MydaEs User Manual
Contents
1. If you need to modify a PO from this screen you can select the modify PO button at the bottom of the screen Enter Invoice Number e g SIN25696 the system will warn you if invoice already entered so be careful to have a consistent invoice number protocol ie whether to include letters and 000 You are allowed to enter the same invoice number the system will give it a 1 and TAB Enter Date you can enter the date without slashes it is predictive so if you enter the day only it will assume current month and year day and month will presume current year You can set up system to warn when you enter a date more than a certain time in past or future to avoid miss keying dates and TAB Enter Description e g DATE of invoice 15SEP05 Telephone Post per show protocol and TAB Enter Separate Check when multiple invoices to one vendor which should be paid separately eg telephone accounts Enter Invoice Amount Total amount NET VAT and TAB Enter Loc and TAB If the amount paid is less than the PO and you do not require the balance you will need to request PO close if the amount is the same or more the PO line will be automatically closed Enter GL Acct No General Ledger if you need to find the account enter first number and select or enter nothing and get full range NOTE in pick box you can enter the expense in find description box at top eg fuel will find all the fuel accounts n ey pen ny payroll services MydaEs User Manual En2. sia EA 5 ney pen ny payroll services MydaEs User Manual LOG ON Double click on the mydaEs server icon a remote desktop box appears Click the Connect button then the logon page appears Enter your Username Enter your Password Click the OK button This loads your MydaEs desktop to view your own desk top click on the minimise button on the blue pane at the centre top of the page SET UP BATCHES e Click on the Set Up menu click on Batches The following screen appears Moneypenny Demo UK Demo Botch Master File Are Batches Required Code Description Delete Print New cose Enter Batch Code e g users initials Enter details in the description column At start of job nominate whether you want to close batches automatically on posting or whether individual will keep same batch name for duration of show Click OK MydaEs User Manual SET UP VENDORS CREDITORS Click on Accounts Payable menu Creditors Master File this screen appears Click on New Moneypenny Demo UK Demo Creditors Master File Crecitor Name Location and State Last Invoice DIBBELL ALBERT 9 PARK AVENUE MILLBROOK SW1 WIW 12 00 O MALLEY LOUISE 261 EVERSLEIGH ROAD LONDON SW11 5XS SPROUTS LIMITED THE FARM SHOP BRIGHTON BT21 OQD The Pinewood Studios Group Pinewood Studios Pinewood Road Iver Heath Buckinhamshire SLO ONH Modin Delete new close This can be don
3. Cleared a Reconcile up to Statement Date Multiple entries on one reference no 00 00 00 Show All Statement _ Mark All that are Showing Cleared Mark All that are Showing Uncleared a Mark All with Current Selected Reference Cleared Undeared Items 6 132 00 Calculated Closing Balance 12 00 NB This includes temporary adjustments of 0 00 Save Reconcile PrintDraft PrintCleared PostJournal Cancel Tick Item against your bank statement and click on Save The screen initially displays all items with a cheque or EFT date prior to your bank statement date you can nominate to show all if you have entered something with an incorrect date If you have multiple items on one reference eg if you are seeing bulk electronic transfers on your bank statement the left hand box shows individual items the right hand box show the total You can choose to match all items with same reference as currently selected You can nominate to match all or un match all where circumstances are appropriate eg you want to start again You are confident everything is matched 12 4 neypenny payroll services MydaEs User Manual Note If you have a difference e g bank charges you can enter a journal here by clicking on Post Journal and this box appears Click OK l UK Demo Period Pre 1 End Date 00 00 00 Bank Reconciliation Bank
4. confirmations as you choose This is the first step toward the paperless office Receive an invoice digitally and save it to this digital filing cabinet Depending on audit protocol you can attach a signed copy or a digitally signed copy of the invoice Give the data file to the auditor and the audit becomes a much easier process Archive the data base instead of the paper copies save the production money Appropriately permissioned users can view the attachments at any time Note it is wise to be consistent in your naming protocol We would suggest name of supplier followed by invoice number or if filing by payment use EFT or cheque number z INeypenny payroll services MydaEs User Manual ENTERING PURCHASE ORDERS MANUAL MANUAL Click on the PO button and select currency then click OK alternatively select Purchase order from the top menu enter purchase order Screen 1 appears Creditor Code Address 1 PO Number Date 14 02 2013 Address 2 Description State Requested By Post Code Trans No 18 Currency Name Pounds Sterling Conversion Rate 1 Code Total Committed 0 00 To be Allocated 0 00 Save FindPos Find COA Cancel e Enter Vendor Type e g Thepin The Pinewood Studios Group Click on OK when you have selected the correct company name and TAB Enter PO Number and TAB Enter PO Date and TAB Enter Description e g DATE and breakdown of items and TAB Enter PO Total Tot
5. TAB Enter PO Total Total Gross amount and TAB Enter Requested by ahd TAB Enter Future A Active Period and F Future Period Enter GL Account No and TAB Enter Description either tab from above description or type DATE and brief description e g 22JAN13 LHR gt LAX gt LHR NAMES and TAB Go to your PO Export Template Click on Paste from Excel box and the PO lines will be filled in Tick on box for Asset or TAB to leave as No Asset TAB and select Tax code OS Zero Tax T codes are agreed in set up process and TAB Enter Remainder Amounts on each line until all amounts are entered and tally Click on SAVE The entry will generate a GL Transaction Number unless the totals do not tally it will not allow you to save otherwise neypenny payroll services MydaEs User Manual ENTERING INVOICES e Click on the Accts Payable menu Enter Invoice e Select Currency and click OK this screen appears Creditor Code Address 1 Invoice Number Address 2 own Due Date 00 00 00 State Invoice Amount 0 00 Post Code Description Currency Name Pounds Sterling Hold Cheque Separate Cheque Conversion Rate 1 Total Invoiced 0 00 To be Allocated 0 00 Save Addpo Creditor Find GA a Enter Vendor Type payee name e g The Pinewood Studios Group If there are open POs for the selected vendor these will appear by distribution line for you to select The details are automatically feed into your invoice
6. West 36th Street 8th Fl Shepperton Studios Cape e Town Studic dio s Film Gity Blvd Fox t Studios 38 Driver Avenue 52 Swanson Street lt lt dios 38 Driver Avenu 52 Swanson Street Dassia mamla OA DATOR E ni Y Aa ee eee Data D ee Daslo MOM IOA h Select Bank Account from drop down box and TAB Enter Cheque number and TAB Enter Date and TAB Click on Print and Click OK or tick Print Test for cheque alignment Start printing checks Click Yes Ready for check run You will need XX checks for run It tells you how many check you need for this print run z neypenny payroll services MydaEs User Manual Note If it says 30 cheques you take the first cheque number and add the number of cheques in run minus 1 e g 010239 check no check needed 10268 this will be your last check in the pile e Place the cheques in tray or bypass tray depending on your printer e Click OK e Cheques begin to print Once finished printing open tray or bypass to make sure all checks have been printed e Click OK Check Verification Key Accept Printed OK Void Chewed check or didn t print needs to be reprinted on new cheque None Not printed and check still in tact reprint on same check Accept all if you are happy all cheques printed Click OK click Yes Run registered report Click Yes Click Process Make sure the correct printer is listed and click OK This produces the Cheque Register Report MODIFY
7. however they are useful to breakdown any area in more detail such as cast vehicle hire accommodation You may consider them a sub account rather than a set Sets can also be subtitled to be called something else such as sub account Click on Set Up from main menu select Sets enter details and save close You also have the option to upload from Excel and print in this window Once sets have been set up they still need to be activated in the cost manager though importing or posting a transaction to a set will automatically activate it The upload from excel is recommended when setting up your chart at the beginning of the show and this allows for automatic activation in cost manager FREE FIELDS The Free Fields FF category is used to identify and analyze the budgets spend type Free fields are not cost reportable ie you can only analyse actual costs or POs not estimates to complete They are not compulsory Any transaction can have as many as 10 different free fields The FF column appears in when entering a PO Invoice Petty Cash etc It appears like this 15 4 INeypenny payroll services MydaEs User Manual Loc GL Acct No Set FF Cost Description EVERY FREE FIELD ENTRY MUST HAVE BETWEEN 1 AND 3 LETTER ENTRY SYMBOLS CODES ONE FROM EACH CATEGORY FF Catego FF Symbol FF meaning COUNTRY OTHER EUROPEAN OTHER SPEND use code for country where item is Purchased not where it s used LABOUR use code for l
8. H CP BP BP BP BP B BB P Download efsby49ad goals a ccounts Data goals 092 HF PLS HF UFO 5 0 366 Universal Pr PCL 6 Driver FP FP PP D D PB Intel LaserJet 1018 lj1150_130 MFGFLOW ML 2240 My Backups My Music printers SUPPORT SW SHARE Drivers vi h i hh ae ah Ps h SP po amp iB 3 gt amp B 3 moo k tate E ea E ja pa I gt HE w Ro Sei STOOLS WALUEADD BangBangcl CAST WIS HOL LS 0 PAYESA VIS s5_nb dat ia 3 P Thekid_200 Thekid_200 TigerPayroll TPHELOCK WATER SLS 6s _Udp dat ss_udp dat SUPCAST VIS TheKid_200 19 MydaEs User Manual Now I double click on this folder and it open up and in my case there are no files in this folder yet Next I left click and hold the mouse button down and drag the wage Export file into the GFS Server Files and then release the mouse button and this will cause the file to be copied onto my local PC from the server In the picture below you can see that I am dragging the file into the GFS Server Files Q back P Folders 5 gt X ID m Address C GFS Server Files Windows Server 2003 Standard Edition Build 3790 Service Pack 2 Wise crs serverracs a Now I can log out of the server and go to My Computer and go to the GFS Server Files folder on my C drive and I can see the file I have dragged across so I can now email it or whatever I want to do This same process al
9. ING All transactions can be modified before posting Select the modify option under A P PC or Jnl menus Select the transaction you wish to modify Change any element of the transaction or delete POSTING e You can choose the shortcut option UnP to post all unposted transactions of any type or use shift key to select a range or control key to specify non continuous transactions e You can post from individual menus by type A P PC JNL e When you enter the cost manager you will be alerted too unposted transactions and can post from there also as above Z neypenny payroll services MydaEs User Manual ELECTRONIC BANKING amp AUTO REMITTANCE e Select Accounts Payable menu select Electronic Transfer this generates a transaction number If you DON T want an item paid then TICK to HOLD PAYMENT e It will send an electronic remittance and then prints a remittance for the file if you wish e A csv file is now created and sits on your MydaEs desktop Save this file to your hard drive or network drive by double click on My PC icon and dragging and dropping into your selected file e This is the file you upload when in bank line and all your payments are made and automatic remittance sent ENTERING JORNALS MANUAL Note Journals are used to move money from one place to another e g Funding corrections for intercompany currency accounts You can modify at any time but nothing happens in the accounts until you post If it doesn
10. Reconciliation Temporary Adjustments Bank Reconciliation Account 80001 01 UK Account Reference No_ Date _ _ Trans No _ Add a new Journal 21 02 2013 Pounds Sterling 0 00 VAT Code VAT Amount Future Period Amount to Balance Calculated Closing Balance NB This includes temporary adjustrNents of Save Reconciggy PrintDraft PrintCleared PostJournal Cancel ET Th Th Sl eee ea X Desktop VLE 15 43 21 02 2013 You can then tick in the main screen and click on reconcile gt You can click on Save and come back to it later but once you have clicked reconcile it s done Once reconciled you can reprint any bank reconciliation from the print past bank rec menu item EXPORTING e Most reports have an export option e The cost report can be exported from the cost manager Any selection of transactions can be exported via transaction find The magnifying glass at the end of the shortcut menu THE COST MANAGER Select cost manager from general ledger menu or shortcut CM Nominate the currency in which you want to work in the cost manager Nominate whether you want to look at one location or all selected accounts or all selected sets or all Enter Once in the cost manager you can choose to show or hide locations show or hide sets 13 Z neypenny payroll services MydaEs User Manual NB if locations and sets both in use the bud
11. abour s nationality FLIGHTS use code for destination country ASSET A ASSET INSURANCE I INSURANCE NB there is a separate field in all transactions for Asset which generates an asset list however some studios require this to be a free fielded item Examples European flight to or from UK not Prague or Venice EF UK internal flight UF International flight from or to UK non European Bahamas OF Bahamas flight from or to UK BF Prague Czech flight to or from UK PF Venice Italy flight to or from UK VF Any flight NOT landing or taking off from UK OS Computer equip bought in UK used in Prague USA Computer equipment bought in Prague used in Prague PSA UK crew working in Bahamas UL Czech crew working in Prague PL UK crew per diem in Prague PS UK crew per diem in UK US 16 Z neypenny payroll services MydaEs User Manual How to correct a mistake before an item has been posted If a FF has been missed or entered incorrectly Click on Invoice PO Petty Cash Select the relevant batch Click on find Highlight the relevant Invoice PO Petty Cash entry Click on edit Click on the FF section enter the correct symbols Click OK How to correct a mistake once an item has been posted If a FF has been missed or entered incorrectly In General Ledger menu click on the sub header free field Desc edit Highlight the entry you wish to amend Click on the FF section enter the correct
12. al Gross amount and TAB Enter Requested by and TAB Enter Future A Active Period and F Future Period NB Future period transactions automatically become current period when the period is closed Enter GL Account No and TAB Enter Description either tab from above description or type DATE and brief description e g 22JAN13 30JAN13 JOHN SMITH LHR gt LAX gt LHR and TAB Tick on box for Asset or TAB to leave as No Asset TAB and select Tax code OS Zero Tax T codes are agreed in set up process and TAB Enter Remainder Amounts on each line until all amounts are entered and tally Click on SAVE The entry will generate a GL Transaction Number unless the totals do not tally it will not allow you to save otherwise neypenny payroll services MydaEs User Manual ENTERING PURCHASE ORDERS EXPORT FROM EXCEL EXPORT Click on the POI button and select currency then click OK Screen 2 appears Creditor Code Address 1 PO Number 3 Date 14 02 2013 Address 2 PO Amount 0 00 oe Description State Requested By Post Code 2 Address 1 Currency Name Pounds Sterling Address 2 Conversion Rate 1 Total Committed 0 00 To be Allocated 0 00 save FindPOs Find Cancel Enter Vendor Type e g Thepin The Pinewood Studios Group Click on OK when you have selected the correct company name and TAB Enter PO Number and TAB Enter PO Date and TAB Enter Description amp g DATE and breakdown of items and
13. e during a PO Invoice entry Type first couple of letters of vendor name and tab this box appears like the following screen shot Uk Demo Period Pre 1 End Date 00 00 00 En Enter Purchase Order General Creditor Code aa PO Number PO Amount 0 00 Descripti Requested By The Pinewood Studios Group Pinewood Studios Future Period _ AcctNo Acct Name Description Total Committed New Cancel p MydaEs User Manual When you click on New this box appears Simply enter the details of the vendor and click on save You will see a COA button that you can click to view select the relevant code Entera new Creditor 1 i a General Attachments Name Additonal Name Comments Address Address 1 Town Mailing Address As Above 7 Address 1 Town Other Contact Details Phone E mail Payment Details Payee Name Payment Method Cheque Default Codes Payroll Creditor Make sure you select either CHEQUE or ELECTRONIC TRANSFER including the bank account number sort code BIC and SWIFT codes This will be crucial when creating a payments upload file so that you can select to pay vendors in one simple upload to your bank rather than entering each individually Also email address if you want to send automatic remittances Note the attachments tab On this tab you can attach invoices quotes payment
14. gets will generally be entered at the lowest level sets and roll up from there If you right click on the actuals for period or to date or POs you will drill down to the individual transactions Changes may be made to the estimate to complete estimated final costs or variation for the period column and the other columns will recalculate appropriately There is a notes column which will feed through to a variation report for publication with your cost report Or a Summary narrative can be used also available under general ledger menu You can add accounts via the CoE option at the bottom of the screen When account added save and refresh to see the account If you are in a single location cost manager the account won t appear you will need to open cost manager with all locations to activate You can do a distribution change from the cost manager You can export the cost report from this screen The export into excel is value only formulas are not exported When you exit the cost manager you may be given the option to print if this was ticked in set up You can print summary and detail together You can choose the level of detail you want to print you can nominate selected accounts locations sets printed currency and customise title OTHER PUBLISHED REPORTS General ledger Chose current period selected accounts expenses only choose the columns you want to see and see the width counter at the top advise you whether they will fit Separa
15. orensic tool that allows you to find transactions based on a broad range of selection criteria You can enter no find criteria to bring up all transactions A single find criteria such as transaction number account number or a word you know is in the description or by adding multiple find criteria you can fine tune your selection e From the selection screen you can choose to sort by clicking at the top of the column you want sorted You can print or export the selection You can go back to find to refine your search 11 ney Den NY payroll services MydaEs User Manual DISTRIBUTION CHANGES Click on DC button This uses the same transaction find options described above Enter transaction number account vendor creditor as you wish Change account code set location document date and click on Save there is no need to do a journal e Depending on the set up you have nominated account number can be changed in current period only without a journal All other changes can be made directly without journal if that is your nominated set up BANK RECONCILIATIONS e Click on the Banking menu click on Bank Reconciliation e Select Bank Account from drop down menu and click OK Bank Reconciliation Temporary Adjustments Bank Reconciliation Account 80001 01 UK Account Last Reconciled Bank Balance 0 00 Last Reconciled to 00 00 00 Current Ledger Balance 6 144 00 Reference No Date Trans No Desciption C Amount
16. rated from all items which have been indicated as Y for asset when entering transactions This status can be changed via the distribution change menu 10 neypenny payroll services MydaEs User Manual e This option is preferable to using FF as there is more scope to report and add comments e Click on General Ledger menu Select Modify Asset List and select All currencies or select one currency e In the General tab you can put a comment e g Joe bloggs to buy at 50 at end of Production or This will be cut up and made into costumes e Click on General Ledger menu Select Asset List and fill in accordingly see below screen and click OK e There is an attachment tab where you might add a photo or copy of the invoice if sold FS mycats UK Demo CO O a a T O IE ex Edit Setup Banking Accts Payable Pu Orders nals Payroll Petty ral Ledger GetSupport Help Options All Accounts Custom Report Title Currency All Currency s Sort by Item Description _ Acct No Date C ox _Cancel__ Los Angeles New York London Cape Town Sydney Auckland i 4100 W Burbank Blvd 260 West 36th Street 8th Fl _ Shepperton 5 Studios Cape Town Studios Film City Blvd Fox Studios 38 Driver Avenue 52 Swanson Street a i 1 ni asear ae ae i ame annin eames sa m i rimi mans ot fo oae i i a FIND FUNCTION e Click on the magnifying glass last icon on the shortcut bar This is a valuable f
17. so applies to any other export I may do from MydaEs like a GL export to Excel that I want to work with When it come to working the other way so that is to say I have been emailed a wage export file and I want to upload it into MydaEs on the server I will follow the Same procedure but in reverse I start by saving the file from my email into my local C drive in the GFS Server Files folder and then I log onto the GFS server When I am logged in I double click the My PC shortcut and go to my C drive and then to the GFS Server Files folder and here I can see my file I saved from my email I now drag it from here onto the Server desktop in the same way I did before When it has copied across I close the window that is showing me My PC and then I log into my show When I am logged in I can now import the wage file by just looking for it on my desktop which is the desktop on the server 20
18. symbols Click OK 17 14 Ineypen NY payroll services MydaEs User Manual Download and upload files to MydaEs server deskto When you do an export in MydaEs then it will put it on your server desktop So as an example here is my server desktop after I have done a wage export the highlighted file in Blue Build 3790 Service Pack 2 A start ial So if I want to get this wage file onto my PC so I can email it to someone then I will click on the shortcut called MY PC and this will open up a new window showing all the drives on my pc that I have given the server access to In my example I have only given the server access to my C drive so it is shown as tsclinet C as in the example below 18 2 ineypenny payroll services MydaEs User Manual T tsclient Edit view Tools Help Kp Back ED i Folders Gy gt ip Ej Addre 55 E Wesclient Go Vesclient c When I double click on the C drive it open up so I can see all my folders and as you can see I have a lot of folders and I have created one specifically for downloading and uploading files and I called it GFS Server Files and I have highlighted in this picture amp tsclient C on tsclient CONFIG SYS DISC Edit View Tools Help CD Back J P Folders fe ES I mm 2 BP BFP BP BP D D D Documents AAA Back Documents drivers 90d9d6d41 AUTOEXEC Program Files 031c7a4886 WINDOWS and Settings
19. t balance it WON T let you post e Click on the JE button e Select Currency and click OK below screen appears e Type in your detail and click on Save There is a COA Chart of accounts button for you to refer to PEE a Reference JE0003 Date 14 02 2013 AcctNo Acct Name Creditor Description Asset VAT Net VAT Gross Code No 0 00 0 00 0 00 E Total Debit 0 00 Total Credit 0 00 Balance 0 00 Save Find fo COA aaa z INeypenny payroll services MydaEs User Manual ENTERING JORNALS EXPORT FROM EXCEL e Click on the JEi button and select currency then click OK e Select Currency and click OK this screen appears e Click on the Paste from Excel button All your lines will appear and simply click on Save Trans No 25 Currency Name Pounds Sterling Conversion Rate 1 Total Debit 0 00 Total Credit 0 00 Save Find canca There is an option to REPEAT Journal This is valuable for standing journals or funding journals To do this simply e Click on the Journals menu click Repeat Journal e Enter the transaction number or range you want to repeat e Make the relevant changes and click Save There is an option to REVERSE Journal To do this simply e Click on the Journals menu click Reverse Journal e Enter the transaction number or range e Select Journal from the list and click OK This will still leave an audit trail ASSET REPORTS These reports are gene
20. te DR CR columns and balance or combined Choose word wrap Summary or detailed notes Summary is by main budget category and reasons will be entered by user in this menu item Detailed notes are fed from the cost manager but may be amended in this menu Balance Sheet or Statement of Investors funds SOIF is chart of accounts dependant talk to your mydaEs rep 14 z neypenny payroll services MydaEs User Manual Some set up choices for the accountant to consider It is a good idea to discuss the reporting requirements of the investors studio tax credit applications etc with your mydaEs rep in order to have an optimal set up LOCATIONS Locations are a compulsory field for all expense account transactions This field is generally used to be able to cost report by country or region hence most commonly termed location field This is a soft title field so can be renamed episode job company month week for varied purposing Talk to your mydaEs contact to make the best choices for the show Click on Set Up from main menu select Locations Type in Loc code and description and click save close SETS Sets are not compulsory for every transaction but they are compulsory for any account that has been nominated to have a set allocation This is a cost reporting level and hangs off locations if they are in use on the show Sets are most commonly used for art department to provide more detail in construction props set dressing etc
21. ter Set if sets established on your account this box will be blue and you will be forced to enter a set You will be presented with a pick list if you don t know and TAB Enter FF Free Field if applicable and you can access a pick list as above TAB Enter Net Amount or Gross Amount sometimes you want to enter some items as net and some as gross Use the unlock column top right of screen for this purpose and TAB Enter Description if not already there from PO which will feed down from one line to the next or you can copy and paste and TAB Enter Remainder Amounts on each line until all net amounts are entered Select T code for relevant VAT OS is outside the scope of VAT and is applicable to wages and balance sheet items and TAB Click on SAVE Are you sure you want to save Click YES The entry will generate a GL Transaction Number PRINTING CHEQUES Once you have posted an invoice you can print cheques Click on Accounts Payable from menu click on Cheque Print this screen appears e O_o a HE z Edit Setup Banking Accts Payable Purchase Or urnals Payroll Pett eral Ledger GetSupport Help Select Automatic Cheques to Pay 00 00 00 Printed Date 21 02 2013 Trans From 0 To __ Print Test Alignment Cheque only OK Cancel _ Los Angeles New York London Cape Town Sydney Auckland A a ver x q No i e Date From 00 00 00 To 00 00 00 ji i 4100 W Burbank Blvd 260
Download Pdf Manuals
Related Search