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Enhancements by Version

1. Column headers company logo form lines and other design elements can be included in the design of the form There are a few form examples provided but you may have to alter or create a new form for your business and to fit your printer You are not required to immediately switch to the new forms Windows printing after installing version 11 3 Printing using the Company Information printer setups will function the same as before Special forms that cannot be printed using Windows printer include A P 1099 PR 1099 W 2 and Time and Billing Invoices Display on Screen For version 11 3 we removed the OK to select printer name prompt for all printers except Display on screen For Display on screen we now have an option to display the report on screen using HTML Now there is a prompt to either Display with H HTML C Character or N Select another printer The default is C The HTML file is automatically written to a local temporary drive and then it immediately displays on screen in the browser Thin Client Installations Server host installations are now available for Linux 2 3 SCO Open Server 5 07 and Windows 2000 2003 The new installations provide an automated host server installation that is much easier to install license and configure Compiler and Runtime Changes We have recompiled the PBS system using the latest Acucorp compiler v6 2 With this release we will also be updating our base platform to the Acucorp
2. Optionally separators other than may be selected Report Designated Roth Contributions New Code AA Box 12 has been added to report designated Roth contributions to a section 401 k plan New code BB Box 12 has been added to report designated Roth contributions under a section 403 b salary reduction agreement Electronic Filing Magnetic media diskette filing was eliminated Companies who previously filed W 2 s with Social Security on diskette are required to file electronically starting with tax year 2006 W 2s due in calendar year 2007 as Social Security no longer accepts diskettes Diskettes are also no longer allowed for 1099s Expansion of Direct Deposit Bank Accounts Expansion of Direct Deposit now allows nine 9 direct deposit bank accounts per employee along with notes Pay may be divided between each account entered and debited by an amount per check an amount per hour worked a percentage per check and balance of check If the full net pay amount is not being direct deposited the remainder will print on a check New Pre Note ACH File and Report feature The new Pre Note ACH File and Report feature lets you send your pre notification employee bank account information separately You are no longer required to send pre note account data with the standard ACH File This allows you to have the pre note accounts verified by sending in a pre note ACH File before the next check run A report option also lets you automat
3. Page 19 Reprinting of Posted Invoices This new feature and menu selection allows the reprinting of invoices using O E forms Quotation Entry Quotations can be entered and easily be converted to an invoice or an order Return merchandise authorization RMAs easily convert to credit memos Backorder Filling Backorders may be automatically filled by user defined options The Fill Report may be reviewed before updating Serial and Lot Controlled Support Orders support serial and lot controlled items Text information may be included in the line item area Services File Access Access is allowed to the Services File in A R Line Item Taxes Handles up to five taxes per line item from A R tax file Five Digit Entry Allows entry of prices or costs up to five digits to the right of the decimal point PO Number Entry Prompt If a customer is required to have a P O number then the user will be prompted to enter a P O number when entering an invoice or order Customer Addition Customers may be added during the order entry process Customer numbers may be automatically assigned Picking Tickets Picking tickets have the option to include item height width length and weight Purchase Order Posting Posted and open orders may be located by using the customer s purchase order number Invoice for Order Numbers An option allows using the invoice number for the order number Notes for Internal Use Unlimited notes can be
4. Payment group Department number Check numbers or reference Blank Stub Format A blank stub format allows use of the same checks for both Accounts Payable and Payroll You save money by purchasing only one type of check However new Payroll checks are necessary for version 10 You cannot use RW2000 or RW32 version 6 8 checks with version 10 and later versions Vacation and Bonus Checks Vacation and bonus checks can be processed and printed separately in the same run as regular paychecks 401k Check Stub 401k information can be printed on the check stub Deductions and Earnings Additions Additional deductions and earnings are allowed per pay period check A total of 18 voluntary deductions or 15 earnings are available nine on the main employee screen plus three fixed and six temporary during transaction entry W 2 Forms W 2 forms can be printed in order by state Designated Cost Centers You can easily designate cost centers and main account from employee wage accounts etc General Ledger accounts for distribution can vary based on the main cost center and or minor cost center of the employee Vacation and Sick Time Accrual More flexible methods of accruing vacation and sick time such as by hours per quarter or hours worked ideal for part time employees are available Distribution File Full Detail When you have selected the option for full detail in the Distribution File miscellaneous deductions and ea
5. To be assigned Regular 100 vermont Metal Products Gets 1099 Yes Terms 2 10 net 31 Recvr s 47 6 2005 12 Disc a ii 13 Disc date i ead 14 Disc pct 2 223 30 31 12 15 Disc amt 3 4 5 7 16 Disc acct 10 11 12 13 14 17 Rpt on 1099 17 18 19 20 21 24 25 26 27 28 The selector provides an easy way to look up dates in the past and future When you find the date you can click to select it and return the date to the field If you prefer you can access and use the selector with the keyboard only This has many usefu applications throughout PBS The date selector is available on every date field in PBS Tree View Menu The new tree view menu is in addition to the older menu bar and the Windows style menus of RW32 It provides the point and click mouse functionality of the Windows menu but retains the last menu setting like the menu bar thus combining the best of both P PBS Company 00 XYZ Company Passport Business Solutions e Yendors Payables Recurring payables Open items Prepare payments Print checks and post Void checks Reports View vendor invoices Year end Purchasing addresses A P accounts Close a period Control information Utility A F C R CTL G L 1 C J C 07E Passport Business L Solutions 11 1 Page 46 The corresponds to expandable menu sections Click once to ex
6. attached to orders for internal use 10 0 10 0 Payroll 11 7 11 7 11 7 11 7 11 6 Page 20 Customized Shipping Label Printing Customized shipping labels and COD labels can be printed Cost Center Assignment Cost centers can be assigned to customer item or order Positive Pay Passport Business Systems version 11 7 includes file generation utilities to create Positive Pay records for transmission to your bank Positive Pay is a generic term that describes a bank service that is one of the most effective anti fraud tools available today for check disbursements Using check issuance data provided by PBS the bank matches all checks being presented for payment against the issuance information The issuance information is created whenever a check is generated from PBS The utility allows the user to create a file format specific for their bank as there is no universal format for positive pay records These new enhancements offer the convenience of automated electronic disbursement and banking procedures with a new level of control and security over payments With Positive Pay only the AP and Payroll payments previously approved and submitted to the bank will be disbursed Advanced vacation pay and bonuses Advanced vacation pay and bonuses added to Direct Deposit Employee number field expanded The employee number field expanded to six digits Reports and print runs Department related reports and print runs will b
7. if any Customer vendor contact files serve as email address book s Document recipients are stored in the address book or an email address may be entered on the fly Multiple CC s carbon copy are permitted Ability to CC self as confirmation Ability to modify the body text of the email on the fly Documents with no associated address book entry are flagged Documents emailed are flagged with date stamp of the email Failed email attempts are flagged and logged with the reason for failure Stacked documents are flagged with date of stacking PBS end user login record maintains the sender email address Company control file information stores the mail server name Works with locally installed email clients currently not web based email services 1 e Yahoo AOL Gmail PBS Data Import Manager Available Users who wish to import information to Inventory Control items prices from a Manufacturing disc or Excel spreadsheets for updating directly into the Inventory Control module can now do so Data Import also works with Payroll Time Worked Files for importing data from time clock output Accounts Receivable Miscellaneous Charges for credit card charges General Ledger Distributions and Accounts Payable Vouchers Drill Downs With just a click or two you can now drill down into Vendor History or Invoice History from many PBS screens in Accounts Payable Purchase Order Accounts Receivable and Order Entry Page 36 Many new
8. is entered a PO number must be entered to complete the transaction Batch Processing Inclusion 10 0 10 0 10 0 Page 10 Batch processing has been included in Cash receipts Finance Charges Invoices Miscellaneous Charges Recurring Bills and Returned Checks You can keep your transactions separate from other users On Credit Hold Flag An On Credit Hold Flag for individual customers with overdue accounts prevents unauthorized sales Expanded View Function A new expanded view function lets you view and drill down through invoices recurring and standard bills Collections Report The Collections Report and View Customer Account now show current and past due balances first and last sale date and last payment date and amount Check Reconciliation 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 General Ledger Distributions General Ledger distributions from checkbook transactions such as back charges interest earned etc can be directly interfaced from Check Reconciliation to the General Ledger package reducing repetitive date entry Cash Accounts Support An unlimited number of cash accounts are supported These cash accounts may be shared with Accounts Receivable Accounts Payable and Payroll Checkbook Entry Revision Revised checkbook entry makes it easier to locate existing checkbook entries Deposit Transfer When transferring deposits from Accounts Receivable details of the cash receipts
9. or existing product structures copy a routing to a new product enter and maintain new or existing routings and also allows the user to perform the cost roll up functions This can be a huge time saver when someone is building new products or when setting up a new system as it provides a one stop shopping experience for the user s product setup functions 11 5 Now runs on Thin Client Linux and UNIX 11 5 PDF printing of forms is supported 11 5 New Lookups for manufacturing files include e Sales Order e Shop Order e Purchase Order e Ship to Address Lookups New System Wide Features and Functions This section consists of System Manager and new overall system wide features For specific module enhancements click here to return to the beginning of this document for a list of enhancements by module 11 7 11 5 11 5 Page 35 Expanded information on PDF Document look up and email capability for any PBS created PDF documents PDF docs include PBS invoices statements purchase orders acknowledgements pick tickets various Point of Sale and Manufacturing documents Select a document for viewing stacking and emailing View documents by package by customer or by vendor Documents are stacked and viewed emailed by package customer vendor or date Documents are emailed individually or by group selection A log file is created with information on both printed and emailed documents including reason for sending failure
10. part of the general upgrade of PowerTools to version 2 4 the PowerTools platform on which the graphical version of PBS is being developed a new three level hierarchy of reference files has been instituted With this change PowerTools lookups can be different per system as before and per company with the original lookup files unchanged User Manual Changes The features covered in the PBS System Manual are now split into two manuals The more administrative data is in the new PBS System Administration manual Administrative type setup functions such as references to lookup customization printer setup user setup menu maintenance file utilities initialization utilities and more are now in this manual The system user features are now in the System User Manual and the administrative functions have been removed This manual concentrates on general user oriented system features Because the data has been incorporated into either the PBS System Administration Manual or the System User Manual several manuals have been eliminated These include ookups pdf Winprint pdf and bo_pbs pdf BreakOut Manual User Manuals have been updated with the new features for version 11 2 Page 30 Professional Time and Billing 10 0 Professional Time and Billing Module The Professional Time and Billing Module is now available Purchase Order 11 7SP1 10 0 10 0 10 0 10 0 10 0 10 0 View Running Totals During Purchase Or
11. program will clear the current period to date purchases payments and discounts amounts Please enter the new period ending date sd the new starting entry date ending entry date Vendor History Report A new Accounts Payable Vendor History Report option allows for selection of data by distribution date for improved report usefulness This allows the reconciliation of history data with General Ledger data Check Form Designer Allows virtually an unlimited selection of Accounts Payable check formats Now select from over 50 field options for inclusion or exclusion from printed check and check stub content Accounts Payable Check Designer controls what prints and the AP check now contains more of the info you want to see The stub check or both may be printed in either compressed 16 per inch or normal 10 per inch print You can have multi stub lines per open item not just one line as you have now allowing the software to print additional fields for each open item being paid In Windows and thin client settings your company logo may be printed on the check The option to use the current check format until you are ready to design your new check is still available Reports gt Open Payable by Date There is a new option of selecting and printing the report by Vendor Invoice Date or Distribution Date Reports gt Purchase Journal There is a new option of selecting and printing the report by Vendor Invoice Date or Distributi
12. rep totals Customers are listed by responsible sale rep This is the sales 10 0 10 0 10 0 10 0 Page 33 rep assigned to the customer on the customer record This is not necessarily the actual sales rep who made each sale to that customer Actual Sales Rep Report Two 2 formats are available for this report summary and detail The summary report prints PTD and YTD summary information for each sales rep The data for this report is obtained from the A R Invoice History File The detail report which you can also sort by decreasing sales volume shows the sales cost of sales profits and margins for a specified number of customers for each sales rep The information is obtained from the A R Invoice History File Sales Territory Report This report shows the period to date year to date and last year sales cost of Sales and gross profit and margin percent for each customer These figures are grouped and subtotaled by sales territory State Report This report shows sales cost of sales and profit figures for the period to date the year to date and the last year for each customer with the customers in order by state A summary of individual state totals is printed at the end of the report Zip Code Report This report shows sales cost of sales and profit figures for the period to date the year to date and last year for each customer with the customers in order by ZIP code A summary of individua
13. same checks for both Accounts Payable and Payroll You save money by purchasing only one set of checks Check Generation Checks can be generated immediately a convenient feature for COD processing etc This also facilitates receivings and reduces manual check writing and repetitive data entry For immediate payment enter a non A P payable and print a check for that bill automatically Vendor File Additional Fields The Vendor File has additional fields The new fields include Contact 1 Email Contact 1 Fax Contact 2 Email Contact 2 Fax Purchases Discounts and Payments period to date Last check number Last check date and Last check amount 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 Page 6 Last Check Information Last check date Check number and amount as well as Current payables balance for each vendor is maintained for easy review If a vendor s check is voided the information is removed from the Vendor Field and these three 3 fields revert to the previous check information Vendor Contacts File A Vendor Contacts File has been added to allow multiple contacts per vendor The contacts file contains the fields of Customer number Contact number Contact Name Title Address 1 Address 2 Address 3 Telephone Fax Email and Authorization number Purchasing Address File The Purchasing Addresses File has been expanded to include the additional fields of Contact 2 Contact 2 Phone Contact 1 Email
14. sort by fields have been added to the history files This provides a means for you to find and view the data in the way you want Here is the Invoice History Sort By Selection Menu from which you select the sort by field invoice History Saort by Selection Menu Cuttomer Grill Dir by ree afl records by Customer Name by Imienia Sakeman by Customer Imenice a Invoece Date By invoice The above screen is divided into two groups of menu selections The top selections are used to filter data for a specific customer or vendor and the bottom selections are used in a non filtering function to view data for all customers and vendors To drill down to data for a customer or vendor the customer number or vendor number must display somewhere on the screen After selecting a sort by field a window displays where you select the specific invoice from which to view the details When you find your invoice and select it the Invoice History Detail Screen displays 2jCompany 00 X 2 Company Bal gt x te 22 a om a a AR Hist Header AR Hist Misc AR Hist Inv Tt AR Hst Line Itm A Drill down AR Invoice History Header r Options Customer Elliot Enterprises Ship date 04 06 99 Invoice 1071 Invoice date loi 28 00 Next tab Prev tab Next record Bill ref Bill type INVOICE 4 rev recor Bill group Apply to Exit Order 86 Order da
15. that make up each deposit may be printed Account Activity Report Grand totals appear on the Account Activity Report Reconciliation Report Totals of uncleared items now optionally appear on the Reconciliation Report Close Checkbook Function A function is provided to remove an obsolete checkbook from the system Returned Check Automation Returned check information for NSF checks from Accounts Receivable is automatically handled Page 11 10 0 Voided Check Transfer Voided check information from Payroll and Accounts Payable can be transferred to Check Reconciliation Data Import Manager 11 5 Allows you to import e A R Customers e I C Items e P O Vendor Items e C R Checkbook transaction entries 11 3 Data Import Manager Basics Data Import provides a means of importing data into a PBS transaction or master file from a text file produced in an external third party application The text file is usually produced by a third party application such as a time clock program for tracking employee work hours With Import Manager the time clock text file data can be imported into Payroll In Data Import you set up the field mapping and reformatting so the data from the text file moves to the proper fields in the PBS file A P Payable transactions A R Miscellaneous charges PR Time transactions are amount the various files that can receive imports General Ledger 11 7SP1 Multi Year Trial Balance Detail Expanding upon th
16. using HTML Here is an example 1 While on the main menu select Ctl Reports Valid G L Accounts 2 Select a range of accounts 3 On the printer selection screen select Create HTML 11 1 Page 50 4 Save as dialog box will display Enter the name Valid GL Accounts and save 5 A report like the following will now be displayed pP PBS Web report Browser URL file C My 20Documen ts cash 20 Open File lt Ctl P gt Print lt Ctl F gt Find lt Ctl N gt Explorer lt CtltA gt Select all lt Ctl C gt Copy Date 04 01 2004 Time 10 59 18 XYZ Company HTML Report CASH ACCOUNTS LIST Starting account First Ending account Last Report location C My Documents cash accounts htm 1000 000 Cash accoun t 13557 1178 1010 000 Cash accoun t 13726 1 2 Cash accounts on file End of report Status i Done Most of the same functions of a standard browser are available in the PBS browser While viewing the report you can use the sliders to view additional data You can also use the arrow keys Page Up Page Down and Home and End Keys to navigate There is an Open button that will allow you to open another HTML report Additional browser functions include e lt ctl P gt Print the report e lt ctl F gt Find data on the report e lt ctl N gt View the report in the local default browser Statements in HTML Format and Browser Display Statement HTML printing will w
17. v6 2 runtime These two steps mean a replacement of the Acucorp runtime licenses Advantages of the new compiler runtime platform e A robust platform for the Thin Client option 11 2 11 2 Page 42 e Direct access from COBOL code to Active X controls and COM objects This feature will provide PBS with the capability of directly interacting with most of the Microsoft products as well as taking advantage of the numerous utilities that are available e A number of new graphical objects and capabilities including a calendar object e Acucorp based systems and therefore PBS systems to date i e prior to v11 2 have used the Vision File System version 4 by default Starting with the version 6 2 Acucorp runtime the Vision File System version 5 is now used by default Given the numerous other changes happening to PBS we have opted in the interest of minimizing change and dislocation to stay with the Vision File System v4 for PBS 11 2 Tab Key Same as Enter Key for Windows and Thin Client Only In response to user requests we have added an option that makes the Tab key function the same as the Enter key As this is a standard in many Windows applications it is easier for a user to switch from one Windows application to another The Enter key retains its current functions The option for the Tab key to respond like the Esc key still exists See your PBS administrator to change this option Lookups The Windows Lookups have be
18. window is now available that displays warehouse item quantity information from items It is accessed with lt Sft gt lt F7 gt This window will remain open when browsing through the records using lt F1 gt or lt Sft gt lt F1 gt Keys are used for more than three warehouses New Status Lookup 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 Page 16 A new PowerTools item status lookup for AR Invoices O E Orders and POS transactions is a matrix of warehouse data that displays quantities on hand committed back order on order and on work order Status Periods Maintenance Prior status periods information is maintained for up to 24 periods Serial and Lot Number Tracking Serial number and lot number items are tracked from purchase to sale The reports of Serial numbers by Item by Vendor and by Customer help to fully track these items through the entire process A Flooring Report gives the value of your serial items sold or unsold Warranty programs can be sold and attached to a serialized item Serial History Serial Numbers and Lot Numbers provide for fast access to data about these items Tracking Quantities Quantities sold returned and used can be tracked for up to 24 prior periods Directly Import Inventory Physical inventory counts and inventory transactions can be imported directly from a file Five Digit Entry Allows entry of prices or costs up to five digits to th
19. Contact 1 Fax Contact 2 Email Contact 2 Fax and Country Allowable Accounts An unlimited number of cash accounts and accounts payable accounts are allowed Additional Vendor Information Additional vendor information such as telephone numbers has been added to inquiry screens and related reports Default Distribution Account A default distribution account can be defined in the control information Label Printing Label Printing provides the printing of a return address Retainage Payables When using Job Cost retainage payables are handled Accounts Receivable 11 7SP1 New Per Line Item Taxation Per line item tax rates are available in Accounts Receivable and Order Entry If you have items for sale which are taxed at different rates in accordance with the state or local tax code you are now able to comply more easily Individual line items can be taxed at different rates as you process transactions 11 5 11 4 11 4 11 3 11 3 11 2 11 2 11 2 Page 7 Advance payment deposit acknowledgements and tracking Deposits and prepayments may now be entered and posted to a customer account In cash receipts there is a new entry option for creating a new prepayment type of transaction when posting to open items When invoicing up to three prepayments may be applied to an A R invoice Posting of invoices reverses the deposit liability accounting and creates a standard payment in open items Statements are mod
20. Items for a Customer Report This report shows quantity sold sales percent of sales cost of sales profit and margin percent for a selected range of customers and the items sold to these customers within up to four selected reporting periods You can print this report in order by sales volume or by item number within customer number Customers for a Service Report This report shows quantity sold sales amount percent of sales cost of sales profit percent of profit and margin percent for a selected range of services and the customers those services were sold to within up to four selected reporting periods Percentages are based on sales and profits within the selected reporting period You can print this report in order by sales volume or in customer service number Services for a Customer Report This report shows quantity sold sales percent of sales cost of sales profit and margin percent for a selected range of services within up to four selected reporting periods showing the services purchased by each customer Percentages are based on sales and profits within selected reporting ranges You can print this report in order by customer number or sales volume Responsible Sales Rep Report This report shows sales cost of sales and profit figures for the period to date the year to date and the last year for each customer with customers categorized by the customer s assigned sales representative A summary lists Sales
21. Page 1 Passport Business Solutions Enhancements by Module e System Wide Features e Order Entry e Accounts Payable e Payroll e Accounts Receivable e Point of Sale e Check Reconciliation e Power Tools e Data Import Manager e Professional Time amp Billing e General Ledger e Purchase Order e Inventory Control e Sales Analysis e Job Cost e Manufacturing Series Accounts Payable 11 7 11 7 11 6 Positive Pay Passport Business Systems version 11 7 includes file generation utilities to create Positive Pay records for transmission to your bank Positive Pay is a generic term that describes a bank service that is one of the most effective anti fraud tools available today for check disbursements Using check issuance data provided by PBS the bank matches all checks being presented for payment against the issuance information The issuance information is created whenever a check is generated from PBS The utility allows the user to create a file format specific for their bank as there is no universal format for positive pay records These new enhancements offer the convenience of automated electronic disbursement and banking procedures with a new level of control and security over payments With Positive Pay only the AP and Payroll payments previously approved and submitted to the bank will be disbursed ACH Payments ACH provides the speed and convenience of processing AP disbursements electronically Enhancements for 1099 MISC Pr
22. Payables Enter XYZ Company 4 Invc 5467 Vendor 600 Wells Fargo Bank Vchr 1266 1 Purch fr vendor 100 Vermont Metal Products 2 Invoice number 4539 3 Purchase date 6 04 07 4 Purchase order 5 Receiver 6 Reference Metal coils 7 Use tax 8 90 8 State VT 9 Amount 190 56 10 Distrib acct 5010 100 Purchases misc items Vend Invoice Acct Amount Tax Stat Orig inv amt 568 23 Amt rem a7 7 67 Field number to change Prtr psiw2k COBOL HP LaserJet 4MP Dir Q Sup_test 115 ark x lS Op With tracking the history of memo distributions PBS provides more complete vendor reporting by enabling you to identify the actual purchase from vendor for specific purchases that are being paid to another vendor such as a credit 11 5 11 5 11 5 11 5 11 5 11 5 11 4 Page 3 card company or employee expense reimbursement account New memo report and modifications to View Vendor History and Vendor History Report as well as Purchase Journal Report provide a means of accessing this new data New fields in the vendor file track memo amounts Also provided is a means of adjusting memos Drilldowns in Vendor History now include the ability to view memo records Sales and Use Tax Tracking Another feature of memo tracking is the entry and tracking of sales tax paid on out of state vendor purchases which may be used to reduce the use tax liability for any state Purchase Order PO Defaul
23. W 2 Magnetic Media file creation has been altered to accommodate these file change requirements Payroll ACH Direct Deposit Now Available Payroll ACH Direct Deposit is an add on feature to PBS Payroll and it provides electronic direct deposit within Passport Business Solutions Payroll It allows you to offer Direct Deposit ACH file processing for your employees Set up is easy There are few extra fields in control information You enter bank information as a new deduction Z type code and you assign the bank to the employee During check processing the ACH File is created that you send to your bank per their instructions Jurisdictions We have introduced a file for maintaining jurisdictions This provides a convenient means of entering and keeping year end and other data that was entered manually each time in the previous releases 11 1 11 1 11 1 11 1 11 1 10 5 1 Page 24 401k Contributions Report A new option was added to run the report by check date so that reconciling to the General Ledger can be done With this change the report can be used for making the correct contributions when due by the employer Manually Entered Vacation and Sick to Print on Check Stub Now you can print a manually entered amount from Employee Field 27 Vac Hours Due and 29 Sick Hours Due on a check stub and provide a setup to Employee Fields 69 and 70 to not accumulate on a specific frequency or amount Option to Not Print So
24. also select and display a single open item with drill down to the invoice history for that item Aging Report with CSV Output Aging Report has a new CSV output that allows you to view the data in spreadsheet application like Excel Invoicing Processing Process invoices directly through A R Many features of Professional Invoicing including invoice processing and customized invoices have been incorporated into Accounts Receivable Sales Tax Processing Sales tax processing has been expanded to include up to five tax rates per jurisdiction The Sales Tax Summary Report details period to date or year to date tax information grouped by tax code within General Ledger for easy tax 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 Page 9 reporting and record keeping Ability to print sales tax reports based on invoice date or collection date Customer Record Information Additional information is maintained in each customer record including Contact 1 Email Contact 1 Fax Contact 2 Email Contact 2 Fax Sales Territory SIC code Ship zone Default cost center Past due amount Last invoice number Date past due and Amount calculated and Last returned check amount and date Returned Check Automation Automatically handles checks returned for reasons such as non sufficient funds NSF Records are reversed including General Ledger distributions You can easily enter bank charges as well as charges to the customer
25. ar month by month actuals and budgets of any budget type This allows you to analyze and track actuals and budgets for year end projections G L Distribution Reception General Ledger receives distributions from Check Reconciliation for interest bank charges etc Audit Type Attribute Entry Federal state local and audit type attributes can be entered in the Chart of Accounts file Using this information the Tax and Audits Schedules function enables you to prepare and print schedules for tax purposes User defined tax and audit schedules provide needed individual transaction level information for a selected range of dates You can choose to show tracking detail that consists of source journal number and document number Calculation Overflow On a calculation overflow error 99999 is printed and processing continues Zero Balance Printing You have the option to print zero balance accounts or print accumulated total PAT codes on financials Working Trial Balance and Trial Balance Reports also can include zero balanced accounts Inventory Control 11 7SP1 10 5 1 10 5 1 Change Item Number Vendors may issue new item numbers and or item number formats for the same product s purchased all along Ability to remove unwanted special characters in Inventory Control Reformat item numbers as well as update the transactional and history files for accurate and consistent reporting purposes New Item Status Window A status
26. cial Security Number on Check Stub Provides a new option to print payroll checks without the SS printing on the stub This is required by certain states because of new privacy policies and regulations Health Savings Account HSA A new code Code W Employer s contribution to an employee s Health Savings Account has been added to Form W 2 The HSA is entered through a new field 20 on the Federal W 2 information entry screen and is reported as a code W in Box 12 Dependent Care Benefits DCB Previous versions of the PBS system allowed you to set up an earnings code for DCB by specifying a special D code in field 18 of an Earnings Code record for the DCB earnings Specifying a D caused the earnings to be included in the wages but also directed these monies to be accumulated for printing in Box 10 There is a cap currently 5000 for how much DCB can be allowed as a pre tax deduction To allow for year end entry of either employer dollars or equivalent at fair market value e g the employer provides day care and wants to charge it to the employee as an employer contribution PSI has changed the entry of the federal W2 information screen The program also provides a new warning if you exceed the 5000 limit Exceeding the limit will impact the other fields by making the excess over the limit potentially taxable 401k Catch Up Increases the 401 k limits for employees over 50 that are allowed a catch up cont
27. column You can select from among period to date PTD actuals year to date YTD actuals PTD or YTD budgets for any fiscal year or any budget type and PTD or YTD comparatives for any fiscal year 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 Page 14 Journal Functionality A General Journal function allows multiple line entries of debits and credits on a single screen for faster more flexible data processing A General Journal entry number can be defined to distinguish transaction groupings This allows you to have journal entries that consist of more than one General Ledger account Journal Entry Transaction Insertion The program requires that each journal entry transaction balances and allows entries to be inserted at any point You can select which items to post from your General Journal entries The functions previously handled within General Journal processing are now covered under the Distribution Journal application The Distribution Journal function collects entries from journals in other PBS packages and allows you to enter edit post and create auto reversing entries Transaction Detail Produces transaction detail schedules for audits or tax reports There are entries in the Chart of Accounts file for federal state and audit type attributes Chart of Accounts Conversion A new function allows the Chart of Accounts to be converted from earlier versions of PBS as well as other accounting package
28. d Here is a picture of the window where you enter the temporary reporting period Trial balance XYZ Company Reporting prd 86 01 0606 thru 06 36 66 1 Starting account 2 Ending account Reporting period 6106 thru 3 Show detail 11 2 Reports gt Trial Balance There are now two formats for the Trial Balance One prints the totals horizontally and the new option prints the totals vertically The popular vertical totals were an option in older Classic versions of the software and we brought it back for 11 2 11 2 Financial Statements gt Print Financial Statements You can now print all financial statements to a CSV Comma Separated Value file format granting the ability to open the report in spreadsheet applications like Excel 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 Page 13 Spreadsheet applications are the choice for many users and now we have a way to get the financial statements out of PBS into Excel Journal Screen General Journal Screen allows for multiple line entries allowing faster more flexible date processing Journal Entry Automation General Journal automatically balances each journal entry transaction and allows entries to be inserted at any point G L Account File Update You have the option to automatically update your Valid G L Account file used by many PBS modules when editing your General Ledger Chart of Accounts Account Number Structure Expansion G
29. der Receivings you are now able to see the running total received against the open Purchase Order taking receipt of goods knowing that the purchase order matches perfectly Or take a partial delivery and know instantly how much is yet to be delivered in dollars and cents No looking up the Original purchase order no running to pull paperwork the info is right there on the screen Even if you take several partial deliveries PBS now keeps a running total for you You are in the know on exactly how much precious inventory has been received and how much is still outstanding at a glance User Definable Formats Able to create user definable purchase order formats Also allows the use of standard purchase order formats Printing Labels Able to print item labels when posting received purchase orders Serial and Lot Number Entry Provides for entry of serialized inventory and lot controlled items when receiving Special Message Field Purchase Order Special Message Field can pull data from a special field file thus eliminating the data entry of the same message repeatedly Special messages can still be typed manually when needed Changing Entry Mode When entering purchase order line items user can change the entry mode and enter either the Inventory Item Number or the Vendor Item Number Address Field Expansion The Deliver To Addresses have been expanded to include the new fields of country a second contact name a second contact ad
30. dress and fax and email for both contacts 10 0 Page 31 Purchasing Advice Report When the P O Purchasing Advice Report is run pre purchase records are created for each item that falls within the re order parameters entered for the report These pre purchase records may be edited until they reflect your actual order and then converted to purchase orders automatically Sales Analysis 10 0 10 0 10 0 10 0 10 0 Customer Comparatives Report The Customer Comparative Reports allow you to compare results by customer from one period to another or to a corresponding period in some prior year These reports are available in monthly quarterly and yearly versions Customer Sales Volume Report This report lists customers in order by sales volume It is based on the A R Customer File It shows sales costs of sales gross profit figures and margin percent as well as each customer s percent of total sales and percent of total gross profit These amounts are shown for period to date year to date and last year Customers can be printed in order by either customer sales volume per sales representative or customer sales volume per sales territory Optionally you can specify a minimum dollar volume or you can specify to print only the top selected customers Customers for an Item Report This report shows quantity sold sales amount percent of sales cost of sales profit percent of profit and margin percent for a se
31. e powerful Passport Business Solutions Version 11 7 analysis tool Multi Year General Ledger capability the new Multi Year Trial Balance Detail feature is available for previous fiscal years or any time period you choose Run summary or detailed financial analysis on transaction activity between any two dates Reveal erroneous transactions sooner or make comparisons of activity for any period you wish covering current and prior years If the data is there you can get to it now Page 12 11 7 Extract financial data User defined data extract to transfer up to 256 columns of financial data to Excel for enhanced comparative and what if processing and reporting 11 7 Recreate financials from previous years Users can recreate financials from previous years with access to multiple years of General Journal transactions 11 4 Accounting Period Date Security Eliminate accidentally changing the accounting periods by providing the Accounting period initial access to Field Number to Change The first question Do you wish to re enter periods is no longer a requirement This change was included to reduce issues associated with accidental accounting period date changes 11 4 Trial Balance Report Flexibility Now get expanded flexibility when running a Trial Balance Report A temporary change to the reporting periods when running the report is now allowable rather than having to access the GL accounting periods first to change the reporting perio
32. e processed more efficiently Federal Tax Changes for Processing W 2 Forms and Magnetic Media Changes to both the W 2 forms and magnetic media were made in compliance with Federally mandated changes For the W 2 form the employee Social Security number was moved to Box a and the Control Number was moved to Box d This improves security and reduces 11 6 11 6 11 6 11 6 11 5 11 5 Page 21 identity theft of the employee Social Security number by moving it away from the address block in Box c so it cannot be seen in the W 2 envelope window Magnetic Media Changes A new field Software Vendor Code was added to the Code RA Record positions 20 23 This field is a numeric four position code that is assigned by the National Association of Computerized Tax Processors NACTP and is used to identify the vendor of the software that was used to generate the EFW2 file starting 2007 EFW2 is the term for the magnetic media file and is short for Specifications for Filing Forms W 2 Electronically The Civil Status field was removed in the Code RO Record position 265 and replaced with a blank field The social security maximum field size was increased from 5 to 6 digits to accommodate the increase in the maximum amount of earnings subject to the Social Security tax which was increased to 102 000 for 2008 up from 97 500 in 2007 Magnetic W 2 Tax Year Two changes were included to help prevent reporting an incorrect tax year in
33. e right of the decimal point Alternate Units of Measure Two alternate units of measure can be defined per item number A price code can be attached to each unit of measure A default unit can be defined for order entry purposes Quick Work Orders Quick work orders allow bypassing most of the steps for creating work orders Unique Bar Codes Eight unique bar codes can be created for each item Item Master Record Storage The Item Master Record stores the height width length and weight of the item Zero Sales Quantities Inactive items with zero sales and zero quantities may be purged Multi Warehouse Pricing Multi warehouse pricing is supported Sales and Contract Pricing Sales and contract pricing can be established by customer item category and item sub category 10 0 10 0 10 0 Job Cost 11 7 Page 17 Pricing Order Prices may be established in ascending or descending order Price changes for items and alternate prices are easily enabled by a range of item numbers categories sub categories and vendors The price changes may be reviewed before updating Pricing Reports Pricing reports can be selected by Item Warehouse Sale or Contract price and Actual customer Group Price Changes Group price changes are allowed You can change the various prices based on a dollar amount a percentage or not at all Rounding can be done by the cent dollar based on price point or not at all Price point
34. earnings 401k and fixed before tax deductions are prorated across cities and or states Multiple Pay Rates Multiple pay rates per employee handles shift differentials and employees with varying jobs and or locations paying different rates within the same pay period This is especially useful in such industries as construction food service personnel etc Each employee can have three special pay rates entered on their employee record A different workers compensation code can be assigned to each employee rate allowing you to easily calculate workers compensation based on tasks performed When entering payroll transactions you can have up to 10 different pay rates per pay period or state You can easily override any employee special pay rate at transaction entry time 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 Page 26 Deduction and Earning Codes Deductions and Earnings Codes can be calculated as a percentage of earnings Supplemental earnings can be calculated as a percentage of gross pay Additional Payroll Deductions Additional payroll deductions facilitate the handling of cafeteria plan benefits Check Voiding Automatic or manual checks can be voided individually or by the entire check run Payroll interfaces with General Ledger and Check Reconciliation to reduce data entry You can void a single check or a range of checks based on Check date date written Pay frequency Cash account
35. en redesigned to provide a new look and increased functionality Single and double arrows have replaced the slider and this makes the function of locating data a smoother process Home and End buttons have been added to provide direct access to the beginning and end of the Lookup File Here is the new look xl Vend Vendor Hame Contact 1 Telephone 1 Robert Jenkins Jasmine Terance 207 544 7454 Vermont Metal Products John Smith 82 445 9734 Acme Office Supplies B Caldwell 213 999 9765 Red Line Freight Carl Rawlings 213 768 7656 Jones Property Hanagement Robert Jones 213 774 6768 E Z Repairs Betty Smith 213 695 2161 Wells Fargo Bank Jack Dawson 213 695 4678 Pacific Telephone Thomas Brock 818 221 1213 Hanson Manufacturing Co Don Barber 847 669 8568 Reynolds Tool Company Bill Ryan 976 447 8968 Greener Grass Ofc Plants Bernard Maybeck 774 555 2344 Sort by Fi Search by lt F A gt Vendor fs Mest Lookup Home End Page 1483 11 2 Lookup Field Indicator Selector For graphical implementations Windows and Thin Client only all fields that have Lookups available now show an indicator that graphically represents the availability of a lookup You can see it below to the right of the account number field PGE Pri nt reports fr om disk Valid G L accounts Company 00 XYZ Company valid G L Accounts Enter XYZ Company 1 Account 2 Description lt Fl gt next account lt SFl gt prev
36. eneral Ledger account number structure has been expanded to allow up to four 4 segments within 17 characters Budget Storage Budgets can be stored for an unlimited number of years past current or future accounts and budget types for use in reports and financial statements A variety of options make it easy to generate multiple budgets for multiple years Budget Information Retention Comparative and budget information can be retained for an unlimited number of years Different budgets may be entered for each year past current and future Reports and financial statements can be easily generated showing budgets and comparatives for previous years Categorization of Budgets User defined budget types allow you to categorize budgets There is no limit to the number of budget types For example you can formulate budgets based on various Sales projections in addition to the actual budget Budget Grow Functionality A budget grow function has been added to General Ledger This function takes an existing budget or comparative increases it by a percentage or amount and creates a new budget Manual adjustments can be easily made afterward User Specified Content Allow user to specify the contents of six columns on the financial statements and the sequence in which these columns are to be printed Varying cost centers budgets current past or future year or comparatives actuals for the fiscal year can be specified for each
37. ered in Inventory Control items POS Special Sale Prices Now Include Prices 4 and 5 Prices 4 and 5 can now be entered in Point of Sale Special Sale Prices and the appropriate price will default in the Point of Sale transaction screen The Special Sale Prices Report has been updated to include these prices Inventory Bar Code Integration Support for bar codes from Inventory Control is now included You can use the POS alias items only or utilize the bar codes from I C items with POS alias items There is a new flag in the PS Control File to provide the bar code set of choice New Point of Sale Lookup There is now a tax code lookup when adding on the fly shipping Check That Price is Above Cost 10 5 1 10 5 1 10 4 Page 29 When entering a transaction line the software now verifies and prompts when the selling price is above cost Print Lot Detail on Invoice and Picking Tickets Prints lot detail on the invoice and picking ticket if items come from multiple lots Serial Number Search Provides for serial number search option as in O E Addition of Point of Sale Module The Point of Sale module was added in version 10 3 Upgraded from RW2000 it has many features needed for retail sales It also has a dual function in that it works well for orders and billing In version 10 4 credit holds like in Order Entry was added Power Tools 11 2 11 2 Power Tools Version 2 4 and New Enhancement Acceptance Structure As
38. es and helps by limiting printing and postage fees Combine that with encryption and password protection and you have a fast and secure information path to everyone associated with your customers organizations You may use image files or another PDF as the background with forms You may apply encryption with passwords to protect documents from accidental or deliberate changes or limit access All the PDF are features available in Windows as well as Linux and UNIX with Thin Client In standard UNIX and Linux you may create the above mentioned forms with an image file merge New Data Integrity Controls Safeguard your company s financial information with new and tighter controls on both transactional and reporting levels Found in Accounts Payable Accounts Receivable Order Entry and Point of Sale it assists in preventing incorrect dates from being keyed Reduce downtime due to incorrect dates skewing report results or holding up month year end close procedures The new controls include date entry alerts for both distribution dates and for A P non closed 1099 year end Page 38 Although the system default restricts the range to a month the date entry range can be any period you want a year quarter month week etc Date fields are prone to misinterpretation and incorrect entry Some of the date fields ultimately wind up in the G L Transaction File The use of date entry control increases the security against accidental incorrect e
39. f the screen buttons from left to right and their functions 11 1 Page 47 e Exit Allows the user to exit a screen or exit the system This is the same as the lt Esc gt or lt TAB gt key e Left Arrow Allows the user to view or scroll to the previous record This is equivalent to the lt sF1 gt key e Right Arrow View or scroll to the next record This is the same as the lt F1 gt key e Delete Provides the delete function at the Field Number to Change prompt on a master file screen This functions like the lt F3 gt key e BreakOut Displays the BreakOut window Also accessed using the lt F12 gt key e Copy to Clipboard Copies data from a Passport Business Solutions field to the clipboard memory The keyboard equivalent is lt ctl C gt e Paste from Clipboard Pastes data from a clipboard memory to a Passport Business Solutions field Keyboard access is lt ctl V gt This along with the copy from clipboard can be used to move data in and out of another application to a PBS field or to another field within PBS e Print Screen Brings up the Windows printer dialog box where the user can print the currently displayed screen Using the keyboard lt ctl P gt will access print screen e Email Brings up the workstation default email application and the send new email message window If you are on a screen where an email address is displayed and the cursor is on the email address field such as AR Cust
40. fields associated with the primary file these are the associated fields The associated fields are fields from other files that are associated by keyed values from the primary file For example when the customer file is the primary file as in the case of a Customer ID Lookup the associated files would be tax codes terms codes and Sales reps Therefore you can include fields from these files in your customized lookups Set the Lookup Focus on Line data Sort By Search By or Next Lookup Focus is where the cursor is placed when you first open a window In past versions when you first opened a lookup the focus had been on the data lines in the window By contrast in the older legacy version of PBS and Classic software the focus on the popup was in the Search By Field You can now select which focus you want for your system There is a flag added to the configuration cblconfi file that allows you to choose the focus to be one of Data Sort by Search by or Next Lookup Calendar Date Selector 11 1 Page 45 In a graphical environment we now have a calendar date selector Here is what it looks like on the Payables screen The calendar function is invoked by touching F7 Pr Payables Enter Company 00 XYZ Company Payables Ente Voucher Type Vendor P 0 Dist date Invoice Inv date Inv amt Non disc Reference Due day Due date FPOUON DU ew NR ad r l XYZ Company
41. for returned checks or other credit problems and have the information applied appropriately throughout the system Design Statement formats Allows the user to design statement formats Up to 99 statement formats may be created and stored Formats can be defined to work with preprinted forms plain paper or company letterhead Envelopes can be printed separately or together with your statements depending on your equipment Customer File Support Shipping zone sales territory and SIC have been added to the customer file to support third party products freight calculations new reporting options such as Sales Analysis By Territory and more Customer File Fields Added Three 3 user definable fields have been added to the Customer File The field lengths are 16 10 and 10 characters Activity Trend History Activity trend history is retained for each customer for up to 13 prior periods including Average days to pay Highest balance Total charges and Total payments received Contacts File Added A contacts File has been added Unlimited contacts can be added per customer The contacts file contains the fields of Customer number Contact number Contact Name Title Address 1 Address 2 Address 3 City State Zip Country Telephone Fax Email and Authorization number PO Number Required Field Added PO Number Required Field has been added to the customer file If a customer is required to have a PO number when an order or invoice
42. ge the user will be warned Date not in current entry period but allowed to proceed e Full Control When a date is entered outside the range the user will receive the same warning message but cannot proceed until a date is entered that is within the range e No Control There are no controls for the entry of dates New date entry range fields are provided in A P and A R Control Information You can update these dates automatically during month close or at any time Printer Setup Improvements Setup of a Company Information printer now defaults to spooled printing in Windows and UNIX thus reducing the possibility of using the less common setting of Direct which is only needed in specialized instances New Toolbar Buttons The toolbar button images have been made clearer yet less wide to allow more room for future buttons Here is the new toolbar Year 2000 Cutoff Warning Message A new warning message lets the user know that the Year 2000 Cutoff Field in Company Information needs to be changed Not resetting this field to a later Page 40 cutoff year can result in inaccurate dating throughout the system It is important that this field be updated soon on systems still set with the original default 07 cutoff year Here is the warning that displays in Windows Please enter company ID 66 XYZ Company zx 3 Warming Year 2000 cutoff i OF and should ba changed See Campary info 11 5 UNIX 6 0 and Lin
43. ght click features work at both Field Number to Change or when adding a new record Reports in HTML Format and Browser Display A major feature in the PBS v11 system is the ability to create HTML reports To implement this feature PBS added another automatic printer entry to the printer selection window P CT Reports Cash accounts Company 00 XYZ Company Cash accounts Print XYZ Company Please select PRINTER 1 Windows printer Local printer Print to disk Laser printer Display on screen Create HTML Like the Windows Printer entry near it the Create HTML is automatically generated by the program and is not an actual entry in the list that the user defines as company file printers When printing a report and selecting Create HTML the user will determine where to save the HTML report and then the program having generated the HTML will invoke the standard web browser for the workstation and display the report HTML reports displayed in a browser combine the features in a PBS report with features from Internet Explorer When viewing the report there are functions such as find data or print the report As the report is saved to disk you can view it at a later time For long reports the find function ctl F will allow you to quickly locate the particular section of the report you are interested in You can also email the saved report simply by attaching it to an email document Any report can be saved and printed
44. have been added so that where the F1 key is used to view the next field Shift F1 can be used to view the previous field Where the F2 key is used to view the next field Shift F2 is used to view the previous field 10 0 10 0 10 0 Page 53 Deleting Reports There are a variety of quick and easy methods for deleting reports from your spooler You can use F5 to delete all spooled reports related to a specific package F3 allows you to purge reports based on the date created Or you can enter a starting and ending number and delete a range of reports Report Parameter Retained Report parameters last entered are retained This is particularly useful if there are no records in a range and selections require modification System Manager The System Manager contains the definition of the account number structure for each company Segments can be defined for major cost centers minor cost centers and sub accounts System Manager lists General Ledger account numbers and if cost centers are used the valid cost centers can be used by all modules Page 54 Passport Business Solutions re gt Passport Business Solutions is a trademark of Passport Software Inc The foregoing document Copyright Passport Software Inc 2008 All rights reserved The additional names of companies or products may be the intellectual property of their respective owners P Passport Software Inc 3801 West Lake Avenue Suite 301 e Glenv
45. ically switch accounts from the pre note status to the normal status Increase in the field content of the Payroll History File 11 3 11 3 11 3 11 2 Page 23 The increase in direct deposit accounts has provided an opportunity to increase the field content of the Payroll History File In addition to the new direct deposit fields the history file now contains many new fields which will allow new reports in future releases such as reports pertaining to regular pay vs overtime and special pay a Workman s Compensation Report vacation and sick hours used for each check and so on 1099 Reporting Changes We have added a new Enter 1099 Information Screen that includes the entry of the new Section 409A Non Qualified Compensation Plan Deferrals and Income The printing of the 1099 Form will include these new fields in boxes 15a and 15b The creation of the 1099 Magnetic Media File will also include these new fields W 2 Reporting New Box 12 entry fields have been added to Year End Maintenance enter W 2 information These fields include Non Taxable Combat Pay Section 409A Non Qualified Compensation Plan Deferrals and Income The W 2 forms include the printing of the new box 12 fields when entered The Magnetic Media W 2 file formats have been altered by the Social Security Administration for reporting 2005 payroll information New fields have been added to the RW RO Employee Wage Records and the RT RU Total Records The PBS
46. iew IL assport 60026 5807 e 800 969 7900 Fax 847 729 7909 e www pass port com Software Inc
47. ified to include or exclude the new prepayment type Display Customer Balance in A R Cash Receipts Now get an instant and useful look at the total customer balance due before you start entering your cash receipt Open View to Previous Invoices with Shift F1 Pressing Shift F1 now enables the viewing of previous invoices in Accounts Receivable Multiple keystrokes are no longer necessary to view a previous Invoice Customer History Report We have provided a new option to only print the original documents when they fall in the selected date range In previous versions it prints the original document information even if it does not fall in the date range when an apply to document does New Report Selection Flag Ignore apply to document dates Y N When you select Y it will allow you to ignore the apply to dates when printing the report AR Invoices gt Enter We have provided a new flag in A R Control Information that will bypass the message Cost Center does not match the Invoice Cost Center While this message was useful for cases where the Cost Center was essentially constant for one invoice in those client installations where each line item could be different this override allows a more efficient data entry process New Contacts Lookups We have added lookups for the A R Contacts Files These are a two line lookup the first line is user specifiable and the second line is fixed and provides the email address of the co
48. ious account Pressing either the up or down portions of the button will invoke the lookup 11 2 New Notes Lookups We have added several new lookups for this release We now have a Notes Lookup for every notes file in the system Here is a list of the available Notes Lookups see following page Module System location APOO Vendor Notes a Customer Notes Invoice Notes se Cash Account Notes Account Number Notes Item Notes nka Order Notes Purchase Order Notes Employee Notes 11 2 11 2 11 2 Page 44 Client Notes T B Matter Notes The Notes Lookups have been added at Field Number to Change for the associated maintenance screens The Notes File Lookup has a multi line display the first line of which is user specifiable The second and subsequent lines are the notes copy itself An example of adding a Notes Lookup If you want to see the item notes for a particular item code in O E Orders Line entry because the item notes refer to pricing policy or history you can add the Item Notes Lookup at the quantity field or price field of the line item screen This lookup could also be for customer notes based on the customer number used in the order Instructions for adding additional Notes Lookups are documented in the PBS Administrative Manual Addition of Associated Fields As before PBS administrative users can modify the lookups With version 11 2 the Field Lookup now contains as part of its list any
49. l ZIP code totals is printed at the end of the report PBS Manufacturing Series 11 7 11 7 Integration with EDI and Pick Pack Solutions Integration with the Peerless Data EDI and Pick Pack Solutions from the Customer Order Processing module is now available This includes the ability to import in bound EDI orders as well as the ability to generate data for Pick Pack and ASN s and EDI invoices Bar code printing enhanced Page 34 The bar code printing ability in the Shop Floor Control module has been enhanced to include printing to local existed and network new based laser printers In addition the bar code font is automatically pushed to the printer where it was a separate process that was performed prior to printing in the past 11 7 Optionally apply order minimum and order multiple rules Some MRP rules can now be applied during the multiple level Shop Order explosion routine This allows the application to optionally apply order minimum and order multiple rules defined in the item master where available to add additional intelligence to the multiple level explosion process 11 7 Ability to call Key Product Definition functions from Item Master Entry screen Key Product Definition functions can now be called directly from the Item Master Entry screen By simply pressing a function key the user can call up a menu that allows them to perform tasks such as copying a product structure to a new product enter and maintain new
50. lected range of items and the customers those items were sold to within up to four selected reporting periods Percentages are based on sales and profits within the selected reporting period You can print this report in order by Customer within item or by descending order of sales volume within each item Customer by SIC Code Report This report shows the same information as the Sales Analysis by Customer but customers are grouped and subtotaled by Standard Industry Code Item Comparatives Report The Item Comparative Report allows you to compare results by item from one period to another or to a corresponding period in some prior year They are available in yearly monthly and quarterly versions 10 0 10 0 10 0 10 0 10 0 10 0 Page 32 Item by Sales Volume Report This report lists sales cost of sales gross profit and margin percent figures as well as each item s percent of total sales and percent of total gross profit Items can be printed in order by either sales volume by item number or sales volume within warehouse by item numbers You can also specify a minimum dollar volume or specify to print only the top selected items Item by Category Report This report shows item period to date and year to date sales costs margin percentage of margin quantity sold quantity returned percentage of sales and margin percentage arranged by category At the end of the report there is a summary for each category
51. n keys referenced in the prompt itself In general any prompt for function key usage at the bottom of the screen which typically will be enclosed in lt gt will function as a button Using the above example if you click anywhere on the prompt lt F1 gt next account the next account will display in the window Click on lt F3 gt delete and you will be asked if you want to delete and so on Certain prompts such as those for certain specific values will not function with the mouse Only function key prompts are mouse enabled Fields When clicking on a field from Field Number to Change that field becomes active and can be edited All fields except protected fields can be edited in this manner Protected fields allow the F2 override If there is a group of associated fields like in Accounts Receivable Customers City State Zip Country fields you can click on any of the fields but you must cycle through all the fields from first to last If you are adding a new record you must enter the fields in the order designated by the program Once you get to Field Number to Change you can select fields for editing with the mouse 11 1 Page 49 You can right click on a field to get some standard Windows field options These field functions include Undo Cut Copy Paste and Select all Some of these functions will be grayed out depending on whether the field is empty partially entered and so on The ri
52. ntact This provides fast access to contact data and an easier way of finding the contact email address New Customer History Lookup 11 2 11 2 10 5 1 10 5 1 10 5 1 10 4 10 4 10 0 10 0 Page 8 There is now a lookup for the Customer History and there are several locations in Accounts Receivable where this new lookup has been added Additional Lookups in AR View Customers A lookup to the Start Date Field has been added to search for AR open items We have also added a lookup to the Invoice field after you press F3 to look up AROPEN items also using Customer as a filter UPS Export Changes This new function allows you to create CSV files from AR Invoicing functions to interface orders into the UPS system New CSV Output The A R Aging Report provides a new CSV output that can be opened and view in spreadsheet applications like Excel Customer History Now included on the report is the Customer Total Sales and Grand Total Sales Expanded Customer Contacts File The customer contacts file has been expanded to include more fields and the email field has been expanded to 60 characters An automated upgrade utility that runs during installation upgrades the data to the new version Expanded View Customers In the View Customers feature you can display open items in apply to sequence with an option to show only those items that are open and another option to print a customer statement You can
53. ntry of distribution dates The A P fields that are checked with the date entry controls include Function Payables Enter Print checks and post Void checks Field on Screen 4 Dist date 2 Check date 5 Dist date Fields in A R and other module functions that are checked by the A R date entry controls include Module Function A R A R A R A R O E POS Miscellaneous charges Enter Cash receipts Enter Returned checks Enter Invoices Print invoices Invoices Print End of day Print invoices Field on Screen 3 Doc date 3 Receipt date 6 Return date 3 Default invoice date 1 Invoice date 1 Invoice date A date entry range is indicated on the entry screen Here is an A P payables example of the date entry range displayed on the upper right corner of the screen and the date control message that displays when you enter a date outside the restricted range Payables Enter Youcher Cte J 0i OT i ta 11 5 11 5 11 5 Type Regular Vendor 166 P 0 Dist date 87 18 04 Invoice Inv date Inv amt Non disc Pata roanc Page 39 XYZ Company To be assigned Entry period 64 61 2066 thru 66 30 2066 Vermont Hetal Products Gets 16099 Yes UT Display Message xj i ete not n ment pernod The new date control feature includes a control file option Here are the options for this setting e Warning Only When a date is entered outside the designated ran
54. ocessing The miscellaneous 1099 types of Rents Royalties Other income Fishing boat proceeds Medical and health care payments Non employee compensation and 11 5 Page 2 Substitute payments in lieu of dividends or interest may be tracked and is reportable at year end A default miscellaneous 1099 type may be specified in the Vendor File When entering a payable the default 1099 type will display and may be changed to any other type During the posting of 1099 checks a new file will accumulate 1099 amounts per 1099 type At year end you may accept the accumulated amounts or edit them as needed Additional 1099 MISC fields for the printed form and magnetic media that are not being accumulated may be manually entered as well Historical 1099 information is retained You may print 1099 Forms or create magnetic media for any year at any time after 2007 Selection criteria of first and last vendor for printing 1099 forms is now available Memo Payment Tracking This feature provides the means of entering and tracking the kind of purchased from but paid to information involved with credit cards factoring sales tax and similar transactions Vendor memo records can be entered and later posted to vendor history as part of the vouchering process The following is the payable distribution screen for the entry of memo fields 15 x T2 AP Payables Enter Company 00 XYZ Company Ba gt x a 8 3 2 Fr
55. omer Maintenance field 6 the email address will be put into the mail to field e Calculator Launches the Windows calculator Using the new copy and paste buttons a user can move numeric data between the calculator and fields in Passport Business Solutions e Notepad Copy and paste data between a Passport Business Solutions field and Notepad e HTML Browser Brings up an HTML browser using the workstation s default web browser Since the URL has been pre selected to be the v11 documentation selecting this button will display the PBS HTML form of the vil release notes This URL can be changed to whatever is of interest local files local PBS HTML reports see below or web pages Prompts Prompts can be found in the PBS system at the bottom of most screens For example if you are in Ctl Valid G L Accounts once you have brought up a record there will be three prompts which look like lt F1 gt next account lt SF1 gt previous account lt F3 gt delete on line 24 of the screen Take a look at the prompts on the following screen 11 1 Page 48 Valid G L Accounts Enter PBS Version 11 Demo 1 Account 1000 000 2 Description Cash account 143097 lt Fl next account lt SF1 gt _ previous account lt F3 gt delete i ld number to change These prompts will function like buttons when using the mouse When you click on a prompt the same function will occur as if you had selected the functio
56. on Date The distribution date option provides an easier way to view and reconcile your monthly accounting data especially with the General Ledger entries 11 2 10 5 1 10 5 1 10 5 1 10 0 10 0 10 0 10 0 10 0 Page 5 New A P Contacts Lookups We have added lookups for the A P Contacts Files These are a two line lookup the first line is user specifiable and the second line is fixed and provides the email address of the contact This provides fast access to contact data and an easier way of finding the contact email address Aging Report Aging Report includes paid items within the reporting period that have not been purged Vendor Contacts File Expanded The Vendor Contacts File has been expanded to include more fields and the email field has been expanded to 60 characters An automated upgrade utility that runs during installation upgrades the data to the new version 1099 Format Changes Magnetic Media 1099 format changes for federal compliance Vendor History Report The Vendor History Report can be generated using a specific starting and ending date range for vendor activity Batch Processing Included Batch processing has been included in the following A P functions Payables Recurring Payables Process Checks and Void Checks You can keep your transactions separate from other users Available Check Formats Four different check formats are available A new blank stub format allows the use of the
57. ork similarly to the HTML functions described in the section above even though the statement printing is considered a forms printout not a report However there are several important differences First the HTML print function will only be offered if you elect to print a statement for a single client Second the HTML print option is offered on field 13 from the first statement selection parameter screen not as part of the printer selection 11 1 10 5 1 10 5 1 10 5 1 10 5 1 10 4 10 4 Page 51 process If you choose to print statements for multiple clients the HTML option will not be available Setup Configuration and User Features There is a document for every PBS module provided in the PDF format This can be found on the Passport Business Solutions Installation Disc Data Lookups PowerTools Data Lookups introduced Without source code lookups can be customized globally per user and per location within RW32 You can change the data that you view by entering a different field number in the Lookups Maintenance Screen Forms Printing A new and much easier method of setting up printers in company information was introduced for version 10 5 The PSI Printer Locator allows the PBS administrator to easily set up a printer by accessing the local workstation printers Ability to Print Screen The capability to print the current displayed PBS screen to any Windows UNIX or Linux printer has been added Ctl P for Windo
58. ows Print Manager Windows printing including printer selection font selection portrait or landscape and more 32 Bit Integration 32 bit integration with the Windows 95 98 or NT operating systems Optional Batch Controls Optional batch controls allow grouping of transactions into user defined batches that can be used for entry edit selection or post These groups or batches can be processed together Multiple users up to 89 users can enter transactions into a single batch or each user can enter into their own batch When a batch is finished it can be posted without interfering with another person s transaction or batch However all users in the same batch must stop transaction entry before posting that batch You can decide on a per package basis whether or not to allow batches and the level of batch control An audit log shows posted batches and keeps track of any transactions that would impact the package with batch control activated You have the option to utilize batch control values for hash controls Entry and Editing Controls Using Pg Up Pg Dn Home End etc allow for easier entry and editing of transaction distributions such as Sales Payables Time Worked etc You can browse forward and backward and easily move through your distributions entries F2 Key Functionality First and last as well as earlier and latest options are always selected by using the F2 key New Function Keys New function keys
59. pand the menu selection for the application or the sub menu of a particular menu entry Clicking on the will collapse the menu item Viewing application menus will cause a vertical slider bar to display and depending on the size and proportions of the screen the horizontal slider bar as well These sliders are also mouse enabled In addition to the mouse based menu operation it is easy to use the keyboard to navigate the tree view menu The Home End Page Up Page Down and arrow keys provide a means of maneuvering to the menu item Entering the first letter of the module or menu item is another means of navigating the menu When you reach the menu item selecting the Enter key or mouse clicking on the item will bring you to the screen To set the system company menu to the tree view type do so in the Company Information Field 11 Select 2 tree view menu Buttons A row of buttons at the top of the Passport Business Solutions screens provides mouse enabled access to some common and new system wide functions The following is the Customer Maintenance screen the font is Lucida Console showing the buttons at the top Qlalmlalalalsa a Customers Enter PBS Yersion 11 Demo Current period May 2009 1 amp Customer 1 2 Wame Elliot Enterprises 3 Address 1 123 Broadway 4 Address Suite 310 J 6 x _ City St Zip Glendale CA 94954 Cntry _ Contact 1 PAUL ELLIOT Phone 313 774 1200 The following is a list o
60. pricing common to retailers and wholesalers is handled by calculating rounding up by a factor and then backing down a small amount This results in a figure such as 79 95 New percentage of completion report This report is required for filing tax returns for companies doing job costing The IRS requires the returns to include the percent of completion method of reporting income and expenses This information is also required by many bonding companies banks and is required on reviewed audited financial statements Order Entry 11 7SP1 11 5 11 5 New Per Line Item Taxation Per line item tax rates are available in Accounts Receivable and Order Entry If you have items for sale which are taxed at different rates in accordance with the state or local tax code you are now able to comply more easily Individual line items can be taxed at different rates as you process transactions Serial Number Generator You may now generate a whole range of serial numbers as part of the order entry pick process Document Set Printing 11 5 11 4 11 4 11 2 11 1 Page 18 Print multiple print jobs including multiple form types within one invoice print run For example two invoice parts a pick ticket and a packing slip could all be printed in successive order Export Picking Ticket Data Export data to either a CSV Comma Separated Value file or fixed length text file Duplicate Purchase Order Checking Controls When en
61. ribution 10 5 1 10 5 1 10 5 1 10 5 1 10 5 1 10 5 1 10 0 10 0 Page 25 New Check Register History Provides a new check register history report similar to the check register in AP Print Remaining Vacation and Sick on Check Stub An option allows the net remaining vacation and sick leave to print on check stub Switches have been added to the PR control file to either allow or not allow this Year End Changes Magnetic Media 1099 format changes for federal compliance are provided Also prints W 2s in Social Security number and employee name order EIC Credits Expanded The federal tax table now allows three EIC tables based on federal government allowances Close a Year Warning Added To help prevent someone from inadvertently closing the year twice the close a year program checks the year in the PR Control File against the system date year and a warning and displays the year to be closed Social Security Number Validation Verifies when entering the Social Security number that the first three digits are valid Multi City State Association Payroll handles multi city multi state payroll within a pay period This allows an employee to be associated with more than one city or state for SUI ceilings resident non resident taxes and handling of W 2s etc Payroll handles employees who live in one city state during a pay period The SUI reporting method can be computed based on home state or work state Fixed
62. rnings are not compressed You can select 10 0 10 0 10 0 Page 27 whether to summary post distributions to General Ledger or not by date period or none This allows detailed distributions information for reports and voiding checks to be retained but can prevent unsummarized information passing to G L for wages taxes deductions earnings etc Flexible Deduction Report A flexible deduction report allows reporting by deduction You can show total deductions earnings for a specified period and a specific deduction code Tax Distribution You can proportionately distribute taxes to different accounts and cost centers Direct Deposit Direct deposit to one or two financial institutions is included Two are available per company however only one per employee Point of Sale 11 7 11 7 11 7 11 7 11 7 11 5 Process Point of Sale credit card transactions Users are now able to process Point of Sale credit card transactions with Xcharge Contract Pricing expanded to five levels Contract Pricing has been expanded to five levels to utilize the five level pricing structures available in Inventory Control Timed Sales Sales that start and end at specific times can now be processed Void processing A void can be performed as a transaction creating an audit trail the inventory will be returned to stock and the invoice header will be marked as Void Voids will show up as part of the daily register repo
63. rts Hold Transaction Users are able to put a transaction on hold process another transaction and then return to complete the original Layaway processing of payments cancellations and forfeits Layaway transactions and payments are entered in POS and posted to A R open items These are tracked as a new L type AR transaction Cancelled and 11 5 11 3 11 3 11 3 11 3 11 2 10 5 1 Page 28 forfeited layaway transactions may be retrieved from a new layaway history file and reinstated Paid in full layaway items are selected for release POS A R payments can be applied to an invoice in the A R Open Item File Forms Changes Changes to receipt and invoice printing accommodate new layaway and payment transaction types Masking of a credit card number is now available Includes Windows Print Manager access for instant and batch printing of POS forms PDF printing of forms for invoices receipts payments and quotes was added Price Code Setup Data Now you can utilize all the Price Code Setup Data from Inventory Control In previous versions only Price 1 2 and 3 could be utilized from I C Price Codes when defaulting the item price in a Point of Sale Transaction Support for Price 4 and 5 and Basis from Inventory Control Price Codes can now be used available in POS Include Prices 4 and 5 in the Price Lookup Window The price lookup windows 2 3 5 and 6 will now include prices 4 and 5 if they have been ent
64. s You can cross reference your pre 8 0 account numbers with accounts in the 8 x cost center The account included in the cross reference can be up to 40 characters Standard Comma Delimited File A utility allows output to a standard comma delimited file that can be read by Excel and other popular spreadsheet and database packages A file is created with a row for each account in your Chart of Accounts Each row contains columns for Account number Account description Debits brought forward Credits brought forward Debits in the current period and Credits in the current period Trial Balance Report On the Trial Balance Report detail version the account number and description of the account is shown at the top of the second and subsequent pages of a single account s activity Source Cross Reference Report On the Source Cross Reference Report the source or journal is shown at the top of the second and subsequent pages used for a single source or journal Operating Statement Layout A special operating statement layout of up to 12 columns of eight characters each shows month by month actuals and budgets This allows users to analyze and track actuals and budgets for year end projections Year End Projection Format 10 0 10 0 10 0 10 0 Page 15 A special Year End Projection format for income operating statements and supporting schedules consists of up to 12 columns of eight characters each and shows for the current ye
65. te 01 18 00 Bill to 1 Ship to Elliot Enterprises Elliot Enterprises 123 Broadway 123 Broadway Suite 500 Suite 500 Glendale CA 94994 Glendale CA 94994 Sls rep hi Thomas J Finch Ship via fr Truck Po TST RMA Job Sub Line items Use F1 keys to scroll ENTER for next tab SF8 for line items 11 5 11 5 Page 37 In the case of the Invoice History Header there is more data than will fit on one screen Therefore we have provided multiple tabs to view additional data and a tab to drill down again to the Invoice history line file On the Vendor History File Drilldown Screen there is only one tab and you may view the invoice with any associated records This includes invoice and check information PDF Generator The PDF Generator allows you to generate forms and reports in a PDF file format When a report is selected the program will open your PDF application allowing you to view the report Once you are viewing the report you may print save the file email it or utilize any of the features within the PDF application Reports saved to disk can also be opened PDF Generator will produce PBS Special Forms in PDF format including A R statements Purchase Orders as well as A R and O E batch and immediately processed invoices as individual documents The ability to immediately email a statement invoice purchase order or report Saves you significant time and money by eliminating the need to send hard copi
66. tering a purchase order number on orders users may now check both the A R Invoice History and open orders to see if the purchase order number has been previously used Here is an example of the screen that displays when a duplicate purchase order number is found in the Invoice History File Orders Enter Xe Company t Order f 121 1 Order date 8 18 66 2 Order type Order Duplicate Purchase Order Number in Invoice History Customer number 1 Customer name Elliot Enterprises Invoice number 1699 Invoice date F 27 766 Order number 132 Order date 7i 31 66 Purchase order number 1 PO number has been used on INVOICE 661099 Would you like to use it again M This is an optional feature which is determined by setting the O E Control File Open View to Previous Invoices with Shift F1 Pressing Shift F1 now enables the viewing of previous invoices in Order Entry History Multiple keystrokes are no longer necessary to view a previous invoice UPS Export Changes This new function allows you to create CSV files from Order Entry Invoicing functions to interface orders into the UPS system Immediate Pick Ticket Flag The immediate forms printing were changed so that if a forms name of Pick_ Ticket has been entered in OE control info the forms print program will update the last picking ticket print date in the order header 10 5 1 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0 10 0
67. the magnetic media file When creating magnetic media the tax year as it is entered in the jurisdiction file displays on the screen and you may update it Also the next tax year in the jurisdiction file is automatically incremented to the next year when closing the payroll year 1099 Range of Non Employees New selection criteria of starting and ending employees was added for printing 1099 forms New Report Employee Gross Hours and Wages The Gross Hours and Wages Report for each employee shows regular pay hours overtime pay hours vacation pay hours holiday hours sick pay hours and special pay hours by a specific date There is an option to group the data by state or city tax code You may either print check details or totals only Leave Reporting Information on employee sick and vacation time is now provided Duplicate SSN Checking You can now check the employee history file to verify that the Social Security number has not already been used This is useful when rehiring temporary work employees and in determining whether any employee has been employed in the past 11 5 11 5 11 4 11 4 11 4 11 4 11 4 Page 22 New Drill Downs Employee History File is now available as a Drill Down Check Printing Changes A new date format feature Payroll will allow printing of check dates in a variety of different formats including DD MM CCYY or MM DD CCYY and similar formats which include the CC century designation
68. ts When processing AP transactions against PO receipts the program will display the PO amount and validate any changes against this amount requiring an override if different Immediate Checks Immediate checks now have the option to be voided and re printed when not printed correctly the first time Cancellation Voucher Lookup A Lookup to the AP Open file to locate the voucher to be cancelled was added Additional Fields The PS Store User and Control files have new fields utilized in current and future enhancements Check Printing Changes A new date format feature in Accounts Payable will allow printing of check dates in a variety of different formats including DD MM CCYY or MM DD CCYY and similar formats which include the CC century designation Optionally separators other than may be selected You may assign a format when you design your own check formats in Accounts Payable New Month End Period Close A period closing date is now used in Accounts Payable This allows the current month to display when viewing vendor information thus providing a precise verification of displayed period to date data This is the same type of display that you have had for many years in Account Receivable The Close a Period Field also provides the entry of the new date control fields Here is the period close screen 11 4 11 4 11 2 11 2 Page 4 Close a period XYZ Company Closing out the period ending on 7 31 66 This
69. ux Console Line Draw This provides line draw characters for display on the console and with X Term terminals 11 5 Retaining Historical Reports Ensure the retaining of historical reports when upgrading from RealWorld Classic Users with important Classic reports printed to disk may preserve these reports when upgrading to Passport Business Solutions 11 5 Licensing Technology New Passport Business Solutions licensing technology allows for an easy activation of add on features such as Data Import and Payroll Direct Deposit There are no separate installations of these features All you need is the license and the features are ready for use 11 5 PBS Manufacturing Series Integration Customers who manufacture items and currently track those items on separate applications spreadsheets can now add Passport Business Solutions Manufacturing to their suite of modules Full information on this solution is located on the Passport Software Inc website Solutions gt PBS Manufacturing Series gt Inventory Management 11 3 Windows Printing of Forms Special Forms can now be printed using Windows printer This includes most of the Special Forms in PBS 11 3 Graphical Form Image and Data Merge 11 3 11 3 11 2 Page 41 Certain forms when printed can now merge the PBS data with a Bitmap or JPEG formatted file that represents the form Printing the form using a form file would eliminate the need for purchasing the preprinted form
70. ws Sht F10 for UNIX Linux In UNIX printer 1 from company information is used Protection for Print to Disk Reports Now Provided A facility to provide protection for Print to Disk Reports is now provided If the user has the privilege to run the report from the menu then they can print the report from disk A company file flag turns this feature on or off It can only be used if using menu maintenance BreakOut The BreakOut utility allows a user to input field default information This includes Skipping fields default values default function keys and more These defaults are user specific This saves data entry time and reduces data entry errors Open Database Connectivity ODBC Interface The ODBC interface available separately provides a link between PBS data and other ODBC compliant applications such as Excel Access and Crystal Reports With the ODBC interface you can select data fields from PBS files and view the data in a report spreadsheet or more 10 4 10 4 10 0 10 0 10 0 10 0 10 0 10 0 10 0 Page 52 Windows Printing of Reports With the first version 10 PSI introduced Windows printing of reports where you can easily select the printer from a list of printers from the workstation Counterpoint Interface In version 10 1 we introduced the Synchronics Counterpoint interface of Accounts Payable Vouchers and General Ledger distributions BreakOut Field default customizer Wind

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