed by pressing the Items Due button shows outstanding Allocation screen debts for all the accounts displayed in the Receivable Account list This screen will show any or all outstanding debts for the current journal Multiple Account Receivable Allocation Only items on the Receivable journal are shown SJatnfaccount Title wf due w Jp Terms Original Due Amount Due 10002 91 Western Autodial Receivable Sale 2 0 00 1 100 00 10002 91 Western Autodial Receivable Sale 2 6 00 450 00 1O002 91 Western Autodial Receivable sale 450 00 10002 91 Western Autodial Receivable Sale 2 6 00 1 200 00 1O100 000 91 Western Autelivoice 1b 1
186. and less than the next higher quantity level This quantity price automatically supplied in Invoices can be overwritten in the Invoice Entry screen inventory Entry 3 of B Description Price 20 e costs History quantity Accounts Assembly Name tennis balls canof3 OOOO 3 Instock Oty On Order Cty Available InventD Code 1146 295 000 100 000 290 000 54 R Tal Cost 1 290 Base Unit Price Verage Lost Multi Unit Price structure Delete Jlevel 1 2 i s ace e gt pen age a ime Single Unit Units Unitss Unitss Unitss Unitss Unitss Units Prices Prices Price Price Price Prices Price Price 5 20 50 100 e 39 5 05 4 49 2 99 2 70 20 oO 3 65 4 49 Price Code FIGURE 17 17 The Prices Table page of the Inventory Entry screen Inventory 4th Quarter User s Manual AQ Full Inventory Entry Costing Costs Page Each item can have any number of vendor cost schedules associated with it When a quantity is specified on a purchase order the system looks up the cost according to the vendor listed on the PO and this vendor s cost schedule stored with the item If the item has no cost schedule for the specified vendor then the item s basic unit cost is used The user can always overwrite the cost when entering the PO On the Costs page of the Item Entry screen press the Add button to create a new cost schedule Specify a vendor by
187. and the output media If you check the Send to Printer and the Send a Copy to a Text File check boxes then the system will both print and save the report Reports saved to disk are stored in tab delimited format with carriage returns after each line Be attentive to your selection of a number display format If you specify a format that is too small to fits any or all of your total values then these values will appear on your report replaced by the symbols lt lt lt lt lt lt lt lt This indicates that the number has more figures than can be fit in the format specified Should this occur you ll need to respecify the format The codes used in specifying the various for mats are discussed in the section Numeric Formats on page a 196 of the 4Q Administrator s Manual General Ledger 4th Quarter User s Manual Reports The Columns Page On the Columns page of the GL Trial Balances Specifications dialog you specify the number of periods to be displayed and the duration and ending dates of these periods GL Trial Balance Specification Rows amp Formatting Columns Columns print debits and credits going by from month Specify a date in the final month and year quarter joi 1499 Quarters go by month give a date in the final C year month of the last quarter you want reported The number of Or amp Cr column pairs in report 2 TE 4 o SavetPrint jave FIGURE 10 21 The Co
188. ange CD List Each Account on separate Line FIGURE 12 12 The GL Account Range screen in which you enter a range of accounts in terms of account numbers To limit accounts to particular department and or profit centers use the Depart ment and the Profit Center popup menus If no department and or profit center is specified then all accounts within the range will be included The numbers you specify for the starting and ending range need not correspond to existing account Nor does the range need to include any accounts The accounts summarized on the actual report will be those that fall within the specified range at the time the report is printed A blank line will appear on the final report if no accounts are found Specify whether only active accounts should be included in those accounts within the range Use the radio buttons to indicate whether the range row should appear as a roll up summary of all specified accounts or whether each account in the range should be broken out to appear on a separate line on the printed report 338 Financial Reports 4th Quarter User s Manual Configuring Templates Range type Captions If the accounts are rolled up then you can enter the caption that you want to appear on this line on the financial report Range Row Caption to describe the range B0001 throughesooo e Display in terms of Credit Balance Debit Balance FIGURE 12 13 You can specify the caption
189. ansaction that s created and the transaction that s reversed are linked together for easier cross reference Links to reversed transactions are accessible through Related Transac tion ID References buttons that are also shown on the Options page You can also manually assign a transaction the Reversing type by choosing this option in the Type of entry popup However when you assign this manually the transaction is not linked to any other transaction In this case no transaction will appear in the Related Transaction ID References area The transaction will still be handled as a Reversed transaction on reports 116 Transactions 4th Quarter User s Manual General Transactions A transaction marked as reversing is also treated differently on reports If you specify that a report for an account should only include credit entries that report will still include those debits to the account that are marked as reversing transac tions Similarly a report for an account that s specified to include only debit entries will also include reversing credit entries To understand the reason for this imagine a series of deposits to a cash account ing which one of the checks bounces If all the deposits are posted before you learn about the problem you ll have to correct it by entering a reversing with drawal When you print a deposit report you want to see what funds have really been deposited If reversing entries were treated the sam
190. ansactions posting summaries date and balance information is drawn from summaries posted and or unposted transactions dates are drawn from transactions bal ances are calculated from transaction totals Reports based on posting summaries and reports based on posted transactions may show different account activity This is because transactions can be cre ated in one period that are posted to another period Reports based on posting summaries will print much more quickly than reports based on the original transaction data e Accumulate totals based on 4th Quarter User s Manual General Ledger 281 General Ledger The Columns Page Here is where you determine whether the trial balance is based on the effec tive dates or the date of entry system date If you re basing the report on post ing summaries then this specification applies to the effective or system date of the posting summary record If your basing the report on unposted transac tions then it applies to the transaction dates e Print summaries for These two options determine whether the report will include GL accounts that have no contributions for the period If you select the only accounts with transactions radio button then a line item will appear for accounts with activ ity in any of the reporting periods Additional check boxes on this screen allow you to limit the accounts that appear on the report to the accounts of a part
191. ansactions Balancing accounts may or may not be on the same journal as the origination accounts When displayed on the report balancing accounts appear as a list of offsets below each origination account You can display these offsets summarized by GL account detailed by account or as indicated in the origination GL account allow 310 Journals 4th Quarter User s Manual Reports ing for a different amount of detail for each origination account In addition you can suppress the display of balancing accounts entirely Indicate the configuration by selecting one of the four radio buttons in the Balancing Accounts area Income Audit Report Setup O EEE Date Range Accounts Settings for Income Journal Audit Report B 2 Report on all e currently selected accounts of this journal Include only active origination GL and accounts Balancing accounts breakout destination subtotals for e only GL accounts CI GL amp all accounts HextFage Cancel C3 don t display any destination accounts Faster FIGURE 11 19 The Account Range page of the Audit Report Setup screen Example 1 If you are examining entries made in transactions on an income journal then credits to sales accounts are likely balanced with entries to cash receivables and tax payable In this case the origination accounts are the sales accounts located on the income journal Th
192. approval status of a PO from within the PO entry screen The following changes were made to 0 POs 6 Approved for journalizing 0 Placed on hold POs could not be changed because 1 have been journalized 1 currently in use FIGURE 16 7 Dialog alerting you to the status of selected PO s 4th Quarter User s Manual Purchasing 483 4Q Full Purchasing Only users who are members of the PO Approval Group are able to select either of these Change Approval Status menu items Other users will not be able to change the approval status of existing PO s Purchase Order Entry Vendor Specification Vendor Page Press the Add button in the footer of the Purchase Orders list to add a new pur chase order Specify the PO and vendor particulars on the first page of the entry screen and the Line Items on the second page The status area below the title bar shows you whether or not batch processing is in effect whether the PO has been approved and whether the PO has been journalized Stock PO Entry 2 of5 Vendor Line Items Shipping ade gt Approved _ Batch Process ae ay nee Ordered 127 530795 Ordered by sd ttn PONE su Date Due 00 00700 Approved by Daniel Clarke Kn vendor Inve e O Z o Discnt by 00000 Request By 0000 00 oor00 00 Terms Wet 5 1075 T Cancel 007 00 00 00 00 00 Last Printed 037 1072000 vendor Code Name Company Journalized uit
193. are shown 4th Quarter User s Manual Journals 315 AQ Core Journals Income Journal Wed Jun 9 1999 1 14 PH Sample Audit Report balancing accounts with transactions Page Summary of transactions lneludes both posted and unposted Listing dr cr and reversing transactions from the Tallies shown for active and inactive Income journal from effective date transactions Irconne joumsl hype GL accounts OOOO to BMSrgg income Offsetting Accounts pode Date Tine Mem Debits credis sials 6031999 Deposit 25 00 to print 031511999 Withdrawal 10 00 10001 100 Cash General Cash 25 00 10 00 0000 j j Interest Income Offsetting Sutta 2500 1o 70002 400 Shipping Income Shipping Incame 0 00 45 95 i 13 1110111998 Invoice IDH13 code 1 40 00 15 OS131998 Invoice IDH15 code 1 i 1 93 10002 2 Client Receivable Performance 1 175 95 i oo 10003 100 Inventory Component Assets 0 00 279 15 10005 100 Inventory Operating Assets 16 65 0 00 10100 q1 Client Receivable estem Autodial 61 33 0 00 30010 40 Sales Rep Payable Piaty Howe 6b 28 204 oF BOO T 100 Client Sales Client Sales o0 1 170 00 60005 100 Client Sales Client Sales 0 o0 21 33 30001 30 Sales Commission Expense Commission Expense 204 37 66 23 30017 100 Inventory Cost of Good Sold Component Cost of Goods 19 15 0 00 agiza 100 Inventory Gost of ood Sold Operating Gost of Goods 0 00 16 65 OEE Siping income OffsettingSutraals 215373 2 107
194. arranging the current selection of vendors You then enter 4th Dimension s Label Wizard for creating billing labels associated with the current vendors Payable Account List The following reports are available by pressing the Reports button in the Payable Accounts list Account Summaries One line summary of each account in the current selection A sample Account Details report appear in Figure 9 15 on page 246 Account Details Detailed report of the state of the accounts in the current selection This does not include a transaction history A sample Account Details report appear in Figure 9 16 on page 247 Running Balance Reports This prints a chronological list of entries affecting the balances of the currently selected accounts You can specify whether this report includes all items ina 4th Quarter User s Manual Vendors 469 4Q Full Vendors given range of dates or whether it includes only items that are not fully allocated This is indicated on the Allocation Report Specifications screen Allocation Report Specifications Print reports for the 22 accounts in the current selection and _ C3 list only transactions that represent payments not Tully used and debts not fully covered W list each account s full transaction history fram 00700700 _ to p5 26799_ by effective entry date Su 100a FIGURE 15 22 The payable account specification dialog shown when printing either runnin
195. ashion can also be added and removed directly from the transaction entry screen This is done using the use of the small Distribution button whose icon looks like two links in a chain For more information see the section titled Distribution Button on page 113 After the account is linked you can press the Address button to specify an address The account address is used on account reports statements and checks The address entry screen offers two ways to specify an address linked or fixed e The account s address can be the address that s assigned to the associated record In the case the account links to the address stored with the related record In Figure Figure 4 23 the account is related to a customer record A related address will only be available when the account is associated with another record e The account can be given it s own fixed address If the account is not linked to any other record then only the fixed address will be available The fixed address is stored with the account as a single block of text You cannot search for accounts according to the information stored in their fixed address Use the radio buttons in the Account Address Entry screen to specify which address you want used for this account Account Address Entry On statements and reports for account Chatham Township sy2ag Use fixed address C Use linked record address of Linked record is changed using the Associated With
196. assessed on whatever debts remain Sales Discounts Sales discounts are discounts offered for payments made before a specified date in order to encourage early payment For example a discount specified as 5 10 means a 5 discount is offered on the item total if payment is made within 10 days 462 Vendors 4th Quarter User s Manual AQ Full Vendor Entry When purchase orders with a sales discount are journalized 4th Quarter assumes that the discount will be taken The discount is used to compute the actual pay able amount In the event that payment is not made within the discount period the transaction s sales discount must be removed or reversed to reflect the fact that the full undiscounted amount should now be paid Removing Untaken Discounts When Journalizing in Batch When purchase orders are journalized the journal entries the transactions are logged with the date the purchase order was entered If the order was entered on the 10th and journalized on the 20th the journal entry will show an entry date of the 10th and this will determine what period it s posted to In particular note that the journal entry is not assigned the date the items were received If the purchase order is not fully paid and the sales discount has expired the pro gram will either journalize the purchase order at the discounted amount or remove the discount before journalizing The action taken depends on which option is set in the pur
197. asset account When inventory is purchased the asset account is debited and the Value of Goods Purchased credited This enables the system to track historical inventory purchases by type of item When Items are sold 4th Quarter creates balancing entries to reflect the depletion of inventory and increase in the Cost of Goods Sold When items are purchased Ath Quarter debits the specified Inventory Asset account and create a balancing credit entry in Value of Goods Purchased The use of both an Inventory Asset account and a Value of Goods Purchased account provides you with greater flexi bility in tracking your inventory expenses 542 Inventory 4th Quarter User s Manual AQ Full Inventory Entry You can track items using an Average Cost Last in first out LIFO or First in first out FIFO method The costing method is set on the Inventory page of the Main tenance screen and applies to all items Assembly amp Bill of Assembly Page Materials The Assembly page is only used when an item is constructed from other items also stored in inventory This would include manufactured items items packaged in quantities or bundles This page is where you specify the Bill of Material that is stored with the item Specify the items to include in the assembly by pressing the Include button in the Components area Highlight one or more items that will contribute to the assem bly You can select multiple items Press the Select butto
198. assigned to transaction 120 menu view 22 due assigned to transaction 119 conventions on transaction templates 133 entry screens 38 debts list screens 37 locating outstanding items 192 233 page tabs 39 default account values required fields 39 set through GL account 67 search screens 49 delete void user modification info 38 cash transaction 152 costing of inventory 537 transaction 154 current selection 42 department customer assigning to GL account 75 as specified on invoices 409 unlocking 76 discount 380 discount entry of 366 date 120 finance date reset when removed 187 228 charges 378 locating expired 180 223 dates 380 removing untaken 186 203 227 rate 379 distribution flow of data 361 of expenses on PO s 490 income accounts 374 of income on invoices 413 list of 362 to expense account 478 notes 371 to income accounts 396 payment terms 369 distribution setting in accounts 88 receivable account 178 361 373 376 distribution setting in transaction 113 162 report duplicate account detail 387 cash transaction 165 account summary 387 dynamic reconciliation 32 4th Quarter User s Manual Index 553 Index E entry screens general conventions equity account assigned through journal setting on GL account specifying on journal expense journal F FIFO finance charges grace period in AP in AR last date assessed setting grace period finance rate handled in AR set in account financial report flow of data
199. ate related inventory items 516 Inventory 4th Quarter User s Manual AQ Full Inventory Data Search by Reference Criteria Invoices Purchase Orders Yendors Search for inventory associated with amp T Orders selected Associated with any P O in the following range E Order date B Vendor Code i Attention j tompon trem tram to fooroorvoo J ot ot O Iy100 b SEARCH and Feplace I Add to Remove from previous selection C Search in selection cancer FIGURE 17 7 The Purchase Orders page of the Inventory Reference Search screen To locate inventory items according to the vendors that are related to them move to the Vendors page of the search screen Vendors are related to items through item cost level records Press the Vendors button to open the Vendor List screen Use the search and sort functions to locate vendors highlight one or more vendors and press Select The number of vendors selected will appear in the search screen Press the Search button to locate all inventory associated with the selected vendors 4th Quarter User s Manual Inventory 517 AQ Full Inventory Inventory Entry 6 of 35 Purchase Orders endors Search for inventory associated with 6 vendors selected o O lyi dlc SEARCH and Cd Add to C Remove from previous selection C Search in selection Cancel FIGURE 17 8 The Vendors page of the Inventory Reference Search screen Quantity S
200. ating percentages from the column to its left If you had two adjacent percent type columns then the per centages appearing in one would be calculated from percentages appearing in the other In a new template only the first column type is assigned You must assign the other columns by hand Assign types to the other columns progressing from left to right The system requires that to assign a type to a column you must first assign a type to the column to its left If you assign a blank type to a given column then all col umns to the right of this will also be assigned a blank type 4th Quarter User s Manual Fi nancial Reports 351 Financial Reports The above rules are just meant to orient you but you do not need to memorize them The entry screen automatically enforces these rules The system will inform and correct you if you make an error Default Dates Each template stores default dates for each column The template stores either a single date or a range of dates depending on whether the report is of Position or Change Within Period type Different date entry fields will appear depending on the type of the report A Position type report only requires an ending date for each column This type of report displays the running balance of accounts as of the ending date This applies to all the rows of the report For budget columns the ending date is used to accu mulate budget values for the indicated account f
201. ay Only 1 of 1 Transaction Tr200a F Posted entries cannot be modifed Posted Trang 1D Entered Entered by 4 30 99 241 4 5799 Title AAA O U ACI mme 3 Sa ET Date 04 05 1999 Status Unverified agence a 1 none pee Tupe De none Discount Due 00700700 Terms L Do not post Debit 191 00 Autoallocate Ra attn ie FIGURE 10 7 The Transaction page of the Transaction Display Only screen allows limited modifications The purpose of allowing this limited entry is to enable you to better audit and manage your entries If you need to research entries that have been posted you can use these still modifiable fields to store your comments and annotations 4th Quarter User s Manual General Ledger 271 General Ledger Access from Components List Archived Transactions Transactions are archived through a process that s initiated by the administrator Refer to Transaction Archiving on page a 108 of the Administrator s Manual for more details When transactions are archived they are removed from the datafile and a brief archive record is created in their place The original transaction information is written to a separate file that is no longer part of the 4th Quarter datafile This original information can be restored from 4th Quarter s Restore Archived Transactions area using this archived data file Refer to Restoring a Transaction Archive on page a 112 of the Administrator
202. ayed directly If there multiple accounts then they are displayed in a list To work with an account click on its row to highlight it and press the Select button Note that when you open a new datafile the system automatically creates one Receipts and Disbursements Journal and one cash account 150 Cash Accounting 4th Quarter User s Manual AQ Core Cash Account Management Cash Accounts 2 Account ME GL Account Account 10001 100 Money Market 10091 100 General Cash a l 7 a l F su2vo Highlight an account to work with Then press Select FIGURE 7 2 The Cash Account list screen Cash Transaction List Once you ve selected and account the program displays the Cash Account Trans actions screen that shows deposits and withdrawals for this one account If you have only a single account on the Receipts and Disbursements Journals then the program will skip the Cash Accounts List screen and go directly to the Cash Trans actions screen O S Cash Account Transactions 7 091 100 General Cash Bala 10 EE E nce Effect Date Payee Payor prt to print 4 5 99 Millinaria Ltd 4 1 99 Quest Corp Araria Braided Matrix S 25 99 Retained ncome 3 25 99 Retained ncome to print 3725799 WayFarer Il 3 25 99 Retained Income FIGURE 7 3 The Cash Account Transactions screen 4th Quarter User s Manual Cash Accounting 151 Cash Accounting Searching The Transactions screen has the following search option
203. ayments made that are set to be manually allocated or credits received from the vendor for other reasons Payable accounts with net debit balances always have unallocated items But a payable account can have some unallocated items even when it has a credit bal ance If an account has unallocated payments then you should allocate these pay ments to existing debts before making additional payments The Payments Outstanding screen shows which accounts of the currently selected items have unallocated payments and the total payment amount that is currently unallocated for each You can copy and paste this information to the clipboard or you can print it be pressing the Print button Accounts Payable 4th Quarter User s Manual Multiple Account Allocation Locating Debts by Item The Payments Outstanding screen offers two choices of how to proceed Pressing the Pay Items button proceeds with creating cash withdrawals for the selected items Pressing the Cancel All button returns you to the Multiple Account Alloca tion screen By going back to the Payable Accounts list the screen that precedes the Multiple Account Allocation screen you can manage the individual accounts that have the unallocated items The Multiple Account Payable Allocation screen provides a variety of tools for locating and marking debts to be paid The Items Due page displays a list of items their related accounts and amounts due The following functions ar
204. ays from shipping goods the payment terms are given as 3 10 Net 30 Modifying Payment Terms Terms records are managed from the Modify Terms screen Access this screen by choosing the Other item from any payment terms pop up menu This will dis play the same list of Terms of Sale as is displayed whenever you select the Other item from any payment terms pop up menu The format of terms of sale items and the means of adding modifying and delet ing terms of sale items has been discussed in the section entitled Payment Terms on page 309 Attaching Notes Notes Page Notes can be attached to vendors through the Notes page Notes can be created modified deleted or printed To display notes of a particular type use the Types popup that appears above the list of notes To print a note first mark it with an X by clicking on the note you want in the left hand column You can mark any number of notes The click the Print X but ton 4th Quarter User s Manual Vendors 455 4Q Full Vendors Yendor Entry 9 of 13 S acne Notes a Notes Accounts ne0e Vendor ID Modif a Ee pet fem pendor IE Hedify Date 19 p5r2771999 ify Delete _Delste Mark Print x EA e Place the cursor in the enterable area fal Tupes r fal Tupes r B 3299 Mavis says account approved a7 al 7 al 7 afi Ee Submitted application for open account e 1 99 Requested catalog Changes are saved as they ar
205. be individually assigned regular or restricted access Assign restricted access to Payroll Accounts or other Accounts that contain confi dential information The details of restricted accounts can be viewed or printed by users who are members of the Restricted Access group For more see Access Privileges on page a 13 of the Administrator s Manual Any transaction that involves a Restricted Account becomes a Restricted Transac tion The details of Restricted Transactions can be viewed or printed by users in the Restricted Access group What s New 4th Quarter User s Manual Journals Every Account Appears ona Journal Journals Update Immediately Journals Ath Quarter uses Journals to group accounts in a way that complements the gen eral ledger Every account appears on exactly one journal This is a powerful aspect of how 4th Quarter is different from conventional accounting programs As in traditional accounting systems 4th Quarter journals provide a primary means for collecting information But unlike traditional systems in 4th Quarter the total amount debited and credited to accounts on the journals always balances This means that 4th Quarter can generate a Journal Trial Balance in addition to a GL Trial Balance This is done through the Audit Reports available in each journal area Balanced audit reports provide an additional means of testing and reviewing your books In convention programs journals on
206. been posted it cannot be modified or deleted Locating Debts by Press the Account Totals tab to reach the second page of the Multiple Account Account Receivable Allocation screen This second page provides a shortcut to limiting your items to selected accounts This screen shows only those accounts that are related to the items displayed on the Items Due page Accounts are listed by account number and name The cur rent balance of each account is shown along with a total of the amount due for all items shown and a total for all items marked You cannot search for accounts from this page but you can reduce the selection of accounts that have been located from searches performed on the Items Due page In addition you obtain a variety of account specific information enter transaction for selected accounts and print account related reports from the Account Totals page Reducing the Selection To reduce the list of items to specific accounts you must first reduce the list of accounts shown To reduce the selection you must first mark the accounts you re interested in Press the left most mark column the column labeled with the to mark individual accounts Marked Accounts Press the Mark Button labeled with a to mark or unmark all accounts If the first account is unmarked then pressing the button places an in the left hand column of all rows If the first item is already marked then pressing the button
207. bes the Vendors areas and the manage ment of vendors and vendor accounts Vendors are supported in the Full version of 4th Quarter Vendor Data Vendors are stored in their own file Vendor records contain business specific information but not accounting information Accounting information such as pay able balances and account history is stored in the vendor s payable and purchase accounts When you enter a vendor record the system creates the vendor s payable account Once created this account can be found with all other accounts in the Chart of Accounts list There is also a vendor purchase account related to each vendor record A default purchase account is assigned to all new vendors according to their type The sys tem maintain separate accounts each linked to separate GL accounts for each type of vendor Vendor reports are available in various areas The vendor area itself supports reports detailing the vendors but not their account history The vendor s account history reports can be accessed from the accounts area A report of purchases or 447 4Q Full Vendors PO s to particular vendors can be printed from the purchase transaction or PO areas Purchase Transactions Accounts 7 Reports A Transaction Reports Report H a N Account aa Report etc Vendor Statement etc FIGURE 15 1 Flow of data from vendor records though purchases into vendor accounts E Vendor List Select the Vendor L
208. bes the audit data entry and printing options of the program s Journals areas Journals are a means of groups together accounts of similar type for easier audit and review Journals provide a means of viewing transaction and account history that is different from the views afforded by the account and transaction lists In 4th Quarter you can create an unlimited number of journals and you can open a separate user area for each journal You can view entries related to a single or mul tiple accounts on the journal Journal user areas support audit reports that provide details of the transactions affecting particular accounts plus a summary of the offsets to each accounts Aging reports can be created for payable and receivable type journals Structure Ath Quarter uses journals in a manner that is different from traditional paper based accounting systems and consequently from most other computer based systems as well 291 Journals Journals are traditionally used as single line entry ledgers The single line entries made in these journals are broken out into several columns Each column is asso ciated with a different offset account This is illustrated in for a hypothetical sales journal Sales Journal traditional style 3 15 99 Invoice 5699 3 15 99 Invoice 5700 3 15 99 Cash Sale 3 16 99 Invoice 5701 FIGURE 11 1 A traditional journal records entries on single lines broken out to accounts listed in a fi
209. ble Deadline for cormmitrients set 11115199 Bary will handle contacts onthe other side Type Call Created 63 95 Time 9 00 AM Motel 11 Status Not Done When Thu Jun 5 1999 12 00 464 User Designer L Marked Kenia Until Thu Jun 3 1999 12 00 AM Quoted travel plans to Bary Estimated 2 500 per person FIGURE 15 21 Sample Vendor Detail Notes report Payable Statements This report can be printed as either a complete listing of the account s activity or a summary of outstanding debts for the current selection of accounts The alloca tion specification dialog Figure 15 22 is displayed before printing A separate report is printed for each account Each report starts on a new page Logo Printing You can place your own logo at the top of the payable statement The logo that is used on this report is stored in 4th Quarter s Picture Library accessible by the Administrator through the Maintenance screen see the Administrator s Manual page a 33 Pictures in the picture library are identified by their codes and the pic ture that s placed atop the payable statement has the code 4QPybl1 The logo graphic is placed at the top of the statement in an area 1 25 high and 5 5 wide The graphic is printed at actual size A sample payable statement report is shown in Figure 9 21 on page 251 468 Vendors 4th Quarter User s Manual AQ Full Reports Billing Labels Selecting this option first opens a sort screen for
210. ble clicking in a line item opens the Line Item Entry screen In this screen you Screen can make the same changes you could make in the line items list and you have additional controls to make other changes This entry screen provides a popup for you to select alternative ordering units if this item supports alternative units See Other Units on page 532 FIGURE 16 19 The Line Item Detail screen shows all the information stored with the line item The comments fields shown above are displayed in Line Item list of the service type of invoice but not in Line Item list for the stock type invoice 496 Purchasing 4th Quarter User s Manual Purchase Order Entry Receiving Items Stock PO Entry 1 of 4 Item 1 146 tennis balls can of 3 vere o l Comment 1 Pecej ved unit can tems Unit 3 Pitt 2G Comment 2 Total 12 90 L Lot Date OO 00 00 Comment 3 Last Printed 03709 2000 FIGURE 16 20 Line Item Entry screen accessed by double clicking on an PO line item The shipping units can be changed by selecting units from the Unit popup The units available are those set in the item s entry screen The Items Unit quantities are also drawn from the settings in the item s entry screen however this value can be over written When you specify alternate units the system uses its knowledge of the number of items in the unit the vendors quantity price structure and the total number of units or
211. butions to a particular GL account of all transactions entered within a particular period The process of posting transactions is the process of summarizing and recording the effects of transactions on GL accounts A separate posting record is created for each GL account in each period for which items affect that account Posting is performed manually by selecting the New Posting item on the Gen eral Ledger menu accessible from the General Ledger List The posting screen is shown in Figure 10 3 on page 266 264 General Ledger 4th Quarter User s Manual Updating GL Balances When posting is performed the system locates unposted transactions in the indi cated date range The contributions that these transactions make to each GL account is calculated and stored in a posting summary record The system then marks the transactions as having been posted Once transactions have been posted they cannot be modified or deleted Posting entries themselves cannot be modified or deleted However additional posting entries with the same effective date can be added in order to correct errors or omissions Every posting entry has an effective posting date a system posting date given by the system clock a GL account a total of all the credits and a total of all the debits summarized by the posting Both the debit and credit totals are recorded A transaction involves at least two components and as a result posting a single t
212. by the Administrator through the Maintenance screen see page a 47 of the Administrator s Manual Budgets are displayed on a calendar year basis The first budget period is always the first period in the calendar year The system retains budget figures three years into the past and two years into the future Old budget figures are erased when the Fiscal Year is reset 4th Quarter User s Manual Chart of Accounts 71 AQ Core Chart of Accounts You can set the net budget amount for each period and you can set the initial bud get value for each calendar year The budget amount is interpreted as a debit for asset type accounts and a credit for all other types of accounts Unlike real account balances initial budget balances are independent from year to year Each year s initial balance defaults to a zero unless set otherwise Cumula tive budget values are always calculated from that s year s initial budget balance Initial budget values for the year shown are entered in the Year s balances start at fields on the entry screen You can also set the initial balances according to the Options 1 and Options 2 buttons described below GL Account Entry 9 of 12 Created D 08 12 1996 oroo ooolfoon Enen Receivable EE i Period End Gudget 1 yTD 1 Budget 2 f YTD 2 1731799 2 25 99 4 41 99 4 40 99 3 31 99 b s0 99 T5179 57531799 3730799 10731799 i Year s balances start at Year s balances star
213. cal record press the Apply button To remove a previous shipping record entirely highlight it and press the Delete button Use this option with caution To clear the entry fields press the Clear Entry button 424 Sales 4th Quarter User s Manual Invoice Entry Returned Items Using Previous Shipment In some cases there is a modification of the quantities shipped that is to be associ ated with a previous shipment This is probably because there was an error in pre viously entered description In this case you don t want to create a new shipping record but instead want the changes to be related to one of the past shipments To indicate that current changes apply to a past shipment click on the past ship ment record to highlight it Press the Receive as Noted button The shipment will be marked with a bullet in the Use column Any entered values in the Current Received fields will be erased When marked in this manner and changes in quan tities shipped will be associated with this past shipment Below each of the columns in the Past Shipments area appear 4th Quarter s small mini sort buttons Clicking on the upward arrow button sorts the shipment records in ascending order according to the values in the corresponding column Clicking on the downward button sorts the items in descending order Press the Returns tab to move to the returns page Here you can assign return codes or return authorization codes
214. cally create the correct transac tion entries based on the system s default accounts the accounts associated with the terms of sale and the accounts linked to the customer 4th Quarter User s Manual Transactions 101 Transactions General Transaction List Transactions Add Transaction Complex Transactions Accounts Simple Transactions Account Journal Invoice o oo Report Report Report FIGURE 5 3 The data from transactions flows into accounts Each transaction can affect two or more accounts Debit and credit information flow from each transaction into the system s various accounts Each account is on some journal The system produces various different reports based on the transactions the accounts and the journals The General Transaction List screen can show any transaction in the datafile No matter where a transaction was created or what action it performs it can be dis played in the General Transaction List This means you can see any transactions from any period from any journal on the screen at the same time While all transactions can be viewed from the General Transaction List only sim ple transactions can be modified from this location Complex transactions such as those related to invoices can only be modified from the area where they were cre ated In the case of invoices this means that all modifications to invoice related transac tions must be done by making modifications to
215. cated Pressing the help button with the small triangle displays a popup menu with a selection of help items to choose from On line help records are available for every screen and are designed to describe the functions on that screen They provide immediate orientation regarding what the fields functions and buttons are for that you are viewing at that moment They provide quick direction on all basic functions Conventions 4th Quarter User s Manual AQ Core Data Access Help Record Entry 1 of 1 Information Kdemo Topic Administration In 17 Hr3Qa Reset Yal ues Modified 08 03 00 Keywords The following functions check and repair data integrity They are useful in cases where relational Jintegrity may have been compromised due to a user or machine error Fixing many records requires write access to many records which will not be possible if they are being used by others For this Jreason we recommend you perform these functions only when everyone else if logged off the data base Maintenance Reset RESET ALL ID COUNTERS button Default Each record in ewery file is assigned an unique ID value by the system when the record is entered These Address ID values are assigned sequentially and the system keeps a record of the last number assigned It may be Jpossible through machine or import error to have records with bad ID values If left uncorrected this could lead to the serious problem where several records
216. ccount either because it s locked or because you have aborted the updating process a note will be stored with the GL account informing you that the GL account number was changed and account updating remains incomplete You can attempt to perform the update at any later time The Update Accounts button is only enabled when you have made a change to the number of an existing GL account To see the last 5 years of GL account history press the History button on the Basic Info page on the GL entry screen This takes you to the following graph screen that displays a multi year monthly summary 4th Quarter User s Manual Chart of Accounts 65 AQ Core Chart of Accounts 06 1997 OFf199 Oe 1997 09371997 1071997 1171997 1271997 0171995 0271995 0371995 041995 0571995 06 1996 OFf1998 06 1996 09371995 1071998 1171998 1271998 0171999 0271999 0371999 041999 Historical Summary Client Receivable History _ Minimum at zero Time Period Period Dre Running Bal T Running Bal O o2 se E 03755 E 04798 Mosse E sss E 07795 E 0795 Mosse E ios E iis O 12798 E o 33 E 02799 E ozs Cem FIGURE 4 8 GL history screen for the Customer Receivable account 252 70 2 tH Como mMocoeemMmoneaneanneacnaaaana The date table on the left has three columns that show the time period month quarter or year the total of item posted in the period and the running balance Above the table is a popup menu wher
217. ce schedules These sched ules are used automatically when you specify a quantity in an invoice Each sched ule is assigned a code that can match the price code assigned to a customer The system uses the price table that is appropriate to each customer If there is no pricing schedule matching the customer s price code then no sched ule is used In this case items are priced according to the flat single item price entered on the Description page of the Inventory Entry screen If you want to establish a default pricing schedule used for customers that have not price code then create price schedules with the price code set to blank Since a blank price code is assigned to all new customers by default this will correspond to the default price schedule unless you assign a different code to the customer 4th Quarter User s Manual Inventory 535 AQ Full Press Add to create a new schedule at the bottom of the list of price schedules Enter a single unit price in the first column This is the default price assigned to orders of less than the number of items specified in column 2 as the start of the second price break The unit price entered in the second column applies to quantities greater than or equal to that specified in the second column and less than the third price break in column three In general the value entered for the Price Per Unit applies to any quantity greater than or equal to the corresponding units ordered
218. ces Command vs Control key To modify the action of a key Windows systems use the Control key abbreviated Ctrl while Mac systems use the Command key On the Mac the Command key is identified by the cloverleaf symbol 38 Windows users should use the Control 4th Quarter User s Manual 37 Conventions Entry Screens key while Mac users use the Command key whenever the Control or Command keys are mentioned in the program or manual Close Box In Windows systems the close box has an X in it and is located in the upper right of each window On Mac systems the close box appears in the upper left of each window Default Button The default button is the button that s triggered by pressing the Enter key On Windows systems the default button has a faintly heavier border and in some cases can shift from object to object when you press the Tab key In Mac systems the default button has a double outline In a given screen the Mac default button never changes Shrink Box The Windows Zoom box shrinks a window to a label on the task bar The Mac zoom box collapses the window to show only its title bar Data Entry Entry screens show the full record details Use entry screens to enter new or mod ify existing information Access entry screens by either double clicking on a row in a list screen or by highlighting a row in a list screen and pressing the Modify button or the Ctrl M Command m key combinat
219. chase order area of the maintenance screen E Remove expired sales discounts before journalizing FIGURE 15 15 The check box that determines how expired sales discounts are handled when purchase order are journalized The sales discount will be automatically removed at the time the purchase order is journalized if the following conditions are met e The administrator has set the above option e Some amount remains payable on the purchase order e The PO journal entry date is later than the last day of the sales discount When these conditions are met the discount amount is removed and added to the amount payable The modified purchase order is saved and the journal entry reflects the increased payable amount If this option is not checked or one of these conditions is not met then the pro gram journalizes the discount however it appears on the purchase order 4th Quarter User s Manual Vendors 463 4Q Full Removing Untaken Sales Discounts To remove untaken sales discounts go to the Payable Accounts List accessed from the Control Screen Select the Remove Untaken Discounts item from the Special Items menu You are given two options in the Untaken Sales Discounts dialog e Remove Discounts from Selected Accounts e Remove Discounts from All Accounts If you choose the first option 4th Quarter looks only at those purchase orders written to the receivable accounts in the current selection If you choose the sec ond
220. chived transactions one of which has been restored Information extends beyond the right edge of the window This screen supports the following functions e Search This affords a complete search over archived records on the basis of transaction or account All archive summary records meeting the search crite ria will be displayed e Report The report prints the full summary information in all records in the current selection 358 Financial Reports 4th Quarter User s Manual Configuring Templates e Summary Details If there are more than two components to the archived transaction they cannot be seen from the list window Double click on a par ticular summary record to see the other component accounts This opens the Archive Transaction Summary screen shown below Archive Transaction Summary 2 of 106 Archived records are nonmodifiable Trans ID Effective 8 28 98 Code C Restored Posted 8 31 98 Trans Type GNRL Archived 3 11 99 Name of disk Scratch2 4thQuarter v6 O Archiv990311_3 11 99_18 45 41 archive file 80018 000 100 Component Purchase value 10003 000 100 Component Assets Archived Acct Current Account Mame re Components Total of Debits lt FIGURE 12 30 The Archive Transaction Summary screen displaying all the information retained by 4th Quarter once a transaction has been archived The archive summary record shows the effective posted and archive date of the transacti
221. code even though it underlies every facet of the program But if you looked at 4th Quarter s source code if you looked under the hood as it were you d see a structure very differ ent from those of other accounting programs 34 What s New 4th Quarter User s Manual A Revolutionary New Structure Transaction Based Account Based Independent Accounting Module 4th Quarter handles data on an accounts and transactions model This distin guishes it from most other accounting programs that store information according the forms used to enter the data Where most programs will have separate files for invoices purchase orders direct sales purchases loans payments advances credits and so on 4th Quarter uses a single file of transactions in which every entry is distinguished according to its type This method has the important consequence that no matter what new function you need to add you never need to change the way data is stored All you need to do is to assign a new tag to your new type of entry and give 4th Quarter any spe cial instructions about how this type of entry should be handled In this way you can add new types of accounting information without needing to change 4th Quarter s accounting engine This makes the 4th Quarter program uniquely well suited for customization and modification Accounting programs traditionally store accounting information with each of vari ous business entities This
222. conciled Each transaction carries a status value that can take the value verified unveri fied or reconciled By default new transactions are assigned the value unveri fied A transaction is verified once it is confirmed that the exchange it represents has actually taken place For instance a cash deposit is verified once you are sure that the funds were transferred A check is verified once you know that the funds have been withdrawn You can toggle this value from verified to unverified by clicking on it Transactions can also be marked as reconciled This can only be done by the system through the Cash Reconciliation area Once items are reconciled their sta tus can not be changed The meaning of these labels is as follows e Unverified an item which may or may not have been entered confirmed or processed by the other party involved in the transaction if there is another party involved e Verified an item which has been entered confirmed or processed by the other party involved in the transaction e Reconciled an item which has appeared on a bank statement and whose affect upon the account is already reflected in the account balance maintained by the bank Check Numbers amp Printable Setting In order for the computer to print a check the Printable box must be checked This causes the label to print to appear in the number field The program will Cash Accounting
223. conciled if the items is marked and cash reconciliation is entered That means that items can only be assigned reconciled status through the Cash Reconciliation screen Once the system has marked items as reconciled their status can not be changed Interest service fee and adjusting entries are also handled automatically by the system when reconciliation is entered You control which of these automatic entries is made by either specifying an interest or service fee amount or by check ing the Automatic Adjustment check box When these entries are made the sys Cash Accounting 4th Quarter User s Manual AQ Core Cash Account Management tem will assign them the reconciled status You can not change this status but you can modify or delete the items up until the time they are posted If you press the Cancel button in the Cash Reconciliation screen then the system will not change the status of any items and will not create any of the previously mentioned automatic entries Cash Entry Screen This entry screen is designed especially for Cash Transactions and like the gen eral Transaction Entry screen it can be viewed in detailed or brief versions The following discussion describes the brief entry screen This entry screen has the same Special Items menu as appeared with the General Transaction Entry screen discussed above with the addition of the Enter amp Print Check item This screen has the same four main areas the
224. contributions Text rows for comments You can rearrange the order of the rows and change the style of the text printed in the row By defining groups of rows you can compute percentage contributions from each row to the group in relation to the total of the group Each report template specifies between one four columns of financial information These columns can be set independently and they display either of the following four types of account balance or balance change information e actual e budget 1 e budget 2 e percent of previously displayed column Financial Reports 4th Quarter User s Manual Template Related Functions Template Related Functions Each report template can be customized You can create new report templates that include any combination of accounts Only users in the Financial Reports Group can access financial report templates or print financial reports Each individual report can also be given a separate password in order to prevent unauthorized or inadvertent changes In order for financial reports to present a complete picture they must include all the required GL accounts For example the income statement for a particular profit center must include all of the income and expense accounts for that profit center In order to help you ensure completeness 4th Quarter has three special report functions automatic report template creation report template duplication and report template verif
225. counts The accounting transaction recording the change in item levels is created when you press the Enter button A single transaction is created for every item you modify in this manner Inventory Entry 6 of 35 Price Table Name tennis balls tcan of 3 Qty ln Stock OtyOnOrder Oty Available Inven ID 100 533 Code 1 146 o 38 533 J 54 Change quantity in stock by at peritemeostof 1 29 Date of change 4 75 99 Reason for change Sent back vendor Code o Lot Number L i Memo Fas 4 15 99 tems damaged returned for credit Effect on accounts Credit 9 03 to Inventory Asset Debit to Value of Goods Purchased NOTE changing the quantity in stock will create a transaction recording the effects to the inventory accounts FIGURE 17 21 The Quantities page of the Inventory Entry screen Accounts Page Inventory items are linked to the Chart of Accounts using Asset Sales Purchase Cost of Goods Sold and Spoilage Accounts These accounts are assigned to each inventory item according to the item type These accounts may be reassigned indi vidually through Item Entry screen The balance of these accounts are affected by changes in inventory levels The system maintains a set of these five accounts for every type of inventory item The administrator can modify the list of inventory item types through the List Manager access from the System Defaults page of the Maintenance screen Item types
226. counts Unusual Account Record Handling 80 Access to Accounts 80 Searching 81 Account Entry 83 Account History 92 Reports Accounts 94 GL Accounts 96 Department amp Profit Center 97 Transactions General Transactions Flow of Data 99 General Transaction List 102 List Screen Functions 104 Searching 106 General Transactions Entry 109 Options 115 Address 120 Cash Transactions Cash User Area 121 Other Types of Transactions Sales 123 Purchases 124 Invoices 126 Purchase Orders 126 Reports General Transactions 127 Cash 127 Sales 128 Purchase 128 Templates Transaction Templates Flow of Data 130 Templates List 131 4th Quarter User s Manual CHAPTER 7 CHAPTER 8 Searching 131 Other List Functions 135 Special Items Menu 135 Template Components Components List 136 Searching 137 Template Entry Screen 137 Recurring Schedule 143 Reports Templates 146 Components 147 Cash Accounting Cash Account Management Flow of Data 149 Cash Account List 150 Cash Transaction List 151 Searching 152 Transaction Related Functions 153 Delete Void 154 Cash Reconciliation Screen 154 Cash Entry Screen 159 Address 163 Cash Options 164 Reports Check Printing 167 Transaction Reports 172 Accounts Receivable Accounts Receivable Area Flow of Data 175 Accessing AR 177 Receivable Accounts List 178 Allocation 181 Generating Finance Charges 184 Removing Sales Discounts 186 Multiple Account Allocation
227. counts can only be assigned from sales and purchase entry screens Terms of ale 5 Default Discount Days Type MET MET MET PrePaid ay SSSOSOSCS S CSCSSC BO FIGURE 5 13 The Terms of Sale List screen where you can modify the terms used throughout the system Due Date The Due Date is used to track entries to AR and AP accounts You can enter any due date by typing directly into the Due Date field Whenever a term of sale is selected a new Due Date is assigned according to the current effective date and the number of days before payment is due as specified in the terms of sale For example if the current date is 4 1 01 and Net 15 terms are selected then the Due Date will be assigned the value 4 16 01 You can override this automatic Due Date by typing in a different date Transactions 119 4th Quarter User s Manual Transactions Discount Due The Discount Due can be set when transactions are entered through the sales or purchase areas If a discount date has been set through a sales or purchase screen then it can be modified here But you cannot assign a discount date to a new entry from this screen Related transaction ID references If you have entered a transaction as a correction to a previous posted transaction using the Correct button then the two transactions will be linked When you view either the corrected or the correcting transaction there will be a new or old transaction referred to
228. creen and at the same time other users can be entering transactions that affect this account s balance This is it must be and this presents no problems However it is also possible to have the situation where two users open the account record entry screen at the same time on different computers Both users will think that they have access to the record but in fact both users are only working with temporary copies of the record In this case the user who saves their entry last is the user whose changes are stored in the datafile This situation happens rarely and this is why this record handling technique is called optimis tic Accounts are accessed through the Accounts amp Related item on the Chart of Accounts pop up menu on the Control screen The Account List screen is dis played The screen is initially blank To view accounts select a criteria from either the Accounts of Type popup or the Search popup All accounts are related to a General Ledger account Whenever you create a new account you must specify the General Ledger account it s associated with 80 Chart of Accounts 4th Quarter User s Manual 4Q Core Accounts Accounts 9 Ath Account NE Ath GL Account Account Dr Balance 10001 100 Cash General Cash 26 842 2005 0002 2 Client Receivable Mike Cross 20 049 39 10002 12 Client Receivable Doug Adama 236 95 1oo002 17 Client Receivable Bob Cross 100 00 10002 18 Client Receivable Peter
229. ction entitled Search Screens on page 49 for a description of how to spec ify search criteria Example Search The any or all radio buttons on the lower right determine how your search criteria are applied The radio buttons in the Search and area at the bottom of the screen determine how the vendors found affect the items previously displayed in the vendor list 4th Quarter User s Manual Vendors 449 4Q Full Vendors Yendor Search 0 BEC Ani dispiag First Name 1st 10chars 2 only those that pe ARE EITHER Last Name 1st 10 chars ae Company lat 10 chars Active P Code Attention Billing State Billing Zip Meal Eome Fe EMS TRE Payable cct 1D Type Status Payable Balance ee Match HH H O O O O O O bd O O O ed O L LI Searching on these criteria can be very slow l l a Search and Replace Add To Remove From previous selection Search Searchin selection FIGURE 15 3 The vendor Search by Example screen Attention Search The Attention search dialog shown in Figure 15 4 is designed specifically for locating vendors records according the values you ve assigned to their attention fields 450 Vendors 4th Quarter User s Manual Vendor Data Attention Search for Yendors ATTENTION search criteria ne j And are search using attention codes equal to or SHP Jor hosh or Jor E active Inac
230. ctions dated November 1st through November 30th totals the debits and credits from these transactions creates a November posting entry summarizing these totals and assigns this entry the date November 30th The system will then locate all unposted transactions dated December 1st through December 31st perform the same operation and create posting entries dated December 31st You can select the transactions that you want to post according to the dates when the transactions were entered or you can manually select transactions using any criteria at all This is determined by which if the following radio buttons you select Effective date range specify the first and last effective date that is included in the posting range Only unposted transactions will be located Entry date range specify the first and last transaction entry date that is included in the posting range Recall that the entry date is the actual system date on which each transaction was entered Only unposted transactions will be located Selected transactions this option opens a transaction list screen in which you can perform a variety of searching and sorting operations to locate the transactions you would like to post Once you ve located the transactions you re looking for high light them and press the Select button to return to the Posting Specifications screen If you ve selected this option located transactions to post and then need to change the transaction
231. ctive UH 12199 Entry type Posted 4130199 Doc Me Entry 04 12 99 Status Unverfied Check ID 261 Att Aukoallocate ALL Entered by Designer Mera Sales discount of 10 00 dated 4122 99 removed through transaction ID 351 by Designer on 4430 99 at 12 58 AM Discount date resetto 00 00 00 Account Joumal Debit Credit gogg Client Sales Income 40 00 30002 100 Sales Tax Paya ble 2 10 s000 7 200 Discounts on Sales Expense 10 00 10101 26 Summit Technologies Ltd Receivable 32 10 Report Total 42 10 42 10 FIGURE 14 35 Sample Transaction Detail report 4th Quarter User s Manual Sales 437 Sales Sales List A list if the currently displayed sales items Sales List Mon Jun 7 1999 2 10 PM Sample Sales List Report Page 1 Ref Net Title Entry Type Effective Due Accounth Name Comment Receivable sale 412199 41799 26 Summit Technologies Ltd Receivable Sale Sales discount of 10 00 dated 422 99 remove Receivable sale 411199 31199 17 Bob Cross Receivable Sale Receivable sale 4 5199 agg 12 Grundwald Construction Receivable Sale Receivable sale HEEE A2999 26 Summit Technologies Ltd Recelyvable Sale Sales discount of 15 00 dated 3 2 99 removed FIGURE 14 36 Sample Sales List report Invoice The following reports are available by pressing the Reports button in the Invoice list Line Summary One line summary of each invoice in the current selection Invoice List Tue Jun 1 1999 5 16 Pe Sample Invoice Li
232. d Only items on the current journal are displayed To find items on other journals open a separate AR area for that journal e By Transaction item Search for items according to transaction criteria e By Account item Search for items by account You can specify any account criteria but only items related to accounts on the current journal are displayed e By GL Account item Search for items by GL account You can specify any GL account criteria but only items related to accounts on the current journal are displayed e Due Within lt N gt Days item This option locates items with due dates that lie between one and lt N gt dates in the future Each user can set their own lt N gt value through the Preferences item found on the File menu above the Control Screen e All Overdue item This locates outstanding items that have due dates equal to or earlier than the present date e All Payable item This locates outstanding items due in the past present or future The Focus popup menu reduce the selection by marking items and selecting Focus or Exclude The action applies only to marked items The Sort button sorts the displayed items The sort criteria you choose continues to apply to items located using the search criteria The displayed items can also be sorted by pressing the Quick Sort buttons These are the small up and down pointing triangles located below certain columns Mini sort allows resorting the current selec
233. d allo cates the funds to the marked items If you modify the received amount to be less than the amount required to cover the selected items for that account then what ever funds are deposited are allocated to the marked items on a priority basis Pressing the Enter button also moves you to a deposit screen for the next account Once the system finishes soliciting deposit confirmation for all of the accounts in your list of marked items it will return you to the Multiple Account Receivable Allocation screen If you press the Cancel button then the sequence of Cash Deposit screens is ter minated Whatever deposits you previously entered will have been saved and dis tributed No additional deposits or distributions are made The system returns you to the Multiple Account Receivable Allocation screen 190 Accounts Receivable 4th Quarter User s Manual Multiple Account Allocation Accounts with Outstanding Unallocated Amounts If any of the items that are marked belong to accounts that have outstanding pay ments then you will be informed of this by the appearance of the Payments Out standing window Payments Outstanding The following 1 account s have unallocated outstanding payments Do you still want to record additional receipts from the account s Payments Outstanding 179 00 5 55 PM Total Outstanding 10002 91 Western Autodial 10 00 Df2a04 FIGURE 8 10 The Payments Outstanding screen is displayed
234. d as the result of a search may include items still due items no longer due and payments Search popup The Search popup menu enables you to locate outstanding receivable or items already paid Only items on the current journal are displayed To find items on other journals open a separate AR area for that journal e By Transaction item Search for items according to transaction criteria e By Account item 192 Accounts Receivable 4th Quarter User s Manual Multiple Account Allocation Transaction Customer Entry General Cash Entry General Entry Modify Delete Search for items by account You can specify any account criteria but only items related to accounts on the current journal are displayed e By GL Account item Search for items by GL account You can specify any GL account criteria but only items related to accounts on the current journal are displayed e Due Within lt N gt Days item This option locates items with due dates that lie between one and lt N gt dates in the future Each user can set their own lt N gt value through the Preferences item found on the File menu above the Control Screen e All Overdue item This locates outstanding items that have due dates equal to or earlier than the present date e All Receivable item This locates outstanding items due in the past present or future The Focus popup menu reduce the selection by marking items and selecting Focus o
235. d balances e removal of unsatisfied sales discounts In addition 4th Quarter is the first application to our knowledge to support com plete flexibility in the handling of payables and receivables We call this feature dynamic statement reconciliation In 4th Quarter you always change the way payments are allocated to debts No matter how much time has passed or the particular source of the entry invoice point of sale advance payment etc you can always allocate and reallocate any payment to any debt You can stop worrying about how your client or vendor allocates payments because you can always reallocate funds to match their records You can let 4th Quarter automatically allocate funds as they re received post entries to the gen eral ledger and still change your records at a later time to agree with your clients or vendors records All debts can be assigned a priority from 0 to 9 When 4th Quarter allocates pay ments automatically it does so on the dual basis of priority and due date 32 What s New 4th Quarter User s Manual General Ledger Entries GL Entries Summarize Transactions Financial Reports Draw on the GL The application first considers the highest priority debts It first uses the available funds to pays off the earliest debts followed by later debts at that priority level Once all debts have been covered at one level the application allocates remaining funds to each of the lower priorit
236. d income report template Generate report with Heading 1 Management Income o ga s zz_ z _ _ __ J C o reesen FIGURE 12 25 Financial Report Specification screen used to view or print a financial report from the report editor screen Pressing the View button on the Specification screen instructs the system to pre pare the report and display it in hypertext format The hypertext report can still be printed in hard copy form after it has been assembled Pressing the Print button instructs the system to prepare the report and send it directly to the printer with out displaying its hypertext form Once created the report is displayed in the cur rent window 354 Financial Reports 4th Quarter User s Manual AQ Core Configuring Templates Income Statement Management Income For Period 171795 171799 to 127531795 to 127351799 Operating Income 4 061 45 6 155 00 60001 Client Sales 247 96 4066 30 BOOUO2 Finished Goods Inventory 0 00 0 00 60003 Component Inventory 0 00 0 00 60004 Operating Inventory 0 00 0 00 60005 Client Sales 2 6 004 50 12 556 98 60006 Client Sales 3 450 00 279 50 BOOO Instruction 0 00 0 00 Total Operating Income 13 645 91 23 059 78 Scroll right to see the full report double click a row to see GL postings FIGURE 12 26 A sample section of a hypertext income report Exploring Hypertext The rows of the report displayed in Figure 12 26 are actually records in the da
237. d to the gen eral ledger In this case the purchase orders and their transactions cannot be changed In order to reverse the discount 4th Quarter creates an adjusting entry that increases payables and credits the purchase order discounts account These new transactions will appear in the customer s receivable accounts and on future customer account statements In addition to these actions on a selection of accounts you can also delete or reverse untaken sales discounts from individual accounts from within their Pay able Allocation screens The Payable Allocation screens are accessed by selecting an account in the Payable Accounts list To reverse untaken discounts while working with a particular account select the Sales Discounts Untaken item under the Transactions menu Special Items Add Account Modify Account Generate Finance Charges Sales Discounts Not Taken FIGURE 15 17 The Transactions menu in an account allocation screen Selecting this item displays a dialog asking you to indicate the date range in which sales discounts are to be removed For a transaction to be a candidate for having a sales discount reversed it must e be recognized as containing a discount entry e contain a payable entry that has not been paid in full e be assigned a discount date that has passed Transactions that meet these requirements and which lie in the specified date range will have their sales discount reversed This is done by t
238. d updates the bal ances of the general ledger accounts to which they point 4th Quarter User s Manual 259 General Ledger In addition to marking transactions as posted the posting process also creates summary records A summary record is created for each period and for each GL account whose balance is affected by transactions posted in the current batch The summary will reflect a large or small number of transactions depending on e the frequency with which you run the batch posting process e the number of accounts linked to each GL account e the number of transactions entered Summary records store the net change in the GL account s balance due to all transactions in the batch They are marked with the date of the posting period Posting summary records provide the system with a break down of the total balance by period Summaries enable the system to quickly generate financial reports based on posting periods Once transactions are posted they cannot be modified The posting records cre ated in the posting process also cannot be modified In this fashion the balances in the GL accounts have a fixed audit trail once a transaction contributes to a GL account it cannot be changed However you can post to previous periods by creat ing post dated transactions and including them in subsequent batches for posting General Ledger 4th Quarter User s Manual General Ledger Data General Ledger Accounts
239. date this date when new items are received To modify a listed item click on the row to highlight it This copies the values in the row to the entry areas The values can then be modified and reassigned to the highlighted row by pressing the Apply button SS tock Invoice Entry 3 of 3 Customer Line Items Line Line Items Shipping Returns FIGURE 14 25 The Returns page of the Invoice Entry screen Sales 4th Quarter User s Manual Invoice Entry Shipping User Area Ath Quarter has an Invoice Shipping List area that facilitates shipping Items that Invoices Add Invoice Ship Items appear on invoices Access the Invoice Shipping List screen through the Ship Items element on the Invoices pop up menu on the control screen This screen lists invoices and provides search and report functions When you modify an invoice either by double clicking or by pressing the Modify button you enter the Ship Invoice Items screen This is a limited entry screen that allows modification only to shipping information it does not allow changes to the client terms payments or line items The Ship Invoice Items screen supports a second page where you can record the receipt of items scheduled for return This page only allows the changes to the quantity received and the lot numbers This screen is designed to be used by people who are responsible for packing and shipping but who are not authorized to create or modify invoic
240. de in this manner affect the original debt or payment amount All allo cated funds are returned when an items is modified Modification is only allowed for unposted items and for cash withdrawals that have not already been printed Delete deletes the selected item All allocated funds will be returned Only non posted items and unprinted checks can be deleted Sales Discounts Not Taken analyzes all payables to determine if there are any sales discounts that have expired unpaid If any are found then they are reversed thereby increasing the payable amount Removing sales discounts will change the original entry if it has not yet been posted If the entry whose discount has expired 244 Accounts Payable 4th Quarter User s Manual Individual Account Allocation has been posted then removing the sales discount will create an additional trans action Exiting the Allocations Screen When you have finished making modifications press either the Return or the Go To buttons Neither of these is a Cancel button because they will not undo the changes that have been made The Return button simply tells the system to exit from the Allocation screen and display the previous screen The Go To button opens a dialog for you to specify the name or number of the next account you want to work with When you open the Go To Account dialog you will notice that the GL account number of the account you re currently work ing with is alrea
241. de values in the hundreds range will appear to the right of the decimal point according to the number format you have chosen Selecting this option will ensure that numeric values fit within the width of each column Template passwords and template security Financial reports play a crucial role and often require careful design and specifica tions Once you have specified a report template you can assign a password to it This will assure that the report can only be modified by users who know the pass word To set a password for a report move to the Options page by clicking on the tab labeled Options and type a value in to the Password field 348 Financial Reports 4th Quarter User s Manual Configuring Templates OS Financial Report Template 4 of 4 S555555 Description Automatically created income report template Includes only active accounts Limited to accounts with profit center test profit center Generated on 8 12 96 FIGURE 12 21 The password screen for a report template Each template can be assigned a different password Once you have assigned a password anyone who opens the template will be asked to enter this password before they reach the template entry screen Without the password they cannot view or modify the template If you forget the password you can use the system s master password The master password is set by the administrator and applies to all report templates Templates al
242. dered to calculate a cost for the item If lot tracking is enabled for the item then the Lot button will be enabled Pressing this button opens the same dialog for selecting lots as will be opened when you specify a quantity shipped value in the Shipped field chase order You specify present and past shipping details through this page This screen is both an entry screen and a list screen It has fields for entering the details of the current shipment next to the label Current Received and it lists past shipments in the scrollable area below this 4th Quarter User s Manual Purchasing 497 Every time items are received a shipping record is created and attached to the pur 4Q Full The Latest Received value indicates the date of the current and most recent ship ment This value copied to the shipping record when one is created When you reenter the PO the Latest Received value is will reflect the date of the latest ship ment received The Carrier Priority Tracking and Amount fields apply to the current shipment When items are received these values are stored with a shipping record that indi cates how those particular items arrived These values are stored with the ship ping record not stored with the PO This means that when you reenter the PO the Carrier Priority Tracking and Amount values displayed in the Current Ship ment area will be blank Modifying Past Shipments Items in the list of past shipment
243. description field is displayed with item informa tion in most places where the item name is shown though it does not appear on line items in PO s or invoices e Stock Units This is the stocking unit quantity That is to say this is the units which describes how items are tracked in inventory Every item is drawn from inventory represents a draw of one stock unit Other units can be specified in addition but these other units only apply to how items are listed on invoices and PO s e Default Stock Units button Pressing this button sets the stock units as the default units used when items are listed on invoices and PO s This can be changed on the invoice or PO entry forms e Unit Weight The weight of one stock unit e Quantity 1 Price This is the base price for the sale on one stock unit It is the basis on which various quantity pricing formulas build e Quantity 1 Cost This is the base cost for the purchase of one stock unit It is the basis on which various quantity costing formulas build e Average Cost This value is maintained by the system and represents the aver age cost of items currently in stock The average cost value changes as items are received or delivered 530 Inventory 4th Quarter User s Manual AQ Full Inventory Entry e Service Item Items can be either stock or service items The level of stock type items changes as items are received and delivered Inventory levels for service type ite
244. ding Items At the bottom of the screen is a scrollable list labeled Outstanding Items These are items for which some amount remains unpaid If there is some payment amount available then you can select an outstanding item and press the Add but ton The item will move from the Outstanding Items area and into the Items Paid area When an items is moved into the Items Paid area the system will use all the funds necessary to completely pay off the item If there are not enough available funds to pay of the item then whatever funds are available are allocated You can manually type an amount to be allocated in the Allocated Here column of the Items Paid area You can enter any amount between zero and the amount of the debt up to the limit of funds available You can not change the original debt or payment amount from this screen only that amount that s allocated If you place your cursor in the Allocated Here column for a given row and press the Remove button then the indicated items will be removed from the list of items paid and transferred to the list of outstanding items All amounts that were allocated to the removed items will be returned to the payment and will become available Consider the example shown in Figure 8 14 Here you re looking at a 1 843 pay ment that s been partially allocated to two items A remaining amount of 788 00 is still available to cover other items Press the Accept button to save yo
245. display format for the numbers on the report is set in the display format area Refer to the section titled Numeric Formats on page a 196 of the Adminis trator s Manual for details on the codes used for display formats 214 Accounts Receivable 4th Quarter User s Manual AQ Core Reports Aging Setup Date Range Accounts Transactions Printing Settings for Receivable Journal Aging Report Journal ID 2 write copy to disk Aging report heading C Show and sort by profit center names number display format F 000 20 00 FIGURE 8 26 Printing page of the Aging Setup dialog Because of the flexibility in configuring the Aging Report we cannot give examples of each report that can be produced The following two examples both show a report covering a selection of accounts in which account aging details are shown In the first report transaction information is suppressed In the second transaction information is displayed Receivable Aging Report biog 3 20 PM Sample Aging Report no transactions Page 1 Aging on Due dates fram Wed Apr 1 1998 of outstanding receivable Debits Summaryincludes bath posted and Tallies shown for selected active and inactive and received amounts Credits unposted transactions Receivable type accounts Aged Oto 30 31 to 60 61 to 90 beyond 90 days Total Owed AGS to NSS fi diga to 13198 1308 to tidiga 123197 and Total Client Receivable Performance 135 000 00
246. displayed in the order in which they were created The multiple sort criteria you select will be applied the next time you change the selection Quick Sort In addition to the Sort Dialog many screens also provide Quick Sort buttons These are the small triangular buttons that appear below columns on list screens F Clicking these buttons will immediately sort the selection on the indicated column in ascending up triangle or descending down triangle order Quick sort ordering replaces whatever previous ordering you selected through the Sort Dialog Quick sort ordering is only done on a single column value No second and third level ordering is performed The quick sort ordering is remembered just like the ordering specified through the Sort Dialog A set is an unordered collection of records from a particular file 4th Quarter allows you to store sets in special set documents that are stored on disk The important point to remember about sets is that they store only the locations within the data file of the records they contain Because they do not store any actual data sets cannot be used to archive information Sets allow you to perform the following familiar operations 52 Conventions 4th Quarter User s Manual AQ Core Data Access e Union locating a selection of records from the combination of two sets e Intersection locating a selection of records that consists of records that are present in two
247. displayed when you click in the Keyword field You can only search for one keyword at a time The any or all radio buttons on the lower right determine how your search criteria are applied The radio buttons in the Search and area at the bottom of the screen determine how the items found affect the items previously displayed in the inventory items list Inventory 4th Quarter User s Manual Inventory Data ID Type Bin NS O O O ed O O O O O Od e L SEARCH and pe place Search in selection Name 1st 10 letters Stock Code Oty 1 Price Oty 1 Cost Reorder Level Reorder Oty Attention Category Code Average Cost Qty In Stock Qty Available Inventory Search 2 Il And display only pE ARE those that ee ACTIVE To be Reordered Assembled Service tens Lot Tracking Taxable Weight Unit Price Code Key Word el WLI oog I criteria FIGURE 17 5 The Example Search dialog accessed from the Search pop up previous selection E Add To E Remove From Reference Search The references search screen has three pages The first is for specifying invoice criteria If you re looking for items that are listed on invoices within a range of order codes order dates customer codes or invoice attention values then enter this range and set the adjacent radio button If you want to see the items listed on a particular set of invoic
248. dividual Account Allocation Allocation of Payment In ws Attn ss dRe ssa 04705 1999 Mem j Payment 1 843 00 Used 1 055 00 Avail 7886 00 Total Due Outstanding Allocated Here Receivable Sale 4 5199 1055 00 0 00 Fecejwable Sale 4 5 99 565 00 0 00565 Outstanding 440 00 Receivable Sale 4 5 99 FIGURE 8 14 Allocation of Payment screen for performing split allocations The Allocation of Payment screen consists of three parts In the header area it dis plays the particular payment item that s being allocated It give the title date and other particulars The header area also tells you the payment amount and how much has been distributed These are indicated by the values next to the follow ing labels e Payment gives the amount of the original payment e Used gives the total amount of the payment that s been allocated to debt items e Available is the amount that has not yet been allocated and is available to pay off other items You cannot change these values directly but they change dynamically as you add and remove items from the Items Paid area Below the header is the Items Paid area This lists all items to which this payment has contributed Items can be added to this area or removed from it by using the Add and Remove buttons Accounts Receivable 201 4th Quarter User s Manual Accounts Receivable Outstan
249. due or since finance charges were last assessed whichever is later Finance charges will only be assessed on an account if it has no unallocated cred its That is any customer who has credit that has not been allocated will not be assessed finance charges regardless of their debt If you assess finance charges on a group of accounts those with unallocated credit will be skipped The number of days grace set here is used when finance charges are assessed on overdue items Items that are overdue by less than the number of days in the grace period are not subject to a finance charge Component History To see the account s transaction history press the History button in the account entry screen This will take you to a list showing transaction components that have affected this account Use the Search Sort and Hide buttons to locate the components of interest 92 Chart of Accounts 4th Quarter User s Manual Accounts This screen displays transaction components that have affected the current account You can only edit the components item field which is a string of up to 80 characters of text or the transactions attention field To view a complete transaction place your cursor in one of the enterable areas Then press the View button This opens a display only window Access transac tions through one of the transaction areas if you want to make modifications Account Entry 10826 EE fn no Basic Info Options History
250. dy specified The cursor is already in the account number field Go To Account Specify an Account Number poooz FIGURE 9 14 The Go To Account dialog that takes you directly from one AR account to another This dialog also uses the convention that if you add a trailing blank space to the name of the account you re searching for then 4th Quarter will search for an account with exactly the name given after the blank space is removed If you do not end your account name with a blank then 4th Quarter will locate all accounts whose names begin with the string you ve typed You can also press the next record gt or previous record lt buttons These bring the next or previous account in the list into view The Go To Account function will only take you to another account on the same journal as the account you are starting from To reach accounts on other journals you must open those journals in their own Payable Accounts screen 4th Quarter User s Manual Accounts Payable 245 Accounts Payable Since the Allocation screen does not have a Cancel button you must make your changes carefully The only way to undo all your changes to restore each value manually to the value it had before you changed it a Reports Payable Accounts The following reports are available from the AR list by pressing the Reports but List ton The report will include all accounts in the current selection unless the repor
251. e Administrator through the GL Accounts page of the Maintenance screen For details refer to Profit Centers on page a 50 of the Administrator s Manual 4th Quarter User s Manual Chart of Accounts 77 Chart of Accounts Accessing Journals Journals Every GL account must be listed on a Journal 4th Quarter supports seven Journal types Expense Income General Payable Receivable Receipt Disbursement Cash Pass Through The program initially contains a journal of each type You can change the names of these journals and you can add other journals Any journal you create must be assigned one of these types Accounts on the Payable Journal and the Receivable Journal appear in the Accounts Payable and the Accounts Receivable areas of the program Accounts on the Receipt Disbursement Journal appear in the Cash Accounting area of the pro gram Journals are discussed further in the chapter titled Journals on page 291 may be related to N _ as 7 Many N General Ledger eee Accounts eran FIGURE 4 18 Each GL account must be assigned to a Journal A Journal contains many GL accounts Journals are created at the time the system is setup and they are rarely modified Adding modifying and deleting journals can only be done by the Administrator 78 Chart of Accounts 4th Quarter User s Manual Accounts Specifying an Equity Account through the GL Accoun
252. e and on or before the ending date Screening is done on either the date the purchase orders were entered the order date or the date the pur chase orders were fully received the receive date Report on inventory items This option allows you to choose to view only the top or bottom items on the purchase order report For example you can look at only the top 10 items in terms of purchase value or the bottom 5 items in terms or quantity received 506 Purchasing 4th Quarter User s Manual AQ Full Reports If you click the Selected option an inventory item list opens allowing you to chose one or more items The report will then focus on the purchase orders listing these items within the specified period e In terms of You must specify what sorting criteria you re interested in Your options include Quantity purchased Quantity received Value of amount purchased Value of amount received This is essential if you ve chosen to view only a partial list of the top or bottom items The criteria you specify determine the ranking that is used The final report will sort the displayed items using these criteria e Send report to Like all 4th Quarter reports you can send this either to the printer or to a file on disk e Value and quantity number formats These codes specify the format used to print numbers representing mone tary values and inventory quantities See the HELP button adjacent to the
253. e 160 transaction 106 p o ten 131 137 purchase order related 126 ae fORIS TP ate are purchase related 124 or i purchase entry of 124 secondary items related ID references 118 on AP allocation report 247 re port on AR allocation report 206 detail 127 service type item 531 summary 127 set operations 52 icted ned shipping of invoiced item 427 restricted status assigned to 110 166 sale entry of 123 393 sort order 51 f source code 13 eae O Pe status of transaction 160 temp 129 stock type item 531 type d closi string specification convention 41 perio ia osing 117 reversing 116 T using templates 110 verified 160 tabs viewing correction 120 navigation using F keys 39 transaction template template see transaction template address 140 terms apply to global replace 135 for customer 369 components list 136 for vendor 453 components of 138 tool tips 46 create cash transaction from 165 transaction create transaction from 104 address 120 163 dates stored with 133 archive records 212 for cash entry 152 associated with inventory 529 for transactions 129 autoallocate 118 list of 129 cash related 121 recurring schedule on template 143 4th Quarter User s Manual Index 559 Index report account detail 469 component summary 147 account summary 469 detail 146 detail 467 summary 146 labels 469 restricted access 137 143 running balance 469 searching statement 468 470 by account 132 summary 466 by template 131 searching for t
254. e 205 Account Details Detailed report of the state of the accounts in the current selection This does not include a transaction history A sample Account Details report appear in Figure 8 17 on page 200 Running Balance Reports This prints a chronological list of entries affecting the balances of the currently selected accounts You can specify whether this report includes all items ina 4th Quarter User s Manual Customers 387 4Q Full Customers given range of dates or whether it includes only items that are not fully allocated This is indicated on the Allocation Report Specifications screen Allocation Report Specifications Print reports for the 22 accounts in the current selection and _ C3 list only transactions that represent payments not Tully used and debts not fully covered W list each account s full transaction history fram 00700700 _ to p5 26799_ by effective entry date Su 100a FIGURE 13 24 The receivable account specification dialog shown when printing either running balance or account summary reports A separate report is printed for each account A sample running balance report is shown in Figure 8 21 on page 210 Receivable Statements This is the same report discussed above on page 388 and shown on page 210 Aging Reports This complex configurable report is described in detail in the section entitled Aging Report on page 211 388 Customers 4
255. e accounts Finance charges are interest assessed on unpaid balances charged at the rate stored with that account or specified in the Finance Charges screen Charges are assessed from the due date associated with each overdue entry or from the last date when charges were levied whichever is later Charges are computed up to the current date or other date you specify The last date up to which charges were levied is stored with each account This date is used to insure that the finance charges are not levied twice for the same period Since finance charges are only assessed at your instruction they com pound at whatever intervals you choose Finance charges assessed on the accounts in a particular journal s Receivable Accounts area will only apply to accounts on that journal 184 Accounts Receivable 4th Quarter User s Manual Accounts Receivable Area Grace Period Each account stores a grace period and the Finance Charge dialog allows you to set an overriding grace period The grace period is the number of days within which past due items are not assessed finance charges For example with a grace period of zero days all overdue items are subject to charges With a grace period of 5 days only those items that are overdue by more than 5 days will be charged Finance Rate Finance charges are determined by the specified monthly rate multiplied by 12 to get an annual rate and then divided by 365 to get a daily rate This d
256. e archive records without regard to this property 274 General Ledger 4th Quarter User s Manual AQ Core Archived Transactions Archive Transaction Search Accounts Transactions Search for archived transactions associated with QtransactioniD OJ to LG CD Effective Dates D0 00700 to 0670871999 Posted Dates 00700700 to 0570171998 Trans rene J te fT NOTE use the wildcard character to extend searching ie Festored P Mot Restored Search and Replace G Add to GI Remove from previous selection C Search in selection cancel Tr c4 b FIGURE 10 11 The Transactions page of the Archive Transaction Search screen E Archive Transaction The archive records do not contain the full information stored with the original Display transaction but if you double click on an archive record you will see the basic accounting information associated with the transaction Notice that while the transaction code dates and components are stored with the archive record the transaction title comment and other nonessential information is not retained with the archive record 4th Quarter User s Manual General Ledger 275 General Ledger Archive Transaction Summary 4 of 4 Archived records are nonmodifiable Effective Posted Archived Mame of disk archive file Code slips _ Restored o 4a1 90 Trans Type GNRL 3 11 99 scratche 4tthQuarter vo 0 Archiv9
257. e as other transactions the reversing withdrawal would not appear but the failed deposit would But because of the way 4th Quarter recognizes reversing components your report will include both the failed deposit and the reversing withdrawal Period closing type transactions are created by the system when the system is directed to automatically close a period When you close a period the balances of accounts that appear on the income and the expense journals are moved to the equity accounts associated with these accounts After the period is closed the income and expense accounts have a zero balance The program will automatically generate period closing entries when directed to do so from the general ledger screen Manual period closing entries can be gener ated at any time Entries created by the system in this manner are assigned the Period closing type You can also assign this type to transaction you create manually as part of the period closing process Period closing transaction have the character added to the notes field for that transaction This field appears in transaction lists making it easy to distinguish transaction by eye according to their type Do not post check box Transactions marked as Do Not Post will not be posted to the GL with other trans actions You mark a transaction in this manner whenever you want to retain the ability to change it As long as a transaction is not posted it can be modified or deleted
258. e available for locating and review debts Pressing the Mark Button labeled with an X marks or unmarks all items depending on the state of the first item in the list If the first item is unmarked then pressing the X button places an X in the left hand column of all rows If the first item is already marked then pressing the X button removes the X for all lines Items that are marked can be acted upon using the Focus popup and the Sum and Pay Marked buttons Pressing the Sum button totals the amounts shown in the Amount Due column It also subtotals the Amount Due for marked items only Whenever you change the selection of items the total values are erased Press the Sum button to recalculate the totals The Show Only Items with Amounts Due check box adds an additional criteria to all your searches This criteria limits all searches to display only items that repre sent amounts that are still due Withdrawals and fully paid items are not displayed By unchecking this check box you remove this additional criteria When unchecked the items found as the result of a search may include items still due items no longer due and payments received 4th Quarter User s Manual Accounts Payable 233 Accounts Payable By Transaction By Account By GL Account Due win 30 Days All Overdue All Payable Search popup The Search popup menu enables you to locate outstanding receivable or items already pai
259. e balancing accounts are the cash receivables and tax pay able none of which are on the income journal Example 2 If you are examining entries made in transactions on an expense journal then debits to expense accounts are likely balanced with entries to cash payables and asset accounts However it s likely that expenses are split across multiple expense account In a transaction containing two expense accounts call them Expense 1 and Expense 2 the balancing accounts for Expense 1 include cash payables asset and Expense 2 accounts The balancing accounts for Expense 2 include cash payables asset and Expense 1 accounts In this case some of the balancing accounts are on the same journal the expense journal as the origination accounts 4th Quarter User s Manual Journals 311 Journals Transactions As a consequence when you configure the Audit Report to print both the origina tion and the balancing components for selected accounts and transactions you may find that origination entries for one expense account are also balancing entries for other expense accounts The transactions included on the audit report are determined by your Date Range setting and the options you choose on the Transaction page of the Setup screen The radio buttons labeled print transaction list and don t show any transac tions determine the amount of transaction detail that appears on the report These two alternatives have no
260. e discount that appears beneath the line items to zero and recalculates the total amount of the order e Journalized Unposted invoices These are invoices that have been journalized but whose transactions have not posted to the General Ledger In this case 4th Quarter increases receivables by the discount amount and then reduces the discount to zero e jJournalized Posted invoices These are invoices that have been journalized and whose transactions have been posted Since these invoice transactions can not be changed 4th Quarter creates an adjusting entry that increases receivables and credits the invoice dis counts account s These new transactions will appear separately in the cus tomer receivable accounts and on future customer statements Discount Dates After Discount is Removed When a discount is removed from a transaction the discount date stored with the transaction is set to 00 00 00 In cases where transactions are created from invoices the discount due date stored with the invoice remains unchanged This is done so that invoice continues to record the sale discount date based on the most recent shipment As a consequence of this once a discount is automatically removed from a transac tion the transaction no longer indicates that there ever was a discount date Only the invoice records the discount date for reference Remember that 4th Quarter implements a virtual invoice that record all phases of product shipment
261. e entered FIGURE 15 9 The Notes page of the Vendor Entry screen The notes When and Memo fields can be edited directly from this page of the Vendor Entry screen To modify other notes fields place your cursor in the When or Memo field of the note you want to modify and press the Modify button This will open the note in the Note Entry screen shown below Note 1 of 2 Type Appointment Jwhen 0572871999 0572871999 ODPM FH Created Status ia Until 05726 1999 si 399 2 00PM o Pr 0572071999 005 2871999 i 1 06 PM User Marq 2 8 99 Wants additional details an multi user licensi ng C Marked erer 456 Vendors 4th Quarter User s Manual AQ Full Vendor Entry FIGURE 15 10 The Note entry screen Entering Time Values Use military time when entering time value in the When and Until areas That is if you want to enter 1 30 pm then type in the value 13 30 When you tab out of the field it will convert the value from military time to standard time with the AM or PM suffix Accounts Every vendor is linked to a purchase account and optionally to a payable account Press the Accounts tab to customize the accounts associated with each vendor AAAA Basic Info Details p petats o setes Accounts nedd Modif me Dick Murphy 5 ip 0 Rama O O O OoOo E J 1 05727 1999 Purchase Account 80008 100 Shipping Purchases 1 Dr Balance 1 805 10 Payable Account S0009 1 Ship O
262. e schedule details for each item Inve ntory Pricing sat Jun J 1999 1 58 PM Fage Akn Code Type Marne Reord Level ce dOn Order in Stack Aw Cost Category Bin He id Words Ck In Units OF Available Caty 1 Price Gty2iPrice Gty 3Price Gty4iPrice Gty TA I ay giPrice Gty 7Price Gty amp Price Component tennis stings 1 package 20 00 L 96 00 436 1 72 131 10 00 J 534 3 75 ee es a a a D r Finished ootennis bag 10 00 15 00 136 FIGURE 17 26 A sample Price Detail report 4th Quarter User s Manual Inventory 547 AQ Full Inventory Cost Detail A list of the values assigned to items on the Description page of the Inventory Entry screen along with the cost schedule details for each item Inventory Costs Sat Jun 5 1999 2 39 PM Page 1 Attn Code Type Marne Reord Levell AReord On Order ln Stock Av Cost Category Bin M Key Words Gey Tax In Units OF Available ty 1 Cost Yendor litern Code SinglefCost Oky Aost Oty dilast Ghy4iCost Gy Silos City Cost Oky Coast Component tennis racquet overgrps 100 00 50 00 Bg 1 75 200 00 ets of 150 1 65 1 55 1 55 a 10 a 100 1 456 1 75 1 50 1 40 1 25 Component tennis balls can of 3 100 00 100 00 520 1 29 io0 00 O e e al ot 100 S00 1 146 1 29 1 05 0 69 FIGURE 17 27 A sample Cost Detail report Stock History A list of the values assigned to items on the Description page of the Inventory Entry screen along with the history d
263. e up and down arrow keys will move you up and down in the list of items The left and right arrows will both mark or unmark the highlighted item As you mark and unmark items the total number and amount of deposits and with drawals automatically updates at the bottom of the screen As you reach the point where you have marked the same items as appear on your bank statement the dis crepancy should shrink to zero This discrepancy is displayed in the current period area and automatically updates as you mark items Sometimes a discrepancy may remain between the ending balance on your state ment and that calculated by the program even though you ve marked all the marked items that appear on your statement As an example the figure below shows a 50 cent discrepancy This could either be the result of a transaction whose amount was entered incorrectly or from transactions that had not been entered at all Ath Quarter gives you several ways of making corrections You can change the items in the list add new items or have the 4th Quarter create an adjustment automatically 156 Cash Accounting 4th Quarter User s Manual AQ Core Cash Account Management Transaction Add Modify Delete Setup Items 5u105b F ettnfRet ne m Date Withdrawal Ending Bal 304 02 Ending Bal 236 968 3 Deposits 726 00 Discrepancy 0 00 Discrepancy 541 00 Change 541 00 Cash Reconciliation 10091 10
264. e you can set the period summarized by each row Select a date range by clicking once on the row at the beginning of the range and click a second time on the row at the end of the range A bullet will appear next to each row in the range and a graph will appear on the right Graph variables and graph display On the right is the graph area which displays the balance in the chosen range Above the graph area are three radio buttons that determine which historical bal ance figure is graphed If you click on the Period Balance button then the graph displays the period balance as a function of the period If you click Running Bal 66 Chart of Accounts 4th Quarter User s Manual General Ledger Accounts Options Page ance the running balance is graphed If you click Both then both quantities appear in the graph area The picture buttons below the graph allow you to choose to display the informa tion in pie bar or line chart form When graphing two variables only the bar or line chart forms are available If you click on the Enlarge button the graph will expand to fill the whole win dow If you press the Print button both the graph and the selected values in the table will be printed Also above the graph area is a check box labeled Minimum at Zero If you check this then the scale on the graph s vertical axis starts at zero if this is unchecked then the scale is determined by the range of values that are graphed
265. earch Monitoring Inventory The Search by Quantity screen enables you to locate items according to their stock Level levels You can specify a variety of ranges applied to a variety of levels On the upper left of the screen you specify the level s range according to one of the following options e Above More items than the value specified e Below Less items than the value specified e Above reorder level by X Level of items is above the reorder level by the percentage value specified Use this option to find items whose quantities are approaching the reorder levels e Below reorder level by X Level of items is below the reorder level by the percentage value specified Use this option to locate items that have recently fallen below the reorder levels e Insufficient to fill orders 518 Inventory 4th Quarter User s Manual AQ Full Inventory Data Use this option to locate items that have been sold but are not in stock Check the box on the right labeled on selected invoices to locate particular orders such as those within a certain time period to certain customers or scheduled to ship to certain locations To the right of the quantity values areas are a set of four radio buttons correspond ing to the four levels of inventory recorded for each item These include e in stock The quantity that is currently on the shelf It is not adjusted downward by the quantities that have been sold but are not yet shipped e
266. ecified at the top of the General Ledger Posting screen The number of the row and column are given To their right are the head ings of these rows and columns These headings appear in popup menus If you click on one of these popup menus you ll see the full list of row titles or the full list of column headings Select an item from either of these lists to move to that particular cell In the footer area at the bottom of the screen you will see 4 arrows pointing in up down left and right Clicking these buttons will move you one cell in the indi cated direction On the left side of the screen there are Do Search Sort Details and Print but tons The Do Search button locates items for the particular account or accounts 324 Financial Reports 4th Quarter User s Manual AQ Core Generating Reports viewed in the date range you specify The Details button shows the transaction details that contribute to the item you highlight Only one item can be highlighted at a time General Ledger Postings 3 Income State ment Row 60001 Client Sales cota i actual 171798 to 12751798 attn Post Date Account Debit Credits 12 41 98 10001 42 50 8731798 10001 3 31 98 10001 956 25 for related postings in range 01701795 Jto 2 31 1995 Do Search Details see ean FIGURE 12 5 The posting details of column 3 row 2 of a sample financial report Templates List A list of Financial
267. ecks are then dis played in the list below for printing approval Confirm Check Printing General Cash Dr Bal 8011 98 Total Disburse 180 00 Date _ Amount WayFarer Il 55 00 Millinaria Ltd Click in PRINT column to remove trom queue Treo FIGURE 7 10 The queue for printing displayed in the confirmation screen Click in the Print column to remove the check mark for the check on a particular row When the check mark is removed that check will not be printed this time Pressing the Print button causes the items with check marks to be printed as checks Check Printing Setup Ath Quarter prints checks in either sheet fed or track fed formats The sheet fed format is for printing on laser or ink jet printer printers and is for matted according to Deluxe Corporation s preprinted check form 081004 These forms should be obtained by you with your account and bank routing numbers preprinted with magnetic ink 4th Quarter does not print this information on the form The laser fed form prints one check per page along with a confirmation and distri bution stub The system can print the actual check on the top or the middle por tion of the form The location of the check is set by the Administrator on the Transaction page of the Maintenance screen This setting is used by default when you print checks This check location can be changed by the user from the Check Printing Setup dialog 4th Quarter User
268. econdary items If no allocations were made to or from a particular primary item then no secondary items will appear beneath it The report shows the primary items with a white background and the secondary items with a grey background The secondary items are listed below the primary item to which they are related Both primary and the secondary items listed below them are related to the same account The amounts of each item are shown in the debit and the credit columns The report totals both the primary and secondary contributions 206 Accounts Receivable 4th Quarter User s Manual Reports Allocation Specifica This report requests that you specify the date range for the primary items that are tion Dialog to appear on the report This date range can either apply to the effective date of the entries or it can apply to the date at which the last allocation was made to the entries Allocation Report Specifications Print allocation reports for the 4 accounts in the current selection Limit report to Allocations for each account made between the following dates Transaction history between the following effective dates 02704700 to 02 04 2000 Include in report items paid C payments G payments amp items paid Sort by Allocationdate w _ Locate and display components for selection before printing C FIGURE 8 18 Allocation Report specification dialog requests informati
269. ecord or records that share their zip code It also assigns to the customer any tax rates linked to the tax record with the matching zip code For example suppose you ve given zip or postal codes to local tax rates and linked the local tax rates to a state tax rate The state tax rate has no zip code assigned to it The Assign Zip function will automatically assign both Local and state tax records to those customers with zip codes matching the highlighted local tax zip code records Press the Add button to create a new sales tax record The Sales Tax Entry screen shows the Payable Account associated with the tax record You can change the assigned Payable Account by pressing the Reset button This presents you with a list of Accounts to choose from 430 Sales 4th Quarter User s Manual Sales People Sales People Data sales People Sales Tax Rates Add Tax Rate Sales Tax Entry 6 of 6 SaleslTax Fate Payable acct 40002 100 Sales Tax Jurisdiction DC State DC ZIP Tax Rate 0 0000 7a FIGURE 14 28 Sales Tax Entry screen Type in the code jurisdiction state zip code code of any linked to records and the tax rate in the form of a percent You are required to enter a value only in the Jurisdiction field the other values are optional Sales People This table records the details of commissioned sales people It provides various methods for computing commission rates that can be assigned d
270. ed then pressing the Enter New button will save the current transaction and generate a new transaction based on the same template If you unchecked this box and press Enter New then the subsequent new transaction will not be built from any tem plate Instead all of it s values will be unassigned Transaction Entry 1 of 1 S FF Tric A Posted Trans ID Entered Entered by 00 00 00 426 05 07 1999 Designer E espply Template Attention Address FIGURE 5 5 The Reapply Template check box that appears on the Detail Form page of the Transaction Entry screen only when a single template has been used to define the transaction Restricted Templates can only be accessed or applied by users who are members of the Restricted Group Transactions that involve a cash account can only be entered by users who are members of the Cash Disbursements Group If you highlight a row and press the Reverse button the system will create a new transaction whose components exactly reverse the item you highlighted You can then add the correct components and accept the entry This allows you to correct posted transactions transactions which cannot be directly modified The Apply to button acts on a highlighted selection of rows It displays a dialog box with a pop up list showing fields whose information is auxiliary to the transac tion If you select a field and type in a new value the Apply to function will assign this value to all
271. ed at one point in time and their information corresponds to a particular printed form Virtual orders are a significant extension of these traditional con cept e A virtual order can always be modified e A virtual order may relate to multiple accounting events spread over different accounting periods e The virtual order provides an audit history of order changes and shipments e The number assigned to a virtual order corresponds the job and not to any par ticular document e The forms generated from a virtual order can represent the order at any stage in its past history For example one 4th Quarter invoice tracks all stages of an order including multi ple back orders and returns No additional back orders are generated Orders can be partially filled and items can be assigned return authorization numbers to track their return Inventory levels and the journal amounts are updated to reflect incre mental changes Virtual orders do away with the need for back orders change orders and return records A virtual order provides the ultimate record of past actions and present obligations 4th Quarter User s Manual What s New 31 What s New Dynamic Reconciliation Priority Based Allocation Payables and Receivables Ath Quarter s AR and AP areas support the basic suite of advanced functions including e automatic allocation e split payments e advanced payments e aging reports e interest on unpai
272. ed based on the current template If the box is unchecked then the new transaction will be blank Duplicate The item will create a new cash entry that is a duplicate of the current cash entry This option is only available when you are viewing an existing entry It cannot cre ate a duplicate based on a new unsaved entry 4th Quarter User s Manual Cash Accounting 165 Cash Accounting Restricted Status If you make changes to an existing entry and select the Duplicate item then the new transaction will be a duplicate of the previous entry including the modifica tions However by selecting the Duplicate item you will lose the changes made to the previous entry The new entry will embody the changes but these changes will not be made to the previous entry If you want to make changes and create a duplicate then you ll need to first make the changes and press Enter to save them Then you ll need to reenter the form and select the Duplicate item to create the new entry Account and transactions can be assigned restricted or nonrestricted status Account status is set using a check box in the account entry screen transaction status is set using the Change Restricted Status item on the Special Items menu in the general and the cash transaction entry screens Restricted accounts can only be viewed by users who belong to the Restricted Access group The account balance for a restricted account will not be displayed if that acc
273. ed on the item total if payment is received within 10 days 4th Quarter removes untaken sales discounts from both sales and purchases When sales are entered or invoices journalized with a sales discount it is assumed that the discount will be taken and the discount is used to compute the actual receivable amount In the event that payment is not received within the discount period the transaction s sales discount must be removed or reversed to reflect the fact that the full undiscounted amount is now due Discounts on Sales and Invoices The dialog in Figure 8 7 gives you two options e Remove Discounts from Selected Accounts e Remove Discounts from All Accounts If you choose the first option 4th Quarter looks only at those sales and invoices written to the receivable accounts in the current selection If you choose the sec ond option 4th Quarter reviews all receivable accounts looking for untaken sales discounts 186 Accounts Receivable 4th Quarter User s Manual Accounts Receivable Area 4Q searches for sales and invoice transactions whose sales discounts have expired and that are not fully paid Invoices may be found in any of following three stages of processing and 4th Quarter will handle each of these cases differently Handling Invoices e Unjournalized Invoices These are invoices for which there are no transactions either because they have not been shipped or because they re being batch processed In this case 4Q simply sets th
274. ed to the General Ledger by selecting GL Entries List in the General Ledger pop up menu from the Control screen This displays the posting summary records The buttons at the bottom of the screen provide 4Q s familiar data management options General Ledger Postings 61 Effect Date Account Journal 1731799 10002 Client Receivable Receivable 11531799 800s Sales Rep Purchases Ex pe nse 3 31 99 30009 Shipping Payable Payable 3 41 99 800086 Shipping Purchases Ex pense 4 30 99 30009 shipping Payable Payable 4 40 99 s0006 Shipping Purchases Expense 4 30 99 30007 Manufacturing Payable Payable 4 40 99 s000 General Inventory Expe Expense 4 30 99 80026 Manufacturing Purchase Ex pense 1731799 10002 Client Receivable Receivable 17531799 60001 Client Sales Income 2 26 99 10002 Client Receivable Receivable 2 Effect sum 16 61276 18 482 76 Gp4o To post use NE POSTING item on the GL menu Fous v n J E FIGURE 10 2 General Ledger Postings list shows amounts posted to GL accounts over a given period E Searching In the General Ledger Postings screen the Search popup offers various choices General Criteria for locating posting records Show All ae e eet aaae The General Criteria item opens the dialog below This dialog has two search Fiscal Year Previous criteria areas the GL account area above and the Posting Date area below Fiscal Year Current 262 General Ledger 4th Quarter User s Manual General Ledger
275. een in which you can search for and select a GL account If there is only one account related to the GL account you choose then the system will automatically use it If there is more than one account then the system will leave the account area blank If you then press the Account button the list of accounts will only display accounts related to the GL account you previously selected Transaction Components Once an account is fully specified it is automatically added to the list of compo nents You can then tab to or click in the Debit or Credit column to enter the debit or credit amount You can change the debit and credit amounts for any com ponent by retyping the value shown To change the account specified by a particular component either delete it and replace it with a new component or modify it To modify the account put the cur sor in the Debit or Credit column for that row and press the Modify button This removes the component from the list and places it in the entry area where a new account can be specified The general transaction entry screen enables you to specify any account except cash accounts Transactions involving cash accounts must be entered through the Cash Accounting user area discussed in this chapter on page 121 and in chapter 7 on page 149 112 Transactions 4th Quarter User s Manual AQ Core General Transactions Distribution Button Each account in 4th Quarter can be linked to other accoun
276. eivable Account Details Wed Mey 26 1999 11 50 PM Sample Account Details Report Page i Ath Account H 10002 12 Debit Balance aL Mame Chent Receivable Account Grundwald Construction nonas crested Wed Jul z2 199 Joumal Receivable active extemal GLactive associated wi Customer Grundwald Construction no address Last Transact eff Sat Apr iv 1999 Mex Dr 1 890 95 04 05 1999 Finance imon Last Charge Fri Dec 11 1998 Grace Period 1 Ath Account M 10002 17 Debit Balance aL Mame Client Receivable Account Bob Cross notes crested Wed Jul 2z 1998 Joumal Receivable active extemal H aLactive associated wi Customer Bob Cross no address Last Transact eff Sun Apr 11 1999 Nex Dr 150 00 0411 1999 Finance rman Last Charge Fri Dec 11 1998 Grace Period 1 FIGURE 8 17 A sample Account Details report Allocation Report The allocation report lists debts or payments or debts and payments that have been made to one or more receivable accounts This report is available from both the Receivable Accounts List screen and from the Receivable Account Detail screen The report contains two types of items The first are the primary items These are the items that meet your specification criteria The report will display how these items are allocated to one or more corresponding entries Below each primary item the report details corresponding entries that were allo cated to the primary items These are called the s
277. eivable account is not created until the customer is saved This means that as long as the customer has not been saved you can press the Modify button again if you change your mind However once the customer has been entered and the account created you will not be able to remove it For additional information on changing a customer s type see Receivable Account on page 376 Sales Account The Accounts page displays the sales accounts assigned to the customer New cus tomers are assigned three default sales accounts These default settings are dis cussed on page 375 You can assign different accounts by pressing the Reassign button Linking to a new account will affect only entries made in the future Past sales recorded with the previous sales account are still recorded with that account Customer sales are credited either to the general sales account for that type of cus tomer or the amount of the sale is divided into a taxable and untaxed portion and credited to the Taxable Nontaxable Sales Accounts There is a pair of taxable and non tax sales account for each customer type The administrator sets which of the two methods of sales accounting the system uses by default when a new invoice is entered The setting is either to use the general sales account of the taxable and non tax sales accounts This is set from the Customer page of the Maintenance screen In the case of invoices the user can redirect the system to record income t
278. elds Opens an item so it can be modified Items that have been posted and checks that have been printed can not be modi fied 152 Cash Accounting 4th Quarter User s Manual Cash Account Management Reverse Creates a new transaction that has exactly the reverse effect of the highlighted transaction It does not affect the transac tion that is being reversed Use this if you need to reverse a transaction that has been posted If you enter the reversed transaction it will effectively undo the actions of the transaction it corrects Alterna tively you can add additional components representing cor rect entries and enter this appended transaction In this case the correcting transaction both reverses the posted entry and enters a new entry Reversing transactions are marked with a C in the notes field The transaction that they ve reversed is then marked with an X in its notes field The reversed transaction is treated just the same as any other transaction It continues to be modifiable until it is posted Report Displays a choice of reports for the current list of Items You can either print the Items as shown or you can print a run ning balance report for a given period Reconcile Opens the account reconciliation screen where the account balance and reconciled items are brought into agreement with the balance and items that appear on your bank state ment The Cash Transaction screen lets yo
279. elected Items Manual allocation gives you the most freedom to assign or reassign any portion of any payment to any portion of any debt at any time You can manually assign pay ments to any combination of debts or assign a debt to any combination of pay ments You begin by clicking on an item in the scrollable area of the Payable Accounts Allocation screen and pressing the Allocate Manually button Note that the X s used to mark an item are unrelated to the highlighted row toward which the Manually button directs its action w Due wie Terms Orig Debt Bal Due Orig Paid Pay Avail PR 1 20 4 20 99 45 45 45 45 x Af20099 a E xX PR 1 20 120 99 45 45 45 45 X o PR 1 2 142 98 3 167 36 3 167 36 Item Allocation Screen FIGURE 9 12 A row highlighted for use with the manual allocation option in the Account Allocation screen Allocation of Payments Made If the item you selected is a payment you will go to the Allocation of Payment screen If the item is a debt you ll go to the Allocation of Debt screen Because the two screens are so similar being effectively mirror images of each other well limit this discussion to the Allocation of Payment screen 4th Quarter User s Manual Accounts Payable 241 Accounts Payable Allocation of Payment Payment Outstanding Items adicit p Effect LJ 4 6 99 FIGURE 9 13 Allocation of Payment screen for performing split allocations The All
280. em that does away with multiple forms Ease of Use Choice of three different control screens Easy navigation with the option of simplified or detailed data entry screens Three different methods for locating information quick search buttons popup menus and detailed search screens Streamlined report generation Financial reports print in minutes instead of the hours required by other programs A context sensitive help explains every visible button and function and is accessible from any screen Ath Dimension Ath Quarter brings all of the functionality and flexibility of the 4th Dimension programming environment to the task of accounting Drop in modules allow you to add drawing word processing spreadsheet mod ules to your application A full set of backup connectivity and developer tools AD Server provides a multi user development environment allowing multiple developers simultaneous access to your application AD Server to provide you with multi user access that maximizes your benefits without the administrative overhead of other database systems 18 Welcome 4th Quarter User s Manual to a new dimension in accounting The Demo If you re reviewing the 4Q Demo application you should know that this applica tion lets you can view either the Full or Core applications You switch from view ing one version to the other by clicking on the toggle button in the lower left of the Menu View screen
281. emove items in particular lots go to the Quantities page of this layout FIGURE 17 24 The History page shows the number of items remaining in each lot To create new history records that represent changes in overall inventory level go to the Quantities page of the entry screen and specify the change in quantity and other values If you specify particular lot number at the time you remove items the items will be removed from the specified lot only Reports The following reports can be printed by pressing the Reports button on the Inventory List screen 546 Inventory 4th Quarter User s Manual AQ Full Reports Summary A printed list that reflects the currently selected items displayed on screen Inventory List Sat Jun 5 1999 1 42PM sam ple Summary Be port Page l 1 456 Component tennis racquet overgrps 50 00 64 115 0 100 1 75 1 144 Component tennis racquet 16 16 0 20 69 00 1 146 Component tennis balls can of 3 100 00 520 515 0 100 1 29 1 131 Component kennis stings 1 package 131 96 00 436 534 0 1 72 1 3 Component grommets tennis racque 132 25 25 0 0 95 2 25 Finished Goojtennis bag 138 47 46 0 15 00 1 110 Component bumper guards tennis ra 134 of of 0 O75 1 112 Component tennis racquet stinging 3 3 0 695 00 FIGURE 17 25 A sample inventory summary report Price Detail A list of the values assigned to items on the Description page of the Inventory Entry screen along with the pric
282. emplate 137 by address 451 for templates due 135 by attention 450 updating 145 by example 449 transaction templates by related 451 ee ree terms 454 setting alert values 136 type 452 458 update button 135 changing 460 trial balance report 284 varied ctu 160 virtual order U invoice 31 399 unallocated items purchase order 31 480 searching for 180 224 unallocated payments 232 X unallocated receipts 191 X units inventory stock _ foe fc inventory weight 530 marked ER TON 334 item default 533 item pricing 532 updating templates 145 Y user audit trail stored in records 38 year end close item on general ledger 271 V value of goods purchased inventory Z account 542 zip code as sales tax identifier 430 vendor address 454 assigned to inventory 537 discount for purchase 462 removing untaken 464 distribution account 459 entry of 452 finance charge 460 finance rate 461 flow of data 447 list of 448 notes 455 payable account 447 458 purchase account 447 457 report 560 Index 4th Quarter User s Manual
283. enables you to create and to edit templates Each template dis plays the rows and columns that you want to see on your financial reports Each row can display information drawn from a single GL account or a roll up of mul tiple GL accounts Each template and consequently each printed financial report can have up to 4 columns of figures Each column can present actual or budget figures all drawn from the same period or from different periods A column can also be specified to display a percentage breakdown of the numbers that appeared in the previous col umn 4th Quarter User s Manual 319 Financial Reports You can create as many financial report templates as you like Each can be custom ized to display a different selection of GL accounts The system will also create financial report templates for you automatically or verify the rows on a particular template according to various criteria The report templates do not store any financial information such as account bal ances They store only the format of the report which that is generated from them This format information includes e Report style Change Within Period or Position Statement e GL accounts that are to appear on each row e Text labels and subtotals e Number of columns of the report e Data displayed in each columns balance budget or percent e Time period summarized in each column Financial reports are build on the fly according to the
284. end up sharing the same supposedly unique ID Pralue PER ASE CUSTOM SETTINGS button Reusable default values automatically The values are accessible through the Maintenance screen and include default GL accounts default access settings and default items such as payment terms Jin the process of programming you can find yourself with incorrect default values or a lack of certain FIGURE 3 5 The Information page of the On line Help screen The help screens open in a window that is independent from the rest of 4th Quar ter so that you can view the help information while they continue to work with the program Users can press the Search button while they are still in the Help Entry screen to search for other or related items He Ip Item Search 5 11 Help Items Choose the search criteria Click on an item to select use amp as a wildcard Diew General Ledger Entries GL Component Breakdown f Topice General Ledger GL Default Settings P GL Entries List Lovie oT GL Trial Balance Setup Hr da Period Closing Settings search Criteria Specialized Reports Replace selection C Add to selection J J Remove from sel d Search in selection r If multiple items are found that satisfy the search criteria then a list of located items will be presented 4th Quarter User s Manual Conventions 45 Reset Yal ues The Memo page of the help screens provides
285. ent that payment is not received within the discount period the transaction s sales discount must be removed or reversed to reflect the fact that the full undiscounted amount is now due 380 Customers 4th Quarter User s Manual AQ Full Customer Entry Removing Untaken Discounts when Journalizing in Batch When invoices are journalized the journal entries are assigned the date the invoiced items were shipped If the invoice is not fully paid and the sales discount has expired the program will either journalize the invoice with the discount or remove the discount before journalizing The action taken depends on which option is set in the invoice area of the maintenance screen x Remove expired sales discounts betore yournalizing FIGURE 13 17 The check box that determines how expired sales discounts are handled when invoices are journalized The sales discount will be removed automatically at the time the invoice is jour nalized if the following conditions are met e The administrator has set the above option e Some amount remains receivable on the invoice e The invoice entry date is later than the last day of the sales discount When these conditions are met the discount amount is removed and added to the amount receivable The modified invoice is saved and the journal entry reflects the increased receivable amount If this option is not checked or one of these conditions is not met then the pro gram jour
286. enter names number display format A E FIGURE 9 25 Printing page of the Aging Setup dialog Because of the flexibility in configuring the Aging Report we cannot give examples of each report that can be produced The following two examples both show a report covering a selection of accounts in which account aging details are shown In the first report transaction information is suppressed In the second transaction information is displayed Payable Aging Report ergrgg 3 50 PM Sample Payable Aging Report no transactions Fage 1 Aging on Due dates fram Sun ct 5 1997 of outstanding payable Credits Surmarvincludes both posted and Tallies shown For selected active and inactive and paid amounts Debits unposted transactions Payable type accounts Aged to 30 31 to 60 bi to 90 beyond 90 days Total ae LOSIOT to WSO W497 to BIBT ISO to MFO T1697 and older Total 30010 Sales Rep Faysable Marty Howe Sales Rep Payable Totale 3 a a 20009 1 Shipping Payable Ship 0 Fama 51 51 ooj oof oo 51 51 51 51 E E E T E E E eoms ia Mamufacturing Payable Wison Temnisco zawo om oo omj zamo zaa E E T E T E _2 4an 00 WRF rae erat 2 of oo EEEE FIGURE 9 26 Sample Aging report without transaction details 4th Quarter User s Manual Accounts Payable 255 AQ Core Accounts Payable Payable Aging Report Tue Jun amp 1999 Sample Payable Aging Report Saa PM Page 1 Aging on Due dates from Sun Oct 5 1
287. eport see Audit Report on page 308 which is available for all jour nals provides a way to list both the entries made to the journal s accounts and the offsetting entries to all other accounts Each 4Q journal consists of two screens one lists accounts and the other lists entries to those accounts Figure 11 3 shows the first of these two lists in which three income accounts have been highlighted O SSS income Accounts 9 j HBH woo e o o oO o 000i 100 Client Sales Client Sales B0O004 100 Operating Inventory Operating Sales Client Sales Consulting 60005 2200 Client Sales Client Taxable Sales 60005 3000 Client Sales Client Notax Sales Client Sales Licensing Income T0001 100 Interest Income Interest Income YOOO2 400 Shipping Income Shipping Income pjena vrany rE m i aS Only accounts associated with the Income journal are displayed Components fr 05 01 1999 to O5 12 1999 FIGURE 11 3 The first part of the Income Journal area is the income account s list The second part of the Journal Area displays entries to the indicated accounts for the indicated date range Figure 11 4 shows the entries made between 5 1 99 and 5 12 99 to the three accounts highlighted in Figure 11 3 294 Journals 4th Quarter User s Manual AQ Core Structure Journal Components 8 Account attn Ref M2 Effect BbOOO6 100 Licensing Income of 1 99 60005 100 Consulting of 1 99 60005 100 Consulting 575799 60005 1000 Consulting of 3 99 6000
288. eports The following reports are available by pressing the Reports button in the Cus tomer List screen Customer List Summary A simple list of the currently selected customers June 3 1999 9 28 4M Page 1 Customer List Sample Summary Re port Richard Akerboom Erp Alberty Retrograde Motorcars T3 Broadway Hildegard C4 435 989 3845 1 z mike 26 Reed Cundiff Summit Technologies Lt A Street High Falls MY 12343 914 222 3333 914 444 3555 FIGURE 13 21 Sample Customer Summary report 384 Customers 4th Quarter User s Manual AQ Full Reports Full Detail The details of the selected customers excluding account histories Customer Details Sample Detail Report June 3 1999 10 42 4M Page 1 Cornpany Graham Group Phone Active Cust Type Client Lode 73 Attention wk 1 404 669 1546 Ship Vie Airbome Contact 10002 67 Braided Matrix wk 2 914 333 4444 Terms MET 30 Tithe Manager home 914 444 5555 C Card ME Dept Iki Dept FAX C Card 1111555566667777 Account 10002 67 Braided katrx Dr 139 65 Expires 1100 Billing Primary Shipping Transamena Bldg 3408 Transameria Bldg 3406 San Francisco San Francisco TA 58995 LS TA 58998 JSA gen Sales GO001 100 Client Sales Taxable Sales BO001 200 Client Taxable Sales Montax Sales 60001 5300 Client Notax Sales FIGURE 13 22 Sample customers Detail report Detail Notes Total Tax 0 38 Taxe 999999 Price Code A Discount 17 17 36 4
289. er Line Items Shipping ae Ie _ Quote Pay mt Priority Inve 1D e lohn Barkoaley western Autodiat OOO tih Inve N2 aa Cod Lothe item Name Ordered Shipped ee Item Total 1 4 grammets tennis racquet 2 25 tennis bag 40 00 cas 1 456 tennis racquet overgrips 4 3 95 i ma EL 55 C Print on Entry Latest Delivery 03 15 1999 Total Rows ng EET Terms Met 51075 F Monta Mise oog DOE E E FIGURE 14 18 Second page for entering Line Items on the Stock Invoice Entry page of the Invoice screen 416 Sales 4th Quarter User s Manual Invoice Entry If you are entering Service Items instead of Stock Items choose the Invoice Type Stock Service Item on the Special Items menu This toggles the Line Items dis play from a Stock Item format to a Service Item format Each time you select this Item the format switches from one from to the other 4th Quarter remembers this format and uses the appropriate format when printing the invoice Line Item Buttons The panel of buttons above the Line Items offers functions related to the line items Add Creates a new unspecified line item Delete Removes the Item where the cursor is currently located Sort Enables you to reorder the items The up arrow and down arrow buttons move the item where the cursor appears up or down relative to the other lines Total Tallies the Total Cost of all Items along with tax and it enters these value
290. er s Manual CHAPTER 4 4th Quarter User s Manual Chart of Accounts This chapter describes the Chart of Accounts This includes accounts used on the GL GL accounts and accounts shown on journals journal accounts Chart of Accounts The Chart of Accounts has a two level structure consisting of General Ledger accounts and accounts subordinate to them General Ledger GL accounts must be defined before accounts The balances associated with GL accounts and only those balances are used to generate financial reports GL balances are changed only by posting transactions to the General Ledger a ee may be related to i 5 a VA ia One General Ledger i Receivable Account Many om Eag Customer Receivable N Z Accounts SS a n FIGURE 4 1 Many accounts can be related to a single GL Receivable account 57 AQ Core Chart of Accounts Flow of Data Account records store primary accounting information The balances of these accounts are directly affected by transactions Accounting transactions occur through journal entries sales purchase cash entries invoices o PO s They are also generated by various administration func tions such as period closing item assembly finance charges and others Account balances update as transactions are entered GL account balances are only updated the transactions are posted in batch GL account balances do not updates in real time Posting brings
291. er Entry General Cash Entry General Entry Mlodify Delete Sales Discounts Not Taken FIGURE 13 19 The Transactions menu located above the receivable account allocation screen Selecting this item displays a dialog asking you to indicate the date range in which sales discounts are to be removed For a transaction to be a candidate for having a sales discount reversed it must e be recognized as containing a discount entry e contain a receivable entry that has not been paid in full e be assigned a discount date that has passed Transactions that meet these requirements and which lie in the specified date range will have their sales discount reversed This is done by the creation of anew transaction that reverses the sales discount In addition the sales discount date on the entry that contained the expired discount is reset to the date 00 00 00 This is done so that the system knows that this discount is no longer in effect 4th Quarter User s Manual Customers 383 4Q Full Customers This method of removing untaken discounts does not have any effect on the con tents of invoices that have not yet been journalized Set Dates Dates from 00700700 _ io osr2e 1955 Alsje Alerj Specify the range of due dates for which you want to remove expired sales discounts T1930 FIGURE 13 20 The date range dialog used for specifying sales discounts from within the Receivables Account screen R
292. er the Credit Balance or the Debit Balance radio button to indicate which of these balances should be displayed as a positive number If for example you indicate that the credit balance should be displayed and the total of figures in the summation yields a net debit then the subtotal will appear as a negative value Text Type Rows Rows of text type are simply labels They are not linked to account data or to other rows on the report Use text lines for captions or to insert blank lines Financial Reports 4th Quarter User s Manual Configuring Templates Add a text line by selecting the Text radio button and pressing Insert Type the text you want to appear in the entry area set the format and press Enter Caption to use for this row n Operating Income Use style Bold FIGURE 12 18 The Text Row entry screen used for inserting labels and blank lines Moving rows You can move rows up or down by pressing the up arrow or down arrow buttons that appear below the Move Row caption at the bottom of the template entry screen The template editor does not allow you to cut and paste rows in the way that you cut and paste rows of text You can also move a row by deleting and rein serting it at a new location Computing percentages Financial reports can be configured to analyze the percent contributions of each row You must define percentage groups in order to determine the total to which a given row co
293. er to automat ically apply the credit to exiting debts Debits payable credits purchase account 4th Quarter User s Manual Purchasing 477 4Q Full Purchasing Distribution Accounts Example Ref M2 Status Date Receive Credit O Unverified f 672799 Code Mame First Last Company vendor Ja wan fwo Fong Kong Carriers Ltd Autoallocate to ALL accounts F Title l Received e Purchase Refund Specify refund amount and cash account Debits cash and credits purchase accounts Ret NE status Date Purchase Refund SJ merites e Code Mame First Last Company Fong Kong Carriers Li Depositin General Cash Ea Title Purchase refund Refund Some of the above screens enable you to specify a list of distribution accounts Use distribution accounts when you want the balancing accounting entry to appear on accounts other than the vendor s purchase account Press the Distribute button to go to the Purchase Distribution page For example suppose you purchase 1 500 of machinery 150 are to go for office use and 1 350 are for manufacturing The purchase should be split across two expense accounts with 150 debited to Office Expense and 1 350 to Manufactur ing Expense To do this you go to the Distribution page and press the Add button to select an office expense account This account will appear in the list of distribution accounts Enter 150 in the Amount entry field highlight the account and pres
294. ery You specify distribution accounts and amounts in the Account list The system credits these accounts only when items are delivered Credits are entered for the accounts in the order of their appearance The order of the sales accounts can be changed using the up and down arrow buttons at the bottom of the screen If the current total sale is less than the specified distribution amount then only the current total is credited If the current total sale exceeds one of the specified distribution amounts then the overflow is credited to the next specified account Sales 4th Quarter User s Manual Invoice Entry The amount by which the current total sale exceeds the total distributed to all specified accounts the overflow is credited to the customer s General Sales account Choose Sales Account Sales account s to credit when entering the invoice d General Customer Sales J Taxable amp Nontaxable Sales B Inventory Sales Custom Distribution i Press the Add button to add distribution accounts Total 450 00 Account Credit to Account qq f 60002 101 Special Accounts Custo mer sales account Balance j60005 100 Client Sales 250 00 Caw tena Ho Co FIGURE 14 16 The Choose Sales Account dialog opened from the Invoice Entry screen s Special Items menu Default Sales Accounts By selecting one of these items the processing switches from general customer sales to taxable and nontaxab
295. es Ship Invoice Items Line Items Shipments Icl10a F Invoice N2 Ordered sold by Invoice ID _ Code Name Company 37 asos O atta ca o j T Cancel 00700 00 Western amp utodial a Same i All Shipped ItemInfo History Coe ten fOr Shipped 11 5 grommets tennis racquet eo 25 tennis bag FS FIGURE 14 26 The Invoice Shipping screen 4th Quarter User s Manual Sales 427 Sales Tax Rate List sales People Sales Tax Rates Add Tax Rate Sales Tax Area Sales tax records track tax payments due from customer sales The records have fields that identify the tax the tax rate and the tax payable account Sales that are subject to multiple sales taxes are handled by assigning to them multiple sales tax records The system stores a default set of sales tax records These can be applied to invoices or sales transactions through the Sales Tax pop up menus that appear in those entry screens Customers are linked to sales tax records through the Customer Entry screen Each customer can be assigned his own set of sales tax records and these are used to compute the sales tax once a customer has been specified on an invoice or sales transaction Select the Tax Rate List item from the Sales Related pop up menu on the Control screen This opens a window containing sales tax rates Sales tax entries store the tax jurisdiction a sales tax code state zip or postal code and the sales tax
296. es then press the Find Invoices button This opens the Invoice List screen Use the search and sort functions in that screen to locate particular invoices Highlight invoices in the Invoice List screen and press Select The number of invoices selected will be dis played in the search screen Press Search to locate related inventory items 4th Quarter User s Manual Inventory 515 AQ Full Inventory Search by Reference Criteria Invoices Purchase Orders endors Search for inventory associated with amp Find Invoices 15 invoices selected Associated with any invoice in the following range T Order date e Customer Code T Attention from 7 from foovooroo from E from w C e omom to o E Fa SEARCH and oe Replace C Add to d Remove from previous selection SSS Search in selection Cancer FIGURE 17 6 The Invoices page of the Inventory Reference Search screen Move to the Purchase Orders page to locate items according to their appearance on PO s Enter a range of PO codes order dates vendor codes or PO attention values If you want to see the items listed on a particular set of PO s then press the Find PO s button This opens the PO List screen Use the search and sort functions in that screen to locate particular PO s Highlight PO s in the PO screen and press Select The number of PO s selected will be displayed in the search screen Press Search to loc
297. essed In this case 4Q simply sets the discount that appears beneath the line items to zero and recal culates the total amount of the order e Journalized Unposted PO s These are PO s that have been journalized but whose transactions have not posted to the General Ledger In this case 4th Quarter increases receivables by the discount amount and then reduces the discount to zero e Journalized Posted PO s These are PO s that have been journalized and whose transactions have been posted Since these invoice transactions can not be changed 4th Quarter cre ates an adjusting entry that increases payables and credits the PO s discount account s These new transactions will appear separately in the vendor pay able accounts and on future vendor statements Discount Dates After Discount is Removed When a discount is removed from a transaction the discount date stored with the transaction is set to 00 00 00 In cases where transactions are created from pur chase orders the discount due date stored with the PO remains unchanged This is done so that PO continues to record the sale discount date base on the most recently received shipment As a consequence of this once a discount is automatically removed from a transac tion the transaction no longer indicates that there ever was a discount date Only the PO records the discount date for reference Remember that 4th Quarter implements a virtual purchase order that record al
298. etails of current stock for each item Inventory Stock History Sat Jun 5 1999 2 19 PM Page 1 Attn Code Type Harme Feord Level Reord OnOrder in Stock Av Cost Category Bin Me Key Words Ciky Tax In Units OF Available ty 1 Price Costitem valable History 1 131 Component tennis strings 1 package 20 00 96 00 436 stock 131 10 00 C oz TETAI E 1 75 vii Received ir Or 1 396 1 29 24 Receivedin 0812 98 Po restocked Change in quantity invoiced 2 25 Finished Gooltennis bag 10 00 stock 138 Oo elgg 15 15 Received ir OSf0e 99 15 J Feceivedin omas o a even FIGURE 17 28 A sample Stock History report 25 00 548 Inventory 4th Quarter User s Manual AQ Full Reports Bill of Materials A BOM for each assembled item in the current selection is printed Each BOM is printed on a separate page Bill of Materials for item Sat Jun 5 1999 2 42 PM Sample Bill of hat erials Page 1 15 Yegtable Basket Spi ja 1r17 995 995 Riut 995 395 Car 995 395 ABC 2 195 395 395 395 0 i Total Fer Unit Cost for N7 15 Yegtable Basket 216 00 FIGURE 17 29 A sample Bill of Materials report 4th Quarter User s Manual Inventory 549 AQ Full Inventory 550 Inventory 4th Quarter User s Manual cHapteris Index Symbols marked AP account marked AR account Numerics 4Q Demo 4Q product line 4Q Shell A abbreviations account accessed through j
299. ethod set for your application Even if you assign lot numbers to the items in your inventory they will only be tracked if this box is checked e Reorder Level The level of the inventory in stock below which items need to be reordered e Reorder Quantity The quantity in which items should be reordered e Bin Number This is a reference location number useful when storing items in a warehouse e Cost Method The LIFO FIFO or Average method of costing inventory is set by the Administrator for all items in the data base Keywords Inventory items can also be assigned key words to help in locating similar items Click the button to add a keyword When you place your cursor in the key word entry area a list of available keyword appears You can select from this list or type in keywords of your own 4th Quarter User s Manual Inventory 531 AQ Full Inventory To delete a keyword place your cursor in the text of the keyword to be deleted and press the garbage can icon Other Units Items can be sold and purchased in units other than the units in which they re stocked For example items could be stocked by the bottle but sold in 6 packs and 24 bottle cases Any alternative units can be defined as long as there are no dupli cates and as long as some number of items per unit is provided The Other Units area enables you to define alternative sales and purchase units and to specify the number of items in these units T
300. evels of 4th Quarter documentation E Benefits of What makes 4th Quarter so special The answer lies in the structure of the appli 4th Quarter cation 4th Quarter consists of two parts a self contained accounting engine and a business specific module Ath Quarter provides an API s application program interface that enable you to design your own business system without having to worry about making any changes to accounting This feature is revolutionary It is the heart of our design and core of our patented technology By building on this technology we can provide unique benefits Design Flexibility e Support any business using 4th Quarter s accounting system e Merge existing 4th Dimension databases with the 4th Quarter s accounting engine e Add new functions to the 4Q accounting skeleton using its self contained lay outs menus and files 4th Quarter User s Manual Welcome 17 Welcome Designed for easy maintenance and application updating Powerful Systems Comprehensive system of journals that provide additional management and auditing tools Two level account system the gives extra flexibility to your chart of accounts and extra speed to posting and financial analysis Password access that is assigned to any individual account and transaction New ways to review transaction and account histories Complete flexibility in handling payments to AR and AP Consolidated invoice and PO syst
301. event you from creating a template that includes accounts that should not appear nor omitting accounts that should appear In order for a assessment of the completeness of any report you must use the Verify button When you press the Verify button the system constructs a temporary template of the type you ve specified and compares it with the highlighted template The sys tem notes any account that should not be on existing reports as well as any neces 330 Financial Reports 4th Quarter User s Manual Configuring Templates Overview sary GL accounts that are missing The results are displayed on screen and can be printed Report Specifications Yerify that the financial report Income otatement Z 15 set up to meet the following criteria Report type Change within Period w L Limited to accounts of E profit center Uses Only Active Accounts Verify Template FIGURE 12 8 The template verification window Verification only checks the accounts included on the report it does not involve the column or date settings Verification will tell you if a report is missing an account or has erroneous accounts but it is indifferent to whether the report dis plays actual or budget information and current or historical values Configuring Templates The financial report editor allows you to add rows to or remove rows from finan cial report templates You can also create rows that present a summary of mul
302. ew receivable account for each new Customer record if that record is one of a certain type The types of customers for which the system creates receivable accounts are set on the Customer page of the Maintenance screen Sales can only be made to those types of customers that have receivable and sales accounts The creation of receivable accounts for different types of cus tomers is discussed on page 376 Once a receivable account has been created it can not be removed short of delet ing the customer If you return a customer from type Client to type Prospect the receivable account will remain attached to the customer You can override the system s default rule for creating an account To do this go to the customer accounts page shown in Figure 13 10 and press the Modify but ton If the customer is of a type that for which the system does not create an account then when you press this button the system will ask you if you want to 4th Quarter User s Manual Customers 373 4Q Full create one If you say OK then a specification screen will open The receivable account will be created when the customer is entered On the other hand if the system normally creates an account for this type of cus tomer and you want it not to then when you press the Modify button the system will ask you if you still want to create one If tell it to cancel then the account will not be created when then new customer is saved The rec
303. f Accounts 81 Chart of Accounts Example Search The Search pop up provides access to three detailed search specification screens In the Example screen mark the items you want included in your search by clicking on the check boxes at the left Specify the search values in the corresponding entry fields and the way the value is to be used by selecting from the adjacent pop ups refer to Search Screens on page 49 for more details Account Search ID l i And display only EITHER Name lat 12 chars those that Account NE exclude GL Nf Balance Alert Q j Suffix Restricted QA i Debit Balance Active i YTD Balance Last Transaction Date Related Record ID Attention O O O O O O C L L Match Many Gall criteria Search and Replace CD add To CI Remove From previous selection P Search in selection FIGURE 4 20 The account Search by Example screen Select either the any or the all matching criteria and one of the radio buttons from the Search and area Then press the Search button GL Account Search The GL Account search options opens the GL Account List screen Locate GL accounts using the search tools available here Highlight the GL accounts you re interested in Then press Select The system locate all accounts related to the selected GL accounts Account Type Search The Account Type item opens the Search by Type Cr
304. ffect other users Search for matching records Search for other records with values that match all of those in the following checked fields C Category Code STOCK Name bumper guards tennis Type Component Dran FIGURE 17 16 The duplicates specification screen accessed from Inventory Items menu above the inventory entry screen When you press the Search button the system immediately locates items that match your specifications These are displayed in the Duplicate Records screen This search is done before you attempt to enter the current record so you can make changes accordingly 534 Inventory 4th Quarter User s Manual Inventory Entry Pricing Duplicate Records The following records appear to be duplicates according to your specifications STOCK 2 25 Tennis Bag 136 STOCK 2 45 Waffle Ilron large STOCK 2 55 Pastrami Sandwich bf2s0a The Duplicate Records screen opened from within the Item Entry screen In addition to this manual search the system will also automatically search for duplicates when you enter a record This automatic search will locate all preexist ing items whose field values match the fields checked in the matching records screen If you do not set the criteria in this screen then duplicate checking will still be done but will use the default criteria set by the administrator Prices Table Page The Prices Table page enables you to set graduated pri
305. from the vendor record Shipping Address Your default shipping address is automatically placed in the Ship To area Press the Other button to select from a list of other Shipping Addresses The system sup ports an unlimited number of alternative shipping addresses that are defined through Maintenance screen located under the File menu appearing above 4th Quarter s Control Screen Print on Entry Below the screen s control panel is the Print on Entry check box which when selected automatically prints the PO when the record is entered The PO form printed in this manner only includes those items received most recently If there items have been received in multiple shipments and you want the form to summa rize their contributions then print the form manually using the Print Forms item described below Print Forms The Special Items menu enables you to perform special actions on orders that are either less common or should be restricted to certain users This includes print ing various order history reports approving the order and determining how it will be handled for the purposes of accounting Special Items Priority of payment F type Stock Service Change approval status Debit purchase account Yendor Inventory 486 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Entry Print Form The Print Forms item prints purchase order information in a variety of formats You can pr
306. fy button in the receivable specifica tion area on the customer entry screen It is also possible to modify the customer s account from the account entry screen after the customer has been entered Dr Balance Receivable Account 10100 91 Western Autodial fei Modify Finance 0 mon FIGURE 13 14 The receivable account specifications shown on the customer entry screen Changing the System s Default Account The customer accounts are tied to the default receivable general ledger account that is set for the entire system To change this default account go to the Default Account page of the Maintenance screen Locate the account labeled RECEIV ABLE GL in the Default GL Accounts list and press the Reassign button located above the default GL account list You can reassign the default to any account on a receivables journal For more information on managing the system s default accounts refer to the section entitled Default Accounts on page a 53 of the Administrator s Manual 4th Quarter User s Manual Customers 377 4Q Full Customers OL Account References Account References iesin Primeaun a Checking and savings accounts Cash 10091 Cash 2 i Receivable GL account for Client type customers Client CE 10101 Client Receivables Income from Client type sales Client CS 60006 Client Sales Asset GL account for Component items Component vas 10003 Inventory Cost of Component goods sold Component vcs S0017 Invent
307. g balance or account summary reports A separate report is printed for each account A sample running balance report is shown in Figure 9 20 on page 250 Payable Statements This is the same report discussed above on page 468 Aging Report This complex configurable report is described in detail in the section entitled Aging Report on page 251 470 Vendors 4th Quarter User s Manual CHAPTER 16 Purchasing This chapter describes the Purchase and Purchase Order transaction entry list and reporting Purchase Purchasing is supported in the Full version of 4th Quarter Purchasing Data Flow of Data Purchase events are of two types purchases with line items and purchases with out line items All purchases with line items are handled through the purchase Order PO area discussed on page 479 Purchases that do not have line items are discussed in this section Purchases that don t involve PO s draw on the data stored in the vendor and terms tables Purchases of this sort are created through the purchase entry screens These purchases create accounting transactions which affects the balances of ven dor cash and purchase accounts The Purchase List shows purchase transactions entered through purchase entry screens These screens support six types of purchase entries including cash pur chase credit purchase refund and others Each type is discussed in detail on page 476 Purchases made on credit do req
308. g copies adaptations or compilation works except copies of 4th Quarter Software for archival purposes is prohibited by law and constitutes a punishable violation of the law BRAIDED MATRIX INC PROVIDES THIS PUBLICATION AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE IN NO EVENT SHALL BRAIDED MATRIX BE LIABLE FOR ANY LOSS OF PROFITS LOSS OF BUSINESS LOSS OF USE OF DATA INTERRUPTION OF BUSINESS OR FOR INDIRECT SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES OF ANY KIND EVEN IF BRAIDED MATRIX HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES ARISING FROM ANY DEFECT OR ERROR IN THIS PUBLICATION The technology embodied in 4th Quarter is protected under U S Patent 5 740 427 Copyright 2001 Braided Matrix Inc All rights reserved The name 4th Quarter is a registered trademark The 4th Quarter logo the Braided Matrix Inc logo and the Braided Matrix name are trademarks of Braided Matrix Inc The following are registered trademarks of their respective companies Apple Macintosh LaserWriter Microsoft Windows Windows NT 4th Dimension ACI 4D Write 4D Calc 4D Draw and 4D Compiler 4th Quarter User s Manual 4th Quarter User s Manual 4th Quarter User s Manual Contents CHAPTER 1 CHAPTER 2 Welcome to a new dimension in accounting Docume
309. g feature you must set a reference date This is the date used to compute the next due date If you leave the reference date blank then the recurring interval will never be applied A template must also be marked active for the system to calculate next entry dates The Previous Entry field is filled in automatically when the template is used Whenever the system calculates a new Next Entry date it checks if there is already a value in the Next Entry field If there is it moves this previous next entry date to the Last Entry field before replacing it with a new Next Entry date The value is displayed for reference and can be modified 144 Templates 4th Quarter User s Manual Template Components The Next Entry field is calculated by applying the recurring interval with respect to the reference date It indicates when the template is next due for entry When the current date passes the next entry date the system sets the template s alert flag The alert flag can also be turned on manually independent of the next due date When the alert flag is set you will see a in the template or compo nent list screen The Final Date is the date after which the system the template to be inactive The system will not set a template Due for Entry if it calculates the next entry date to be beyond the final date The Final Date value marks the end of the active period If a template s alert flag is set you
310. gned to a template this is indicated by a bullet in the name of the Address button as it appears in the template entry screen This address is assigned to any transaction created from the template There are two ways to assign an address The first is by entering what is referred to as static text This is a string that is assigned to a transaction in exactly the manner in which you have entered it Templates 4th Quarter User s Manual AQ Core Template Components Mailing Address Rti10 Template Title Griswald Communications Retainer Use i Fixed Dynamic 3 Address as follows Fixed Dynamic Griswald Communications Ine Linkedto attn Mike McMillian Se 2005 Industrial Parkway r PEE eee eee Chantilly 11 98557 CS with address Alternatively ou can also assign a dynamic text address If you choose this option you will need to identify a record in a related file which itself carries an address When an address is dynamically linked in this manner the address that is assigned to any created transactions is the address that is assigned to that record when the template is applied To assign a dynamic address select the Dynamic radio button and press the Linked to button This will open a list of tables that contain record Click ona table to select it with addresses Click on one of the tables Customer Tables List A list screen for records in the selected table will appear You m
311. he Modify Terms list and entry screen where the management of term records is performed To enter a new record assign its properties in the entry fields in the Terms Modi fication screen and press the Add button These fields are Discount The discount percent w in Days The number of days for which this discount is extended Type The type of payment term w in Days The number of days from entry or shipping until payment is due To modify an existing record highlight it and press the Modify button The term will be removed from the list and its values will appear in the entry areas Make changes in the entry areas and press the Add button Terms marked as defaults cannot be modified To reset the records used as the default terms highlight the term record that you want to set as either the payable or receivable default Press the Default button In the dialog that appears indicate whether you want the record to be the payable or receivable default The record will be marked with a P R or PR in the Default column 370 Customers 4th Quarter User s Manual AQ Full Customer Entry To save your changes to the term records press Enter to discard all changes press Cancel When you return to the term s pop up menu its items will reflect any changes you have made Attaching Notes Notes Page Notes can be attached to customers through the Notes page Notes can be created modified deleted or prin
312. he account s activity or a summary of outstanding debts for the current selection of accounts The alloca tion specification dialog Figure 13 24 is displayed before printing A separate report is printed for each account Each report starts on a new page Logo Printing You can place your own logo at the top of the receivable statement The logo that is used on this report is stored in 4th Quarter s Picture Library accessible by the Administrator through the Maintenance screen see the Administrator s Manual page a 33 Pictures in the picture library are identified by their codes and the pic ture that s placed atop the receivable statement has the code 4QRcbl1 The logo graphic is placed at the top of the statement in an area 1 25 high and 5 5 wide The graphic is printed at actual size A sample receivable statement report is shown in Figure 8 22 on page 211 386 Customers 4th Quarter User s Manual AQ Full Reports Billing Labels Selecting this option first opens a sort screen for arranging the current selection of customers You then enter 4th Dimension s Label Wizard for creating billing labels associated with the current customers Receivable Account The following reports are available by pressing the Reports button in the Receiv List able Accounts list Account Summaries One line summary of each account in the current selection A sample Account Details report appear in Figure 8 16 on pag
313. he creation of a new 4th Quarter User s Manual Vendors 465 4Q Full Vendors Vendor List transaction that reverses the sales discount In addition the sales discount date on the entry that contained the expired discount is reset to the date 00 00 00 This is done so that the system knows that this discount is no longer in effect This method of removing untaken discounts does not have any effect on the con tents of purchase orders that have not been journalized Set Dates Dates from 07505700 Jto os72671995 Areca Alear Specify the range of due dates for which you want to remove expired sales discounts DT1 90 FIGURE 15 18 The date range dialog used for specifying sales discounts from within the Payables Account screen Purchase Order Discounts Account A discounts account is stored with each purchase order This account was recorded at the time the purchase order was entered according to whatever account was set as the default purchase order discounts account at that time This account can be reset on the Default Accounts page of the Maintenance screen Reports The following reports are available by pressing the Reports button in the Vendor List screen Summary A simple list of the currently selected vendors 466 Vendors 4th Quarter User s Manual AQ Full Reports Yendor List June 3 1999 8 53 4M Sample Summary Report Page 1 Billing Address Wark Phone a
314. he value for the items unit is the number of Stock Units that are packaged in corresponding alternative unit This needs to be set on a per item basis since because the quantity of items in a given package may differ from item to item For example not all cases have the same number of bottles When items are first listed on the line item of an invoice or PO they will appear specified in the default units The ordering units can be changed at the time the invoice or PO is entered by double clicking the line item and respecifying the unit See Line Item Entry Screen on page 417 When alternative units are specified the system prices the quantity being ordered on the basis of the actual quantity of the stock units involved in the shipment That is the system converts the number of items in the listed units to a number of stock units Then it system looks up the price for the number of stock units being ordered uses this to figure the item cost then converts back to get a price for the specified unit For example if bottles are priced at 1 each and you order for 5 ten bottle cases the system will return a price of 10 per case or 50 for five cases However if there is a 10 discount for orders of more than 100 bottles and you order 15 cases then the system recognizes that this amounts to 150 bottles and applies the 10 discount This reduces the per bottle price to 90 As a result the system changes the per case price t
315. he values you ve assigned to their atten tion fields Attention Search for Customers ATTENTION search criteria Search using attention codes equal to And are OF NvC_Jor N D_Jor Ti Active P any attention codes at all Inactive Search and Replace C Add to CI Remove from po Seer previous selection Cued d Search in selection FIGURE 13 3 The customer Search by Attention screen Address Search The Address search screen locates customers according to their related geo graphical or electronic address information Since customers can have multiple addresses this search will locate customers any of whose addresses match the specified criteria Address Search Find Customer Records Crimson Corners Add a final blank space to search for literal values Searching an these criteria can be very slow Adao SEARCH and gme Tie Remove from previous selection Search in selection FIGURE 13 4 The customer address search screen 4th Quarter User s Manual Customers 365 4Q Full Customers Company Information The address search locates all address records that have values that start with the criteria you specify For example if you enter Oak as a city then search will locate the cities Oakwood Oakdale Oakmont If you want to locate a literal value such as a city whose name is exactly Oak then add a space at the end of y
316. hich type of balance will be displayed as a positive number If for example the actual balance should be a credit when the column shows debits as a positive number then the credit balance will appear as a negative number 4th Quarter User s Manual Financial Reports 335 Financial Reports Reliability of Item Rows Roll up Button The values of item type rows are assigned to the zeroth summation level as described below Templates defined using item type rows are the susceptible to becoming out of date should there be a change in the chart of accounts A new expense account for example will not appear on a financial report generated from a template if that template was created before the new account was added and if that template is defined using only item type rows Templates defined using item type rows are not affected by changes in GL account numbers Item type rows identify accounts independently from the name and number assigned to them As a result item type template rows will locate and include the same accounts when creating financial reports after the accounts are renamed or renumbered This button will roll up all marked item type rows into a new single item type row If your selection of marked rows contains rows that already represent account roll ups then accounts represented by these rows will be consolidated in the new roll up that will be created You can marked a discontinuous selection of rows for
317. his location will only locate components that appear on the current journal s accounts e If you are looking at the components of one account then components will be viewed through the list screen shown in Figure 11 12 The account search per formed from this location will only locate components that are associate with the current account If you are viewing the components of one account and you perform a search for all components in the previous year then you will find all previous year s compo nents for that one account If you are viewing the components of 10 accounts and you perform a search for all components in the previous year then you will find all the previous year s compo nents for those 10 accounts Reports If you are viewing the components of multiple accounts and press the Report button you can print the list of components that is displayed on screen either with or without subtotals for each account A section of this report that provides account subtotals is shown in Figure 11 13 4th Quarter User s Manual Journals 305 AQ Core Journals Thu Wey 13 1999 Fage 1 Expense Journal ACEON Tran IDH Effective Entered Nokes Tite tem Debits Credits 0001 100 Sales commission Expense 31 333 w199 qizig Invoice IDH1 code 3 AA asdfasdia 237 4 4799 4 4799 F qegqwegqwegqwege pallettes 30001 100 Sales Commission Expense Total S0004 9001 Payrall ET 1 403 Weig8 a CheckMark Payr
318. his report is available from both the Payable Accounts List screen and from the Payable Account Detail screen The report contains two types of items The first are the primary items These are the items that meet your specification criteria The report will display how these items are allocated to one or more corresponding entries Below each primary item the report details corresponding entries that were allo cated to the primary items These are called the secondary items If no allocations were made to or from a particular primary item then no secondary items will appear beneath it The report shows the primary items with a white background and the secondary items with a grey background The secondary items are listed below the primary item to which they are related Both primary and the secondary items listed below them are related to the same account The amounts of each item are shown in the debit and the credit columns The report totals both the primary and secondary contributions This report requests that you specify the date range for the primary items that are to appear on the report This date range can either apply to the effective date of 4th Quarter User s Manual Accounts Payable 247 Accounts Payable the entries or it can apply to the date at which the last allocation was made to the entries Allocation Report Specifications Print allocation reports for the 4 accounts in the current selection
319. history records such as the date lot number vendor ID and comment but you cannot change the number of items or the cost basis Be sure you are entering the correct cost basis and quantity before pressing the Assemble button Accounting Transac When the item is assembled an accounting transaction is created It is records a tion credit to the asset accounts of the components and a debit to the asset account of the assembled item The transaction is dated according to the Date of Assembly and annotated with the reference lot number and memo you provide If the components and the assembled item all have the same asset account then an accounting transaction will not be created This is because in this case there is no change in any account balance A history record noting the quantities assem bled will still be created and can be viewed on the History page Item Lot Tracking Lot numbers are assigned to items when they re added to inventory Items can be individually set to be tracked by lot number as they re sold When items are tracked in this manner the lot numbers for ordered items appears as part of the invoice line item once the invoice is entered To track lot numbers for a particular item click on the Track Sales by Lot Num ber check box on the first page of the item entry screen This instructs the pro gram to fill orders for individual line items from a single lot on invoices Each invoice line will then show the respecti
320. ia you specify If you are looking for GL accounts that satisfy one or the other of these criteria then you must search on each criteria separately and use the Add To radio button each time to add the located GL accounts to those found previously 60 Chart of Accounts 4th Quarter User s Manual General Ledger Accounts Related Account Properties Find GL accounts that are linked to 1 bepartment L r Humber of Accounts Any Number of Accounts C One or More Accounts C No Accounts Search and te Co search oe even d Search in selection FIGURE 4 5 The GL Account Related Search screen a GL Account Entry You can create GL accounts from the GL Account List screen You can also create GL accounts from the Accounts List screen This is done by selecting the Add item appearing on the GL Account menu located on the menu bar above that screen 4th Quarter User s Manual Chart of Accounts 61 AQ Core Chart of Accounts GL Account Entry 1 of 1 Basic Info options Budget caida 2 Posted Dr Bal ID Created t nonmodifiable if accounts assigned 0670371999 Active Client Receivable i Typet GL NE Dept Center or00 000 ooo L bepartment Journal Account References D accountts Receivable w Update accounts List accounts related to this GL account Ta inaging reporta Yes No inaudit reports G Yes No Entert Herr Description CA
321. iated with any GL account can also be deleted Equity Account Assignment Equity accounts can be assigned to journals and these equity accounts are used to receive accumulated income and expenses when the year or period is closed These equity accounts are usually but not necessarily given the name Retained Earnings A different equity account can be assigned to every journal The equity account assigned to a journal is the default equity account used by any GL account linked to this journal However you can assign different equity accounts to GL accounts thereby overriding default set for the journal 4th Quarter User s Manual Journals 299 AQ Core Journals Journal Entry 3 of 7 P E E E ee iy ore ree aE ee J 1I Name Link journal s accounts to equity Type SOO01 100 Retained Earnings Retained Income i new Ch new amp current accounts Assigned to GL Accounts Number Name s lt si sw sD Ss Interest Income Incame Shipping Income Income Client Sales Income Finished Goods Inventory Income Component Inventory Income Operating Inventory Income Instruction Inventory Sales Income Client Sales Income income Income Client Sales Income FIGURE 11 8 The Journal Entry screen from which equity accounts can be assigned globally Example An National Income Journal can be assigned a National Retained Earnings equity account The journal may have the Chemical Sales and the Glass
322. ication Automatic Creation Press the Create button to enter the specification window for automatic report template creation In this window you specify the type and extent of the report you want When you press the Create button the system will assemble and save a new report template according to your specifications Since it is easier to modify an existing complete report than it is to build a new report from scratch you should use this function whenever you need to create a template that is close to one of the types generated automatically 4th Quarter User s Manual Financial Reports 327 Financial Reports Report Specifications Fn Create a financial report template to meet the following criteria Report type Change within Period w LJ Limit to accounts of protit center Use Only Active Accounts Assign to rows the account number and name ka Report Template Name Create Template FIGURE 12 7 The report template specification window for automatic creation of new report templates The template specification screen offers the following choices e Report type automatically created reports can be either balance sheets or income statements The resulting balance sheet or income statement will be limited in scope according to your specifications e Report Template Title the title distinguishes this from other templates It is not printed on the report itself e Profit Center you can
323. ices and purchase orders Direct additions and removal of items is done through the Adjustment or the Assembly screens 510 Inventory 4th Quarter User s Manual AQ Full Inventory Data When items are purchased or sold they are listed as a line item on an invoice or PO Each line item refers to one item in inventory and records it s price or cost quantity ordered and quantity shipped or received Items carry a list of cost and price levels A price level is a set of prices that apply to different ordered quantities Each price level is marked with a code and these match codes that are assigned to customers The price levels are used to set the default prices that appear on invoice line items Each item can have any number of price levels A cost level is a set of costs each cost being associated with a quantity or price break Each cost level is linked to a vendor An item can have any number of lev els each associated with a different vendor These cost levels determine the default cost that appears on PO s Price Basis Invoice Line tems war CLC FIGURE 17 2 The relationship of inventory items to line items and price bases Inventory List To reach the Inventory Area select Inventory Items from the Inventory pop up menu on the control screen or select Inventory Items from the Products menu 4th Quarter User s Manual Inventory 511 AQ Full Inventory The inventory search scree
324. ices will be provided to each In terms of how data is stored cash accounts are much the same as other asset type account 4th Quarter provides a different graphical interface for managing cash accounts because additional functions apply to cash accounts The cash interface provides transactions list and cash entry screens You add mod ify and delete entries print checks and reconcile past statements from the cash transactions list screen You enter receipts and withdrawals through the cash entry screen Creating Sales Invoice and PO entries can also effect cash accounts These are called cash related transactions because they are not created directly from the cash management area To modify a related cash entry you must access these records from the area in which they were created Invoices must be modified through the invoice area and similarly for the other types of entries 149 Cash Accounting Cash Account Accounts Cash Related Transactions Transactions j Functions Reports etc 4 i etc Check Printing Reconciliation Running Trans Alloc Balance actions ations FIGURE 7 1 Flow of data from cash and cash related transactions to the cash accounts Cash Account List Selecting the Cash Accounts List from the Control screen takes you to one of two different areas depending on how many accounts are on your Receipts and Dis bursements journal If there is only one cash account it is displ
325. ich are not generated from templates 4th Quarter User s Manual Financial Reports 321 Financial Reports Financial Report Templates Balance Sheet Posting Summaries GL acc t 1 period GL acc t 1 period 2 GL acc t 2 period 1 etc Custom Payable Functions Financial Reports Reports Auto Create Balance Account Template Sheet Summary Verify Income Trial Template Statement Balance etc Statement etc FIGURE 12 1 Flow of data from transaction components into AP accounts and from AP accounts to reports Printing Reports The financial reports are assembled from information posted to the GL according to report templates The report templates store the form of the reports what items appear on what rows and columns and a default range of dates or periods You can redefine the date range of a report at the time you create it Financial reports can be printed to disk paper or viewed on screen Financial reports can be formatted to print up to four columns of information Each column can display the actual or budget values of GL accounts A column can 322 Financial Reports 4th Quarter User s Manual Generating Reports Report Editor Print Reports alternatively display a percent analysis or figures that appeared in the previous col umn These alternatives are illustrated below Sales Breakdown 1 1 97 to 4 1 97 to 7 1 97 to 11 1 97 to 3 31 97 6 30
326. icular profit center You can also configure the report to break out subtotals by account category and profit center These two checkboxes are interdependent If you select the Account Category box then you can check the additional Profit Center box If you do not select the Account Category then you cannot select the Profit Center box In the Format and Media area you specify how the numerical account totals will be formatted and the output media If you check the Send to Printer and the Send a Copy to a Text File check boxes then the system will both print and save the report Reports saved to disk are stored in tab delimited format with carriage returns after each line Be attentive to your selection of a number display format If you specify a format that is too small to fits any or all of your total values then these values will appear on your report replaced by the symbols lt lt lt lt lt lt lt lt This indicates that the number has more figures than can be fit in the format specified Should this occur you ll need to respecify the format The codes used in specifying the various for mats are discussed in the section Numeric Formats on page a 196 of the 4Q Administrator s Manual On the Columns page of the Summary Specifications dialog you specify the num ber of periods to be displayed and the duration and ending dates of these periods 282 General Ledger 4th Quarter User s Manual Reports Printi
327. id in the Paid field the remainder automatically becomes the amount payable Item History List The History button displays the history of the receipt of items It lists the item the quantity received and the specifics of the shipment These records are han dled automatically by the system you can not modify them directly The shipping information that s related to the received items can be modified through the Ship ping page described below Item Receipt History 1 PO H2 13 Stock Code Ship Date Tracking Code Priority 1 3 tennis racquet string Airborne 01 01 98 Surface FIGURE 16 17 Item history dialog accessed from the History button on the Purchase 4th Quarter User s Manual Purchasing 495 4Q Full Purchasing Order Entry screen When items are received either from the Virtual Purchase Order or from the Receiving User Area the date time and name of the user who made the entry is recorded with the shipping record This is displayed at the bottom of the record that s displayed when you double click on the shipment record Purchase Order Item History 1 of 3 Code 1 112 Name quantity in ffs n oo UPS 1171798 11 48 PM Date 11171798 Time 11 48 PM User False Dilbert Carrier UFS Friority Tracking W FIGURE 16 18 Item history detail screen accessed from the History button on the Purchase Order Entry screen Line Item Entry Dou
328. ied R reversing transaction affects how the transaction is treated on reports X corrected by another transaction Z restricted access 4th Quarter User s Manual Transactions 103 Transactions Special Items Create Cash Transfer Display Transaction List of Accounts Create Cash Transfer Display Transaction List of Accounts List Screen Functions involves the Receipt Disbursement Journal 3 or more components a period closing transaction which reduces an account s balance to 0 Special Items Menu The following three items appear on the Special Items menu This opens the Cash Transaction Entry screen for entering a cash deposit or with drawal This item is only available to users who are members of the Cash Dis bursements Group This screen is the same screen that is used in the Cash Accounting area for entering cash account related transactions Highlighting a transaction and selecting this item will show any transaction in a display only screen This enables you to view all of the components associated with a complex transaction such as an invoice You will not be able to change any of the accounts or amounts This opens a list of accounts in a separate window The list screen has buttons that allow you to add modify and delete transactions We ll look at the Template Reverse and Apply to buttons The Template button allows you to create a new transaction using a transacti
329. ient Sales Client Sales Client Sales FIGURE 12 27 General Ledger Postings screen displaying the posting items that have contributed to a particular cell on the hypertext report This screen has four arrows in the lower right hand corner that allow you to navi gate around the report in any direction Some cells do not refer to GL history These cells simply show the value that appears on the report As you navigate around the report the display changes to display the history of the cell you ve selected Press the Return button to return to the top level of the hypertext report Posted components screen For a list of the transaction components behind the posting item highlight that item and press the Details button to open the Posted Components screen This shows a list of the transaction components that contributed to the GL account s posting entry To see the complete transaction details associated with a particular component highlight that component and press the View button This shows all components of the posted transaction 356 Financial Reports 4th Quarter User s Manual Configuring Templates It is possible that some of the original transaction information has been archived so that some contributing components will not appear in the Posted Components list When transactions are archived they are removed off line and stored in a separate file They are not available for examination from within 4th Quarter un
330. ies affecting AR and AP accounts The Allocate to All and the Allocate to None options override any settings that are recorded with the customer or the customer s account Allocate as Per Account 198 Accounts Receivable 4th Quarter User s Manual Individual Account Allocation Allocate to 1tems hManually Marked To All Allocate to items Toll This option which is the default will allocate payments for those accounts in which automatic allocation has been turned on If automatic allocation has been turned off for any particular account then the system will leave payments undistributed An account will normally inherit the automatic allocation assignment from the GL account that it s attached to This can be overridden through the account entry screens In these screens you can set automatic allocation to be set differ ently for every account Allocation done at the time the transaction is entered is not controlled through the AR area Rather the AR area allows you to review the state of the account whose ongoing maintenance is being handled automatically TO All Unpaid Items Pressing the To All button in the lower left side of the allocation screen in Figure 8 11 tells the system to apply all available payments to all open debts in accordance with the priority due date payment scheme mentioned above This is the easiest way to make sure that all payments are distributed and that any
331. ifferently to each sales person 4th Quarter User s Manual Sales 431 Sales Sales People List The Sales People area is accessed by selecting the Sales People item from the Sales Related pop up on the control screen This opens the Sales People List screen Sales People List 1 Mame Title Firm Phone 1 Adrian Cook Sales West Excalibur 808 699 9867 4 Ying Kwan Sales South Excalibur G08 899 9659 5 oAlSstair Cowles Sales NE Excalibur 808 899 9125 FIGURE 14 29 The Sales People List screen accessed from the control screen 432 Sales 4th Quarter User s Manual Sales People Searching Example Search The search pop up supports the options to search by Example or to show all The search by example screen presents the now familiar search interface for locat ing Sales People records Sales Person Search ID And display eer ee only those that ARE ARE EITHER Last Name en Active O i 7 Rate Work Phone 1 Work Phone 2 Match Payable Ace t ID Many Gall Payable Balance E Je criteria Search and Replace CD Add To CD Remove From previous selection __Search BOOOooORoOo Search in selection FIGURE 14 30 The Sales People Search screen Sales People Entry The Sales People entry screen consists of 3 pages The first for personal details the second for the commission formula and the third for related accounts 4th Quarter User s Manual Sales 433
332. ified as 5 10 means a 5 discount is offered on the item total if payment is received within 10 days 4th Quarter removes untaken sales discounts from both sales and purchases When purchases are entered and purchase orders journalized with a sales dis count it is assumed that the discount will be taken and the discount is used to compute the actual payable amount In the event that payment is not made within the discount period the transaction s sales discount must be removed or reversed to reflect the fact that the full undiscounted amount is now due Discounts on Purchases and PO s The dialog in Figure 9 6 gives you two options e Remove Discounts from Selected Accounts e Remove Discounts from All Accounts If you choose the first option 4th Quarter looks only at those purchases and PO s written to the payable accounts in the current selection If you choose the second option 4th Quarter reviews all payable accounts looking for untaken sales dis counts 4th Quarter User s Manual Accounts Payable 227 Accounts Payable 4Q searches for purchases and PO s whose sales discounts have expired and that are not fully paid PO s may be found in any of following three stages of processing and 4th Quarter will handle each of these cases differently Handling PO s e Unjournalized PO s These are PO s for which there are no transactions either because they have not been shipped or because they re being batch proc
333. ill also be set to be inactive as well Accounts carry other properties including links to other files and fields labeled Name on Check Attention and Restricted Access status Chart of Accounts 4th Quarter User s Manual AQ Core Accounts The Name on Check field is used for expense accounts to which checks are writ ten This name is used when an account is the first one specified on a check In that case the Payee field if the check is automatically assigned the value stored in the Name on the Check field The user entering the check can overwrite this value at the time the check is being entered The Attention field is hold up to three characters and can be assigned to an account from almost any location It provides users with a way to assign thousands of different 3 character code values to mark accounts for special attention or fur ther processing An account assigned a Restricted Access status can be viewed or modified only by users who belong to the Restricted Access group These and other account prop erties are discussed in detail below GL Dependent Properties Accounts inherit all the properties of the GL account they are linked to That is to say that all the accounts linked to a GL account will inherit the account type jour nal department and profit center assigned to the GL account In fact the only way to assign these properties to an account is to link it to a GL account which has these types
334. in the Related Transaction ID References area The Old and the New buttons are only active when transactions are referenced Pressing these buttons displays the contents of the referenced transaction Address Assign an address to a transaction by pressing the Address but Address ton on the Brief or Detailed pages of the transaction entry BeA screen When a transaction has an address associated with it the Address label on this button is preceded by a check mark Pressing the Address button opens the address entry screen Mailing Address enter Cancel FIGURE 5 14 The address entry screen for transaction addresses Mailing addresses are associated with transactions and templates The mailing address given to a cash withdrawal is also printed on the face of checks You assign static addresses to transactions you can assign either static or dynamic addresses to templates 120 Transactions 4th Quarter User s Manual Cash Transactions Cash User Area A transaction s mailing address is set by pressing the Address button in the trans action entry screen If you create a transaction using a template the transaction will be assigned the template s address This address is called static because it remains unchanged no matter what other changes occur in the database When a transaction is created from a transaction template the template s static or dynamic address is copied to the transaction Once the address
335. int the a list of all items shipped or combinations of past shipments PO Forms Click the farm to use to print previous shipment Purchase Order Receiving Slip FIGURE 16 9 The list of forms accessible from within the Purchase Order Entry screen After you select the Print Forms item a list of possible forms appears If only one shipment has been received then the printed form will include this information and will print immediately If multiple shipments have been received then a list of shipments is displayed Click on each date that you want included on the printed report Shipment Dates Indicate the shipment dates to include on the form Tt150 Mon Jule 1996 Thu dul4 1996 F select _cance_ FIGURE 16 10 List with all past shipments received have been selected Change Approval Status The Change Approval Status item changes the purchase order s status back and forth from Approved to Not Approved each time the item is chosen Items can not 4th Quarter User s Manual Purchasing 487 4Q Full Purchasing Payment Priority be received until the PO is approved Once the items are received the PO can be journalized causing an amount equal to the cost of the received items to become payable You cannot un approve a PO that has already received items The Priority of Payment item allows you set the payment priority associated with this purchase order The priority as
336. iod are determined by the daily rate The speci fied monthly rate is multiplied by 12 to get an annual rate that is divided by 365 to get a daily rate This daily rate is applied to each overdue item according to the number of days since the item was due or since finance charges were last assessed on that account whichever is more recent Finance Dates The last date up to which charges were levied is stored with each account This date is used to ensure that the finance charges are not levied twice for the same period Since finance charges are only assessed at your instruction they com pound at whatever intervals you choose Charges are computed up to the current date or another date that you specify No Effect on Accounts with Undistributed Funds Finance charges will only be assessed on an account if it has no unallocated debits These are payments that you ve made that have not been allocated to cover pay ables in any particular account When such payments are present the system will not assess any finance charges on that account no matter how large the debt If you assess finance charges on a group of accounts those with unallocated pay ments will be skipped To correctly assess finance charges you should first apply all payments to debts using the Allocation for Accounts item located on the Special Items menu This ensures that all payments have been applied meaning there are no unallocated debits Finance charges may then be
337. ion User Audit Trail Most accounting related records in 4th Quarter store the date time and user asso ciate with the last modification of the record This information is displayed in small type at the lower left hand corner of the first page of every entry screen 38 Conventions 4th Quarter User s Manual Data Entry This information cannot be edited For the most part it cannot be used to search or sort records nor is it printed on any reports You must enter the record entry screen to view this information Be aware that when you audit user changes by opening records in their entry screens you must press the Cancel button when leaving the screen If you press the Enter button or the Next or Previous record buttons buttons marked with the lt or gt sym bols the previous audit information will be erased and your name will be recorded as the last user to have made modifications to the record This will hap pen whether or not you actually modify any of the data in the record Entry screens indicate required fields by using labels displayed in blue type Some value must be entered in all of the required fields or else the system will not accept the entry Basic Info Get Number 105___ suffix Mame office Supplies C SOC Some entry screens prevent you from making modifications Your ability to make changes to the record through these screens may be limited to comment or note fields
338. ion Summary Reports Report A Denn p etc Reports oummaty Report etc Customer Statement etc FIGURE 13 1 Flow of data from customers through sales to customer accounts Select the Customer List item on the Customers pop up menu in the Control screen The Customers List appears with the standard function buttons at the bot tom of the screen 362 Customers 4th Quarter User s Manual AQ Full Customer Data C Cu OOM List SSS Wk Phone ae krip Alberty Retrograde Motorcars Quill NY 605 454 8778 Client Greg Alexander Chatham Township Co Westerly Pa 606 7388 5546 Client John Barkealey Western Autodial Bradly Y 808 677 9002 Client Drake MeCarthy Hommies And Babies San Pedro CA Client Anne Ruth Quest Corp High Falla WY 914 222 3355 l ov O Double click ona customer to modify FIGURE 13 1 Customer List screen a Searching Various search functions can be accessed from the Search pop up The items Example above the line on this menu all open screens in which you specify search criteria Attention Address Below the line appear each of the types of customer that are defined for your sys tem Customers are located by type as soon as you select the item from the pop up All Active i Prospect list Client Example Search The Example search opens a screen in which you specify some combination of the criteria shown in Figure 13 2 Mark the check boxes on the left side of the sc
339. ions 5 attn Ref N Account 041171999 F Receivable sale Bob Cross O4 06 1999 P Cash sale General Cash O4 06 71999 P Sales refund General Cash O4 01 1999 Po Receive paymen Braided Matrix 0172171999 PY Receivable sale Grundwald Construction et v ay All sales transactions are accessible earch J sere JL Ave Ji Anolyto TE Ce a TE FIGURE 14 2 The Sales Transaction screen The List of Sales screen provides three search dialogs accessed through the Search pop up menu It provides several reports through the Reports button and enables global modifications through the Apply to button To view a sale or to modify it double click on its row The system will display the sale using the appropriate Sales entry screen E Searching The transaction search opens a dialog in which you specify general transaction cri teria When you press the Search button the system will locate purchase transac Transaction tions satisfying the criteria you indicate but only transactions entered through the ACCOUNT U Sales Entry screen will be displayed This search is discussed in the section Transaction Search on page 106 Show l The account search opens a dialog in which you specify the accounts that are affected by transactions When you press the Search button the system will locate sales transactions satisfying these criteria you indicate but will only those entered through the Sales Entry screen This search is
340. ions that are discussed in more detail in the section titled Sales Entry on page 393 4th Quarter User s Manual Accounts Receivable 177 Accounts Receivable Receivable Accounts List Many receivable accounts are linked to a few receivable General Ledger accounts Entries make to the accounts are totalled by period and copied to the GL accounts in the posting process The system maintains separate GL receivable accounts for each type of customer All the receivable entries for customers of a given type post through to a GL account specifically for customers of that type Accounts Receivable functions are divided among four different list screens e List of Sales screen See page 391 The List of Sales screen is accessed from the Sales pop up menu on the Con trol Screen e List of AR Accounts screen See page 175 The Receivable Accounts list is accessed by selecting Accounts Receivable from the AR amp AP pop up on the Control Screen e Multiple Account Receivable Allocation screen See page 188 The Multiple Account Allocation screen is access by pressing the Items Due button on this list screen e Receivable Account Allocation screen See page 196 The Receivable Account Allocation screen is accessed by selecting a particular account from the list of AR accounts and pressing the Select button In order to purchase on credit each Customer must have a receivable account Receivable accounts can also be c
341. ir GL account number All subsequent rows are moved down to accommodate the new rows Note that the system will only unroll marked rows if the marked rows meet the following requirements e All marked rows must be of item type That is they must represent individu ally specified accounts not ranges of accounts and not sum or text lines e All marked rows must NOT have any percent group associated with them That is the column of all marked rows must be blank If any of these conditions are not met the system will not unroll the marked rows Range Rows A range row displays accounts specified only by the starting and ending values of their GL account numbers A range type row will include those accounts whose numbers matches the starting and ending numbers or fall within the range of these numbers When you set the Range radio button and press Insert you re presented with a GL Account Range screen Type in the starting and ending number of the range 4th Quarter User s Manual Financial Reports 337 Financial Reports Range type Rollup using the leading 5 character GL account numbers Press the GL Account buttons to search through lists of GL Accounts GL Account Range Specify a range of GL Accounts by number Include GL Accounts whose leading S charater number starts at GLAccount Endsat GLAccount C Limit to Department C Limit to Profit Center Use Only Active Accounts Roll Up Accounts in R
342. ird of the page The tractor feed format prints to Deluxe Corporations form 091004 that is 8 1 7 2 wide and 7 tall The first 3 and 15 32 8 8 cm of the form is the check itself while the remaining part of the form is called the stub You can choose to print either a summary of the transaction on the stub the distri bution details or you can use stock that has no stub at all You control this choice using the Printing Format popup menu The system defaults to whichever of these options is selected by the administrator as the default see Check Printing on page a 04 of the Administrator s Manual When you press the Test Print button a sample check is printed with the word VOID printed across it Use this feature to ensure that your forms are properly aligned Press the Change Next N2 button to change the number of the next check for this account Each account has its own check sequence which you can change to a higher number to accommodate checks that have been hand written The check number cannot be lowered The Date to Print on Checks field allows you to date the checks to either have a fixed specified date or the same effective date the transaction was entered Cash Accounting 4th Quarter User s Manual Reports Confirm Check Printing Laser Form Unprinted button This button activates the program to search the subaccount for all unprinted checks and to place them in a print queue The unprinted ch
343. is assigned it is stored with the transaction as static text dynamic relations are not maintained in the transaction record Cash Transactions Cash entries are handled by account through the Cash User Area discussed in detail in Chapter 7 Cash transactions are transactions which have at least one cash account compo nent Nearly every type of transaction can under some circumstances involve a cash account For example a sale purchase or invoice will generate a cash trans actions if it involves the some transfer of cash Ath Quarter has a special entry screen for cash transactions entered through the Cash User Area This multi page screen shown in Figure 5 15 recognizes the cash component from the other transaction components and display it at the top of the screen This cash entry screen along with other cash accounting functions is discussed in detail in the Chapter Cash Accounting on page 149 4th Quarter User s Manual Transactions 121 AQ Core Transactions Cash Transaction Entry lof 1 Brief Form Detailed eae Delete Record eco Ne Account NE 30002 100 Sales Tax FIGURE 5 15 The Brief Form page of the Cash Transaction Entry screen It is possible to enter a cash related transaction through the general entry screen discussed in the section General Transactions Entry on page 109 You can add a cash account to the accounts list and if you re a member of the
344. isfied It indicates to the ven dor that you will refuse to accept any order received after this date This date is printed on the PO is for the vendor s information only Request by the latest date on which you want this order shipped This date is printed on the PO is for the vendor s information only Last Printed the date when some form of the invoice was printed Refer to the Line Item Printing History page for details on when each line item was last printed Access this page from the History Printing popup located on the Line Items page of the PO Last Modified at the lower left hand side of the Vendor page of the PO there appears the date time and user who entered the last modification Specify a Vendor Specify a vendor for each purchase order by entering the vendor s Code Last Name or Company These fields are clairvoyant as indicated by their underlined labels This means that 4th Quarter will use whatever partial value you enter to search for a vendor of that description Append a blank space to the value you 4th Quarter User s Manual Purchasing 485 4Q Full Purchasing enter to indicate to 4th Quarter that you want to use a vendor associated with the exact value specified If several vendors meet your description choose one from the list of alternatives To search through all vendors press the List button Once you specify a vendor the Address and Terms fields are automatically filled in
345. isplay a list of all accounts starting with that number If only one account is located then it is used to fill in the remaining fields If you don t happen to know the account s number but you do know its name then tab your way through the three number fields without entering any values until you reach the name field Enter the first characters of the name of the account and press the Tab key The system will look up accounts whose first let ters match the Name entered and display a list for your selection 4th Quarter User s Manual Transactions 111 Transactions Search Buttons Cash Accounts are Excluded Recall the specification convention mentioned in String Specification Conven tion on page 47 The convention is that if you append a trailing blank value to a value in a clairvoyant field the system interprets that to mean that you are looking for an exact match to the string that precedes the final blank space In this case the system removes the trailing space before searching for a match If you end your string with a nonblank character then the system will find all items whose leading characters match the values you have entered If you re not sure of either the Number or the Name press the Account button This opens the Account List screen allowing searches on various account criteria If you re on the Detailed Form page you can also press the GL Account button This opens a GL account list scr
346. ist item on the Vendors pop up menu in the Control screen The Vendor List appears with the standard function buttons at the bottom of the Vendors screen Add Vendor 448 Vendors 4th Quarter User s Manual AQ Full Vendor Data eta List SSS B_ Wwk Phone Manufacturing Kosan Brantise kosan Enterprises Manufacturing Blanche Du Bois Wilson Tennis Co syracuse NY 315 466 9320 shipping Dick Murphy ship O Rama Pray City Ak 458 546 5564 Manufacturing John Omarra oS Babolat amp Sans New York Cit 212 568 6598 shipping Wan Wong Hong Kong Carriers Ltd Pay 1 Pay C800 494 3996 Oo Double tlick n a Yendor to modify FIGURE 15 2 The Vendor List screen E Searching Various search functions can be accessed from the Search pop up The items cin above the line on this menu all open screens in which you specify search criteria Attention Related Below the line appear each of the types of vendors that are defined for your sys Address tem Vendors are located by type as soon as you select the item from the pop up list All Active Licensor f s Manufacturing The Example search opens a screen in which you specify some combination of Sales Rep the criteria shown in Figure 15 3 Mark the check boxes on the left side of the Shipping screen adjacent to each criteria that you want to match Use the pop up menus next to the entry fields to specify the type of search you want performed Refer to the se
347. iteria dialog This oper ates much the same way as the Search by Example screen mentioned above Check the items you want included in the search Specify the criteria and press 82 Chart of Accounts 4th Quarter User s Manual Accounts Search In this screen the criteria you indicate are applied inclusively That is the system looks for accounts that match all the specified criteria not just one or two Search by Type Criteria Search for accounts that Have the status and have restricted access and balance alerts and linked and linked and linked and linked and linked and linked Search and department profit center journal records in table Customer records with ID GL H2 Replace J Addto Remove from previous selection CI Search in selection Suz 10a FIGURE 4 21 The account Search by Type screen Account Entry Press the Add button to create a new account or the Modify button to edit an existing account You can also create and edit accounts from the Accounts page of their related GL account Refer to the section entitled Accounts Page on page 69 for more details A shortcut for creating accounts is to highlight an existing account that is related to the GL account you want your new account to be related to Press the Add but ton and a blank account entry screen appears with the indicated GL account already assigned 4th Quarter User s Manu
348. ith your business e Changes to 4Q s core accounting module supplied by Braided Matrix can be installed without disrupting your custom application e Changes to your custom application can be made without disrupting the core accounting application e Your program can evolve over time without the old format of your data becom ing incompatible with new format e AQ is the only accounting platform you ll ever need Patented We believe that the way we ve separated accounting function from business func Technology tion is so general and useful that all future modifiable accounting application will have to follow this model We ve convinced the U S Patent and Trademark office that 4th Quarter s concepts are both novel and useful Braided Matrix now holds a US Patent 5740427 on these methods giving us exclusive rights to employ this technology 36 What s New 4th Quarter User s Manual CHAPTER 3 Conventions This chapter reviews the graphical conventions and the techniques to organize information used throughout 4th Quarter Graphical User Interface Our screens use certain conventions to help you understand the data you re view ing and the functions available to you We consider these conventions as they appear on the three types of screens List screens Entry screens Dialogs Windows vs Mac Microsoft Windows and Apply Macintosh largely share the same interface but there are the following minor differen
349. ity then search will locate the cities Oakwood Oakdale Oakmont If you want to locate a literal value such as a city whose name is exactly Oak then add a space at the end of your search specifier Vendor Entry Company To reach the Vendor Entry screen either double click an existing vendor record Information or press the Add or Modify button At the bottom of the screen appear tabs that take you to the different pages of the entry screen Basic Info Page The Basic Info page of the Vendor Entry screen provides access to names phone numbers and primary addresses as shown in Figure 15 7 To enter a vendor record you must supply either a name or company and you must assign the ven dor a type Additional information can be added at a later time 452 Vendors 4th Quarter User s Manual AQ Full Vendor Entry Each type of vendor is linked to a different purchase account The exception is any vendor assigned the type of prospect These vendors are not setup for purchas ing and have no accounts linked to them The administrator can change the list of vendor types through List Manager screen Refer to page page a 28 in the Admin istrator s Manual for further details QQ SSS endor Entry 3 of SS SS Fy Basic Info Details Tree ID Modity Date Code Type SH Shipping gadis 1 jlosve7 1999 Salutation Mr Tite o EONA L wk i whet i Company Ship 0 Rama ept Production P pa
350. ity the greater preference is given to retiring the debt The system give an item s priority rating precedence over its due date all items of a higher priority level are retired before items of a lower priority level When allocating to items that share the same priority the system will retire the oldest debts first A debts age is given by the time since it was due This can be independent from the date on which the debt was entered Manual allocation allows you to split Payments among multiple obligations apply multiple Payments to a single obligation or redistribute several Payments among several obligations The following functions provide ways to allocate funds e automatically when payments are made e automatically to all unpaid items e automatically to all marked items e manually to the selected item We ll consider each of these options in turn When Payments are Made When an AP transaction is entered the system will or will not allocate payments to debts automatically depending on how the Allocation pop up is set in any of the various transaction entry screens The Allocation pop up gives three choices e Allocate to All In this case the system will match any new payments with any existing debts or match any new debts with prepayments Autoallocation will be performed for all entries that affect AR and AP accounts e Allocate to None 4th Quarter User s Manual Accounts Payable 239 Accounts Payable
351. l phases of products ordered and back orders received If the PO record terms of sale that include a sales discount then any future shipments made on this PO will generate a discounted payable amount as a result of this sales discount That is the process of automatically removing sales discounts removes expired discounts but does not prevent the generation of future discounts If you want to prevent a Accounts Payable 4th Quarter User s Manual Multiple Account Allocation PO from applying a discount on future received shipments then you must enter the PO and modify either the discount percent or the terms of sale Discounts removed from entries made to accounts in a particular journal will only apply to accounts on that journal Multiple Account Allocation Multiple Item This screen accessed by pressing the Items Due button shows outstanding Allocation screen debts for all the accounts displayed in the Payable Account list This screen will show any or all outstanding debts for the current journal Only items on the Payable journal are shown Comp 2 D00 5 kosan Enterprises 274 a 0005 45 Erehwon Ine eo 16 00 SF 1a a oF F i F p DOULA areas E Show only items with amounts due cum Marked 75 00 Due 112 89 FIGURE 9 7 Multiple Account Payable Allocation screen for reviewing debts and disbursing payments When this screen is first opened it displays all currently d
352. l PO record tracks the receipt of all items There are no additional docu ments tracking back ordered items The PO tracks the total quantity ordered and received the carriers and dates of receipt Purchase orders may be credited to accounts payable or they may be paid in cash They can also involve a combination of debt and payment The order only gener ates payable entries for items that have been received The order can be changed at any time it is not constrained by the process General Ledger posting process Purchase Order List Select the Purchase Orders item from the Purchase Orders pop up menu on the Purchase Orders Control screen or select Purchase Orders from the Purchase menu The list Add Purchase Order screen provides buttons for searching for purchase orders and for sorting printing Receive tems and reporting Purchase Order List 5 Ordered Vendor Hema Status Terms S 6 99 Ship O Rama sales discount of 2 Net 570 75 Wilson Tennis Cao a Sales discount of Net 5 10 5 12 6 98 Wayfarer Il a Sales discountof U Wet S 1075 of6 99 Acme Tire Retreads Sales discount of 1 Net 5 10 5 l2 r 98 SBabolat a Sales discountof U Wet 5 10 5 a Oo Double click ana PO to modify FIGURE 16 6 List of purchase orders The Report button opens the Select Report and Media dialog that prints the cur rent selection of purchase orders according to the report option selected You can print a line or detailed summary purchase o
353. layed Click on each date that you want included on the printed report The Priority of Payment item on the Special Items menu in the Invoice Entry screen allows you set the payment priority associated with this invoice The prior ity assigned to an invoice along with the invoice date determines the order in which it will be paid When you make a single lump sum payment for several invoices they will be paid off first in order payment priority and then according to date PO s with the high est priority are paid first When several have the same priority the older ones are paid before the more recent ones Funds are distributed to debts on the consecu tively lower levels until either all debts are covered or all funds are allocated You can assign a different priority level to each invoice using the Special Items menu in the invoice entry screen When you assign various priority levels the system knows that it should pay off all the debts in higher priority levels before paying off debts in lower priority levels 4th Quarter User s Manual Sales 411 Sales Within each priority level funds are used to pay off older debts first 4th Quarter performs this automatic allocation of funds separately for each account Payment Priority FIGURE 14 14 Payment priority dialog The priority levels can be changed through the List Manager on the System Param eters page of the Maintenance screen The number of levels
354. le customer sales to inventory sales accounts There is a default option that is set through the Invoice area on the Maintenance screen This option is applied to all new invoices Sales account to credit by default 7 Customer general sales Customer tax nontax sales Inventory sales accountls FIGURE 14 17 The default sales account processing option set through the Maintenance screen 4th Quarter User s Manual Sales 415 Sales Line Items Invoice discounts account An invoice discounts account is stored with each invoice This account was recorded at the time the invoice was entered according to whatever account was set as the default invoice discounts account at that time Press the Line Items tab to move to the Line Items page When you move to the second page of a new invoice the cursor is already in the Code area of the first Line Item Both the Code area and the Item Name area are clairvoyant fields if you type in the leading characters of an Item s Code or Name 4th Quarter will locate the Item and enter it on that line Alternatively press the Items button to select an Item from a full list of Inventory You can also entry text line items You can enter anything in the item name or item comment fields located on the Service Invoice page and this text will appear on the printed invoice If you create a text line you can not specify a price or quan tity Stock Invoice Entry 3 of 3 custom
355. le or Template Code fields you can specify Ordering whether you want the range of values entered to be considered alphabetically or numerically The difference lies in how the range is interpreted When searching alphabetically all entries are first sorted alphabetically The first and last values are located according to your criteria All values in between are returned For example if you search alphabetically for codes between A and F then all codes that begin with an A or an F will be displayed 4th Quarter User s Manual Templates 131 Templates Account Search When searching numerically all entries are first sorted numerically In a numerical sorting alphanumeric values are assigned a numeric value based on the total of all their characters In a numeric ordering the value F1 precedes the value AAA whereas the opposite is true for an alphabetic ordering For more information on alpha and numeric ordering refer to the section entitled Search Specification Syn tax on page a 204 of the Administrator s Manual Template Search display ARE ARE EITHER only those NOT C3 Template ID fo that aes e i Active Template Title t nt O Search alphabetically numerically e Cash Withd 1c QTransactionCode ti sd ash Withdrawal E Q Search alphabetically F numerically Entry Alerts Set Q Lastentrufrom 00 00 00 to o
356. lect Once you have specified the accounts press the Search button 404 Sales 4th Quarter User s Manual Invoice Data Inventory Search by Reference Criteria Accounts Search for invoices associated with Mumber Number Account JE Search and Replace J Add to CI Remove from previous selection d Search in selection Formula Search FIGURE 14 9 The accounts page of the invoice Search by Reference screen Select the Formula item from the invoice search pop up to opens the search by formula screen shown in Figure 14 10 This screen enables you to locate invoices that have a range of cancel dates tracking codes or R A numbers Since each invoice can related to multiple shipments and returns each invoice can therefore related to multiple tracking codes or R A numbers You can also locate invoices that are within a specified number of days of a partic ular cancellation date The cancellation date is the latest date on which the invoice can be filled 4th Quarter User s Manual Sales 405 Sales Search by Formula Criteria IN OICE search criteria from to 07 01 1999 d Cancel Dates within days of Search and Replace Add To G Remove From Previous selection e Search in selection FIGURE 14 10 The invoice Search by Formula screen Invoice Entry Customer Page Press the Add button in the footer of the Invoice List to add a new i
357. ll ito print 421199 Acme Tire Retreads as E gt 30011 26 Acme Tire Retreads Restocking TOTAL 310 00 FIGURE 7 16 A sample allocations report as printed from the Cash Entry screen 174 Cash Accounting 4th Quarter User s Manual CHAPTER 8 Receipt Flow of Data 4th Quarter User s Manual Accounts Receivable This chapter describes the Accounts Receivable area the process of allocation of payments to debts and the produc tion of aging and other reports Accounts Receivable Area Ath Quarter s Accounts Receivable AR area provides access to all accounts listed on Receivable type journals From the AR area you can receive payments allocate payments to debts remove sales discounts assess finance charges add modify and delete transactions made to receivable accounts produce reports that include statements running balance and aging reports Entries to accounts on AR journals can be made either directly through the AR area or indirectly through sales and invoice transactions or via deposits and with drawals made through the cash area GL accounts do not appear in the AR area because entries cannot be made directly to GL accounts Ath Quarter is unlike other accounting programs in that the AR area shows all entries made to AR account without regard to how the entries were made The AR 175 AQ Core Accounts Receivable area provides a complete real time record of all entries
358. ll appear on the report You will then need to highlight and select those items that you want to include on the report The allocation report will be limited to the items you select Allocation Report Za 5 Feb reood adar Page 1 10002 12 Jeff Honzo Your Report Heading oes Here attn Ref NF Effect Notes item Debits Credits Account 1002 12 Jeff Sonzo 2izorgg Aiei 2fiergg efergg diS gs i19 110199 eae 2i 1499 Subtotal for deff Alonzo 232 00 Allocation Subtotal 40 COUNT TOTAL 232 00 FIGURE 8 19 Allocation report shows primary items in white and the secondary items allocated to them with a grey background 208 Accounts Receivable 4th Quarter User s Manual Reports Running Balance A running balance report is printed for each of the accounts in the current selection The items included on the report are those that match the criteria in the Allocation Report Specification dialog shown below Print reperta for the 10 GA lat only transactions that represent payments mai Telly wd and debts mot Punt oer iad iat ach unta fall transection history fram 0700 00 w pans lw by Wetfective QDeniry date FIGURE 8 20 Account item specification dialog used for both Running Balance and Receivable Statements You can include transactions entered within a date range according to the effective or the or only outstanding items A sample report is shown below 4th Quarter User s Manual Accounts
359. lobal modifications through the Apply to button To view a pur a n T chase or to modify it double click on its row or press the Modify button The sys tem will display the purchase using the appropriate Purchase Entry screen Cash Purchase Purchase Refund Payable Advance 4th Quarter User s Manual Purchasing 473 4Q Full Purchasing Purchase Transactions 5 Effect 04 15 1999 Payable purcha Gratlin Productions 04 06 1999 Payable purcha Hong Kong Carriers Ltd O3 20 1999 Payable purcha Acme Tire Retreads Sales discount of O2 20 1999 Payable purcha Gratlin Productions Sales discount of O2 19 1999 Payable purcha Wilson Tennis Co a All purchase transactions are accessible A Fous v Modify Ce FIGURE 16 2 Purchase transaction list screen Searching The transaction search opens a dialog in which you specify general transaction cri teria When you press the Search button the system will locate purchase transac Transaction tions satisfying the criteria you indicate but only transactions entered through the ee ae Purchase Entry screen will be displayed This search is discussed in the section Transaction Search on page 106 Show AT The account search opens a dialog in which you specify the accounts that are affected by transactions When you press the Search button the system will locate purchase transactions satisfying these criteria you indicate but will only those entered through the
360. lors the program used for the different kinds of screens it displays Each user can set their own selection of colors 4th Quarter Control Screen I General Purchase Chart of Accounts F General Ledger ka Transactions ow Purchases Purchase Orders Cash Accounting Inventory ow Customers oF a Sales Related na FIGURE 1 3 The Menu view control screen Ath Quarter s Map View control screen has six pages that lay out the program s functions in patterns that illustrate the relationships between the many modules The Map View control screen is only available for the 4Q Full application 4th Quarter User s Manual What s New 23 What s New The first page is an overview that shows the five basic modules Clicking on a module s map icon or clicking on the module s name in one of the tabs takes you to that module s page Overview GL Account nventory Copyright 1991 1996 Braided Matrix Inc Open Area w Inventory Purchase 3 FIGURE 1 4 The Overview page of the Map view control screen Each page of the Map View screen gives a graphic representation of the elements within that area of the application The page for the sales area is shown below sate amp ees t Emiomere 4 Acc ts Receivable Acc ts Receivable ts Receivable E Sales People Ship Goods zii Accounts T E Inventory 4 FIGU
361. lues start at fields for either budget 1 or budget 2 Instead of typing a value directly you can use the Options buttons to look up the values from previous years After you enter a starting value and move the cursor out of the starting value field the corresponding budget s Year to Date figures will immediately update The starting value will not affect the budget amounts in the budget periods The bud get amounts in the budget periods are the values that are added to the previous period s budget Copying Previous Year The Options 1 and Options 2 buttons enable you to set the initial balances for Values either budget 1 or budget 2 according to previous year budgets Pressing either of these buttons asks you if you want to set the initial year s value to either the ini tial or the final budget balances of the previous year Decide Set Budget 1 starting values equal to previous year s e Budget Starting Yalue e Budget Ending Yal ue Starting Value FIGURE 4 14 Two choices offered by pressing the budget Options buttons If you first press Options 1 and then press Starting Value the starting budget value for the previous year will be used as a basis for the current year s budget The values in the YTD 1 column will immediately reflect this change The values in the Budget 1 column will not change 4th Quarter User s Manual Chart of Accounts 73 Chart of Accounts Entering Budget Values You ca
362. lumns page of the Trial Balance specification screen The date entered indicates the final month of the final reporting period e If you re reporting by year then each year end balances is calculated up to the month of the specified date e If you re reporting by quarter then the consecutive quarter end balances are calculated based on quarter that ends in the month of the date specified e If you re reporting by month then the consecutive month end balances are cal culated base on a final period month that ends at the end of the month speci fied In each of these cases only the month and year portion of the specified date are used When you press the Save Print button a report is created and printed according to your specifications If you press the Save button your settings are saved but the 4th Quarter User s Manual General Ledger 287 AQ Core General Ledger report is not printed If you press Cancel then any changes you ve made to the set tings are discarded and no report is created Trial Balance Page 1 Curentdae 509 94 17 25 AM Postings epored Ey year Includes postings upto 174 92 according 0 effectie date at posting Period Ending 14317 Period Ending 1 3122 Asset rive ntan Gutorer Recencab le Total Asset a 22867 50 22 S82 56 Pt Asset Liability 30000 Accounts Payable 1000 31101 Verdor Payable 31102 Tax Payeble 2 50 2 50 Tomakin eel anse Equity vigd Retaired Earning 514
363. ly show the entries to the journal accounts that have been made through that journal In 4Q any entry that affects an account on a particular journal will appear in the list of entries for that journal This means that when you view the cash journal you find all entries affecting cash accounts no matter what their source In conventional programs a sales entry will debit the Cash Account through the Sales Journal and a direct deposit will also debit the Cash Account but through the Cash Journal Since the entries are on different Journals they can t be viewed together or printed as part of the same journal report In contrast 4th Quarter displays all transactions that have an effect on an account on that account s journal For example all Cash deposits whether they re made as Sales or as direct deposits appear on the Cash Journal In 4th Quarter all transaction components no matter how they re entered appear immediately on the appropriate journals Accounts and journals are continuously updated there is no need to post transactions to bring them up to date A complete journals listing provides the same type of information as the Trial Bal ance available through the General Ledger The journal information includes all information posted and not posted while the GL Trial Balance reports only 4th Quarter User s Manual What s New 29 What s New Many Ways to View Transactions posted information In addition
364. m Purchase order batch processing is independent from Invoice batch process ing When purchase orders have been entered in batch processing mode you will need to process the batch in order to journalize the transactions Do this by select ing the Process Batched PO s item on the Special Items menu 4th Quarter locates all approved purchase orders and creates a separate accounting transaction for each of them Account balances are updated as transactions are created Pur chase orders are always modifiable Approved Status A purchase order will not generate any payable entries and items listed on the PO cannot be received until the PO s status has been marked as approved All new PO s are created as unapproved and they can only be approved by selecting the Change Approval Status from one of the Special Item menus You cannot un approved a PO on which items have already been received The Change Approval Status item available above the PO List screen enables you to change the approval status on many PO s at once Do this by highlighting the PO s you want to change Then select Change Approval Status from the Special Item menu This will flip the approval status from Unapproved to Approved or from Approved to Unapproved for all the PO s that are highlighted If the system is unable to change the approval status for some PO s then it will alert you with a message such as the one shown below You can also change the
365. m opens a report specification dialog shown in Figure 4 31 A running balance report is then printed within the specified range for each account in the current selection Multiple accounts will be printed on each page as space allows 4th Quarter User s Manual Chart of Accounts 95 AQ Core Chart of Accounts Allocation Report Specifications Print reports for the 31 accounts in the current selection and _ J list only transactions that represent payments not fully used and debts not fully covered list each account s full transaction history fram oovoo 00 to 06705799 by effective Gentry date su1008 FIGURE 4 31 Specification screen for Running Balance reports Running Balance Report Tue Jun 1999 12 10 PM Page 1 From Oro to Bigg Sample Running Balance Report 10100 91 Fef 4 Western Autodial Account OF Customer Wester Aubtodial Starting Dr Bal Dr Change Ending Dr Bal 0 00 51 33 adig Of igs Pi lesue Credit 1ii ge Or 1 ge Pi invoice IDH13 code 1 TOTALS FIGURE 4 32 Sample account running balance report GL Accounts The following reports are accessed through the Reports button on the GL Accounts List screen 96 Chart of Accounts 4th Quarter User s Manual AQ Core Reports Summary A single line summary of the GL accounts in the current selection General Ledger Account List Tue Jun 8 1999 12 12 Sample GL Summary Report Page I
366. m the Special Items menu This will enable you to select the individual shipments that will be included on the printed PO form 4th Quarter User s Manual Purchasing 503 4Q Full Purchasing Logo on Form You can place your own company graphic or logo in the header of the printed pur chase order The graphics used for this form are stored in 4th Quarter s Picture Library accessible by the Administrator through the Maintenance screen see the Administrator s Manual page a 33 Pictures in the picture library are identified by their codes The picture placed atop the service type purchase order has code 4QPOSrvc The picture placed atop the stock type purchase order has code 4QPOStck The graphic is placed at the top of the statement in an area 1 25 high and 5 5 wide The graphic is printed at actual size Unlike the Summary and Detail reports the printed PO s include line items Also one PO is printed per page A sample PO form is shown below Purchase Order 13 Fage 1 Order MEIS Received Ship Wide Crderedfram Dick Murphy an TIF Cade 1 Inve Terns Met5 10 5 Fasto ship ta Ordered b hdr Wack Melure China Palace se Pier 430 Shipp wa Airbome Hoboken HK 40909 Priority Overnight USA Track Code PerUnit Tax Extension 1 131 tennis stings 1 package S00 400 1 7500 700 00 1 146 tennis balls can of 3 250 250 1 2300 322 50 Please Sendinvoiceta Comments Subtotal 1 022 50 Sales disco
367. may be created for each new vendor depending on the type of vendor On the Vendor page of the Maintenance screen the Administrator indi cates which types of vendors are created with payable accounts and which types are not This is discussed on page page a 77 of the Administrator s Manual When you create a vendor you must assign it a vendor type The type determines whether or not a payable account is created for the vendor If a payable account is 4th Quarter User s Manual Vendors 459 4Q Full Vendors Finance Charges not created for a particular vendor then you will not be able to enter a purchase order or credit purchase for that vendor Changing a Vendor s Type You can change the type associated with a vendor at any time through the vendor entry screen If you change the type from one that does not have a payable account to one that does then the system will create a new payable account for the vendor If you change the type from one which has a payable account to one which normally does not the system will not remove any associated payable account The payable account that s created will be assigned the vendor s first and last name or if no name is given the company name The account number will be the vendor s ID number and a default suffix that is set by the administrator These val ues can be modified by pressing the Modify button in the payable specification area on the vendor entry screen It is also
368. mined by the setting of the Taxable check box that appears in the list if line items Miscella neous income entered on the invoice below the line items is considered nontax able The total expense or income amount is displayed in the Total field at the top of the screen along with the remaining amount to be offset to purchase or sales Inventory Sales Accounts When you choose the Inventory option the sales of each line item is credited to the sales account linked to the inventory item specified on that line Miscella neous charges are still credited to the customer s sales account There is a different sales account for each type of inventory item The sales accounts associated with items can also be tailored individually through the inven tory entry screen For more information see Accounts on page 541 Be aware that should you credit sales to the customer accounts in some cases and to the inventory accounts in other cases then some sales will be recorded on cus tomer accounts and others in inventory accounts Custom Sales Accounts Here you specify any income or revenue type accounts to be used as sales accounts Whatever sales amount that s generated that exceeds the allocation you indicate for the specified accounts is credited to the customer s General Sales account When you choose the Custom Distribution option the Total field shows the amount of the total expected sale This is the total of all items listed for deliv
369. mmary 97 transaction detail 437 GL posting 279 transaction summary 437 hypertext 324 353 searching 392 inventory 546 transaction invoice 438 types of 394 journal 305 sales discounts see discounts purchases 500 sales people sales 436 commission 435 sales people 444 entry of 433 sales tax 446 list of 432 setting audit for GL account 64 report transaction 127 detail 444 transaction template 146 sales by date 444 vendor 466 statement 445 report template see financial report summary 444 reports searching 433 AR sales tax running balance 209 assigned to customer 368 restricted access entry of 430 account 87 linked records 429 template 143 list of rates 428 restricted status report record summary 446 template 137 558 Index 4th Quarter User s Manual screens components of 111 112 conventions for correct cash entry button 105 apply to 48 date dialog 48 discount 120 entry 38 due 119 searching 49 stored with 110 set operations 52 do not post setting 117 sorting 51 entry 30 109 searching for cash 157 159 account g1 duplicate cash 165 AP items due 223 from multiple allocation 193 235 AR items due 180 of purchase through AP 244 cash entry 152 of sale through AR 203 customer 363 purchase 124 GL account 59 sale 123 oe er oe general list of 30 102 ees se invoice related 126 seers EEY i journal components list 302 a RRE note codes assigned to 103 JUIeS SEarC T OULONS posted to the GL 261 setting search criteria 49 rintabl
370. mple Audit Report Aging Report Audit and Aging reports are particularly rich in printing options Aging Reports are only available for Payable Journals and Receivable Journals These reports are described in detail in the following sections An audit report is available for all journals The audit report can be configured to print account summaries or detailed transaction lists When printing a summary the audit report shows the total amounts debited and credited to a selection of accounts When printing a detailed transaction history the audit report displays account totals breaks this down by transaction and can list all the balancing accounts involved in each transaction Expense Journal Sat May 21 1994 Page 1 Summary of transactions Indudes only posted Listing dr cr and reversing Tallies shown for ACTIVE and tom posted date transactions transactions from the Expense INACTIVE Expense type GL 000000 to 12 5193 journal AOOOUNTE abies Greats 71000110 Operating Expenses Accounting Expenses ase e2 o0 71101400 Inventory Expense Gost of Goods Sold eee 1101 200 Inventory Ex pense Spoikge 5 000 00 5 000 00 Report Total 5 253 60 5 011 00 FIGURE 11 16 An example summary version of the audit report 308 Journals 4th Quarter User s Manual AQ Core Reports Expense Journal Sat May 21 1994 Page 1 Summary of transactions Indudes only posted transactons Wsting dr cr and reversing tanzactions Tallies
371. ms do not change e Active Items can be active or inactive Lists of items shown to the user are screened to show only active items unless the user specifically asks to see items that are inactive or both active and inactive e Reorder Items can be located on the basis of whether their Reorder box is checked or unchecked Items whose levels fall below their Reorder Level have their quantities displayed in red on the list screen and can be located by per forming a search The Reorder check box can be turned on for multiple selec tions of items using the Apply To button on the list screen see page 513 e Taxable Items marked as Taxable will be set as such when added to invoices Taxes on the invoice are automatically computed on the basis of the customer s tax rate and the taxable settings for each of the listed items Whether an items is taxed or not can be turned on and off for particular line items e Track Sales by Lot N Turn this option on when you want the system to list shipped items according to their lot number When lot tracking is turned on for an item and that item is shipped on an invoice or received on a purchase order the user will be prompted to specify the precise lot from which or to which the shipment is being made When lot number tracking is turned off lot numbers are not recorded in the shipment of items Rather items will be drawn automatically on a last in or first in basis depending on the costing m
372. ms menu The Change Restricted Status item toggles the restricted status assigned to the tem plate on or off each time it is selected You must be a member of the Restricted Access group in order to access this item Entering the schedule Templates can be given a period of days bi monthly or a number of months The system monitors templates set on a recurring schedule and tags those that are due for entry When you create transactions from these tagged templates the due tags are removed until the next date in the template schedule Access the recurring schedule from the template entry screen by pressing the Interval tab on the template entry screen The recurring entry page is shown below 4th Quarter User s Manual Templates 143 Templates Template Qat Day Intervals Previous Entry 00 00700 Template Entry 1 of 3 Interval ALERT is OFF m Title Timbuktu Retainer _ Alert Recurring Interval 4 Active Reference 00700700 at dates Next Entry 00700700 ani Final Date OO 00 00 FIGURE 6 11 Recurring entry page of the template entry screen Set the interval for the template by choosing one of the three radio button options e At N day intervals e Bimonthly at date 1 and date 2 e Or every N months on a given date Once you select one of these options you may need to fill in a date or dates in the fields just to the right In order to activate the recurrin
373. n 4th Quarter User s Manual Templates 135 Templates Components List Alerts On Highlight the templates whose alert flags you want to turn Alerts Off on or off Then select this item The same operation can also be done using the Apply to button Template Components Each template can contain any number of components Unlike a transaction a template may have no components or it can contain components that do not bal ance Press the Components button in the Templates List screen to view a list of template components This list shows all the components of the templates in the current selection The benefit of viewing by components is that you can see which templates affect which accounts You can sort and group templates by the accounts they affect This is helpful in dealing with templates affecting a particular account The drawback of viewing by components is that because most templates have sev eral components the same template will be represented several times This can be confusing if you use components to segregate templates Account Dr Cr ic a Restocking Expense sOO044 100 Operating Cos Timbuktu Retainer 60005 000 100 Client Sales Timbuktu Retainer 10101 000 26 Summit Tech retainer ff Sales Tax S0002 000 100 Sales Tax Double click to view all components are available at this level Return Selected Return g FIGURE 6 8 The Template Components List screen 136 Templates 4th Q
374. n account s recommended debit balance range lies between the upper and lower notify limits Beyond these are the higher and lower alert limits The system compares the resulting debit balance with the notify and alert limits and notifies you which limits if any are being exceeded Transactions can still be entered even if they violate these limits The system tells the user which level is exceeded along with a message associated with that level The four messages are set in the maintenance area 4th Quarter User s Manual Chart of Accounts 87 Chart of Accounts Notify and alert levels can be specified with GL accounts These values are assigned to new accounts assigned to the GL account but do not affect any existing accounts Linking to a Record in Another Table When entering a new account you can click the Associate with check box and you ll be presented with a list of tables that account can be linked to Once you select a table you ll then be presented with a list of records in that table and you ll select a particular record Once you press Select you ll return to the account entry screen where the selected record and table name will appear Distribution Accounts Every account can be linked to a number of distribution accounts This link to distribution accounts facilitates transaction entry by bringing in both the account and its distribution accounts when the account is specified as part of a
375. n enter and modify each period s budget values independently Click the mouse to place the cursor in each of the budget fields and type in the desired bud get value The four radio buttons in the Update Budget area provide different means for set ting either of the two budget values Set the radio button to the desired action and press one of the two the Apply Command to buttons Pressing Budget 1 will perform the indicated budget update action on budget 1 Pressing Budget 2 will do the same for budget 2 Note that before using the Compound values by or Multiple each by functions you must first have some values in each of the budget periods Use the Copy first value function to set the initial values The radio buttons in the Update Budget area perform the following actions e Copy previous year s values This will lookup the values of budget 1 or 2 from the previous year and use them to overwrite the current values e Compound values by This will perform a periodic compound interest calculation to each of the cur rently displayed budget values To use this feature you must first enter a compound amount The budget value in the first period will be increased by this percent The budget value in the second period will be increased by this percent squared The third period by this percent cubed and so on e Multiply each by This will perform a straight multiplication of each budget value by the indi cated percent
376. n opens at which point you can either indicate which items you want to be displayed or press the Show All button This search screen is discussed on page 513 The Inventory List screen appears once items have been located The screen dis plays items and provides access to summary and detail reports as well as Bill of Materials and Stock History reports These reports are described on page 546 There are several screens for handling inventory including screens to enter items adjust levels and assemble and disassemble items composed of other items The adjustment screen described on page 520 facilitates raising and lowering inventory for multiple preexisting items at one time The assembly screen described on page 524 allows you to assemble multiple items according to their predefined list of components You can also change their constituent components temporarily The inventory entry screen described on page 528 provides all of these features for a single item Inventory List 8 Attn Code Type Marne arve Asmb In Stock Component STOCK tennis racquet overgr 69 Component STOCK tennis racquet 16 Component STOCK tennis balls can of 3 295 Component STOCK tennis strings 1 pac 36 Component STOCK grommets tennis ra 25 Finished Goods STOCK tennis bag 47 Component STOCK bumper guards ten Component MOSALE tennis racquet strin FIGURE 17 3 Inventory list screen The buttons labeled Add Modify and Delete buttons perform the u
377. n that credits the vendor s payable account All purchases require that you specify a vendor account in one of four ways e Press the Vendor button for a list of vendors to select from 4th Quarter User s Manual Purchasing 475 4Q Full Purchasing Types of Purchases e Enter all or the first part of a vendor code e Enter all or the first part of the vendor last name or e Enter all or the first part of the company name These last three options involve clairvoyant fields In each case the system will search for matching vendor records Once you ve entered a purchase transaction it appears as one of the items in the List of Purchases Since all purchases involve vendors all purchases transactions can also be displayed in lists of the vendor s transactions If the transaction involves a deposit or withdrawal it will also appear under the appropriate cash account Each purchase entry screen has the same basic format but differs slightly in the information required Each requires you specify a vendor Some allow you to spec ify a set of distribution accounts as described on page 478 The areas in the center of these screens that displays different fields are shown below e Purchase through Payable Handles purchase amounts Supports distribution accounts Creates a debit to purchase and a credit to payable Ret Ne Status Date Purchase thru Payable Unverified 67 2 99 Code _ Name Firs
378. n the aging report e All reporting is performed for all receivable accounts e Currently selected reporting is limited to the accounts in the current selec tion e Limit to profit center reporting is limited to accounts in the indicated profit center 4th Quarter User s Manual Accounts Receivable 213 Accounts Receivable Transactions Page The aging report can include or exclude transaction details That is you can dis play only the outstanding balances in each period or you can also display the out standing balances and the transactions that contribute to each Setup oe l Date Range Accounts Transactions mM Settings for Receivable Journal Aging a Journal g 5 Include in Report 5 dont show any T Include only posted transactions HEIR BEI FIGURE 8 25 Accounts page of the Aging Setup dialog If you choose to include the transaction details then you can also set the include only posted transactions check box to further limit the details that will be included in the aging criteria Printing Page The aging reports like all other reports can be printed to paper and or disk Its report heading is entered here on the Printing page of the specification screen The Show and sort by profit center names check box will group the GL account that appear on the report by profit center and display each group alphabetically according to the name of the profit center The
379. n to look at its components SS Posted e 9 EMM Account CCsfattin Ref he Effect Notes Debit Credit a 10002 12 Grundwald Construction 4 17 99 10002 1 Bob Cross 4 11 99 10002 16 DiNapoli Assoc to print 4 9 99 10002 12 Grundwald Construction 4 6 99 10002 6 Croswell Enterprises to print 4 5 99 10002 12 Grundwald Construction 4 5 99 10002 12 Grundwald Construction 4 5 99 10002 12 Grundwald Construction 4 5 99 10002 16 DiNapoli Assoc 4 1 99 Components of 1 GL entries relating to 1 GL r i pr sum Teon accounts view sort Applyto return Ji FIGURE 10 5 The Posted Components screen shows components of several GL posting entries Each row refers to a transaction component 4th Quarter User s Manual General Ledger 269 General Ledger Searching The Posted Components screen enables you to search through all posted compo nents not just those associated with the chosen entry Select Account from the Search popup menu to open the Component Search criteria dialog Component Search GL Acct NE GLacct Name o E iat 10 letters account Name ____ Account N2 without suffix Trans Attention GL Attention Entering User Debit Amount Credit Amount GQoOooo0o0ovcv0eds Posted fram oovoo oo O aa to oo 00 00 Append amp T as a wildcard and that are Dr or r Search and__ Replace Add ta lt I Remove from previous selection
380. n to return to the Item Entry screen Specify the number of units of each component in the assembly If you ve added a component that should not be part of the assembly you can remove it by placing the cursor on the row in the Assembled Item Components area and pressing the Remove button To print a Bill of Materials BOM press the Print List button Creating Assemblies You can create assemblies directly from within the Inventory Entry screen Assem bling items will either draw down the component inventory levels and increase the quantity of the assembled item or increase the quantity of assembled items without drawing down the component inventory To assemble items that draw down component inventory you must first specify a Bill of Material Then specify the number of assemblies to create in the area below the list labeled Number of items to assemble Fill in an assembly date and 4th Quarter User s Manual Inventory 543 AQ Full Inventory optionally a reference and lot number and memo value These values will be assigned to the accounting transaction that is created Inventory Entry 2 of 42 Se Description Price Table costs History Quantity Accounts Assembly web Listing Mame Mat Aid Package 3 Oty In Stock Qty O0n rder Oty Available T el Code ph 100 L a o 2 6 Assembled item components C Ce ac E ee aca Ace Bandage ASpIrin Chap Stick Changes arent saved until the item is entered
381. nal is any journal that you create that is assigned the payable type The system requires at least one payable type journal and you can create as many additional payable type journals as you like Payable accounts track obligations for items or services purchased but yet not paid for Payable transactions are those that convey credit offered and on which some payment remains due A payable transaction will usually involve purchase cash and inventory accounts and may involve other accounts as well There are several kinds of Payable transactions that are discussed in more detail in the section titled Purchase Entry on page 475 Each vendor is linked to a payable account Entries to these accounts post to sepa rate GL Payable accounts that are specific to each type of vendor Accounts Payable functions are divided among three different list screens e List of Purchases screen page 473 The List of Purchases screen is accessed from the Purchases pop up menu on the Control Screen e List of AP Accounts screen page 219 4th Quarter User s Manual Accounts Payable 221 Accounts Payable Payable accounts are accessed by selecting Accounts Payable from the AR amp AP pop up on the Control Screen e Multiple Account Payable Allocation screen See page 229 The Multiple Account Allocation screen is access by pressing the Items Due button on this list screen e Payable Account Allocation screen See page 237
382. nalizes the discount however it appears on the invoice Removing Untaken Sales Discounts To remove untaken sales discounts go to the Receivable Accounts list accessed from the Control Screen Select the Remove Untaken Discounts item from the Special Items menu You are given two options in the Untaken Sales Discounts dialog e Remove Discounts from Selected Accounts e Remove Discounts from All Accounts 4th Quarter User s Manual Customers 381 4Q Full Customers If you choose the first option 4th Quarter looks only at those invoices written to the receivable accounts in the current selection If you choose the second option 4th Quarter reviews all receivable accounts looking for untaken sales discounts Untaken Sales Discounts Range of Accounts G al Receivable searching far untaken discounts as far back as pror e C ce FIGURE 13 18 Dialog controlling how expired sales discounts can be removed from existing entries 4Q searches for invoices that are not fully paid and whose sales discounts have expired Invoices may be found in any of the following three stages of processing 4th Quarter will handle each of these cases differently e Unjournalized invoices These are invoices for which there are no transactions either because they have not been shipped or because they re being batch processed When this option is checked 4Q simply modifies the invoice by setting the discount to zero e
383. nclude the specified items 4th Quarter User s Manual Sales 403 Sales Inventory Search by Reference Criteria Accounts Search for invoices associated with A 4 items selected Associated with inventory in the following range from trom rom ro e e i eS e i Search and Replace E Mame E Bin Number E Attention Add to I Remove from previous selection d Search in selection FIGURE 14 8 The inventory page of the invoice Search by Reference screen The Accounts page of the invoice Search by Reference screen enables you to locate invoices whose transactions affect specified accounts For invoices to be located according to account related criteria they must first have been journalized since transactions are only created for journalized invoices Invoices that are batched and have not yet been journalized cannot be located by this method On the Accounts page you can enter a GL or account number directly in the areas labeled by the Number caption Using this method you will only be able to locate a single account If you only want to locate a single GL account or account then If you want to locate multiple accounts then press the GL Account or the Account buttons This will take you to the GL Account list or the Account list screens Use the Search and Sort buttons in these screens to locate GL accounts or the accounts Highlight the items you re interested in and press Se
384. nd Aging Report One of the settings that most affects the amount of account detail As set through the radio buttons on the Accounts page The three radio button settings in the Display aging details for area determine the amount of detail to include on the aging report e Only GL account Aging totals are only give for the totals of each GL account That is the report s rows list only GL accounts 212 Accounts Receivable 4th Quarter User s Manual Reports e GL amp all accounts Aging totals are displayed for each account These are then grouped and subtotaled for each GL account e Accounts as specified in each GL account The account details for some GL accounts are displayed and for others only the GL account totals are displayed Which GL accounts are shown with account details and which are not is deter mined according to the List accounts related to this GL account setting in the GL account entry screen see section entitled Journal Reports on page 63 Aging Setup sio E Setti ngs for Receivable Journal Aging Report Display aging details for only GL accounts D GL amp all accounts Include only active GL Accounts Report on all Cd currently selected accounts of this journal or Q Limit to profit ctr O NextPage FIGURE 8 24 Accounts page of the Aging Setup dialog The three radio button settings in the Report on area determine which accounts will be included o
385. nd inactive from effective date WAposhed transactions transactions From the noone journal Ihcome journal type GL accounts OOOO ko 6S9 babi creda 60005 1000 Client Sales Client Sales 460 00 21 33 60001 1000 Client Sales Client Sales 2 092 30 136 776 93 0001 100 Interest icome Interest icome 10 00 22 00 fO002 400 Shipping Income Shipping Income 0 00 45 95 Report Total 2 062 50 136 869 71 FIGURE 11 22 Audit report showing only origination accounts Both origin and destination accounts appear 314 Journals 4th Quarter User s Manual AQ Core Reports Income Journal Wed Jung 1999 1 08 Ffi Sample Audit Report balancing accounts no transactions Page l Summary of transactions Includes both posted and unposted Listing dr cr and reversing transactions From the Tallies shown for active anid inactive lrconme pourra from effective date transactions Ihcome joumal type GL accounts OOOO to BSNS moo Offsetting Accounts OOo fes pe Debis Credis Debits Credits 10001 100 cash General Cash 23 00 10 00 eee OOO Interest IncomeCfisettingSuttaals 2 0of 70 00 70002 400 Shipping Income Shipping Income 0 00 45 95 A td In lt miana oo oe Sla we it i a it a T f E I 5 it mememe F mom om rh ici ro on In A ian FIGURE 11 23 Audit report showing origin and destination accounts Example 3 Origin and destination accounts plus transaction histories
386. ne Summary Fage 1 Attn Invoice Ordered Shipped Due Client Status De Total 5 101297 Fi a129i e129 W198 Westem Auto dial LIF 31199 3198 ROLE be Braided Matrix LJ 421199 31199 J699 F erf omane e Motorcars 413099 31598 112802 Westem Auto dial 413099 33099 4 4 99 Westen Auto dial FIGURE 14 37 Sample Invoice Summary report 438 Sales 4th Quarter User s Manual Reports Detailed Summary Detailed summary of each invoice in the current selection not including line items Inveice Details Tue dun 1 188 5 18 PM Sample Detail Report Page 1 Invoice FF Customer Code Jourralized Last Ship Cust Po MF i company Gn hold Priority Att Sold by Shipped Track Code Terms Printed Finance 35 John Berkeley Wester AntodialiS GoD Westem Autodial MET 30 FIGURE 14 38 Sample Invoice Detail report Invoice Form Since invoices store all shipment history you must specify which shipments you want to appear on the printed invoice When you choose Invoice Form from the Reports list you are given two options Either print an invoice listing only the most recently shipped items or to print an invoice listing all items shipped Invoices track all shipments for each order Which shipments do you want to appear an the form Consolidation of all delivered items Host recently delivered items e Quote based on all ordered items FIGURE 14 39 Dialog offering choices for including items when printi
387. nent Report Running Balance described above A running balance report is printed for the current account between the dates you specify or including only outstanding items 256 Accounts Payable 4th Quarter User s Manual Reports Payable Statement described above Account statement is printed for the current within the date range you specify or including only outstanding items 4th Quarter User s Manual Accounts Payable 257 Accounts Payable 258 Accounts Payable 4th Quarter User s Manual CHAPTER 10 General Ledger al This chapter describes the report printing options of the il program s General Ledger area GL General Ledger Data All areas of 4th Quarter provide means for producing reports However the Gen eral Ledger GL Financial Report and Journal areas of the program provide the most flexible tools for account auditing and oversight In this section we will con sider the structure of the General Ledger the role of posting and the means for generating reports Flow of Data All transaction entries affect journal accounts These entries are created as unposted transactions Their debits and credits only update general ledger account balances when transactions are posted You cannot directly debit or credit general ledger accounts Posting is a batch process You specify the transactions you want to post and the program systematically marks these transactions as posted an
388. ng 12 00 Terms Mise 0 0 paid bu Ira Pag Total 81780 FIGURE 16 16 Service Items page of the Purchase Order Entry screen If you are entering Service Items instead of Stock Items choose the PO Type Stock Service item on the Special Items menu This toggles the Line Items dis play from a Stock Item format to a Service Item format Each time you select this menu item the format switches from one to the other 4th Quarter remembers this format and uses the appropriate format when printing the purchase order Line Item Buttons The panel of buttons above the Line Items offers functions related to Line Items Add Button creates a new unspecified Line Item Delete r Removes the Item where the cursor is currently located 494 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Entry Sort Allows you to reorder the Line Items The up arrow and down arrows move the line item on which the cursor is located up or down relative to the other line items Total Tallies the total cost of all Items along with tax and it enters these values in the fields below the Item list All Received Resets the quantities in the Received column for all Items to be equal to the quan tities in the Ordered column History This button is described below The Subtotal area shows all charges for Line Items You can change the vendor s Discount Tax Terms Shipping Costs and Carrier Enter the cash amount pa
389. ng Payments amp Creating Transactions In addition to allocating existing items the Payable Account Allocation screen enables you to modify and create new entries These functions are accessed through the Transactions menu that appears on the menu bar The Transaction menu offers the following functions Kiark Item Receive Marked Items Customer Entry General Cash Entry General Entry Modify Delete Mark Item places or removes an X for the Sales Discounts NotTaken selected row Pay Marked Items creates a cash withdrawal in an amount equal to the total of all the marked payable items For example if you marked the two unpaid items that appear in Figure 9 10 then when you selected the Pay Marked Items item the system will create a cash withdrawal for the amount of 136 08 which is the sum of the marked items Vendor Entry opens the Purchase Transaction entry screen for the vendor From this screen you can select which of the different types of purchase entries you want to make General Cash Entry opens the general cash entry screen with the current ven dor s account pre declared You can proceed to enter any cash withdrawal or deposit While you can create a cash withdrawal if the user group to which you below affords you this power the actual printing of checks must still be done through the cash account screen Modify opens the appropriate entry screen for the currently selected item Modi fications ma
390. ng Summary Specification Rows amp Formatting Columns Columns print debits and credits going by tram d month Specify a date in the final month and year C quarter 08 01 99 ba Quarters go by month give a date in the final year month of the last quarter you want reported The numberof Or amp Cr column pairs in report 2 TE Q4 _severrrint_ Cancel FIGURE 10 18 The Column specification page of the Account Summary Specification dialog The date entered indicates the final month of the final reporting period e If you re reporting by year then each year end balances is calculated up to the month of the specified date e If you re reporting by quarter then the consecutive quarter end balances are calculated based on quarter that ends in the month of the date specified e If you re reporting by month then the consecutive month end balances are cal culated base on a final period month that ends at the end of the month speci fied In each of these cases only the month and year portion of the specified date are used When you press the Save Print button a report is created and printed according to your specifications If you press the Save button your settings are saved but the 4th Quarter User s Manual General Ledger 283 AQ Core General Ledger report is not printed If you press Cancel then any changes you ve made to the set tings are discarded and no report is crea
391. ng invoice forms from the Invoice List screen If you want to pick and chose which individual shipments to include on the invoice then you must open the invoice in the Invoice Entry screen and select the Print Form item from the Special Items menu This will enable you to select the individual shipments that will be included on the printed invoice Sales 439 4th Quarter User s Manual Sales Quotes Logo on Form Quotes for any number of virtual invoices by selecting Invoice Forms from the Report and Media dialog Press the Quote button in the Decide dialog You can place your own company graphic or logo in the header of the printed invoice The graphics used for this form are stored in 4th Quarter s Picture Library accessible by the Administrator through the Maintenance screen see the Admin istrator s Manual page a 33 Pictures in the picture library are identified by their codes The picture placed atop the service type invoice has code 4QICSrvc The picture placed atop the stock type invoice has code 4QICStck The graphic is placed at the top of the statement in an area 1 25 high and 5 5 wide The graphic is printed at actual size Unlike the Summary and Detail reports the printed invoices include line items Also one invoice form is printed per page A sample invoice form is shown below Invoice 13 Page l 2 Order i1298 Sample invoce Ship amp 12198 Soldto John Barkcley Due 911
392. ng the Add button Accounts are added from the list of currently existing accounts The Remove button only removes an account from the Distribution list it does not delete the account itself The distribution accounts linked to the vendor will appear on the distribution page of the Purchase entry and Purchase Order entry screens When entering a purchase transaction through one of these screens you ll be able to distribute the expense to these accounts You can distribute to other accounts at that time but the accounts listed in the vendor s record will appear by default Default Accounts Vendor records do not store accounting information Instead vendors are related to payable and purchase accounts Because vendors are related to accounts 4th Quarter can be customized to support any number type or combination of accounts for each vendor This allows for great flexibility in determining the best accounting system for your business Purchase Account New vendors are initially assigned the default purchase account This account is used as the default for all users You can reset the default from the Default Account s page of the system Maintenance screen See Default Accounts on page a 53 of the Administrator s Manual Purchase Account SOOU06 100 Shipping Purchases _Resssion Or Balance 1 605 10 FIGURE 15 12 The purchase account specifications shown on the vendor entry screen Payable Account New payable accounts
393. not posted Use wildcard suffix to extend the search Search and Replace CD Add to J Remove from previous selection Search in selection Creat FIGURE 5 8 The Attention page of the Account search screen Date Range Search The Date Range search screen provides an easy way to enter a variety of date ranges It also provides access back to the Transaction and Account search screens Transaction Criteria search for transactions using one of the following effective date criteria I show existing selection J current Day current Week Sunday through Saturday Q current Month from the 1st of the month irom 01 01 99 to oevor 1399 Transaction Details Account Details Lo sern cancer FIGURE 5 9 The Date Range search screen 108 Transactions 4th Quarter User s Manual General Transactions General Transactions To see the details of a transaction double click on the row This opens the Entry Entry screen in which the transaction was created You can modify transactions as long as they have not been posted to the General Ledger Those transactions created from invoices and purchase orders are displayed here but can only be modified through the invoice and purchase order screens See Purchase Entry on page 475 and Invoice Data on page 397 To create a new transaction press the Add button Transaction Entry 1 of 1 Brief Form Detailed F
394. nother example in more detail We want to define the range of sev eral percent groups We do this by clicking on various rows in the column To mark the last row in a percentage group click on that row inside the bounds of the heavily outlined box that spans the full height of the scrollable area of rows The system senses which row you ve clicked on If the area is empty and you click on the fifth line it will display a column of numbers in parentheses as shown in Figure 12 19 a End 76End a b FIGURE 12 19 The values displayed in the column indicate the range of each percentage group See text for explanation The column shows the extent of the first percentage group by displaying a sign on each item row which it follows with the number of the percentage group Financial Reports 4th Quarter User s Manual Configuring Templates in parentheses The last row of every percentage group is marked by the code WEND To define the range of the second percentage group click in the rectangular col umn on a row that is further down the report A second percent group results from clicking in the column on row ten This is shown in Figure 12 19 b A third group is defined by clicking on line 15 as shown in Figure 12 19 c To remove any percentage group click on the last item in that group This row is always marked with the End symbol This will cause all the items for that group to be merged
395. ns When you press the Enter button the system will check that the accounts you ve specified do not appear on any other line in the template If one or more of the accounts do appear on some other line then the system will alert you to this con flict Both item and range type rows are tested to determine if they specify dupli cates at the time these rows are created The system will prevent you from entering any template rows that refer to accounts already referenced on some other row Templates defined using range type rows can become out of date should if new accounts are mistakenly added outside of the range specified They can also become out of date if you renumber your accounts such that the previously assigned ranges are no longer correct In contrast templates defined using range type rows automatically include new accounts assigned numbers within the specified range This means that any accounts that you add having numbers that falls within the specified range will automatically appear on financial reports generated by this range type item For example if all of your expense accounts are given numbers between 83000 and 88000 then any new expense accounts added within this range will be included in the report that s generated by range type item that spans the range of accounts from 83000 to 88000 By assigning an existing account a new number that falls outside the specified range you will cause the account to be excluded from
396. ns customized for the information in that file Search functions are accessed through each file s List screen Figure 3 10 shows the Search by example screen for Accounts Here you specify the Account Number Name or other criteria stored with each record The check boxes next to the search criteria determine which values are used in locating records Account Search ID r 60h sts And display only EITHER Name 1st 12 chars those that Account Ne exclude GL NZ i Balance Alert Suffix Jw Restricted Debit Balance Rar Active YTO Balance ee Last Transaction Date Related Record D O O O O C O C L Match Many all criteria Search and__ Replace selection CD Add to selection D Remove from selection Search Search in selection Suz z a FIGURE 3 10 The Search by example screen for Accounts Specifying Search Criteria To the left of each entry field there is a popup menu that offers the six choices shown below 4th Quarter User s Manual Conventions 49 Conventions Wildcard Matching Criteria 9 ec These choices correspond to equals greater than less than greater than or equal to less than or equal to and not equal to When the value specified is a number the meaning of these choices is self evident When the value specified is a string of characters which may include numbers
397. ntation Overview 13 4Q Product Line 14 Organization of the Manuals 16 Benefits of 4th Quarter 17 The Demo 19 What s New Control Screens Menu view 22 Map view 23 List view 25 Accounts General Ledger and Transaction Accounts 27 Journals Every Account Appears on aJournal 29 Journals Update Immediately 29 Transactions Many Ways to View Transactions 30 Invoices and Purchase Orders 31 Payables and Receivables Dynamic Reconciliation 32 Priority Based Allocation 32 General Ledger Entries GL Entries Summarize Transactions 33 Financial Reports Draw on the GL 33 Financial Reports Real Time Access 34 Hypertext Documents 34 A Revolutionary New Structure Transaction Based 35 Account Based 35 4th Quarter User s Manual CHAPTER 3 CHAPTER 4 Independent Accounting Module 35 Patented Technology 36 Conventions Graphical User Interface Windows vs Mac 37 Data Entry Entry Screens 38 Data Access List Screens 42 43 Dialog Screens 48 Search Screens 49 Sort Operations 51 Set Operations 52 Shortcuts Keyboard Shortcuts 55 Abbreviations 56 Chart of Accounts Chart of Accounts Flow of Data 58 General Ledger Accounts GL Account List 59 Searching 59 GL Account Entry 61 History Graph 65 Options Page 67 Accounts Page 69 Budgets Page 71 Departments Department Access 76 Profit Centers Profit Center Access 77 Journals Accessing Journals 78 4th Quarter User s Manual CHAPTER 5 CHAPTER 6 Ac
398. ntered but not journalized Batched invoices do not update the balances of the various invoice accounts such as sales receivable or cash disbursement accounts Because batched invoices are not entered on the Journals the debts they can generate will not appear as Receivables Batch pro cessing defers journalizing to speed up the invoice entry process Invoices are entered either in batched mode or in real time mode In real time mode new invoices update both Inventory and Accounts as they are entered Of course if nothing has been shipped or received then there will not be anything to journalize Invoices update inventory as soon as invoices are entered For example if 100 fly ing carpets are ordered and 50 are shipped then 100 flying carpets are immedi ately removed from available Inventory and 50 are removed from Inventory on hand Inventory updating proceeds whether or not the invoice is batch processed The exception to this is when an invoice is marked as a quote as described below Turn batch processing on or off by selecting the Invoice Batch Processing item A check mark appears next to this item when batch processing is in effect Once turned on or off batch processing remains on or off for subsequent entries at that user s station The batch process setting does not affect other users The default batch processing mode is restored the next time the user logs on to the sys tem Invoice batch processing is independent of p
399. ntributes Percentage groups consist of a contiguous series of item type rows You can define as many percentage groups as you want The percentage group of a set of items is identified by the number that appears in the column For example all items marked with 3 are elements in the third percentage group When printed the contribution each items in this group makes to the group s total will appear in the column specified to display percent ages 4th Quarter User s Manual Financial Reports 345 Financial Reports When you establish percent groups these groups apply to the rows For the pur poses of computing percentages a group is a group independent of whatever you choose to display actual account or budget balances On actual report every row s percent contribution is calculated with respect to the total of all row values in the group Percents are calculated separately for each col umn in which percentages are displayed For example if you have a group of accounts labeled Assets then the report will display the percent contribution of each asset row to the asset total To define the asset group you click on the first item type row above the asset group This defines a percentage group that stops before the first asset row Then you click on the last item type row in the asset group This identifies the percent group starting on the first and ending on the last asset row Let s follow a
400. nts associated with this GL account in audit reports to Yes If this is set to No then the audit report summarizes all contributions to this GL account on a single line This setting can be overridden at the time the audit report is printed just as this can be done with aging reports Configuring and printing audit reports is dis cussed in detail in the section entitled Audit Report on page 308 64 Chart of Accounts 4th Quarter User s Manual General Ledger Accounts History Graph Account References the Update Accounts button Account records store the numbers of the GL accounts they re related to When you change the GL account number the references stored with the related accounts need to be updated to reflect this change Account References 13 account s Update accounts Account updating is done automatically when you change the GL account The Update Accounts button enables you to do the same thing manually We ve given you this option for two reasons e Updating the accounts may have taken too much time and the user who made the original change may have terminated the update process before it could update all accounts e If some accounts were in use by another user when the update process origi nally ran then they would be locked and would not be updated The process would need to be rerun in an attempt to complete a full update of all related accounts Should the updating fail to at a particular a
401. nual The Match any criteria and Match all criteria radio buttons in the lower right hand side of the screen determine whether the search should locate items which match any one or more of the indicated criteria or only those which match all the criteria simultaneously All Search screens have four options e Replace the current selection the previously displayed records with the located records 50 Conventions 4th Quarter User s Manual Data Access Sort Operations e Add the located records to the current selection e Subtract the located records from the current selection e Search the current selection for those meeting given conditions When you press the Search button the system scans the records in the file locates those that satisfy your criteria performs the indicated action and displays the resulting selection Sort Dialog Each list screen has a button labeled Sort that opens a Sort dialog In this dialog you can specify up to three sort criteria that determine the order in which the dis played items are shown Account Sort Sort Criteria direction Giant IO Account H2 E Sortona field with may be slow Df250 FIGURE 3 11 The Account Sort dialog has the same layout as all sort dialogs Select a field from the Sort Criteria pop up menus The order in which the fields will be sorted goes from top to bottom If you select multiple fields then the dis
402. nual What s New 33 What s New Real Time Access Hypertext Documents Since GL Accounts reflect only posted transactions financial reports contain only that information that has been posted to the GL You must post all transactions in the current period in order to generate financial reports that are current up to the end of the period Financial Reports You can create an unlimited number of financial reports that draw upon the gen eral ledger 4th Quarter s Financial Report system actually stores report templates that is used to assemble the report for a specific time period Because 4th Quar ter s general ledger saves period summaries it is possible to assemble a complete financial report in a matter of minutes Financial reports can be printed sent to disk or viewed on screen When viewed on screen the reports are displayed as active hypertext documents This means you can double click the report rows to drill down into the line s history You can follow the accounting data to the level of the original transaction entries At any stage along the way you can search for related items and print a variety of intermediate reports You can then return to the top level of the report and drill down into the history of another line A Revolutionary New Structure A program s source code is the set of instructions that controls all of its actions and its computer interface As a user you never see the source
403. nverified Apr11 1999 ode Mame First customer Jt Richar Terms NET 30 ow due 5 11 99 Sale SOOO Title Tax other Jw ooo og Receivable Sale Discount If paid by Total 50 00 oe e Cash Sale Sales and tax amounts and the cash account Supports distribution accounts Credits sales and taxes payable and debits the cash account 394 Sales 4th Quarter User s Manual Sales Entry Ret N Sie Date Cash Sale JY tries oer 1999 a First P Company SS Gao Cash S Sale 150 00 ae Tax 14 63 9 75 Cash sale ooo Total 164 63 e Receivable Advance Sales and tax credit amounts Debits receivables and credits the cash account Status Date Receivable Advance esses ene oJ trier sr 670171999 oe First cco Company Draw from General Cash w Autoallocate to ALL accounts w Title Receivable advance Receivable 45 onl E Credits and Refunds e Receive Payment Specify payment amount and cash account Set the pay ment priority Debits the cash account and credits receivables Ref Ne Status Date Receive Payment v oe 701 199 E sam First mr as Company E in General Cash Cash General Cash ow Autoallocate to ALL accounts Ra Title a SS Received payment Bere vad 150 00 e ssue Credit Sales and tax credit amounts Supports distribution accounts Debits sales and taxes payable and credits receivables 4th Quarter User s Man
404. nvoice Specify the invoice and customer particulars on the first page of the entry screen and the Line Items on the second page The status area below the title bar shows you whether or not batch processing is in effect and whether the invoice has been journalized Quotes The Quote checkbox appears at the upper left The Quote status prevents you from shipping or returning any items Setting an invoice to quote means e Available inventory will not be drawn down when the quote is entered e Items cannot be shipped e Accounting transactions are not created quotes cannot be journalized 406 Sales 4th Quarter User s Manual Invoice Entry Dates To use an invoice as a quote check the Quote box You can change an invoice from a quote to an active invoice by simply unchecking the quote check box Once this is done the ordered quantities will lower the quantity of inventory avail able and you will be able to ship items Once an invoice has been journalized it can no longer be marked as a quote As long as no items are shipped on an invoice you can change an active invoice back to a quote When an active invoice is returned to being a quote the items sold are returned to available inventory If there is some reason why you want to undo a shipment and return an invoice to being a quote then you must first change all shipped quantities to zero and enter the invoice This returns shipped items to inventory Then yo
405. ny period For details see Financial Reports on page 319 Departments Ath Quarter keeps a file of Department records Each Department is assigned a Name and a three numeral Code Chart of Accounts 75 4th Quarter User s Manual Chart of Accounts Department Access A GL account may be related to a Department When a GL account is related to a Department it inherits the 3 digit Department Code The Department Code determines the 6th through 8th numerals of the GL account number If a GL account is not assigned a Department the GL account number has zeros in the 6th through 8th places Ath Quarter uses Departments to group GL accounts You can print audit reports Trial Balances and financial reports limited to one Department You can also search for examine and report on GL accounts related to a specific Department may be related to _ S a many 7 zero or T 7 General Ledger Keco N Department et S FIGURE 4 16 Many GL accounts can be covered by a Department Departments are accessed through the General Ledger Accounts page of the Administrator s Maintenance screen Departments are created at the time the system is setup and they are rarely modi fied Adding modifying and deleting departments can only be done by the Admin istrator through the GL Accounts page of the Maintenance screen For details refer to Departments on page a 48 of the Administrator s Man
406. o 9 The new total price for 15 cases will then be listed on the invoice or PO as 135 This automatic pricing mechanism can be overridden on a line item by line item basis when entering the order 532 Inventory 4th Quarter User s Manual AQ Full Inventory Entry Default Unit Any of the specified units can be set as the default The default unit is used when items are first listed on an invoice or PO To set the Stock Unit as the default press the Default button adjacent to the Stock Unit field To set any of the Other Unit values as the default place tner units your cursor in one of the alternative unit fields and press tnt Tenson E Ane A the Default button that appears above the list of Other Units When an alternative unit is set as the default a sign will appear to the left of this unit Only one default unit can be set for each item If no default is set then the system uses the Stock Units as the default units Inventory Entry 12 of 42 Description tere Head 109 tennis racquet O O OOOO O O Qty In Stock Qty On Order Qty Available InvenlD coe pa O e a es a account Type Finished Goede attention Category stock Ta Av Cost 89 000 Key Words Service Item sperting Goods Desc Entry level racquet designed for players under 150 4 J pray Active yf Tennis Reorder LI Taxable ef Stock Units e Perut Track Sales by Lot N C Unit weight DC 4 Reorder Level 1 2ther
407. o either the general sales account or the tax and non tax sales accounts Distribution Accounts Distribution Accounts can be associated with each customer Add income or reve nue type accounts to the Distribution List by pressing the Add button Accounts Customers 4th Quarter User s Manual AQ Full Customer Entry are added from the list of currently existing accounts The Remove button only removes an account from the Distribution List it does not delete the account itself The distribution accounts linked to the customer will appear on the distribution page of the Sales Transaction entry and the Invoice entry screens See Sales Entry on page 393 When entering a sales transaction through one of these screens you ll be able to distribute the sales to these accounts You can distribute to other accounts at that time but the accounts listed in the customer s record will appear by default Default Accounts Customer records do not store accounting information Instead customers are related to receivable and sales accounts This allows for greater flexibility in deter mining the most appropriate accounting system for any particular business Sales Accounts New customers are initially assigned the default accounts for general sales taxable sales and nontaxable sales To see the accounts assigned to each customer for this purpose press the Sales Acts button on the customer s entry screen Sales Accounts
408. ocation is independent from the action of entering debits and credits Allocation is simply a matter of matching existing debit entries with credit entries it does not affect the total amounts credited or debited to an account Allocation has no affect on account balances Because allocation is independent in this manner it is unaffected by the process of posting entries to the general ledger The upshot is that you can allocate items after they ve been posted and reallocate them at any time after that We call the power to reallocate items at any time dynamic reconciliation We emphasize that this feature is a natural consequence accounting Computers should always have enabled you to do this The fact that other applications don t provide this feature is a reflection of their inadequate designed It does not reflect any proscription against this feature according to the generally accepted account ing principles Matching Debts with Payments Received The most important function of the Receivable Allocation screen is matching debts with payments You can do this automatically letting the computer match items according to seniority or manually in any manner you want 4th Quarter User s Manual Accounts Receivable 197 Accounts Receivable to ALL accounts to AO account as PER account Automatic allocation proceeds according to the dual criteria of due date and prior ity Each debt carries a priority from zero
409. ocation of Payment screen consists of three parts In the header area it dis plays the particular payment item that s being allocated It give the title date and other particulars The header area also tells you the payment amount and how much has been distributed These are indicated by the values next to the follow ing labels e Payment gives the amount of the original payment e Used gives the total amount of the payment that s been allocated to debt items e Available is the amount that has not yet been allocated and is available to pay off other items You can not change these values directly but they change dynamically as you add and remove items from the Items Paid area Below the header is the Items Paid area This lists all items to which this payment has contributed Items can be added to this area or removed from it by using the Add and Remove buttons Accounts Payable 4th Quarter User s Manual Individual Account Allocation Outstanding Items At the bottom of the screen is a scrollable list labeled Outstanding Items These are items for which some amount remains unpaid If there is some payment amount available then you can select an outstanding item and press the Add but ton The item will move from the Outstanding Items area and into the Items Paid area When an items is moved into the Items Paid area the system will use all the funds necessary to completely pay off the item
410. od balances within period report Ca unposted transactions posted transactions LJ Limit report to profit center C posted amp unposted transactions E Accumulate totals based on E effective e system Print summaries for ef Account category _ Profit center transaction dates all active GL accounts js only accounts with transactions Format and Media Number dispay ee FF OO wf Send to printer C Write a copy toa text file on disk FIGURE 10 20 Trial balance specification screen Rows amp Formatting The Rows amp Formatting page allows for the following specifications P age e Report will show The trial balance can be printed as an end of period report or as a within period report When printing it as an end of period report the values on the report will be based on the posting summary records that contribute to the bal ances of all GL accounts If you base the report on within period activity then you have three choices as to how the figures are calculated unposted transactions that do not contribute to GL account balances posted transactions that do contributed to GL account balances posted and unposted transactions When printing a within period report the trail balance will be based on the posting dates when handling posted transactions and the assigned dates effec tive or system when handling unposted transactions 4th Quarter User s Manual General Ledger 285
411. of Accounts 4th Quarter User s Manual Accounts Finance Rate Selecting this check box opens a list of tables to which the account may be linked The tables that the account may be linked to are stored with the account s GL account Files List Click on a file to select it Cus Customer ustomer t Vendor FIGURE 4 26 The Tables List dialog in which you indicate the table to which you want the account linked Different tables will be available for different accounts as specified in their GL account record Highlight a table and press Select This will open a list of records currently stored in the table that you ve just indicated Locate the record that you want the account linked to highlight it and press Select The account will then use the address that is stored with that record If the record has multiple addresses then you ll be asked to select one If no address is stored with the record then none will appear in the account address screen Finance Charges The following finance charge settings are accessed through the account entry screen The generation of finance charges is discussed in the section Generating Finance Charges on page 184 The finance rate shown here is only applicable to payable and receivable accounts It is used to 12711798 cae ec compute late charges on unpaid balances The il Last Finance Date field indicates the last day in the last period when finance charges we
412. oice amount can either be credited to sales in either of four ways Invoice Type Stock Service Credit Sales Account e to the customer s general sales account e to the customer s taxable and nontaxable sales accounts e to the individual inventory item sales accounts e to any combination of revenue and income accounts The way the system is set up will determine which method is used by default General Sales Account Each customer is linked to a sales account There are different sales accounts for each type of customer and customers can also be assigned individual sales accounts Customer sales accounts are set through the Customer entry screen When this option is chosen the sales income from the currently delivered items is credited to the customer s sales account Additional deliveries further credit this account Taxable and Nontaxable Sales Account Each customer is linked to a taxable sales and a nontaxable sales account There are different taxable sales and nontaxable sales accounts for each type of cus tomer and customers can also be assigned individual taxable and nontaxable accounts These accounts are set through the Customer entry screen When this option is chosen the taxable sales and the nontaxable sales income from the currently delivered items is credited to the customer s sales account 4th Quarter User s Manual Sales 413 Whether an item generates taxable or nontax sales income is deter
413. oll expense 2 3 8 PR 1 20 291 i209 qi 12199 Checkherk Payroll Wages 2550 265 PR 1 20 326 qf20 99 qizg Checkherk Payroll Wages 2586 265 393 98 PR 1 20 331 42099 qf2e2r9g Checkherk Payroll Wages 2530 265 299 98 329 qiz 1199 qiz 1199 Deposit 2601 00 to print 330 qiz 1199 qiz 1199 withdrawal SO0004 9001 Payroll Total 1 635 64 FIGURE 11 13 The components of multiple accounts printed with subtotals for each account If you are viewing the components of a single account and press the Report but ton you can print a Component Transaction or Running Balance report These reports include information about the current condition of the target account The component report is shown in 0001 100 Sales Commission Expense Thu May 13 199 Oidd Page 1 Expense Joumal att Ref Nt Effect Notes ite Debits ret 31199 4 4799 F pallettes DR TOTAL 143 40 FIGURE 11 14 The Component report for a single account Account List Journals offer a wide variety of reporting options account summaries running bal ance reports audit reports with different levels of transaction detail and aging reports for Payable or Receivable Journals These reports are accessed through the Reports button on the journal Account List screens The reports available will depend on the type of journal you are looking at Payable and Receivable type journals support Statements and Aging Reports These reports 306 Journals 4th Quarter User
414. on The code shown is the code assigned by the user assigned such as the sales ticket or check number The transaction type shown below the code is assigned by the system and indicates relations between the transaction and other files in the data base The Restored check box indicates whether the transaction s information has been restored to the data file If unchecked the original transaction record with all its details is not part of the data file If the Restored box is checked the origi nal transaction was archived and then reloaded into the data file where it is cur rently accessible from 4th Quarter Archive summary records are not deleted when the archived information is reloaded Additional transaction information such as comments or titles are not kept with the archive summary record These details were written to the archive file named in the summary screen and then deleted from the data file If the archive file s 4th Quarter User s Manual Financial Reports 359 Financial Reports name was changed after it was created then the name shown in the summary record will be incorrect It is your responsibility to keep track of your archive files and to be able to relocate it when necessary Archived transactions can also be accessed through GL Postings List screen see page 272 in Chapter 10 and through the Administrator s Maintenance screen see page a 108 of the Administrator s Manual 360 Financial
415. on When the sale is entered 300 will be credited to the Training Revenue account and 250 to the Consulting Revenue account 396 Sales 4th Quarter User s Manual Invoice Data Distribution Accounts List Distribute to customer account 60005 50 Training Revenue Total Press the Add button to add distribution accounts Remaining 30000 Hema Amount Account eA G Consulting retum FIGURE 14 4 The Distribution page of the Sales Transaction Entry screen Invoice Data Flow of Data Invoice sales can involve a large number of tables including account transaction inventory customer sales tax sales people address shipping history and others An invoice that had sales terms sales tax a sales person and a partial cash receipt would refer to information stored in these tables in order to implement all the rules to which the invoice is subject Even without any terms tax or sales person an invoice will still draw on information stored in the customer and inventory tables Invoicing typically proceeds through some or all of the following stages e A quote or order is taken e Items are shipped some may be back ordered e Customer is billed sales taxes amp commissions are payable e Back ordered items ship 4th Quarter User s Manual Sales 397 Sales e Payment is received and allocated e Items are scheduled for return e Return items are received credit or refund is issued e
416. on template Transaction templates discussed in the next section are models of Transactions with transaction values already filled in When you press this button you ll be shown a list of templates If you highlight a template and press Select Ath Quarter will create a new transaction and assign it the values stored in the template If you want to enter a sequence of transactions based on templates then there are two ways you can do this If you want to create a single transaction from each of a series of templates then press the Template button Locate and highlight the series of templates that you want to use Sort them in the order in which you want to use them Press the 104 Transactions 4th Quarter User s Manual General Transactions Select button in the Template List screen A series of new transactions will be created based on each template Press the Enter New button in the transaction entry screen to enter the current transaction and create a new transaction based on the next template If you want to create multiple transactions from a single template then locate that template in the Template List screen highlight it and press Select This creates a transaction based on the template Because you selected only one template a new check box will appear in the trans action entry screen This check box is named Reapply Template and it only appears on the transaction entry Detail Form page If this box is check
417. on on both the range of items the way they are to be sorted and whether you want to review them before printing You can configure the report to include as primary items only debts only pay ments or both debts and payments e Only Debts This option lists only debts found within the date range Below each debt is listed the payment transactions made toward these debts The report shows the amount from each payment that is allocated to cover the debt e Only Payments This option lists only the payments found within the date range Below each payment is listed the debts that received some funds from the payment The report shows the amount from each debt that is covered by the payment e Debts and Payments This option lists as primary items both debts and pay ments found within the date range Below each debt is listed the payment transactions made toward these debts Below each payment is listed the debts that received some funds from the payment 4th Quarter User s Manual Accounts Receivable 207 Accounts Receivable This report will show the same set of items two times First the debts will appear as primary items with their associated payments listed below Second the payments will appear as primary items with their associated debt items below If you check the Locate and display components for selection before printing check box then the system will first show you a list of all the primary components that wi
418. on order The quantity that is currently listed as having been ordered on PO s but has not yet been received e currently available The quantity that is currently on the shelf and has not yet been already obli gated by listing on an invoice e currently available plus on order The quantity currently available above plus the quantity on order and pend ing receipt Once you have specified the appropriate item level press the Search button 4th Quarter User s Manual Inventory 519 AQ Full Inventory Search by Quantity Search inventory quantities only applies to active stock items for items whose quantity is Qerve ___ in stock below BS e ore z J available current above reorder level by C q me oor more instock pending shippment CD below reorder level by gj 7o OF less available pending instock pending shippment onorder insufficient to fill orders LJ items on selected invoices quantity available is less than zero SEARCH and Replace Add to Remove from previous selection Search Search in selection FIGURE 17 9 The Inventory Quantity Search screen Need To Reorder Search The search item labeled Need to Reorder locates all inventory items whose cur rent quantity in stock is below the reorder level specified in the item entry screen E Adjustments Inventory The Adjust button located on the Inventory list screen acts on the highlighted Adjustment Sc
419. ons that have been processed from those that have not been processed The Verified field is used in conjunction with the cash reconciliation process In this process you mark as Verified all the items in your cash journal that appear on your bank reconciliation statement The program computes the change in the account balance since the last statement When the journal matches the statement you tell the system to accept the recon ciliation The system then marks the Verified transactions as Reconciled Once the Verified field is marked as Reconciled you will not be able to change it Type of entry popup A transaction can be marked as being one of several types Standard blank Period Closing or Reversing You can change the Type by selecting an item from the Type of entry popup Transaction types do not affect the manner in which a transaction is processed but the may affect how and where a transaction appears A Standard transaction is indicated by a blank value in the Type of entry area Most transactions are created as Standard Transactions are only assigned other types under special circumstances A Reversing transaction reverses a previous transaction s effects on accounts Reversing transactions are used to undo posted transactions since posted transac tions cannot be modified Transactions that are created using the Reverse button are automatically marked as reversing When you reverse a transaction using the Reverse button the tr
420. option 4th Quarter reviews all payable accounts in its search for untaken sales discounts Untaken Sales Discounts Range of Accounts E all Receivable searching for untaken discounts as far back as mores ea C ce FIGURE 15 16 Dialog controlling how expired sales discounts can be removed from existing entries 4Q searches for purchase orders that are not fully paid and whose sales discounts have expired Purchase orders may be found in any of the following three stages of processing and 4th Quarter will handle each of these cases differently e Unjournalized purchase order These are purchase orders for which there are no transactions because they are being batch processed or because they are not yet approved When this option is checked 4Q simply modifies the purchase order by setting the discount to Zero e Journalized Unposted purchase order Vendors 4th Quarter User s Manual AQ Full Vendor Entry These are purchase orders that have been journalized but not yet posted to the general ledger either because they re new or because they re marked Do Not Post When this option is checked 4th Quarter reduces to zero the discount shown on the purchase order and increases payables by the previous discount amount In this case both the purchase order and the journalized transaction are modified e Journalized posted purchase order These are purchase orders that have been journalized and poste
421. orate it with 4th Quarter Accounting 4Q Full 4Q Core 4Q Shell FIGURE 1 1 The 4th Quarter product family Both the User s manual is divided into two sections The first covers functions of the core system the second cover the additional functions of the full system The User s Manual explains the operation of 4th Quarter Accounting and the orga nization of accounting and business information It also describes how to enter locate and display information The Administrator s Manual discusses how to import your data and configure the program It also addresses the setting of database preferences multi user access and the import of payroll data Computer programming source code and customization issues are limited to the Developer Training and Technical Notes In addition Lincoln Stoller has published numerous articles on the implementa tion of accounting in Relational Database Systems RBMS and in 4th Dimension in particular These articles describe elements incorporated in the 4th Quarter 16 Welcome 4th Quarter User s Manual to a new dimension in accounting program and are available from Braided Matrix or from the Braided Matrix web site at www 4thquarter com User s Manual Core System Operations Full System Operations Administrator s Manual Set up Configuration Access Import Export Developer Materials Code structure conventions amp mechanismss FIGURE 1 2 The three l
422. orm ule Ey Posted Trans lD Entered Entered b 00 00 00 236 4 04 1999 Designer CAdaress_ a dent srr Credit Mumber Mame a E E Account NE Account Mame B Tougs 100 Component Assets Entertnew sO0026 100 shipping Purchases N A FIGURE 5 10 The Brief From page of the brief version of the General Transaction Entry screen The entry screen contains four areas 1 Status area 2 Title area 3 Control button panel 4 Components area 4th Quarter User s Manual Transactions 109 Transactions Just below the title bar is the Status area In the Brief Form shown in Figure 5 10 this shows the Date of Entry ID Number and other items Below this on the left is the Transaction Title area for assigning a Name Date Ref erence number and Memo Below and to the right are the control buttons At the bottom of the screen is the Components area where you specify which accounts to debit and which to credit Special Items Special Items menu Use Template Duplicate Change Restricted Status The General Transaction Entry screen has an associated Special Items menu that appears on the right side of your menu bar The Use Template item in the Special Items menu allows you to replace the con tents of the current transaction with the values assigned to a template 4Q displays a list of templates when you select this menu item Select a template and the cur rent transaction is completel
423. ory Cost of Good Sold Spoilage and loss of Component items Component vex S0013 Inventory Expense Purchase of Component inventory Cornonent lYnr S0016 Camnanent Inventoru Purchase FIGURE 13 15 The default Client Receivable GL account on the defaults accounts page of the Maintenance screen E Finance Charges You can generate finance charges for a customer s account from Finance Charges screen shown in Figure 13 16 This is accessed through the Receivable Account List screen that is displayed when you choose Receivable Accounts from the Control Screen s Sales pop up menu Once in the Receivable Accounts List screen go to the Special Items menu and choose the Generate Finance Charges item 378 Customers 4th Quarter User s Manual Customer Entry Finance Charges Assess Tinance charges for overdue debts in the selected accounts Note once charges have been assessed for an account for a given period they can not be assessed again Finance at the monthly rates stored with each account J Finance overdue receivables at the rate of 10 mon Use grace period stored with each account Apply grace period of days Generate finance charges from due dates to current date Q date inthe past 05 26 99 li 5u150 Assess Charges FIGURE 13 16 Finance Charges screen for automating the creation of new finance charges for receivable accounts Finance charges are only assessed on those account
424. ory adjustment 4th Quarter User s Manual Inventory 539 AQ Full Inventory Once you ve confirmed that you want to split the history you ll be asked to pro vide the number of items that you want to move to the new history record Specify less than 100 items to place in the MEW history record Other original history values will be duplicated enter e FIGURE 17 20 The Value dialog in which you indicate the number of items being moved to the new item history record The new history record will copy all the values of the old history record Once you have created a new history record you can modify the date lot number vendor ID and comment Items will be drawn from the new history record based on the date you assign and according to the LIFO FIFO or Average costing method set in your data base a Levels Quantities page The Quantities page allows you increase or decrease the level Shipped out of the current inventory item Since this change affects account Sent back balances you must specify the kind of change that s taking Lost place Specify the change by selecting an item from the Reason Se for Change pop up menu shown here AR Restocked This enables the program to determine which accounts to Found credit and debit A description of the transaction to be created Repaired is provided in the Effect on Accounts area Gift received 540 Inventory 4th Quarter User s Manual AQ Full Inventory Entry Ac
425. osing transaction would be created Note also that you can perform this closing operation at any time not just at the end of the year The scope of the closing entries is determined solely by the clos ing date that you specify in the Generate Closing Transactions screen Reports There are three GL reports accessed from the General Ledger Posting screen e Line Summary e Account Summary e Trial Balance These are accessed through the Reports button on the Postings list The Trial Balance and Account Summary are also available as items on the General Ledger pop up menu on the Control screen Line Summary The Line Summary simply prints the information displayed on screen for the list of General Ledger Posting records in the current selection 4th Quarter User s Manual General Ledger 279 General Ledger Account Summary Since you can locate records that represent only parts of transactions the total amounts debited and the total credited by all items are usually not equal for a line summary report Entries Posted to the General Ledger Thu May 19 1994 Add Your Gwn Report Tithe Here Page 4 MEE re dC TOTAL FIGURE 10 16 Section of a line summary report listing GL posting items The Account Summary prints the total amounts posted to the GL for specified Accounts and periods It reports the total amounts debited and credited to each account in two three or four periods The Account Summar
426. ot be modified or reprinted If you have any problem that requires reprinting a check be sure to click in the Printed column thereby removing the check mark and allowing the check s either to be modified or reprinted Selection button First highlight the checks you want to print in the transaction list Then press the Check Print Selection button to print a single or multiple checks You ll be shown the same Confirm Check Printing box shown above and you ll be asked to confirm successful check printing Selecting checks and using the Selection button has the same effect as using the Unprinted button and removing all but the particular checks you re interested in from the Confirm Check Printing dialog box The following reports can be printed from the Cash Account Entry screen by pressing the Report button that is located there 172 Cash Accounting 4th Quarter User s Manual AQ Core Reports Check Register 10001 100 Money Market Thu Jun 3 1999 10 51 Page ReceiptiDisbursement Joumal Sample Component Report Effect oe 99 Acme Tire Retreads ogg ogg Client Sales ito print ogg Acme Tire Retreads ni7 gg Acme Tire Retreads DA TOTAL 265 00 BO 00 FIGURE 7 14 A sample components report Running Balance Before the report prints you ll be asked for a date range Then you ll be asked whether the report should include all items or only verified items in the indicated date range Decide
427. ount Ne Ret H Posted Doc Ne comp znd Account M2 Debit 4th Account Ne 5728 98 3 11 99 GNRL 80009 00 slip 57 31 98 45 2 80008 00 z 87 28 98 3 11 99 GNRL 80018 00 alip3 8731 98 45 2 10003 00 67 26 98 3 11 99 GNRL 80009 00 57 31 95 45 2 80008 00 87 28 98 3 11 99 GNRL 80018 00 8731798 10003 00 Double click on an archived record for more detail Scroll to the right to see additional colu Traczo a a Ce FIGURE 10 9 The archived transaction screen showing the information that remains after a posted transaction has been removed from the data file From the Archived Transaction List screen you can search sort and print reports Any search performed here will apply to all archived transactions not just those that apply to the posting item you were viewing Searching Press the Search button on to open the archive transaction search screen The first page of this screen enables you to locate archived transactions by account Press the GL Account or the Account buttons to open either the GL Account List or the Account List screens Accounts Search If you only specify one or more GL accounts then the system will search for archived transactions related to the selected GL accounts If you specify one or more accounts the system will look for archive records relating to these accounts Specifying accounts results in a narrower search than if you only specify GL accounts 4th Quarter User s Manual General Ledger 273 General Ledge
428. ount has restricted status When a transaction is created that includes a restricted account it automatically becomes a restricted access transaction The transaction inherits the status of the most restricted component This means that if employee payable accounts are marked as restricted then all transactions that involve employee accounts are also restricted While transactions are automatically restricted when they involve a restricted component you can make them unrestricted by manually choosing the Change Restricted Status item on the Special Items after the restricted component has been added Similarly you can turn any transaction into an unrestricted one just by selecting the Change Restricted Status item Restricted access transactions are marked with a Z in the notes column of transaction list screens 166 Cash Accounting 4th Quarter User s Manual Reports Check Printing Reports This section is divided into two parts In the first we consider printing checks for cash disbursement transactions Then on page page 172 we consider transaction summary reports Check printing is handled on an account by account basis from the Cash Account Transactions List screen Checks can be printed in a batch or in selected groups Batch printing means that all written but unprinted checks are processed at once There are three check printing buttons accessible in the Check Print area of the cash account
429. ounts involved in this transaction e to NO accounts allocation is NOT done for any accounts involved in this trans action e as PER account allocation is done according to the individual default settings of each payable or receivable accounts That is to say when an account s Autoallocate check box is set then payments made by or to that account are automatically matched with outstanding debts Terms Credit terms can be assigned to any transaction The system provides some basic terms such as Cash and Net 30 You can modify delete and add additional terms When you select an item from the Terms popup it will apply to the payable and receivable components When a particular term of sale is selected the Due Date is reset as is discussed in the next section 118 Transactions 4th Quarter User s Manual General Transactions Selecting the blank item in the terms popup removes any terms Users who are members of the Terms group can select the Other item This opens the Terms of Sale List screen where they can modify the terms available to all users of the system Such changes will not affect the terms that have already been assigned The Terms of Sale List screen can also be accessed from the Transactions page of the Maintenance screen see Transactions on page a 61 of the Administrator s Manual From the general transaction entry screen you cannot assign terms that include sales discounts Sales dis
430. our search specifier Customer Entry To reach the Customer Entry screen either double click an existing customer record or press the Add or Modify button At the top of the screen appear tabs that take you to the different pages of the entry screen Each of the fields in the customer entry screen will be described below Basic Info Page Information on the Basic Info page includes names addresses and phone numbers as shown in Figure 13 5 To enter a customer you must supply either a last name or a company name and you must indicate a customer type Additional informa tion can be added at a later time Each type of customer is linked to a different sales account The exception is any customer assigned the type of prospect These customers are not setup for sales and have no accounts linked to them The administrator can change the list of cus tomer types through List Manager screen Refer to page page a 28 in the Adminis trator s Manual for complete details 366 Customers 4th Quarter User s Manual AQ Full Customer Entry Customer Entry 3of5 Basic Info Details Cuida Cust ID Modify Date Code Type BE Sisi M Salutation _ Title gt pPmmes En ren aaee eeo U Active company western anosa J E Dept Telecommuting home __ i FAX 914 677 9005 Billing primary Shipping Addr Addr Same i oo TT city Breay State JEN countrufise O i e S FIGURE 13 5 First page of the C
431. ournal automatic allocation customer receivable customer sales default settings on GL account entering from GL account entry of GL dependent properties history graph independent properties inventory journal setting limited entry screen link to equity account linking to other files report details running balance report summary restricted access sales on invoices searching by example by GL account by type 236 194 19 14 87 166 413 82 82 82 updating references from GL account 65 account totals multiple allocation screen accounting engine module accounts 194 235 17 35 28 access to as specified in transactions chart of distribution accounts general discussion of GL accounts passthrough type record handling related to other tables restricted suspense two level structure accounts payable allocation finance charges journal paying selected items removing discounts report account component account detail account summary aging running balance statement accounts receivable allocation dynamic reconciliation finance charges journal paying selected items removing discounts report account component account detail account summary aging running balance statement active account status GL Accounts type inventory items address assigned to transactions on cash transaction 88 113 224 181 188 80 111 57 162 186 216 205 205 211 209 210 84 531
432. ovoovo0 Restricted Q Next entry from 06 03 1999 _ to D7 03 1999 QFinaldates 00 00 00 to ooroovoo f Search and Replace CI Add to Remove from previous selection search d Search in selection Cancel FIGURE 6 3 The Template Search screen opened from the Template List screen The account search screen has pages Account Recurring Date and Attention The Account page enables you to specify one or more GL account or one or more account Pressing Search will then locate all templates that include the indicated accounts Type the GL account or account number If you want to locate templates related to multiple GL accounts or accounts then press the GL Account or the Account but tons This opens the GL Account List or the Account List screens Locate the tar get records and press Select Once back in the Template Search screen press Search 132 Templates 4th Quarter User s Manual Transaction Templates 5S Template Search by A SS Accounts Entry Date Search for transaction templates associated with GLAccount numer E JP Number H Search and a revious selection 5 x Replace CI Add to C Remove from p C Search in selection FIGURE 6 4 The Account page of the Template Search screen The Entry Date page enables you to search for templates according to their recur ring dates Select the appropriate radio button enter a date range and pre
433. pe A template is either of Position Statement type or of Change in Period type This type applies to all of the columns that appear on the report The type determines how date are used when a report is created It does not affect any other feature of the report Position Statement templates use a single date in extracting the information that appears in each column of the report The report will show the balances of the accounts as they were as of the date used for each column 332 Financial Reports 4th Quarter User s Manual Configuring Templates Rows Change in Period templates use a beginning and an ending date to compute a change in balance for each report column The report then shows the change in the balances of the accounts that took place between the dates assigned to each column Specify the individual line items that will appear on the report in the lower half of the screen The Insert Modify and Delete buttons on the right apply to the line items contained in the report Each row can be one of three types e Jtem present the balance or change in balance associated with one or a group of GL accounts individually specified from the current charge of accounts e Range present the balance or change in balance associated with one or a group of GL accounts specified by a range of account number The specified range may or may not contain any accounts at the time the template is created e Sum performs the summa
434. pment will be marked with a bullet in the Use column Any entered values in the Current Received fields will be erased E Receiving User Area 4th Quarter has a Purchase Order Receiving area that facilitates receiving items that appear on purchase orders Access this area by selecting the Receive Items Purchase Orders f anne peceineden item on the Purchase Orders pop up menu on the Control screen The PO Receive Items Receiving screen lists purchase orders and provides the usual search and print functions When you modify a purchase order either by double clicking or by pressing the Modify button you enter the Receive PO Items screen This screen has a Line Items and a Shipping page This limited entry screen only allows modification to the quantity received and the date and manner of shipment It does not allow changes to the vendor terms payments or line items 4th Quarter User s Manual Purchasing 499 4Q Full Purchasing F 0 HE Ordered Ordered b F ID Code Name Company 1355 576799 aa Ea 15 468 Dick Murphy China Palace atin ff Cancel 00 00 00 Mr Wack Melure Pier 100 Hoboken MJ 46409 AP640 Plates 100100 ay P Ege Coffee Mugs mcs AP OU Procelain Server Large akali L Print on Entry F FIGURE 16 22 The Purchase Order Receiving screen The PO Receiving screen is designed to be used by people who are responsible for receiving and restocking but who are not authorized to create or modify purcha
435. port Selected Transactions Report Tue Jun 1999 242 PM Page 1 Sample Components Report Address Ace th 10002 12 Ref Motes Mame Jeff Alonzo Joumal Receivable Linked to Customer deff Alonzo Descrip Balance 132 00 boc Ref Ni Effect attn item ed Paid Outstanding et 2099 217199 A1499 40 00 1110199 Haga l ADE 60 00 TOTALS FIGURE 8 29 Sample Components report 216 Accounts Receivable 4th Quarter User s Manual Reports Running Balance described above A running balance report is printed for the current account between the dates you specify or including only outstanding items Receivable Statement described above Account statement is printed for the current within the date range you specify or including only outstanding items 4th Quarter User s Manual Accounts Receivable 217 Accounts Receivable 218 Accounts Receivable 4th Quarter User s Manual CHAPTER 9 D Pay able Flow of Data 4th Quarter User s Manual Accounts Payable This chapter describes the Accounts Payable area the pro cess of allocation of payments to debts and the production of aging and other reports Accounts Payable Area Ath Quarter s Accounts Payable AP area provides access to all accounts listed on Payable type journals From the AP area you can e make payments e allocate payments to debts e remove sales discounts e add modify and delete tran
436. possible to modify the vendor s account from the account entry screen after the vendor has been entered Payable Account 60009 1 Ship 0 Rarma Finance g Zr min Cr Balance 474 06 FIGURE 15 13 The payable account specifications shown on the vendor entry screen The vendor accounts are tied to a default payable general ledger account that is used for all vendor payable accounts To change this default account go to the Default Account page of the Maintenance screen Changing default GL accounts is discussed in the Administrator s Manual on page a 53 You can generate finance charges on your own payable accounts in accordance with the terms set up for those accounts You may not want to assess charges on your own accounts since this is generally the lender s responsibility but 4th Quar ter can automate the task for you if necessary The Finance Charges screen shown below is accessed through the payables account list screen that is displayed when you choose Payable Accounts from the Control Screen s Purchases pop up menu Once in the payables account list 460 Vendors 4th Quarter User s Manual AQ Full Vendor Entry screen go to the Special Items menu and choose the Generate Finance Charges item Finance Charges Assess Tinance charges for overdue debts inthe 22 selected accounts Note once charges have been assessed for an account for a given period they can not be assessed again Finance at
437. priority and then according to due date If there are greater debts than there are payments then certain items will be left uncovered Manually to Selected Items Manual allocation gives you the most freedom to assign or reassign any portion of any payment to any portion of any debt at any time You can manually assign pay ments to any combination of debts or assign a debt to any combination of pay ments You begin by clicking to highlight an item in the scrollable area of the Receivable Accounts Allocation screen and pressing the Allocate Manually button Note that the X s used to mark an item are unrelated to the highlighted row toward which the Manually button directs its action ow Due ov P terms Orig Paid Pay Avail Orig Debt o Timbuktu Retained 7 99 ST Item Allocation Screen Receivable Sale 4 12 99 Net 5 10 5 42 10 Sales Discount Un 372799 15 00 Receivable Sale 2 20 99 Net 5 10 5 135 00 FIGURE 8 13 A row highlighted for use with the manual allocation option in the Account Allocation screen Allocation of Payment Received If the item you selected is a payment you will go to the Allocation of Payment screen If the item is a debt you ll go to the Allocation of Debt screen Because the two screens are so similar being effectively mirror images of each other well limit this discussion to the Allocation of Payment screen 200 Accounts Receivable 4th Quarter User s Manual In
438. r Accounts Search and i Replace Archive Transaction Search Transactions Search for archived transactions associated with l A effective between COO oo OAD 00700700 ni a O CD Add to OQ Remove from previous selection Search in selection cancet Tr cd a Transactions Search FIGURE 10 10 The Accounts page of the Archive Transaction Search screen On the Transaction page of the Search screen specify the aspects of the original transaction whose archive record you want to locate The values that you specify here pertain to the original transaction not the archived record Since archive transaction records do not retain the full information of the original transaction records the system is only able to locate archive records using the lim ited set of properties displayed here In addition to the transaction ID date and reference number you can also specify whether the archive records are for transactions that have or have not been restored Archive records relate to transactions that have not been restored when the origi nal transaction data is no longer in the datafile If the transactions were archived once and later restored then the system will still have archive records for them but these records will be flagged as pertaining to transactions that have been restored If you do not select either the Restored or the Not Restored radio buttons then the search will locat
439. r Exclude The action applies only to marked items The Sort button sorts the displayed items The sort criteria you choose continues to apply to items located using the search criteria The displayed items can also be sorted by pressing the Quick Sort buttons These are the small up and down pointing triangles located below certain columns Mini sort allows resorting the current selection in ascending or descending order based on the values in the columns above each set of buttons The Report button prints a list of the displayed items to paper or to a file on disk This list includes all items in the current list printed in their display order Transaction Menu Items Due Page The transaction menu enables you to create a transaction for the account that s indicated by the currently highlighted item e Customer Entry item only available in the Full version of 4th Quarter This opens the sale type transaction entry screen with selected customer already filled in e General Cash Entry item 4th Quarter User s Manual Accounts Receivable 193 Accounts Receivable This opens the cash type transaction entry screen with selected customer s account already filled in e General Entry item This opens the general journal transaction entry screen No account are ini tially listed when this screen is opened e Modify item Delete item The Modify and Delete items apply to the currently highlighted item If an item has
440. ransaction the template is flagged as due for entry Templates that are due are marked with an exclamation point in the left most column of the template list screen Templates can be turned into transactions by pushing the Template button in the Transactions List screen Templates can be viewed in three ways e Templates list screen e Template Component list screen e Template Entry screen These will be described below 129 Templates Flow of Data Templates are constructed based on the accounts stored in the system at the time they re entered They can list any number of accounts and specify and debit or credit amount to each account They never have any impact on accounting but they can be used to create transactions which do Template are created in their own area the templates user area and can be used to create new transactions from either the Cash user area or the General Transac tions user area You can specify a template be used for creating a new transaction from either the cash or transaction list screen You can also specify a template after you re already in the cash or general transaction entry screens Templates can include restricted accounts Templates that do include restricted accounts are marked as restricted templates Only users with restricted level access can create modify or delete restricted templates Only users with restricted level access can use restricted templates to create tran
441. ransaction will affect at least two GL accounts Transactions must be balanced before they can be posted the credits must equal the debits and because of this posting always creates an equal amount of credits and debits Consequently the General Ledger and any Trial Balance obtained from it is always in balance Posting with Periods or Fixed Dates You control the transactions to be posted by specifying all unposted transactions or a range of dates This transaction date range can either refer to the date on which the transaction was entered as recorded by the system or the effective 4th Quarter User s Manual General Ledger 265 General Ledger transaction date as recorded by the user The system totals all unposted debit and credit contributions in this date range and creates a series of posting entries Postings Specifications Current date 15 Tuesday May 11 1999 If this date is incorrect press CANCEL General Ledger entries can not be changed Period Effective posting date s create postings by period G assign the date AccuUMUlate accounts by calandar months 5711799 according to effective date Assign the last day to all postings of the period to the posting records Transactions to be posted Transactions in range of iss w 711793 r date ranges are inclusive Selected Transactions Mo transactions selected CJ All Unposted Transactions in Allowed Range FIGURE 1
442. ransactions 4th Quarter User s Manual General Ledger 277 General Ledger Retained Earnings Accounts The balance of every income or expense account is transferred to the equity account that s associated with the parent GL account Every GL account can spec ify a different equity account the same equity account or any combination of equity accounts For example all national sales accounts could be closed to a National Retained Earnings account while International Sales account could close to an International Retained Earnings account The equity account used to receive any account s balance upon year end closing is listed in the account s GL parent account Equity accounts can be reassigned to existing accounts on the Options page of the GL account entry screen shown below Making a change through the GL account entry only affects accounts related to this particular GL account Options Accounts Budget 60001 000 000 Client Sales Default Account Yal ues Values assigned to new accounts Link ta equity account SO001 100 Retained Earnings Retained Incom Applu to i pew GC new amp current 3 accounts FIGURE 10 14 Equity accounts can be assigned or reassigned through the Options page of the GL account entry screen Equity accounts can also be reassigned to existing accounts on the Journal entry screen A change made here will affect the equity accounts listed for all accounts and all GL accoun
443. rate Each row in this list is a separate sales tax linked to a tax payable account Each sales tax record may be linked to its own tax payable account When you assign a sales tax rate to a customer the customer becomes linked to both the tax rate and the tax payable account 428 Sales 4th Quarter User s Manual Sales Tax Area C Sales Tax Selection 6 Code Jurisdiction State Zip Link Tax Rate lt Ulster NY 75E Syracuse NY WYE WY Hass State He Columbia HY DE DC B Double click a record to modify sum Search v Mody MM AssignZip i y FIGURE 14 27 Sales Tax Selection screen for selecting applicable sales tax rates The left most column is the record s Code The Code value is for linking several tax records Each tax record has both the Code assigned to it and a Code referenc ing other tax records One tax record can link to one or more other records through their tax codes For example suppose you create a state wide tax record for New York State and you give it the Code NYS Counties in New York also have their own county tax rates and each of these could be entered as a separate county tax record When you specify NYS in the Link To field in each County s record the County records are linked to the State record Linked records can then be located quickly using the Find Linked button Find Linked Tax Records The Find Linked button operates on the highlighted selec
444. rder forms or receiving slips If the report details the quantities received you have the option to include either those items received most recently or all items received To print reports that include other shipments you must print the report from within the purchase order 4th Quarter User s Manual Purchasing 481 4Q Full where more options are available For more details see Print Forms on page 486 Batch processing The Special Items menu offers batch processing control When batch processing is in effect new purchase orders are entered but not journalized Batched pur chase orders do not update the balances of the various PO accounts such as the purchase payable or cash disbursement accounts Because batched purchase orders are not entered on the journals the debts they generate will not immedi ately appear as payables Batch processing defers journalizing to speed up the entry process Purchase orders are entered either in batched mode or in real time mode In real time mode new approved purchase orders update both Inventory and accounts as they are entered Setting the system to journalize purchase orders as they are entered slows down the system but ensures that all accounts are always up to date For instance if entering another PO would overextend your credit with the vendor you would notice it when you entered the order in real time mode since the account would be updated at that time The items o
445. rdered on the purchase order have to be received in order to be jour nalized Only the amounts associated with items received are journalized If you modify the quantities received on an existing PO accounts will be updated incre mentally That is the amounts associated with your changes will be entered as a new transaction To keep a PO from being journalized assign it a non approved status This will pre vent unjournalized PO with received items from being journalized interactively or in batch Once a PO is journalized it can no longer be assigned non approved sta tus Purchase orders update inventory when they are entered For example if 99 bot tles of beer are received then 99 bottles of beer become immediately available However these 99 bottles are not in stock until they are received Inventory updating proceeds whether or not the purchase orders are being batch processed Inventory updating proceeds even when the PO is assigned a non approved status Turn batch processing on or off by selecting the PO Batch Processing item A check mark appears next to this item when batch processing is in effect Once turned on or off batch processing remains on or off for subsequent entries at Purchasing 4th Quarter User s Manual AQ Full Purchase Order Data that user s station The batch process setting does not affect other users The default batch processing mode is restored the next time the user logs on to the sys te
446. re assessed on this account Finance Finance Rate Last finance date Finance charges are generated for payable or receivable accounts from the Payable Accounts or the Receivable accounts list screens You reach these areas using the 4th Quarter User s Manual Chart of Accounts 91 Chart of Accounts Last Finance Date Days Grace Account History Sales or the Purchases popup menus on the control screen Once in the Receivable or the Payables Accounts List screen you ll find the Generate Finance Charges item on the Special Items menu Finance charges are assessed on unpaid balances charged at the rate stored with that account or specified in the finance charges screen shown below Charges are assessed from the due date associated with each overdue entry or from the last date when charges were levied whichever is later Charges are computed up to the current date or any other date you specify The last date up to which charges were levied is stored with each account This date is used to insure that the finance charges are not levied twice for the same period Since finance charges are only assessed at your instruction they com pound at whatever intervals you choose Finance charges are determined by the specified monthly rate multiplied by 12 to get an annual rate and then divided by 365 to get a daily rate This daily rate is applied to each overdue item according to the number of days since the item was
447. re no further actions besides their eventual posting to the general ledger The flow of data between the customer tax terms and account tables is shown in Figure 14 1 This illustrates the role that sales transactions play in drawing on information stored in the customer sales tax and payment terms tables This information is considered in the context of the sales information provided by the user in order to correctly update accounts Customers Accounts AR Journal Sales Transactio Sales Tax Sale e NY tax Se N Sale if Payment Terms Net 30 15 FIGURE 14 1 Flow of data from customers through sales to customer accounts Sales functions are divided among four different list screens Information e List of Sales e List of Invoices 390 Sales 4th Quarter User s Manual Sales Data Sales List Sale thru Receivable Receive Payment lasue Credit Cash Sale Sales Refund Receivable Advance e List of Receivable Accounts AR e Receivable Account Allocation The List of Sales is accessed from the Sales pop up menu on the control screen This lists all transactions entered through the Sales Entry screen The Sales Entry screen can be accessed either from the control screen using the Sales pop up or from the List of Sales screen Sales entered through these screens are limited the non inventory sales they do not list inventory and they do not include invoice related sales Inven
448. reated directly through the accounts entry screen in the Chart of Accounts area discussed in the section entitled Accounts on page 79 178 Accounts Receivable 4th Quarter User s Manual AQ Core Accounts Receivable Area Receivable Accounts List 10 10002 z Client Receivable Mike Cross 1o002 12 Client Receivable Grundwald Construction 1002 17 Client Receivable Bob Cross 1002 15 Client Receivable Peter Dodge 1O002 29 Client Receivable J F Turner amp Co 1O002 65 Client Receivable Mommies And Babies 10092 912 Client Receivable 2 2 Bob Cross 10100 91 Client Receivable Western Autodial 10101 26 Client Receivable Summit Technologies Ltd 10101 111 Client Receivable Honky Tonk Productions T7 ee jG Account a U a Oo 5u90a Choose an account for allocation EOM E J fepors FIGURE 8 2 The Receivable Accounts List screen All receivable accounts related to each receivable journal can be displayed on the Receivable Accounts List Receivable Accounts list screens for other receivable journals can be opened in separate User Area windows Each journal is listed on the AR amp AP popup menu on the control screen Example Locating Accounts GL Account peeoene Ny Des You can search for account using the options on the Search popup menu The results of these searches will be screened and the display will be limited to only Amount Cue All Receivable Accounts those accounts related to the c
449. record but it will change the address stored with the transaction When an address is stored with the transaction the Address but Address ton label appears with a bullet mark to its left Cash Options Pressing the Options tab takes you to the Options page where you can set other values to control how the transaction is processed and recorded The options avail able here are the same as those available though the general transaction entry screen Refer to the section title Options on page 115 for complete details 164 Cash Accounting 4th Quarter User s Manual Cash Account Management Cash Transaction Entry 2 of 3 Detailed Form Options Options Status Unverified Do Not Post L Autoallocate as PER account Due Date 00 00 00 T Discount Due fO0 00 FIGURE 7 8 Options page of the cash transaction entry screen Special Items Special Items Menu Use Template Duplicate This opens the Template List screen from which you can locate and select a tem Change Restricted Status plate to use in defining the current transaction This feature can be used to rede Enter amp Print Check fine the values and components of an existing transaction When you select a template and return to the Cash Entry screen you will see a new check box labeled Reapply Template on the Detailed Form page I this box is checked when you press the Enter New button then the new transaction will be creat
450. reen adjacent to each criteria that you want to match Use the pop up menus next to the entry fields to specify the type of search you want performed Refer to the section entitled Search Screens on page 49 for a description of how to spec ify search criteria The any or all radio buttons on the lower right determine how your search criteria are applied The radio buttons in the Search and area at the bottom of the screen determine how the items found affect the items previously displayed in the customer list 4th Quarter User s Manual Customers 363 4Q Full Customers Customer Search ID Eac And display only ARE ARE EITHER First Name let 10 chars w ELO o o those dhat Ber LastName 1st 1Ochars Smithe Active GQ Company 1st 10 chars Code Pricing Code Attention Billing State Billing zip Work Phone 1 Department O ed O O O O O O O O O O ed O L Receivable ce t 1D Type Status xfaredit E Match Receivable Balance xyi L any pall i Searching on these criteria can be very slow criteria Search and i Replace 3 Remove From previous selection E Search in selection FIGURE 13 2 The customer Search by Example screen 364 Customers 4th Quarter User s Manual AQ Full Customer Data Attention Search The Attention search dialog shown in Figure 13 3 is designed specifically for locating customer records according t
451. reen items It displays these items in a special screen where you can easily change the level for any item Inventory level changes are saved only when you press the Enter button At that time all changes are written at once and a single accounting transaction is created that records all changes of account balances This is in contrast to the transaction created when you change inventory levels from within an Inventory Entry screen 520 Inventory 4th Quarter User s Manual AQ Full Adjustments Every change in levels made through an Inventory Entry screen creates a separate transaction Inventory Adjustment Item List Modify t B Apply to List Prev ty Change by Cost Item 16 000 T E nis sr uet ove q 295 tennis balls cans tennis strings 1 tennis bag tennis racquet s Reason for adjustment Use arrow keys to move through list Received D Shipped Transaction CD Restock CD Sent back Title Inventory adjustment O Found O Lost A D Repaired Broken Date 05 27 1999 Q Gift D Given Away FIGURE 17 10 Inventory Adjustment screen for quickly modifying the levels of multiple items To modify the inventory level of an item move it to the modification area Do this by highlighting the row and pressing the Modify button Specify changes and apply these to the item in list area by pressing the Apply to List button Remember to press the Apply to List button after you make changes or else your
452. removes the for all lines 194 Accounts Receivable 4th Quarter User s Manual Multiple Account Allocation Transaction Customer Entry General Cash Entry General Entry Accounts that are marked can be acted upon using the Focus and Exclude items on the Focus popup menu Once you ve reduced the displayed accounts click the Items Due tab to return to the Items Due page The Items Due page will now display only those items related to the accounts you chose Other Buttons Clicking on the small up and down Quick Sort triangle button immediately sorts the displayed rows in ascending or descending order The sort is performed based on the values in the column directly above the button you click The Sum button totals the Balance Items Shown and Items Marked columns The Sort button resorts the displayed accounts according to various sort criteria The Report button allows you to chose one of various account reports These reports will include only those accounts that are currently displayed The accounts will appear on the reports in the order displayed on the screen Reports that you can choose from include the Account Summary Account Detail Allocations and Running Balance Reports The Info button displays additional details for the account that is currently high lighted Click on a row to highlight it The Return button exits the Multiple Account Receivable Allocation screen Transaction Menu
453. rent selection and _ C3 list only transactions that represent payments not Tully used and debts not fully covered W list each account s full transaction history fram i018 to oeroz99 by effective Gentry date Su100a FIGURE 14 48 The allocation report specification screen that applies to all Sale People Payable Statements 4th Quarter User s Manual Sales 445 Sales Payable Statement Wed Jurn 2 1999 2 33 PRA Page 1 From 111198 to i299 30013 5 Ref Adrian Cook Account of SalesPeople Adian Cook Owed beforeitens Changein Period Ending Balance 000 2546 00 2546 00 POlDoc Nt TranAef Effect Due Tile 2 2 Paid Available Owed Outstanding Running Total PBT invoice IDS 1 code 31 Ps a4 2546 00 2546 00 FIGURE 14 49 A sample sales person payable statement Sales Tax Summary Report This report is a simple list of sales tax data Go to the individual accounts or to the Payables Journal for tax account information Sales Tax Hates Mon Jun r 1999 1 57PM Sample Sale Tax S ummary Page 1 Aceon Code purisdiction tate zip Link to Sales Tax 100 Sales Tax 100 Sales Tax MY MY MY ME 100 Sales Tax 100 Sales Tax 100 Sales Tax 759 Columbia HY FIGURE 14 50 Sample Sales Tax Summary report 446 Sales 4th Quarter User s Manual CHAPTER 15 ae E T pi Vendor Flow of Data 4th Quarter User s Manual Vendors This chapter descri
454. riority levels can be changed through the List Manager on the System Param eters page of the Maintenance screen See List Manager on page a 28 of the Administrator s Manual The number of levels can be change and their names modified All payment priority options are either blank or start with a number from 1 to 9 The number determines the priority from low 1 to high 9 A blank payment priority behaves like a priority of zero which is the lowest that can be created PO Type The PO Type item determines the way line items are displayed and printed Both Stock and Service types of purchase orders are available The Line Items screen allows more space for comments on a Service type PO Stock type D 15 00 0 00 Service type Add comments here This space is for additional comments FIGURE 16 13 Comparison of the Stock type line item with the Service type line item 4th Quarter User s Manual Purchasing 489 4Q Full Purchasing By choosing this menu item you can toggle from one type of screen to the other The PO is associated with which ever type is set when you save the record E Purchase Accounts Purchase and Inventory Accounts Purchase orders debit the amount purchased to one or more purchase accounts special Items Select the Debit purchase account item from the Special Menu to specify how distributions are made The three purchase account distribution settings are Priority of payment shown in
455. rkeley John Barkeley Western Autodial Western dutodial Current Order 125 Persons Gr Same Paid 0 00 Shokan NY 1246 1 Balance 65 60 Usa epee Expire 00000 DA aoe Mote J Print on Entry Modified 1227 00 401 15 by Designer FIGURE 14 11 First page of the Invoice Entry screen Specify a customer for each invoice by entering the customer s Code Last Name or Company These fields are clairvoyant as indicated by the italic labels above the entry fields This means that 4th Quarter will use whatever partial value you enter to search for a customer of that description Append a blank space to the value you enter to indicate to 4th Quarter that you want to use a customer associ ated with the exact value specified If several customers meet your description choose one from the list of alternatives To search through all customers press the List button Once you specify a customer the Address Term and Credit Card fields are auto matically filled in from the customer record Shipping Address Press the Other button in the Ship To area to select from a list of the customer s other Shipping Addresses 4th Quarter User s Manual Sales 409 Sales Print on Entry Print Forms The Print on Entry check box is above the entry screen control panel When Print on Entry is selected an invoice is automatically sent to the printer when the record is entered The invoice that s printed in this manner will onl
456. roll up All the marked accounts will be rolled up and placed at the position of the first marked row All subsequent marked rows will be removed Note that the system will only roll up marked rows if the marked rows meet the following requirements e All marked rows must be of item type That is they must represent individu ally specified accounts not account ranges and not sum or text lines e The accounts represented by all marked rows must either be of asset or non asset type The system cannot create a roll up consisting of a mixture of asset and non asset accounts e All marked rows must not have any percent group associated with them That is the column of all marked rows must be blank If any of these conditions are not met the system will not create the roll up 336 Financial Reports 4th Quarter User s Manual Configuring Templates Unroll Button This button will unroll all marked item type rows that currently represent roll ups If your selection of marked rows contains rows that are not roll ups then these rows will not be affected You can marked a discontinuous selection of rows for unrolling Each marked row that is a roll up will be unrolled The unroll button has no affect on range type rows When a row is unrolled it is replaced with a new set of rows beginning at the line where the roll up occurred Every account in the roll up is given a separate line The unrolled accounts are ordered by the
457. rom the beginning of the year up to the ending date A Change Within Period type report requires a starting and ending date for each column This type of report displays the net contribution to the indicated accounts over the period The All Use Date 1 button next to the default date fields will copy the dates specified for the first column to all other columns Date values are not used for percent type columns When you print financial reports in batch from the control screen the system uses the default dates assigned to the multiple report templates Feport Editor Batch Report Printing Print Fe por Report Template j Income Statement 1 Balance Sheet income Statement 2 Click on report ta mark for printing reports will print using default dates FIGURE 12 23 The batch report printing dialog accessed from the control screen 352 Financial Reports 4th Quarter User s Manual Configuring Templates When you print a financial report directly from the Financial Report Templates area you can override the default dates You cannot override the type of informa tion displayed in each column Changes in Period Specifications Line Items Report Periods Fni10b Income Statement 1 Automatically created income report template cog Actual Col 2 Actul From 01 01 96 From 01 01 1999 Tol 1273171998 Tol 1273171999 coea lt blank gt coea lt blanks
458. rom those screens Automatic allocation within an account Highlighting a receivable account in the Receivable Accounts List and pressing Select brings up the Receivable Allocation screen This screen provides various ways to match payments with debts You can mark groups of items to be paid allocate specific receipts to specific debts split receipts cover or uncover debts reallocate receipts among debts These options are available to you at any time without regard to whether transac tions have been posted to the GL or whether the periods have been closed Com plete instructions for using the receivable allocation screen are found on page 196 4th Quarter User s Manual Accounts Receivable 183 AQ Core Accounts Receivable Generating Finance Selecting the Generate Finance Charges item from the Special items menu Charges opens the Finance Charges dialog Finance Charges Assess Tinance charges for overdue debts in the selected accounts Note once charges have been assessed for an account for a given period they can not be assessed again with each account Finance overdue receivables at the rate ot ef man io Use grace period stored with each account Apply grace period of days Generate finance charges from due dates to current date date inthe past 04 05 99 Sul 50a Assess Charges FIGURE 8 6 The Finance Charges dialog for levying finance charges on overdu
459. rt Sets Reports Pressing the up and down arrows when you have a record highlighted will move the highlight up or down in the list of records If no records are selected then pressing the down arrow highlights the first record Pressing the down arrow highlights the last record Highlighted Selection A highlighted row or group of rows comprises the highlighted selection You can highlight multiple items by holding down the Control Key as you click on them Holding the Shift key highlights all rows between the first and last clicked row If you hold down the Shift key while pressing the arrow Keys the existing high lighted selection will be extended Pressing Shift Up arrow extends the selection upward toward the top of the screen Pressing Shift Down arrow extends the selection downward toward the bottom of the screen Selection Menu Whenever a List Screen is the front most window an active Selection menu will appear at the top of the screen The Selection menu provides access to the follow ing menu items TABLE 1 Items on the Selection Menu Label Key Description Search By Example E Opens the Search By Example dialog Show All L Shows all records in the current table Focus F Reduces the selection to the highlighted records Sort S Opens the Sort dialog Sets U Opens the Sets dialog Reports P Opens the Reports amp Medium dialog listing reports This basic set of functions is supported by every list
460. s Name Accounts Involved Purchase Through Payable credit to payable debit to purchase Make Payment debit to payable credit to cash Receive Credit debit to payable credit to purchase Cash Purchase credit to cash debit to purchase 124 Transactions 4th Quarter User s Manual Other Types of Transactions TABLE 4 Six types of Purchase Transactions Name Accounts Involved Purchase Refund debit to cash credit to purchase Payable Advance credit to payable debit to cash These purchase entry screens are only available when entering transactions through the Purchase user area Three of these six types of purchases involve cash accounts These three are both purchase type and cash type transactions Once entered they can be viewed from either the Purchase List screen the General List screen or the Cash List screen The Cash Purchase screen is shown below in Figure 5 17 Refer to Chapter 16 on page 471 for a complete description of the Purchasing user area Purchase Transaction Entry 1 of 1 Trans ID Ret NE Status Cash Purchase J Unverified Code Mame First E vendor ji Tridde Distribute Entert Herr erence FIGURE 5 17 The Cash Purchase entry screen One of six purchase transaction entry screens 4th Quarter User s Manual Transactions 125 Transactions Invoices Purchase Orders Invoices are a complex entry that always involve customer account and inven tory t
461. s as determined by the users group membership can view or change Restricted items from transaction areas Since the Templates List area affords access to both Restricted and Unrestricted templates only users with access to Restricted infor mation are allowed to enter this area Brief Form Page 4th Quarter User s Manual Templates 137 Template Entry 1 of 1 Basic Form Detail Form a E ID ALERT is OFF _ Alert Transaction Title coe O Number Name Delete a SN NFT Account HE Mame Item a 60005 100 Client Sales 10101 26 Summit Technologies Ltd retainer lt enter FIGURE 6 9 The Brief Form page of the brief form of the Template Entry screen The ID Number and a statement of the alert condition are displayed at the top of the form The alert condition indicates whether the template is due for entry Below this is the Template Title area for assigning a name and manually setting the template s Alert condition The transaction area fills the lower half of the screen The information given here is assigned to a new or existing transaction when the template is used To the right are the control buttons and at the bottom of the screen is the Components area where you specify which accounts to debit and credit The Components area has an entry field to specify an account You refer to an account according to its full reference Number or Name in the same way as in the Transaction
462. s the Apply to Item button You don t need to specify the second account because the Manufacturing Expense account is the account that s specified as the default purchase account for this ven dor When the purchase is entered 150 will be credited to the office account and 1 350 to the manufacturing expense account 478 Purchasing 4th Quarter User s Manual Purchase Order Data Distribution Accounts List Distribute to vendor account 80012 100 Manufacturing Purchases Total 1 500 00 7 Press the Add button to add distribution accounts Remaining 1350 00 Hema Amount Account Eon 80025 100 Coop Expense C C G FIGURE 16 4 Distribution Accounts page of the Purchase Transactions Entry screen Purchase Order Data Flow of Data PO purchases draw data from the sales terms vendor and inventory tables PO s typically proceeds through some or all of the following stages e A pre approved PO a voucher is entered e PO is approved for submission to the vendor e tems are received at which time the system creates an amount payable e Additional items received if some were back ordered Additional amount become payable e Payment is made and allocated Ath Quarter s Virtual Purchase Order form enables you to track all aspects of the voucher order receipt of items and back order of items Payable entries are cre ated automatically as items are received Payment of obligation
463. s Manual If the original transaction has been archived its components will not be displayed in the Posted Components List screen If there are archived transactions associ ated with the posting summary records the label on the lower right hand side of the Posted Components list screen will say lt n gt related archive records where lt n gt is the actual number of transactions archived If there is no mention of archive records in this area then there is no archive information for the entries you are viewing This means all the transaction infor mation related to the selected posting records is available on line Components of 3 GL entries Components of 10 GL entries relating to 3 GL accounts relating to 6 GL accounts 3 related archive records FIGURE 10 8 Labels in the GL Posted Components screen indicating no archived transaction records and 3 archived records respectively Archive Transaction List When the screen says there are related archive records as shown below you can press the View Archive button This displays the Archived Transaction List screen This shows archived records that summarize transactions contributing to the postings you re viewing but whose original details have been removed from the database 272 General Ledger 4th Quarter User s Manual 4Q Core Archived Transactions Archived Transactions 4 Estr Tran lD Effective Archived Type lst Account H2 Debit 3rd Acc
464. s associated with 4th Quarter User s Manual Purchasing 479 4Q Full Purchasing the PO is done separately through the AP area Refer to Accounts Payable on page 219 Vendor Transactions Accounts Payment 2 Purchase Order Terms Net 60 30 Transactions Shipment 1 DAT Drives Video Cards FIGURE 16 5 Flow of data through a single PO The case shown involves the largest number of tables a Virtual Purchase A purchase order is a record of an order from you to a vendor for goods or ser Orders vices 4th Quarter handles something we call a virtual purchase order since it tracks the requisition order and receipt of goods or services The virtual PO is a dynamic extension of the static printed report Such a static record is what most people associate with the notion of a purchase order When Ath Quarter prints a purchase order form it prints a snap shot of the order at that time When we speak of a virtual purchase order we ll call ita PO When we want to refer to a piece of paper used as an order document we ll call it a PO form or report When a virtual PO is first created a vendor and a list of items are specified The order still needs to be approved before items can be received and the PO becomes 480 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Data payable Once approved items can be received the order can be journalized and amounts will become due The virtua
465. s can be modified Click on one of the displayed shipments and its values will be copied to the fields just above the list area These are the fields below the Apply Clear Entry and Receive as Previous buttons Stock PO Entry 3 of 5 Current Shippment Enter if items received Latest Received carrier Treki OOOO CEE priority amut oag Past Shippments Shippment records are created when PO is entered 0707 1998 Federal Expr gt x Approved 11 01 98 i 12 5467 Federal Expr 1896 9859 658 la Sales discount of 1 29 removed 572799 25 00 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Entry FIGURE 16 21 The Shipping page of the Purchase Order Entry screen The copied values can then be edited To assign the edited values to the historical record press the Apply button Using Previous Shipment In some cases there is a modification of the quantities received that is to be associ ated with a previous shipment This is probably because there was an error in pre viously entered description In this case you don t want to create a new shipping record but instead want the changes to be related to one of the past shipments When marked in this manner and changes in quantities received will be associ ated with this past shipment To indicate that current changes apply to a past shipment click on the past ship ment record to highlight it Press the Receive as Noted button The shi
466. s even possible that newly added records will be located if they have been stored at the location of previously deleted records Choose Set Operation What set operation do you want to perform with Account records Fo ae Save setto disk Fiind Sele aoii GE 0 elete z et fro m d isk FIGURE 3 15 The Sets Dialog Because sets contain references to the location of information rather than the information itself sets can be relied upon only for short term reference Set operations are performed through the Sets button located on each file s List screen The Sets Dialog shown in Figure 3 15 gives you the choice of e Saving the current selection in a set document on disk 54 Conventions 4th Quarter User s Manual Shortcuts Keyboard Shortcuts TABLE 2 1 e Replacing the current selection with a set stored on disk e Deleting a set document Shortcuts The following key combinations will activate the corresponding buttons whenever these buttons are visible In addition any button encircled with a heavy outline will be triggered when the Enter key is pressed Win Ctrl N Ctri G Ctrl Ctri Alt De l Ctri F Ctri M Ctri gt Ctri lt Ctri P Return Ctri E Ctri 1 Standard Keyboard Equivalents Key Mac 36 n 3 g 3 amp 38 Opt Del 38g f a m 36 gt 3 lt 38 p Return 36 E 3 1 Button or Menu Item Label Add Apply to Cancel Delete Foc
467. s in the fields below the item list The All Shipped Resets the quantities in the Shipped column for all items to be equal to the quantities in the Ordered column History This button is described below Fill in the Quantity Ordered and Quantity Shipped You can modify the Per Unit Price the Total Price and whether or not the sale of this Item is subject to sales tax The Subtotal area shows all charges for line items You can change the customer s discount sales tax and terms The total shipping amount displayed is that entered through the Shipping page Enter the cash amount paid in the Paid field and the remainder automatically becomes the receivable amount Line Item Entry Double clicking in a line item opens the Line Item Entry screen In this screen you Screen can make the same changes you could make in the line items list and you have additional controls to make other changes 4th Quarter User s Manual Sales 417 Sales Item Comment 1 Comment 2 Comment 3 This entry screen provides a popup for you to select alternative ordering units if this item supports alternative units See Other Units on page 532 Stock Invoice Entry 1 of 4 m Head 109 tennis racquet Tax Lf Ordered a Last year s stock sold at discount SES unit_ _case Unit Price 600 00 Total 600 00 Lot A TE Date 00 00700 Ser Ad 145 aa 145 O i 45 Last Printed foo oo7o0
468. s that are part of the current selection By limiting the current selection you limit those accounts that will be assessed charges Finance Rate Finance charges can either be assessed at the rate stored with that account or at a rate specified in the Finance Charges screen This means that if each of the accounts in the current selection has a different finance rate stored with it then the finance charges you assess will each be computed on a different percentage basis On the other hand if you want to use the same percentage for all accounts in the current selection without regard to the rate that has been stored with them then specify this rate in the Finance Charges window The rate you type in will only be used in calculating the current finance charges The rates stored with each account are not changed although they are overridden in this case Customers 379 4th Quarter User s Manual 4Q Full Customers Sales Discounts Finance charges for any given period are determined by the daily rate The speci fied monthly rate is multiplied by 12 to get an annual rate which in turn is divided by 365 to get a daily rate This daily rate is applied to each overdue item according to the number of days since the item was due or since finance charges were last assessed on that account whichever is more recent Finance Dates The last date up to which charges were levied is stored with each account This date is used to ens
469. s under the Search popup menu Transactions Accounts Date Range All NN Days Show All Searches based on transaction specific information Searches based on account specific information Searches for Items within the date range you specify Finds transactions for this account entered within the last NN days where NN is a number set in the Preferences area Displays all Items for this account The screen provides special transaction management features through the follow ing buttons in the Changes to Transactions area Add Template Del Void Apply to Modify Opens a new Transaction Entry screen Displays a list of templates that involve receipt disburse ment invoices Choose one and press Select and its tem plate values will be assigned to a newly created but not yet saved Cash Transaction If can select multiple templates then each template will be used for a sequence of new transactions Press the Enter New button to enter each transaction to apply the next template to the next new transaction Deletes the highlighted Item when the Item has not been posted If the Item represents a printed check it reverses the effect of withdrawal and marks the withdrawal as having been voided Voided withdrawals cannot be modified Makes changes in all highlighted records A dialog is dis played showing you the fields you can affect by means of a global function and requesting a new value to assign to these fi
470. s you selected press the Selected Transactions radio but ton again to reopen the Transaction List screen After you ve fully specified the transactions to be posted press the Post button to begin the posting process The system processes the selected transactions one day at a time beginning at the first day in the posting period The system displays the date being considered and the accounts that are affected as posting progresses The system will not post transactions if they e do not balance e involve the Suspense account 4th Quarter User s Manual General Ledger 267 General Ledger General Ledger New Posting Posting Entry Range Year End Close e are marked as Do Not Post e do not meet the posting criteria e have been previously posted You can abort the posting process by pressing the usual Control Windows or Command Mac key combination In the event that you do cancel posting the system will halt any further posting operations but it will not undo whatever post ing operations it has already completed Lock out Dates The lockout dates are the earliest and latest dates that can be assigned to new GL items Setting the earliest date allows closing earlier periods because it prevents transactions from being posted to them Setting the latest date prevents transac tions from being posted to periods in the future Posting Entry Range Set date limits of earliest date
471. sactions Transac tions created from restricted templates become naturally restricted transactions Accounts Restricted General Transactions Templates Transactions FIGURE 6 1 Flow of data from templates to general or cash transactions to accounts 130 Templates 4th Quarter User s Manual Transaction Templates Templates List Access the Templates List screen by choosing Template from the Templates pop up menu on the Control screen Templates 3 Tran Ret Template Title Last Date Next Date Timbuktu Retainer Restocking Expense sales Tax Of o All templates available at this level FIGURE 6 2 The Transaction Templates list screen a Searching The Templates List screen provides access to all template records The Search pop up menu provides various search options The items above the line in the pop ee up menu open screens for specifying additional search criteria The items below ceed z the line perform the indicated search immediately Shaw All Show All displays all templates All Cash All Cash locates templates that involve Cash Disbursements Template Search This opens the Template Search screen This screen provides single criteria search Indicate the value on which you want to search by selecting one of the radio buttons along the left side of the screen Enter the range of values that corre spond to the templates that you want to locate Alpha and Numeric When searching on the Template Tit
472. sactions made to receivable accounts e produce reports that include statements running balance and aging reports Entries to accounts on AP journals can be made either directly through the AP area or indirectly through purchase and PO transactions or via deposits and with drawals made through the cash area GL accounts do not appear in the AP area because entries cannot be made directly to GL accounts Ath Quarter is unlike other accounting programs in that the AP area shows all entries made to AP account without regard to how the entries were made The AP area provides a complete real time record of all entries made to all AP accounts through any means 219 AQ Core Accounts Payable AP account balances are updated whenever transactions are entered The balances of Receivable GL accounts like the balances of all GL accounts are updated when transactions are posted AP Transactions AP Journals AP Account Components Components Purchase Payment etc Functions Reports Functions Reports Auto Apply Aging Compon Remove Sales Running Remove Sales Running Discounts Balance Discounts Balance Transact Receive Payable Detail etc Payments Statement Add Modify Delete Entry FIGURE 9 1 Flow of data from transaction components into AP accounts and from AP accounts to reports Accessing AP Accounts Payable can be accessed either through the AR amp AP popup in the Spe cific area of the
473. screen The same functions are available on the Button Bar that appears at the bottom of the screen The But ton Bar also lists any additional functions which are available for many screens 4th Quarter User s Manual Conventions 43 Button bar A block of buttons along the bottom of every List screen shows the functions you can perform on the items in the list This block of buttons is called the button bar e Buttons whose labels are underlined act on a highlighted selection e Every screen has a default button whose action is triggered by pressing the Enter key on your keyboard On Windows the default button has a darker bor der on Mac it has a double line outline e Any button labeled Return is triggered by pressing the Return key e Buttons with names that end in an ellipsis open screens with additional choices e Buttons labeled sum will when pressed total all the numbers in the column or columns adjacent to the button The summation is performed over all items in the current selection not just the visible items In some cases you ll see the summation button labeled as dr sum Here the summation displays the total debits minus the total credits On line Help Throughout the program you ll notice small buttons with a or a symbol These are your access to the program s on line help file Pressing the first of these opens a new window which will explain the screen where the button was lo
474. screen These buttons are labeled Set up Unprinted Selection The Setup button takes you to the printing setup dialog shown below Check Printing Setup Printing Format Ready to print checks Next Check Number 4 Change Next N Date to print on checks 01724 2000 D Use trans date Make sure you are printing ana LASER or INK JET printer FIGURE 7 9 Setup dialog accessed through the cash account transactions list Setup button The Setup screen allows you to set up the type of preprinted check form you ll be printing on the date and the next check number that will appear on printed checks Laser forms are configured to print one check per sheet of paper according to Deluxe Corporation s form 081004 or form 081013 The check can appear either on the top or the middle third of the sheet 4th Quarter User s Manual Cash Accounting 167 Cash Accounting The Check Printing Setup screen always defaults to the check format set by the administrator see Check Printing on page a 64 of the Administrator s Manual Deluxe form 081004 prints the actual check on the top 3 1 2 8 9 cm of the page a summary of the transaction on the middle third of the page and a list of items paid on the final third of the page Form 081013 prints the same informa tion except the summary is on the top third of the page the actual check is in the middle third and a list of items paid on the final th
475. se orders E Reports Purchases The following reports are available by pressing the Reports button in the Pur chases list 500 Purchasing 4th Quarter User s Manual AQ Full Reports Transaction Summary A summary of each sales transaction listing each component Transactions List Sample Transaction Summary Fe part Tue Jun 1999 1 29 4M Page 1 Atti Ref HE Entry Type Date Hotes itle Comment jattn Ref Ne iD EntryType Date Motes Tie Comment oo aot o eo 27 Payable purchase Payable Purc hase Debt Credit 30007 34 Y S Babolat amp Sons b0028 100 Manufacturing Purchases 2f0 Payvable purchase H699 Payable Purchase 30009 6 Hong Korg Camiers Ltd e0008 100 Shipping Purchases 242 Payable purchase 4599 Payable Purchase 30011 26 60032 100 Acme Tire Retreads l Manufacturing Purchases Report Total FIGURE 16 23 Sample Transaction Summary report Transaction Details Details of each sales transaction listing all components Transaction Details 650 00 650 00 Tue duns 1999 1 33 PMi Sample Transaction Detail Re port Fage 1 Title Payable Purchase Notes P Ret Me Effective 04 75 99 Entry type Posted 4 30 99 Doc Me Entry 04 75 99 Status Unverfied Check ID S00 Atte Autoallocate ALL Entered by Designer hernia Accourt i Joumal Debit Credit
476. se Order Summary report Detail ed Summary Detailed summary of each purchase order in the current selection not including line items 502 Purchasing 4th Quarter User s Manual AQ Full Reports Detailed Purchase Order List Thu Jum3 1999 2 00 PM Sample Detailed Summary Fage 1 Pas HE Ordered Yerndor Code Approved Last Ship Yerndoar Inve i Rescate Pricrity Ath Joumalized Track Code A E Lalso Kradosk Salles discount of 22 50 removed S699 212 50 Mets 105 Dirwhitty FIGURE 16 27 Sample Purchase Order Detail report Purchase Order Form Complete purchase order with line items one for each P O in the current selection Since PO s store all shipment history you must specify which shipments you want to appear on the printed PO form When you choose PO Form from the Reports list you are given two options Either print an PO listing only the most recently received items or to print a PO listing all items received Decide Invoices track all shipments for each order Which shipments do you want to appear on the form Consolidation of all delivered items e Most recently delivered items All Items FIGURE 16 28 Dialog offering two choices for including items when printing PO forms from the PO List screen If you want to pick and chose which individual shipments to include on the PO then you must open the PO in the PO Entry screen and select the Print Form item fro
477. se items for information on how to use these codes See also Numeric Formats on page a196 Inventory item purchases June 3 1999 2 48 PM Sample Inventory ltem Report 1 Analysis for period stating W198 and ending 63 99 accordingto date ordered City Purchased GtyAeceived Value Purchase Value Received tennis stings 1 package tennis balls can of 3 tennis racquet overgrps bumper guards tennis racquet FIGURE 16 32 Sample Inventory item Purchase report 4th Quarter User s Manual Purchasing 507 4Q Full Purchasing 508 Purchasing 4th Quarter User s Manual CHAPTER 17 Product Flow of Data Assemblies amp Accounts 4th Quarter User s Manual Inventory This chapter describes the creation and management of stock and service type inventory items This includes set ting price and cost levels adjusting inventory levels assembling inventory items and handling the bill of mate rials Inventory is supported in the Full version of 4th Quarter Inventory Data We ll consider the relationship of inventory to other data in the database in two parts First we ll review the information stored with inventory items themselves This includes the way assembled items are related to each other and that way items are related to accounts The system distinguishes three kinds of inventory service component and assembled items Assembled items are those that carry a Bill of Materials
478. semble but ton The system will prevent you from disassembling assemblies that do not exist in inventory Inventory 4th Quarter User s Manual Assembly amp Disassembly OD SSS inventory Assembly Management 5 Fe Assembly Disassembly ly4Ob ltems to disassemble Components aeisi mhis tel Jel 428 components_ 1 Applyto item Disasmbl Code Name Code O Candy 10 Chocolates a ABC 2 Cabbage 10 Candy 25 Chocolates Cabbage O Donut Asrt Assorted Dq Carrot OVegbskt M Yegtable Ba Cauliflower Ruttabaga Spinach Disassemble Cancel FIGURE 17 13 The Disassembly page of the Inventory Assembly Management screen When items are assembled or disassembled the system creates a single transaction that records the movement of assets from the component to the assembled item asset accounts Transaction Page Additional transaction information can be specified on the Transactions page This page does not display a previous of the transaction that will be created Instead it offers a place to specify a title comment reference number and date 4th Quarter User s Manual Inventory 527 AQ Full Inventory Inventory Assembly Management S Assembly Disassembly Transaction Yal uez assigned to the accounti ting transaction Title Unusual Inventory Record Handling 6 4 99 Disassembly Reference Effective Date 06 04 1999 6r04r1999 FIGURE 17 14 The Transac
479. shipping and discount expense accounts and possibly other accounts as well Receivable Cost of Goods Sold Sales Tax Payable Ath Quarter has various entry screens Inventory Asset for different types of transactions Some screens such as the cash and the gen eral transaction entry screens explicitly display the accounts and the amounts debited and credited to each Account Ne Name 21474 1119 1 Component Assets 10004 100 Finished Goods Assets 50001 100 Retained Income FIGURE 5 1 The account details area of the general transaction entry screen Other screens such as the sales purchase invoice and PO screens show the action that s taking place but do not show the details of the transaction that they will create Transactions 4th Quarter User s Manual AQ Core General Transactions Sales Transaction Entry 1 of 1 Trans ID Ret HE Status Date Sale thru Receivable Unverified 05 31 1999 Code Mame First Last Com pany Al be rty 7 lRetrog rade Motorcars Terms NET 30 Due 4 30 99 Sale Title Tax 0 00 Y aoe Receivable Sale Total Distribute E lt gt Cancel FIGURE 5 2 The Sales screen where only the customer sale amount and terms are specified The Sale Through Receivable screen shown above shows the customer s terms and charges but it does not display the which part of the sale is going to each of the different accounts The system will automati
480. signed to a PO along with the PO date deter mines the order in which it will be paid When you make a single lump sum payment for several PO s they will be paid off first in order payment priority and then according to date PO s with the highest priority are paid first When several have the same priority the older ones are paid before the more recent ones Funds are distributed to debts on the consecutively lower levels until either all debts are covered or all funds are allocated You can assign a different priority level to each purchase order using the Spe cial Items menu in the purchase order entry screen Special Items Priority of payment R PO type Stock Service Change approval status H Debit purchase account Yendor Inventory af FIGURE 16 11 Select the Priority of payment item to change payment options from within the purchase order entry screen When you assign various priority levels the system knows that it should pay off all the debts in higher priority levels before paying off debts in lower priority levels 488 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Entry Within each priority level funds are used to pay off older debts first 4th Quarter performs this automatic allocation of funds separately for each account Payment Priority 1 General 2 High 4 Top FIGURE 16 12 Payment priority dialog The p
481. sists of accounting and non accounting information The customer account information relates to how you want to handle sales and receivable for the customer In this section we ll consider customer accounts what these are how they re assigned and what functions they serve Certain types of customer records are set up to make sales For these types the sys tem creates a receivable account for that customer when the customer record is entered There is also a general sales account a taxable sales account and a non tax sales account related that tracks sales to each of the different customer types An admin istrator setting determines whether sales are credited to the general sales account or distributed to tax and non tax accounts according to the type of sale 372 Customers 4th Quarter User s Manual AQ Full Customer Entry Receivable Account Press the Accounts tab to the Accounts page of the Customer Entry screen Horoi es jJohn Barkealey Western Autodial Cust ID Modify Date or 8 28 33 Sales Accounts Cr Bala nee 60005 100 Consulting 2586 41 Taxable sales 60005 2700 Client Taxable Sales oag D Nontax sales 60005 300 Client Notax Sales oog me C _ Dr Balance Receivable Account 10100 91 western Autodial 173 12 Modify Finance 0 mon Distribution Accounts Remoywe FIGURE 13 10 The Accounts page of the Customer Entry screen The system will create a n
482. so store the name of the user who created them Templates can be searched and sorted by user name Columns Templates specify what appears in each of the four columns as well as default dates for each of these columns The information displayed in each column actual budget or percent is set in the template and can only be changed from within the template editor The default date range for each column stored the tem plate editor can be changed on the fly before generating a report from a tem plate 4th Quarter User s Manual Financial Reports 349 Financial Reports Columns are specified independently from rows Click on the Columns tab to dis play the column page of the template screen Here you specify the type of values to appear in each of the four columns and you assign default dates that determine what portion of the General Ledger is reflected in each column Column Types Each column can display one of four different types of values e Actual values taken from actual General Ledger entries e Budget 1 values taken from the Ist budget series assigned to GL accounts e Budget 2 values taken from the 2nd budget series assigned to GL accounts e Percent values computed with respect to entries in the previous column In addition to these types you may set up to three columns as blank columns When a blank type is assigned the corresponding column will not appear on the report Columns set as blank must all lie
483. ss Search e Reference Date The first date upon which the template becomes active e Previous Entry Date The is the last date the system has record of the template being applied e Next Entry Date The next date at which the template is scheduled to be due for entry e Final Entry Date The last date after which the template is no longer active 4th Quarter User s Manual Templates 133 AQ Core Templates Template Search by Account Accounts Recurring Date Search for transaction templates in range of CD Reference entry fram 00 00 00 to 00 00 00 Next entry from 06 03 1999 Jto 07 03 1999 Final entry from oovoo 00 Jta Oovo0 00 Search and in F revious selection Replace CI Add to CI Remove from p Search in selection 2 FIGURE 6 5 The Recurring Date page of the Template Search screen Enter criteria on the Attention page if you want to locate templates according to the attention value assigned to them Template Search by Account Recurring Date Attention Search for transaction templates with VW further attention codes equal to wnr orfe Jere Jor e any non null further attention codes Search and ii P P revious selection Replace d Add ta G Remove fram p D Search in selection Cancel FIGURE 6 6 The Attention page of the Template Search screen 134 Templates 4th Quarter User s Manual Transaction Templates
484. ss Through is a category used by 4Q to designate funds held temporarily but not owned This includes monies held in escrow and payments collected for third parties Pass Through GL accounts do not appear on any financial statement Transactions involving Pass Through accounts can involve only other Pass Through accounts they cannot affect non Pass Through accounts All Pass Through account numbers start with the character 0 Journal Settings Each GL account is assigned to a journal and all accounts related to a given GL account are assigned to the same journal If you change the journal indicated on a GL account then all of the related accounts will move to the new journal The Cash AP and AR features of the program only apply to accounts listed on these journals For instance a GL account must be linked to a receivable journal in order to identify its accounts as receivables accounts If the GL account is not linked to a receivables journal the accounts will not be listed on the receivables journal and will not support funds allocation aging reports and other functions of receivable accounts Journal Reports All journals support audit reports while payables and receivables journals also sup port aging reports These reports can be set to display different accounts and dif Chart of Accounts 63 4th Quarter User s Manual Chart of Accounts ferent levels of transaction detail The List Accounts setting on
485. ssible to users who are members of the restricted access group In addition restricted access accounts can only be added to or included in transactions by users with restricted access Automatic Allocation Check Box This check box determines how funds are allocated to payable and receivable accounts When an account is set to automatic allocation then new debts entered to that account are automatically covered with available funds and any new funds paid in are automatically used to cover existing debts If automatic allocation is turned off for an account then new debts are not covered with existing funds and payments of new funds are not made available for use in covering existing debts Although payable and receivable accounts indicate whether or not entries are to be allocated automatically this setting can be overridden when you enter a trans action Monitoring Balance Levels Balance levels C Monitor balance levels Alert user when DEBIT balance crosses these levels When the Checking alert levels option is turned on the computer will check if proposed changes to accounts are within the balance limits specified F Caution Notify with each account The user is alerted when an peer 10 00 00 entry would cause the balance to move beyond the ea 39 999 00 100 indicated range That is the account balance is checked before the transaction is entered negative s indicate credit values A
486. ssing accounts from this location using the Add or Modify buttons opens the Limited Account Entry screen shown in Figure 4 12 This is not the same as the Account Entry screen This screen is more limited in its function If you need access to all aspects of the account records then you must use the accounts through the Account Entry screen accessed through the Accounts List area described on page 83 Chart of Accounts 4th Quarter User s Manual General Ledger Accounts Limited Account Entry 1 of 1 Status Debit Balance Acc tID Last Transact Date Created Number 5 Suffix Active Name Client Receivable O O lt o lt External Ref O o Description General Ledger Category Current Asset Profit Center Journal Receivable Ss Cet GL NE 10900 Client Receivable ie FIGURE 4 12 The Limited Account Entry screen accessed from the Accounts page of the GL Account entry screen Budgets Page Click the Budgets tab to access budgeting for the current GL account Budget fig ures are only kept for GL accounts Budgeting is not performed for individual accounts Ath Quarter maintains two independent budget sequences for each GL account A budget figure is kept for each GL period however you ve defined your periods If you are using monthly periods then there are 12 budget periods per year If you are using 4 week periods there are 13 periods per year GL accounting periods are set
487. st of files that can be linked to related accounts The GL account entry screen displays a list of files whose records may be linked to related accounts Clicking on a file name marks it with a bullet which indicates that its records can be linked to accounts of this GL account If a file is not bul leted then the user will not be able to establish a link between the account and the record of the indicated file You can change these settings at any time but the settings will only affect new accounts of this GL account existing links between accounts and related files will not be affected Click on the Accounts tab to view a list of the accounts currently linked to the GL account If this is a new GL account then the list will be empty You can create and modify accounts from this screen 4th Quarter User s Manual Chart of Accounts 69 Chart of Accounts Accounts that you create from this page are not saved until you save the GL account record in which you are working If you press the Cancel button in the GL account entry screen then any changes you have made to the list of related accounts will be discarded GL Account Entry 1 of 1 SS m e Basic Info Options Accounts E L 06 03 1999 1i o100 fooo 000 Ctient Receivable o The following accounts are related to this GL Account Account ME Dr Balance FIGURE 4 11 The Accounts page of the GL Account entry screen Limited Account Entry Acce
488. st of inventory items that are analyzed according to the crite ria described below The report lists the inventory items code name quantity sold quantity shipped total value of the amount sold and the total value of the amount shipped e Analyze period dates These two dates determine the range over which invoices will be examined The date range will include invoices dated on or after the starting date and on or before the ending date Screening is done on either the date the invoices were entered the order date or the date the invoices were fully shipped the ship date e Report on inventory items 442 Sales 4th Quarter User s Manual Reports This option allows you to choose to view only the top or bottom items on the invoice report For example you can look at only the top 10 items in terms of sales value or the bottom 5 items in terms of quantity shipped If you click the Selected option an inventory item list opens allowing you to chose one or more items The report will then focus on the invoices listing these items within the specified period e In terms of You must specify what sorting criteria you re interested in Your options include Quantity sold Quantity shipped Value of amount sold Value of amount shipped This is essential if you ve chosen to view only a partial list of the top or bottom items The criteria you specify determine the ranking that is used The final report
489. structure of the template Since they only include financial information taken from GL Posting Summary records they only display information that has been posted to General Ledger accounts Hypertext Reports Financial report templates can be used to create hypertext on screen reports These are interactive reports that allow you double click on particular rows to obtain more detailed information From the summary data on a hypertext financial report you can follow the audit trail back to the original transactions The hypertext on screen reports can be used as a data exploration tool You can perform new search sort and report operations as you drill into the information shown on the report While viewing a report on screen you can print other reports that contain information which in accordance with your search criteria may or may not even appear on the original report Hypertext reports are discussed in more detail on page 353 Financial Reports 4th Quarter User s Manual Generating Reports Flow of Data Manual Template Creation The accounts that are included on templates is not determined automatically The names that you assign to templates are completely arbitrary You can design your own templates to contain any set of accounts The template editor will e help you create Balance Sheet and Income Statement templates using the Auto mate function e help ensure that the templates you create are complete using
490. sual func tions The Report button opens the Report and Media dialog in which you can chose the report to be printed for the currently displayed records These reports are listed at the end of this chapter See Reports on page 546 512 Inventory 4th Quarter User s Manual AQ Full Inventory Data Searching e Example Reference Quantity Need to Reorder All Active Operating Component Finished Goods Instruction Apply to function The Apply to button opens the Apply to dialog in which you can specify a global change that will affect all the highlighted records in the current selection The popup menu in this dialog lists all the fields which support global changes Differ ent fields support different kinds of changes depending on the type of data stored in the field For example date values can only be replaced while text values can be either replaced or appended Apply to 1 Inventory Records Field to Modify Attention field Ee e Attention field Item code Category code Type Description He mo Replace Weight Unit of measure Reorder level Reorder in quantity Single Unit Price Bin number service Item Active Need ta Reorder Taxable Track by Lot N Web Category FIGURE 17 4 The Apply to dialog supports global changes to inventory records It is accessed from the list screen Various search functions can be accessed from the Search pop up The
491. t specifies otherwise Account Summaries The summary report prints the information displayed on screen for each account in the current selection Account List Thu Wey 27 1999 12 57 4M sample ACCOUNT SUrnrnary Report Page 1 Tas Fayable Employer FUTA Shipping Fayable Shipton Cavalle amp Co Ltd enufacturirng Fayable YS Babolat amp Sons Shipping Fayable Hong Kong Gamers Ltd MEniuPachuring Payable Acme Tire Retreads Shipping Fsyable Ship o Fama Shipping Pavsable Gratlin Productions FIGURE 9 15 An sample Account Summary report Account Details The detail report prints account details for each account in the current selec tion A new page is not started for each account Account details do not include transaction details The information for each account in this report is shown below 246 Accounts Payable 4th Quarter User s Manual Reports ACOOUNIM 30009 6 Debli Ealan GL Mame Shipping Payable nota ceed Tue Dec 15 1998 AooOUN Hong Kong Carriers Ltd agha anernal Journal Payable GLachwe asodeed w vendor Aong Rong Carrera Ltd no address Lasi Tranzact etl Tue 4pr6 1993 hak CT 595 0004 064999 Anana mon 10 LaaiChange 000000 Grace Perlodo Allocation Specifica tion Dialog FIGURE 9 16 An account as it appears on the Account Details report Allocation Report The allocation report lists debts or payments or debts and payments that have been made to one or more payable accounts T
492. t ing transaction templates e Specific areas of account management dealing with cash receivable and pay able accounts e Reports this area is provides tools to review and report on your data e Stock the handling of inventory e Purchase vendor management and the entry and review of purchases and pur chase related transactions e Sales customer management and the entry and review of sales and sales related transactions e Maintenance under the File menu Imports and exports default settings administration In the Core version of 4Q only the General Specific Report and Maintenance areas are visible Each popup menu in the Menu View screen allows you to enter user areas or add records to those areas In addition to these main areas the control screen provides the Menus List and Maps navigation buttons which take you from one control screen to another In the upper right of the screen are a help pop a popup labeled Open Areas and a small button with three horizontal bands of color The help but What s New 4th Quarter User s Manual Control Screens Map view ton found on most screens throughout the program opens the on line help sys tem to describes the functions and controls on the screen The Open Areas button lists all the areas with currently open windows Selecting an item takes you to that window The tri colored button opens a screen where you can set the co
493. t Last B Company vemor E iwen feng Niom Kong Carriers Li Terms Net 5 10 5 bue 06 07 1999 Payable 2 500 00 Title Discount 250 00 10 If paid by rc 612799 Payable Purchase Total 200 00 e Cash Purchase Specify purchase amount and the cash account Credits cash and debits purchase accounts 476 Purchasing 4th Quarter User s Manual AQ Full Purchase Entry Ref NEO Status Date l Cash Purchase TIL mweri 672793 Code Mame First Last Company vendor JE wan von Yong Kong Carriers ta Draw from General Cash ka Title ee Cash purchase Purchase 000 e Payable Advance Specify amount advanced and the cash account Credits the payable account and debits the cash account Ref He Status Date Payable Advance LT tiwerifier _Jferz7o Code Name First Last Company _vendor J 4___ ivan wong Deposit in General Cash Hong Kong Carriers Ltd Title Payable advance Payable 400 00 Payments and e Make Payment Specify payment amount and cash account Indicate whether Credits the payment will be automatically applied to current debts Credits the cash account and debits payables Ref He Status Date Fake Payment a tnwerines 572799 1 Code Mame First Last Company O i wen e om Kong Carriers Lt Draw from General Cash Autoallocate to ALL accounts w Title Make payment Faid e Receive Credit Specify credit amount received Indicate wheth
494. t Ne Components TE Candy 10 Cabbage Candy 25 Chocolates 25 pe Cabbage Red Donut Asrt Assorted Donuts Car ot a A af VegBskt M Cauliflower Ruttabaga spinach ascents _ FIGURE 17 12 The Assembly page of the Assembly Management screen Specify the quantity of each item to be assembled by clicking the row on which the assembled item appears Enter the quantity to assemble in the To Assem ble field and the lot number if applicable Then press the Apply to Item button Remember to apply your changes to the rows otherwise they will have no effect Clicking on an assembled item in the area on the left displays its components in the scrollable area on the right To add components press the Add button This opens the Inventory List screen Locate one or more additional components high light them and then press Select in the Inventory List screen The items will be added to the current Bill of Materials To remove a component highlight its row and press the Remove button These changes to the Bill Of Materials for each assembled item are only tempo rary They do not affect the Bill Of Materials stored with the assembled item Changes made here will only be used for items assembled through the current screen When an assembly is first selected from the list on the left the system looks up component quantities from the item s permanent BOM and displays it on the 4th Quarter User s Manual Inventory 52
495. t Taken removes discounts from accounts which have not been paid within the time limits set for a particular purchase Choose the Sales Discounts Not Taken from Special Items menu See Removing Sales Dis counts on page 227 Apply Payments Automatic allocation to groups of accounts Go to the Payable Accounts List accessed through the Payable Account item on Purchases pop up menu in the Control Screen Highlight a group of accounts and select the Apply Payments item on the Special Items menu This presents you with the following dialog Apply atl pa yin mts te uncovered debia ia 135 welbected accoonis FIGURE 9 5 The Apply Payments dialog for automatically allocating funds to cover outstanding debts 4th Quarter User s Manual Accounts Payable 225 Accounts Payable When you press the OK button the system analyzes each of the highlighted accounts and distributes all the funds available to outstanding debts Debts are covered first in order of payment priority and age Within each payment priority group oldest debts are covered first If there are extra funds they are left undistrib uted Autoallocation performed within a journal s payable accounts area only applies to accounts on that journal To perform autoallocation for accounts on other journals you must open those journals in their own payable accounts area and apply pay ments from those screens Automatic allocation within an account In the Payable Acco
496. t and credit structure of the transac tions appears For example when you view an existing Sales Transaction through the general transaction screen you see only the amounts debited and credited to the Sales Cash and Customer Receivable accounts You do not have access to details about the customer or the terms of sale In contrast when you view the same transac tion through the sales screen all the specific sales details are displayed The general transaction area is primarily for maintenance adjustments and audit ing of accounts Using this area you can review all transactions from all sources 30 What s New 4th Quarter User s Manual Transactions Invoices and Purchase Orders Access to the general transaction area should be reserved for people charged with maintaining or reviewing the accounts such as bookkeepers accountants audi tors and controllers available only in the Full version of 4th Quarter Ath Quarter supports what we call a virtual order A virtual order is a central means of accessing all order related events It tracks items ordered their shipment history details of multiple shipments scheduled returns and the receipt of returned items Each order is treated as a small scale job and all the details per taining to that job are displayed updated and printed from the virtual order screen In traditional systems invoices and purchase orders are static forms They re enter
497. t at Budgete ___0 00 _ Options pudget 2 _0 00 _options2 120 000 181 200 243 624 507 296 572 242 436 487 506 057 574 978 645 277 716 983 50 000 51 000 52 020 53 060 54 121 55 204 56 308 57 434 56 582 59 754 Update Budget P Copy previous year s values e Compound values by dj Multiply each by I Copy first value Apply command ta a Budget i 7 Budgett 2 Copy from 10091 Cash 2 gt FIGURE 4 13 The budget page of the GL Entry screen Budget Year You can view budget values for the six consecutive years shown on the Year pop up Selecting an year from the pop up displays the budget values for that calendar year New years are added and past years are removed when the Administrator updates the Fiscal Year starting date 72 Chart of Accounts 4th Quarter User s Manual General Ledger Accounts Reverting to Saved Pressing the Revert to Saved button returns the budget values to those that were Values previously saved for the year being displayed Revert To Saved only acts on that year that is displayed Once you press the Enter button all budget changes are saved to disk If you press the Cancel button then all budget changes are dis carded Starting Each Year s Each budget of each year starts at some indicated value and then changes accord Budget ing to the budget value set for each consecutive period Type the year s starting value in the Year s va
498. t the set tings associated with existing accounts Except for the assignment of the equity account these settings are described in the section Account Options on page 80 e Active GL Accounts can be set as active or inactive At various places in the program you can limit GL Accounts shown or included in reports on the basis of whether or not they are active e Link to equity accounts You must assign an equity account if the GL account is an income revenue cost or expense type account You can direct the equity account setting to apply retroactively if you want When applied retroactively the equity account assignment will be reassigned to every account of the current GL account e Restricted access 68 Chart of Accounts 4th Quarter User s Manual General Ledger Accounts Accounts Page e Tax liability e Sales tax account e Automatic allocation e Interactive monitoring of balance levels e Threshold values to use when monitoring Account Links The user can link accounts to other files in the database This is usually performed automatically such as payroll accounts being linked to employee records How ever you can also manually link an account to a record in another file The actual linking process is done in the account s entry screen Account Links Restrict FUTURE account links to Cony files with e can be linked Customer Yendar FIGURE 4 10 GL entry screen li
499. ta base that are linked to the data they summarize By double clicking on these rows you can see what took place in the business that generated these numbers This process of tunneling does not just give access to the general ledger but gives com plete access to all transaction data This includes individual transaction compo nents as well as summaries of transactions that may be archived off line The description that follows leads you down through successive layers of the hypertext report We ll do this by examining a single item in each of the lower level screens We won t bother to perform searches for other items or to print reports at these lower levels which can also be done General Ledger Postings Screen Hypertext rows summarize a particular GL account or group of accounts Double click on a row to open the General Ledger Postings screen This shows the posting items contributing to the summary From this screen you can search for other 4th Quarter User s Manual Financial Reports 355 Financial Reports Jatin Post Date 53731795 3307 98 REPTAS ln REPETA ln 3 25 98 a 24 98 4 19 98 4 16 98 4 12 98 postings related to the same account print the displayed components or explore their origins General Ledger Postings 1 Row 7 60006 Client Sales Column 1 Actual 141 98 to 12 31 98 Account Credits a Client Sales Client Sales Client Sales Client Sales Client Sales Client Sales Cl
500. tal account balance and the undistributed balance The undistributed balance represents the total of payments that have not been distributed it does not represent prepayments although that is possible in some cases For example the account could have a net balance due and still have undistributed funds if some payment had yet to be allocated The heading area of the screen also displays the total number of items in the scrol lable area which may exceed the items that are actually visible The summation button will compute the four totals for all the items in the scrollable area The Original Debt column tells you the amount originally owed for this item and the Balance Due column tells how much remains unpaid The Original Paid col umn shows the customer s payments to their account while the Payment Avail able column shows what portion of this payment has not yet been distributed Accounts Payable 4th Quarter User s Manual Individual Account Allocation Allocating Payments to ALL accounts to HO account as PER account Matching Debts with Payments Made The most important function of the Payable Allocation screen is matching debts with payments You can do this automatically letting the computer match items according to seniority or manually in any manner you want Automatic allocation proceeds according to the dual criteria of due date and prior ity Each debt carries a priority from zero to 9 The higher the prior
501. ted Posting Summary Page Curentdae 51994 17148 AM Postings summed by gq verter Includes postings upto 1231 93 and grouped by effective date at posting TA fos Q303 104 83 124 703 Asset 11101 cash 0 00 0 00 0 25 10 00 12101 Imne ntar 11 00 6346 0 00 0 00 13101 CUS torce r Frente rca be 116 87 0 00 0 00 a ize esas oss 000 Liab ility 31104 Vendor Payable 1078 12 50 Total Lisbility 000 1078 Go TFE 61704 Saks 0 00 3 25 0 00 0 00 62104 0 00 4000 0 00 0 00 64000 oo 0g cece 1 0 00 oa 0g nesl 0o Cost cam ladda s T4104 Pum haces 1100 0 00 22 50 0 25 o resol mee eeso 0 28 FIGURE 10 19 Sample Posting Summary report Ferenue Trial Balance The Trial Balance displays GL account balances at the end of two three or four periods using a number of possible formats The GL Trial Balance Specifications screen which appears before the Trial Balance is printed prompts you for format ting information and stores your settings in the database These settings are net work wide changes in specifications affect all users printing a trial balance The Trial Balance can be printed through the Reports button on the General Ledger Postings List screen and through the General Ledger pop up menu on the control screen 284 General Ledger 4th Quarter User s Manual Reports GL Trial Balance Report Data amp Formatting columns Gt20a Rows Report will show Subtotal by D posted end of peri
502. ted Choose the check printing format from the Printing Format popup on the Check Printing Setup dialog Track feed printing is usually done using duplicate or triplicate forms that are loaded on a printer devoted to the printing of checks Track feed check forms should also be obtained with preprinted bank account and routing numbers Before printing using the track feed format be sure the job is directed to the cor rect printer 4th Quarter can be configured to automatically store the location of different printers and to use certain printers a appropriate times However this requires custom programming Contact Braided Matrix for more information Two Hundred and Thirty Four Acme Tire Aelreads Acme Retreads 6236 Tire Flats Rakonkoanoma MI 48372 4th Quarter User s Manual Cash Accounting 171 Cash Accounting Verify Check Printing Transaction Reports FIGURE 7 12 The tract fed check format only prints the actual check After your checks have printed you ll be shown a confirmation dialog where you verify that all the checks have been printed successfully Verify Success of Check Printing General Cash Wayfarer I Millinaria Ltd Click inthe PRINTED column if the checkwas not printed or was printed incorrectly FIGURE 7 13 The dialog for verifying that checks were successfully printed Once a check is verified as having been printed successfully it becomes locked and cann
503. ted To display notes of a particular type use the Types popup that appears above the list of notes To print a note first mark it with an X by clicking on the note you want in the left hand column You can mark any number of notes The click the Print X but ton Customer Entry 15 of 33 ear ite A Ce i ust 1D Fedu Date 67 5 28 99 X Memo Z amp Not Done Meeting Not Done Changes are saved as they are entered FIGURE 13 8 The Notes page of the Customer Entry screen The notes When and Memo fields can be edited directly from this page of the Customer Entry screen To modify other notes fields place your cursor in the When or Memo field of the note you want to modify and press the Modify button This will open the note in the Note Entry screen shown below 4th Quarter User s Manual Customers 371 4Q Full Customers Accounts Note 1 of 2 Type Appointment w when 05 28 1999 00 PM Created mpi 6 User Marq C Marked Status In Progress T Unti fo5728 1999 enorm _ p5 28 1999 11 08PM 6 FIGURE 13 9 The Note entry screen Entering Time Values Use military time when entering time value in the When and Until areas That is if you want to enter 1 30 pm then type in the value 13 30 When you tab out of the field it will convert the value from military time to standard time with the AM or PM suffix Customer information con
504. ter User s Manual Accounts Payable 223 Accounts Payable Special Items e Accounts with unallocated payments in excess of looks for accounts that contains payments whose unallocated payments total more than the specified amount within each account Funds paid may or may not be allocated toward existing debts Funds will be allo cated to debts when these situations prevail at the time the transaction is entered e The Autoallocate to ALL accounts option is specified in the transaction entry screen e The Autoallocate as PER account option is specified in the transaction entry screen and the payable account is set through the account entry screen so that payments are automatically allocated e The payment was not allocated when the transaction was originally entered but the payment was manually allocated at a later time Autoallocate to ALL accounts to AD account as PER account FIGURE 9 4 The autoallocation pop up menu available in many transaction entry screens Funds will not be allocated to debts when these situations prevail at the time the transaction is entered e The Autoallocate to NO account option was specified in the transaction entry screen e The Autoallocate as PER account option was specified in the transaction entry screen and the payable account has been set through the account entry screen so that payments are not automatically allocated e The payment may have
505. th Quarter User s Manual CHAPTER 14 Sales Flow of Data 4th Quarter User s Manual Sales This chapter describes the sales and invoice transaction entry list and reporting as well as the Sales People area and Sales Tax Rates area Sales functions are supported in the Full version of 4th Quarter Sales Data There are two types of sales events sales with line items and sales without line items Sales with line items are handled through the invoice area discussed on page 397 Sales that do not have line items are discussed in this section Sales that do not include line item details draw on the data stored in the customer terms and sales tax tables Sales events create an accounting transaction which affects the balances of customer and other accounts The Sales List shows sales transactions entered through sales entry screens These screens support six types of sales entries including cash sale credit sale refund and others Each type is discussed on page 393 Sales made on credit require further processing because of the payment expected in the future These sales involve customer receivable accounts When payment is received it can automatically be applied to open items or it can be allocated man ually The management of receivable accounts is done through the AR area dis cussed in Chapter Accounts Receivable on page 175 389 Sales Accessing Sales Sales or refunds made in cash requi
506. that is used when printing a range type roll up line If the accounts are not rolled up but are instead broken out then you will not be able to specify the captions that will appear for each of the separate lines Instead each line will be captioned with the number and name of the account being dis played The instructions in the Range Row dialog alert you to this situation Range Row FnoUe Each row is captioned with account and name and prefixed with the number of spaces placed to the lett of the following range description Display in terms of Credit Balance C2 Debit Balance FIGURE 12 14 While the specified caption does not print the number of blank spaces to the left of the caption are carried over to the financial report 4th Quarter User s Manual Financial Reports 339 Financial Reports Reliability of Range Rows The label you provide in the Range Row dialog will appear on this row in the tem plate but it will not be assigned to the accounts that will be broken out when a financial report is generated The number blank spaces that you place to the left of the label will be used as padding on the left side of the number and names printed for each of the broken out accounts In this way you can affect the alignment of the labels for this type of item The sum of all balances of the selected accounts will be displayed on the range line as either a debit or credit according to your specificatio
507. the GL account entry screen sets the level of detail shown on these reports Expense General Income Pass Through Journal General Payable Receipt Disbursement Receivable List accounts related to this GL account inaging reports Yes Nao inaudit reports Yes No FIGURE 4 7 GL journal report setting buttons in GL entry screen Aging Report In an aging report if you want to include each account of a particular GL account on a separate line then set the radio button labeled List accounts associated with the GL account in aging reports to Yes When this radio button is set to No the aging report aggregates all accounts of this GL account in a single item across all aging columns That is when the option No is selected the aging report will sum the aged amounts for all accounts under this GL account These aged totals will be displayed as single totals for each period The setting stored with the GL account can be overridden when you actually print the aging report At that time you can set the report to detail all accounts summa rize all accounts or display the detail indicated by the setting stored with the GL account Configuring and printing aging reports is discussed in detail in the sec tion entitled Aging Report on page 316 Audit Report In the audit report if you want to display the totals credited and debited to the accounts of a particular GL account then set the list accou
508. the Generate Closing Transactions dialog shown below where you specify the date of closing the journals to close and the title and code to assign to the closing transaction When a period is closed a transaction is created that zeros out the balances of accounts on income and or expense journals The balance on these accounts is transferred to the designated equity account This is usually one or several accounts used to track retained earnings The date you set is both the date assigned to the closing transaction and the date up through which the indicated accounts are closed Generate Closing Transactions Closing Date Journals Click to check the journals you Close account balances as of effective closing date 12731799 L ant iaiclice All contributions to Income and or Expense accounts WY Expense a onor before this date will be transfered to equity lt Income accounts Transaction Each closing transaction will be marked with the current date and an effective date equal to the effective closing date set above Mark each closing transaction with the following xl Income and Expense journals Transaction title Transaction code fee attention field Effective date from above Generate Closing Transaction Log LOG Period_Close_il 2731799 Set log file Use default file FIGURE 10 13 The Closing Transaction dialog for specifying what accounts will be closed and what values should be assigned to the closing t
509. the Verify func tion e prevent you from specifying any account on more than one line in any particu lar report e allow you to change the names of existing GL accounts without having to update the template e give accurate financial reports according to the template s specifications However there are some important things that the template editor will not do The template editor e will not require any particular accounts to appear on any template e will not ensure templates generate reports that accurately reflect their title e will not prevent you from generating misleading reports when the accounts listed on the template are not what you intend The point to remember is this if you create a Balance Sheet or Income Statement template and then change your General Ledger by adding or deleting an account then your templates will not automatically update While templates are not affected by changes in the names of accounts they will not automatically add or remove accounts when you change the structure of your General Ledger Figure 12 1 shows the relatively simple relation of data between templates and posting summaries The financial report templates shown in the ovals generate the actual financial reports shown under the heading Financial Reports These reports draw on information stored in the Posting Summary file The Posting Sum mary file also contributes to Account Summary Trial Balance and other reports wh
510. the invoices themselves However 102 Transactions 4th Quarter User s Manual AQ Core General Transactions you can still enter correcting reversing or adjusting transactions that will impact inventory client and sales accounts through using the general transaction entry screen described below Transactions 17 Ref fattn ID Effect Due Title Memo 4 1 99 Delayed Payment 10091 100 General Cash 24571799 10002 16 Braided Matrix 3 27 99 10091 100 General Cash 2a4 10002 16 Braided Matrix 3 27 99 Payable purchase 0029 100 Licensor Purch 250 af2 7 99 S0008 22 WayFarer 3 25 99 Withdrawal SO001 100 Retained Incom eet 10091 100 General Cash 3 25 99 Deposit 10091 100 General Cash S0001 100 Retained incom a l 5 Sets FIGURE 5 4 The General Transaction List screen The list screen shows among other features two accounts and the amounts deb ited or credited to them If a transaction has more than two components as occurs for transactions generated by Invoices an asterix will appear in the Notes column Other notes column codes are a always perform match amounts paid with amounts owed whenever debit ing or crediting to Payable or Receivable accounts don t perform allocation for any account in the transaction C correction of another transaction y verified e reconciled S involves Suspense account transaction won t post to the GL P posted transaction can t be modif
511. the monthly rates stored with each account J Finance overdue receivables at the rate of TO mon Use grace period stored with each account J Apply grace period of d4 days Generate finance charges from due dates to current date Jdateinthe past 05 26 99 Su1 50a Assess Charges FIGURE 15 14 Finance Charges screen for automating the creation of new finance charges for payable accounts Finance charges are only assessed on those accounts that are part of the current selection By limiting the current selection you limit those accounts that will be assessed charges Finance rate Finance charges can either be assessed at the rate stored with that account or at a rate specified in the Finance Charges screen This means that if each of the accounts in the current selection has a different finance rate stored with it then the finance charges you assess will each be computed on a different percentage basis On the other hand if you want to use the same percentage for all accounts in the current selection without regard to the rate that has been stored with them then specify this rate in the Finance Charges window 4th Quarter User s Manual Vendors 461 4Q Full Vendors The rate you type in will only be used in calculating the current finance charges The rates stored with each account are not changed although they are overridden in this case Finance charges for any given per
512. the transaction or account These search options are described in the following section Once you ve located a range of items you then mark the rows for those items whose payments are to be received Items are marked by placing an X in the left most column Do this either by clicking on individual rows to mark or unmark them or by pressing the mark button the button labeled with an X located atop the left most column Receiving Multiple Items Once you have marked the items to be received press the Receive Marked but ton The system will total all receipts for the marked items by account The system will then display a series Cash Deposit entry screens Each screen in the sequence will display the total being received from each account You can annotate the transaction or modify the amount received from the Cash Deposit screen 4th Quarter User s Manual Accounts Receivable 189 AQ Core Accounts Receivable H Transaction Entry 1 Of 1 22222 A Seri Trans ID Account From To i epsit eea 4200 eH General Cash Q withdraw lt Unverified J Printable Delete Record i CEO T nt He FIGURE 8 9 The Cash Deposit screen opened when the Receive Marked button is pressed in the Multiple Accounts allocation screen The display shows the total of all marked items for the selected AR account Pressing the Enter button in the Cash Deposit screen saves the deposit an
513. then the symbols equal to and not equal to mean identical to or not identi cal to The greater than and less than symbols refer to items that lie higher or lower than the indicated value in terms of the item s place in alphabetic order Remember the crucial difference between the ordering of alphabetic values and numeric values alphabetic items are ordered according to their leading characters whereas numeric items are ordered according to their total value For example alphabetically the value 5000a comes before the value 9x Use the wildcard character to specify a value that either begins or ends with a known series of characters In 4th Dimension the wildcard character is the sign usually called the at sign If you specify a value with a series of characters that ends in the sign then the search will locate all items that start with the indicated characters The sign is not included in the search but is rather a signal to the application that it should locate occurrences that include anything in place of the sign If you specify a value with a series of characters that starts with the sign then the search will locate all items that end with the indicated characters In this case the sign tells the application to locate occurrences that end in the indicated characters The effect of wildcards on various searches is discussed on page a 204 of the Administrator s Ma
514. til the archive is restored However a brief archive record is kept in the database and is accessible from the Posted Components screen through the View Archive button The system knows when transactions contributing to current posting have been archived and the Posted Components screen will indicate in the lower right hand caption area the number of archived records related to this posting In the exam ple below there is 1 related archive record Posted pee r 60006 100 Licensing Income 4 15 98 pe 60006 100 Licensing ncorme S 1 7796 H Components of 1 GL entries relating ta 1 GL ITea0 accounts FIGURE 12 28 Posting Components screen displaying the transaction components that are summarized by a posting item From the Posting Components screen you can use the following functions e Search This search will locate components contributing to other periods other posting items and other GL accounts e View This displays the complete transaction showing the balancing compo nents and other transaction information e View Archive If transactions relating to this posting have been archived this will be indicated by a caption in the Posted Components screen telling you the number of related archive records A list of brief archive records containing basic transaction information can be seen by pressing this button 4th Quarter User s Manual Financial Reports 357 4Q Core Financial Reports
515. ting a desire for an exact match also applies to clairvoyant fields discussed below 4th Quarter User s Manual Conventions 47 Conventions Dialog Screens Dialogs are screens where you tell 4th Quarter what you want it to do Dialog screens ask you to specify the details of a particular action like searching for infor mation or generating a report Report and Medium Print to printsin Portrait mode QO Paper TEXT Delimiters DIF field 9 SYLK record 13 FIGURE 3 8 Dialog screen for report printing prompts you for more information Dialogs generally do not change data but you might use a Dialog to specify direct actions that do change data An example of this is the Apply to Dialog accessed through many List screens The Apply to Dialog gives you the oppor tunity to make a specific change to all the items in the highlighted selection If you specify a change and press the Make Changes button this alteration will be applied to each item highlighted Apply to 2 Invoice Records Field to Modify G Append Df90b FIGURE 3 9 Apply to Dialog screen where you specify a value to be saved with one or more records 48 Conventions 4th Quarter User s Manual Data Access Search Screens Search screens are a special type of Dialog screen where you select particular aspects of existing records as search criteria Each file has its own set of Search scree
516. tion It locates all the tax records that are linked to the current selection and adds these to the current selec tion If there is a chain of tax records linked to each other then the portion of the chain from the selected records on down will be located and displayed For example say the City of Yonkers tax record is linked to the New York City tax record and this is in turn linked to the New York State tax record If you locate the Yonkers record highlight it and press the Find Linked button 4th Quarter Sales 429 4th Quarter User s Manual Sales Sales Tax Entry will locate the City and State tax records and display them along with the Yonkers record This is a quick way of locating all the tax records that apply to a given cus tomer or locality Assign Tax Records by Zip The Assign Zip button enables you to link all customers in a given zip code area to sales tax records sharing that zip code Use this function when you ve imported customer records that have zip codes and you want to assign tax records to these new customer records The Assign Zip function does the assignments for you so that you do not have to go through each customer individually The Assign Zip button operates on the highlighted tax records These tax records must have a zip code assigned to them The Assign Zip function locates all custom ers with zip codes that match one of the highlighted tax records It assigns to each customer the tax r
517. tion in ascending or descending order based on the values in the columns above each set of buttons The Report button prints a list of the displayed items to paper or to a file on disk This list includes all items in the current list printed in their display order 234 Accounts Payable 4th Quarter User s Manual Multiple Account Allocation Transaction Yendor Entry General Cash Entry General Entry Modify Delete Locating Debts by Account Transaction Menu Items Due Page The transaction menu enables you to create a transaction for the account that s indicated by the currently highlighted item e Vendor Entry item only available in the Full version of 4th Quarter This opens the purchase type transaction entry screen with selected vendor already filled in e General Cash Entry item This opens the cash type transaction entry screen with selected vendor s account already filled in e General Entry item This opens the general journal transaction entry screen No account are ini tially listed when this screen is opened e Modify item Delete item The Modify and Delete items apply to the currently highlighted item If an item has been posted it cannot be modified or deleted Press the Account Totals tab to reach the second page of the Multiple Account Payable Allocation screen This second page provides a shortcut to limiting your items to selected accounts This screen shows only those accounts
518. tion of the items at one of the four levels An item s level can be read from the entries in the Level of Sum columns e Text offers simple annotation When you add a new column you must specify whether it is to be an account summary or text item When you click on an item the appropriate item type is selected Press the Modify button to redefine the selected item or press the Delete button to remove it You can also delete multiple rows at once by marking a group of rows and then pressing Delete Rows are marked by clicking on the left most column See Marked Rows on page 334 Item Type Rows When you select a row the text below the Insert button says above row indi cating that if you press Insert a new row will be placed above the selected row If you scroll to the last line item and click below it that is click where there are no line items then the message below the Insert button reads at bottom to indicate the new row will be added at the end 4th Quarter User s Manual Financial Reports 333 Financial Reports Marked Rows Single Account Rows Roll up Rows 10003 10004 10005 To insert a row select the row below which you want the new row to appear Click on the radio button corresponding to the type of row you want to create and then click the Insert button The Roll up Unroll and Delete buttons act on marked item type rows You mark a row by clicking on a row
519. tion screen and display the previous screen 4th Quarter User s Manual Accounts Receivable 203 Accounts Receivable Navigating Through Accounts The Go To button opens a dialog for you to specify the name or number of the next account you want to work with When you open the Go To Account dialog you will notice that the GL account number of the account you re currently work ing with is already specified The cursor is already in the account number field Go To Account Specify an Account Number FIGURE 8 15 The Go To Account dialog that takes you directly from one AR account to another This dialog also uses the convention that if you add a trailing blank space to the name of the account you re searching for then 4th Quarter will search for an account with exactly the name given after the blank space is removed If you do not end your account name with a blank then 4th Quarter will locate all accounts whose names begin with the string you ve typed You can also press the next record gt or previous record lt buttons These bring the next or previous account in your original list of accounts into view The Go To Account function will only take you to another account on the same journal as the account you are starting from To reach accounts on other journals you must open those journals in their own Receivable Accounts screen Since the Allocation screen does not have a Cancel button yo
520. tions Clairvoyant Search The Components area at the bottom of the screen has an entry field where an account is specified by Number or Name Below this is a list of accounts involved in the transaction The Detailed Form page provides some additional control of the components The following component fields that are shown one the Detail Form page are not dis played on the Brief Form page e quantity e rate where quantity x rate amount e GL account name e item text in both an enterable and a scrollable area e priority Locating an Account You can refer to an account by its Name or full reference Number The full refer ence Number includes a GL account number an account number and an account prefix Notice that the Number and Name labels are underlined This means that they are clairvoyant fields they will search the data file for records that meet any partially specified value For instance if you enter 120 in the GL Number field and press the Tab Key the system will open a new window with a list of all the GL accounts whose Num bers start with 120 If you select a GL account that has only a single account then that account will be used automatically to fill in the remaining fields If there are multiple accounts the rest of the account area will remain blank and the cursor will jump to the Account Number field The Account Number is also clairvoyant if you enter a partial number the system will d
521. tions page of the Assembly Management page Inventory Entry The inventory table like the account table is handled in an unusual manner Access to records in other tables in 4th Quarter is handled on a first come first served basis That is the first person to open the record in the entry screen has complete access to the information No other user can make changes to the record until the first user completes their modifications This way of handling records is not practical for inventory because it could pre vent the entry of invoices and purchase orders since these related records need to change the inventory when their line items are processed To support the concurrent access to inventory 4th Quarter handles the inventory using a technique called optimistic record access This means in effect that the many users can have access to the record at the same time and it is the changes made last that are reflected in the data that is stored 528 Inventory 4th Quarter User s Manual AQ Full Inventory Entry As a result of this one user can have an inventory record open in the entry screen and at the same time other users can be entering invoices that draw down inven tory levels This is it must be and this presents no problems However it is also possible to have the situation where two users open the inven tory record entry screen at the same time on different computers Both users will think that they
522. tiple accounts change the headings the type face the number format and the row labels Columns are specified separately as is discussed in the section titled Col umns on page 349 To modify a report template shown in the list screen either double click on the template record or highlight a template and press the Modify button This will bring you to the Line Items page of the template editor screen 4th Quarter User s Manual Financial Reports 331 AQ Core Financial Reports Financial Report Template 4 of 4 Rows Columns Active A Report ID Public bf a ie Report Rows Show 1000 s Insert Print Line s J at bottom Mono Space Fant Item I Range 5 Operating Income J Sum 60001 000 Client Sales CD Text BOO OOO Finished Goods Inventory ha dify BO003 000 Component Inventory 60004 Operating Inventory 60005 000 Client Sales Total Operating ncorme Operating Expenses HOO001 OOO Sales Commission Expense 000z O00 Tax Expense SOO03 000 Payrall Tax SOU004 000 wages SOO05 000 Financial Operations SOO006 000 Shipping Expense SO00 000 General Inventory Expense SOO08 000 Shipping Purchases ena FIGURE 12 9 The report template editor screen The top of the screen displays the template s type title and three lines that are printed at the beginning of each report To the right of each line is a pop up menu that you use to set the text style for each line Template Ty
523. tive P any attention codes at all Search and n30 Replace J Add to J Remove from Search d Search in selection peod EEC FIGURE 15 4 The vendor Search by Attention screen Related Search The Related search screen provides a means to locate vendors that are related to other records in the datafile At present this is used to locate vendors associated with particular items in inventory In the future other related search criteria will be added Search for Yendors Related to Inventory E items selected I Add to C Remove from previous selection Search d Search in selection FIGURE 15 5 The vendor related search screen Address Search The Address search screen locates customers according to their related address information Since customers can have multiple addresses this search will locate customers any of whose addresses match the specified criteria 4th Quarter User s Manual Vendors 451 4Q Full Vendors C Address Search Find Yendor Records with equal to Add a final blank space to search for literal values Searching on these criteria can be very slow Adao SEARCH and Remove from previous selection C Search in selection FIGURE 15 6 The vendor address search screen The address search locates all address records that have values that start with the criteria you specify For example if you enter Oak as a c
524. to 9 The higher the priority the greater preference is given to retiring the debt The system give an item s priority rating precedence over its due date all items of a higher priority level are retired before items of a lower priority level When allocating to items that share the same priority the system will retire the oldest debts first A debts age is given by the time since it was due This can be independent from the date on which the debt was entered Manual allocation allows you to split Payments among multiple obligations apply multiple Payments to a single obligation or redistribute several Payments among several obligations The following functions provide ways to allocate funds automatically when payments are received automatically to all unpaid items automatically to all marked items manually to the selected item We ll consider each of these options in turn When Payments are Received When an AR transaction is entered the system will or will not allocate payments to debts automatically depending on how the Allocation pop up is set in any of the various transaction entry screens The Allocation pop up gives three choices Allocate to All In this case the system will match any new payments with any existing debts or match any new debts with prepayments Autoallocation will be performed for all entries that affect AR and AP accounts Allocate to None The system will not match payments with debts for any entr
525. to disk To view on screen hypertext reports you must go to the Financial Report Editor There you must highlight a report press the Report button to open the Specification screen then press the View button There are two basic kind of reports Position Statements and Changes in Position Position Statements give account ending GL account balances at up to four points in time Change in Position reports give the changes in the GL account balances over a set of time periods They can display up to four periods To view a financial report as a hypertext document enter the Financial Report Editor by selecting the Report Editor item from the Control screen s Financials pop up menu Then highlight a report template and press the Print Report but ton Fill in the necessary specs and press the View button Once the report is prepared it is displayed on screen just as it would appear on paper However the on screen report has hypertext capabilities If you click on a row it will highlight If you double click on an item the screen will change to show you more detail In particular if you double click on an account you ll see all the posted items that are summarized by the single line item You can navigate through the rows and columns of the financial report from within the layout shown in Figure 12 5 on page 325 Double click on one of the posted items to see the transactions that con tributed to the posting The cell you re examining is sp
526. to explore the complete debt and payment history for a given account Using the search options available here you can view any subset of items according to the type of entry the date range the original or outstanding amount among many other criteria 196 Accounts Receivable 4th Quarter User s Manual Individual Account Allocation Dynamic Reconciliation Allocating Payments In the top portion of the screen in Figure 8 11 displays the total account balance and the undistributed balance The undistributed balance represents the total of payments that have not been distributed it does not represent prepayments although that is possible in some cases For example the account could have a net balance due and still have undistributed funds if some payment had yet to be allo cated The heading area of the screen also displays the total number of items in the scrol lable area which may exceed the items that are actually visible The summation button will compute the four totals for all the items in the scrollable area The Original Debt column tells you the amount originally owed for this item and the Balance Due column tells how much remains unpaid The Original Paid col umn shows the customer s payments to their account while the Payment Avail able column shows what portion of this payment has not yet been distributed 4th Quarter s Special Feature As mentioned before one of 4th Quarter s unique features is how all
527. to items scheduled for return Items are specified in the entry fields located above the display area s column titles The Item Code and the Item Name column titles are underlined to indicate that they are clairvoyant entry fields If you type in the leading characters of an Item s Code or Name 4th Quarter will locate the Item and enter it on that line Alterna tively press the Items button to select an Item from a full list of Inventory FIGURE 14 24 The Return Code popup allows you to assign a new code or any of the codes already assigned to items on this invoice Return Code You must specify a Return Code before you can add an item to the list Return Codes are assigned by the system in sequence using the popup menu in the Return Code column The popup allows you to assign a new code or to assign any 4th Quarter User s Manual Sales 425 of the codes previously assigned lines on this page Return codes can not be typed in directly but the administrator can specify a return code prefix through the Invoice page of the Maintenance Screen Once you have fully specified the item to be returned press the Add button This creates a new row in the display area which will have the values you specified Journal entries are only created when items are received as specified in this screen or on the returns page of the Invoice Shipping screen Journal entries are given the Received Date specified at the top if the page Up
528. to the right of other columns When a column is set to display percentages the percentages are calculated according to the percent groups set on the Rows page of the entry screen These percent groups apply to all columns set to display percents In order to display percentages on a financial report you must both assign percent groups on the Rows page and assign a least one percent type column on the Col umns page Financial Reports 4th Quarter User s Manual Configuring Templates Financial Report Template 1 of 3 E Options Fn Sib Type Change within Period F Last Modi fed ID ame Income Stetement 1 Change within period Position Statement 7 Column Quantity Displayed Default Period From To 4 actual blank Actual Budget 1 Budget 2 7 Prevy Column pass jarani yj a x aarooro0 12 31 1998 JL 23171999 JL 00 00700 00 00 00 JL 00 00700 00 00 00 All Use Date 1 A ae FIGURE 12 22 The columns page of the template entry screen showing the default dates appropriate to change within period type reports The first column must be set to display actual budget 1 or budget 2 values A percent value can not be assigned here because percents are derived from the val ues that appear in the column to their left You cannot assign two adjacent columns to be of percent type This is because a percent type column always gets the values used in calcul
529. tomers to Taxes Payable must have an account Account balances are updated as transactions are entered This contrasts with GL accounts which are updated only when transactions are posted While account balances are always up to date they are subject to revision because unposted transactions can be modified 4th Quarter User s Manual Chart of Accounts 79 Chart of Accounts Unusual Account Record Handling Access to Accounts ACCOUNTS amp Related GL Accounts Add Account The account table like the inventory table is handled in an unusual manner Access to records in other tables in 4th Quarter is handled on a first come first served basis That is the first person to open the record in the entry screen has complete access to the information No other user can make changes to the record until the first user completes their modifications This way of handling records is not practical for accounts because it could prevent the entry of transactions since these records need to change account balances when their components are processed To support the concurrent access to inventory 4th Quarter handles the inventory using a technique called optimistic record access This means in effect that the many users can have access to the record at the same time and it is the changes made last that are reflected in the data that is stored As a result of this one user can have an account record open in the entry s
530. tons to either side that appear below certain columns are the quick search and quick sort buttons a io gt Clicking on the quick search button the square button opens a dialog like that shown below asking you for a value for in the corresponding column Find records whose IE170a Account N2 ommit GL starts with a Replace C Add to Ci Remove from C Search in selection Cancel Search FIGURE 3 7 The Quick Search screen opened by the small yellow quick search buttons Clicking on one of the quick sort buttons will sort the displayed records in ascend ing or descending order on the basis of the values in the corresponding column String Specification Convention When you type in a string using the starts with criteria the search will locate all items whose corresponding value starts with the characters you have typed If you want to find an items whose value exactly matches the value you type you can do this either of two ways Either you can selected the is equal to popup criteria or you can enter a blank space as the last character in your string For example if you type Smith using the Starts With criteria then the system will locate records whose field values are both Smith and Smithers If you type Smith which contains an invisible trailing blank then only records with the value Smith will be found This same convention of interpreting trailing spaces as indica
531. tor s Manual for more information 4th Quarter User s Manual Inventory 529 AQ Full Inventory Next Code N Button If the automatic code assignment option is not being used you can still request the next number for items of the assigned type by pressing the Next N2 button The action of this button is to find the largest number assigned to item s of this type and to return the next higher value This new value is prefixed with a number that indicates the accounting type assigned to the item e Account Type Each item must be assigned an account type The system keeps a separate set of accounts for each inventory account type When you assign an item to an account the system will automatically track this item using the default inventory asset spoilage cost of goods value of purchase sales and purchase accounts that are created for items of this type The list of assignable accounting types can be modified by the Administrator through the List Manager screen See List Manager on page a 28 of the Administrator s Manual e Category Item categories are static tags that you can freely assign to items Category values have no affect on the sales purchase or processing of inven tory You can change the list of possible categories through the List Manager discussed on page a 28 of the Administrator s Manual e Description This field provides space for additional item description to com plement the item name The
532. tory related sales are handled through the Invoice pop up The List of Invoices is accessed from the Invoices pop up menu on the control screen This lists all transactions entered through the Invoice Entry screen The Invoice Entry screen can be accessed either from the control screen using the Invoice pop up or from the List of Invoices screen Invoices handle inventory or line item sales and are discussed on page 397 AR accounts are accessed through the AR amp AP pop up menus This opens a win dow with a list of receivable accounts The Receivable Account Allocation screen is accessed by selecting a particular account from the list of receivable accounts Refer to Accounts Receivable on page 175 for further details Choose the Sales item from the Control screen s Sales pop up menu The same area is also accessed by choosing the Sales item on the Sales menu that appears above the control screen The List of Sales screen only displays sales transactions entered through the Sales area Sales entered as invoices and sales entered through the general or cash trans action entry screen are not displayed in this list Sales entered through the Sales Entry screen are those paid in cash or through credit They involve income and revenue accounts They may also involve sales tax payable accounts as well They do not involve inventory and inventory related accounts 4th Quarter User s Manual Sales 391 See 125 Transact
533. transactions NextPage cancel FIGURE 11 20 The Transaction Range page of the Audit Report Setup screen Print Settings The Send to Printer and Write to disk check boxes enable you to print the report directly archive it to a disk file or both If you print the report you will be able to preview it on screen The Audit Report Heading area is where you enter a value that is printed at the top of the report The format number determines the numerical format used in the report This determines how zero and negative values are presented and how decimals are formatted The format setting will never actually change the value of a number but it can make the report more readable 4th Quarter User s Manual Journals 313 AQ Core Journals Example 1 Example 2 Income Audit Report Setup Journal ID 2 _ Write copy to disk Audit report head ng i C Show and sort by profit center names Mumber Dispay Format ee 7 000 p FIGURE 11 21 The Printing page of the Audit Report Setup screen Because of the flexibility in configuring the Audit Report we cannot give examples of each report that can be produced We give you three examples Only the origination accounts are shown Income Journal Wed Jun 9 1999 12 51 PM Page 1 Sample Audit Report no balancing accounts Summary oF transactions Includes both posted and Listing dr cr and reversing Tallies shown for active a
534. ts then locate each set of accounts in a separate selection and print the reports in separate batches Payable Statement Thu Mayer 1999 1 1941 Page 1 From OOOO 00 to m2799 Sample Payable Statement 30007 34 Ref Y 5 Babolat amp Sons Account of Vendor Y 35 Babolat amp Sons Terns PrePaid Owed beforeitems Change in Pernod Ending Balant e 0 00 175 00 175 00 Boc Nt Tran Ref Effect Due Title Paid Aveilable Owed Outstanding Running Total oe mma ponco YS e ims Pomrscaes J so ao e e ies _ Posdscountniaken f OO e s o s T A A E T E T 175 00 Please send corespondance to TOTAL 3955 42 50 17750 iom Ending Balance Owed 175 00 Thank You FIGURE 9 21 A sample Payable Statement Aging Report Selecting Aging Report opens a 4 page specifications dialog Separate print specifications are saved for each journal Aging reports for accounts on different journals must be printed from the Payable Accounts area for that journal Pressing the Enter key will take you through the sequence of pages until you reach the last page Pressing the Enter key when you re on the last page the Print page will print the report You can return to any previous page using the tabs at the top of the screen When the again report is printed the report settings are saved to disk A separate set of report settings is saved for each journal 4th Quarter User s Manual Accounts Payable 251 Accounts
535. ts expire examines the sales discount dates assigned to the journal s accounts e Accounts with unallocated payments in excess of looks for accounts that contains payments whose unallocated payments total more than the specified amount within each account Special Items Functions that Act on Receivable Accounts Add Account Modify Account Generate Finance Charges Sales Discounts Not Taken The Receivable Accounts list screen performs the following functions specific to receivable accounts 180 Accounts Receivable 4th Quarter User s Manual Accounts Receivable Area e Group Account Allocation matches payments with obligations for a selection of accounts Your options are displayed if you highlight one or more rows and select the Allocation for Accounts on the Special Items menu e Multiple Account Allocation manages multiple items due for receipt across many accounts Locate the accounts whose outstanding items you want to review Then press the Items Due button This brings you to the Multiple Account Allocation screen described below e Individual Account Allocation manages the individual items within a partic ular account Highlight an account and press the Select button This brings you to the Account Allocation screen described below e Finance Charges assesses carrying charges on overdue accounts Choose Generate Finance Charges from the Special Items menu See Generating Finance
536. ts for the purpose of a making it easier to enter distributions to these other accounts This can be done from the transaction entry or the account entry screen For information on how this is done through the account entry screen see the section titled Distribution Accounts on page 88 When an account has distribution accounts linked to it then when this account is added to the list of transaction components the system automatically adds the related distribution accounts to the transaction component list as well Setting or to reset the distribution accounts that are linked to a source account can also be done from the transaction entry screen using the Distribution button located in the upper right hand corner of the component list To set a list of accounts as distribution accounts to a single source account you must first add both the source and the distribution accounts to the list of accounts in the transac tion components area BOOOUS 300 Auto Maintenance Expense 10100 91 Western Autadial FIGURE 5 11 The component list area and the Distribution button on the Transaction Entry screen 4th Quarter User s Manual Transactions 113 Transactions Entries Must Balance Then place your cursor in any field of the source account the account to which others will be linked and press the Distribution button A dialog will ask you to confirm the new setting CONFIRM Set 1 distribution account s for the Western
537. ts page of the Maintenance screen For details refer to Journals on page a 57 of the Administrator s Manual Certain types of GL accounts are restricted to certain types of journals For instance only Expense type accounts can appear on Expense type journals only Asset type accounts can appear on Receipt Disbursement Cash journals When the year is closed the balances in expense and income accounts are moved to equity accounts such as a Retained Earnings account Each expense or revenue type account can be linked to a different equity account You can set the equity account that is to be used for new or existing accounts by checking the Link Journal s Accounts to Equity check box and selecting and equity account and selecting the New Accounts radio button This equity account will be linked to any new GL accounts or any new accounts created and associated with this journal If you select an equity account and click on the New amp Current Accounts radio button then the indicated equity account will be reassigned to all accounts on this journal when you press the Enter button This will overwrite whatever equity accounts were previous set in this journal s accounts Accounts Each GL account can have any number of accounts associated with it and every account must be associated with one GL account Transactions move funds to and from accounts all accounting influences act through accounts Every accounting entity from Cus
538. ts taken on purchase orders a1 101 400 Inventory Expense Discount Sales FIGURE 13 12 The default purchase account highlighted seen on the defaults accounts page of the Maintenance screen Receivable Account A new receivable account may be created for each new customer depending on the type of customer On the Customer page of the Maintenance screen the Administrator indicates which types of customers are created with receivable accounts and which types are not Selecting items from the Customer Type popup alternately places and removes a bullet in front of the names of each type Receivable accounts are automatically created for all types whose names are pre ceded with a bullet Also located on this screen is the entry area for setting the account suffix assigned to each new customer receivable account This value can contain up to 3 alpha or numeric characters Default customer type client OoOO Create Fec bl Ace ts Call types ws bullets Bant E E When a new CUSTOMER RECEIVABLE accoun created assign it to the following GL account 2301 Customer Repeivable mmm and assign to it the following suffix ee general 100 General Invoice Sales taxable i200 Taxable Sales montaz 300 Monta Sales reesen FIGURE 13 13 The Customers page of the Maintenance screen where you set the types of customer given their own receivable accounts Example The administrator can declare four types customers Operating Prospect Ref erence and Client You can
539. ts that are linked to the journal That is if you change the equity account listed on the Journal entry screen a por tion of which is shown in below Figure10 15 then it will also be changed for every GL account linked to that journal This means that the next time you open a GL account linked to that journal you will see the new equity account link dis played in that portion of the screen shown above in Figure 10 14 50001 100 Retained ncome new OC new amp current accounts FIGURE 10 15 Equity accounts can be assigned or reassigned through the Journal entry screen 278 General Ledger 4th Quarter User s Manual Reports Example GL Postings The indicated accounts are to be closed as of the end of December The system then calculates the balances for these accounts are calculated as of the indicated date Then a closing transaction is created that contains a component that reverses each of the accounts balances as of this date These reversals are balanced by an entry to the appropriate equity account Note that once you close the accounts the new accounts balances becomes zero as of the indicated date There may still be subsequent entries that change the accounts balance as of some later date If you were to re close the same accounts as of the same day then the system would find all accounts to have zero balances as of that date and there would be nothing to close As a result no new cl
540. u can reenter the invoice and as long as there are no shipped items change it to being a quote Also at the top of the first page are various date fields described below Each invoice stores a number of important dates that include the date the invoice was ordered shipped due and the deadline for special discount offers Ordered the date the invoice is first entered The Order Date is initialized to the current date Last Shipped the last date on which items where shipped This date is displayed on the Shipping Page The Last Ship date is set automatically when items are shipped Due when full payment from the client is due This is determined from the terms of sale and the date shipped though it can be overridden Pay by relevant only when the customer is offered a sales discount as part of their payment terms The Discount Date is the last date at which the sales dis count will be honored Payments received after the discount date are applied to an undiscounted invoice total The Due and Discount Dates are set automatically according to the terms of sale when all Items are shipped or delivered If they are left unspecified 4th Quarter will assign these dates automatically as 00 00 00 However 4th Quarter will not change any date that you set yourself 4th Quarter User s Manual Sales 407 Sales Sales Person Cancel the latest date at which the order can be satisfied Orders delivered after
541. u from entering an invoice that specifies the shipment of more items than are not in stock An exception is the shipping of assembled items Assembled items can be assem bled automatically as they re shipped This action can be set for each user inde pendently It is set on the Invoice page of each user s Preference screen If this option is turned on and if there are insufficient quantities of assembled items in inventory to satisfy the amount shipped then the system will create the necessary number of assembled items from the item s B O M If in the course of automatically assembling items the system finds that quantities of components in stock are too low to complete the assembly then the invoice entry will be halted The user will be informed and will have to modify the invoice Lot number tracking Ath Quarter supports the tracking of items by lot This feature is activate only for those inventory items that are specifically set to be tracked by lot This is set by checking the Track by Lot N check box on the Description page of the Inven tory Item entry screen See Description page on page 529 The tracking of lots for sold items only comes into play when items are shipped or delivered When a shipped amount is entered for an item that is subject to lot tracking 4th Quarter will open Lot Number selection screen In this screen the user must specify one originating lot Sales 419 4th Quarter User s Manu
542. u must make your changes carefully The only way to undo all your changes to restore each value manually to the value it had before you changed it 204 Accounts Receivable 4th Quarter User s Manual AQ Core Reports Reports Receivable Accounts The following reports are available from the AR list by pressing the Reports but List ton The report will include all accounts in the current selection unless the report specifies otherwise Account Summaries The summary report prints the information displayed on screen for each account in the current selection Account List Wed Mey 26 1999 11 48 PM sample Account Summary Report Page 1 10002 12 Client Receivable Mrmndwald Constractior Receivable 10002 17 Client Receivable Bob Cross Receivable 0002 29 Client Receivable J F Tumer amp Co Receivable 10002 65 Client Receivable Mommies And Babies Receivable 10100 31 Client Receivable Westem Autodial Receivable 10101 126 Client Receivables Moorhole Company Ltd Receivable 10101 132 Client Receivables Conch Shell Bar Receivable FIGURE 8 16 A sample Account Summary report Account Details The detail report prints account details for each account in the current selec tion A new page is not started for each account Account details do not include transaction details The information for each account in this report is shown below 4th Quarter User s Manual Accounts Receivable 205 AQ Core Accounts Rec
543. u print checks by using the three buttons in the Check Print area Set Up Lets you set the type of paper the check is to be printed on and the next check number to be assigned Unprinted Queues all unprinted checks and asks you if you want to print them Selection Queues all unprinted checks in the highlighted selection To modify an existing deposit or withdrawal that has not been posted or printed double click its row and an entry screen will appear Transaction Related E Functions 4th Quarter User s Manual Cash Accounting 153 Cash Accounting Delete Void Cash Reconciliation Screen Reverse This function creates a new transaction that exactly reverses the components of a selected transaction This option allows you to reverse a posted transaction which is itself unmodifiable This enables you to delete or void unposted deposits and withdrawals When a transaction is deleted monies are replaced and the record is completely erased Deletion cannot be undone All unposted cash transactions can be deleted except checks printed by the system which are voided instead When a printed check is voided the following things happen e The transaction s title is preceded with the word VOID e Assets are returned to their original accounts e Debit and credit component amounts are set to 0 and e A note is written in the transaction s comment field recording the amount of the check before it was voided
544. ual 76 Chart of Accounts 4th Quarter User s Manual Profit Centers Profit Center Access Profit Centers 4th Quarter has a file of Profit Centers each having a Name and three numeral Code GL accounts may be related to a Profit Center and when this is the case the account inherits the 3 digit code The Profit Center Number determines the 9th through 11th numerals of the GL account number If a Profit Center is not assigned to a GL account then the GL account number has zeros in the corre sponding places GL accounts are uniquely identified by their eleven digit num bers No two GL accounts can have the same number Ath Quarter uses Profit Centers in the same manner it uses Departments as a way to help you group GL accounts You can print audit reports Trial Balances and financial reports limited to one Profit Center may be related to m S many 7 zero or T N General Ledger Profit Center Accounts j FIGURE 4 17 Many GL accounts can be related to a Profit Center Profit Centers are accessed through the Related Items menu which appears above the Accounts List screen The Accounts List screen is accessed by selecting the Accounts amp Related item from the Chart of Accounts pop up menu on the Con trol screen Profit Centers are created at the time the system is setup and they are rarely mod ified Adding modifying and deleting profit centers can only be done by th
545. ual Sales 395 Sales Status Date issue Credit 7 a a CL 870171333 aa me First item Company Autoal locate ALL a F Sales Credit 150 i Title Tax other w 14 63 9 75 Issued credit Taa 16463 e Cash Refund Specify sales and tax refund amounts and cash account Refund checks can be printed from the Cash Accounts area Supports distribution accounts Debits sales and taxes payable and credits the cash account Status Date Sales Refund Sates terma terior aro 5670171333 E First ate Company EEE from EH refund 78 pol Title t E E E a Sales refund Total S56 Distribution Some of the above screens enable you to specify a list of distribution accounts Use distribution accounts when you want the balancing accounting entry to appear on accounts other than the customer s sales account Press the Distribute button to go to the Sales Distribution page Accounts Example For example suppose you bill a customer 550 for a combination of services Rather than having the whole sale appear on the Training Revenue account which is established as the customer s sales account you d like 250 to appear in the Consulting Revenue Account To do this you go to the Distribution page and press the Add button to select the Consulting Revenue Account This account will appear in the list of distribution accounts Enter 250 in the Amount entry field highlight the account and press the Apply to Item butt
546. uarter User s Manual Template Components Searching ACCOUNT Find l Template Entry Screen Special Items menu If you highlight a selection of components and press the Return Selected button you will return to the Templates List screen to see only the templates correspond ing to the previously selected components If you highlight a component and press the Modify button you will enter the full Template Entry screen described below where you will be able to modify all tem plates values The Components Search pop up contains a subset of the same search options that appeared on the Template List screen The only difference between searching from this location and searching from the Template List screen is that here the components of the located templates are displayed whereas in the Template List screen the templates themselves were displayed Refer to the description of the Template List search dialogs on page 131 for details on how to use these search screens Double click on a row in the Templates List screen to open the entry screen for an existing template To create a new transaction press the Add button The Template Entry screen can be viewed with either more or less detail The detailed version contains five areas the brief version only four The Change Restricted Status item toggles the status associated with the current template from Restricted to Unrestricted Users with access to Restricted item
547. uarter User s Manual General Ledger 263 General Ledger Show All Last Posted Previous amp Current FY items Posting General Ledger New Posting Posting Entry Range Year End Close If you need to locate posting items according to account rather than GL account then you can do this through the Posted Components screen that is discussed in the section entitled Posted Components List on page 269 Posting Date Search To locate items posted within a certain period check the Posting Date check box and enter a date range Select the System Date radio button to indicate that you are interested in items posted on a particular date or the Effective radio button to indicate you are interested in items posted to a particular date Remember these are the dates assigned to the posting summary item not the dates of the items that the entries summarize Normally you would post items that were entered in a period to the date at the end of that period However you also have the option of posting to past or future periods These search options available directly from the Search popup in the GL Post ings list screen locate items with requiring further specification The Fiscal Year criteria use the effective posting date and the currently assigned Fiscal Year Updating GL Balances Posting transactions summarize the effect of transactions on GL accounts Each posting record summarizes the contri
548. ue items for the previ ously selected accounts The accounts and account attention values that are associ ated with these debts are shown in the Atn and Account columns The remaining columns display information associated with the debt items them selves A series of popup menus at the top of the columns allows you to choose 4th Quarter User s Manual Accounts Payable 229 Accounts Payable Marking Items which values to display These includes dates reference numbers comments and annotations The column labeled P shows the priority assigned to the item Funds are auto matically allocated to items with a lower priority number Within each priority number items are allocated from earliest to latest due dates The Original Due column shows what amount was originally due for the selected item The Amount Due column shows what amount currently remains due The Amount Due can be totalled by pressing the Sum button This screen allows you to explore outstanding items for any range of accounts on the current journal Using the search options available through the Search popup you can locate items according to the transaction or account These search options are described in the following section Once you ve located a range of items you then mark the rows for those items that you want to pay Items are marked by placing an X in the left most column Do this either by clicking on individual rows to mark
549. uire further processing because of the payment that needs to be made These purchases involve vendor payable accounts When payment is made it can automatically be applied to open items or it can be allo 4th Quarter User s Manual 471 4Q Full Purchasing Accessing Purchase Information cated manually The management of payable accounts is done through the AP area discussed in the Chapter Accounts Payable on page 219 Figure 16 1 shows the relationship that non inventory purchases have to the ven dor payment terms and accounts tables These entries draw information from the vendor and payment terms and use this information along with the details pro vided by the user to update accounts Vendors Accounts AP Journal Purchase Transactions C a Y Refund FIGURE 16 1 Flow of data from vendors through purchases to vendor accounts Purchase functions are divided among four different list screens e List of Purchases e List of Purchase Orders PO s e List of Payable Accounts AP e Payable Account Allocation The List of Purchases is accessed from the Purchases pop up menu on the control screen This lists all transactions entered through the Purchase Entry screen The Purchase Entry screen can be accessed either from the control screen using the Purchase pop up or from the List of Purchases screen 472 Purchasing 4th Quarter User s Manual AQ Full Purchasing Data
550. ulting records Inventory Entry 6 of 35 Price Table History Quantity Assembly a Name tennis balls fcanof 3 tytn Stock Oty On Order Oty Avallable Inven ID Code 1 146 54 100 BA litem History Split History Average Cost 1 290 Items Cost ltem Lot Date 250 Received in 1 29 3 6 99 100 Received in 1 29 2 6 99 195 Received in 1 29 8 7143 96 NOTE changes are saved as they are entered These items are a history of items remaining in stock Double click in an entry area for an expanded wiew To add or remove items in particular lots go to the Quantities page of this layout FIGURE 17 19 The History page of the Inventory Entry screen Splitting Inventory History Records While you cannot raise or lower inventory through the manual creation of new inventory history records you can split an existing history record into two sepa rate records When you do this a new history record is created that is a duplicate of values stored in an existing history record except that the total number of items in the two records remains the same To split an existing history record place your cursor in one of the fields of the record that you want to split Press the Split History button A confirmation dialog will inform you that splitting records is a process that cannot be reversed Once you ve split a history record the only way to remove it is to fully deplete the items in it as is done through the various avenues for invent
551. unctions 4th Quarter s control screens give you access to the basic user areas Each user area opens in a Separate window and within each of these windows you gain access to those functions that are rele vant to that particular area In addition to the control screens described below you can also hide the control screens all together Do this by selecting the Hide Control Screen item from the file menu The control screen window will close and the menu item will change to Show Control Screen To redisplay the control screen select Show Control Screen 21 What s New Menu view Sale thru Receivable Receive Payment Issue Credit Cash Sale Sales Refund Receivable Advance sO When the control screen is hidden you can still access the basic modules from the menu bar at the top of the screen The only windows that will be displayed are those for the user areas that you have opened These ways of navigating 4th Quarter are enable you to get to reach the functions you need immediately in a manner that is most convenient to you Note that unless otherwise noted the following control screens are those that are displayed with the Full version of 4th Quarter The basic control screen is called the Menu View screen It presents all 4th Quar ter modules in a single screen grouped according to the following general descrip tions e General the basic accounting elements of accounts transactions and repea
552. unt budget category default settings listed on journal report detail summary searching by example by related GL posting list H help on line help system history graph for account for GL account hypertext report income journal interest amp fees reconcile account inventory account account type active items alternative units assembly assembly via adjustment assigning vendor average item cost bill of materials category code number costing default units disassembly disassembly via adjustment duplicate checking entry of flow of data 324 524 537 288 219 280 284 59 60 355 44 93 353 item cost item description item history item price item weight keyword level list of lot number need to reorder search overview preassembled items pricing record handling reorder check box report bill of materials cost detail price detail stock history summary searching by example by quantity by reference service item stock units taxable transactions generated by units vendor code invntory reorder level and quantity invoice back orders on batch processing of customer specified on dates discounts removed from distribution of income entry of flow of data handling returns line item history lot number quantity shipped line item entry screen line item list of list of 520 419 531 418 514 518 515 531 530 531 529 497 537 531 401 401 409 407 187 41
553. unt of 2 50 d 546199 ORI dun a e es discount o eye Tax 0 00 596 00 Ship Total 12 00 Misc el Total 1 516 25 Paid 0 00 Pavable 1 516 25 Shipping Details FIGURE 16 29 Sample purchase order form Receiving Slip Itemized receipt record one form for each P O in the current selection You are asked to make the same choice of shipments as was requested when printing the invoice form This form shows the quantities ordered and shipped but does not show prices 504 Purchasing 4th Quarter User s Manual AQ Full Reports A graphic specific to the receiving slip may be printed at the top of this form The graphic used for this form is stored in 4th Quarter s Picture Library and has code 4QPORcvg The graphic is placed at the top of the statement in an area 1 25 high and 5 5 wide The graphic is printed at actual size Receiving Slip 13 Page 1 Sample ReceMving Report Crderedfram Dick Murphy Order date 6199 Code 1 Received ge Payto Ship ta Ordered by Ship via Airborne Priority Ovemight 1 131 tennis stings 1 package 200 400 1 146 tennis balls can of 3 250 250 Comments Shipping Details Billing Labels 3 up Sheet of billing addresses associated with selected P O s in 3 up form John Barkeley Dick Scheider John Barkeley Westen Auto dial Perf onnance Westen Auto dial 125 Persons Or 9123 East Slemeda 125 Persons Dr Berkeley CA 46233 Berkeley CA 46233 FIGURE 16 30 One
554. unts List accessed through the Payable Account item on the Purchases pop up menu in the Control Screen select a payable account Do this either by highlighting the account and pressing Select or by double clicking the record This brings up the Payable Allocation screen The payable account allocation screen provides various ways to match payments with debts You can mark groups of items to be paid or allocate specific payments to specific debts You can split payments cover or uncover debts or reallocate payments among debts These options are available to you at any time without regard to whether transactions have been posted to the GL or whether the peri ods have been closed Complete instructions for using the payable allocation screen are found on page 237 Accounts Payable 4th Quarter User s Manual Accounts Payable Area Removing Sales Discounts Selecting the Sales Discounts Not Taken item from the Special Items menu brings up the Untaken Sales Discounts dialog Untaken Sales Discounts Range of Accounts CJ all Payable accounts on this journal searching far untaken discounts as far back as forvoriss9 Triz Remove Discounts FIGURE 9 6 The Untaken Sales Discounts dialog for removing discounts from those accounts in which your payment was not within the sales discount period Sales discounts are offered for payments made within a specified time period For example a discount spec
555. unts are debited or credited in financial transactions While your business may involve entities that are not financial in nature such as customers and inventory all finan cial history associated with these items is stored in an account created for that pur pose General Ledger Accounts GL Accounts act to group similar accounts together Each GL account summarizes the entries that affect the balance of one or more accounts These summaries appear on the General Ledger list screen and are used in financial reports Ath Quarter s General Ledger analyzes and displays information more quickly than accounting programs because 4Q s GL stores summary information Detailed account history is always available but 4th Quarter does not need to return to the details in order to prepare financial reports Each GL Account is associated with one or more transaction accounts simply referred to as accounts The GL Account balances are equal to the total of the bal ances of their associated accounts GL Account balances are updated when transactions are posted to the general led ger The posting of transactions is done in batch It does not occur when transac tions are first entered In actual practice the GL account balances only equal the posted portion of the balances in their related accounts When you first enter transactions of any sort only the related account balances are affected It is not until you post transactions that the system adds
556. ur changes to disk If you press Cancel all changes are discarded In either case you will be returned to the Receivable Account Allocation screen Receiving Payments amp Creating Transactions In addition to allocating existing items the Receivable Account Allocation screen enables Tae ae Eee you to modify and create new entries These Customer Entry functions are accessed through the Transac General Cash Entry tions menu that appears on the menu bar The General Entry Transaction menu offers the following func Modify tions Delete Sales Discounts Not Taken Transaction Wark Item Mark Item places or removes an X for the selected row 202 Accounts Receivable 4th Quarter User s Manual Individual Account Allocation lt Receive Marked Items creates a deposit entry for the current account in an amount equal to the total of all the marked receivable items For example if you marked the second item that appears in Figure 8 11 then when you selected the Receive Marked Items item the system will create a cash deposit for the amount of 585 which is the amount receivable for this item If you marked more than one item the system would create a deposit for their total Customer Entry opens the Sales Transaction entry screen for the customer From this screen you can select which of the different types of sales entries you want to make General Cash Entry opens the general cash entry screen
557. urchase account Balance jeo01 2 100 Manufacturing Purchases 175 00 C C re l CE FIGURE 16 14 The purchase distribution screen accessed from the Special Items above the PO entry screen Press Vendor Accounts button to replace the current list of distribution accounts with a list of those accounts specified with the vendor Pressing this will cause all distributed amounts to be reset to zero The Up and Down arrows move the highlighted account up or down within the list of accounts The order in which the accounts appear determines the order in which amounts are debited to accounts in the list In the case of a partial ship ment only the amount actually shipped will be distributed as expense to the indi cated accounts 492 Purchasing 4th Quarter User s Manual AQ Full Purchase Order Entry Default Purchase Distribution The Administrator sets a default purchase option in effect for all users This is set through the Purchase Order area on the Maintenance screen Purchase account to debit by default FIGURE 16 15 The default purchase account processing option set through the Maintenance screen Line Items Press the Line Items tab to move to the second page In a new purchase order the cursor appears in the Code area of the first line item Both the Code area and the Item Name area are clairvoyant fields if you type in the leading characters of an item s Code or Name 4th Quarter will locate the
558. urchase order batch processing When invoices have been entered in batch processing mode you will need to pro cess the batch in order to journalize the transactions Do this by selecting the Process Batched Invoices item on the Special Items menu 4th Quarter Sales 401 4th Quarter User s Manual Sales Searching Example Reference Formula Show All Unshipped Unreturned Quotes Example Search locates all approved invoices and creates a separate accounting transaction for each of them Account balances are updated as transactions are created The invoices remain modifiable even after their transactions are posted to the General Ledger Subsequent invoice modifications will create additional transactions The Search pop up menu on the Invoice List screen provides access to immedi ate location criteria those on the lower half of the pop up below the line and additional specification screens The Invoice Search by Example options opens the Invoice Search screen Here you check the boxes of the items you want included in the search and enter search values in the corresponding entry fields Use the pop up menus to indicate how the entry values are to be used in the search See Search Screens on page 49 Select the any or the all radio buttons to locate items that meet any of the marked criteria or to find only items that match all the indicated criteria Select the Replace
559. ure that the finance charges are not levied twice for the same period Since finance charges are only assessed at your instruction they com pound at whatever intervals you choose Charges are computed up to the current date or another date you specify No Effect on Accounts with Undistributed Funds Finance charges will only be assessed on an account if it has no unallocated cred its These are payments you ve received that have not been allocated to cover receivables in any particular account When such receipts are present the system will not assess any finance charges on that account no matter how large the debt If you assess finance charges on a group of accounts those with unallocated receipts will be skipped To correctly assess finance charges you should first apply all receipts to debts using the Apply Payments item located on the Special Items menu This ensures that all receipts have been applied meaning that there are no unallocated credits Finance charges may then be assessed on whatever debts remain Sales discounts are discounts offered for payments made before a specified date in order to encourage early payment For example a discount specified as 5 10 means a 5 discount is offered on the item total if payment is received within 10 days When invoices with a sales discount are journalized 4th Quarter assumes that the discount will be taken The discount is used to compute the actual receivable amount In the ev
560. urrent journal The Example GL Account and Account Type searches are described on page 82 You can also locate accounts according to whether they contain unallocated pay ments whose total value is greater than an amount that you specify Selecting the Amount Due search opens the Amount Due Criteria screen 4th Quarter User s Manual Accounts Receivable 179 Accounts Receivable Amount Due Criteria Ss 5 Search for accounts that are overdue by Cees days or more ee is have outstanding debts due on or before forviovz000 Clove 0 00 ormore Oor less _ have items whose discounts expire foovoovoo to 007 00 00 C have unallocated payments in excess of ooo Search and Replace Add to Remove from Search previous selection Search in selection Sy200 FIGURE 8 3 The Amount Due Criteria screen locates accounts according to test performed on the account components The Amount Due Criteria screen provides you with four types of searches You can join search criteria by checking more than one box When multiple criteria are selected accounts will be found that satisfy all criteria inclusively e By overdue criteria enables you to locate accounts that contain items overdue by more than a specified number of days e By amount owed criteria locates accounts whose total unpaid debt is above or below a specific figure e Accounts with items whose discoun
561. us Modify Next Record Previous Record Report Return Search by Example Select Action indicated Add a new record Apply indicated change to selected records Cancel action return to the previous screen Delete the currently selected record Replace the selection with highlighted records Modify an existing record Move to the next record in the selection Move to the previous record in the selection Display a list of reports available for printing Return to the previous screen Open the Search by Example dialog for the cur rent table Select the highlighted record return to the previ ous screen 4th Quarter User s Manual Conventions 55 Conventions TABLE 2 1 Key Ctri U ge U Ctri L g Ctri S 98 s Ctri T 98 t Abbreviations TABLE AR AP BOM CD Cr CR Dr GL FY PO RD YTD 2 2 Standard Keyboard Equivalents Button or Menu Item Label Action indicated Sets Display options for handling sets of records Show All Display all records in the current table Sort Display options for sorting current selection Total Total all the values in the current selection 4th Quarter uses the following abbreviations for accounting terms Abbreviations Accounts Receivable Accounts Payable Bill of Materials Cash Disbursement Credit Cash Receipt Debit General Ledger Fiscal year Purchase Order Receipts Disbursements Year to date 56 Conventions 4th Quarter Us
562. ust locate the record whose address you want by using the usual search and sort functions Once you have located the al Vendor i record in this example a customer record click select to highlight it an press the Select button 4th Quarter User s Manual Templates 141 AQ Core Templates Customer List 29 _ ve Client Greg Alexander Griswald Communications Client Jeff Alonzo Client John Barkealey Western Autodial S22 North Mil 876 287 9527 Client Fred Beckey Seattle Mountaineers POBox 4554 360 765 3877 Client Flagdil Bip Trinkets And Drag Queens Filbert Mal i212 655 6462 Client Chad Blanchard Riskelli as z3 Tricott Dr 722 843 3872 a o gt o Click ona customer then ates SELECT If there is more than one address stored with this record you will be i MME SEED presented with a list of addresses Click on an address or press select 4d30 fromwhich to choose If there is Mike MeMillan 5005 Industrial Parkway only one address it will be used Bill Scotia 5005 Industrial Parkway Prantl automatically After you have selected the record whose address you want to use and have returned to the Template s Address the current address will appear in the Mailing Address screen along with the name of the table and record to which it belongs This is only the current value of the dynamic address and is not necessarily the address that will be assigned in the future when the template is used
563. ustment check box located at the bottom of the Items page of the Reconciliation screen then the system will create an adjusting entry to offset the discrepancy shown Once the Automatic Adjustment box has been checked the screen will display the amount of the adjustment and a zero dis crepancy Unlike those entries that you can create manually the adjusting entry is created by the system only when you press the Enter button on the Reconciliation screen If you cancel the reconciliation then no adjustment is made Also if the adjust ment amount is reduced to zero such as by adjusting some of the items then the system will not create any adjustment Entering the Reconciliation Information Two things happen when you press the screen s Enter button e marked items are assigned the reconciled status e interest service fee and adjusting entries are created Items have a status setting that can take the values verified unverified and reconciled When items are first entered their status is unverified You can change any item s status from unverified to verified and back again from the vari ous transaction entry screens this setting is sometimes located on the options page of the entry screen However you can not mark items as reconciled or change the status of items that have been marked as reconciled Whatever status items have when they enter the reconciliation screen that status is changed to re
564. ustomer Entry screen On the Basic Info page the billing address can be copied to the primary shipping address area by clicking the arrow button labeled gt Clicking the little yellow clipboard icons copies the address to the computer clipboard Once on the clip board the address can be pasted into documents opened in other applications Details Page The discount terms ship via and other values that are entered here are used as default values when an invoice is created for this customer The pricing code relates assigned to the customer relates to the pricing codes that identify different price schedules for inventory items When items are ordered for this customer the price of the items is recalled from the item s pricing tables according to the customer s pricing code If the item has no price schedule for a given customer s price code then the item s default unit price is used The detail page of the customer entry screen enables you to specify additional shipping addresses This is discussed in detail on page 368 4th Quarter User s Manual Customers 367 AQ Full Customers PricingCode oA Expires 0 0000 Customer Entry 10 of 33 Basic info Details ae John Barkesley Western Autodial Status Cust 1D Modify Date eS a cc i Sales Tax 675 Discount od ces ooo Terms NET 30 CreditLimit 0 00 shipwia o ooo Shipping Addresses D primary J Ada
565. ut of the field or in some cases as soon as you type the last of a fixed number of characters If you enter an incomplete value into a clairvoyant field the first few letters of a name for instance and press the Tab key 4th Quarter will search for all items that begin with those characters If it finds a single item it will complete the entry for you If it finds several items it will display them in a list If it finds no items of the given description it will tell you so TAB key Haime Standard entry field retains entry as typed Clairvoyant field performs auto lookup Braided Matrix FIGURE 3 2 Different behaviors of the Standard and Clairvoyant entry fields 40 Conventions 4th Quarter User s Manual Data Entry String Specification Convention Nonenterable Fields Clairvoyant fields are always performing a begins with search that searches for field values whose beginning string matches what you ve typed However this may not be what you want when you know the exact value that you re looking for In order to find exact values Clairvoyant fields employ the following string specifi cation convention If you type in a string that ends with a blank character gener ated by pressing the space bar then the clairvoyant search takes that as an indication that you re looking for an exact match with the string that precedes the blank space The clairvoyant search will remove
566. ve lot numbers This breakdown by lot numbers is performed when you specify the quantity shipped for each line item At that point you manually specify the quantities asso ciated with each lot See Lot number tracking on page 419 To see the lot number history of items in stock go to the History page of the item s entry screen This gives a breakdown of current inventory in list form Each addition to inventory is detailed on a separate line showing the number of items 4th Quarter User s Manual Inventory 545 AQ Full Inventory Inventory added the nature of the increase the cost date lot number and a comment You can modify the date lot number and comment at any time You can specify new lot numbers for existing items in your inventory by either adding new stock or by splitting existing history records into two parts This is described above in the section Splitting Inventory History Records on page 539 Inventory Entry 6 of 35 History Assembly Name tennis balls canof 3 i Aty In Stock Oty n Order tty Available InvenID Code 1 146 s 10 s40__ _54_ item History Split History J Average Cost 1 290 Items Yndr ID Comment 250 Received in 1 29 376799 100 Received in 1292 60 99 195 Received in 1 29 87153798 NOTE changes are sawed as they are entered These items are a history of items remaining in stock Double click in an entry area for an expanded view To add or r
567. ventory adiustment Invent Transaction This is the transaction that will be generated by ory adjustme nt entering the current inventory adjustments 10003 100 10005 100 B0002 100 80016 100 8001 100 80018 7100 80018 200 sOU022 100 sO0234 100 sO0024 100 sO024 200 Component Assets Operating Assets Component Sales Component Purchase Component Cost of Goods Component Purchase Yalue Component Spoilage Operating Purchase Operating Cost of Goods Operating Purchase alue Operating Spoilage 1 250 00 1 000 00 FIGURE 17 11 The Transaction page that displays what the accounting consequences will be for the currently specified adjustments The actual transaction as well as the changes in inventory levels in not entered until the adjustment screen is entered This is done by pressing the Enter button on the Item List page If you cancel the adjustment then the transaction is not cre ated and inventory levels are left intact Adjustments for Assembled Items Raising or lowering the levels of assembled items through the adjustment screen the does not affect the level of the inventory components Changes made here do not assemble items from or disassemble items to their components in the manner that is done through the Assembly screen discussed below Instead changes in levels is assumed to be through the addition or removal of preassem bled items 4th Quarter User s Manual Inventory 52
568. w ever this search performs differently depending on whether you are looking at the components of many accounts or the components of a single account e If you are looking at the components of many accounts then components will be viewed through the list screen shown in Figure 11 11 The transaction search performed from this location will only locate components that appear on the current journal s accounts e If you are looking at the components of one account then components will be viewed through the list screen shown in Figure 11 12 The transaction search performed from this location will only locate components that are associate with the current account This is in contrast to the way the same search performed in Chapter 5 In that case there was no limitation of the items found being related to the current jour nal or the current account Selecting the Account search criteria from the Search popup opens the Accounts screen that was discussed in Chapter 5 on page 107 However just like the transaction search this search also performs differently depending on whether 304 Journals 4th Quarter User s Manual Reports Example Component List you are looking at the components of many accounts or the components of a sin gle account e If you are looking at the components of many accounts then components will be viewed through the list screen shown in Figure 11 11 The account search performed from t
569. ware Sales GL accounts related to it When the journal is closed all chemical and glassware accounts on that journal will close to the National Retained Earnings account At some later time you could decide you wanted to separately track the retained earnings for Chemical Sales and the Glassware Sales At this time you go to the Chemical Sales GL account and change the equity account to one named Chemical Retained Earnings You go to the Glassware Sales GL account and change its equity account to one named Glassware Retained Earnings When you next close your accounts Chemical and Glassware retained earnings will flow to these different retained earnings accounts E 300 Journals 4th Quarter User s Manual On Line Auditing Journal Accounts Select the Journal item from Accounting menu or choose a journal directly from the Journal pop up menu on the Control Screen Select a Journal Ex pense General Income Pass Through Payable Receipt Disbursement Receivable FIGURE 11 9 The Journal List dialog opened by selecting Journals from the Accounting menu Selecting a journal opens a journal accounts list Only accounts that are associated with this journal are displayed in this list Searching for accounts from a list of accounts associated with a particular journal will only locate accounts that are listed on that journal Journal Accounts List Screen Accounts listed on the Expense Journal are shown in Figure 11 10
570. whenever items in the selection to be received correspond to accounts with unallocated payments Accounts that have payments outstanding have payments that have been received and have not been allocated to any debt These could either be advance payments payments received that are set to be manually allocated or credits accorded to the accounts for other reasons Receivable accounts with net credit balances always have unallocated items But a receivable account can have some unallocated credit items even when it has a debit balance If an account has unallocated payments then you may want to allo cate these payments to outstanding debts before receiving additional payments The Payments Outstanding screen shows which accounts of the currently selected items have unallocated payments and the total payment amount that is currently unallocated for each You can copy and paste this information to the clipboard or you can print it be pressing the Print button The Payments Outstanding screen offers two choices of how to proceed Pressing the Receive Items button proceeds with receiving the selected items Pressing the Cancel All button returns you to the Multiple Account Allocation screen Accounts Receivable 191 4th Quarter User s Manual Accounts Receivable Locating Debts by Items By Transaction By Account By GL Account Due wrin 30 Days All Overdue All Receivable By going back to the Receivable Accounts
571. where both the payments and debts have already been entered The following allocation processes only match funds within each account and since funds are not moved between accounts no new transactions are generated Automatic allocation to groups of accounts Go to the Receivable Accounts List accessed through the Receivable Account item on Sales pop up menu in the Control Screen Highlight a group of accounts and select the Apply Payments item on the Special Items menu This presents you with a dialog that applies funds allocation for those accounts in the high lighted selection CONFIRM Apply all payments to uncovered debts in 10 selected accounts FIGURE 8 5 The Apply Payments dialog for automatically allocating funds stored with accounts to cover outstanding debts When you press the OK button the system analyzes each of the highlighted accounts and distributes all the funds available to outstanding debts Debts are covered first in order of payment priority and age Within each payment priority group oldest debts are covered first If there are extra funds they are left undistrib uted Autoallocation performed within a journal s receivable accounts area only applies to accounts on that journal To perform autoallocation for accounts on other jour Accounts Receivable 4th Quarter User s Manual Accounts Receivable Area nals you must open those journals in their own receivable accounts area and apply payments f
572. x 458 546 5585 primary Shipping Addr 5556 Crimson Bld Addr j5556 Crimson Blvd City Pray City City Pray City State AK Zip 15548 0069 State AK zipfi5s4e ooes Country USA i Country FIGURE 15 7 Basic Info page of the Vendor Entry screen On the Basic Info page the primary Shipping address can be copied to the Pay To address area by clicking the arrow button labeled lt Clicking the little yellow clipboard icons copies the address to the computer clipboard Once on the clip board the address can be pasted into documents opened in other applications Details Page The discount terms ship via and other values that are entered here are used as default values when a PO is created for this vendor The terms assigned here are used by default on purchase orders made to this ven dor They determine the date payment is due as well as the conditions of any sales discount 4th Quarter User s Manual Vendors 453 4Q Full Vendors The detail page of the vendor entry screen enables you to specify additional ship ping addresses O FO Entry 9 ot 13 m Details meee Dick Murphy Jtip 0 Reme IH te 1 05 27 1999 Discount Terms NET 40 Sa Ship Vi RS ld 13174587 5 OE Status Eas Shipping Addresses of Address city ST Code T09 Hilltop Place FIGURE 15 8 The Details page of the Vendor Entry screen a Vendor Addresses Each vendor has a Pay To and a primar
573. xample GL Account and Account Type searches are described on page 82 You can also locate accounts according to whether they contain unallocated pay ments whose total value is greater than an amount that you specify Selecting the Amount Due search opens the Amount Due Criteria screen Amount Due Criteria Search for accounts that are overdue by wo days or more That is have outstanding debts due on or before foiviorzo00 Clove G0 Ger more Dor tess C have items whose discounts expire fooroovoo to 00 00700 e C have unallocated payments inexcessof 0 00 Search and Replace CA Add to d Remove from search previous selection C Search in selection Sy 200 FIGURE 9 3 The Amount Due Criteria screen locates accounts according to test performed on the account components The Amount Due Criteria screen provides you with four types of searches You can join search criteria by checking more than one box When multiple criteria are selected accounts will be found that satisfy all criteria inclusively e By overdue criteria enables you to locate accounts that contain items overdue by more than a specified number of days e By amount owed criteria locates accounts whose total unpaid debt is above or below a specific figure e Accounts with items whose discounts expire examines the sales discount dates assigned to the journal s accounts 4th Quar
574. xed set of columns This spreadsheet type of journal is well suited for manual ledger systems It is easy to read and manage as long as the number of columns fits on the page and has a small degree of extensibility through the use of additional columns to the right A business based on traditional journals will have several such ledgers such as a cash sales and purchase journal These different journals will typically contain some columns that relate to the same accounts The cash account for example will appear on most journals The information on these disparate journals is periodically consolidated to a cen tral ledger the General Ledger The traditional journal will have one column used to record posting This column labeled P in Figure 11 1 is given a posting num ber or a check mark when the journal entry is copied to the general ledger This traditional journal structure has several major drawbacks e They are unreadable and unmanageable when the number of columns exceeds the size of the page e They decentralize information by recording entries to cash and possibly other accounts on different journals e They don t accommodate exceptions or revisions of the account structure e They are ill suited to database management systems 292 Journals 4th Quarter User s Manual Structure 4Q s Journal Structure Example 1 In 4th Quarter a journal is not a form for entering a particular type of trans
575. xpenses by vendor the source or by item the destination New vendors can be reassign to a different purchase account on an individual basis You do this by pressing the Reassign button that appears next to the pur chase account on the Accounts page Linking to a new account will affect only entries made in the future Past purchases recorded with the previous purchase account are still recorded with that account Vendor Payable Account The system will create or not create a payable account for new vendors depending on the vendor s type The system is set to create new accounts for vendors of spe cific types through the Vendor page of the system Maintenance screen If you assign to a new vendor one of the type that gets a payable account then when the vendor is entered a payable account is created for them Each vendor will have their own payable account linked to a common general ledger payable account All payable entries to vendors of a given type post a common type spe cific GL account The creation of vendor payable accounts operates in much the same way as the creation of customer receivable accounts For vendors as for customers you can modify the payable account that the system creates automatically Vendors 4th Quarter User s Manual AQ Full Vendor Entry Distribution Accounts Distribution accounts can be associated with each vendor Add Cost or Expense type accounts to the Distribution list by pressi
576. y can be printed through the Reports button on the Gen eral Ledger Postings List screen and through the General Ledger pop up menu on the control screen The Account Summary Specifications screen which appears before the Account Summary is printed prompts you for formatting information and stores your set tings in the database Settings assigned though this screen are network wide changes in specifications affect all users printing a trial balance 280 General Ledger 4th Quarter User s Manual AQ Core Reports Printing Summary Specification Rows amp Formatting Gtida 2 Rows Base report on Subtotal by C posting summaries FASTER Transactions that are O Profit Center z ee ASTER _ Limit report to profit center unposte posted amp unposted as Fa Accumulate totals based on C effective system Print summaries for transaction dates d all active GL accounts i only accounts with transactions Format and Media ispay F F 0 00 number dispay 0 00 w Saver Print Send to printer C Write a copy toa text file on disk Cancel cave FIGURE 10 17 Account Summary specification screen Rows amp Formatting The Rows amp Formatting page allows for the following specifications Page g e Base reports on The trial balance can be printed based on posting summaries or posted trans actions unposted transactions or posted and unposted tr
577. y display the most recently shipped items To print an invoice form that includes additional shipments used the Print Forms item under the Special Items menu as described below The Special Items menu enables you to perform special actions on invoices that are either less common or should be restricted to certain users This includes printing various order history reports changing payment priority and determin ing how sales will be handled Special Items Priority of Payment Invoice Type tock ervice Credit Sales Account The Print Forms item prints invoice information in a variety of formats You can print the a list of all items shipped or combinations of past shipments Invoice Forms Click the form to use to print previous shipment Invoice Packing Slip Returns List FIGURE 14 12 The list of forms accessible from within the Invoice Entry screen 410 Sales 4th Quarter User s Manual Invoice Entry Payment Priority After you select the Print Forms item a list of possible forms appears If there has only been one shipment then the printed form will include this information and will print immediately Shipment Dates Indicate the shipment dates to include on the form Telso Hon Jule 1996 Thu Jul 4 1996 Sun Jun 31 1996 FIGURE 14 13 List of past shipments made on the current invoice If multiple shipments have been received then a list of shipments is disp
578. y levels until no funds or no further debts remain General Ledger Entries As in conventional accounting 4th Quarter s General Ledger is a ledger of final entry Transactions first appear on journals and later after they ve been posted the transactions are summarized on the GL Once posted transactions cannot be modified Ath Quarter s GL Entries list screen displays a list of posting entries These entries are not a list of transactions Rather postings summarize the effect of may transac tions that affect a single GL Account within the posting period When you view 4Q s GL Entry list screen you see lists of summarized contributions to GL Account 4Q s posting summaries provide access to the full details of the transactions involved You can view all the postings to any particular GL Account and you can recall the detail of each individual transaction by double clicking on the posting summary records Ath Quarter stores summaries in order to assemble financial reports more quickly Each GL posting may represent tens or hundreds of transactions This means that the assembly of historical financial information can be done tens to hundreds of times faster than in other programs Financial reports draw exclusively on information stored in the General Ledger and financial reports display detail only down to the level of GL Accounts Individ ual account balances do not appear on financial reports 4th Quarter User s Ma
579. y replaced with the specifications on the template Duplicate creates a new transaction that is a duplicate of the currently displayed transaction This means that if you open an existing transaction make changes to it and select this item a new transaction is then created that is a copy of the present transaction after your changes This new transaction is not saved until you press the Enter or Enter Add buttons The Change Restricted Status item toggles the status associated with the current transaction from Restricted to Unrestricted Only users with access to Restricted items as determined by the users group membership can view or change Restricted items Only users with access to Restricted items can add a component to the transaction that involves an account marked as being Restricted If you do not have access to Restricted items you won t be able to select this menu item and you won t be able to debit or credit a Restricted Account Entry fields 4Q accepts any title effective entry date reference number attention value and memo If an effective date is too far in the past or future the system will question the entry The system monitors this date according to a tolerance established by the Database Administrator The Address button enables you to assign an address to the transaction This fea ture is discussed later in this chapter on page 120 110 Transactions 4th Quarter User s Manual General Transac
580. y shipping address Additional shipping address can be added from the Details page of the vendor entry screen On the Details page press the Add Modify and Delete buttons to create new Shipping Addresses Highlight one of the addresses in the address list and press the Primary button to mark it as the vendor s primary Shipping Address The pri mary address will appear on the first page of the entry screen and it will be used on shipping labels E Payment Terms Payment terms are assigned each vendor through the vendor entry screen These terms apply to your payable account and they are usually assigned to you by the vendor Since they are not usually set at your discretion the value you set only acts as a reminder of the terms the vendor has extended to you 454 Vendors 4th Quarter User s Manual AQ Full Vendor Entry The payment terms are set on the second page of the vendor entry screen through the Terms pop up menu For new vendors the system assigns the default payable terms The list of possible terms is stored in the main data file and is available to all users Any change in terms is immediately available to other users Terms are specified according to the format discount days for discount Type Days until due The quantities shown in parentheses are optional For example terms where the net balance is due within 30 days are written Net 30 If a 3 sales discount is also offered for payments within 10 d

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