Adagio Checks. Version 8.1B First Edition. All product names mentioned are trademarks or service marks of their respective owners.

Transcription

1 Adagio Checks Version 8.1B First Edition Trademark Adagio is a registered trademark of Softrak Systems Inc. All product names mentioned are trademarks or service marks of their respective owners. Copyright The programs and printed materials are copyright , by Softrak Systems Inc. All rights reserved. The software and manual are protected by all applicable copyright laws. The details of permitted uses of this product are set forth in the License Agreement enclosed in this package. Warranty Softrak Systems Inc. warrants the physical media to be free from defects in materials and workmanship for a period of 90 days from the date of payment of the license fee. If notified within the warranty period, Softrak Systems Inc. will replace any defective media at no charge. This software and manual are sold as is and without warranty as to performance. Because of the many uses to which the software may be put and the variety of hardware used in conjunction with it, no warranty of fitness for a particular purpose is offered. While the developer has invested considerable time and money to create a high quality product, the user must assume the risk of using this software. Developed, Published & Supported by: Softrak Systems Inc. Phone: (604) Web site: Fax: (604) info@softrak.com Printed in Canada

2 Adagio Checks License Agreement The use of Adagio Checks is governed by the following agreement. You demonstrate your acceptance of the terms of this agreement by using Adagio Checks and its associated materials. You may terminate this agreement at any time by returning the original disks and manual to Softrak Systems Inc. with a letter, signed by an officer of the company, stating that all copies of the software have been destroyed. Usage Rights For the fee you have paid, Softrak Systems Inc. hereby grants to you and you accept a license to use this application and the related materials on one computer system only. To use this application on more than one computer system, you must either purchase a license for another copy of Adagio Checks or arrange for a multi-user license from Softrak Systems Inc. You may not copy any of the materials received with Adagio Checks, in whole or in part, except for archival and backup purposes. The license is not transferrable. Registration and Support To receive technical support and notices of upgrades and announcements, your copy of Adagio Checks must be registered. To register, install Adagio Checks as you would any other Windows application. When you start Adagio Checks for the first time, you will be presented with a screen that gives you the option to register. Enter your company information and print the registration form to be mailed or faxed to Softrak Systems Inc. This software requires registration within 60 days of first use. It will cease to operate after 60 days have elapsed without a registration code. Liability You agree that regardless of the form of any claim, the liability of Softrak Systems Inc. for any damages to you or to any other party shall not exceed the license fee paid for the license and the materials included in Adagio Checks. Nothing in this agreement shall be construed as a product warranty and all such warranties are explicitly and expressly denied.

3 Contents Introduction Chapter 1 What is Adagio Checks? Adagio Fundamentals About Adagio About Softrak Getting Started Chapter 2 Installing Adagio Checks Viewing the README Starting Adagio Checks Logging In Creating a New Data Set Program Options Security Settings Using Adagio Checks Maintenance Functions Chapter 3 Company Profile Vendor maintenance Adding a vendor Bank maintenance Distribution codes History maintenance Page i

4 Check Reconciliation Clear Vendor Statistics Maintain Specifications Working with Checks Chapter 4 Entering and editing checks Discounts Detail types Printing checks Copying checks Renaming check batches Archiving checks Deleting checks Posting checks Archived Checks Chapter 5 Archived Checks Inquiries Chapter 6 Vendor Inquiry Batch Inquiry GridView Inquiries Reports Chapter 7 Printing Reports Report Options Previewing Reports Batch Listing Batch Status Report Check Reconciliation Listing Reconciliation Posting Journal History Listing Audit Trail report Company Profile report Vendor Listing Page ii Adagio Checks

5 Distribution Listing Bank Listing G/L Transactions report report Modifying Reports Interfaces Appendix A Adagio BankRec interface... A-2 Job Costing interface... A-3 User Defined Codes Appendix B User Defined Codes... B-2 Page iii

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7 What is Adagio Checks? Adagio Checks is an Adagio add-on product that allows you to print checks instantly. You can run Adagio Checks in one of two ways: Accounting implications As a standalone check-writing module, which can be used as the complete Accounts Payable system for a small business; or In conjunction with other Adagio modules. This allows users to print checks immediately or in batches, distribute to the G/L, post directly to vendors accounts, and allocate expenses directly to specific jobs if A/P is integrated with Job Costing. See Appendix B for more information on how Adagio Checks interfaces with other Adagio modules. Adagio Checks respects the audit trails used in your general ledger. Adagio Checks does this by making you follow each of the steps in order printing checks, posting the batch and printing and purging the check register. As a result, it is not possible to conceal a check. At the same time, Adagio Checks allows you the flexibility of continuing to produce checks for the current month prior to closing your previous month-end in the G/L. Adagio Checks does not post directly to your G/L files; it retains its own data files. The posting function posts to the G/L Transaction batch in Adagio Checks, and this Introduction Page 1-1

8 What is Adagio Checks? batch must be pulled in to the G/L via the Retrieve Subledger Batches function in the G/L itself. To assist you in this step, Print/Consolidate G/L Transactions is provided. By using this function, you can see the exact contents of the Adagio Checks batch. A flexible consolidation function is provided so that you can summarize the information for your own needs before retrieving it into the G/L. See the section entitled G/L Transactions report in Chapter 6 for more information. Note For detailed information on the accounting implications of interfacing with Job Costing, please see Appendix B. Page 1-2 Adagio Checks

9 Adagio Fundamentals Adagio Fundamentals About Adagio About Softrak Other important information about Adagio Checks is included in your Adagio Fundamentals manual. Adagio Fundamentals covers information and functions that are similar across all Adagio applications, such as data backup, security settings, and keyboard shortcuts for data entry. Be sure to read Adagio Fundamentals for valuable information about working with Adagio Checks. Adagio Accounting is designed for organizations that manage over $1 million in sales/revenue, with significant transaction volume and at least one person responsible for managing those transactions. This modular accounting system combines a batch interface that is easy to understand and control with online processing in order entry and inventory control. Additionally, Adagio provides dynamite-looking invoices, checks and statements on blank paper. All of this without being forced to use a mouse during data entry or any of the other accounting procedures. Simple procedures and built-in software make it a snap to or fax invoices and customer statements. For over 25 years, Softrak has created accounting and reporting software to make the tasks required in the accounting department simple and straightforward, even in high volume businesses. If you have any suggestions about how we can improve this module, please visit our web site at Introduction Page 1-3

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11 This chapter explains how to install and start Adagio Checks on your system. Getting Started Page 2-1

12 Installing Adagio Checks Installing Adagio Checks To install Adagio Checks, follow these steps: 1) Insert the CD in your CD-ROM drive. 2) If you have Auto-Run set for your CD drive, the install will start up right away. Otherwise, Open the Control Panel and select the Add/Remove Programs function. See your Adagio Fundamentals manual for a much more detailed guide to installation. Viewing the README Before you start Adagio Checks for the first time, be sure to open and view the README Help file. This Help file contains important information about running Adagio Checks. To access the README file, select the Readme icon from the Adagio Checks Start Menu list. The README file will be displayed in Windows Help text format. Starting Adagio Checks To start Adagio Checks, select the Adagio Checks icon from your desktop. If you re using a mouse, double-click the Adagio Checks icon to start the program. If you re using the keyboard, use the Arrow keys to select the icon and then press Enter. Page 2-2 Adagio Checks

13 Logging In Logging In The Open Adagio Checks Data dialog box appears each time you start Adagio Checks. Adagio Checks comes preloaded with the user ID SYS and a password that is also SYS. Unless this is an upgrade from an earlier version of Checks, you must log in with this user ID and password the first time Checks is used. This is the default Adagio system administrator user ID. It cannot be deleted but it can be changed. Since it provides access to all Adagio Checks screens and functions, you may want to change the password for security purposes. Please refer to your online Help or Adagio Fundamentals manual for instructions on changing userids and passwords. The following table describes each field Field UserID / Password Remember user name Remember user password Description Each Adagio Checks user should be assigned a unique identification code. Refer to your online Help or Adagio Fundamentals manual for more information about setting up users. Turn this option on to have the Adagio user name remembered and authenticated by the Windows user. This allows you to default your Adagio user name by logging into Windows (on the same station). Turn this option on to have the Adagio user password remembered and authenticated by the Windows user. This allows you to default your Adagio user password by logging into Windows (on the same station). Getting Started Page 2-3

14 Logging In Field Date Last access Data path Extension Description This is the session date. It defaults to the current system date. If you need to change the date, click once in this field and type in the desired date. Or, click the Calendar button and select the date from the pop-up calendar that appears. NOTE: If you want to log into Adagio Checks using a session date within the last used session date month and year, all you need do is type one or two numbers representing the date you want to use. (E.G. If you last session date was 11/12/2009 and you now want to log in using 11/15/2009, all you need do is type 15 in the date field. The month and year are remembered from the last time you logged in.) This is the session date used when you last accessed or ran Adagio Checks with the data path that initially displays in the Data path. Enter the drive and data path for your company's data by clicking once in this field and typing the information in, or by clicking the Browse button and selecting the correct drive and data path from the Data Selection dialog box that appears. There is another button to the far right of this field. Click this 'multiple folder' button to view a list of Previously Opened data sets. This feature is especially helpful if you are maintaining multiple data sets (e.g. Adagio Checks data for multiple companies). If you wish to use one of these previously-open data sets, simply click the desired Company Name to select it, then click Open. NOTE: Adagio Checks can remember what datasets have been accessed by each Adagio Checks user. The first time each user logs into Checks, they will be prompted to respond whether or not they want Adagio Checks to also load a default list of companies. (Please refer to page 2-5 for more detailed information on responding to the Historical Company Access List prompt.) Enter the extension used by your company's data here. For example, to use the sample data, you would enter SAM. Page 2-4 Adagio Checks

15 Logging In When you have entered or verified the information in these fields, click Open to open the specified data set and begin using Adagio Checks. Or, click Cancel to exit Adagio Checks at this time. If you need more information about this screen, click Help. Historic Access Lists Adagio Checks has the ability to maintain separate Previously Opened dataset lists by user. As such, when users log into Payables, their Previously Opened window will display only those companies/datasets they have accessed which should speed their search for a particular dataset. To facilitate this, the first time each user access Checks data, they will receive a prompt asking if they would like their historical company access list set up. Select Yes to have Checks retain the original list of companies all users have accessed and then remember which subsequent companies/datasets have been accessed by each user separately. Select No to begin with a blank Previously Opened window and have only the list of datasets accessed by each user since the installation of Adagio Checks 8.1B display each time the Previously Opened window is opened by that user. Getting Started Page 2-5

16 Creating a New Data Set Creating a New Data Set If you have never used Adagio Checks before, you will need to create your Adagio Checks data. To do so, follow these steps: 1) When you start up Adagio Checks, the Open Adagio Checks Data dialog box appears. 2) Click the Create button. The Data Creation dialog box appears. 3) You can run Adagio Checks with the General Ledger or as a standalone module. To create new Adagio Checks data for the standalone version, select the drive and directory where you want the new Adagio Checks data to be created. In the Drives field, use the down arrow to view a list of possible drives. Select the desired drive by clicking it once. Move up to the Folders section and select the directory where you want the new Adagio Checks data to appear. In order to create Adagio Checks data to run with General Ledger, you must have installed General Ledger and created a G/L database. In this dialog box, you are asked to select the GLGLOB file, which should appear in the drive and directory where your company data is located. Go to that drive and directory. In the Drives field, use the down arrow to view a list of possible drives. Select the desired drive by clicking it once. Move up to the Folders section and select the directory that contains the appropriate GLGLOB file. Finally, in the Files section, click the GLGLOB file. Click OK. 4) Adagio Checks asks you to confirm the creation of the new data. Click Yes to create new Adagio Checks data at the location and with the data extension specified. Or, click No to cancel the data creation process. When you click Yes, the Choose EZTASKS Path dialog box appears. 5) Enter the drive on which your Adagio programs are installed, this time in the EZTASKS path field. Adagio Checks uses the EZTASKS file to determine who is logged in to the system at any given time. Page 2-6 Adagio Checks

17 Creating a New Data Set Note All users must point to the same currency and EZTASKS paths in order for Adagio Checks to function properly on a network. In addition, the drive letter and path must be identical. Note 6) Adagio Checks tells you that Checks data was not found, and asks if you would like to create it. Click Yes to proceed with the data creation; otherwise, click No to cancel this process. 7) When you click Yes, Adagio Checks creates your new data, displaying a progress bar as it does so. 8) Although Adagio Checks does not interface with Payables, if you have Payables data with the same extension as your new Adagio Checks data, and in the same location, Adagio Checks will offer to import the AP vendors and distribution codes. In this event, proceed to step 9. Otherwise, skip to step 10. Importing of Payables vendors and distribution codes would be useful for anyone who wants to switch to Adagio Checks from DOS AP. This would include cash basis companies. 9) Adagio Checks will ask if you wish to import the AP vendors and distribution codes. To import your AP vendor and distribution code information into Adagio Checks, so that you don t have to enter this information from scratch, click Yes. Otherwise, click No. 10) When you select Yes, the program imports the vendor and distribution code information as requested, displaying a status bar as it does so. Then it will tell you how many vendors and distribution codes were imported. Click OK to proceed. After, select Edit Vendors and Edit Distributions to view the imported information. This completes the data creation process. When the data has been created, you must register your copy of Adagio Checks as explained in the Help Readme file and your Adagio Fundamentals manual. Once you have created your data or opened an existing data set, there are a number of steps involved in setting up Adagio Checks. You need to set defaults and to set up vendor, bank, and distribution information. This will take some time and effort but, in most cases, is a one-time procedure. Your initial setup should require only incremental modifications over time (for changes in banking information, etc.). Getting Started Page 2-7

18 Program Options Program Options There are a number of general program options available to you that affect screen display and help you speed up your work. To open the Options window, select File Options from the menu bar. The following table describes the fields on this window: Field Toolbar Toolbar Text Details Click this box if you want to display the tool (button) bar. Enabling the toolbar allows you one-step access to functions that ordinarily require selecting the main menu and then the sub-menu options. Turn this option on if you want brief descriptive text to appear beneath the toolbar icons. Page 2-8 Adagio Checks

19 Program Options Field Toolbar Raised Status bar Auto add items on checks Insert a new detail on a new check Save window position Save window size Verify user groups Details Turn this option on if you want the toolbar to have a more three-dimensional look by raising the options and making them appear more like traditional buttons. Enabling the status bar will reveal information at the bottom right of your screen, such as the name of the company, the current user, the date and the time, last integrity check, data path and extension, function description, etc.. This option affects the way you enter detail lines in batches. If you turn this option on, the detail window will remain open so that you can add several detail lines at once. The detail window will only close when you click the Cancel button. If you turn this option off, the detail window will close when you press OK or hit Enter on your keyboard. If you click this checkbox on, each time you add a check to a batch, Adagio Checks will automatically call up the Edit detail dialog box to allow you to begin adding details right away. This option may be very useful as a time saving device if you generally add check details as soon as you create a new check. Enabling this option means that screens reopen in the same position as when they are closed. For example, if you are editing an invoice and you have moved the invoice entry window, and then exit the function, the screen will reopen in the position in which you left it. If this option is checked then the program remembers the size of a data screen when it was closed and opens the screen to the same size when it is reopened. If you want to verify that the user group assigned to a user is valid each time you work with a user file, you must turn this option on. Getting Started Page 2-9

20 Program Options Field Calculator button Report Preview Options Report Printer Check Printer Details If you wish to add a Calculator button to your toolbar, turn this option on. This will enable you to launch to Windows calculator from the toolbar at any time. Enter the zoom factor you want used as the default when you preview Checks reports on this workstation. Additionally, select Full-screen to have the Preview window use your entire screen size. Select Partial screen to have the preview window use part of the screen only. Select the printer that you use for reports. Click the Default radio button if you use your Default printer as set up in your Windows Control panel, or click Specific and select an alternate printer. Select the printer that you use to print your documents. Click the Default radio button if you use your default printer, or click Specific and select an alternate printer. When turned on, the Print alignment checks option prints a test alignment check before each check run. If you do not want to do this, leave the checkbox turned off. Page 2-10 Adagio Checks

21 Security Settings Security Settings Adagio Checks includes a User Setup function that allows the system to prevent unauthorized users from entering the system and restricts users from accessing certain areas of the system. To do all this, you must first set up user groups, which define what parts of the program the users are allowed to access. For example, you can allow only senior staff members to access functions such as the company profile, year end processing, and the data integrity check. Then you can set up the individual users and assign them to the appropriate group level, depending on the access privileges you want to grant them. See Adagio Fundamentals for complete information on setting up users groups and users. Using Adagio Checks Once you have created your data or opened an existing data set, there are a number of steps involved in setting up Adagio Checks. You need to set defaults and to set up vendor, bank, and distribution information. Chapters 3 and 4 lead you through the various procedures for setting up and working with Adagio Checks. Set up Company Profile - Chapter 3 Set up Vendors - Chapter 3 Set up Banks - Chapter 3 Set up Distributions - Chapter 3 Set up Specifications - Chapter 3 Create checks - Chapter 4 Getting Started Page 2-11

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23 You will need to use several different functions to set up and maintain your data for Adagio Checks. These functions can be found in three different places: on the File menu, on the Edit menu, and on the Maintenance menu. On the Edit menu, this includes: Company Profile Vendors Banks Distributions On the Maintenance menu, this includes: View History Check Reconciliation Clear Vendor Statistics Maintain Specifications The following pages describe, in detail, each of these maintenance functions. Maintenance Functions Page 3-1

24 Company Profile Company Profile The Company Profile is a control panel that is used to direct many small but important Adagio Checks operations. Use the Company Profile to select: certain adding, editing, printing, and posting defaults; a variety of display and sort options; and a number of other important details. The Company Profile consists of three tabs: Company Info Interfaces Options To edit the Company Profile Select Company Profile from the Edit menu or click the Company Profile button. Adagio Checks opens the Company Profile and takes you directly to the Company Info tab. A complete description of each field in the Company Profile follows. Page 3-2 Adagio Checks

25 Company Profile Company Info tab Field Company name Description Enter the name of your company as you wish to see it printed on reports and screens. Address Enter your company address (4 lines of 30 characters). Zip/Postal Phone Fax ID number Enter your Zip code or Canadian postal code. Enter your telephone number. Enter your fax number. If your company reports payments to vendors who are subject to 1099 reporting, you must enter your company s employer ID number or your social security number here. Maintenance Functions Page 3-3

26 Company Profile Field Company No. Contact Company color Description Use this for any reference number you need; for instance a company number in a multi-company system. Enter the name of the person who handles A/P inquiries for your company. Turn this option on if you want to set a different background color for the main windows of Adagio Checks. The background color you choose is saved with this database and is useful if you work with multiple Checks databases to identify them. Interfaces tab Page 3-4 Adagio Checks

27 Company Profile General Ledger section Component Use G/L departments Consolidate bank account Prompt to consolidate? Description If your company uses G/L departments, click this checkbox on. Click this checkbox on if you wish to always have the bank account consolidated (credited once for each batch) in the G/L Transaction batch. When this option is turned on, each time you post, Adagio Checks will consolidate all bank transaction that occurred on the same date for that bank account. This option does not consolidate debits (expenses), so the transaction details are retained. Leave this checkbox off if you wish to have the bank account in the G/L Transaction batch credited separately for each Adagio Checks entry. This is the default. If you consolidate Checks transactions being passed to Ledger, turn this option on. Running the Print/consolidate G/L Transactions report will prompt you and ask if you would like to consolidate transactions. If you never consolidate Checks transactions being passed to Ledger, turning this option off will ensure transactions do not get consolidated accidentally. Maintenance Functions Page 3-5

28 Company Profile Component Send to G/L reference field Send to G/L description field Batches user defined format Other user defined format Description When transactions are retrieved into the G/L, the field you specify here will be passes to the G/L reference field for each retrieved transaction. Following are the choices for this field: Check reference (from the "header" tab) Check description (from the "header" tab, bottom left) Check number (document number) Vendor name Vendor code. The choice you make will affect which detail information appears in the Reference column on the G/L Transactions report. When transactions are retrieved into the G/L, the field you specify here will be used for the G/L description for each retrieved transaction. Depending on the version of Ledger you are using, you will have one or two of these fields. This field is only active if User Defined was selected in the G/L Description field above it. Please refer to Appendix B for detailed information about User Defined Codes. This field is only active if User Defined was selected in the G/L Description field above it. Please refer to Appendix B for detailed information about User Defined Codes. Page 3-6 Adagio Checks

29 Company Profile Component Validate closed periods Description Adagio Checks will respect general ledger fiscal periods that have been closed to further posting. Choose one of three options for determining how you want Checks to handle transaction that would be posted to a closed period in the general ledger. Allow - Users may post Checks transactions to any period whether or not it has been closed within the general ledger. Warn only - A warning will display when the user clicks OK to accept transactions. Select No to revise the date. Selecting Yes will allow the batch to be posted. Disallow - An error will display and you will be unable to close and accept the transaction without first changing the date. Other Interfaces section Component Interface with Job Cost Description If you wish to export Adagio Checks Job Costing information to the ACCPAC* Job Costing module, click this checkbox on. Otherwise, turn this checkbox off. If you turn this option on, the Job Cost Clearing account fields will become active. You must enter a G/L account and department to which the amount of each check will be credited. See Appendix B, Interfaces, for more information about the interface between Adagio Checks and Job Costing. Maintenance Functions Page 3-7

30 Company Profile Component Purchase Discount account Job Cost Clearing account Description Enter the G/L account and department to which purchase discounts should be applied. The Finder is available in these fields; to use it, click the Finder button and double-click on the account or department of interest from the Finder window that appears. If you turned the Interface with Job Cost checkbox on, these fields will become active. You must enter a G/L account and department to which the amount of each check will be credited. Once you retrieve the Adagio Checks batch into Job Costing and then post it, the appropriate bank account will be credited and the clearing account will be debited. See Appendix B, Interfaces, for more information about the interface between Adagio Checks and Job Costing. Page 3-8 Adagio Checks

31 Company Profile Options tab Component Retain history Check reconciliation Process 1099s Description Click this checkbox on if you want to keep a copy of all posted checks in the View History function, until such time as you choose to delete them. By default, this option is turned on. If you wish to use the Check Reconciliation function, turn this checkbox on. By default, this option is turned on. If you wish to track 1099 payments for your vendors, turn this checkbox on. By default, this option is turned on. Maintenance Functions Page 3-9

32 Company Profile Component Format telephone numbers Sort history by Description If you would like Adagio Checks to automatically format all telephone numbers for you throughout the program (e.g. in the vendor maintenance function), turn this checkbox on. When you have this checkbox turned on, all telephone numbers in Adagio Checks will appear as (xxx) xxx-xxxx. Without this automatic formatting, phone numbers will appear simply as xxxxxxxxxx. By default, this option is turned on. This field allows you to specify the default sort order you wish to use for the View History function. Although you can change the sort order on the fly while in the history function, you may want to set this field to the sort order you would most commonly prefer to use. Your sort options are: Bank/Vendor/Check Vendor/Check Check Date/Check By default, this field is set to Check, which sorts the historical checks by check number. Default bank code Use this field to select a default bank code for new check batches. When you are creating individual checks you can change the bank code, but you will save time by entering the most commonly used bank code here. Page 3-10 Adagio Checks

33 Company Profile Component Next batch Next archive batch Batch description date format Batch description time format Check batch description Description Enter the next batch number to be used in this field. This resets the automatic counter to begin with the number you enter here. You might want to make this batch number follow on from your manual batch numbers, or you may prefer to start a new series of batch numbers. Enter the next archive batch number to be used in this field. This resets the automatic counter to begin with the number you enter here. Select one of the following formats for the %dat variable to use in the Batch description: Windows short - from Windows Regional settings Windows long - from Windows Regional settings Rpt. options (Hdr) - as specified in Reports Report Options Rpt. options (Det) - as specified in Reports Report Options (see page 7-2). Select to use either a 12-hour or 24-hour time format for the %tim variable to use in the Batch description. Use this field to enter a default description for each new Check batch created. You may also use three Checks variables that will automatically enter specific information in the description. Enter %usr to automatically include the Adagio UserID of the person who creates the batch. Enter %dat to automatically include the system date the batch was created. Enter %tim to automatically include the system time the batch was created. Maintenance Functions Page 3-11

34 Company Profile Component On start-up Auto-backup after DIC? Default print to file format Description Turning any of these options on will Open the selected function window immediately after logging into Adagio Checks. Turn this option on to ensure Adagio Checks automatically performs a backup of Checks data immediately after Data Integrity Check completes. (Please refer to the online Help documentation or your Adagio Fundamentals manual for more information on Data Integrity Checks.) If integrity is clean, it appends _Clean tothe end of the backup file name. In the event Data Integrity Check finds errors and presents the Rebuild button, a backup is performed prior to rebuilding errors in DIC. The backup will have _Prebuild appended to the zip file name. When you print reports, you have the option to print to file. In this field, you specify the file format you would normally use when printing to file. For example, if you normally would want to open the printed data in Word, select Word. If you sometimes put reports on a company intranet, perhaps you would normally print to HTML format instead. This is only a default; the file format can be changed for specific instances of printing to file. Page 3-12 Adagio Checks

35 Company Profile Component Remember report settings? Auto print posting journal after post? Allow Post journal purge? Close report dialog after print? Description The print options you select on report dialogs can be saved and used as the defaults the next time you print the report. The options are saved by company, so if you set different options for different datasets, they will be saved accordingly. To have your report settings saved, you must turn the Remember report settings option on. Additionally, report settings will only be saved if you print or preview the report. You cannot simply open a report dialog, change the settings without printing or previewing, and have those settings remembered for the future. Turn this option on if you want the Check Register to print automatically after posting. If you do not purge posting journals, this saves you from having to manually select the last posting sequence to print only the journal for the batch or batches you just posted. Turn this option on if you want to allow Checks posting journals to be purged after printing. Turn the option off and checks will not prompt to clear posting journals after they are printed. In order to do so, you will need to turn this option on and print them to file or the printer. When this option is turned on, the report print dialog screen will close automatically after the report is printed. However, if you use the Preview button, you will still be returned to the print dialog screen when previewing is finished. Maintenance Functions Page 3-13

36 Vendor maintenance Vendor maintenance To issue checks and keep track of purchases and payments, you must set up a file for each vendor. Vendor files are created and maintained in Adagio Checks s Vendor function. Note If you are using Accounts Payable, you can pull you're a/p vendor file into Adagio Checks when you first create your Adagio Checks data. See the section on Creating new Adagio Checks data in Chapter 1 for more information. To access this function, select Vendor from the Edit menu. The Vendor List appears: This screen lists all of the vendors you currently have on file, and displays: the vendor s number; the vendor s name; the contact person for this vendor; and the reference number for this vendor, if applicable. Page 3-14 Adagio Checks

37 Vendor maintenance This dialog box gives you several options, as seen by the buttons that appear down the right-hand side of the window. They are as follows: Button New Edit View Find Copy Delete Help Close Description Click this button to add a new vendor. To make changes to an existing vendor s information, highlight that vendor by clicking it once, then click Edit. This command allows you to view your vendors information; you cannot edit a vendor s information with the View command. To view a particular vendor file, highlight the vendor by clicking it once, then click View. The resulting dialog box displays all of the vendor s details, including statistics. If you want to search for a particular vendor, click the Find button on the Vendor List window. See the section on Searching for a vendor (page 3-23) for more information. To copy an existing vendor, highlight the vendor then click the Copy button. Use this button to delete a vendor. Highlight the vendor and click Delete. Obtain detailed information about this dialog box and vendor maintenance by clicking Help. Click Close to exit this function. Maintenance Functions Page 3-15

38 Adding a vendor Adding a vendor Follow these steps to add a new vendor to the Vendor List. 1) Select Vendors from the Edit menu or click the Vendor Maintenance button: The following window appears: Page 3-16 Adagio Checks

39 Adding a vendor 2) Click New or double-click anywhere in the blank area below the existing vendors. A blank Vendor form appears with the Vendor tab selected: The Vendor Tab Here, you will enter all of the vendor s contact information and pertinent accounting information. Field Vendor Number Vendor Name Short Name Description Enter the number you wish to use to identify this vendor. You can use up to six alphanumeric characters in this field Enter the vendor s name as you would like it to appear on printed checks. You can use any combination of characters and spaces in this field, to a maximum of 30. You will notice that Adagio Checks automatically inserts the first five characters of the full Vendor name here. You can accept this default by leaving the field unchanged, or enter anything you wish as an abbreviated name for this vendor. Maintenance Functions Page 3-17

40 Adding a vendor Field Address and Zip/Postal Comment Remittance Distribution Acct/dept Contact Name Description Enter the vendor s address. The four address lines can contain up to 30 characters each. If you wish to store any extra information about this vendor, you can do so in this field. Record information such as a vendor reference number, a credit card number, or any other information you may wish to include about this vendor. If desired, you can print this information on advices. If you have set up distribution codes in the Distributions function, you can assign a vendor a default distribution code. This code tells Adagio Checks which expense accounts purchases from this vendor should be distributed to, and can also calculate and distribute tax from a total purchase amount. You can assign each vendor a default distribution code and then change it for individual checks where necessary. Specify the default G/L accounts to which purchases from this vendor should be expensed. Please note that the account and department selected are only defaults; they can be changed for individual checks where necessary. These fields will not be available if you have entered a distribution code in the Distribution field. Instead, they will be grayed out and the account and department information from the distribution code will be inserted in these fields for you. Enter the name of the contact person for this vendor. Page 3-18 Adagio Checks

41 Adding a vendor Field Telephone and Fax numbers Identity Number Reference Process 1099s Description Enter the telephone and fax numbers for this vendor. If the telephone and fax numbers appear unformatted (e.g. simply as xxxxxxxxxx) and you wish to change this, you can do so by opening the Company Profile and clicking the Format telephone numbers checkbox on in the Options tab. This field is for the vendor s employer ID number or social security number for 1099 reporting. If your company reports more than one type of payment to this vendor, you must create a separate vendor account for each type of payment to ensure correct reporting. Used for any reference number or text string you wish. For example, you might want to enter the customer number that this vendor uses to identify your company. Click the Process 1099s checkbox on if you wish to include this vendor in your 1099 processing and reporting. Otherwise, leave this checkbox turned off. This completes the required vendor information. If you want to add some statistical information about this vendor (for example, if you are transferring this vendor over from another accounting system and have some historical information you wish to transfer), you can do so by clicking the Statistics tab and continuing with the next section. Maintenance Functions Page 3-19

42 Adding a vendor The Statistics Tab The fields on the Statistics tab in the Company Profile store historical information about this vendor, for reporting purposes. Adagio Checks keeps this statistical information up to date once you begin issuing checks for this vendor. However, if you have some historical data for this new vendor, you will need to manually add that data before you begin issuing checks for this vendor. There are four fields on the Statistics tab that are grayed out and cannot be edited: For the Start date field, Adagio Checks uses the date you entered in the Open Adagio Checks Data dialog box when you started up the program. (This defaults to the current date, unless you change it upon start up.) Adagio Checks keeps a record of the last time a vendor file was updated, and stores that information in the Last edited field. Since this is a new vendor, this field will be blank for now. The Last posted field contains the posting date for the most recent check(s) issued to this vendor. The Last purged date displays the date this vendor s statistics were last purged (using the Clear Vendor Statistics function). Page 3-20 Adagio Checks

43 Adding a vendor A description of all the open fields is given in the table below: Field Last payment Last payment on YTD payments YTD payment count YTD largest payment YTD largest pay on YTD 1099 payment PTD payments PTD payment count LY payments LY payment count LY largest payment Description Enter the dollar amount of the last payment you made to this vendor. Enter the date of the last payment. You can either type the date in manually or click the Calendar button and select a date from the pop-up calendar that appears. Enter the total amount of the payments you ve made to this vendor so far in this fiscal year. Enter the number of payments you ve made to this vendor during the current fiscal year Enter the dollar amount of the biggest payment you ve made to this vendor during the fiscal year to date. Enter the date for the largest payment made to this vendor during the current fiscal year. Enter the dollar amount of the 1099 payments for this vendor during the current fiscal year. This field will only appear if the Process 1099s checkbox was turned on in the Vendor tab. Enter the total amount of the payments you ve made to this vendor so far in this fiscal period. Enter the number of payments you ve made to this vendor during the current fiscal period. Enter the total amount of the payments made to this vendor in the previous fiscal year. Enter the total number of payments you made to this vendor throughout the previous fiscal year. Enter the dollar amount of the biggest payment you made to this vendor during the last fiscal. Maintenance Functions Page 3-21

44 Adding a vendor LY largest payment on Enter the date for the largest payment made to this vendor during the preceding fiscal year. Editing and viewing vendors Once you have entered all your vendors, you can view or edit them using the View and Edit buttons on the Vendor List. To edit view a vendor, highlight the vendor in the list and click the View button. To Edit a vendor, highlight the vendor in the list and click the Edit button. You can then change any incorrect information in the Vendor and Statistics tabs. Note Editing an existing vendor s statistical information should be done with extreme care. Any errors or misinformation entered here will affect future statistical information an throw off values in related reports. Copying a vendor The Vendor List includes a Copy command which allows you to copy the details of one vendor to another vendor number. You might use this feature if you have two vendors with very similar details or if you need to have more than one account for the same vendor for 1099 reporting. 1) From the Vendor List, select the vendor you wish to copy by clicking it once. Click the Copy button. The following dialog box appears: 2) Enter a new vendor code for the copy and click OK. 3) Adagio Checks will ask you to confirm. Answer Yes if you want all of the statistical information for the selected vendor to be copied over to the new vendor file. The copied vendor now appears on the list under the vendor code you just assigned. Page 3-22 Adagio Checks

45 Deleting a vendor If you decide to delete a vendor that is no longer in use, highlight the vendor in the Vendor List, then click the Delete button. Adagio Checks will ask you to confirm the deletion. If you are certain, click the Yes button. Searching for a vendor Adding a vendor If you want to quickly locate a vendor in the main Vendor List window, you can click the Find button. When you click this button, the following window appears: Enter the vendor code and select an Action: Highlight simply highlights the item in the list, Edit opens the item for editing, and View opens the item in View mode. Maintenance Functions Page 3-23

46 Bank maintenance Bank maintenance Before you can begin issuing checks with Adagio Checks, you must set up a bank code and enter banking information for each bank account upon which you intend to draw checks. Bank codes are set up and maintained in Adagio Checks s Bank function. To access this function, select Bank from the Edit menu. The Bank Codes window appears: This screen lists all of the bank accounts you currently have on file, and displays: the bank code; a description for the bank code (usually the bank name); the G/L account and department to which bank errors will be applied; and the number of the next check that will be drawn on that bank account. The list is sorted by bank code. Page 3-24 Adagio Checks

47 Bank maintenance This dialog box gives you several options, as seen by the buttons that appear down the right-hand side of the window. They are as follows: Button New Edit Copy Delete Help Close Description Click this button to add a new bank code. To make changes to an existing bank code, highlight that code by clicking it once, then click Edit. Copy an existing bank code by highlighting the code once and then clicking this button. Use this button to delete a bank code. To do so, simply highlight the bank code and click Delete. Obtain detailed information about this dialog box and bank code maintenance by clicking Help. Click Close to exit this function. Adding a bank code Follow these steps to add a new bank code: 1) Select Banks from the Edit menu or click the Bank code maintenance button. The Bank Codes window appears. Maintenance Functions Page 3-25

48 Bank maintenance 2) Click the New button. The Edit Bank window appears. You will enter all of the information for this new bank code here. Field Bank code Description Bank acct/dept Description Enter the number you wish to use to identify this bank account. You can use up to six alphanumeric characters in this field Enter a brief description about this bank code. It may be the name of the bank or something about the account which will help you identify it easily. Do not enter the actual bank account number here. Enter the G/L account and, if applicable, department numbers for this bank account. If you intend to use Adagio BankRec to reconcile your checks, you must enter a clearing account here. NOTE: If you wish to use Adagio BankRec, you can turn the interface to Adagio Checks on in the BankRec Company Profile. Page 3-26 Adagio Checks

49 Bank maintenance Bank error account MICR encoding Should contain the G/L account and department to which bank errors should be applied. (Bank errors occur when checks are reconciled in error.) Enter the encoded bank transit and account information that appears at the bottom of your checks. When you enter the appropriate information in this field, you can then insert a MICR code field on your specification and have this information printed on each check. As you enter your transit and account information in this field, you will notice that it appears in a MICR font automatically. The contents of this field should appear exactly as this information appears at the bottom of your checks, including leading blanks and spaces. You must also exclude the check number at the beginning of the MICR encoded information across the bottom of the check, as this is separate from your account and transit information, and will change with each check you print. You can enter any number in this field as you would a number in any other field. In addition, you can enter three special MICR encoding symbols used on checks, using the Shift+1, Shift+2. and Shift+3 keystrokes. NOTE: When you enter your MICR encoded account information in this field, the font you will see is the actual MICR font. If the information you enter does not appear to be MICR encoded, the necessary font may not have been installed properly into your \WINDOWS\FONTS directory. Please try reinstalling Adagio Checks in this event. Maintenance Functions Page 3-27