Frequently Asked Questions

Transcription

1 Zavanti ERP Frequently Asked Questions by Zavanti Pty Ltd

2 Zavanti Pty Ltd ABN All rights reserved This guide is the intellectual property of Zavanti Pty Ltd. The information may not be stored, copied, given, lent or in any way transmitted to any other party in any form or by any means, electronic, mechanical, recording, or otherwise without the written permission of Zavanti Pty Ltd. The information in this guide is subject to change without notice. Zavanti Pty Ltd assumes no liability for any errors or inaccuracies that may appear in this guide. Zavanti Pty Ltd owns or licenses the software described in this guide. All other trademarks are the property of their respective owners.

3 Contents Frequently Asked Questions 1 What's New in ERP V Upgrade... 3 System Upgrade... 3 Cost Centre maintenance... 3 General Ledger Account Maintenance... 3 Enhancements to Job Costing Reports for Cash Reporting and Processing... 4 Retentions... 4 Bank Reconciliation... 4 Quantity Takeoff for Estimates... 5 Mobile Timesheets... 5 Zavanti Dashboards... 5 All issues... 5 How to use Zavanti QTO for Estimating Estimating Defaults - Use Automated Quantity Take-off Estimating Defaults Maintenance Zavanti QTO Project Name field display Exclude Measure check box on Estimate Details table Estimate Details maintenance - Zavanti QTO "Measure" function (push button)14 System Maintenance User Security changes Updating Cost Centres Move / Renumber Cost Centre Transactions function System Maintenance User Security changes Discontinue General Ledger Account GL Account lookups / selection GL Journal Posting GL Main window Zavanti Mobile 23 Timesheets Security Set up Mobile Link Enhancements to Job Costing Reports for Cash Reporting and Processing version 10.4 and recommended process prior to upgrading What s New in Version ATO SuperStream CRM Sales and Marketing All issues What s New in Version CRM Sales and Marketing ATO Reporting Job Costing Job Costing Payroll Zavanti ERP Frequently Asked Questions Contents iii

4 General Ledger Company Maintenance All issues What s New in Version General Ledger - Bank Reconciliation Job Costing Variations Accounts Receivable - Reports - Aged Trial Balance What s New in Version Cash Based Tax Reporting Cash Based Transaction Reporting Forecasting Vouchers Fixed Assets Adjusting Journals Printing Job Costing Payroll Accounts Receivable Accounts Payable All issues What s New in Version ATO Supplier Payments Report Background Summary of action steps Accounts Payable Selection ATO Payments Report Other minor issues What s New in Version Accounts Payable Development Ledger Payroll Purchase Orders What s New in Version Easy navigation using Zavanti ERP menu and print to pdf New development platform (TD6.0) as step towards web based add-ons Enhancements to retention reporting Additional Contract Management mail merge fields Tax Codes Job Purchase Orders Payslips End of Year 47 Reporting 49 ATO Supplier Payments Report Background Summary of action steps Accounts Payable Selection ATO Payments Report Detailed Report option Summary Report option iv Contents Zavanti ERP Frequently Asked Questions

5 Electronic ATO Form Generation ATO Commentary What information is to be reported Clients subject to reporting obligation What constitutes Building and Construction Services Which suppliers are subject to reporting Appendix 1: Examples of building and construction services Appendix 2: Examples of buildings, structures, works, surfaces or sub-surfaces60 Appendix 3 ATO Examples of reportable entities Exporting Zavanti ERP reports to Excel Part A Saving the report as a TEXT File Part B Opening the TXT File in Excel How do I Add Customised Reports? Adding a customised report How do I Copy GL financial reports to new companies Job Performance Report - Using Forecast/Total Cost to Complete What is the Performance Analysis Report? What is the Stock Reorder Report? How do I print a supplier transaction report? How do I generate a Profit & Loss Report for Closed Financial Years? What can I do if I am Unable to open a report template? How do I Repair a report file? What do I when I get Report Error Client Application did not pass the correct input variable? Updating the input variables on a report Quick tips 87 Optimising Performance inmessage How do I Export to Excel? Export to Excel options dialog How do I Export to Excel? Export to Excel options dialog How Do I Use Winzip? Zipping files or folders Job Costing, Forecasting & Development Ledger 97 How do I Copy estimate templates from one company to another How do I Create a Forecast? How do I Use Forecasting Module for Total Costs to Complete? How do I use a Single Cost at Completion for Forecasts? Budget Checking Authority Process How do I Insert Multiple Tasks in Task Management? How do I update Cash Paid on Invoices? How do I raise a Nil Invoice? Post Invoices How do I change the print layout for Purchase Orders? What are contract management template merge fields? Additional Contract Management mail merge fields added in version General Ledger 131 How do I Create Standing or Recurring Journals? Creating Standing Journal Categories: Creating Standing Journal Batches Setting Rules for the Standing Journal Batch Processing Standing Journal Batches Committing Standing Journal Batches How do I Solve Issues posting General Ledger Journals? Zavanti ERP Frequently Asked Questions Contents v

6 Viewing existing journals Finding errors with journals How I Update banking details to include APCA number? How do I complete a Bank Reconciliation? Bank Reconciliation Report Completing the Bank Reconciliation How do I import/export a Chart of Accounts? How do I balance Work in Progress with the General Ledger? How do I balance sub-ledgers with the General Ledger? Cash Book Accounts Payable Accounts Receivable Development Ledger Job Costing Funding Inventory Control Fixed Asset Register Stock Transactions Land Stock - Inventory Module Stock Purchase Order - Purchase Order Module Receipt of Stock PO Enter and Invoice against the Stock PO Sales Order for the Stock - Sales Order Module Deliver Stock Enter an Invoice against the Sales Order Return of Stock by a Client Reversing the Delivery Return of Stock to Supplier Reversing the Invoice Reversing the Delivery Stock Requisition to a Job Stocktake Payroll 171 SuperStream Getting Started Key Dates What you need to do Planning for SuperStream Implementation Payroll Contribution Maintenance Setting up the Employer Superannuation Guaranteed Contribution Setting up a Voluntary Superannuation Contribution Contribution Maintenance Data entry Field Explanation Payroll Deduction Maintenance Setting up an Additional Superannuation Deduction Employee Standard Timesheet Maintenance Contributions Maintenance TAB Deductions Maintenance TAB Processing a Pay Run Creating a NEW Payroll batch Finalising the Payroll Creating the Contributions CSV file for lodgement to the Clearing House Utilities menu option Sample Contribution CSV file Verifying the CSV data file data Important Information about CSV file lodgement Appendix 1 Planning for SuperStream Implementation Appendix 2 -Contribution data for SuperStream How do I Load the latest Income Tax Tables? Using the standalone exe to install the tax tables vi Contents Zavanti ERP Frequently Asked Questions

7 How do I print PAYG Summaries? Printing the PAYG Summary Voluntary Superannuation Contributions Creating the Magnetic Media file How do I Create Payroll Pay Periods? How do I set up Fringe Benefits Tax? How do I set up Salary Sacrifice in payroll? Setting up the work type Setting up Contributions Entering the worktype and contributions on the employee s standard timesheet203 Payables, Receivables and Other 207 Smart Items Formula Tab How do I reverse an invoice? Matching invoices Reversing a receipt Entering a negative receipt Matching the positive and negative transactions Systems Administration 219 Installation Overview Standalone Installation Network Installation User Licences Workstation Ids Hardware/Software Specifications Install Process Post Installation Configuration Workstations Customised Report templates Power Writer Contract Management Templates Contract Management links Contract Management Default Template Merge File Folder Payroll Employee Links Company Logos in Systems Maintenance Development Ledger Word Processing Templates Integration defaults Common Install Problems Cannot connect to the database Unable to open report template Common File Locations How do I Close a Financial Year? How do I Add Financial Years? How do I Open the Next Financial Period? How do I Create a New Company? Creating the new company Cloning the source company Creating periods for the new company Creating Financial Reports for new companies Allocating user access in Systems Maintenance How do I change user security settings? How do I change user security settings? How do I Maintain workstation ID s What do I do if User settings are not retained? What do I do if I get Cannot connect to the database error? Causes Solutions Zavanti ERP Frequently Asked Questions Contents vii

8 How do I Upgrade Gupta SQLBase? Requirements: Before you begin: Gupta SQLBase Upgrade Installation Process: Database Installation How do I reinstall Zavanti ERP? Pre-requisites: Files to be backed up: Uninstalling the Software: Installation Final steps Hardware and Software Recommendations Hardware and Software Requirements for Workstations Hardware and Software Requirements for a Single User setup Hardware and Software Requirements for Server Operating Software How do I set up Automatic Database Backups? How do I Run a SQL Script How do I get into a "locked" file when there is no one else using it? How to log an issue 269 How do I use Zavanti Online Support Logging in Issue list Filters and Sorting Logging a new issue Viewing the progress of an issue Adding comments to an issue Reopening an issue Logging out Index 279 viii Contents Zavanti ERP Frequently Asked Questions

9 Frequently Asked Questions Our Knowledge Base gives instant access to technical bulletins and useful tips dealing with known issues for our products. This is available to all our customers 24x7. You can find topics by using the index or you can use the search facility. Recently Added items ATO Superannuation SuperStream View questions by category End of Year Reporting Quick Tips Job Costing and Forecasting Payroll Payables, Receivables and Other General Ledger Systems Administration How to log an issue Zavanti ERP Frequently Asked Questions Frequently Asked Questions 1

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11 What's New in ERP V Upgrade This version has major enhancements for management and reporting of retentions and cash transactions. Please make sure that you do the following prior to upgrading. Also the upgrade will be a 2 stage process as described below. 1. Create a backup copy of your database. 2. Run your aged trial balance reports (recommended both Detail and Summary) for Accounts Payable and Accounts Receivable to reconcile to your data after the upgrade. 3. Run Accounts Payable and Accounts Receivable Retention listing before upgrade to reconcile with database after upgrade. 4. Upgrade to v Then upgrade to (install patches) For technical assistance, please contact Zavanti support. System Upgrade A major enhancement has been made to the users profile functionality within Zavanti. Prior to 10.4, all users profile settings, eg. Screen sizes, Workstation ID, column sizes etc, were all held in a TSCFIN.INI file located in the users 'windows' folder. With the implementation of 10.4, the first time a user runs any module, their local TSCFIN.INI file is converted into the windows registry for that local user. This enhancement will ensure that the user can use the same 'profile' from that local machine, and even terminal server sessions. For technical assistance, please contact Zavanti support. Cost Centre maintenance An enhancement has been implemented to allow users to 'move/renumber' Cost Centres in order to 'merge' similar Cost Centre s transactions into the same Cost Centre. This new option is available from the Maintenance > Cost Centre menu in Job Costing and Development Ledger modules. Please refer to the extract from the Zavanti User Manual included in these Release Notes, the User Manual or online help before using this function, or contact Zavanti support for assistance. Read More General Ledger Account Maintenance An enhancement to the General Ledger Account maintenance function now allows users to 'discontinue' a General Ledger Account in order for it NOT to appear on main window/ lookups etc and not allow posting to it. Please refer to the extract from the Zavanti User Manual included in these Release Notes, the User Manual or online help before using this function, or contact Zavanti support for assistance. Read More Zavanti ERP Frequently Asked Questions What's New in ERP V

12 Enhancements to Job Costing Reports for Cash Reporting and Processing A number of enhancements/modifications have been included in the upcoming release of the Zavanti ERP The enhancements/modifications include improved Cash Reporting functionality for both payments and receipts, improved processing time for existing Job reports and improved functionality for retention release for both Suppliers and Clients. It is highly recommended that all clients familiarise themselves with the new functionality via this document and the release notes prior to upgrade. It will be beneficial to ensure that all necessary reporting and balancing has been done to normal client processes prior to upgrade. This might include the following: 1. Ensure that your Supplier Aged Trial Balance Report is balanced to the Trade Creditors in General Ledger. Please ensure that you keep a printed copy or PDF of this report. 2. Ensure that your Client Aged Trial Balance Report is balanced to Trade Debtors in the General Ledger. Please ensure that you keep a printed copy or PDF of this report. 3. Ensure that both Supplier and Client Retention is balanced if this functionality is currently in use. Please ensure that you keep a printed copy or PDF of these reports. 4. Print/Store any of the following Job Related Reports for all current or required jobs that you may use in your general internal process for analysis or balancing. Job Status Report Supplier Job Reconciliation Report Supplier Job Transactions by Cost Centre Client Job Reconciliation Job Payment Authority Job Summary print options See below for further information Retentions Retention Release process for both Accounts Receivable and Accounts Payable have been revised to include a new retention release transaction for payment/receipt in the supplier/client enquiry window for any transactions processed in Version 10.4 onwards. Please note that any existing transactions prior to the upgrade to version 10.4 will release as per existing functionality. Please refer to the User Guide (Zavanti ERP>Help) for more information. Bank Reconciliation A new button has been added to the header in the bank reconciliation screen to select/unselect all transactions in your reconciliation. 4 What's New in ERP V Zavanti ERP Frequently Asked Questions

13 Quantity Takeoff for Estimates Zavanti Estimating is now integrated with our Quantity Takeoff solution (Zavanti QTO) to allow users to create estimates from plans and drawings. You will require a license to install this additional functionality. Please contact Zavanti support for assistance with this. When purchasing a Quantity Takeoff license from us we recommend that training be conducted on how to best use the solution and take advantage of its extensive functionality. Please refer to the extract from the Zavanti User Manual included in these Release Notes, the User Manual or online help before using this function, or contact Zavanti support for assistance. Read More Mobile Timesheets Along with the release of version 10.4 Zavanti have also released our first mobile application for Timesheets. This application allows users to enter timesheets from any mobile device or computer through our web based application Zavanti Mobile. This is the first of our planned releases of mobile applications. Please contact Zavanti support or your consultant for further information on licensing and implementation requirements. Read More Zavanti Dashboards Included in version 10.4 are dashboard reports which can be deployed in Zavanti CRM or simply accessing through your browser. These dashboards cover core financial information on Revenues, Payables and Receivables. Please contact Zavanti support or your consultant for further information on licensing and implementation requirements. If you require additional dashboards please contact Zavanti support. All issues Please refer to the Release Notes below for full details on all issues addressed. Module Component Number Release Notes Accounts Payable Account Balance Enquiry A new 'Amt to Pay' has been added to the supplier transaction enquiry window that will show the balance outstanding on each transaction line. Accounts Payable Payments An enhancement has been made to the Payment Run function to increase the field size for the Supplier Invoice number column. Accounts Payable Payments An issue has been resolved where an error would occur if the user selected the 'Print batch report' option when doing an remittance run. The Batch Listing can now be done with the reprint option which uses the correct QRP layout. If the user needs a listing prior to ing the remittances they can print the Payment Pre Process Listing - prior to clicking on the process button when ing. Accounts Payable Accounts Payable Reports - Aged Trial Balance Reports - Aged Trial Balance Modifications have been made to the Aged Trial Balance 'default' templates for ease of use. The retention values have been removed from this report. Users must use the 'retention listing report in order to reconcile Client and supplier retention Updated to print Summary reports in portrait. Accounts Payable Retention A major issue has been resolved with the Aged Trial Balance reports with regards to the 'ageing' balances shown on this report which would be incorrect due to the release of retentions. Users will now be able to Zavanti ERP Frequently Asked Questions What's New in ERP V

14 Module Component Number Release Notes reconcile the ATB back to the General Ledger for a previous period(s). Please note, that previously processed data in prior versions may still not reconcile correctly, but will be from this version forward. Please refer to documentation of this reconciliation process or contact your Zavanti support for more information. Accounts Payable Retention An issue has been resolved where retention release journals were not posted if GL Auto-posting was set to ON. Accounts Receivable Components Components Contract Management Contract Management Contract Management Contract Management Contract Management Invoicing - AR An issue was reported where under certain conditions the Accounts Receivable invoice header Gross Value and Total Tax fields did not match the invoice details. This issue has now been fixed. Bill of Materials (BOM) Bill of Materials (BOM) Contract Maintenance An issue has been fixed where under certain conditions an SQL error was displayed when maintaining BOM items within the Component module An enhancement has been included to increase the window size and field position in Component Items BOM maintenance to enable more user ease of functionality This report/function has been enhanced to include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release Defects An enhancement has been made to the allow the user to 'attach' any electronic file, such as an image, to a Contract defect. A new 'attach' option (button) has been added to the Contract defect maintenance window. Extension of Time An enhancement has been made to Extension of Time in Contract Management to allow for entry of partial days. Reports will now show days lost to 2 decimal places. Retention The Retention Release functionality (button) has been removed from the Contract maintenance window. The user can still review the retentions held by Contract, by using the 'Retention' button. If required the user can produce a report to show the release required that can then be passed to the accounts department for processing. All retention must be released from the Accounts Payable Supplier transactions functionality. For more information on releasing supplier retentions please refer to the manual or online help available with this release or contact Zavanti support for assistance Invoicing - Progress Claims Several enhancements have been made to Accounts Payable and Contract Management to facilitate additional information being made available to be printed on the Progress Payment Certificate. The Supplier Maintenance (Sub-Contractor Tab) has been modified to allow the user to maintain a $ value against the Subcontractors Insurance details for Workers Comp and Public Liability The Progress Claim Certificate maintenance function will be modified to allow the user to maintain a new field Has a Statutory Declaration been supplied Y/N The Progress Claim Certificate now has the capability to print the following additional information (if required) incorporating the above changes in order to allow the user to provide the subcontractor with more information. Supplier / Sub Contractor Insurance details, Policy, Company, Value and Expiry dates Statutory Declaration flag Sub 6 What's New in ERP V Zavanti ERP Frequently Asked Questions

15 Module Component Number Release Notes Contract Retention details, Values and expiry dates Sub Contract Bank Guarantee flag Any users wishing to customise their Progress Payment certificate to show these additional fields, or any customisation should contact Zavanti support. Development Ledger Development Ledger Development Ledger Development Ledger Development Ledger Estimating Cost Centres An enhancement has been implemented to allow users to 'move/renumber' Cost Centre in order to 'merge' similar Cost Centres transactions into the same Cost Centre. This new option is available from the Maintenance > Cost Centre menu in Job Costing and Development Ledger modules. Please refer to User Manual or online help before using this function, or contact Zavanti support for assistance. Improvements An enhancement has been made to the allow the user to 'attach' any electronic file, such as an image, to an Improvement defect. A new 'attach' option (button) has been added to the Improvement defect maintenance window. Invoicing - AP The Job Code is now displayed on supplier transactions inquiry window for invoice transactions generated from the Development ledger for linked Stage/Project level transactions. Sales When creating a NEW Sales record in the Development ledger, the Sales Tax codes get set to the tax code maintained in the defaults maintenance window, rather than leaving it blank Stages Estate, Stage and Project maintenance windows have been widened to show more detail for ease of use DimX Integration Enhancements have been made to the Estimating module in order to enable integration with our quantity take off solution dxapi the industry leading quantity take off solution for all builders, engineers and developers. Contact your Zavanti consultant for a demo and a free trial. Estimating OSN When maintaining Master OSN's the "Insert All areas' check box is now only enabled when creating a NEW OSN. Previously this check box was available when maintaining an OSN, and checking it DID not add the OSN to all other areas. Estimating OSN A enhancement has been included to enlarge the maintenance table window for the Master OSN Maintenance in the Estimating module. Feasibility Feasibility A fix has been applied where, when importing a Zavanti Feasibility file, the expected dates of each of the cash flow items were defaulting to the end of the month date. It will now display and be correctly the date as set on the feasibility. Forecasting Forecast Maintenance An issue has been addressed where the Estate/Stage/Project name combination displayed data overlaps in the Forecasting module. Funding Draw Downs A fix has been made to the "Direct Pay" function in the Draw Down function to ensure that the Supplier Payment transaction is set to the Draw Down date to ensure correct supplier transaction allocation to invoice at time of drawdown General Ledger Bank Accounts An enhancement has been made to the Bank Account maintenance to restrict the number of characters allowed in the 'Account Code' field based on the country setting in Company maintenance. For example, companies set to 'AUS' will only allow 9 characters (as required by Zavanti ERP Frequently Asked Questions What's New in ERP V

16 Module Component Number Release Notes Australian banks), however companies set to South Africa, 'ZAF' will allow 10 characters in the Bank account code field General Ledger General Ledger General Ledger Bank Reconciliation Bank Reconciliation Chart of Accounts An issue has been resolved that under certain circumstances as previously reconciled transactions from a completed bank reconciliation would incorrectly re-appear An enhancement has been made to allow a user to select/unselect all transactions whilst processing a bank reconciliation when all displayed transactions need to be set to ''Presented" An enhancement to the General Ledger Account maintenance function now allows users to 'discontinue' a GL Account in order for it NOT to appear on main window/ lookups etc and not allow posting to it. Please refer to User Manual or online help before using this function, or contact Zavanti support for assistance. General Ledger EFT Payments Additional bank file transfer formats have been included for use in South Africa. General Ledger Journals An enhancement has been made to General journal entry whereby the company selection has been removed. This ensures Journals can only be maintained in the logged in company to prevent users inadvertently creating journals in the wrong company. General Ledger Payments When processing a cashbook entry that is dissected to a Development Ledger project, the description now correctly appears on the Job transaction. General Ledger General Ledger Reports - Tax Listing Reports - Tax Listing An enhancement has been made to the Detailed Tax listing which now enables users to print the Invoice DETAIL line description rather than the invoice HEADER description as per the default report. Any users who require this change will need to create a USER template to do so. Please contact Zavanti support for assistance An issue was reported where Development Ledger transactions for Management Fees was not correctly reported on the Tax Listing. This issue has now been fixed. General Ledger Transfers Company, Bank account and Loan account selection fields have been rearranged and widened to allow more of the description fields to be show for selection. Job Costing Change client An issue has been resolved where an SQL error would occur when changing the Client site on a Job. Job Costing Client Sites An issue has been fixed where an SQL error was displayed when deleting a Client Site in the Job Costing module. Job Costing Invoicing - AP Under specific conditions Retentions were being calculated when ''Use Retention'' was turned off. This issue has now been fixed. Job Costing Invoicing - AP An issue has been resolved where the Tax Amount on the invoice detail line was being recalculated and causing an imbalance issue when the user changed the Ex Tax amount or the line totals. Job Costing Invoicing - AP The retention fields are no longer visible on the AP Invoice window if the Job Costing default setting "Use retention for AP" is not enabled Job Costing Invoicing - Progress Claims An issue has been resolved where a rounding issue would occur in the Progress claim entry and posting that 8 What's New in ERP V Zavanti ERP Frequently Asked Questions

17 Module Component Number Release Notes would cause the GL Journals to be out of balance. Job Costing Invoicing - Progress Claims Job Costing Invoicing - Progress Claims Job Costing Invoicing - Progress Claims Job Costing Invoicing - Goods and Services Job Costing Job Details Maintenance An issue has been resolved when invoicing sales in jobs costing, the sales (general ledger) account was incorrectly defaulting to the account used for the previous batch entry. This now uses the default GL account set up for the relevant job This report/function has been enhanced include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release This report/function has been enhanced include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release An enhancement has been included to allow a user to highlight multiple lines on a Job Costing Goods and Services invoice and move the group of lines up or down one position at a time within the invoice. The group position will be remembered when amending, printing or posting the invoice. The user must be aware that if the period is reselected then the whole invoice will be refreshed and return to the default line structure. To highlight multiple lines the user will click to the very left side of the line then drag the mouse down for the number of lines to be grouped for the move. Existing functionality for moving individual lines remains the same as the current process An issue identified in Job Costing where the cursor was returning to the top of window table after a job search and update has now been fixed. The cursor will now return to the job originally selected and modified from the lookup window. Job Costing Job Status This report/function has been enhanced to include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. The second page of this Job Status report has also been removed from the default 'detailed' report template. Supplier and client invoice information can be found using the Supplier and Client reconciliation reports found on the Job Costing reports menu. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release Job Costing Job Costing Job Costing Job Summary Window Job Summary Window Reports - Client Job Reconciliation This report/function has been enhanced include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release An enhancement has been made to now show the profit value and % calculations based on Budget and Forecast This report/function has been enhanced include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release Zavanti ERP Frequently Asked Questions What's New in ERP V

18 Module Component Number Release Notes Job Costing Job Costing Job Costing Reports - Cost Centre Listing Reports - Job Payment Authority Reports - Job Status Job Costing Reports - Supplier Job Reconciliation Job Costing Reports - Supplier Job Transactions Job Costing Payroll Payroll Task Maintenance Employee Maintenance PAYG Summary The Cost Centre detailed listing report now includes the COS Account setting This report/function has been enhanced to include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release This report has been reformatted for ease of use. The claims summary information has been removed from the last page. Users requiring this client claims in detail should refer to the Client Job Reconciliation report This report/function has been enhanced include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release This report/function has been enhanced include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release This report/function has been enhanced include improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release An enhancement has been made to the Employee maintenance to restrict the number of characters allowed in the 'Tax File Number' field based on the country setting in Company maintenance. For example, companies set to 'AUS' will only allow 9 characters (as required by ATO), however companies set to South Africa, 'ZAF' will allow 10 characters in the 'Tax File Number' field An issue has been resolved where employees with the same first initial and surname could receive the incorrect PAYG summary via as the PDF file name were created with the same file name. PDF file names now contain full First and surname Payroll Payroll Batch An issue has been resolved when selecting employees in a payroll batch when only selected employees are required. The All and Clear buttons are now working correctly. Payroll Payslips An issue has been resolved where the YTD figures on the Payslip were incorrect if the user changed the Contribution Due date on the Finalise Payrun screen Payroll Tax Tables / 2016 Payroll Tax rates and coefficients have been implemented in accordance with the ATO tax scales. Information on how to complete the loading process can be found in an FAQ available at Power Writer Report run An issue has been resolved where a mismatch of Zavanti ERP version numbers would occur when running the Power Writer excel file creation. Purchase Orders Job Related This report/function has been enhanced include 10 What's New in ERP V Zavanti ERP Frequently Asked Questions

19 Module Component Number Release Notes Orders improved Cash Reporting functionality for both payments and receipts, as well as improved processing time. Please refer to "Enhancements to Job Costing Reports for Cash Reporting and Processing" document available with this release Purchase Orders Purchase Order A fix has been made to ensure that items flagged as NON-STOCK, do NOT update the movement details and hence incorrectly set the "Quantity on Purchase order" into negative when a Purchase order is deleted for a NON-STOCK item Sales Orders Sales Order A fix has been made to ensure that items flagged as NON-STOCK, do NOT update the movement details and hence incorrectly set the "Quantity on Sales order" into negative when a Sales order is deleted for a NON- STOCK item Systems Maintenance Systems Maintenance Systems Maintenance Systems Maintenance User Maintenance User Maintenance User Maintenance Database Connection A major enhancement has been made to the users profile functionality within Zavanti. Prior to 10.4, all users profile settings, eg. Screen sizes, Workstation ID, column sizes etc, were all held in a TSCFIN.INI file located in the users 'windows' folder. With the implementation of 10.4, the first time a user runs any module, their local TSCFIN.INI file is converted into the windows registry for that local user. This enhancement will ensure that the user can use the same 'profile' from that local machine, and even terminal server sessions. For technical assistance, please contact Zavanti support Enhancements have been made to the user security settings to allow for the access to new Zavanti 'Mobile' applications, for Timesheets and Defects To enable mobile applications, the user must obtain a 'mobile user' license to use this functionality. Please contact your Zavanti consultant or support for more information regarding this functionality A new field has been added to the User maintenance function in Systems maintenance. The new 'Print file path' setting allows the user to set where they require the output "print file" or "pdf files" created to be saved as a result of the 'print to file' or ' options used throughout the System. The system administrator can set the folder on a user by user basis, so that files will no longer be saved in the application folder. Note, if this is not set then the file will be saved to the default application folder An issue has been resolved where an error would occur when trying to connect to an archived database. Systems Support Performance Performance enhancements have been made to several of the Job Costing reports and summary windows. These reports and Summary windows will now output results quicker than previously with less 'hang' time on the system Timesheets Timesheets - Standard Entry A fix has been made to ensure that the total cost is calculated based on the Work type factor when a Cost Centre is modified on the detail timesheet entry. Zavanti ERP Frequently Asked Questions What's New in ERP V

20 How to use Zavanti QTO for Estimating Zavanti ERP has been configured to integrate with the visual quantity Takeoff solution from our partner, Dimension X (Zavanti QTO). This allows a user with a Zavanti QTO license to update estimates with quantities from a project direct from 2D or 3D drawings using Zavanti QTO. The following sections describe how this process integrates with Zavanti Estimating. A user can perform the quantity takeoff from an existing Zavanti QTO drawing, using existing Zavanti QTO functionality and update a 'linked' Zavanti ERP Estimate directly with these quantities. This is achieved by maintaining the necessary data structure within the Zavanti ERP database and updating the Zavanti QTO Data and Zavanti Estimate data directly though the Zavanti Estimate maintenance module (new functionality), and Zavanti QTO tool (current functionality). The following diagram shows the process flow between Zavanti Estimating and Zavanti QTO. Figure 1: Zavanti ERP - Zavanti QTO Integration process flow Estimating Defaults - Use Automated Quantity Take-off The Estimating Defaults maintenance window now includes a new option 'Use Automated Quantity Takeoff'. This new option in Estimating defaults will enable/disable functions in Estimating. This option will only be available if the user has a Zavanti QTO License Estimating Defaults Maintenance The following screenshot shows : Estimating Defaults maintenance showing new option 12 What's New in ERP V Zavanti ERP Frequently Asked Questions

21 Zavanti QTO Project Name field display A new read only data field has been added to the detail tab of the Estimate Detail maintenance window which shows the Zavanti QTO project name for the linked Zavanti QTO project. The field name and label will only be visible when: o Use Automated Quantity Takeoff is set to 'Y' in Estimate defaults. o A 'linked' Zavanti QTO project exists Exclude Measure check box on Estimate Details table A new column is added to the Estimate details table window to allow for maintenance of the 'Exclude Measure' check box for each line item. Zavanti ERP Frequently Asked Questions What's New in ERP V

22 It is used to determine which Estimate details lines are to be included in the Zavanti QTO project creation/update process. When checked, these Estimate detail lines are NOT included as part of the Zavanti QTO and the quantities need to be maintained within the Estimate The above "Excl Measure" column will only be visible when: o Use Automated Quantity Takeoff is set to 'Y' in Estimate defaults Estimate Details maintenance - Zavanti QTO "Measure" function (push button) The Zavanti QTO Measure function (push button option) in Estimate detail maintenance window which will Create/Maintain the Project header detail and measurement detail table data in Zavanti QTO The new button will only be visible when: o o Use Automated Quantity Takeoff is set to 'Y' in Estimate defaults The user has the required user security The new button will only be enabled when: o o The current estimate details being maintained have been 'SAVED' back to the database table The user has the required user security When the user clicks the 'MEASURE' button the following will occur: The process will check that the selected Estimate has not already been 'linked' to a Zavanti QTO project. If the Zavanti QTO project does not already exists for this Estimate, then a new Zavanti QTO project needs to be created and the following message is displayed: If the user confirms the above selection, then a new Zavanti QTO project and measurement details are created using the Estimate Details o o o The Component GROUP (Name) is used as the folder name in Zavanti QTO The Component DESCRIPTION is used for the Measurement item name in Zavanti QTO The Component Unit of measure determines the TYPE of Quantity take off required from the drawing. Eg. Lineal, Count, Area, Square Mtrs 14 What's New in ERP V Zavanti ERP Frequently Asked Questions

23 o o o The Zavanti Estimate, is the master data and any additional items required to be included as part of the QTO must be added to the estimate Estimate lines flagged as Excl Measure will not be maintained in the Zavanti QTO project The process is an iterative process and can be repeated as many times as required to finalize the Zavanti QTO Project details. If the, Zavanti QTO project already exists for this Estimate then the following message is displayed: If the user confirms the above selection, then the 'linked' Zavanti QTO project and measurement details are updated in the linked Zavanti QTO project. This process will ensure that any additional Estimate detail lines are added/removed to the Zavanti QTO project depending on the changes made to the Estimate and the Excl Measure flag being set/unset o o o o The process will update the Estimate with the latest revision of the quantity take of as maintained in the Zavanti QTO Project. Additional Zavanti QTO measurements lines that do NOT already exist in the Estimate will NOT be added to the Estimate details. The user is prompted to then enter the additional lines in Estimate, after which the user is required to refresh the Zavanti QTO measurements. Quantities from Zavanti Estimate will NOT update Zavanti QTO measurements tables. The process is an iterative process and can be repeated as many times as required to finalize the Estimate quantities The user is then prompted to run the Zavanti QTO application and open the linked project in order for the user to perform the Zavanti QTO measurement Quantity Takeoff. The following message will be displayed If the user confirms the above selection, then a Zavanti QTO project is opened in order to perform the Quantity take off. Zavanti ERP Frequently Asked Questions What's New in ERP V

24 NOTE Once the quantities have been updated in the Estimate, the user can then SAVE the Estimate details with these quantities. If the user wishes to override these Quantities on the h Estimate, they must ensure to set the Excl Measure on that detail line to ensure that subsequent QTY functions do not override these quantities on the Estimate Implementation and training is required for use of Zavanti QTO. Please contact your Zavanti consultant or support for further information System Maintenance User Security changes A new security option 'Automated Takeoff' is added to the user security in System maintenance > User security for both the Estimating module. This option will control the access to the new options described in this manual. 16 What's New in ERP V Zavanti ERP Frequently Asked Questions

25 Zavanti ERP Frequently Asked Questions What's New in ERP V

26 Updating Cost Centres Enhancements made to the Job Costing and Development Ledger modules, Maintenance> Cost Centres menu function to allow new option 'Move/Renumber Cost Centre' In brief, users with appropriate security settings, can: Allow user to select Cost Centre ('from') and 'move' (renumber) all transactions to another existing Cost Centre ('to') The new Cost Centre may/may not already have transactions Change ALL transactional tables where 'from' Cost Centre exists to the selected 'to' Cost Centre code. Option to be provided to do across ALL or Selected company(s) Users can than then 'discontinue' the 'from' Cost Centre, or reuse it as a new 'name'. The Cost Centres (headers) involved will not be affected, only transaction level data The above Maintenance option is modified to allow for new option 'Move/Renumber Cost Centre Transactions'. When selected, this new menu option will call the new 'Move / Renumber Cost Centre' function. The new menu option will only be enabled if the user has the required user security setting. Move / Renumber Cost Centre Transactions function A new window is provided "Move / Renumber Cost Centre Transactions" that is called from the new menu option. 18 What's New in ERP V Zavanti ERP Frequently Asked Questions

27 This window will allow the user to select a 'from' and 'to' Cost Centre and the Company(s) they wish to apply the Move / Renumber of Cost Centres From Cost Centre - This drop down list provided will show a list of ALL Cost Centres for the login company. The user is able to select 1 Cost Centre from the list provided To Cost Centre - This drop down list provided will show a list of ALL Cost Centres for the login company. The user is able to select 1 Cost Centre from the list provided Company - The standard company selection criteria is provided to enable to select, ALL, one or many companies in which they want the process of 'Move / Renumber' of Cost Centres to occur. Radio buttons o o Discontinue 'from' Cost Centre on completion Delete 'from' Cost Centre on completion The user will select one of these options that will perform the required function on completion of the process Once the user has selected the from and to Cost Centre and the companies required, they can then click the 'OK' button to process the 'Move/Renumber' of the selected Cost Centre When the user clicks the 'OK' button the following will occur: The process will check that the 'to' Cost Centre exists in ALL selected company(s). If not, then a message is displayed and the process will terminate. "The 'to' Cost Centre 'yyyyyyy' does not exist in all selected company(s). You are UNABLE to continue this process" The process will check that the 'to' Cost Centre DOES not exists in selected tables for the selected company(s). If it does, then a message is displayed and the process will terminate. "The 'to' Cost Centre 'yyyyyyy' is being used in the 'aaaaaaa' settings and cannot be renumbered. Please amend the 'aaaaaaaa' and retry. You are UNABLE to continue this process. Note where 'aaaaaaa' is Detail from table below The data tables are checked and message displayed if the Cost Centre exists. The user must then manually fix the offending data before trying again. Zavanti ERP Frequently Asked Questions What's New in ERP V

28 A message is displayed to confirm that the user has made the correct selections prior to processing. "You are about to move/renumber all transactions from Cost Centre 'xxxxxx' to Cost Centre 'yyyyyyy' for selected company(s). You are UNABLE to reverse this process" Are you sure you wish to continue Y/N?? When the user click OK then continue the process processing will commence and update each table as required by updating the 'FROM' Cost Centre to the selected 'to' Cost Centre. A message is displayed in the Status Bar of the Move/Renumber Cost Centre Transactions window (See: Fig 2) 'Updating the xxxxxxxx table' The 'FROM' Cost Centre is updated to the 'NEW' Cost Centre for each of the columns (field) names and tables names provided Once the renumber process is complete, the 'from' Cost Centre is deleted or discontinued based on the radio button settings at commencement of the renumbering process o o Discontinue 'from' Cost Centre on completion Delete 'from' Cost Centre on completion. A message is displayed in the Status Bar of the Move/Renumber Cost Centre Transactions window.. 'Deleting (or Discontinuing) the 'From' Cost Centre' A message is displayed on completion of the process "All transactions have been renumbered from Cost Centre 'xxxxxx' to Cost Centre 'yyyyyyy' for selected company(s). Cost Centre 'xxxxxx' has been deleted(or discontinued)" System Maintenance User Security changes A new security option 'Move/Renumber Cost Centre' is added to the user security in System maintenance > User security for both the Job Costing and Development Ledger modules. Discontinue General Ledger Account The software now allows a user to 'discontinue' General Ledger Accounts across 'all' entities, in order to clean up the chart of accounts and to restrict users from posting to these non-required GL accounts. 20 What's New in ERP V Zavanti ERP Frequently Asked Questions

29 The above GL Account maintenance function is modified to allow the user to 'discontinue' a GL Account. A new check box 'Discontinued' is provided. When 'checked' and the user clicks the 'OK' button to SAVE changes then the following checks is made and an error message will appear if The balance of the selected GL account is not ZERO. There are existing 'unposted' Journals for the selected account The GL account selected is used in any of the following default settings o o o o o o o o o o o o Cost Centre maintenance Distribution code maintenance (AP and AR) Payroll Defaults, Allowances, Contributions, Deductions and Work types Bank Account maintenance Tax Code maintenance Job Costing job types maintenance Job Costing retention settings AP and AR Account group maintenance Inventory location maintenance Inventory Group maintenance Fixed Asset Group maintenance Funding Journal Maintenance Where the GL account selected is the selected from the 'Parent' company as part of the SYNC setup, as is the case with company 'C01' at MAB Corp, then the above checks must be performed on all 'Child' companies The database table GLHDR is modified to allow for the new field 'Discontinued' GL Account lookups / selection The following functions are modified to ensure that the user cannot select a 'Discontinued' GL account from the lookup, right mouse click or drop down list. That is, discontinued GL accounts are hidden from selection Zavanti ERP Frequently Asked Questions What's New in ERP V

30 Cost Centre maintenance Distribution code maintenance (AP and AR) Payroll Defaults, Allowances, Contributions, Deductions and Work Types Bank Account maintenance Tax Code maintenance Job Costing job types maintenance Job Costing retention settings AP and AR Account group maintenance General Ledger Journal maintenance Inventory location maintenance Inventory Group maintenance Fixed Asset Group maintenance Funding Journal maintenance GL Journal Posting The General Ledger journal posting is modified to ensure that no 'discontinued' GL account exists in the unposted journals. A message is displayed prompting the user to rectify the GL account for any 'discontinued' account prior to allow the user to POST the journals Please note: This would be unlikely if all the checks occurred as described above GL Main window The General Ledger main windows will have additional 'View' filters added to allow the use to select which GL accounts they wish to view and access from the main window Selection of the new menu options will filter the GL accounts to be shown on the main window. 22 What's New in ERP V Zavanti ERP Frequently Asked Questions

31 Zavanti Mobile Timesheets This is a new web based application with seamless connection to your Zavanti ERP database. This enables users to create and edit timesheets from any mobile device or computer. The process is very similar to entering timesheets within Zavanti ERP, but provides great flexibility in terms of access and license requirements. Security The starting point is to set up your engineers in Systems Maintenance. This is done through the new table Zavanti Mobile in Users. As shown below. Set up The application requires installation of our program on a new server which will be set up with integration links to your Zavanti ERP database. Mobile Link Users can download the Zavanti Mobile application and then configure to access your mobile server. Enhancements to Job Costing Reports for Cash Reporting and Processing version 10.4 and recommended process prior to upgrading A number of enhancements/modifications have been included in the upcoming release of the Zavanti ERP The enhancements/modifications include improved Cash Reporting functionality for both payments and receipts, improved processing time for existing Job reports and improved functionality for retention release for both Suppliers and Clients. It is highly recommended that all clients familiarise themselves with the new functionality via this document and the release notes prior to upgrade. It will be beneficial to ensure that all necessary reporting and balancing has been done to normal client processes prior to upgrade. This might include the following: 1. Ensure that your Supplier Aged Trial Balance Report is balanced to the Trade Creditors in General Ledger. Please ensure that you keep a printed copy or PDF of this report. 2. Ensure that your Client Aged Trial Balance Report is balanced to Trade Debtors in the General Ledger. Please ensure that you keep a printed copy or PDF of this report. Zavanti ERP Frequently Asked Questions Zavanti Mobile 23

32 3. Ensure that both Supplier and Client Retention is balanced if this functionality is currently in use. Please ensure that you keep a printed copy or PDF of these reports. 4. Print/Store any of the following Job Related Reports for all current or required jobs that you may use in your general internal process for analysis or balancing. Job Status Report Supplier Job Reconciliation Report Supplier Job Transactions by Cost Centre Client Job Reconciliation Job Payment Authority Job Summary print options The Job Costing Reports/Enquiry functions include: Job Summary Enquiry Job Status Report the Progress Claim/Receipt breakdown page 2 of this report has now been removed. Please use the Client Job Reconciliation report to access more detailed information if required. Supplier Job Reconciliation Client Job Reconciliation Supplier Job Transactions by Cost Centre Accounts Payable Module Reporting Retentions have now been removed from the Aged Trial Balance Report. Balance of all retentions will now be done using the Supplier Retention Listing. Accounts Receivable Module Reporting Retentions have now been removed from the Aged Trial Balance Report. Balance of all retentions will now be done using the Client Retention Listing. Accounts Payable Retention Release Any existing transactions with retention (prior to upgrade) will use the existing functionality to show the balance as outstanding on the existing invoice transaction. Payment of retention release will be processed against the existing invoice. Retention release of any Job Costing AP invoices that are entered after upgrade will generate a new transaction in the Supplier Enquiry window. This type of transaction will show as a CRJ transaction type with the same reference number as the original invoice. Payment of retention release will be processed against the CRJ transaction in the Supplier Payment process (Manual or Payment Run process.) Accounts Receivable Retention Release Any existing transactions with retention (prior to upgrade) will use the existing functionality to show the balance as outstanding on the existing invoice transaction. Receipt of retention release will be processed against the existing invoice. Retention release of any Job Costing Claims/Invoices that are entered after upgrade will generate a new transaction in the Client Enquiry window. This type of transaction will show as a DRJ transaction type with the same reference number as the original invoice. Receipt of retention release will be processed against the DRJ transaction in the Client Receipting process. Job Transaction Reporting Menus The new Job Costing Transaction Reporting Menu structure will include 2 options 1. Old Job Reports 2. New Job Reports This will enable users to continue running the old job reports for older jobs and use the new reports for newer jobs 24 Zavanti Mobile Zavanti ERP Frequently Asked Questions

33 What s New in Version ATO SuperStream The SuperStream standard was introduced by the ATO on 1 July Zavanti provides a solution enabling you, in conjunction with a clearing house, to meet your SuperStream obligations by providing a new basis for sending linked data and super contribution payments. By utilising the Payroll Contributions Maintenance functionality in Zavanti you can maintain Employee Superannuation details and support the generation of the required reports and lodgement files to be SuperStream compliant. Please refer to FAQ PR008 Superannuation SuperStream for full details of processes for implementing SuperStream using Zavanti ERP. CRM Sales and Marketing Further developments have been made to enhance data integration between Zavanti ERP and Zavanti CRM with the addition of an option in the Integration menu that allows users to turn on Integration on various tables from ERP to CRM. This is a systems administrator function only. All issues Please Refer to the Release Notes below for full details on all issues addressed. Zavanti ERP Frequently Asked Questions What s New in Version

34 Module Component Number Release Notes Accounts Payable Accounts Payable Accounts Payable Accounts Payable Contract Management Payments An issue was found where under certain conditions an incorrect report layout was displayed during the manual payment and payment run processes. This issue has now been fixed Reports - ATO Supplier Payments Enhancements have been made to the error messages displayed when processing the TPAR file. The error messages now show exactly what the issue is with the data that needs to be rectified in order for the TPAR file processing to complete successfully Retention An issue has been resolved where the correct GL Journals were not being created when releasing retention on an AP invoice generated from the Development Ledger Supplier Transaction Enquiry An issue has been resolved where an incorrect message appears when the user tries to amend a Supplier transaction (set to reconciled) and the RETENTION is OFF. Report run The Supplier Job Transactions report has been added to the Contract Management Job Reports menu selection Funding Journals When entering a journal in the funding module and picking interest journal the GL account code can now be reselected if required. Integration Integration New option has been added to Integration menu that allows users to turn on Integration on various tables from ERP to CRM. This is a systems administrator function only. Inventory Location An issue has been resolved where creating a new inventory location would cause an SQL error Job Costing Job Details Maintenance When selecting a Job from the main Job Costing window, if you AMEND the JOB the system remembers the Job so that you can then move to next job, even after the window is repopulated. However, if you SORT the screen at any point it will NOT remember the selected Job. Job Costing Variations An issue has been resolved when creating a Variation and deleting a line was still inserting a row into the database with an incorrect line where the Cost centre was missing. Payroll Payslips The 'From' and 'To' Pay period details are now displayed on payslip for weekly, fortnightly or monthly pay runs. If you use a customised Pay Slip template you will need to modify this template, or contact Zavanti Support in order to have your customised template modified. Payroll Superannuation An enhancement has been included to allow for the creation of a CSV file for uploading to a client nominated Superannuation Clearing house in accordance with the Government's Super Stream reporting requirements compulsory from November Please refer to the detailed FAQ for full details on these changes to accommodate Australian Tax Office SuperStream. Power Writer Report Details The Power Writer Run options window now displays the selected Option in the header screen. In previous version this was missing. 26 What s New in Version Zavanti ERP Frequently Asked Questions

35 What s New in Version 10.3 CRM Sales and Marketing Further developments have been made to enhance data integration between Zavanti ERP and Zavanti CRM. ATO Reporting Certain fixes and updates have been made to simplify the TPAR report preparation and lodgement. IT IS RECOMMENDED that you make use of the option to run your TPAR as a test file before lodgement, this will identify any issues which can be corrected before trying to lodge the final report. Examples of issues will be Suppliers with no ABN or no address. Job Costing An enhancement has been made to Job Costing to streamline the processing and recording of job related transactions for non-stock based users. The enhancement allows users to select to process transactions based upon Cost Centre codes rather than Job Type Codes. The existing functionality of the Zavanti Job Costing system allows the user to nominate the WIP, COGS and Revenue accounts for posting to the General Ledger at a Job Type level rather than posting based upon Cost Centre codes. As a result for some users there has been the need to process further journal entries to record transactions at a more detailed level, such as department or division, within the General Ledger. Users of Job Costing now have more control to split Revenue, Work in Progress and Cost of Goods Sold to the General Ledger based on Cost Centre level settings rather than Job Type settings. This way, for example we are able to post Revenue to different General Ledger account(s) for the same job. Once this change has been made it cannot be reversed. It is essential that users who wish to take advantage of this functionality review and if necessary update all Cost Centres and their associated General Ledger links. Please read the manual carefully before proceeding. Any user who maintains stock on hand must stay with Job Type selection, Cost Centre level not available to those who use this functionality. This will enable the user to create several department or division specific Cost Centres, and direct them to specific GL accounts. When using a departmentalised GL the user can then have a separate WIP and COGS account for each Cost Centre. This enhancement ensures this occurs at time of transaction rather than having to record a GL Journal to reclassify these transactions at end of month. Summary of Changes 1. A new default setting has been included in Job Costing to select either Job Type General Ledger settings or Cost Centre General Ledger settings (this is to cater for clients that do not require the enhanced level of detailed reporting in the General Ledger or maintain Stock on hand). Zavanti ERP Frequently Asked Questions What s New in Version

36 2. Modifications to all Job transactions functions that require the GL account selections either from the Job Type, or from each Cost Centre per transaction line 3. Job Costing Retentions Settings implementation of new CC Revenue Recoup Account for use only with Goods & Service Accounts Receivable invoices, retentions before tax, cost centre setting. 4. Cost Centre Setting implementation of new COS Account for use in conjunction with Cost Centre financials setting. 28 What s New in Version 10.3 Zavanti ERP Frequently Asked Questions

37 5. Job Costing Progress Claims Entry/Maintenance. The existing Progress Claim Invoice maintenance window has been modified to allow the user to now select which revenue account to credit revenue to in the General Ledger (Note defaults to Job Type Revenue Account). 6. Hide the new Sales Account field and label when the user does NOT have the appropriate security settings. 7. If the user has the required security setting, allow the user to select a different GL account to the default one set above. 8. When the user SAVES the Progress Claim invoice, SAVED the selected Sales account at Invoice (HEADER) level, to then be used in the Progress Claim invoicing posting process. 9. User security - A new user security option Change Sales Account on Invoices has been added to the Job Costing options in Systems Maintenance. Zavanti ERP Frequently Asked Questions What s New in Version

38 Job Costing An enhancement has been made to the main Job Costing window. You will now see that the Jobs tab appears as the first tab selected in this window. This makes it more user friendly as the list of jobs is more commonly used than the sites. The same functionality exists when you select the Sites Tab, that will still enable you to filter your Jobs by site. Job Costing main window showing Jobs tab as the main tab Payroll The latest tax tables are now available for uploading for 2014/15 payroll processing. An enhancement has been made to enable you to create csv reports for submission to superannuation clearing houses for ATO superannuation reporting requirements for 2015/16. General Ledger An enhancement has been made to the Journal Posting process to ensure that users are not locked out when reviewing journals prior to finalising the process. Please note, that the journal posting process will no longer print the unposted journal list prior to posting. If the user wants to review unposted journals before posting they will need to run Journal listing from the reports menu, or review at unposted journals from the Journal entry function. When Posting the journals, if there is an exception, the report will still print. When posting, if you tick 'Print journal update report', the report will print at the end of the posting, as is currently available. As can be seen below, the Company selection is no longer available when posting Journals. If the user wants to review unposted journals before posting they will need to run Journal listing from the reports menu, or review at unposted journals from the Journal entry function. 30 What s New in Version 10.3 Zavanti ERP Frequently Asked Questions

39 Company Maintenance When creating/maintaining a company profile in System maintenance, you are no longer allowed to leave the 'Business Name' blank. All issues Please Refer to the Release Notes below for full details on all issues addressed. Module Component Release Notes Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Receivable Accounts Receivable Contract Management Development Ledger Development Ledger Development Ledger Invoicing - AP Payments Payments Reports - ATO Supplier Payments Invoicing - AR Reports - Aged Trial Balance Purchase Order Invoicing - AP Invoicing - AP Sales The field sizes have been increased to ensure that an error does not occur if a user enters a description that was greater than 100 characters. Under certain circumstances, when processing a manual payment, the selected cheque / remittance printing options did not actually print the required cheques / remittances. This has now been resolved. An issue has been resolved where the wrong template was being selected when printing/ ing a remittance advice. Enhancements have been made to the ATO Supplier payments, TPAR file creation to ensure that errors do not occur when processing. The ATO has also advised that users submitting their files, should process the file as a TEST to ensure that any errors are rectified prior to 'final' submission. A minor issue has been resolved where an error message would incorrectly appear when entering or selecting a Cost Centre into the invoice detail line. Users are now able to the Accounts Receivable Aged Trial Balance report without receiving a Microsoft mail error due to PDF file not able to be created in specified location. Users are now able to a Purchase Order as a PDF attachment using the option on the main Job related Purchase Order window. An issue has been resolved, where invoices processed in batch mode did NOT correctly flag Purchase Orders, Certificates or Contracts as being fully 'invoiced' or 'completed'. A fix has been made to ensure that the correct company code and name gets selected in the Invoice window when entering invoice detail lines. An issue has been resolved where the company was not being selected automatically in the Sales Maintenance window. Funding Repayments Several fixes have been made to the Funding Journal transactions to ensure that the correct transaction types and journal entries Zavanti ERP Frequently Asked Questions What s New in Version

40 General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger General Ledger Bank Reconciliation Financial Report Writer Financial Report Writer Journals Journals Payments Receipts Reports - Tax Listing Job Costing Invoicing - Goods and Services Job Costing Invoicing - Goods and Services appear in the Cashbook and General ledger. Enhancements have also been made to the Funding Journal maintenance window to prevent the user from entering incorrect data, or select incorrect bank accounts when processing a loan repayment. An issue has been resolved that under certain circumstances a previously reconciled transactions from a completed bank reconciliation would incorrectly re-appear. The user can now reports automatically as a PDF attachment when produced using the Financial Report Writer. Users are now able to 'copy' a report using the Financial Report Writer. An enhancement has been made to the Journal Posting process to ensure that users are not locked out when reviewing journals prior to finalising the process. Please note, that the journal posting process will no longer print the unposted journal list prior to posting. If the user wants to review unposted journals before posting they will need to run Journal listing from the reports menu, or review at unposted journals from the Journal entry function. When Posting the journals, if there is an exception, the report will still print. When posting, if you tick 'Print journal update report', the report will print at the end of the posting, as is currently available. When Posting General Ledger Journals from one entity, you can no longer post journals from another entity. An issue has been resolved where the wrong template was being used when processing remittance advices. A fix has been made to the Development Ledger Dissection window in the receipt function to ensure that the correct GL account is selected when selecting a Cost centre. The system now determines whether you have selected a Revenue or Cost type Cost centre and selected the appropriate debit or credit account associated with the Cost centre. Fixes have been made to DETAILED CASH REPORT to ignore GLJNL transactions as these are NOT CASH. The detailed report will also ignore Funding Journal transactions. The detailed report should now be in line with the Summary report. Refer to detailed notes for updates made to selecting option to post from Job Costing by Cost Centre Code rather than Job Type code. An issue has been resolved that when entering the Cost Centre directly into the table window, rather than using the lookup function, would cause an SQL error. Job Costing View menu An enhancement has been made to the main Job Costing window. You will now see that the JOBS tab appears as the first tab selected in this window. This makes it more user friendly as the list of jobs is more commonly used than the sites. The same functionality exists when you select the Sites Tab, that will still enable you to filter your Jobs by site. The Jobs Tab will also display the linked Estate-Stage-Project when integrated to the Development Ledger Payroll Payroll Systems Maintenance Systems Maintenance Finalise Pay Run Finalise Pay Run Audit Company Maintenance An issue has been resolved where the Payrun detailed report would incorrectly print in order rather than the user selected options of Surname / Name / Pay Area. An issue has been resolved where in certain circumstances the wrong payslip was being attached to the if employees had the same surname and first initial. An issue has been resolved that would cause an SQL error when turning Audit off/on certain options. When creating/maintaining a company profile in System maintenance, you are no longer allowed to leave the 'Business Name' blank. 32 What s New in Version 10.3 Zavanti ERP Frequently Asked Questions

41 Vouchers Voucher Maintenance When processing Development Ledger Voucher type selected, the system now ensures that it is coded to a STAGE level. When Development Ledger is integrated to Job Costing then the Stage / Project selected MUST be linked to job (As per Development Ledger AP Invoice process). What s New in Version Version contains some fixes for minor issues identified in V It also includes the following enhancements. General Ledger - Bank Reconciliation When processing a 'Bank Transfer' whilst performing a Bank Reconciliation, the Transfer transaction will appear on the bank reconciliation screen once complete. Job Costing Variations An issue has been resolved that will now allow the user to delete a Variation if there are no invoices attached Accounts Receivable - Reports - Aged Trial Balance Users are now able to the Aged Trial Balance report without receiving a Microsoft mail error due to PDF file not able to be created in specified location. What s New in Version These notes provide an overview of enhancements and bug fixes in the latest release of Zavanti ERP. For further details please refer to the User Guide included with the release. Cash Based Tax Reporting You now have the option to create your Tax Listing report to show CASH VALUES ONLY based on cash payments and receipts. The user has the option to select 'CASH' based report where they would like to report their ATO BAS Zavanti ERP Frequently Asked Questions What s New in Version

42 requirement on a Cash basis. This option will then only produce report cash based transactions (Cashbook) rather than the existing 'Accrual based' report. The Cash based report will only work with transaction data that has been generated after the installation of Zavanti version if you have any questions please do not hesitate to contact Zavanti Support Cash Based Transaction Reporting In addition to the tax reporting the data is now available to create specific reports on a cash basis only. Forecasting A new 'COPY' Forecast function has been implemented. This option is now available on the right Mouse Click menu (ONLY) when a Forecast is selected. This 'COPY' function will create a NEW forecast identical to the selected Forecast. It will NOT set the new Forecast to 'current'. The user must manually set this if required. A new 'Total Commitments' field has been added to the Forecast Maintenance detailed window to enable users ease of use of this window without having to go back to the main Forecasting window Vouchers An enhancement has been made to the Voucher Maintenance functionality that now allows you to 'attach' any scanned document or electronic file to the Voucher. This will allow users to review the 'invoice' through the Voucher approval process without having to circulate the physical document. Users can now click on the 'attach' button on the Voucher maintenance detail window to attach, or view any document previously attached. Fixed Assets Adjusting Journals An enhancement has been added to enable Adjusting Journals to fixed asset will adjust amount of depreciation. Previously, when applying a debit or credit journal to a Prime Cost Depreciation asset item, would not adjust the amount of subsequent depreciation calculated. The user now has the ability, when creating a debit or credit journal, to tick a box indicating that the journal will be taken into account when calculating the depreciation. Printing An issue has been fixed where, under certain conditions the printer 'lookup' options did not appear and therefore users were unable to print their cheque/remittance advice. The user must now select the printer required each time. Job Costing An enhancement to create a new Job Costing functionality to create an Accounts Payable transaction called Landlord transaction, that utilises the both Accounts Receivable and Accounts Payable invoices against a Job has been included. Payroll An enhancement has been made to enable you payslips directly to employees upon finalising a payrun. You will need to update employee details to include details. You can also PAYG certificates directly from the PAYG summary report option from the Utilities menu. 34 What s New in Version Zavanti ERP Frequently Asked Questions

43 Accounts Receivable An enhancement has been included to allow the user to directly from the Accounts Receivable invoice entry window. The user should note that the s will not be sent until after all invoices in the batch have been completed and the user has exited the process. This will then enable the process for the user to send. If a second lot of invoices need to be entered the user will need to ensure they have exited the Accounts Receivable module to refresh. Accounts Payable An enhancement has been included which will allow the user to a remittance advice from the AP manual payment transaction screen. The user needs to be aware that this will only work for individual payments and not a batch of payments. You will need to ensure that Outlook/ is opened prior to ing the remittance advice. All issues Please refer to the full Release Notes for details on all issues addressed in this version. What s New in Version ATO Supplier Payments Report The ATO Supplier Payments Report allows a user to display and/or print all details of any Supplier Payments reportable to the ATO as well as create the file for upload to the ATO. Background The ATO has introduced a new reporting requirement for the building and construction industry. This reporting covers transactions from 1 July 2012, with the first report due for the year ending 30 June 2013 and to be lodged by 21 July 2013 (or 28 July if you lodge quarterly returns). Businesses in the building and construction industry need to report the total payments they make to each contractor for building and construction services each year. Reporting is on a CASH PAID basis. To avoid subsequent adjustments ensure that all cash payments have been matched against invoices as at the end of the reporting period, initially 30 June 2013 Summary of action steps 1. Confirm that you are required to report 2. Upgrade to the new version Identify suppliers subject to reporting Zavanti ERP Frequently Asked Questions What s New in Version

44 4. Flag these as ATO Reportable Suppliers 5. Review and match any cash prepayments with invoices, see note below 6. Run the reports when required. NOTE Any Payments or Receipts processed using the PRE-PAYMENTS options in Zavanti will not be reported until they are matched to an invoice. If these are matched in different financial period ranges outside your ATO reporting period will need to be manually adjusted in order to complete the ATO submission Accounts Payable Selection A checkbox has been added to the supplier maintenance screen to flag the reportable suppliers as "ATO Reportable". This checkbox will be used for data selection when reporting subcontractor payments to the ATO at end of the financial year. You will need to upgrade to the version to access the checkbox and new suppliers reports. ATO Payments Report This report is available from the Accounts Payable module. 1. Select a menu path of Accounts Payable/Reports ATO Supplier Payments Report. The following dialogue box will be displayed: 36 What s New in Version Zavanti ERP Frequently Asked Questions

45 2. You can elect to print a Detailed or Summary report or create the Electronic ATO format. Use the report radio button selections Detailed Summary Electronic ATO Form For further information refer to the Zavanti ERP FAQs - or Zavanti ERP Help when using the software. Other minor issues 1. An issue has been resolved in Fixed Assets where previously an error would be displayed when attempting to post a large number of Depreciation Journals over a number of periods. 2. An issue has been fixed when under set circumstances the (Entry Date) Transaction date on the Job Transactions did not match the period number. This issue occurred when a Development Project was linked to a Job and the AP invoice was entered through Development Ledger. 3. An issue has been found where AP invoicing was creating incorrect GL journals where the supplier code was the same in multiple companies but the trade creditors account assigned to the Account group was different. This issue has now been fixed. Zavanti ERP Frequently Asked Questions What s New in Version

46 What s New in Version Accounts Payable A checkbox has been added to the supplier maintenance screen to indicate "Reportable to ATO". This checkbox will be used for data selection when reporting subcontractor payments to the ATO at end of the 2013 financial year. For further details refer to What s New in V or ATO Taxable Supplier Rreporting 2012/2013 Development Ledger The Supplier invoice number field has been increased from 12 characters to 30 characters. This applies to Vouchers, Development Ledger, Job Costing and Accounts Payable invoice entry and enquiry windows. Payroll An enhancement has been made to the DEFAULT payslip to show the breakdown of qty and each (hours and amount) values for each of the Contribution and Allowances rather than just a total amount. Purchase Orders An enhancement has been made to the User Maintenance function. A new security option 'Delete Purchase Orders' can be set to allow/prohibit users from deleting Purchase Orders. 38 What s New in Version Zavanti ERP Frequently Asked Questions

47 What s New in Version 10.0 Easy navigation using Zavanti ERP menu New navigation menus have been added so you can open other modules directly from any module in which you are operating. The following screen shots give examples. As shown below you can also use this menu to access the Zavanti Help Manual which will open in your web browser. Zavanti ERP Frequently Asked Questions What s New in Version

48 and print to pdf You can now create documents as pdf files and pdf files directly from your respective maintenance window. This replaces the previous functionality of creating Rich Text Files (RTF). This can also be used to remittance advices from payment runs. New development platform (TD6.0) as step towards web based add-ons We have moved Zavanti ERP up to the new development platform (TD6.0) to improve operating performance of the software. In addition, this move will enable creation of linked web browser based functions in future releases. 40 What s New in Version 10.0 Zavanti ERP Frequently Asked Questions

49 Enhancements to retention reporting At the request of customers we have amended the reporting of retentions released on aged trial balances for Receivables and Payables to age the release as at the date of release. Additional Contract Management mail merge fields Additional mail merge fields have been added to the Contract Management document registration functionality. The mail merge fields now include supplier, and client details, as well as subcontractor expiry dates and retention details. Template COUNTER Template Counter Contract Header CONTRACT_NAME CONTRACT_NO CONTRACT_ID Contract Title System Allocated Contract Number Contract Identifier Contract Details CM_DATE CM_RETAIN_AMOUNT CM_RETAIN_MAX CM_DEFECT_PERIOD CM_DEFECT_END CM_LIQUIDATION_VALUE CM_VALUE TRADE_CODE_VALUE Contract Date Retention Amount Retention MAX Defect Liability Period Defect End Date Liquidated Damages Contract Value Trade Breakdown COMPANY From Company Code Zavanti ERP Frequently Asked Questions What s New in Version

50 COM_ADDRESS COM_STATE COM_POSTCODE COM_TOWN COM_ABN TO_NAME TO_ADDRESS1 TO_ADDRESS2 TO_ADDRESS3 TO_STATE TO_POSTCODE TO_FAX CC RESPONSE_BY SUBJECT JOB_CODE JOB_DESCRIPTION VALUE From Company Address From Company State From Company Postcode From Company Town From Company ABN To Name To Address Ln1 To Address Ln2 To Address Ln3 To State To Postcode To Fax CC list from those selected Response required by date Document Subject Job Code Job Name relating to the selected contract Value as entered Client Details DR_CODE DR_NAME SITE_CODE SITE_NAME SITE_ADDRESS_1 SITE_ADDRESS_2 SITE_ADDRESS_3 SITE_ADDRESS_4 SITE_STATE SITE_ZIPCODE SITE_PHONE_HOME SITE_PHONE_WORK SITE_FAX Client Code Client Name Site Code Site Name Site Address Ln1 Site Address Ln2 Site Address Ln3 Site Address Ln4 Site State Site Zipcode Site Phone (home) Site Phone (work) Site Phone (fax) Supplier/Subcontractor Details CR_TITLE CR_FIRST_NAME CR_LAST_NAME CR_TERM_CODE CR_CONTACT CR_PHONE_HOME CR_PHONE_WORK Title First Name Last Name Term Code Contact Phone (home) Phone (work) 42 What s New in Version 10.0 Zavanti ERP Frequently Asked Questions

51 CR_FAX CR_MOBILE CR_ABN CR_SUB_WCCOMPANY CR_SUBEXPIRES CR_SUBPLCOMPANY CR_PLEXPIRES CR_LILICENCE CR_SUB_LIEXPIRES CR_BGAMOUNT CR_SUBBGEXPIRES CR_PICOMPANY CR_PIEXPIRES Phone (fax) Phone (mobile) ABN Workers Comp Company Workers Comp Expiry Public Liability Company Public Liability Expires License License Expires Bank Guarantee Amount Bank Guarantee Expires Prof. Indemnity Company Prof. Indemnity Expires A full list of mail merge fields can also be found in the 'sample' mail merge document in your Zavanti\ERP folder CM MAIL MERGE TEST.DOC Tax Codes Job Purchase Orders An enhancement has been included to allow the addition of 100% tax line on Job Purchase Orders to allow for overseas tax and duties. The limitation of this enhancement is that the user must invoice the tax line in full when processing invoices. To use this functionality the user will need to set up a new tax code in systems maintenance at 100%. Zavanti ERP Frequently Asked Questions What s New in Version

52 Payslips Additional Payroll Employee details are now passed to the Payslip template in order for additional data to be shown as per legislation. The default template has not been reformatted to show these details. Users requiring these new fields to be shown will need to implement a customised template. Please contact Zavanti support for assistance New fields available: Field Name BASE_SALARY COMMENTS COMPANY_START DATE_OF_BIRTH DEPARTMENT DRIVERS_LIC MAX_BONUS MOBILE_LIMIT MV_ALLOWANCE MV_EXPENSES MV_LOG_BOOK NATIONALITY OTHER_SALARY POSITION REDUNDANCY_NUMBER RESPONSIBLE_TO SEX SUPERANNUATION SUPER_NUMBER 44 What s New in Version 10.0 Zavanti ERP Frequently Asked Questions

53 TAX_NUMBER TAX_TABLE TERMINATION_DATE TITLE TOTAL_REBATE Zavanti ERP Frequently Asked Questions What s New in Version

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55 End of Year Some key tasks you may need to refresh yourself with for the end of year processing. You can look at our short videos on these topics as well. How do I print PAYG Summaries? How do I Load the latest Income Tax Tables? How do I Create Payroll Pay Periods? How do I Close a Financial Year? How do I Add Financial Years? How do I Open the Next Financial Period? Zavanti ERP Frequently Asked Questions End of Year 47

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57 Reporting Topics Zavanti ERP Frequently Asked Questions Reporting 49

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59 ATO Supplier Payments Report This document outlines the requirements for capturing and reporting data for the ATO Taxable Supplier Payments report for the fiscal year The ATO Supplier Payments Report allows a user to display and/or print all details of any Supplier Payments reportable to the ATO as well as create the file for upload to the ATO. Background The ATO has introduced a new reporting requirement for the building and construction industry. This reporting covers transactions from 1 July 2012, with the first report due for the year ending 30 June 2013 and to be lodged by 21 July 2013 (or 28 July if you lodge quarterly returns). Businesses in the building and construction industry need to report the total payments they make to each contractor for building and construction services each year. Reporting is on a CASH PAID basis. To avoid subsequent adjustments ensure that all cash payments have been matched against invoices as at the end of the reporting period, initially 30 June 2013 Summary of action steps 1. Confirm that you are required to report 2. Upgrade to the new version Identify suppliers subject to reporting 4. Flag these as ATO Reportable Suppliers 5. Review and match any cash prepayments with invoices, see note below 6. Run the reports when required. Any Payments or Receipts processed using the PRE-PAYMENTS options in Zavanti will not be reported until they are matched to an invoice. If these are matched in different financial period ranges outside your ATO reporting period will need to be manually adjusted in order to complete the ATO submission Accounts Payable Selection A checkbox has been added to the supplier maintenance screen to flag the reportable suppliers as "ATO Reportable". This checkbox will be used for data selection when reporting subcontractor payments to the ATO at end of the financial year. Zavanti ERP Frequently Asked Questions Reporting 51

60 You will need to upgrade to the version to access the checkbox and new suppliers reports. ATO Payments Report This report is available from the Accounts Payable module. 1. Select a menu path of Accounts Payable/Reports ATO Supplier Payments Report. The following dialogue box will be displayed: 2. You can elect to print a Detailed or Summary report or create the Electronic ATO format. Use the report radio button selections Detailed 52 Reporting Zavanti ERP Frequently Asked Questions

61 Summary Electronic ATO Form Detailed Report option This option is to be used to produce a detailed report of all Payment transactions detailed by supplier, that are to be included in the ATO statement. A filter has been provided to enable the user to select a specific period from and to range in order to reconcile the data A filter has also been provided to allow the user to select a specific or multiple suppliers to be included on the report Only suppliers that have been set to ATO Reportable as shown in Supplier maintenance will be able to be selected on this report. 1. In order to run the report, click the Preview or Print button. The following report will be displayed/printed accordingly: This report is NOT able to be submitted to the ATO. Please refer to ATO website on the required form for submission to the ATO Summary Report option This option is to be used to produce a Summary report of total Payment transactions by supplier, that is to be included in the ATO statement. Use this report to enable you to complete your ATO lodgement, for those users who cannot report online. If you report your taxable payments information to the ATO online or electronically, you do not need to complete this form. A filter has been provided to enable the user to select a specific period from and to range in order to reconcile the data. A filter has also been provided to allow the user to select a specific or multiple suppliers to be included on the report. Only suppliers that have been set to ATO Reportable as shown in Supplier maintenance will be Zavanti ERP Frequently Asked Questions Reporting 53

62 able to be selected on this report. 1. In order to run the report, click the Preview or Print button. The following report will be displayed/printed accordingly: This report is NOT able to be submitted to the ATO. The ATO will not accept reports printed from any software application. Please refer to ATO website on the required form for submission to the ATO The ATO summary report has the provision for the user to enter the TOTAL TAX WHERE ABN WAS NOT QUOTED. This report functionality is unable to provide this information as this is not identified within Zavanti at time of invoice processing. Users must complete this section of the submission form manually if required. Electronic ATO Form Generation This option is to be used in order to generate the necessary electronic Tax Payments annual report (TPAR) file for lodgement with the ATO. Please note that the ATO has very specific requirements for the data held within this file. Any errors or invalid data detected in the file by the ATO submission website will cause the entire file to be rejected. The following errors will cause the file to be rejected. ABN missing from Company record ABN missing from Supplier record Payee non individual name field must be completed when Payee surname or family name and Payee first given name fields are blank. For further information please review the ATO website. 54 Reporting Zavanti ERP Frequently Asked Questions

63 This information is maintained in Zavanti Company and Supplier record maintenance. Please ensure this data is complete for ALL suppliers to be reported, before processing the ATO Electronic file option A filter has been provided to enable the user to select a specific YEAR for the production of the Electronic file. This is ONLY allowed to be for one year A filter has also been provided to allow the user to select a specific or multiple suppliers to be included on the report Only suppliers that have been set to ATO Reportable as shown in Supplier maintenance will be able to be selected on this report. 1. Enter a reference in the field provided. This field cannot be left blank 2. Enter a contact in the field provided. This field cannot be left blank 3. Select the financial year using the drop down selection arrow in the field provided. 4. Select the location where the file is being saved. It is essential to note down where you are saving the file. The file created will be named TPAR. 5. Click on the Save button to create and save the file. 6. The following message is displayed if the file already exists and needs to be overwritten. 7. Once complete and saved the following message will appear Zavanti ERP Frequently Asked Questions Reporting 55

64 8. This file can now be lodged with the ATO. For information on the electronic lodgement of the Tax Payments annual report (TPAR) file please refer to the ATO website, or contact the ATO directly ATO Commentary What information is to be reported For each contractor, you need to report the following details each financial year: ABN, if known name address gross amount you paid for the financial year (this is the total paid including GST) total GST included in the gross amount you paid. The details you need to report will generally be contained in the invoices you receive from your contractors. Payments you do not report Payments for materials only - You are not required to report on payments where the invoices are for materials only, such as building supplies and materials. Unpaid invoices as at 30 June each year - Do not report any unpaid invoices as at 30 June each year. For example, if you receive an invoice in June 2012, but you do not pay that invoice until sometime in July 2012, you report that payment in the Taxable payments annual report. Pay as you go withholding payments - You do not report payments that are required to be reported in a Pay as you go (PAYG) withholding payment summary annual report or a Pay as you go (PAYG) withholding where ABN not quoted annual report. Clients subject to reporting obligation Businesses in the building and construction industry need to report the total payments they make to each contractor for building and construction services each year. From 1 July 2012 you need to report if all of the following apply: you are a business that is primarily in the building and construction industry you make payments to contractors for building and construction services you have an Australian business number (ABN). You are considered to be a business that is primarily in the building and construction industry if any of the following apply: in the current financial year, 50% or more of your business activity relates to building and construction services 56 Reporting Zavanti ERP Frequently Asked Questions

65 in the current financial year, 50% or more of your business income is derived from providing building and construction services in the financial year immediately before the current financial year, 50% or more of your business income was derived from providing building and construction services. What constitutes Building and Construction Services The following activities are considered by the ATO to be Building and Construction Services. Building and construction services include any of the activities listed below if they are performed on, or in relation to, any part of a building, structure, works, surface or sub-surface: Activity Alteration Assembly Construction Demolition Design Destruction Dismantling Erection Excavation Finishing Improvement Installation Maintenance Management of building and construction services Modification Organisation of building and construction services Removal Repair Site preparation For a list of occupations and work activities that qualify as building and construction services, see Appendix 1. For examples of what we consider to be buildings, structures, works, surfaces or sub-surfaces, see Appendix 2. Contractors who pay other contractors for building and construction services may also be required to report if they are carrying on a business that is primarily in the building and construction industry. A contractor can be an individual, partnership, company or trust. See Appendix 3 for ATO examples of entities in the Building and Construction industry i.e. entities subject to these reporting requirements. Which suppliers are subject to reporting. You are required to report the gross amount paid and GST paid to suppliers who are contractors in the Building and Construction industry. See above for definitions of reportable contractors. These suppliers need to be identified in the system. Zavanti ERP Frequently Asked Questions Reporting 57

66 Appendix 1: Examples of building and construction services Below is a list of occupations and work activities that satisfy the definition of building and construction services: Architectural work (including drafting and design) Asphalt and bitumen work Assembly, installation or erection of pre-fabricated houses Block laying Bricklaying Building of room components (for example, kitchens, bathroom components, laundry components, cupboards, etc) Cabinet making (including joinery and offsite fabrication for installation at a building site) Cable laying Communications construction Concreting (including formwork, pouring and finishing) Construction and sealing roads Construction management Decorating Demolition Distribution line construction Drainage work Dredging Earthworks Electrical machinery, heavy, installation (on-site assembly) Electrical work Electrical construction Elevator and escalator installation and work Engineering Equipment rental with operator (if there is no operator, it is just rental of a good and not a building and construction activity) Erection of frames Erection of scaffolding Excavation and grading Fencing Finishing Flood control system construction Flooring (for example, tiling, laying carpet, laying linoleum, timber flooring, floating floors, resilient flooring, slate tiles, etc) Foundation work Gas plumbing 58 Reporting Zavanti ERP Frequently Asked Questions

67 Glass and glazing work Hanging or installing doors Installation of fittings Installation of hard-wired alarm systems (security, fire, smoke, etc) Installation of hot water systems Installation of pre-fabricated components (for example, kitchens, bathroom components, laundry components, cupboards, etc) Installation of pre-fabricated temperature controlled structures Installation of septic tanks Installation of solar devices (for example, hot water or electricity connections) Installation of tanks Installation of window frames Installation of windows Installation or work on devices for heating and cooling Insulation work (walls, roofs, windows, etc) Internet infrastructure construction Irrigation system construction Land clearing Landscaping construction (including paving and design) Levelling sites Painting (internal and external surfaces, including roofs) Pile driving Pipeline construction Plastering (or other wall and ceiling construction) Plumbing work Preparation of site Project management Rendering (or other internal or external surface finishes) Retaining wall construction River work construction Roofing and guttering Sewage or stormwater drainage system construction Stonework Surveying Swimming pool installation Swimming pool, below ground concrete or fibreglass, construction Tiling (walls etc) Timber work Wallpapering Zavanti ERP Frequently Asked Questions Reporting 59

68 Waterproofing interior and exterior surfaces Weatherboarding Appendix 2: Examples of buildings, structures, works, surfaces or sub-surfaces Below is a list of what the ATO consider to be buildings, structures, works, surfaces or sub-surfaces: Aerodrome runways Apartments Breakwaters Bridges Canals Commercial buildings Communications, internet and electrical infrastructure Dams Duplex houses Electricity power plants Elevated highway Flats Footpath, kerb and guttering Furnaces Garages Golf courses Harbour works High-rise flats Highways Housing buildings (including pre-fabricated housing) Industrial buildings Jetties Lakes Mine sites Office buildings Oil refineries Parking lots Pipelines Power plants Railways Roads Semi-detached houses Sewage storage and treatment plants 60 Reporting Zavanti ERP Frequently Asked Questions

69 Sheds Sports fields Streets Television or radio transmission towers Tunnels Water tanks Waterworks Appendix 3 ATO Examples of reportable entities Example 1: Business primarily in the building and construction industry J and L Builders earns all of its income from building commercial properties for its clients. As 50% or more of J and L Builders' income is from providing building and construction services it is primarily in the building and construction industry. J and L Builders will be required to report payments it makes to contractors for providing building and construction services. Example 2: All business activity in building and construction ABC, a property developer, has purchased a block of land in the Melbourne city precinct and intends to build apartments. ABC has created a separate entity, Upmarket Apartments Pty Ltd, to manage the project and construction of the apartments. Upmarket Apartments will be required to report payments it makes to contractors for providing building and construction services because 50% or more of its business activity will relate to building and construction services. Example 3: Not all income from building and construction Scott's Cabinet Makers Pty Ltd is a business that makes and installs custom-made kitchen cabinets, which is a type of activity that is a building and construction service. It also makes and sells ornamental wooden carvings. The table below shows the income Scott's Cabinet Makers earned from its different activities. Financial year Income from cabinet making carvings Year ended 30 June % 55% Year ended 30 June % 40% Year ended 30 June % 60% As Scott's Cabinet Makers earns 50% or more of its income from building and construction services in the financial year ending 30 June 2014, it will need to report on payments made to contractors in the financial year. Although it will not earn 50% or more of its income from building and construction services in the financial year, it will still need to report payments made to contractors in that year because of its income. Example 4: Retail business providing minor building and construction services Harry's Hardware is a business that sells building equipment to builders and homeowners. For an additional fee Harry's Hardware can arrange for the installation of certain products, such as a skylight. The store will not be required to report payments it makes to contractors who do the installation as its business is not primarily in the building and construction industry, but rather in the retail industry. It does not meet either the activity or income tests of being primarily in the building and construction industry. Example 5: Business with separate entity for building and construction services Zavanti ERP Frequently Asked Questions Reporting 61

70 Harry's Hardware sets up a separate business entity, Harry's Installation Services, to install the products it sells. Harry's Hardware will not have to report on payments made to contractors as it is not carrying on a business that is primarily in the building and construction industry. However, as all of the income for Harry's Installation Services is from the provision of building and construction services (installation of products), it will have to report payments it makes to contractors for such services. Example 6: Mining infrastructure Black Coal establishes a new mining facility that requires the construction of a range of infrastructure. Black Coal contracts Earl's Earthworks to carry out the work. Earl's Earthworks in turn sub-contracts the work. Black Coal will not be required to report payments it makes to Earl's Earthworks because all of its income is from coal mining. Earl's Earthworks, which is carrying on a business primarily in the building and construction industry, will need to report payments it makes to sub-contractors. Example 7: Equipment hire with or without an operator An equipment hire store provides plant and machinery for hire to the building and construction industry, for example, bobcats, scaffolding and tippers (commonly known as 'dry hire'). The store can also provide the equipment with an operator (commonly known as 'wet hire') for an additional fee. The operator is not an employee of the store but a contractor the store engages. The store will not be required to report payments it makes to the operator provided 50% or more of the equipment hire store's income or business activity relates to the 'dry hire' of the equipment, as this is not a building and construction service. A builder who hires a bobcat with a driver will have to report the payment it makes to the equipment hire store for providing a building and construction service. Wet hire is a building and construction service. Example 8: Contractor paying another contractor Rob's Installation Services (principal contractor) contracts Simon (first tier sub-contractor) to install products. Simon is not coping with the amount of work Rob's Installation Services is providing him and sub-contracts some of the work to Bill (second tier sub-contractor). Rob's Installation Services will need to report on the payments it makes to Simon. If Simon is carrying on a business that is primarily in the building and construction industry he will be required to report the payments he makes to Bill. 62 Reporting Zavanti ERP Frequently Asked Questions

71 Exporting Zavanti ERP reports to Excel The Zavanti ERP software has the capability to export many of its reports to TEXT file which then can be imported into Microsoft Excel, for further manipulation by its users. The following document contains step-by-step instructions for exporting any report and then converted into Microsoft Excel. This document provides instructions on how to bring in any Zavanti ERP Report into Microsoft Excel using the File button functionality. This method is applicable to any report with a File button, but for illustration purposes, we will be using the General Ledger Trial Balance as an example. Part A Saving the report as a TEXT File 1. Open the Report you would like to export into Excel. 2. Press the File button 3. The Print to File will open. Browse to where you would like to save the file. 4. Enter a file name 5. Ensure you select a Save as type of Rich Text Files Zavanti ERP Frequently Asked Questions Reporting 63

72 6. Ensure you enter a file name with an extension of.txt 7. Example: June2012.TXT if not saved as.txt you will not be able to open the file in Excel to edit 8. Press Save to save the file. Part B Opening the TXT File in Excel 1. Open a blank Microsoft Excel spreadsheet 2. Go to File > Open. 3. In the Files of Type field, select All Files or All Text Files. 4. Locate where you saved the text file, highlight it, and press Open. 5. The Text Import Wizard will open. Ensure Fixed Width is selected, and press Next. 6. You are now able to specify the width of each column. The aim here is to ensure each column in the report has its own column in this window, so the data is imported into the Excel spreadsheet cells correctly. Scroll down so that you can view your data. Double click to remove lines, click once to create new lines, and click and drag lines to reposition them. Note you can scroll up and down and left and right to view the data that will be imported. Once you are done, press Next. 64 Reporting Zavanti ERP Frequently Asked Questions

73 7. Select General for the data format, and press Finish. 8. Your data will now be imported into Microsoft Excel. 9. You will need to save the new file in excel format. Zavanti ERP Frequently Asked Questions Reporting 65

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75 How do I Add Customised Reports? One of the greatest benefits of the Zavanti ERP system is the ability to customise the software to suit the customer s specific needs. This capability extends to many reports throughout the software. Using a tool called the Gupta Report Builder, customers can modify the layout of the report and control which information is displayed. Alternatively, customers can submit requests to the Zavanti Support Department, who will then customise a report to the customers specification. This Frequently Asked Question (FAQ) explains how to add the new report to the software once the file has been created. For more information on creating a customised report, please contact the Zavanti Support Department at support@zavanti.com,. Adding a customised report 1. Save the file to the Zavanti ERP Application folder (L:\) 2. Open the software to the location of the report. For example, if it was an Aged Trial Balance from the Accounts Payable module, click on Reports > Aged Trial Balance. For this example an Accounts Receivable invoice has been modified. Click Transaction > Invoice within the Accounts Receivable module. 3. Locate the Report Layout field In some areas of the software the words Report Layout will be printed before the drop down box. In other areas, only the box will be visible. 4. Right click on the field, and select New 5. The User Defined Report Maintenance window will appear. Enter a description for the report e.g. Customised Invoice 6. Click on the arrow of the QRP Name drop down box, and locate the file that you saved to the Zavanti ERP Application folder (L:\) in step Press OK 8. Press Check 9. A message should appear advising that no changes were made. Press OK 10. Select the new report from the Report Layout drop down box Zavanti ERP Frequently Asked Questions Reporting 67

76 11. Print the report to see the new changes. 68 Reporting Zavanti ERP Frequently Asked Questions

77 How do I Copy GL financial reports to new companies The General Ledger has a variety of financial reports available for users, including the Profit & Loss and Balance Sheet reports. By default, these reports are not set up for new companies created within the database. Users have the option of creating reports from scratch, or copying reports from existing companies. This document guides users through the latter option of copying reports. 1. Open the General Ledger module (ensuring the company with the reports is the active company) 2. Click in the FRW button 3. Press Copy 4. Select the new company from the drop down box (company to be copied to) 5. Highlight the report to be copied 6. Press OK 7. The window will close, and the report will now be available for selection in the new company 8. Repeat steps 3 7 for all other applicable reports Zavanti ERP Frequently Asked Questions Reporting 69

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79 Job Performance Report - Using Forecast/Total Cost to Complete This FAQ addresses how to read the Job Performance Report for a Total Cost to Complete scenario as found predominately in the Commercial Building sector. Please note that this document follows the steps carried out in FAQ_ Forecasting_Total_cost_to_complete 1. Open Job Costing Module 2. Go to Job listings 3. Locate the job for which you want to run the report 4. Right click on the job and select Print 5. Select Job Performance Analysis Report 6. On Job Performance Analysis options window ensure you have selected the following Display Cost to Complete based on Commitments or Cost to Date as desired Display Overrun based on Forecasts The columns: Column Original Budget Description As the name suggests Variations Approved or Unapproved variations as selected in step 6 Total Budget Budget Committed (Order/Contract) Budget Committed (Other Budget Used) Budget Committed (Total Committed) Cost to Date (Invoiced With Commitments) Cost to Date (Other Budget Used) Costs to Date (Total Costs) Costs to Complete Future Forecast Overrun Underrun The sum of the Original Budget + Variations Purchase Orders and Contracts Raised Value for Job (inclusive figure from the Costs to Date Invoiced with Commitments) Vouchers, disbursements, timesheets and unlinked invoices entered against the job (inclusive of the Costs to Date Other Budget Used) The sum of the two former Budget Committed columns Order/Contract and Other Budget Used. Invoices that have been entered against the job that has links to a purchase order or contract (Budget Committed Order/Contract) Disbursements, timesheets and unlinked invoices entered against the job The sum of the previous Costs to Date (Invoiced with Commitments and Other Budget Used) Forecasted value less either the Budget Committed (Total Commitments) total or Total Costs to Date as selected on the report options window in step 6. Forecasted value for the cost centre as defined in the forecasting module as at expected end of project - total cost to complete (refer to the FAQ for Total Cost to Complete in Forecasting. Difference between Total Budget and Future Forecast where the forecast is more than the total budget Difference between Total Budget and Future Forecast where total budget is more than the future forecast. What is the Performance Analysis Report? Zavanti ERP Frequently Asked Questions Reporting 71

80 The following information is designed to allow the reader to understand the figures on the Job Costing report known as 'Performance Analysis/Cost to Complete Report'. Below is a sub heading showing the column heading and the explanation of the figures and any logic that pertains to the figures in this report. It does not include a description of common data such as Job Number, Site Code etc. Column ORIGINAL BUDGET VARIATIONS TOTAL BUDGET BUDGET USED COSTS TO DATE ORDERS ISSUED INVOICES WITHOUT ORDERS Description Shows the total of any Original Budget held against the Job that was entered either as a Budget via the Job Costing module, or created when an Estimate was copied to a job. If the user changes the Original Budget using the 'Budget Maintenance' function in Job Costing by entering a further Budget against a Cost Centre/Class, then the previous budgets are marked as 'Historical'. Only current original budgets will be shown in this column. (A, U, D) As the user creates Variations, they are required to enter a 'Cost Budget' for the variation. As the variation is saved then the budget for that variation will appear in this column. These budgets are distinguished from Original Budgets by the Variation Number allocated to the Budget Row. The letters A, U and D shown under the budget heading describes the style of Variation budget that is included in this column. For instance, an Approved Variation is shown as A, U for Unapproved and D for Discussion. By default, when you run this report (from either the Reports Menu or by Right Mouse Clicking on the Job) you get ALL Approved Variation Budgets. When you choose the report from the Reports Menu, you do have the option of choosing any combination of the three styles of variation. This is Original Budget + Variations When assigning an Estimate to a Job, the Budgets are created along with Purchase Orders. A figure is kept against each Purchase Order/Cost Centre that represents the amount of the Original Budget that the Purchase Order has used up. Therefore, when you first create Purchase Orders, you should print and Post them ALL, then the 'Budget Used' will be equal to the Original Budget. For example, you have issued all of your Purchase Orders and utilised your entire budget. It is important to note that a figure only appears in this column when the Purchase Order has been Printed and Posted. As it is unlikely that you will print and post all of your purchase orders immediately and that you may well issue some additional non estimated orders during the life of the Job, the Purchase Order function will request that you enter a value for Budget Used on any of these Non Estimated orders. The moment your Budget Used becomes greater than the Original Budget you will start to see the difference in the Overrun Column. The Budget Used column is to keep track of the value of the budgets that are being used up as you issue Purchase Orders showing you as soon as possible when an overrun has occurred. Costs are written to Jobs using Time Sheets, Disbursements and Accounts Payable Invoices. When you run the report it will pick up all of these costs to the date of the report and place them in this column. As a Purchase Order is Printed and Posted using the Job Purchase Order or the Standard Purchase Order functions of the Purchase Order module, then the value of that order/cost center appears in this column. An order can be cancelled using the Job Purchase Order window in which case it will no longer be added to this column. When an invoice is entered against a job, it can be linked to the original Purchase Order by selecting either the Cross Reference, Unique Purchase Order Number or by selecting the Job, Supplier and OSN. When an Invoice is entered in this way a relationship between the invoice and the purchase order is maintained. This enables this report to determine if an Invoice was entered that was not part of an original Purchase Order or one that was from an Order. This column prints the totals of these invoices/cost centres that were entered that were not linked to a Purchase Order. 72 Reporting Zavanti ERP Frequently Asked Questions

81 INVOICES WITH ORDERS COMMITTED COSTS COSTS TO COMPLETE FUTURE FORECAST If there is no Forecast Budget that has been entered by the user using the Budget Maintenance Feature of Job maintenance, then: If there is a Forecast Budget that has been entered by the user using the Budget Maintenance Feature of Job maintenance, then this figure is the value of the forecast budget that was entered. As explained above these are invoices that were linked to an Order. This column will be set to Orders Issued + Invoices Without Orders This is a calculated field and will change according to certain factors. By Default, this column will be set to Future Forecast - Costs To Date If the outcome of the calculation in item 1 is less then zero i.e. negative then the Costs to Complete will be set to Zero. This is a calculated field and will change according to certain factors. If the Total Budget is Greater than the Orders Issued then Future Forecast = Total Budget + Overrun Otherwise Future Forecast = Orders Issued If the Invoices Without Orders is Greater than Total Budget, then Future Forecast = Total Budget + Overrun If the Invoices Without Orders is Greater Zero, then: Future Forecast = Total Budget + Overrun If the Orders Issued is Greater than Budget Used, then Future Forecast = Total Budget + Overrun At the same time this occurs an '*' will be added to the report line to indicate that the figures in this column, Overrun, Under Run and Costs to Complete columns are all derived from figures entered by the user in the Future Forecast feature. The Future Forecast figure that is calculated by the above functions will be fed into, and used by, the calculations for the Costs to Complete column. The rules for Items 1,2,3 above are applied in the order Over Run/ Under Run These are a calculated field and will change according to certain factors and represents whether you are over or under your budget figures for the costs center. The following rules apply: If there is a Forecast Budget that was entered by the user, and this Forecast is Greater than the Total Budget, then: Over Run = The Forecast Budget less Total Budget Otherwise Over Run = 0 and Under Run = Total Budget Less the Forecast Budget If the Invoices Without Orders is Greater Than Total Budget AND there is no User entered Forecast Budget, then: Over Run = Invoices Without Orders + Orders Issued Total Budget If the Over Run is less than Zero then: Then the Over Run is set to Zero Otherwise If Invoices Without Orders is Greater Than Zero, then: Over Run = Invoices Without Orders + Orders Issued Total Budget If the Over Run is less than Zero, then: Then the Over Run is set to Zero If the Orders Issued is Greater than Budget Used, then: Over Run = Orders Issued - Budget Used + Invoices Without Orders Otherwise Under Run = Budget Used Orders Issued Additional processing is then done to check If the Invoices With Orders is greater than Order Issued, then: Over Run = Over Run + (Invoices With Orders Orders Issued) I.e. Item 1 rules are worked out and should Item 2 rules preside then they will be used in place of Item 1 s. In each case where an Under Run and Over Run is calculated, these figures are used in the calculation of Future Forecast described Zavanti ERP Frequently Asked Questions Reporting 73

82 they are given here. above. As explained in Future Forecast, when this report discovers that a Future Forecast Budget has been entered against a job and cost center then a '*' is printed on the end of that printed line to indicate that these rules are taking precedence. Also there is the ability to enter 'Budget Workings' against each job and cost center. These workings are used to describe why you would be changing a budget or entering a new forecast budget. If this report finds any entry in the budget workings table then a '*' will also be printed on the end of each printed row to indicate 74 Reporting Zavanti ERP Frequently Asked Questions

83 What is the Stock Reorder Report? This information is designed to help you understand the figures on the Reorder report known as the 'Stock Re-Order Report'. Below is a sub heading showing the column heading and the explanation of the figures and any logic that pertains to the figures in this article. It does not include a description of common data such as Period, Location, Group, Item Type etc. and the selection of these options in order to filter data from this article. Field LAST COST PRICE TOTAL STOCK ON HAND S/ORDER S/BORDER DELIVERED MANUFACT P/ORDER P/BORDER NETT STOCK MIN STOCK MAX STOCK NORMAL ORDER SUGG. REORDER Description The Last Cost Price is the 'each' price as maintained for the item. The Last Cost Price is determined from the price value entered when the stock is landed using the 'Land Stock' facility. The 'Total Stock on Hand' figure is the current closing balance for the item for the selected period, which is determined from both the opening balance for the period and the given movement for the period. This quantity is shown on the 'Movement Tab' on the item details window. This figure represents the quantity of stock that has been ordered using the Sales Order module the selected period. This quantity is shown on the 'Movement Tab' on the item details window. This figure represents the quantity of stock that has been back ordered for the selected period using the Sales Order module. A backorder is the quantity of the Sales Order that has been produced that puts the stock on hand level into a negative position. This quantity is shown on the 'Movement Tab' on the item details window. This figure represents the quantity of stock that has been delivered using the Sales Order module the selected period. A delivery of stock is the quantity of the Sales Order that has been delivered by maintaining the Sales Order details TAB window for a particular order. This quantity is shown on the Movement Tab on the item details window. This figure represents the quantity of the item that has been reserved for manufacture. For example, items that have been used in the 'Build Items' function to create a manufactured item. This figure represents the quantity of stock that has been ordered using the Purchase Order module the selected period. This quantity is shown on the Movement Tab on the item details window. This figure represents the quantity of stock that has been back ordered using the Purchase Order module the selected period. A backorder is the quantity of the Purchase Order that has been produced therefore putting stock on hand level into a negative position. This quantity is shown on the Movement Tab on the item details window. The Nett Stock Value represents the total quantity on Purchase order (see: P/Order) PLUS the total quantity on Purchase Order Back order (see: P/BOrder) 'Minimum Stock Value' as maintained for the inventory item in the Stock Levels section of the 'Items Detail' window. 'Maximum Stock Value' as maintained for the inventory item in the Stock Levels section of the Items Detail window. Reorder Stock Value as maintained for the inventory item in the Stock Levels section of the Items Detail window. It should represent the normal quantity in which the stock is ordered. The suggested reorder is calculated based on the above mentioned stock quantity levels as follows: If the Nett Stock is less than Min Stock Then the Suggested Reorder quantity = Normal Order X (Max Stock - Nett Stock) / Normal Order If the Suggested reorder calculated is less than (Max Stock - Nett Stock) Zavanti ERP Frequently Asked Questions Reporting 75

84 IGNORE NON STOCK ITEMS (Check Box) IGNORE ITEMS WHERE REORDER LEVEL IS ZERO (Check Box) IGNORE ITEMS WHERE CALCULATED RE-ORDER LEVEL IS ZERO (Check Box) Then we add the Normal Order to the Suggested reorder already calculated above If the Nett Stock is equal to or greater than Min Stock. Then the Suggested re-order is ZERO When checked this will ignore items flagged as 'Non-Stock' items from appearing on this report. The 'Non Stock' items flag is maintained in the item 'Maintenance' window. When checked this will ignore items where the Normal Order is zero and prevent them from appearing on the report. When checked this will ignore items where the Suggested Re-Order quantity calculated (above) is zero and prevent them from appearing on the report. 76 Reporting Zavanti ERP Frequently Asked Questions

85 How do I print a supplier transaction report? 1. In 'Accounts Payable', select Reports then 'Suppliers Transactions' 2. In this example, the 3 month period from March to June is selected. 3. All transaction types have been retained, however this can be altered as required. 4. Where the selection screen can offer a range i.e. 'Supplier', if you don t want 'All Suppliers' then simply uncheck 'All' and make your selection as required. 5. In this example, Architectural Services (ARCH) has been selected. Zavanti ERP Frequently Asked Questions Reporting 77

86 6. Always click on 'Preview' first to see if the report meets your requirements. 78 Reporting Zavanti ERP Frequently Asked Questions

87 How do I generate a Profit & Loss Report for Closed Financial Years? Zavanti ERP allows for three open financial years at any one time. Should a user wish to reprint a Profit and Loss for a closed financial year, they will need to print the report using the following steps instead of the standard profit & loss report method as the information will be based on GL Journals rather than current profit & loss figures. This guide has been created to step users through printing the Profit & Loss report for closed financial years. 1. In the General Ledger module, click on Reports > Profit and Loss 2. Tag the company the report is to be processed for by clicking in the box on the right hand side of the company name 3. The boxes in the top left hand corner will become enabled, click on the Src Cod button 4. Click the Set All button 5. Scroll down and find the line with a Source Code of CLSYR and untag it 6. Press OK to save the selection 7. In the Values to Use area select the GL Journals option 8. Ensure the rest of the information is correct e.g. period ranges, consolidation options 9. Print the report Zavanti ERP Frequently Asked Questions Reporting 79

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89 What can I do if I am Unable to open a report template? Check if the report is a user report. If so, make sure it is located in the ERP folder. If not, complete the steps in section 4.1 of the Install Guide to transfer the user reports over. If the reports have been copied over, you may need to adjust your settings in the Systems Maintenance module. Log into the module, then click on Sys Integrity. Ensure the Default Report Templates folder and Default Applications folder both point to the Zavanti ERP Application folder (L:/). Zavanti ERP Frequently Asked Questions Reporting 81

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91 How do I Repair a report file? Zavanti provides a set of standard reports with the software package. When upgrading to the latest version the reports are updated at the same time. To update the reports, the system uses the modification date of the file. If the modification date is not the same as the standard reports (i.e. someone has modified the file) the report will not upgrade, and the user will encounter an error similar to the following: It is highly recommended that a System Administrator performs this operation. 1. Take a note of the filename that appears in the error message. In the screenshot above, the filename was PORDER.qrp 2. Delete the file in step 1 from the Zavanti ERP Application folder (L:\) 3. Go to Control Panel > Add/Remove Programs In some versions of windows this may be titled Programs and Features 4. Find Zavanti Software in the list Click on Support Information to check the version of the software. In some versions of windows, you may need to add the Version column to the details view. 5. Click Change 6. The Installation will load. Select Repair 7. Press Next 8. The installation will now validate the standard files that are there, and replace any that are missing. It will reinsert the deleted file removed in step Click Finish 10. By default, Systems Maintenance will load. Close the module. 11. The updated reports will have been installed in the Zavanti ERP Application folder successfully. Zavanti ERP Frequently Asked Questions Reporting 83

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93 What do I when I get Report Error Client Application did not pass the correct input variable? When producing reports, the software passes data to the reports in the form of input variables. When the software is trying to pass the information and the report isn t set up to receive that input variable, the user will encounter the following error: It s possible to update the report from within the Zavanti ERP software to ensure the report receives all information sent from the software. Updating the input variables on a report 1. Locate the Report Layout box on the window for the appropriate report. For example, for a Goods and Services invoice, the Report Layout box is located in the top right hand corner: 2. Right click on the box, and select Check Input Items 3. Press Check 4. A message will appear advising of the input item to be added. Press All. 5. A confirmation message will appear. Press OK. 6. The transaction/report window will appear; the report should print successfully now. Zavanti ERP Frequently Asked Questions Reporting 85

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95 Quick tips Quick tips Extract to excel Using Winzip Zavanti ERP Frequently Asked Questions Quick tips 87

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97 Optimising Performance Optimising your SQLBase settings can significantly increase the performance of SQLBase and Zavanti ERP. One of these settings that can be optimised is the INMESSAGE setting inmessage The input message buffer holds the data coming back from the server. There is one input message buffer per client connection handle. The default size is 2000 bytes. Despite the inmessage value, SQLBase dynamically allocates more space when necessary as it will automatically size to hold at least one row. When fetching data, as many rows as possible are stored into one input message buffer. Each fetch command reads the next row from the input message buffer until the end of the message buffer is reached. A large input message buffer can improve performance because it reduces the number of messages between the client and server. However, it can consume lots of memory. In some cases, it may be wise to size the message buffer and network data packet size to match. To optimise your inmessage setting you will need to do the following 1. Edit the SQL.INI file found in your SQLBase installation folder on your server (usually c:\gupta) 2. Locate the section in this file that has the following label - [win32client] 3. Under that section enter the following inmesage line (if it doesn t already exist) 4. Example: 5. [win32client] 6. clientruntimedir="c:\gupta" 7. inmessage = (recommended for servers with >2gb RAM) 8. Save your changes 9. Restart your SQLBase server for changes to take affect The above recommended changes should be carried out by your systems engineer, or a Zavanti consultant. Zavanti ERP Frequently Asked Questions Quick tips 89

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99 How do I Export to Excel? Zavanti ERP now provides many more options when Exporting Table-Window data to Excel. 1. Every table that can have rows exported to Excel, or copied to the clipboard, now displays an icon in the top left hand corner of the table. 2. The icon displays a tooltip when your mouse is hovered over it. 3. Left or right click the icon, to give menu options. 4. If any rows are highlighted prior to clicking the icon, the Copy Rows menu will be enabled. If any columns are selectable, the Copy Columns menu will be highlighted. 5. Selecting Copy Rows menu will copy the selected rows to the clipboard. 6. Alternative to using the Copy Rows menu, using Shift-Ctrl-C will also copy the selected rows to the clipboard. 7. Selecting Export to Excel menu gives the following dialog allowing options for Export. 8. Alternative to using the Export to Excel menu, using Shift-Ctrl-X ( give the table focus first by selecting one or more rows ) will also give the following dialog allowing options for Export Export to Excel options dialog 1. Using either the table-window icon, or Shift-Ctrl-X ( give the table focus first by selecting one or more rows ) gives the following options: Zavanti ERP Frequently Asked Questions Quick tips 91

100 Field Language Save As Template Sheet Name Start Cell New Instance Running Instance Rows to Export Columns to Export Export Description Display the Export progress in selected language. For future use. Automatically saves the excel file with the name specified. If the file already exists Excel asks if you want to over-write. The output is formatted using the specified excel template. Gives the next created sheet the specified name. e.g. TestSheet The exported data will start in the specified cell. E.g. B3 Starts a new instance of Excel for the export. Uses the currently running instance of Excel for the export. Exports all rows in the table or just the selected ones. If columns are selectable, these can be exported, otherwise all columns. Click to proceed with chosen options. 92 Quick tips Zavanti ERP Frequently Asked Questions

101 How do I Export to Excel? Zavanti ERP now provides many more options when Exporting Table-Window data to Excel. 9. Every table that can have rows exported to Excel, or copied to the clipboard, now displays an icon in the top left hand corner of the table. 1. The icon displays a tooltip when your mouse is hovered over it. 2. Left or right click the icon, to give menu options. 3. If any rows are highlighted prior to clicking the icon, the Copy Rows menu will be enabled. If any columns are selectable, the Copy Columns menu will be highlighted. 4. Selecting Copy Rows menu will copy the selected rows to the clipboard. 5. Alternative to using the Copy Rows menu, using Shift-Ctrl-C will also copy the selected rows to the clipboard. 6. Selecting Export to Excel menu gives the following dialog allowing options for Export. 7. Alternative to using the Export to Excel menu, using Shift-Ctrl-X ( give the table focus first by selecting one or more rows ) will also give the following dialog allowing options for Export Export to Excel options dialog 2. Using either the table-window icon, or Shift-Ctrl-X ( give the table focus first by selecting one or more rows ) gives the following options: Zavanti ERP Frequently Asked Questions Quick tips 93

102 Field Language Save As Template Sheet Name Start Cell New Instance Running Instance Rows to Export Columns to Export Export Description Display the Export progress in selected language. For future use. Automatically saves the excel file with the name specified. If the file already exists Excel asks if you want to over-write. The output is formatted using the specified excel template. Gives the next created sheet the specified name. e.g. TestSheet The exported data will start in the specified cell. E.g. B3 Starts a new instance of Excel for the export. Uses the currently running instance of Excel for the export. Exports all rows in the table or just the selected ones. If columns are selectable, these can be exported, otherwise all columns. Click to proceed with chosen options. 94 Quick tips Zavanti ERP Frequently Asked Questions

103 How Do I Use Winzip? WinZip is a file compression utility that is available from the Internet. The free version is called the 'evaluation' version. If you do not have WinZip on your PC go to: 1. Download WinZip Evaluation Version 2. You can print out a copy of installation instructions if required. Zipping files or folders 1. To compress files or folders from My Computer or Windows Explorer, simply right click on the files or folder and choose Send to > Compressed (zipped) Folder from the popup menu. 2. WinZip will compress the selected items to a 'Zip' file and it will now appear as a Zipped file. Zavanti ERP Frequently Asked Questions Quick tips 95

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105 Job Costing, Forecasting & Development Ledger Topics How do I Copy estimate templates from one company to another Creating forecasts Using Forecasting Module for Total Costs to Complete? Using single cost at completion for forecasts Budget checking authority process Task management insert multiple tasks Updating cash paid on invoices Raising a nil invoice Changing print layout for purchase orders Using contract management merge fields to create documents Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 97

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107 How do I Copy estimate templates from one company to another Zavanti ERP allows users to set up standard estimates, commonly referred to as templates. These estimates are used to create new estimates (via the copy function) to cut down on time spent entering estimates. A great example is for residential builders with standard kit homes with common materials. Zavanti ERP also allows you to copy estimates from one company in the database to another, by exporting the estimate and importing it into another. Following are step-by-step instructions for this process. Before you begin: Any items, components or cost centres used in the Estimate must exist for both companies, with the same codes (otherwise these lines will not be copied into the new estimate). 1. Open the Estimating module 2. Select Utilities > Export an Estimate 3. From the Company field, select the company you would like to export the estimate from. The current company will be selected by default. 4. Select the Estimate from the Estimate drop down box 5. Click the File button. 6. Browse to a suitable location where you would like to save the exported file. 7. Type a name for the exported file in the File Name field, and press Save. 8. If you would like to copy all Cost Centres, ensure the All has a tick next to it. To individually select the cost centres to be copied, press Select, highlight all appropriate Cost Centres and press OK. 9. Press OK to begin exporting the estimate. 10. Once the export is complete, a message will appear advising you what has been successfully exported. Press OK to this message. 11. Log into the Estimating module for the new company you would like to copy the estimate to. 12. You must first create a blank estimate for the details to be imported to. Press the New button in the main screen of Estimating. 13. Enter an Estimate Name and press Save. 14. Press the OK button to finalise the new estimate. 15. Select Utilities > Import an Estimate 16. From the Company box, select the company you would like to export the estimate into. The current company will be selected by default. 17. Select your new blank estimate from the Estimate drop down box. 18. Click on Get File 19. Browse to where you saved the exported estimate in step 6, highlight the estimate and press Open. 20. If you would only like to import selected cost centres, press the Select button and chose the specific information required. Otherwise, ensure there is a tick next to All to copy all cost centres. 21. Press OK to begin the importing process. 22. Once complete, a message will appear advising the estimate has been imported successfully. Press OK to this message. 23. Close the Estimate Import window. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 99

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109 How do I Create a Forecast? The Forecasting module provides powerful forecasting capabilities of the software, and with the strength of the Power Writer module, allows users to see projected costs up to 10 years into the future on month-by-month reports. The following document is a simple guide on understanding the Forecasting module, and how to create new forecasts. 1. Open the Forecasting module. 2. A list of all the jobs will appear. To view only jobs with previous forecasts against them, select View > Jobs with forecasts only (this will put a tick next to this selection). To change the view back to all jobs, select View > Jobs with forecasts only (this will remove the tick from this selection). 3. Highlight one of the jobs and press Forecast. 4. Check the Last Actual Date and Last Forecast Date and press Refresh. Please note the Last Forecast Date will need to be after the Last Actual Date. By default, the Last Actual date will be one month past the Current Period (as set in the Systems Maintenance module) and the Last Forecast Date will be the last period set up in the Systems Maintenance module. 5. All lines will appear in red if the current budget has not yet been forecasted. The amount remaining to be forecasted will appear in the expired column. The Forecasting module has the capability to set a Scroll Region by selecting View > Scroll Region. A scroll region determines which columns are locked into place on the window, and which ones can be scrolled left to right. If you are having difficulties viewing some of the columns, check the scroll region to see which columns you have locked in place (a tick will appear next to the last column locked). 6. To maintain the forecast for one of the lines, highlight the line and press Act. Fore. 7. To enter the forecasted costs for one of the particular items, press Spread. 8. Enter the starting month for the budget, the amount per interval, the number intervals, and the type of interval. E.g. for an item with a cost of $1500 a month starting in February 2012 and occurring until July 2012, the starting month would be February 2012, the amount would be $1500 with 6 period intervals set to monthly. 9. Press OK to save your changes. 10. It is possible to update one of the lines in the Forecast by clicking directly into one of the columns for the line, and typing in the new information. 11. Press OK to the item to update the changes. 12. To enter a forecast matching the original budget (i.e. all expired amounts will be forecasted) into the next period after the current period, select Bal. all. 13. A message will appear advising that you are about to Auto Balance all expired amounts for the job. To proceed, press Yes. 14. All expired amounts will be used, and all lines for the forecast will turn black. 15. Press Save to accept the changes, and close the forecasting module. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 101

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111 How do I Use Forecasting Module for Total Costs to Complete? The following describes how to use the functionality in the Forecasting module to facilitate the Total Cost to Complete scenario, as used predominately by Commercial Builders, resulting in the Job Performance Analysis report. Note the user requires prior knowledge of the Job Costing module, and functionality surrounding the setting up of a job. Should you require assistance, please contact your training representative. 1. Open the Job Costing module 2. Create a Job 3. Create a Job Budget (original) 4. Save the job, and exit the Job Costing module. 5. Open the Forecasting Module 6. Find and highlight the Job code for the job created in step 2 7. Press New 8. On the Forecast window In field Forecast, type in an appropriate name Tick Current check box Set Last Actual to expected end of job. This is to ensure that the forecasted total cost to complete value does not expire throughout the life of the project. Set Last Forecast to any period after step Click Refresh 9. Press Bal. All and select Yes to the prompt 10. Use the forecast window to expand / collapse trades to locate each cost centre you wish to adjust the total cost to complete forecast figure. 11. Once the cost centre has been found, double click to bring up the Maintaining Forecast window 12. In the Forecast section of the window, note the date of the forecast, change remarks and value. The Date should be set near expected end of project Change Remarks can be clicked into and any notes made (ie. April12 Forecast) Value should be the expected Total Cost to Complete value. 13. Repeat from step 10 until all cost centres desired to be forecasted has been complete. 14. Save the forecast and exit the Forecasting module. On the next update of the forecast, you can now use proper Last Actual and Last Forecast periods. Following is an explanation of the columns in the report. Column Original Budget Variations Description As the name suggests Approved or Unapproved variations Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 103

112 Total Budget Budget Committed (Order/Contract) Budget Committed (Other Budget Used) Budget Committed (Total Committed) Cost to Date (Invoiced With Commitments) Cost to Date (Other Budget Used) Costs to Date (Total Costs) Costs to Complete Future Forecast Overrun Underrun The sum of the Original Budget + Variations Purchase Orders and Contracts Raised Value for Job (inclusive figure from the Costs to Date Invoiced with Commitments) Vouchers, disbursements, timesheets and unlinked invoices entered against the job (inclusive of the Costs to Date Other Budget Used) The sum of the two former Budget Committed columns Order/Contract and Other Budget Used. Invoices that have been entered against the job that has links to a purchase order or contract (Budget Committed Order/Contract) Disbursements, timesheets and unlinked invoices entered against the job The sum of the previous Costs to Date (Invoiced with Commitments and Other Budget Used) Forecasted value less either the Budget Committed (Total Commitments) total or Total Costs to Date as selected on the report options window. Forecasted value for the cost centre as defined in the forecasting module as at expected end of project - total cost to complete (refer to the FAQ for Total Cost to Complete in Forecasting. Difference between Total Budget and Future Forecast where the forecast is more than the total budget Difference between Total Budget and Future Forecast where total budget is more than the future forecast. 104 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

113 How do I use a Single Cost at Completion for Forecasts? It is now possible to enter a single cost at completion to update project forecasts. 1. Job has been created and budget entered (via manual entry or estimating). 2. Go into Forecasting Module and highlight job 3. Click on FORECAST button to bring up the job forecast maintenance window 4. Select an Last Actual month that is as at the end of project (or beyond) 5. Click REFRESH button 6. Select into and provide the forecast a name in the Forecast box 7. Tick the CURRENT check box 8. Click the SPR. ALL button at top of forecast maintenance screen (and click on yes to confirm) Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 105

114 9. Once done, all Cost Centres will have a forecast date based on last actual period (end of project) and forecast value based on budget value. 10. Click SAVE button to save forecast as is. 11. Once saved, project managers will double click onto each Cost Centre as required and adjust the forecasted value to their expected cost at completion. 106 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

115 Sample data / screen... we have a Cost Centre for scaffolding which has a budget value of 14,500 but we re-project the cost at completion for scaffolding to be at 20,000 and have updated the forecast value accordingly. 12. Click OK to save this projection, and continue to do same to each of the other Cost Centres where required. At completion of adjusting each of the required Cost Centres, SAVE At prompt where Budget does not equal total, click YES to continue the save 13. Run forecasting as required to update the forecasted Cost at Completion value from step 4 (steps 1 to 3 are only required to be carried out once) 14. In Job Costing, now if you run the Job Performance Analysis Report (customised layout), you will find now that variance (over/under run) against each Cost Centre is now displayed along with a variance %. 15. In the sample report above, please note that the amount as entered in Forecasting for Cost at Completion (20,000) is now used to compare against total revised budget and variance and % also calculated accordingly. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 107

116 108 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

117 Budget Checking Authority Process Major enhancements and reworks have been introduced in the Job 'Authority level checking' process in relation to Budget checking and Variations. All users that apply this level of checking to their jobs should ensure they review the process flowcharts provided below. In brief, the following enhancements have been implemented: A 'Threshold' limit is able to be set per user per job (defaulting from the user s level). This new setting will exclude checking of any commitments (transactions) "equal to or below" the threshold limit set for the user A check box 'Authorised to Commit to Zero Budgets' has been implemented, that when left unchecked will prevent users from processing a commitment (transaction) where there is a zero current budget When a Variation is entered that 'increases' the budget no additional checking is done on the job. In previous versions, a variation may have been rejected if other Cost Centres for the job did not comply with the Authority level rules. Revenue Cost Centres are excluded from all budget checking and variation processing, and are not included in total Job budget used calculations. Variations processed that move budget from one Cost Centre to another, resulting in a zero total Variation, are now allowed as long as the reduction in budget does not fall below the commitments for a particular Cost Centre. No checking is done for the total job as in previous versions. The following flow chart and notes present the Budget Checking and Authority process within Zavanti ERP Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 109

118 Zavanti ERP Budget Checking and Authority Process Commitment is entered for a Cost Centre and Cost Centre type is checked Commitment types AP Invoices Voucher Purchase Order DL Disbursement Job Disbursement Timesheet Contract Payments Receipts/ settlement Adjustments Loop through EACH Cost Centre line in this Commitment Commitment is NOT allowed to be processed No Is the user assigned To the Job? User Authority Check that the user has Authority to Process a commitment to the selected Job by checking the Jobs assigned users list Yes Commitment line is allowed to be processed Yes Is Cost Centre excluded from Budget checking? Cost Centre Exclusion Check the Cost Centre exclusions settings for the users authority level. If cost centre is checked Exclude from commitment authority checking then allow commitment N o Revenue Cost Centres Commitment line is allowed to be processed Yes Is this a Revenue Cost Centre Type? Exclude Revenue Cost Centre types from Budget checking (see note 2) N o Zero Budget Commitment is NOT allowed to be processed YES Is the Cost Centre budget=0 and the user NOT allowed to Commit to Zero Budget Check the users Authority to commit to Zero Budget setting for the Job. If the this is set to N and the Budget is Zero then do not allow the commitment to be processed (See note 4) No Continued Next Page Continued Next Page 110 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

119 Commitment Value Commitment line is allowed to be processed Yes Is the Commitment < 0? If the value of the commitment, regardless of Cost Centre Type and transaction type, is LESS than Zero, then allow (see note 1) No Authority Threshold Commitment line is allowed to be processed Yes Is the Commitment Less than the users Authority Threshold? Check the users Authority Threshold for the Job. If the commitment is LESS than the Threshold then Allow the commitment to be processed No Overrun Calculation -Check the users $ over run limit on the Job Calculate the Total Job OVERRUN - Calculate the total JOB Budget EXCLUDING revenue cost centres and Cost Centres - Calculate the JOB total commitment EXCLUDING revenue cost centres and Excluded Cost centres - Calculate how much has been OVERRUN, for the Job i.e. If Commitment > Budget then this difference is added to Total overrun for the user. - Calculate the users Overrun Remaining Limit (See note 3) Commitment line is allowed to be processed Yes Is Commitment PLUS Total OVERRUN within users Overrun limit? END LOOP Commitment is allowed to be processed Yes Did all Commitment Did all Variation detail detail lines Lines pass checking? PASS checking? No Commitment is NOT allowed to be processed Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 111

120 Note 1. Check the commitment value and if the value is LESS than zero then allow the transaction. This will be applied on a LINE BY LINE basis on the commitment (eg. PO, Voucher etc) Note 2 Budget checking will be ignored for all Commitments processed to a Revenue Cost Centres Note 3 Check the remaining Budget for each Cost Centre. In the case where the Cost Centre commitment is higher than the remaining Budget, add the difference to the Total Job overrun amount. Check if the users allowed Job overrun is higher than the actual Total Job overrun figure and reject the entire commitment (e.g Voucher, PO etc) if the user has reached their Job Total Overrun allowance. Note 4 Check the users Authority to Commit to Zero Budget Authority setting for the Job. If the this is set to N and the current cost centre Budget for the current commitment line EQUALS Zero then do not allow the commitment to be processed. A message will be to the user stating that The Current Budget is Zero and this commitment is not allowed. This check is to be performed on a line by line basis on the particular commitment (e.g PO, Voucher etc) 112 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

121 How do I Insert Multiple Tasks in Task Management? Zavanti ERP Task Management process allows a user to INSERT multiple Tasks ( e.g. Delay Days), based on a Start and completion date, rather than individually. 1. When the user wishes to ADD a NEW Task (e.g. Delay Day) to the Job Task Work schedule they will click on the NEW Button. 2. Current functionality that INSERTS a new row into the table window has been replaced by a new dialog box shown here. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 113

122 3. User must then Select a TASK ID from the drop down list provided (same as Table window) Enter a Scheduled Start Date Enter a Scheduled Completion Date Enter Resources to be applied to each task (if required) Enter a Delay Type to be applied to each Task (if required) Enter Notes to be applied to each Task (if required) 4. Ensure that the Scheduled Completion Date is NOT LESS than Scheduled Start Date. Display a warning message and do not allow user to click OK. 5. When the user clicks OK to above screen Prompt the user with the message that currently appears When the user responds to above screen (or from previous dialog window) a new TASK is inserted for each of the DAYS within the date range selected from Scheduled Start Date to Scheduled Completion Date (inclusive). The functionality provided here will have the same effect as entering MULTIPLE TASKS one at a time. For example if we entered Task ID : RAIN DELAY Scheduled Start Date : 05/04/ Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

123 Scheduled Completion Date : 08/04/2011 The result would be 4 new Rain Delay Tasks entered into the JOB TASKS as shown. The system will automatically insert each line one at a time (behind the scenes) with attention given to the option selected to MOVE Subsequent TASKS Attention is also be given that if the user selects a data range that goes across NON WORKING DAYS as per the schedule, or the Calendar Non- Working days then these are to be ignored. For example if the user selects Task ID : RAIN DELAY Scheduled Start Date : 01/04/2011 Scheduled Completion Date : 30/04/2011 This above range is 30 DAYS. (Inclusive) However we would EXCLUDE Non working days from our scheduled working days. eg Sat and Sunday as shown. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 115

124 And Exclude NON-WORKING days from the Calender. The result would be that we enter only 19 DELAY DAYS, and not 30 as per the entered date ranges. 116 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

125 How do I update Cash Paid on Invoices? The CashPaidCBDissect.exe is a tool used to update the Cash Paid on Invoices Balances in the Cash Dissections table for the selected Job. Previously, the Job Status report was showing incorrect figures for cash paid on invoices; this has been fixed in Version 8. This document explains how to use the CashPaidCBDissect.exe tool to resolve this issue for all existing jobs. Do not proceed unless you have a current backup of your database, and all users are logged out of the software. 1. Ensure the file CashPaidCBDissect.exe has been saved in the Zavanti ERP Application folder (L:\). 2. Double click on the file to run the application. You will need your username and login details as per usual login for the Zavanti ERP software. 3. Select the appropriate Company from the drop down box. 4. Enter the login details and press OK. 5. Select the appropriate Job from the drop down list. 6. Click OK. 7. Once it has finished, a window will appear to advise you that the process has been completed. 8. Repeat the previous steps for all jobs. If a message appears to advise there is a conflict with another user, press No to continue logging in. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 117

126

127 How do I raise a Nil Invoice? It is important to make sure that before a job is marked as completed that ALL of the costs that have been written to that job (work in progress) are written off and moved to cost of sales. As it is probable that costs will come in after the final legitimate progress claim/invoice has been entered these costs will stay on the job unless you raise a Nil claim/invoice. 1. Open Job Costing 2. Choose the Invoice pushbutton from the main Job Costing window. 3. The Invoice Setup window will be displayed, you are required to fill in a batch description and to choose the Radio button Progress Claim. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 119

128 4. Click the OK to save your changes. 5. The Progress Claim Entry window will be displayed, you are required to select a Job and a Tax Code. 6. Click the Mark pushbutton. 7. The Mark Invoices window will now appear, you should check the value to write off. 120 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

129 8. Click OK to save your changes. 9. The Progress Claim Entry window where you are required to make sure that the Claim value is nil will be displayed. 10. Click on OK to save the changes and close the window. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 121

130 11. You will now be asked for another Job. Either choose the next job to do an invoice for or choose Cancel to close the Progress Claim window. Post Invoices 1. To post the invoices, select Transactions > Invoice or Progress Claim > Post and Print 122 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

131 2. The system will now display the Invoice Setup window. 3. Click OK to save your changes. 4. You will now be displayed the following message. 5. Click OK to finish posting invoices. 6. Close the Invoicing and Job Costing main windows. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 123

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133 How do I change the print layout for Purchase Orders? If you wish to use a customised Purchase Order layout, and the QRP filename is no longer the same as our default filename, you will need to do the following. 1. You should save your customised QRP file in 2 places. 2. Create a folder within the Zavanti Application folder (L:\) on your server called 'Customised QRP files'. Put a copy of your new customised file in here. This is a backup copy for you in the event of overwriting. 3. Also save your new QRP in the active Zavanti folder on the server where your application files are stored. 4. In the Purchase Order Module, go to the Menu > Maintenance > Purchase Order Defaults > Printing tab. 5. Use the drop down button on the layout column to select your customised filename. Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 125

134

135 What are contract management template merge fields? The merge fields available are found in the cm_mailmerge.csv file that is created as part of the registration process. This 'comma delimited' file has all the necessary 'Contract Management' details for the selected contract for you to maintain on your template. Any templates created must be linked to this file as specified in the 'Contract Management' default setting shown here: In order to set up your templates and link them to this merge file, you must firstly create this file, or copy it from the Zavanti Application folder, to the folder specified above. You can then use the 'Mail Merge' functions of MS Word or MS Excel to set up your documents using the merge fields on this file as shown below: Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 127

136 Merge Field JOB_CODE JOB_DESCRIPTION COUNTER CONTRACT_ID CONTRACT_NO CONTRACT_NAME SUBJECT VALUE CC RESPONSE_BY COMPANY COM_ADDRESS COM_STATE COM_POSTCODE COM_TOWN TO_COMPANY TO_NAME TO_ADDRESS1 TO_ADDRESS2 TO_ADDRESS3 TO_STATE TO_POSTCODE TO_FAX Description Job Code relating to the selected contract Job Name relating to the selected contract Template Counter Contract Identifier System Allocated Contract Number Contract Description Document Subject Value as entered CC list from those selected Response required by date Login Company code Login Company Address Login Company State Login Company Postcode Login Company Town To Company To Name To Address To Address To Address To State To Postcode To Fax Additional Contract Management mail merge fields added in version 10.0 Additional mail merge fields have been added to the Contract Management document registration functionality. The mail merge fields now include supplier, and client details, as well as subcontractor expiry dates and retention details. Template COUNTER Template Counter Contract Header CONTRACT_NAME CONTRACT_NO CONTRACT_ID Contract Title System Allocated Contract Number Contract Identifier Contract Details 128 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

137 CM_DATE CM_RETAIN_AMOUNT CM_RETAIN_MAX CM_DEFECT_PERIOD CM_DEFECT_END CM_LIQUIDATION_VALUE CM_VALUE TRADE_CODE_VALUE Contract Date Retention Amount Retention MAX Defect Liability Period Defect End Date Liquidated Damages Contract Value Trade Breakdown COMPANY COM_ADDRESS COM_STATE COM_POSTCODE COM_TOWN COM_ABN TO_NAME TO_ADDRESS1 TO_ADDRESS2 TO_ADDRESS3 TO_STATE TO_POSTCODE TO_FAX CC RESPONSE_BY SUBJECT JOB_CODE JOB_DESCRIPTION VALUE From Company Code From Company Address From Company State From Company Postcode From Company Town From Company ABN To Name To Address Ln1 To Address Ln2 To Address Ln3 To State To Postcode To Fax CC list from those selected Response required by date Document Subject Job Code Job Name relating to the selected contract Value as entered Client Details DR_CODE DR_NAME SITE_CODE SITE_NAME SITE_ADDRESS_1 SITE_ADDRESS_2 SITE_ADDRESS_3 SITE_ADDRESS_4 SITE_STATE SITE_ZIPCODE SITE_PHONE_HOME Client Code Client Name Site Code Site Name Site Address Ln1 Site Address Ln2 Site Address Ln3 Site Address Ln4 Site State Site Zipcode Site Phone (home) Zavanti ERP Frequently Asked Questions Job Costing, Forecasting & Development Ledger 129

138 SITE_PHONE_WORK SITE_FAX Site Phone (work) Site Phone (fax) Supplier/Subcontractor Details CR_TITLE CR_FIRST_NAME CR_LAST_NAME CR_TERM_CODE CR_CONTACT CR_PHONE_HOME CR_PHONE_WORK CR_FAX CR_MOBILE CR_ABN CR_SUB_WCCOMPANY CR_SUBEXPIRES CR_SUBPLCOMPANY CR_PLEXPIRES CR_LILICENCE CR_SUB_LIEXPIRES CR_BGAMOUNT CR_SUBBGEXPIRES CR_PICOMPANY CR_PIEXPIRES Title First Name Last Name Term Code Contact Phone (home) Phone (work) Phone (fax) Phone (mobile) ABN Workers Comp Company Workers Comp Expiry Public Liability Company Public Liability Expires License License Expires Bank Guarantee Amount Bank Guarantee Expires Prof. Indemnity Company Prof. Indemnity Expires A full list of mail merge fields can also be found in the 'sample' mail merge document in your Zavanti\ERP folder CM MAIL MERGE TEST.DOC 130 Job Costing, Forecasting & Development Ledger Zavanti ERP Frequently Asked Questions

139 General Ledger Topics Using standing journals Issues posting General Ledger Journals? Updating bank details to include APCA Completing a bank reconciliation Import/export chart of accounts Balancing sub-ledgers to the general ledger Stock transactions Zavanti ERP Frequently Asked Questions General Ledger 131

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141 How do I Create Standing or Recurring Journals? You can create recurring journals in the General Ledger module, these are called Standing Journals. You are able to customise everything from the frequency of the journal to the amount (whether a fixed cost or a variable figure). In establishing Standing Journals you can specify Type of journals o o Cash book payment or receipt General Journal You must specify when to run the journals, daily, monthly etc. You can specify when within a month to run the journals, eg, day 1, last day of month. You will be prompted to run the journals. Once run you can review the journals and make any necessary changes before committing the journals. Committing the journals will post them to the General Ledger. Creating Standing Journal Categories: 1. Log into the General Ledger module 2. Click on Maintenance > Standing Journals > Categories 3. Click on New 4. The following window will appear. The fields for this window are as follows: Field Code Name Transaction Type Calculation Type Explanation The unique code to describe the category A description of the specific category The Cashbook and General Ledger option will create entries in both the Bank Reconciliation and the General Ledger. The General Ledger Only option will create journals for the General Ledger only. The Variable option will prompt for a value to be entered each time the category is processed e.g. interest charges from a bank statement every month. Zavanti ERP Frequently Asked Questions General Ledger 133

142 Fixed is for a fixed value transaction e.g. monthly lease payments on a vehicle. Percentage will calculate the percentage of the closing balance value on the account at the time the journal is processed. 5. Fill out the Code and Name field 6. Select an option from both the Transaction Type and Calculation Type areas 7. Press OK to save the Category Creating Standing Journal Batches 1. Log into the General Ledger module 2. Click on Maintenance > Standing Journals > Batches 3. Click New 4. The following window will appear. The fields for this window are as follows: Field Explanation 134 General Ledger Zavanti ERP Frequently Asked Questions

143 Batch Code Name Timescale Period last run Period due on Run Until Reverse journals Journal Transactions A unique name to identify the batch A description of the batch The frequency the batch is to be run The period when the batch was last run The period the batch is next scheduled to be run The scheduled end date for the batch. By default, Forever is ticked. Unticking the box with reveal a period drop down, where users can select the end date for the batch. If the journals are to be automatically reversed. Ticking the Reverse Journals box will reveal two fields used to schedule the reverse journals. This area shows journals due to be run since the date the batch was last run. 5. Enter a Batch Code 6. Enter a Name for the Batch 7. Select the Timescale 8. Select a Period Last Run This is normally the period prior to the initial run of the batch. 9. Select the Run Until date 10. Press OK to save the batch Setting Rules for the Standing Journal Batch 1. With the Standing Journal Batches window open, highlight the batch and click Properties. 2. Press New. The following window will appear. Zavanti ERP Frequently Asked Questions General Ledger 135

144 1. Select a Category from the drop down box. The categories that appear here are the same ones that were set up in the first section of this manual. Note the Transaction and Calculation Type automatically appears based on the preferences when setting up the category. 2. Select the Bank Account 3. Select whether the transaction is a Receipt or Payment 4. Enter a description for the transaction 5. Select a Source Code It is preferential that you have a unique source code for Standing Journals so they can be selected by type for reporting on the General Ledger Listing. If a unique code does not exist, right click on the field and select New. Enter the details, and then press OK to save the code. It can be maintained later via the Maintenance window in General Ledger. 6. Once the details are complete, press the New button in the top left hand corner. The following window will appear. 136 General Ledger Zavanti ERP Frequently Asked Questions

145 7. Select the Account from the drop down list. If it is a payment (as selected in step 5) you will need to select an Expense account, if it is a receipt select a Revenue Account. 8. Enter a Description 9. If there is tax or GST applicable to this transaction then check the Tax Journal box and select a Tax code. 10. If this is a Fixed Value transaction, enter a fixed value in the appropriate Debit or Credit field. 11. If this is a Percentage of Closing Balance transaction, enter a value in the Percentage field. 12. The Development Ledger is only required if the Development Ledger module is integrated to the General Ledger. You can then select the appropriate Company/cost Centre/Estate/Stage etc so the Journal affects those items. 13. Press OK to save the Journal. The details will now be displayed in the Journals table at the bottom of the Standing Journals Batch Transactions window. 14. Press OK to save the batch until you return to the main window of the General Ledger module. When processing General Ledger only type Standing Journals the user is also given the option to reverse the journals. When using this option, both debit and credit journals are required; the user will just need to tick the Reverse Journals option, and select an appropriate timeframe for the reversal journal. Processing Standing Journal Batches 1. In the General Ledger module, select Transactions > Standing Journals > Run Batch 2. Any Batches that should be run will be displayed and have a tick in the Tag column. E.g. any batches that the due date has passed. 3. Batches that are available to be run will be displayed in a table at the bottom of the window. To run them, just tick the box in the Tag Column. E.g. any batches where the due date falls in the current period 4. To unselect a batch (so it can be run at a later date) click on the box in the Tag column to remove the tick. Zavanti ERP Frequently Asked Questions General Ledger 137

146 5. To view the journals before they are posted, click on the box View Created Journals Before Saving Them If the journal batch contained a category with a Variable calculation type, a prompt will appear for the value of the journal. 6. If the option was selected to view the journals, a list of the journals will appear. Press OK to continue processing the journals, or press Cancel to return to the Standing Journals Run Batch window. 7. A window will appear to confirm the creation of the journals. Press OK. 8. To amend the journals, go to Transactions > Standing Journals > Amend Batch Journals. 9. A list of the journals will appear. Select the Journal to be amended, and press Properties. 10. Make the appropriate amendment, then press OK. 11. Press OK to save the changes and close the batch. Committing Standing Journal Batches 1. In the General Ledger module, select Transactions > Standing Journals > Commit Batch Journals. 2. To print the Journal Listing, ensure there is a tick in the Print Journal Listing box. 3. Press OK. 4. Select the printer (if the option to print the Journal Listing was selected). 5. The Journals will now be available for posting via the normal General Ledger Journal posting process. 138 General Ledger Zavanti ERP Frequently Asked Questions

147 How do I Solve Issues posting General Ledger Journals? On occasion users may have problems posting the journals in the General Ledger module due to an invalid GL account or a journal imbalance. This FAQ aims to show users how to modify existing journals to fix any issues, therefore allowing the journals to post successfully. Viewing existing journals In the General Ledger module, click the Journal button 1. Ensure the appropriate Period has been selected 2. Under Transaction Type select Existing 3. Click the Journal button 4. All existing unposted journals for the period will appear. Zavanti ERP Frequently Asked Questions General Ledger 139

148 5. Locate the journal where the issue occurs (see section Finding errors with journals below for tips on how to locate journal errors) 6. Highlight the journal and press Properties 7. Press OK to the message 8. The details of the journal will appear in the top of the window 9. Update the information as required (either debit/credit figure, description or GL account) and press Accept 140 General Ledger Zavanti ERP Frequently Asked Questions

149 10. Once the journals have been updated press OK to save the changes 11. Try posting the journals again Finding errors with journals If there is a journal imbalance when trying to post the journals an error will appear Debits do not equal credits. The journals will need to be amended using the process above until the Balance figure (written in blue in the top right hand corner) shows That means there is no difference and the journals can be posted If there s an error when posting journals and an exception report prints out (Journal Update Exception Report) check the report. If it says no header it means the journal listed on the report is trying to post to an invalid GL account. Use the process listed above to reselect a valid GL account. To fix this issue for future journals update the selected GL account for the Distribution Code in the Accounts Payable module. If the Journal Update Exception Report lists a journal with the issue no balances please forward a copy of the report to the Zavanti support desk at support@zavanti.com. Zavanti ERP Frequently Asked Questions General Ledger 141

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151 How I Update banking details to include APCA number? You can process payment runs within Zavanti ERP and export a banking file (ABA file). This file can then be uploaded to online banking systems, reducing the need for double entry of payments and saving users countless hours of time. Some online banking systems require an APCA number, therefore users will need to update their bank account details within the ERP suite to ensure this number is included in the exported ABA file. This document covers the process of updating this number. 1. Open the General Ledger module 2. Click on Maintenance > Bank Accounts 3. Double click on the appropriate bank account 4. Enter your APCA number in the EFT User ID field 5. Press OK to save the changes 6. Your data will now be imported Zavanti ERP Frequently Asked Questions General Ledger 143

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153 How do I complete a Bank Reconciliation? The Bank Reconciliation (Bank Rec) feature allows you to match off your presented cheques and daily banking to your Bank Account Statement. By doing this, you are balancing your cash transactions within your accounting system. Because in most cases this is your only available checking mechanism to prove your cash items, we suggest you perform this at the time of receipt of your bank statement. For your reconciliation to be correct, the Statement Balance at the top of your screen and the Statement balance at the bottom of the screen should be equal. If they are not, you can process further transactions whilst in the Bank Reconciliation program to reconcile it correctly. 1. Open the General Ledger 2. Ensure you are using the correct Company 3. Ensure you have posted 'Daily Banking' using the 'Bank' button on the toolbar. This will post receipts to the 'General Ledger'. 4. Process all payments for the relevant period, and go to Transactions, Post General Ledger Journals for the required period. 5. Choose the Transaction menu, then Bank Reconciliation 6. Select the Company and Bank Account you wish to reconcile Zavanti ERP Frequently Asked Questions General Ledger 145

154 7. Enter the balance on the bottom of your bank statement 8. If the account is overdrawn, check the Overdrawn checkbox as necessary 9. Click Recncl and you are presented with the Bank Reconciliation Details dialog box 10. Enter an As At date, and click Refresh. The items that fit the date criteria will appear in the table 146 General Ledger Zavanti ERP Frequently Asked Questions

155 11. Select an item that appears on the Bank statement, and tick the Presented column. If you require more information on a particular item you can double click on it to view the details. Then you can complete an enquiry by clicking on the GL button 12. To enter in a payment or receipt, press the appropriate button at the top of the Bank Reconciliation window, and complete your transaction. 13. If you require further information about a cheque or receipt batch you can highlight the item and then choose the Preview push button. 14. Without any item highlighted if you want to look at your Bank Reconciliation before printing choose the Preview pushbutton and display the Bank Reconciliation report on screen. 15. Once you have ticked off all the items in the bank reconciliation, click OK 16. Press OK to the message, so that your bank balance is updated. 17. Click OK to the successful completion message, and print the Bank Reconciliation report. Zavanti ERP Frequently Asked Questions General Ledger 147

156 18. You can now close the Bank Account Selection dialog box Bank Reconciliation Report For your reconciliation to be complete you need to ensure that the two sections at the end of the 'Bank Reconciliation' report are both balancing and reporting 0.00 differences. Cashbook Statement Balances In this section you are looking to see 'Statement Balance' and 'Actual Statement Balance' agree. This means your 'Cashbook' and 'Bank Statement' agree. Where this occurs the difference will be Zero and the 0.00 will flash on the screen. The Cashbook / General Ledger Balances In this section the balancing starts with the Statement Balance from above and determines a Cashbook Balance. This is then balanced to the General Ledger accounts. You must achieve a Zero Cashbook General Ledger difference here. Where there is a Cashbook / General Ledger difference, look to suggestions in Appendix A to resolve imbalances. If you are updating during the month and balancing when the message appears 'Do you wish to update The Bank Balance?' select 'No' and the presented items will be saved and will appear on future printouts. 148 General Ledger Zavanti ERP Frequently Asked Questions

157 If the balances are not reconciled and you need to go back to the 'Cashbook' and process another transaction, then select 'Ok' to save your entries (as interim) and select 'Cancel' at the 'Printer Lookup' window to return later and complete the reconciliation. Completing the Bank Reconciliation If you balance and answer Yes to the message 'Do you wish to update The Bank Balance' all reconciled items will clear and the Bank Account Opening Balance will be rolled over. At month end this exercise should be progressed until the Bank Reconciliation is fully reconciled and the bank Reconciliation Report has been produced and checked. The Bank Account Statement Balance and the Bank Account Actual Statement Balance should agree. Also the Bank Account closing Cashbook Balance and the General Ledger Closing GL Balance should agree. Once complete & signed off return to the Bank Reconciliation screen, after you select Ok and answer Yes to the message 'Do you wish to update The Bank Balance'. When you answer Yes to the message 'Do you wish to update The Bank Balance' all reconciled items will be cleared and the 'Bank Account Opening Balance' will be rolled over. Zavanti ERP Frequently Asked Questions General Ledger 149

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159 How do I import/export a Chart of Accounts? 1. Go to the 'Utilities' menu of your General Ledger module and select the option 'Export Chart of Accounts'. 2. This is the screen you will have in display. Make sure the company is the one you want to export from. 3. In the right hand box you can select where the file you create will be saved. In the left box you name the file you are creating. Zavanti ERP Frequently Asked Questions General Ledger 151

160 4. In the bottom left hand corner, a tick box allows you to select individual accounts. Make sure you tick this box as shown. 5. This screen will then pop up. You will need to go through this list and untag the accounts you do not wish to export to the new company. 6. Once you have finished this process click on ok and the screen below will be displayed. 7. Now select the new company in the general ledger main screen in order to import the chart of accounts. 8. Select 'Utilities' from the menu bar, then import the special menu and select the import option as shown. 152 General Ledger Zavanti ERP Frequently Asked Questions

161 9. Click on the file button and find the file you have just saved eg export.coa 10. The file is now selected and will appear in the previous box named file. 11. Click on Ok and the system will now update your chart of accounts. Zavanti ERP Frequently Asked Questions General Ledger 153

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163 How do I balance Work in Progress with the General Ledger? The Job Costing Module exists as a Subsidiary Module of the General Ledger. To fully balance your system and guarantee that all components are in line it is important to cross check Control Accounts in the General Ledger with the balance of the sub ledgers. In the case of the Job Costing module, this is the 'Work in Progress' account(s). When you created a Job Type in the Job Costing Module, you would have assigned a 'Work in Progress' account to each Job Type. This account is your 'WIP Control' account. This process explains how you balance the WIP Control account in the General Ledger to the Job Cost balances. This should be done once a month as part of your end of month procedures. 1. Load up the General Ledger Module 2. To update a Journal choose the 'Post Jnl' push button from the main General Ledger window. 3. The system will now display the Post Journals Window where you are now required to specify the time period you wish to post. 4. Deselect the Check Box Consolidate Control Account Journals. 5. Click the Print Journal Update Report button to update the journal and press Post Zavanti ERP Frequently Asked Questions General Ledger 155

164 6. The System will now display the following Update Journal Window. Click on the cross to close down the Journal Update Window. 7. To create a System Trial Balance click on Reports in the drop down menu from the main General Ledger window and click on System Trial Balance. 156 General Ledger Zavanti ERP Frequently Asked Questions

165 8. The system will now display the System Trial Balance Window where you are now required to make certain selections. Complete the window Zavanti ERP Frequently Asked Questions General Ledger 157

166 9. Click the Print pushbutton to print the System Trial Balance. 10. Put this report to the side and note the value in the WIP control account, as this will need to balance with the next steps from Job Costing. 11. Load up the Job Costing Module 12. Select Reports > Job Balance Report > Summary Reports > Job Balance 158 General Ledger Zavanti ERP Frequently Asked Questions

167 13. You will now be displayed the Job Balance Report Window. Set Show Costs in the tick box. Complete the window. 14. Click the Print pushbutton to print the Job Balance Report. 15. The printed Job Balance Report will be as at the last day of a month in the period updated. The Grand Total on the bottom of the Job Balance Report must balance to the WIP control account on the System Trial Balance. 16. To create a Job Analysis Summary Report click on Reports in the drop down menu from the main Job Costing window. Go to Analysis Reports, then to Job, followed by Summary. 17. Reports > Analysis Reports > Jobs > Summary Zavanti ERP Frequently Asked Questions General Ledger 159

168 18. The system will now display the Job Analysis Window. 160 General Ledger Zavanti ERP Frequently Asked Questions

169 19. Click the Print pushbutton to print the Job Balance Report. 20. The Grand Total on the bottom of the Job Analysis Report must balance to the Work in Progress Account on the System Trial Balance Report and the Job Balance Report. Zavanti ERP Frequently Asked Questions General Ledger 161

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171 How do I balance sub-ledgers with the General Ledger? It is recommended that this task is undertaken for the software modules you have installed on a monthly basis, and where possible a hard printed copy of the balanced system kept for auditing and future reference purposes. The description below is designed for one company. If you have multiple companies, simply repeat the process. In addition to doing these tasks each month you can use the same rules to make sure that your systems are balanced when setting up the system for the first time. Cash Book By doing a monthly 'Bank Reconciliation', you will be able to use the very bottom of the 'Bank Reconciliation' report to determine whether each bank account is in balance with the 'control account' in the General Ledger. The bottom of the report shows the balances in both the cash book account and the associated general ledger account. 1. Post all your payments and receipts for the month. 2. Do a General Ledger Post Journals to update your trial balance. 3. Undertake a bank reconciliation and produce the report 4. Check the General Ledger balance section Accounts Payable By running off an Accounts Payable summary trial balance you will be able to check the total of monies outstanding to the Trade Creditors control account in the general ledger. The control account is defined in the Accounts Payable maintenance menu against the data element called Account Groups. Each supplier in the Accounts Payable module is linked to a single Account Group and thence a General Ledger Control account. 1. Enter all of your months transactions into the Accounts Payable Module and cash book as needed 2. Do a General Ledger Post Journals to update trial balance 3. Print an Accounts Payable trial balance (summary or detailed) 4. Print a General Ledger system trial balance 5. Compare the value at the bottom of the Accounts Payable Trial balance with the closing balance in the Trade Creditors (this may be called Accounts Payable) General Ledger account. Accounts Receivable By running off an Accounts Receivable summary trial balance you will be able to check the total of monies outstanding to the Trade Debtors control account in the General Ledger. The control account is defined in the Accounts Receivable maintenance menu against the data element called Account Groups. Each client in the Accounts Payable module is linked to a single Account Group and then a General Ledger Control account. 1. Enter all of your months transactions into the Accounts Receivable Module and cash book as needed. 2. Do a General Ledger Post Journals to update your trial balance. 3. Print an Accounts Receivable trial balance (summary or detailed). Zavanti ERP Frequently Asked Questions General Ledger 163

172 4. Print a General Ledger system trial balance 5. Compare the value at the bottom of the Accounts Payable Trial balance with the closing balance in the Trade Debtors (this may be called Accounts Receivable) General Ledger account. Development Ledger By comparing the sum total of all of your projects and stages in the Development Ledger with the total inventories (less costs recouped to cost of goods sold) in the general ledger you can confirm that your balance sheet in the General Ledger matches the total of your projects inventories. Your inventory account(s) are defined against the cost centres in the maintenance menu of the development ledger, each cost written against a cost centre uses the Debit account to create a debit against the correct General Ledger account(s). The Cost recouped accounts are held against a special Kfactor cost centre in the Development Ledger but then this special cost centre is linked to Stock and Improvement types in the Development Ledger. When a sale is made the stock/improvement type is read, the K-factor account read and then the necessary Debit and Credit accounts in the General Ledger derived. Because the Development Ledger works on a cost recouped basis at the point of processing the sale, and because we do not advise that you net off the value of your inventories in either module (we advise that all inventories show as a ever growing value for the life of the project and that the costs recouped to cost of sales are placed in a further costs recouped account ), you will need to know both your inventory account(s) and cost centres in the General Ledger and Development Ledger and your Cost Recouped account(s) and cost centres in the General Ledger and Development Ledger respectively. If you are unsure of this then please call Zavanti support for assistance. 1. Enter all your final transactions in the Development Ledger, Cash Book and other integrated ledgers. 2. Do a General Ledger Post Journals to update your trial balance. 3. Print a General Ledger system trial balance 4. Print a consolidated Trading Summary or consolidated performance analysis report from your Power writer for ALL Estates in your development ledger. 5. Compare the ( costs to date value of all of your estates less the costs recouped i.e. the balance of inventories, in the Development Ledger report) to the (Inventories Account less the Costs Recouped account in your General Ledger). Job Costing By comparing your current work in progress (WIP) in the job costing ledger with WIP control account in the general ledger you can confirm that your WIP in both systems agrees and thus the integrity of your balance sheet and job balances. Your work in progress control account is defined against Job Types in the maintenance menu of the Job Costing ledger, each job is associated with a single job type. More information can be found on this subject in detail in the Work In Progress an explanation white paper available from the support desk. 1. Enter all your final transactions in the Job Costing, Cash Book and other integrated Ledgers 2. Do a General Ledger Post Journals to update your trial balance 3. Print a General Ledger system trial balance 4. Run a Job balance report in the Job Costing making sure to just ask for Not Invoiced transactions (this shows only that WIP that has not been moved to Cost of sales) 5. Compare the bottom line balance of the job balance report with the WIP control account in the General Ledger. 164 General Ledger Zavanti ERP Frequently Asked Questions

173 Funding It is important to compare the balance of each facility in your funding module with the corresponding bank account in your cash book, this will enable you to prove the integrity of your funding facilities and in turn the cash book balance of your liabilities. When a facility is set-up you are requested to point it to a cashbook bank account, this bank account in turn points to its control account in the general ledger (see Cash book for balancing the cash book to the general ledger). 1. Post all your funding journals, transactions, draw downs approvals etc. 2. Update your Cash Book receipts (repayments) by doing a banking in the Cash Book. 3. Print a consolidated funding report from the Power Writer for each facility. You may need to do a consolidated report for those funds that service more than one development. 4. Compare the closing balance of the fund facility with the cash book cash balance in the cashbook (you can simply do an enquiry, bank account in the general ledger to get this number, or a bank reconciliation report if you require a hard copy). Inventory Control By comparing the value of your stock in the inventory module with the Stock on Hand account on your balance sheet you will be able to prove that the stock figures in your stock module are correct and then the value of stock in your balance sheet. The stock on hand account is defined in the inventory maintenance module against each Stock Group. Each stock item is defined in a single group. 1. Enter all your final transactions in the Inventory control module (stock take, transfers, landings), the purchase order, sales order and job costing stock movements if you have any. 2. Do a General Ledger Post Journals to update your trial balance. 3. Print a General Ledger system trial balance 4. Print a Stock Valuation listing in the inventory control module using the FIFO stock cost rules. 5. Compare the balance at the bottom of this report with the Stock On Hand control account in your General Ledger balance sheet. Fixed Asset Register You will need to compare the written down value of your assets in the fixed asset register with the value you are holding in your balance sheet in the General Ledger. This will enable you to ascertain that you have processed all your acquisitions, disposals, revaluations and depreciation correctly in both ledgers. Your asset control accounts are defined against each asset group on the maintenance menu of the Fixed Asset Register, each asset exists in a single asset group. 1. Enter all your final transactions in the fixed asset register including your depreciation. 2. Do a General Ledger Post Journals to update your trial balance. 3. Run the General Ledger reconciliation report in the Fixed Asset Register. 4. This report is designed to do the hard work for you and will show you any discrepancies. Zavanti ERP Frequently Asked Questions General Ledger 165

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175 Stock Transactions This document provides a summary of Stock transactions in the General Ledger and their Origin Land Stock - Inventory Module Effect on General Ledger Debit - Stock on Hand account (Default account in the Group GL Defaults) Credit - Receipted yet to be invoiced (Default account in the Group GL Defaults) Displays as LND in the Inventory module and ICLAND in the General Ledger Stock Purchase Order - Purchase Order Module Nil Effect on General Ledger Displays as POR in the Inventory module Receipt of Stock PO Effect on General Ledger Debit Stock on Hand account - (Default account in the Group GL Defaults) Credit Receipted yet to be invoiced - (Default account in the Group GL Defaults) Displays as POD in the Inventory module and has the same Reference number Displays as POINV in the General Ledger module Enter and Invoice against the Stock PO Credit Trade Creditors Account (Supplier Account Group) Debit Receipted yet to be invoiced (Default account in the Group GL Defaults) Debit GST Paid Account Displays as PINV in the Inventory module with a new Reference number Displays as POINV in the General Ledger module Sales Order for the Stock - Sales Order Module Nil Effect on General Ledger Displays as SOR in the Inventory module Deliver Stock Effect on General Ledger Debit Stock on Hand account - (Default account in the Group GL Defaults) Credit Cost of Sales account - (Default account in the Group GL Defaults) Displays as SOD in the Inventory module and has same reference as Sales Order Displays as SOINV in the General Ledger module Zavanti ERP Frequently Asked Questions General Ledger 167

176 Enter an Invoice against the Sales Order Effect on General Ledger Credit to Trade Debtors - Client Account Group default Debit to Sales - (Default account in the Group GL Defaults) Debit to GST Displays as SINV in the Inventory Module Displays as SOINV in the General Ledger with a new reference number Return of Stock by a Client Effect on the General Ledger Reversing the invoice Credit to Trade Debtors Debit to Sales Debit to GST Displays as SORET in the Inventory Module Displays as SORET in the General Ledger Reversing the Delivery Debit to Stock on Hand Credit to Cost of Sales Return of Stock to Supplier Displays as PORET in the Inventory Module Displays as PORET in the General Ledger module Reversing the Invoice Debit to Trade Creditors Credit to Stock Receipted yet to be invoiced Credit to GST Reversing the Delivery Debit Stock Receipted yet to be invoiced Credit Stock on Hand Stock Requisition to a Job Effect on the General Ledger Credit Stock on Hand - (Inventory Group General Ledger Defaults) Debit Work in Progress - or whichever account is linked to the WIP account on the Job Type defaults Displays as REQ in the Inventory Module Displays as STREQ in the General Ledger 168 General Ledger Zavanti ERP Frequently Asked Questions

177 When these costs are invoiced to the Client the costs are moved from the WIP to the Cost of Sale account on the Job Type defaults. Stocktake Effect on the General Ledger Debit Stock on Hand - (Inventory Group General Ledger defaults) Credit Stock Variances - (Inventory Group General Ledger defaults) o Displays as STK in the Inventory Module o Displays as ICSTK in the General Ledger module General Ledger transactions will only be created if there are the variations between the expected stock level and the counted and entered stock level. Zavanti ERP Frequently Asked Questions General Ledger 169

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179 Payroll Topics Zavanti ERP Frequently Asked Questions Payroll 171

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181 SuperStream Getting Started The SuperStream standard was introduced by the ATO on 1 July It requires all employers to make super contributions electronically. Zavanti provides a solution enabling you, in conjunction with a clearing house, to meet your SuperStream obligations by providing a new basis for sending linked data and super contribution payments. By utilising the Payroll Contributions Maintenance functionality in Zavanti you can maintain Employee Superannuation details and support the generation of the required reports and lodgement files to be SuperStream compliant. Zavanti Payroll Contributions Maintenance allows employers to maintain the necessary information for their employee s Employer Superannuation Guaranteed Contributions and any Voluntary Superannuation Contributions. This functionality also caters for the electronic lodgement of this data with nominated clearing houses for processing using a clearing house standard formatted CSV file. For more information and assistance on SuperStream obligations go to Key Dates 20+ Employees If you have 20 or more employees, SuperStream starts on 1 July 2014, but the ATO will provide flexibility for you on your start-up date, provided you are making a genuine attempt to implement and have a firm plan to do so no later than 30 June or less Employees If you have 19 or fewer employees, SuperStream applies from 1 July As with larger employers, the ATO will be flexible provided you have a plan in place by 30 June What you need to do You will need to perform the followings steps to get started as covered in this guide after upgrading to Zavanti ERP v The next section provides a checklist to assist in your implementation process. 1. Select a clearing house for payment processing, you may be eligible to use the Small Business Superannuation Clearing House. 2. Update Employee details in Zavanti ERP 3. Update Employee Standard Timesheets 4. Create new payroll categories Planning for SuperStream Implementation You should work through the following steps as part of your SuperStream implementation using Zavanti ERP v Timing is noted for guidance and will vary depending upon individual circumstances. Refer to Appendix 1 for full details on each of these steps. Also Appendix 2 provides a complete list of the required data you need to collect and which is now enabled by Zavanti ERP. Step Action Suggested timing Step 1 Select clearing house 120 days before target start date. Step 2 Set target start date 100 days before target start date. Step 3 Collect new information 95 days before target start date. Step 4 Update payroll records 90 days before target start date. Zavanti ERP Frequently Asked Questions Payroll 173

182 Step 5 Connect to clearing house 35 days before target start date. Step 6 Undertake trial 30 days before target start date. Step 7 First SuperStream contribution Target start date (day 1) Step 8 Refine process 15 or more days after target start date Payroll Contribution Maintenance Setting up the Employer Superannuation Guaranteed Contribution A Superannuation contribution is to be set up as the Employer Guarantee Contribution at the 9.50% which currently legislated by the Australian Government. Fig: 1 Payroll Contribution maintenance window In order to set up this type of Contribution, the Is Superannuation must be checked only as this will report as the Employer Guarantee Contribution, as shown in Fig: 1 Setting up a Voluntary Superannuation Contribution If required, a Voluntary Superannuation Contribution to report on additional employer contributions or employee salary sacrifice amounts above the government guarantee rate of 9.5% BEFORE TAX. 174 Payroll Zavanti ERP Frequently Asked Questions

183 Fig: 2 Payroll Contribution maintenance window showing Is RESC In order to set up this type of Contribution, the Is Superannuation and Is RESC must be in order to maintain and report on additional employer contributions or employee salary sacrifice amounts above the government guarantee rate of 9.5%. (as shown in Fig: 2) Contribution Maintenance Data entry Field Explanation Field Quick Client ID Super Account Name Fund Provider Name Fund Employer ID Fund Name Fund ID Explanation Employer ID as Registered. For Clients with a Multiple Employer Facility a unique identifier for the employer within the facility must be entered Superannuation Account Name Fund Provider Name (e.g. AustralianSuper) Employer ID given by Fund Fund Account Name (e.g. Flexifund) Identifier for Fund being Paid Zavanti ERP Frequently Asked Questions Payroll 175

184 Payroll Deduction Maintenance Setting up an Additional Superannuation Deduction The Deduction Maintenance can be used to report on any additional Superannuation amounts authorised by the employee to be paid to a fund on their behalf AFTER TAX. Fig: 3 Payroll Deduction maintenance window In order to set up this type of Deduction, the Is Superannuation must be checked in order to maintain and report on additional employer contributions or employee salary sacrifice amounts above the government guarantee rate of 9.5%. as shown in Fig: 3 Employee Standard Timesheet Maintenance Contributions Maintenance TAB The employee standard timesheet must be maintained in order set the Member Number and Member Name for each Superannuation Contribution. These details will be used by the payroll run create function where timesheets are generated from standard timesheet s. These standard timesheets details will need to be manually edited if the employee details change. The following Standard timesheet shows the Compulsory Employer 9.5% Contribution (see Setting up the Employer Superannuation Guaranteed Contribution) and the Employee Voluntary Superannuation Contribution (See Setting up a Voluntary Superannuation Contribution), with the Employees specific Member Number and Member Name. 176 Payroll Zavanti ERP Frequently Asked Questions

185 Fig 4 Standard Timesheet maintenance window Contributions TAB Deductions Maintenance TAB The employee standard timesheet must be maintained in order set the Member Number and Member Name for each Superannuation Deduction. These details will be used by the payroll run create function where timesheets are generated from standard timesheet s. These standard timesheets details will need to be manually edited if the employee details change. The following Standard timesheet shows the Additional Employer Superannuation deduction with the Employees specific Member Number and Member Name (See Setting up an Additional Superannuation Deduction) Zavanti ERP Frequently Asked Questions Payroll 177

186 Fig 5 Standard Timesheet maintenance window showing Deductions Processing a Pay Run It is now mandatory that only employees with the same pay period i.e. Weekly, Fortnightly or monthly are assigned to different pay areas, and will only be allowed to be processed if this is the case. For Example: Weekly Employees - Pay Area 1 Fortnightly Employees Pay Area 2 Monthly Employees - Pay Area 3 This functionality is required to determine the From and To pay periods for each Contribution being reported to the Superannuation Clearing House via the generated CSV file. This is also due to a requirement for the pay period to be shown on the Payslip. Creating a NEW Payroll batch NOTE Clients should be aware that manually adding Contribution lines during a Pay run, will not be counted into the SuperStream CSV report as these lines will not contain the Member ID and Member Name. In order to ensure that all information is part of the SuperStream CSV, please add these contribution items (including the Member ID and Member Name) into the Standard Timesheet for that employee. The following example shows a Payroll batch that has been set up for 1 employee as shown in the Standard Timesheet. (See Employee Standard Timesheet Maintenance). 178 Payroll Zavanti ERP Frequently Asked Questions

187 Finalising the Payroll Fig 6 - Payroll batch set up A new data field Contribution Due Date has been added to the Finalise Payslip tab. This will default to quarterly reporting date based on Government recommendations. This can however be manually changed if you wish to report monthly. Fig 7 - Finalising Pay Run showing Contribution due Date When the Payroll is processed, this Contribution Due date and From and To pay periods the date is shown on the Payslip. Zavanti ERP Frequently Asked Questions Payroll 179

188 Fig 8 - Payslip showing Superannuation Payment Due date and From and To pay periods. And also then maintained as part of the Contribution/Deduction detailed transaction tabs on the employee enquiry window. Fig 9 - Employee Contributions Transactions Enquiry showing Due Date 180 Payroll Zavanti ERP Frequently Asked Questions

189 Fig 10 - Employee Deductions Transactions Enquiry showing Due Date Creating the Contributions CSV file for lodgement to the Clearing House Utilities menu option To create the Contributions CSV file select the following option as shown from the Utilities menu. Fig 11 - Utilities > Create Super Contribution CSV file menu option 1. Create Super Contribution CSV File 2. Contribution CSV file creation parameters - the user is prompted to enter the parameters required in order to generate the formatted data file for nominated Clearing Houses for processing using a clearing house standard formatted CSV file. Zavanti ERP Frequently Asked Questions Payroll 181

190 Fig 12 - Contribution CSV file creation parameters window 3. The following fields are mandatory and must be entered in order to create the CSV file required for processing by the clearing house. Only the standard format file is able to be generated from this process File Reference - this is an internal unique reference to be entered File Date (Payment Date) Contribution Period Start Date Contribution Period End Date File - Select/Enter a folder location and name for your file Note: the file must have a.csv extension. 4. Create Contribution CSV file Once the parameters have been entered, click on the CSV button as shown to commence the creation of the file. Fig 13 - Contribution CSV file creation process 182 Payroll Zavanti ERP Frequently Asked Questions

191 Once complete, the Control Total and File Creation confirmation is now displayed. This Control Total is the value of the payment that will be processed to the Superannuation Clearing House. A message is also displayed in the Status bar showing the File created name and location. Note Please ensure that the user has the required windows security to be able to read/write to the selected destination file / folder selected. Sample Contribution CSV file The data Employer Superannuation Guarantee Contribution, Voluntary Contributions as well as the additional Deduction as previously shown in this document are shown in the sample CSV file below. Fig 14 - Sample Contribution CSV file Verifying the CSV data file data In order to verify the data on the CSV file (which can be edited using MS excel), an Employee transaction listing can be produced for the selected employee(s). 1. On the Payroll Main Menu select Reports > Employee Transactions Listing. Zavanti ERP Frequently Asked Questions Payroll 183

192 Fig 15 - Reports > Employee transaction Listing 2. The following selection options from the report screen should be selected in order to produce a valid report to reconcile back to the data on the CSV file generated. (See Sample Contribution CSV file) Fig 16 - Employee transaction listing selection window 3. Select the From and To Reporting to dates to match the CSV file generation. 4. Ensure Include Terminated Employees is checked. 5. Select All selection options for : Employees, Pay Areas, Jobs, 6. Uncheck Cost Centres. Work Types Allowances Fringe Benefits on the right side. 7. Select any Deductions and Contributions that are reportable. It is possible to have Contributions and Deductions that are not relevant to Superannuation. An example of this might be Salary Sacrifice for a Computer or Motor Vehicle. These of course are not reportable as superannuation contributions, hence the necessity to be careful on selection of relevant Contributions and Deductions. 184 Payroll Zavanti ERP Frequently Asked Questions

193 Fig 17 - Employee transaction Listing The Report Sum Total should match the CSV file total displayed. In this sample the total is $ which matches the CSV control total. (See Create Contribution CSV file) Important Information about CSV file lodgement When the CSV file is generated it will display and report ALL contributions for superannuation within the nominated From and To periods. If a user realises that a payroll run which should be included has not been processed, when the initial CSV file is recreated, the user must process that PayRun and reprocess the CSV file creation. Subsequent processing of the CSV file will included all contributions for superannuation within the nominated From and To periods. If an initial file has not been lodged then you only need to lodge the newly created CSV file. If you have already lodged the original file, then just edit the new CSV file (using MS Excel) and any records previously lodged. Appendix 1 Planning for SuperStream Implementation Step 1: Select clearing house Zavanti ERP v has been updated to be compliant with the new SuperStream provisions. However, Zavanti does not currently provide a clearing house solution for SuperStream payments and you will need to select a Provider for this service. Zavanti ERP Payroll has been updated to ensure you can provide the necessary information to your Provider electronically. Small Business Superannuation Clearing House If you have 19 or fewer employees, you may be eligible to use the Small Business Superannuation Clearing House (SBSCH). Zavanti ERP Frequently Asked Questions Payroll 185

194 This is a free online service that allows small employers to pay super contributions to a single destination in one simple electronic transaction. SBSCH will provide a SuperStream-compliant solution for employers no matter when they sign up. To register for the SBSCH, visit ato.gov.au/sbsch or call Even though you may have outsourced key activities, each employer still has the legal obligation to get contributions data and payments right. Check your contract terms and supplier s reputation to make sure you are satisfied with any outsourcing or service arrangements. Step 2: Set a target start date Employers with 20 or more employees The ATO advise that you should aim to make your first SuperStream contributions as soon as you reasonably can after 1 July By starting early, you will get the benefits earlier and avoid last-minute worries. By implementing the latest Zavanti release (V or higher) you will be on the first step to implementing SuperStream now. Once you have selected your clearing house you can contact your clearing house to work out a target start date that works for you. Your default super fund may also be a good source of advice. You will generally need at least three months before your target date to get ready however, this may be much less depending on the solution you choose. Remember: you need to implement SuperStream no later than 30 June The ATO will be checking after this date whether employers have implemented SuperStream. Small employers with 19 or fewer employees You must begin implementing SuperStream from 1 July 2015 onwards. The ATO will provide flexibility for you on your start date, provided you are doing your best to implement and have a firm plan to do so by 30 June If you or your solution provider are ready earlier, there is no need to wait and you can start at a time that suits you. Remember: you need to implement SuperStream no later than 30 June The ATO will be checking after this date whether employers have implemented SuperStream. Step 3: Collect new information There is a minimum set of data you need to collect for new and existing employees. You will be familiar with most of the information on the Contributions Data for SuperStream fact sheet, but there is some new information you must now include. New information required Fund s ABN Unique superannuation identifier (USI) Bank account details Electronic service address Employee tax file number (TFN) Fund type All funds APRA-regulated funds only SMSFs* SMSFs* All funds Note Clearing houses and default funds can provide this information on your behalf for APRAregulated fund contributions. A USI identifies the specific superannuation product for an employee contribution. It helps to ensure employee contributions arrive at the right destination. In the past, some funds have used a superannuation product identification number (SPIN). Under SuperStream, the fund trustee can choose to continue using a SPIN as their USI. 186 Payroll Zavanti ERP Frequently Asked Questions

195 Where to collect the information You can collect this new information from several sources, depending on which fund you are paying: 1. For existing employees where you are paying to your default APRA-regulated fund, all you will need is the fund s USI. Your default fund or your clearing house will provide you with this. Note The USI is the key to obtaining the bank account details and electronic service address for the contribution. 2. For existing employees, where you are paying to a choice APRA-regulated fund, all you will usually need is the fund s USI. To collect this, you should contact your clearing house, or check with the fund. You can look for this information on the fund s website, or if you still are unable to obtain the right information, you can try contacting the fund itself. o o For existing employees, where you are paying to a SMSF, your employees will supply the information specific to their fund. This includes the SMSF s bank account details and their electronic service address (in the form of an alias which is an easy-to-use name). For any new employees who select a choice fund, the new Standard Choice Form will contain the information you need for APRA-regulated funds, employees will provide a USI that you or your clearing house can use to obtain the required information for SMSFs, employees will provide the alias (electronic service address) and bank account details. From 1 July 2014, where an employee has provided their TFN, you must include it in their contribution record. This is required by law to prevent funds from losing employee contributions. The TFN makes it easier to match people with their super accounts. Step 4: Update your payroll records Once you've collected the new information, you ll need to update your payroll records. You could do this manually if the number of records is small, but you should add the information to a payroll system wherever possible. If your payroll software provider has not yet released a SuperStream-compliant version, you may need to check with them about which user-defined fields would best serve the function of temporarily holding this data and provide continuity with future upgrades. If you work with a clearing house, bureau or other external provider, you will need to arrange how and when this information is forwarded to them (or updated in their records). Because they are working on your behalf, the SuperStream standard does not prescribe how you send this information to them. You can send it in hard copy, via an electronic file or enter it directly to a system they provide. Step 5: Connect to your clearing house Depending on the solution you choose, you may need to arrange connections and security log-in credentials with your clearing house or default super fund. Some default super funds may offer an online application where you can upload files as an alternative to the SuperStream standard message format. If you choose to use this alternative channel, you must sign an agreement with that fund (typically an online acceptance clause on your first time through). Step 6: Undertake a trial We are working with payroll and other clearing houses to ensure their products are tested and certified to meet SuperStream's requirements. Zavanti ERP Frequently Asked Questions Payroll 187

196 Once this process is complete and your connection credentials are established, your clearing house may provide an opportunity to test your solution. You ll need to work with them on the details of any test and how you'll apply what you've learnt. Some clearing houses will do this on your behalf and, apart from providing source file information, you may not need to be involved. Step 7: Make your first SuperStream contribution If you have worked through all the steps of this checklist, you should now be ready to make your first SuperStream contribution. You should plan to have dedicated resources to support the first-time through experience and deal with any issues as soon as they arise. Good communication with your key clearing house and/or default super fund will be critical in ensuring this is a success. You should have a contingency plan in case there are problems with your first SuperStream contribution. This might be as simple as a fall back plan to manual processes (mail and cheque) or using an alternative electronic channel. If there are problems, ensure your super guarantee obligations are met, and then work with your solution provider to resolve the problems as quickly as possible. If you are processing contributions yourself, you need to include a unique payment reference number with each payment remembering that you need a payment for each fund or product you are sending contributions to. You will need to: 1. run a trial payroll balance for your contributions with a subtotal for each fund 2. process your payments and generate a unique reference number associated with each payment 3. copy these reference numbers and add them back into your contribution files before you send the files as data messages. This ensures your data and payments are linked and can always be reconciled by receiving funds. You will find more specific information about how to generate these reference numbers at SuperStream payment methods. If you have outsourced payments to a clearing house, your provider will generally only need a single payment from you and will generate the reference numbers and match the data and payments on your behalf. Step 8: Refine your process You should refine your SuperStream contributions process as it settles down and moves toward 'business-as-usual'. This may include correcting repeat sources of errors, or making changes to your practices based on your experience to get lasting improvements. As the SuperStream changes reach greater maturity over the first two to three years of implementation, you can expect to hear about new products, innovations and automation opportunities to achieve greater efficiencies in this process. Appendix 2 -Contribution data for SuperStream This is a summary of the data to be provided to a super fund when making contributions under the SuperStream standard on behalf of an employee. All items identified as mandatory must be provided to the super fund. Mandatory information that is not provided may lead to the super fund being unable to allocate the contribution to a fund member and may also lead to compliance action by the ATO. The detailed specification of this data is set out in the Contributions Message Implementation Guide (Schedule 4a) of the Superannuation Data and Payment Standard (2012). Summary of data provided to super funds using SuperStream. Employer details Status Comment 188 Payroll Zavanti ERP Frequently Asked Questions

197 Organisation name Australian business number (ABN) Contact details full name of contact address contact telephone number Mandatory Mandatory Mandatory Employer identifier Optional May include if provided by super fund Employer financial institution account details BSB number account number account name Mandatory Employee details Status Comment Tax file number (TFN) (*) Mandatory Mandatory if quoted by employee TFN not provided indicator Mandatory Only required in no TFN provided Employee name (*) family name given name/s Mandatory Sex (*) Mandatory Only required for member registration Date of birth (*) Residential address details (*) address Contact phone number (*) Superannuation fund details member client identifier Mandatory Mandatory Optional Mandatory Optional May include if provided by super fund Payroll number identifier Optional Only required in no TFN provided Employment information start date end date Optional *mandatory requirement to provide this data as stated in Superannuation Industry Supervision Regulation (7.07A and/or 7.07E) Superannuation contribution details Contribution pay period start Date end date Employer contributions superannuation guarantee amount award or productivity amount salary sacrificed amount voluntary amount Optional Status Mandatory Mandatory At least one contribution type must Comment Zavanti ERP Frequently Asked Questions Payroll 189

198 Personal contributions amount Spouse contributions amount Child contributions amount Other third party contributions amount be included. Optional Optional Optional Optional Superannuation fund details Australian business number (ABN) Unique superannuation identifier Super fund financial institution account details BSB number account number account name Payment method Date of payment Payment amount Status Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Comment Only required for APRA funds Payment reference number Mandatory Except where BPAY reference number used If payment is via BPAY: Customer reference number BPAY biller code Mandatory Additional Employee details Work details Annual salary for benefits Annual salary for contributions Annual salary for insurance Weekly hours worked Status Comment Occupation description Optional Mainly used in defined benefit and corporate schemes Insurance Insurance opt-out indicator Fund registration date Benefit category Employment status Optional Mainly used in defined benefit and corporate schemes Super fund membership Contributions commencement date Contributions cease date 190 Payroll Zavanti ERP Frequently Asked Questions

199 How do I Load the latest Income Tax Tables? Following is a step by step guidance on the loading of the latest tax tables. Once the tax tables have been loaded all payroll pay runs will use the new tax scales, regardless of the date selected in the initialisation screen. Do not follow these steps until all pay runs for the previous financial year have been finalised. 1. Open the Payroll module 2. Click on Utilities > Load Tax Tables. A window similar to the following will appear: 3. Ensure the correct tax year has been selected from the drop down box. If the year doesn t appear, download and install the tax tables following the instructions in the first section of this FAQ, before returning to this step. 4. Press Ok. A confirmation message similar to the following will appear: Zavanti ERP Frequently Asked Questions Payroll 191

200 5. Press Ok. The main window of Payroll will reappear. The new tax tables will have been successfully loaded, and pay runs for the next financial year can now be processed. Using the standalone exe to install the tax tables If you are on versions 9 or 10 of the software you may run the standalone exe to install the tax tables as per the instructions below. Once the tax tables have been loaded all payroll pay runs will use the new tax scales, regardless of the date selected in the initialisation screen. Do not follow these steps until all pay runs for the previous financial year have been finalised. 1. Download the Tax Tables from the Latest Releases Support page on 2. There are two files located within the download. Check which version of the software is currently installed, then extract the appropriate tax files executable file (as noted below) into the Zavanti ERP Application folder (L:\): 3. version 10.0 will need to extract the file TaxTable _V10.exe into the Zavanti ERP Application folder (L:\). 4. version 9.0 will need to extract the file TaxTable _V9.exe into the Zavanti ERP Application folder (L:\). 5. For assistance in extracting a file, please contact your network administrator. 6. Double click on the file to run it. A window similar to the following will appear: 192 Payroll Zavanti ERP Frequently Asked Questions

201 7. If an error appears about DLL files, please ensure the downloaded file has been extracted and that it appears directly in the Zavanti ERP Application folder (L:\) (not any subsequent child folders). 8. Click the button Load Tax Tables 9. When the button becomes grey and disabled, the process is complete. The window will appear similar to the following: 10. Complete the steps in the next section of this FAQ to finish the loading process in the Payroll module. Zavanti ERP Frequently Asked Questions Payroll 193

202

203 How do I print PAYG Summaries? Zavanti ERP software allows users to prepare PAYG summaries for their employees, as well as produce an electronic file to be sent to the Australian Tax Office by magnetic media (CD etc). The following document discusses the steps required It is now a requirement to include voluntary superannuation contributions on the PAYG summary. Users will find a section below that will explain how to make sure your software is set up to ensure the appropriate figure appears on the report. Printing the PAYG Summary 1. Open the Payroll module 2. Click on the Utilities menu and select Print PAYG Summaries 3. On the Plain Paper tab, enter the Date of the last pay run in the current financial period i.e. if the last pay run was on the 24th of June, select that date. If the next pay run finishes on the 1st of July that pay run will be included in the next financial year and should not be selected. 4. Select the correct financial year from the Year drop down 5. Enter the Authorised by Name into the field. This is the name of the manager who signs off on the PAYG Summaries (as the ATO allows for a name to be printed on the file as opposed for a signature). 6. Select the Employees that will require a PAYG Summary. 7. Select which Copies of the PAYG Summary are required. By default, the two copies for the employee are selected, however should you wish to retain your own copy you can select the Employer Records Copy. 8. To print a copy of the Notes discussing details of the PAYG Summary, tick the Print Notes option. 9. Press Print and select the appropriate printer. You can print to pdf and save the file, it is then possible to manually print each page to pdf and save as separate files for each employee. You will be able to these separate files. Voluntary Superannuation Contributions To process voluntary superannuation contributions, users would have set up a contribution separate from the general superannuation payment. This new contribution is then added on the appropriate employee s timesheet, and a regular contribution made accordingly. To reflect these voluntary superannuation contributions on the PAYG summary, users will need to update the setup of the contribution. There is a checkbox in the contribution maintenance window (Payroll > Maintenance > Contribution) called Is RESC (Reportable Employer Superannuation Contribution). Tick this window to include the Contribution on the PAYG Summary. Zavanti ERP Frequently Asked Questions Payroll 195

204 Creating the Magnetic Media file Using the Zavanti ERP software, it is possible to create a magnetic media file containing your PAYG Withholding annual report if you submit your report electronically. If you have multiple companies you will need to send multiple files to the ATO, and an additional form for the ATO is required to be filled out. It is recommended that when sending several EMPDUPE files (i.e. one for each company) that a folder is created for each company containing the EMPDUPE file for the relevant company. The forms required to submit the file electronically can be obtained from the Australian Tax Office website. 1. Open the Payroll module 2. From the Utilities menu select Print PAYG Summaries 3. Click on the Magnetic Media tab 4. Enter the Date of the last pay run in the current financial period. I.e. if the last pay run was on the 25th of June, select that date. If the next pay run finishes on the 2nd of July, that pay run is for the new financial year so it does not need to be selected. 5. Enter the Financial Year for the PAYG Summaries 6. Select the Type. The Test option allows you to test out the file before creating the final version (the production type). 7. Select which Employees need to be included in the file 8. Using the two windows at the bottom, browse to the location where you would like to Save the file. The drop down on the left allows you to select the drive letter, the window on the right displays the folders within the drive. 9. Click Save to save the file. 10. A message will appear telling you that the file has been saved. The file name is EMPDUPE. Click on OK to this message. 11. Click on the X to return to the main screen of Payroll. 12. Using windows explorer, find the file in the directory selected in step Depending on the media to be used, copy this file to the Magnetic Media. This may vary from using a CD burning program for CDs and DVDs, to using windows explorer to merely copy the file to a floppy disk. If you have any questions, please consult your System Administrator or Computer Technician 196 Payroll Zavanti ERP Frequently Asked Questions

205 How do I Create Payroll Pay Periods? The Payroll module requires periods to be set up for which the pay runs are processed under. This document guides users through the process to create new pay periods. 1. Open the Payroll module 2. Click on Maintenance and Pay Periods 3. Select your End of Pay Week Day from the drop down box (if not already selected0. 4. Enter the Period Start Date this should be the day after the last date in the box at the bottom. You may need to scroll down to find this information. 5. Press the Periods button 6. A message will appear asking you to confirm. Press Yes to this message. 7. Scroll down in the box at the bottom to check the dates have been added. If you are satisfied with the dates, press OK If the incorrect dates have been added, press Cancel and restart from Step 2. Zavanti ERP Frequently Asked Questions Payroll 197

206

207 How do I set up Fringe Benefits Tax? This document provides instructions for setting up Fringe Benefits Tax (FBT) and processing a payment run to include the FBT on the employee s PAYG Summary. The pay run must be completed prior to the 1st of April, and all FBT must fall within the month of March to show on the Group Certificates. 1. Open the Payroll module 2. Go to Maintenance > Fringe Benefits 3. Select New 4. Enter the relevant details and press OK. Ensure there is tick under the header Report in the list of Fringe Benefits. 5. You will need to do a pay run for the Fringe Benefits only. This payment run must be dated prior to the 1st of April in the same financial year. 6. Create a new Payroll batch, and check the Pay Period, Financial Period, and Pay Run Date are all within the month of March. Ensure the Creation Option of Generate Empty Timesheets is selected. 7. On the Choose Employees tab, select only those employees applicable to the FBT run. 8. Click OK 9. Type in a Batch description (e.g. FBT Batch) and press OK 10. Edit the timesheets, ensuring you select the appropriate batch (named in step 9). 11. Select the employee using the drop down menu. Note there are no Worktypes, Allowances or Deduction entries. 12. Go to the Contributions tab. 13. Click on Add Ln select Fringe Benefits and use the drop down to select the appropriate Fringe Benefit. 14. Enter a quantity and amount. 15. Repeat as required for all employees, and return to the main window of payroll. 16. Finalise the pay run. 17. On the Finalise Pay Slip tab, ensure the Pay Date is March. 18. Unselect all reports. 19. Press OK to finalise the payrun. 20. Press Yes to commit the batch. 21. On the main screen of payroll, highlight one of the employees, and press Enquiry. 22. Click the Fringe Benefits tab, and select Detailed 23. The details of the Fringe Benefit will be displayed. This information will now also show on the PAYG Summary. FBT doesn t appear on the PAYG Summary Check the date the pay run for FBT was processed. It should be before April of the appropriate financial year. If it was dated after, it will need to be reversed and processed again. Zavanti ERP Frequently Asked Questions Payroll 199

208 Check the properties of the Fringe Benefits Tax by going to Maintenance > Fringe Benefits. Is there a tick in the Report column for the benefit? If not, double click on the appropriate benefit and tick the Reportable box. 200 Payroll Zavanti ERP Frequently Asked Questions

209 How do I set up Salary Sacrifice in payroll? Salary Sacrificing is a mechanism of payroll packaging whereby an employee reduces their gross earnings (and thereby reducing their PAYG tax) with the voluntary reduction reallocated to an additional Superannuation Contribution. This document goes through the steps to setup this contribution using Work Types and Contributions as found in Payroll Module Maintenance. Setting up the work type 1. In the Payroll Module, click Maintenance > Work Types. 2. Click New. 3. The following window will appear. Enter the details as per below (for everything not mentioned leave as per default): Field Work type ID Description Print on Pay Slip Account Code Description A unique code to describe the work type e.g. SALSAC A description of the work type Tick this option to ensure it prints on the employee s timesheet This account code should be the nominated superannuation liability clearing account 4. Press OK to save the new Work Type. 5. Press OK to save the changes and close the Work Types window (returning to the main window of Payroll). Setting up Contributions 1. Still in the Payroll module, click Maintenance > Contributions. Zavanti ERP Frequently Asked Questions Payroll 201

210 2. Click New to set up the new Contribution. The following window will appear, enter the appropriate information as described below: Field Contribution ID Description Calculation Method Description Unique description to describe the contribution e.g. SALSAC A description of the contribution Select 6 Percentage of Gross Work Type. This option allows the contribution to be set to particular worktypes only i.e. no other worktypes paid to the employee will be affected by the contribution, other than those selected in this window. Percentage Enter a figure of -100 (negative 100). Whatever value is applied to the employee for their sacrifice will be automatically applied to this contribution. As a worktype, a salary sacrifice is already a negative in gross earnings. The contribution needs to be a positive, so a negative figure (worktype) combined with a negative percentage figure will result in a positive contribution. Work Type Press Add Line and select the work type created in section 0 Superannuation General Ledger Codes This field is entirely optional. If the decision is made to store the superannuation information here, each employee will require a separate contribution. These codes should be the same as nominated for the work type i.e. the Superannuation Liability account. Ordinarily, the nominated superannuation accounts would debit the superannuation expense and credit the superannuation liability (for payment to the employee fund). However, because of the nature of salary sacrifices, the company in fact does not incur an expense and thus no debit to the expense account. The effect of both GL nominated accounts in the Contribution setup effectively has a null effect on the General Ledger, while the Worktype account (which is in reality a negative debit, thus a credit) has shifted the salary sacrifice value from the employee s net payment to the super liability account where it is to be paid out. 3. After entering all the information, press OK to save the Contribution. 202 Payroll Zavanti ERP Frequently Asked Questions

211 4. Close the Contributions window. Entering the worktype and contributions on the employee s standard timesheet 1. In the Payroll module, highlight the employee and press the Std TS button to open the employee s standard timesheet. 2. Click on the Add Ln button and select the Work Types option. 3. Select the work type created in 0 from the drop down box. 4. Click into the Total column for the work type and enter the negative value of the employee s salary sacrifice. Ensure you do not enter any hours against the work type. 5. Select the Contributions and Benefits tab. 6. Click the Add Ln button and select the contribution created in 0. Notice the total field automatically calculates the amount based on what was entered in the Work Types window. 7. Click on the Details tab 8. Check and confirm the salary sacrifice has been applied correctly. The gross pay and tax should have been reduced, while the contributions should have increased. Sample Screens without Salary Sacrifice Zavanti ERP Frequently Asked Questions Payroll 203

212 Sample Screens with Salary Sacrifice 204 Payroll Zavanti ERP Frequently Asked Questions

213 Zavanti ERP Frequently Asked Questions Payroll 205

214

215 Payables, Receivables and Other Topics Zavanti ERP Frequently Asked Questions Payables, Receivables and Other 207

216

217 Smart Items In the following example a Builders Margin is used as a Smart Item. 1. When creating the component flag it as a Smart Item. 2. Set the Preferred Supplier to Default or Null with a zero price. 3. Then save the Item and return to the Item tab. Zavanti ERP Frequently Asked Questions Payables, Receivables and Other 209

218 4. Click on the Smart Item icon 5. Smart Items can be applied to Cost Centres, Items or Suppliers 6. In this example Cost Centres have been used and applies to all cost centres. 7. Enter a description of the Smart Item 8. After you have identified the basis for the Smart Item the available options will be in the left hand (Assign) column. You can then move all or individual options to the right hand column. These will then be used to check the estimate for application of the Smart Item. 210 Payables, Receivables and Other Zavanti ERP Frequently Asked Questions

219 Formula Tab 1. Create your formula. 2. Create the formula condition The available 4 Options are : If Else If Else Set The available Operators are: =, >, >=, <, <=,!= 3. Click on Add Line to add the DO function The available Functions here are Set Return The available Variables are Estimate_Cost and Estimate_Qty Zavanti ERP Frequently Asked Questions Payables, Receivables and Other 211

220 4. Click on Add to move the formula into the formula box 5. The expected result from this Smart Item Formula is 6. If the Sum(total*) cost of the related cost centres is greater than zero then add 18.5% Builders Margin. ie Set Estimate_Cost = Sum(Cost*Qty)* Payables, Receivables and Other Zavanti ERP Frequently Asked Questions

221 7. The Formula button allows the user to copy the formula from an existing Smart Item. 8. When a Smart Item is used in an Estimate it shows a Lighted Globe icon on the left hand side of the estimate 9. The value of the Smart Item is returned to the Estimate and shown in the cost for the estimate Zavanti ERP Frequently Asked Questions Payables, Receivables and Other 213

222 10. The Builders Margin has been calculated as $290, being 18.5% of the total prior adding the Smart Item. 11. When the Smart Item is first added the user will need to click on the Recalc Button to calculate the value in the Cost Column. 214 Payables, Receivables and Other Zavanti ERP Frequently Asked Questions

223 How do I reverse an invoice? At times there may be a need to reverse an invoice entered into the system. To reverse an invoice the user simply mirrors what they did originally i.e. if the user originally entered a positive invoice (also the invoice to be reversed) they will need to enter a negative invoice to cancel it out. The negative and the positive invoices are then matched and reconciled to complete the process. This guide assumes the user already knows how to enter a negative invoice, and therefore only deals with the final matching process. An Accounts Receivable invoice has been used in the following example however the same process can be applied for Accounts Payable type invoices. Matching invoices 1. Log into the Accounts Receivable module 2. Double click on the appropriate client to view the Client Transaction window 3. Holding the Ctrl button click on each transaction to highlight them 4. Press the Match button 5. On the Match Transactions window, enter the amount required to fully pay the line. In the screenshot below, the first line shows an invoice value of $110.00, but $0 paid. Therefore, the amount to be entered is $ Zavanti ERP Frequently Asked Questions Payables, Receivables and Other 215

224 6. Press OK 7. The transactions should both disappear. They can be found by clicking on the Reconciled option on the window. Both transactions will have been fully reconciled by the matching process. 216 Payables, Receivables and Other Zavanti ERP Frequently Asked Questions

225 Reversing a receipt Sometimes it may be necessary for a user to reverse a receipt, whether it was incorrectly processed or a cheque was rejected. This FAQ is designed to step a user through processing a negative receipt matched against the original receipt to cancel it out. Entering a negative receipt 1. Open the Accounts Receivable module 2. Click on Transactions > Receipts 3. Select the relevant options (Automatic Banking, Print Receipts/Batch Listing) and enter a Control Total. This should be the amount of the receipt to be entered, and it should be a negative number. For example, if the receipt to be reversed is to the amount of $100, the value in the control total should be - $ Press Receipt 5. Select the appropriate Date and Period for the reversal. Ensure it s the same period as the original transaction. 6. Enter the (negative) amount of the reversal into the Amount field. 7. Select the appropriate Pay Type 8. Press New 9. Highlight the appropriate client and press OK 10. Click Make Pre-payment 11. Enter a description (e.g. Reversal) and press OK 12. Press OK. 13. Press OK again to post the receipt 14. Press Yes to the confirmation window 15. Close the Cash Book Receipts window to return to the main screen of the module. Matching the positive and negative transactions 1. Find the relevant client s name in the main window of Accounts Receivable and double click it 2. Press All to view all of the transactions 3. Determine which transaction it is you need to reverse, and locate the transaction in the list. (You may need to select All in the Transactions radio button group.) If the original receipt has already been allocated to an invoice, and you wish to have the invoice outstanding again, you will need to select the original invoice. If the original receipt was entered as a prepayment (and not allocated against an invoice) you will need to select the original receipt. 4. Highlight the transaction to be reversed. 5. Holding the Ctrl button on the keyboard, locate the reversal receipt entered earlier, and click on it to highlight it. 6. Press Match. The Match Transactions window will appear. Zavanti ERP Frequently Asked Questions Payables, Receivables and Other 217

226 7. Enter the appropriate amount into the Pay column. For example, in the screenshot above there is a PPY for $100 to be reversed. This transaction needs to have an amount of $100 in the Amt Paid column so it balances the value i.e. Value = $100, Amt Paid = $100, Difference = $0. Therefore, the amount to enter into the Pay column is $ A figure will be automatically entered into the Pay column for the remaining transaction. This should equal 100% of the Value for that transaction. E.g. entering $100 into the Pay column for the second transaction automatically entered -$100 into the Pay column for the first transaction. 9. Press OK 10. The reversal will be processed. If an invoice was selected to be matched against, the invoice should now be outstanding. If the reversal receipt was matched against a receipt not allocated to an invoice, then both receipts should be marked as reconciled. 218 Payables, Receivables and Other Zavanti ERP Frequently Asked Questions

227 Systems Administration Topics Zavanti ERP Frequently Asked Questions Systems Administration 219

228

229 Installation Overview The installation notes address. Standalone Installation Network Installation User licences Workstation ID s Hardware and Software Specifications. Before you begin install your latest version ensure you have obtained a valid license key from Zavanti Support and you have a backup of your database. For more information see our support website at If you require further assistance please contact Zavanti support desk on or by at support@zavanti.com. The main part of the installation is carried out on a server containing both the database and application (in some instances these may be located on separate servers).ensure that all workstations and servers to be used for the Zavanti ERP software suite meet the supported hardware and software specifications. If performing an upgrade on any component of the Zavanti system, including the SQLBase database, ensure that there is no one currently logged into the software and a full backup of the database has been taken prior to running the upgrade. Standalone Installation This installation involves a single workstation running both the Unify SQLBase and the Zavanti ERP software. All installations are performed on the one machine, and a network setup is not necessary. Network Installation This type of installation involves multiple concurrent user Licences, or one single concurrent user license, where the application is executed on numerous workstations. The Unify SQLBase installation and the Zavanti ERP software are both installed on one or more machines (if there are separate database and application servers). Workstations access the software via a network. User Licences User Licences are controlled by the SQLBase engine. The licences are concurrent, meaning that there is a maximum number of users permitted to log in at one time, but there may be an unlimited number of computers set up to access the software. Workstation Ids Workstations are identified by a unique number, referred to as the workstation ID.No two workstations sharing the same ID number are permitted to log into the software at the same time (the users will encounter an error). Workstation IDs are maintained in the file tscfin.ini, located in the C:\Windows folder of the workstation. For terminal services, this file needs to be located at C:\Documents and Settings\(username)\Windows. Zavanti ERP Frequently Asked Questions Systems Administration 221

230 To change the ID number, overwrite the existing number in the file, and save the file. Hardware/Software Specifications Updated Hardware/Software specifications can be found on the support page of the Zavanti website Install Process It is essential to have a backup of your database before upgrading your system. This section is to be used for a NEW install of Zavanti ERP Version 10 or higher, or upgrade of Version 9. It does NOT upgrade older versions of Zavanti (Ledgerworks) This install REPLACES older versions. Please ensure the SQLBase engine is running prior to running the upgrade. 1. On the server, open My Computer 2. Right click on the mapped Zavanti drive, and click disconnect. In standard installations, this was the L:\ 3. Run the setup file 4. Click Next 5. Select I accept the terms of the license agreement and press Next 6. Enter your User Name and the Company and press Next 7. Select the appropriate country from the list and press Next 8. Select the first installation type Standalone Installation, and press Next 9. Select SQLBase and press Next 10. Check the drive letter and reselect if necessary Zavanti recommends using L:\ however customers may need to change this depending on their network set up 11. Check the IP address and change if necessary 12. Check the Server Name and change if necessary There is a section at the end of this manual that explains how to check the server name 13. Press Next 14. Select the Destination location for the software and press Next It is recommended to leave the default settings, however this can be changed by clicking on the Browse button 15. Press Install to begin Installation 16. When the process has finished, press Finish to close Install Shield wizard 17. A message will advise the Systems Maintenance module will be started automatically. Press OK. 18. A message will appear to advise a new License Key which will need to be entered. Press OK. 19. Select I accept the terms of the license agreement and press Next 20. Enter the new license key and press OK A new license key will have been provided by the Zavanti support department. To request a new key contact support at support@zavanti.com 21. Enter your username and password and press OK 22. A message will appear to advise the database needs to be upgraded. Press Yes to begin the upgrade. 222 Systems Administration Zavanti ERP Frequently Asked Questions

231 23. A message will appear to advise the Index Statistics need to be updated. Press Yes to the message. 24. When the Systems Maintenance module logs in the upgrade is complete. 25. The old version will still be installed, do not uninstall until you have performed some testing with the new version, we also recommend running with the new version for a period of at least 2 weeks before complete switch over. Please proceed to the following section Post Installation Configuration as there are further database changes required to be made as part of the upgrade to your software including workstation upgrades. Post Installation Configuration This section explains various parts of the software that may need to be updated following the upgrade. Please note these instructions only apply if the files were in a location on the network that has been modified as a result of the upgrade. Using another example, Company XYZ Pty Ltd has linked all employee contracts to their employees within Payroll. The files were stored in Z:\Contracts, but linked using the software. During the upgrade the software changed, but the contracts are still stored in the Z:\. As the link is still valid, they will not need to re-attach the files. If you have any concerns about whether you need to perform one of the below actions, please contact the support desk at support@zavanti.com. Workstations After installing the Zavanti ERP software on the server, users will need to update the drive mapping and shortcuts on their machine. This can be done via the following: 1. Go to Control Panel > Add/Remove Programs (on some operating systems this may just be Programs ) 2. Look for Zavanti Client Installation, highlight it and click Uninstall. 3. Once uninstalled, go to My Computer and ensure the previous network drive has been disconnected. If not, right click on the drive and select Disconnect. 4. From the Tools menu, click Map Network Drive. A new Map Network Drive window opens. 5. In the Map Network Drive window, choose an available drive letter from the dropdown list located next to the "Drive:" option. Any drives already mapped will have a shared folder name displayed inside the dropdown list, next to the drive letter. The recommended drive letter is L 6. Type the name of the folder to map. Alternatively, click the Browse button to find the correct folder by browsing available network shares. 7. Click the Reconnect at login checkbox to map the drive permanently. Otherwise, this drive will un-map when the user logs out of this computer. 8. Click Finish. 9. If the drive letter was previously mapped to a different location, a message box will appear asking to replace the current connection with the new one. Click Yes to disconnect and un-map the old mapped drive. 10. If the Finish operation succeeds, the network drive will be mapped. If the network drive cannot be mapped, ensure the folder name is spelled correctly, that this folder was correctly set up for sharing on the remote computer, that (if necessary) the correct username and password have been entered, and that the computer network connections are functioning properly. 11. Double click on the newly mapped drive (if it didn t open automatically) and double click on the Support >Client Installation folder. 12. Double click on the file ERPClientInstallation.exe 13. Follow the prompts to install the new shortcuts to the workstation. Zavanti ERP Frequently Asked Questions Systems Administration 223

232 Customised Report templates The report files from the previous installation of the Zavanti ERP system will need to be transferred to the new installation. 1. Locate the Zavanti Application folder on the server (in default installations this was L:\Zavanti\Zavanti Application). 2. Locate the ERP folder created during the previous version installation (in default installations this is C:\Program Files\Zavanti\ERP 3. The customised report files will fit either of the following criteria: The filename starts with usr The filename starts with rw and is not one of the following default reports: o o o o o o rwbudget.qrp rwmcdl.qrp rwmcdp.qrp rwmonth.qrp rwstart.qrp rwstartp.qrp 4. Copy the files, and move them to the new ERP folder (as per step 2). Power Writer Previously, Power Writer reports were kept in the Zavanti\Power Writer folder (in standard installations this would be L:\Zavanti\Power Writer). All reports in this folder will need to be transferred to the new Zavanti\ERP folder. Please note this includes the master template (an *.xls file). When running each report for the first time in version 9, users will need to press the Template button and select the master template located in the new ERP folder. Contract Management Templates Previously, Contract Management templates were kept in the Zavanti\Contract Management Templates folder (in standard installations this would be L:\Zavanti\Contract Management Templates). All reports in this folder will need to be transferred to the new Zavanti\ERP folder. Once the reports have been transferred, click on Maintenance > Templates within the Contract Management module. All old templates will need to be deleted, and re-added with the new file location. 224 Systems Administration Zavanti ERP Frequently Asked Questions

233 Contract Management links Any files linked within the contracts will need to be re-added to the contract. To check the links, open a contract and click on the Links tab. Check the attached files to see if their link is valid. If not, you will need to delete the link and re-add it. Contract Management Default Template Merge File Folder The Contract Management Defaults have a default Template Merge File Folder. Depending on the settings, this may need to be updated. Click on Maintenance>Defaults to access this information. If the folder needs to be updated, press the button on the right of the field to browse to the appropriate folder. Zavanti ERP Frequently Asked Questions Systems Administration 225

234 Payroll Employee Links If an employee has had files linked to their employee profile in Payroll (contracts etc) these files will need to be relinked. Highlight the employee, click on Properties and the Attach button. Company Logos in Systems Maintenance The logos that appear on all reports within the software are obtained from the company logo within Systems Maintenance. This logo is stored in a central position, and was previously recommended to be located within the Zavanti Application folder. As a result of the upgrade this logo will not have been installed to the new ERP folder. Users will need to take a copy of the logo and move it to the new ERP folder and re-link the logo in the Systems Maintenance module, in the properties for the relevant company. Failure to do so will cause the reports to print without a logo. 226 Systems Administration Zavanti ERP Frequently Asked Questions

235 Development Ledger Word Processing Templates Where templates have been set up for the Development Word Processing functionality, the location will need to be verified and updated if required. To get to the Word Processing defaults, click on Maintenance>Wordprocessor Interfaces. Check the document name, and if it is required to be updated, click into the field and press the Get File button. Integration defaults Customers using the Integration module will need to create a new filing structure and update the defaults if the previous filing structure was located under the L:\ folder. On the server, navigate to the C:\Program Files\Zavanti\ERP folder (which is the location for the new L:\). If the system was installed in a different location you will need to locate the ERP folder there. Create a series of folders as required by the Integration module: Incoming In Progress Outgoing Scheduler Error Processed Zavanti ERP Frequently Asked Questions Systems Administration 227

236 Log into the Integration module, and click on Maintenance>Defaults. For each of the folder paths, browse to the new location, ensuring you select the new L:\ (so it is the same location for all computers, as all workstations will have the same drive letter mapped). Common Install Problems Cannot connect to the database This can be caused by a number of factors: 1. Check the database engine is running on the server 2. Check the SQL.ini file in the ERP folder to make sure the server name and IP address is correct. The server name should be the same as the SQL.ini file in the Gupta folder as set up in your prior Installation: This can be caused by a number of factors: o o To resolve the issue, check the following: Database engine not running on the server Incorrect IP address or server name in the configuration file (sql.ini) 1. Check the database engine is running on the server. Generally it will appear in the task bar as SQLBase 2. Alternatively, check the services (Control Panel > Administrative Tools > Services) and see if the service is listed as Started there. The service will appear with as either Gupta SQLBase or Unify SQLBase. 3. If the engine has not been started, start the engine and try logging into the software again. 4. Check the SQL.ini file in the ERP folder to make sure the server name and IP address is correct. 228 Systems Administration Zavanti ERP Frequently Asked Questions

237 In the above example, Server1 is the server name, is the IP address. If you are not sure how to check the IP address, please speak to your network administrator. You can check the server name by looking at the SQL.ini file located in the Gupta folder. In default installations this would usually be C:\Gupta folder. If the server name or IP address is incorrect update the SQL.ini file in the ERP folder (not the Gupta folder) with the appropriate information, save the file and retry connecting. Unable to open report template Check if the report is a user report. If so, make sure it is located in the ERP folder. If not, complete the steps in. Customised Report templates to transfer the user reports. Common File Locations Database In standard installations, the database is located on the server at C:\Gupta\TSCFIN. The filename is tscfin.dbs User configurations Zavanti ERP Frequently Asked Questions Systems Administration 229

238 Settings for each user are maintained in the file tscfin.ini. For workstations accessing the software over the network, this file will be located at c:\windows on the workstation. For remote access, this file will be located at C:\documents and settings\{username}\windows. This file also maintains the user workstation ID. For information on how to change this number, refer to Workstation ID s. 230 Systems Administration Zavanti ERP Frequently Asked Questions

239 How do I Close a Financial Year? Zavanti ERP only allows for 3 open financial years, therefore users are required to periodically close and archive historical financial years. This manual is a step-by-step guide on how to close a financial year. Closing a financial year will perform the following: Post Closing Year Journals to all of the Profit & Loss accounts in the General Ledger, and post the difference to the Unappropriated Profits account held in the General Ledger defaults. Archive any data in the Year to be Archived section. This data cannot be modified once it has been archived. Mark all the financial periods in the Year to close as Audited. Transactions cannot be posted to audited periods. Change all Forecast periods to future, so that each period for the next financial year is available to be rolled into Please note that information is not lost when performing the end of year financial roll over. Eg. any jobs created in an archived year but are still open will not be archived. Information is still available until the job is closed, and the job is able to be modified until the next end of year is performed. 1. Ensure all invoices, receipts, journals etc have been posted in every module. 2. Print a copy of the General Ledger Listing for the year to be closed. 3. Print a copy of the Receipts and Payments Listing for the year to be closed. 4. Complete a Bank Reconciliation. 5. Backup your database. 6. Open the Systems Maintenance module First, you need to check that all the periods for the year to be closed, have been marked as closed in the Period Details window. 1. Click on the Periods button. 2. Click on the Company button. 3. Select the appropriate Company from the drop down box. 4. Check that all the appropriate periods have a status of Closed, and that the Current period for each module is not in the financial year to be closed. If there are periods that show as Open, or Current, you will need to use the Period Wizard to close the periods, or roll over into the next period. Please refer to the appropriate Frequently Asked Question (FAQ) guide on the Zavanti ERP website for assistance. 5. Close the Period Details and Maintain Period Definitions windows to return to the main screen of the Systems Maintenance module. 6. Now that we have checked the periods have been closed, we can begin the close year process. 7. Click on Close Year. 8. Select the appropriate company from the drop down box. 9. Ensure the appropriate Profit Account has been selected. 10. Press OK to begin the close year process. 11. You will be asked if various tasks have been completed. If you have completed them, or the task isn t required to be completed (optional), press Yes to the message. If you wish to complete a certain task before closing the financial year, press No to return to Systems Maintenance. 12. Select the Printer for the Journal Update Report to print to. 13. Press OK to the message that appears to advise the Close Year has been completed successfully. Zavanti ERP Frequently Asked Questions Systems Administration 231

240 14. You will then need to Open New Periods for the new financial year. Refer to Open New periods for guidance on this process. 232 Systems Administration Zavanti ERP Frequently Asked Questions

241 How do I Add Financial Years? When trying to close the end of financial years, users may encounter an error that more financial periods need to be set up. The Systems Maintenance module keeps track of the financial years, including the start/end dates of the years, and the periods that fall within each year. The software is able to maintain 3 open financial years at once, so when a close financial year is performed it grabs the next available financial year from the period area, and makes this available to users. The error message advising more financial years need to be set up indicates the software has run out of financial years, and does not know what periods it needs to make available for the user. To fix this, the user will need to create more financial years, and forecasted periods. 1. Log into the Systems Maintenance module 2. Click on Periods 3. Scroll down and see what is the financial year of the last period displayed. If it is within the next 3 financial years, you will need to create more financial years; continue through the steps detailed below. If you have a year listed that is more than 3 years away you can skip through creating the financial years and go straight to creating the forecasted periods as per Step Click Years 5. Click Add Year 6. The Year Start Date will be automatically populated with the first day of the next financial year to be created in the software. Check the Year End Date (it should be the last day for the financial year) 7. Enter a Short Name for the year e.g Enter a Name for the year e.g. July 2015 June Enter a Description for the year e.g. July 2015 June Press OK 11. Close the Maintain Financial Year Definitions window 12. You will now need to create forecasted periods, so when a close financial year is performed these periods will change to future, and can then be used via the end of period rollover function 13. Click Company 14. Select the appropriate company from the drop down box 15. Click Forecast 16. A message will appear requesting confirmation for the creation of new forecasted periods. Click Yes 17. Close the window 18. Your new financial years and periods have now been set up, and will be available to do the close year function. Zavanti ERP Frequently Asked Questions Systems Administration 233

242

243 How do I Open the Next Financial Period? When a month has ended, it is required to perform an End of Period to open the next financial period, allowing for further processing of transactions. Zavanti ERP has a Period Wizard in the Systems Maintenance module, enabling users to roll over one period for multiple modules and companies at one time. This process is commonly referred to as rolling over the next period, end of period, or rolling over for short. Opening the next financial period does not mark any of the previous periods as closed. Rather, it changes the current period to open, and updates the next future month to current. Users will still be able to enter transactions into previous periods, provided they have the security setting to do so (as set in the Systems Maintenance module) and the period is not marked as closed or audited. 1. Before you begin, please ensure all users are logged off the system. 2. Open the Systems Maintenance module. 3. Click on the Periods button to open the Periods Maintenance window. 4. Click on the Periods button again to begin the Period wizard. 5. Click in the radio box to select I want to perform an end of period and press Next. The other settings are as follows: I want to select a new current period I want to close a number of periods I want to reopen a number of periods Used to change the status of an existing Open period to Current. As the current period is the default period selected when entering invoices or other transactional data, users may choose to open the next period by performing an end of period, then reselecting a new period as their Current period. This option is used to close open periods, so that no further transactions may be entered for this period e.g. BAS period. This open will allow a user to reopen a period that is marked as closed. Audited periods cannot be reopened. 6. The first window in the Period wizard displays a list of current periods for all companies and modules. Press Next. 7. Select which modules for which you would like to roll over the next period, and press Next. For easy maintenance, it is recommended that all modules are rolled at the same time, ensuring each module has the same status for each period. 8. Select which Companies you would like to roll over the end of period for, and press Next. 9. The old current period (from) and the new current period (to) are displayed. If you are happy with the selection, press Next. 10. A message will appear for any Audit reports that are yet to be printed. If you would like to cancel the wizard and run these reports, press No for each report, and Cancel out of the wizard. If you would like to continue with the end of period anyway, select Yes. If you would like to skip this message (useful if there are multiple reports yet to be printed for multiple companies) press the Skip button. 11. If any periods cannot be updated they will be displayed in a table. An explanation of the error is provided at the bottom of the window when a line is highlighted. Select Cancel to close the Wizard so the issues may be rectified. To ignore the issues, simply press Next. Zavanti ERP Frequently Asked Questions Systems Administration 235

244 12. if all companies and modules may be rolled over successfully, or if you have chosen to ignore any issues with rolling over some periods for a particular company or module, a list of the requested changes will appear. To confirm your selection, press Finish. 13. A final warning message will appear to confirm the changes, press Yes. 14. Close the Maintain Period Definitions window, and exit the Systems Maintenance module. 236 Systems Administration Zavanti ERP Frequently Asked Questions

245 How do I Create a New Company? Cloning a company enables a user to copy information from one company to another e.g. Chart of Accounts, Cost Centres, distribution codes etc. This is particularly useful when setting up a brand new company in the database, and would like to use the set up in existing companies as a template. Creating the new company 1. Open Systems Maintenance. 2. Click on the Company button to bring up a list of all the companies currently in the database. This is where you will create your new company. 3. Click on the New button. This will display the Company Details screen, where you can enter the default information for your company e.g. Phone number, fax number. Zavanti ERP Frequently Asked Questions Systems Administration 237

246 4. To put in a Company Logo, right click on the grey box in the top right hand corner and select Add/Modify picture. 5. Browse to where the logo has been saved on the network and press Open. Please note this location will need to have the same file path for all users, so it is recommended to save the logo within the ERP folder (usually located on the L:\) 6. Press OK on the Company Details window to add the company to the database. 7. The new company will now appear in the Company Maintenance window. Cloning the source company 1. Double click on the newly created company, and press Clone (button in the top left-hand corner). 2. A message will appear, reminding you to take a backup prior to the cloning process. Click OK if you are satisfied you have a valid backup. Please note the Zavanti ERP software doesn t take backups of the database for you. Users will need to ensure they have taken a backup, whether by manually or using an automated process. Please speak to your network administrator to confirm this has been done prior to continuing with the process. 3. The wizard will begin. Select your Source Company (i.e. the company that you are copying the information from) from the drop down box, and click Next. 4. The Wizard will now step through module-by-module, asking what information you would like to copy into the new company. Please note it goes through every module of the Zavanti ERP system, regardless of whether you are licensed to use it. 5. Continue doing this for all relevant modules, until you reach the last screen, which will ask Do you wish to clone? Make sure the Yes and selected and then press Finish. A list of all default settings you can select to copy is provided at the bottom of this document. 6. After you click Finish a message will appear at the bottom (as in the screenshot above) Please Wait Preparing all related database tables. This will take a few minutes, and may appear that it is not responding. An estimated time is 3 5 minutes. 7. Once all the tables have been created, a message will appear to advise you of the next steps. Click the OK button to return to the Company Maintenance window. 8. Click on the OK button to return to the Company Selection screen. Click on the x at the top right hand corner to return to the main screen of the Systems Maintenance module. 238 Systems Administration Zavanti ERP Frequently Asked Questions

247 Creating periods for the new company 1. Click on the Periods button. 2. Click on the Company button to display the periods for a particular company. Select your new company from the drop down box, and click on the Create button on the toolbar at the top. 3. Select your Start Period (the July period for the start of the current financial year), and your Current Period date (the current period within the financial year). These must not be more than 12 months apart. 4. Click the OK button once you have chosen your Periods. All the periods will be created for you. Once this is done, click on the x at the bottom of the screen to return to the Systems Maintenance module. Creating Financial Reports for new companies While all the standard reports have been copied e.g. General Ledger listing, Trial Balance etc. you still need to copy the ones that would normally appear under the Financial Reports menu in General Ledger. 1. Open the General Ledger module. 2. Click on the FRW (Financial Report Writer) button. 3. Select the company that you would like to copy the report from. 4. Click the copy button. 5. Select the new company in the company drop down i.e. the company you want to copy the report to. 6. Highlight the report you would like to copy and press OK. 7. Repeat steps 3 6 for all remaining reports to be copied. Zavanti ERP Frequently Asked Questions Systems Administration 239

248 Allocating user access in Systems Maintenance Users may need to be set up to access the new company in the Systems Maintenance module. 1. Open the Systems Maintenance module. 2. Click on the Users button 3. Highlight the appropriate user and press Properties. 4. Select the new company from the drop down box, then allocate the required modules and functions. 5. Repeat for all other users. 240 Systems Administration Zavanti ERP Frequently Asked Questions

249 How do I change user security settings? 1. Log in to 'System Maintenance' 2. Click on Users and highlight the User which maintenance is to be performed. 3. Click on Properties. 4. Note this user is checked as System User - this means there will be no security permissions screen available as a System User has all rights assigned by default. 5. When you uncheck the System User property, the security permissions screen is enabled. Zavanti ERP Frequently Asked Questions Systems Administration 241

250 6. Now you are shown the Security Permissions. 7. Note that in this screen, permissions are assigned per Company. 8. Select the desired Company. 9. Note in our example this user can process for 2 periods prior to the current period and no periods past the current period. When you highlight an Application in the Top Left box, the Add and Add All buttons are enabled. You can add applications to the Top Right Box as below. 10. Permissions are assigned Per Application and then per function. First Work through Applications, adding those permitted to the Top Right Box. 11. When applications exist on the Right, you can highlight them there to either remove or to assign the relevant Functions in the lower part of the screen. 12. Note in the following screen that once an application 'Time Costing' is permitted and highlighted, then the relevant functions appear in the Lower Left Box. 242 Systems Administration Zavanti ERP Frequently Asked Questions

251 13. If you are happy for the User to have access to the full functionality of Time Costing, then simply add the function 'All functions' Zavanti ERP Frequently Asked Questions Systems Administration 243

252 14. Click OK to Save 244 Systems Administration Zavanti ERP Frequently Asked Questions

253 How do I change user security settings? 1. Log in to 'System Maintenance' 2. Click on Users and highlight the User which maintenance is to be performed. 3. Click on Properties. 4. Note this user is checked as System User - this means there will be no security permissions screen available as a System User has all rights assigned by default. 5. When you uncheck the System User property, the security permissions screen is enabled. Zavanti ERP Frequently Asked Questions Systems Administration 245

254 6. Now you are shown the Security Permissions. Note that in this screen, permissions are assigned per Company. 7. Select the desired Company. 8. Note in our example this user can process for 2 periods prior to the current period and no periods past the current period. When you highlight an Application in the Top Left box, the Add and Add All buttons are enabled. You can add applications to the Top Right Box as below. 9. Permissions are assigned Per Application and then per function. First Work through Applications, adding those permitted to the Top Right Box. 10. When applications exist on the Right, you can highlight them there to either remove or to assign the relevant Functions in the lower part of the screen. Note in the following screen that once an application 'Time Costing' is permitted and highlighted, then the relevant functions appear in the Lower Left Box. 246 Systems Administration Zavanti ERP Frequently Asked Questions

255 11. If you are happy for the User to have access to the full functionality of Time Costing, then simply add the function 'All functions' 12. Click OK to Save Zavanti ERP Frequently Asked Questions Systems Administration 247

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257 How do I Maintain workstation ID s Each computer using Zavanti ERP must be identified by a unique number (workstation ID), used to register that workstation on the database. It is recommended that companies maintain a list of all workstation IDs, updated by the system administrator every time a computer is added/removed from the network. If there are duplicate workstation IDs, the first computer will be allowed to log in, the second will receive an error message advising them the system administrator will need to update the information. If this error occurs, the following document advises where to find this unique number on the computer, and how to update it. It is recommended that a qualified system administrator perform the following steps. 1. On the workstation, double click on My Computer to open a list of hard drives on that machine. 2. Double click on C:\ 3. Double click on the Windows folder. You may get a message that the files are hidden. Click on the link Show the contents of this folder. 4. Find the file tscfin.ini and double click on it. The file should open in a word processing program. 5. The second line of this document will appear as below, where xx is the unique workstation ID number. 6. Workstation ID = xx 7. To update this number, delete the existing number and type in a new one. 8. Click on File > Save to save the changes. Zavanti ERP Frequently Asked Questions Systems Administration 249

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259 What do I do if User settings are not retained? When Zavanti ERP is installed over a network a file is installed on each individual workstation to remember the preferences of the user last logged into the software from that computer. This file is called TSCFIN.ini and can be found within system folders for the operating system: C:\Windows for Windows XP/Vista, and C:\WINNT for Windows NT. This file contains everything from the workstation ID of the machine to the preference of a particular report layout. The file is constantly being updated with settings for the user as they make various selections within the system. On occasion, a user may find their changes are not being retained after they log out of the software. This issue is caused by security settings on the individual computer; the user requires read/write access to this file so it can be updated when they exit the software, thereby retaining their preferences for when they next log in. The options to resolve the issue are as follows: Update the user to be an administrator on the computer (allowing read/write access to all files on the computer recommended only for experienced users) Update the user to have read/write access to the individual file only To ensure that there is no breach of your company s security policies, either step outlined above should only be carried out by the Network Administrator. Zavanti ERP Frequently Asked Questions Systems Administration 251

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261 What do I do if I get Cannot connect to the database error? Zavanti ERP uses an SQLBase program as a means of communicating with the database to retrieve and insert data. If the software loses the connection with the database, the user will get an error message similar to the following, stating they cannot connect to the database: Causes This error can be caused by a number of factors: Database engine not running on the server Incorrect IP address or server name in the configuration file (sql.ini) Solutions 1. Check the database engine is running on the server. Generally it will appear in the task bar as SQLBase. 2. Alternatively, check the services (Control Panel > Administrative Tools > Services) and see if the service is listed as Started there. The service will appear with as either Gupta SQLBase or Unify SQLBase. 3. If the engine has not been started, start the engine and try logging into the software again. 4. Check the SQL.ini file in the ERP folder to make sure the IP address and server name are correct. Zavanti ERP Frequently Asked Questions Systems Administration 253

262 5. In the above example, Server1 is the server name, is the IP address. 6. If you are not sure how to check the IP address, please speak to your network administrator. 7. You can check the server name by looking at the SQL.ini file located in the Gupta folder. In default installations this would usually be C:\Gupta folder. 8. If the server name or IP address is incorrect update the SQL.ini file in the ERP folder (not the Gupta folder) with the appropriate information, save the file and retry connecting. 254 Systems Administration Zavanti ERP Frequently Asked Questions

263 How do I Upgrade Gupta SQLBase? The Gupta SQLBase engine is the tool used to link Zavanti ERP with the database (which holds all transactional data). The following document provides instructions on installing the upgrade. Please ensure all requirements have been met before proceeding with the installation, and you have followed all instructions in the section 'Before you Begin'. This process will affect automatic database backups, as the service that starts the database has changed. After the following steps have been completed, review the process used to backup the database to ensure a successful backup is taken, should it ever be necessary to restore from a previous copy. Requirements: SQLBase should only be installed on systems using Zavanti ERP - Version or later. SQLBase can be installed on any of the following operating systems: Windows 2003 Windows 2008 Windows Vista Windows 7 Windows 8 (SQLBase 11.7 or greater) To maximise performance, Zavanti recommends installing the latest version of SQLBase on a Windows Server operating system. It is recommended this upgrade is completed by a qualified computer technician. This installation process requires a server restart, therefore it is recommended you do not have any one logged into the network when performing the upgrade. Before you begin: 1. Ensure all users are logged off the network before beginning this upgrade. 2. Shut down the database, and ensure there are no log files in the TSCFIN folder. If there are still log files after the database has shut down, you will need to restart the database and shut it down again. Do not proceed with the installation of Gupta version 9 while there are still log files in this folder. 3. Take a backup of the database tscfin.dbs - and store it in a safe place. For further instructions, please consult our FAQ's guide 4. Uninstall the existing Gupta SQLBase using the Add/Remove Programs feature (found in the Control Panel). 5. Disable the SQLBase service located under Services (found in the Administrative Tools section of the Control Panel) 6. Rename the Gupta folder (usually located at C:\Gupta on the server) to Gupta_Backup. 7. Restart the server Gupta SQLBase Upgrade Installation Process: To install the software. Zavanti ERP Frequently Asked Questions Systems Administration 255

264 1. Download Unify SQLBase 11.5 from 2. Open the zip file and select 3. Once the installshield has started, press Next to begin the installation process. 4. Press Yes to accept the terms of the license agreement 5. Select the Complete option and and press Next 6. Enter the Product Media Code supplied by Zavanti. 7. Ensure you enter the code exactly as it is printed, including capitals and hyphens -. If you get an error that the code is not valid, check that you have not entered the letter O instead of the numeral. 8. Download and run the PTF4 update 9. Once that has been done rename the files dbntsrv.exe and dbsrvgui.exe to dbntsrv(old).exe and dbsrvgui(old).exe 10. Save the attached.ex_ files to the C:\Gupta folder 11. Rename the from.ex_ to.exe 12. Restart the server. The database engine should now be installed successfully. 13. Leave the server name as Server1, and press Next 14. Change the server password to admin (case sensitive) and press Next 15. Select a Destination folder of C:\Gupta and press Next 16. Leave the advanced server options as default, and press Next 17. Enter a Destination location of C:\Gupta and press Next 18. Press Next 19. Press Yes to add SQLBase to the windows PATH 20. Press Finish to complete the installation program. 21. After the installation of Gupta SQLBase version 11.5 has completed, the database will need to be installed Database Installation 1. Navigate to the database server folder, chosen in step 5 2. Create a new folder, called TSCFIN (case sensitive) 3. Copy the TSCFIN.DBS file (from your backup taken prior to beginning the upgrade) into the new TSCFIN folder. Ensure the name of the file is TSCFIN.DBS (case sensitive) 4. Return to the Gupta database server folder (C:\Gupta), open the SQL.INI file by dopuble clicking 5. Replace the line dbname=island with dbname=tscfin 6. Delete the line dbname= SBTASK 7. Change the line ANSIJoinSyntax=1 to ANSIJoinSyntax=0 8. Select File > Save to save the changes, and close the file 9. Restart the server. Once it has reloaded, you are fine to begin using the Zavanti application again. Once you have confirmed that the Zavanti application is running correctly, please delete the folder Gupta_backup created in 'Before you Begin' 256 Systems Administration Zavanti ERP Frequently Asked Questions

265 How do I reinstall Zavanti ERP? The following instructions detail how to reinstall the Zavanti ERP system, including files to back up and replace once the system has been reinstalled. Pre-requisites: Before uninstalling the software ensure you have the following items readily available: Gupta SQLBase installation CD Gupta SQLBase PTF2 upgrade Zavanti ERP Installation (ensure it is the installation for the version you are currently running) Files to be backed up: 1. The Database: This file is called tscfin.dbs, and is usually located in the C:\Gupta\tscfin folder, however depending on the current installation this may be located elsewhere on the server. 2. Customised report files: When you uninstall the software this may also remove the Customised reports. The database holds a record of these file names, so if they are not available in the new installation the users will receive errors similar to cannot open report file. The files begin with the letters usr and end with a filename of.qrp. Depending on the type of report, there may be different combinations of letters in the filename e.g. usrcbchqrmt.qrp, or usrporder.qrp. These files are stored in the Zavanti ERP Application folder (L:\). 3. Any other non-standard files: Check the C:\Zavanti folder for any files that may have been stored there by the users. They should be able to tell you which files are required to be kept. If you re not sure, make a copy of the entire Zavanti ERP Application folder (L:\), and make it available once the reinstallation has been completed so customers can obtain the files as required. Uninstalling the Software: 1. On the server go to Start > Control Panel > Add/Remove Programs 2. Highlight Zavanti ERP Software 3. Select Remove 4. Follow the prompts to uninstall the Zavanti ERP software. If there is more than one instance of Zavanti ERP Software in the Add/Remove Programs window there is no specific order they must be completed in, however you will need to ensure that none remain. 5. Still in the Add/Remove Programs window, highlight Zavanti ERP Client Install. 6. Select Remove 7. Follow the prompts to uninstall the Client Installation. If this is not listed in the Add/Remove Programs it means the ODBCC drivers were not installed on the server, and this step is not required to be performed. 8. Still in the Add/Remove Programs window, highlight Gupta SQLBase Server. 9. Select Remove 10. Follow the prompts to uninstall the Gupta SQLBase software. If an error appears advising you that existing PTF s need to be uninstalled first, using Windows Explorer navigate to the C:\Gupta folder. Depending on the installation, this may be located elsewhere on the server. Locate the file called prdinfo, highlight it, and delete the file. Restart the steps to uninstall the Gupta SQLBase software. Zavanti ERP Frequently Asked Questions Systems Administration 257

266 11. After both programs have been completely uninstalled, ensure both the C:\Gupta and C:\Zavanti ERP folders have been deleted. If not, you may need to manually delete them. Installation Depending on the installation, these files may be located elsewhere on the server. Full instructions for installing both the Gupta SQLBase software and the Zavanti ERP software can be found in the Installation Guide available from the Downloads Page Final steps 1. Customised reports: Once the software has been installed, you will need to replace the customised reports (backed up prior to uninstalling the software) by transferring them to the C:\Zavanti ERP folder. This may be located elsewhere on the server depending on the installation. 2. Workstations: Previously each workstation would have had the L:\ mapped to the Zavanti ERP folder on the server. Check each workstation is still able to access the Zavanti ERP folder, and re-map the drive if necessary. 3. Reinstalling ODBC drivers: If using ODBC to extract information into Excel the drivers will need to be reinstalled. This can be done by running setup.exe in the Zavanti ERP Application folder (L:\). 4. Terminal services: If using a terminal services environment, it s important to ensure all users have their own Windows folder when they log into the server. This will usually be stored in C:\documents and settings\{username}\windows. A file called tscfin.ini will be created in this folder that tracks all the user s individual settings within the Zavanti ERP software, including workstation IDs. To avoid workstation ID conflicts each user will need their own tscfin.ini file, and thus their own Windows folder. 258 Systems Administration Zavanti ERP Frequently Asked Questions

267 Hardware and Software Recommendations Standalone Installation This installation involves a single workstation running both the Gupta SQLBase and the Zavanti ERP software. All installations are performed on the one machine, and network setup is not necessary. Network Installation This type of installation may involve multiple user licenses where the application is executed on one or more workstations. The Gupta SQLBase installation and the Zavanti ERP software may either be installed on one or more machines (if there are separate database and application servers). Workstations access the software via a network. Remote Access Requirements Zavanti uses the following remote access technologies, and it is the users' responsibility for procuring, installing, and maintaining all necessary equipment to provide Zavanti with access to the users' database. VPN + MS Remote Desktop MS Remote Desktop TeamViewer VNC Citrix Hardware and Software Requirements for Workstations In general, Zavanti recommends the following configuration as the minimum workstation for the average networked user. Zavanti does not support a single PC setup which acts as both the server and a workstation where there is more than one person using the software. Component RAM Hard Disk Drive Recommended >= 2 GB > 80Gb Processor Pentium 4-1.8Ghz + Screen Size 17 Screen Resolution 1024 x 768 Access to Internet Network Speed Network Protocol Via Broadband 3Ghz TCP/IP Operating System Windows Vista, Windows 7, Windows 8 Operating Software Microsoft Excel 2003, Microsoft Excel 2007, Microsoft Excel 2010(either separately or as part of Microsoft Office) Hardware and Software Requirements for a Single User setup Condition: Workstation that will be working in single user environment and acting as both the workstation and server. Zavanti ERP Frequently Asked Questions Systems Administration 259

268 Component RAM Hard Disk Drive Recommended >=2 GB > 80Gb Processor Pentium 4-3Ghz + Screen Size 17" Screen Resolution 1024 x 768 Access to Internet Network Speed Network Protocol Via Broadband 3Ghz TCP/IP Operating System Windows Vista, Windows 7, Windows 8 Operating Software Microsoft Excel 2003, Microsoft Excel 2007, Microsoft Excel 2010(either separately or as part of Microsoft Office) Hardware and Software Requirements for Server Where there are less than 5 users, a single server working as both the Zavanti database server and application server can be deployed. Zavanti strongly recommends that Zavanti ERP is run on a separate server to the MS Exchange Mail Server. For more than 5 users of the Zavanti ERP software suite, it is recommended that server is used to serve as the database server and separate server is used as the Zavanti application server (an application server is where the Zavanti programs are installed centrally to be accessed by the network users). If remote access is required to run Zavanti over either dial up or broadband communications lines, whether direct connect from point to point or via a VPN on the Internet, then a separate server to handle this must be set up. All Servers (Database and Application servers) have the following Minimum Recommended Specifications Component RAM Recommended Hard Disk Drive > 36Gb SCSI Raid 5 Processor Pentium 4 1.8Ghz + Access to Internet Network Speed Network Protocol Operating System Remote Access Operating System Operating Software 4 Gb (minimum free available space is 512MB, but due to space requirement for other software total system memory should be at least 3GB Via Broadband 1Ghz TCP/IP Windows 2003 Server, Windows 2008 Server, Windows 2012 Server VPN, Windows 2003 Terminal Server, Citrix Metaframe Microsoft Excel 2003, Microsoft Excel 2007, Microsoft Excel 2010(either separately or as part of Microsoft Office) Operating Software Users will require Microsoft Excel (generally as part of Microsoft Office suite) to be installed on their workstations or if using terminal services on the Application Server. Zavanti currently supports Microsoft Office 2003, 2007 and Systems Administration Zavanti ERP Frequently Asked Questions

269 If using Terminal Services - Microsoft Office 2007 and onwards require multi user terminal server licences to operate Microsoft Excel. If using Outlook in Terminal Services you will require administrator privileges this is not recommended for security reasons. Zavanti ERP Frequently Asked Questions Systems Administration 261

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271 How do I set up Automatic Database Backups? The database used for Zavanti ERP holds all the transactional information invoices, payments, receipts, supplier and client details etc. For this reason, it is very important to ensure backups are taken on a frequent basis. Should something happen to a computer, having a recent backup ensures the system can be restored quickly and efficiently. This guide provides step-by-step instructions for setting up a server to perform automatic backups. For these instructions to work, the SQLBase engine is required to be set up as a service (i.e. starts automatically when the computer starts). SQLBase version 9 is installed as a service automatically. It is recommended that that the System Administrator is responsible for the implementation and maintenance of database backups. Before you begin: Ensure you are familiar with the backup software used to perform backups on your server. Ensure you are familiar with the installation of the Zavanti ERP Software and SQLBase engine. Please be aware that before database backup is performed, the SQLBase engine will be shut down, disconnecting all users currently in the Zavanti ERP software. It would be best to set up the automatic backups to be performed at night, when it is unlikely anyone will be using the software. Included in this Automatic Database Backup pack is a copy of WinAT. This tool is used to schedule the database engine to shut down and restart. The following instructions contain information on how to use WinAT; however you may also use your existing software to schedule the engine to shut down. If you have any queries about your existing backup software, please consult your computer technician. Once the process has been set up, it is recommended to periodically test the backups to ensure the accuracy and usability of these copies. 1. Start the WinAT software on the server (this must be the same machine the SQLBase engine is running on). 2. Click on Edit > Add 3. In the Command field, type net stop Gupta SQLBase Server1 4. Select a this occurs type of Every 5. Highlight the Days you would like to perform the backup by clicking on each day. 6. Type in the Time that you would like the engine to be shut down e.g. 9:30. If the backup is to be run at night, tick the PM box. 7. Press OK to add the command to your task list. 8. Follow steps 2 through to 7, but for the command name Gupta SQLBase Resource Manager Server1 (keep the same shut down time and days). 9. Close WinAT. 10. Using your backup software, set it up to backup the C:\Gupta\TSCFIN folder. Depending on your system setup, this folder may be located elsewhere on the server. If you have any queries, please contact your Computer technician. 11. Once the database has been backed up, it is necessary to restart the SQLBase engine to ensure users will be able to log back into the Zavanti ERP software. 12. Open WinAT. 13. Click on Edit > Add 14. In the Command field, type net start "Gupta SQLBase Server1" 15. Select a this occurs type of Every 16. Highlight the same days selected in step 5. Zavanti ERP Frequently Asked Questions Systems Administration 263

272 17. Type in the Time you would like the engine to restart. Ensure you allow for sufficient time for a backup to be taken (this is dependent on the size of the database). Check previous backups for an indication of the amount of time required. 18. Press OK to add this command to the task list. 19. Follow steps 13 through to 18, but for the command name Gupta SQLBase Resource Manager Server1 (keep the same time and days). 20. Close WinAT. 264 Systems Administration Zavanti ERP Frequently Asked Questions

273 How do I Run a SQL Script This document contains instructions on running an SQL Script as provided by Zavanti ERP support staff using the Database Validation Wizard. 1. Ensure everyone is logged out of the system and that you have a current backup of your database. 2. Go to Zavanti ERP Application folder (L:) and run the file Database _Validation.exe If you get a message that there are users on the system, please go into Systems Maintenance > Sys Integrity and clear any locks in the software. 3. Press Next when the window appears. 4. Enter your username and login details and press Next. 5. Select the third option, Run an SQL script 6. Select Yes to the option to run the script now 7. Press the button (ellipses) on the right of the empty field, and load the SQL text file provided by the Zavanti ERP support team. The contents of the script file will appear in blue. 8. Press Next 9. Press Yes to the message and begin the process. This may take several minutes. Please do not close the window at any stage of this process. 10. Once the script has finished running, the results will be displayed in the Database Validation window. Press Next. 11. Press Finish. Zavanti ERP Frequently Asked Questions Systems Administration 265

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275 How do I get into a "locked" file when there is no one else using it? Sometimes you may get a message that indicates another user is processing. If you know that that is not the case, you may have to resolve 'Ghost Users' or 'Locked Files' left behind when a User encounters an error that causes the application to crash. 1. First you must be sure that the message is not valid. Check with all other users that no-one is performing the stated operation. 2. Ask all other users to log out of any Zavanti applications 3. Now Log on to 'Systems Maintenance' and go to Help > Who is logged on 4. Check that any users listed other than yourself is not valid. Click on the Systems integrity button. 5. If there are any of large BUTTONS on this screen that are not Greyed Out as below, Click on these buttons to disconnect Users/Workstations/ or Release File Locks. 6. Do not change the dates at the bottom of the screen. 7. Click on 'Save' and exit 'Systems Maintenance'. Users may now log in and proceed. Zavanti ERP Frequently Asked Questions Systems Administration 267

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277 How to log an issue Topics Zavanti ERP Frequently Asked Questions How to log an issue 269

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279 How do I use Zavanti Online Support To log into the Zavanti support system, go to Click on Support and Log an Issue to open the support system. Logging in A username and password will have been previously supplied by Zavanti. If not, contact the support desk on to obtain access. Enter the username and password and press Login. Select the appropriate database (Zavanti ERP will appear by default) and press Login. Issue list After logging in the Issue List window will appear, as shown below. Zavanti ERP Frequently Asked Questions How to log an issue 271

280 There are a number of different icons that will be displayed on the initial screen. If the icon is greyed out, it means that action is not applicable to the relevant issue. Icon New Issue Changed Issue Closed issue View Issue Edit Issue Customer verify Client Comment Description Issues added since the last login Issues modified since the last login Closed issues Allows the user to open the specific issue for viewing Allows the user to open the issue for editing. Verifies a resolution provided by Zavanti support, and marks the issue as Closed. Allows the user to add a comment to the specific issue Filters and Sorting Filters can be set up and used to display a subset of the issues. To use the filters, select the appropriate filter from the Filter drop down list. If a particular filter is required, please contact the Zavanti Help Desk. 272 How to log an issue Zavanti ERP Frequently Asked Questions

281 Once the filter has been selected, the issues in the main window of the support system will refresh, showing those meeting the filter restrictions only. It s also possible to sort the list of visible issues by each of the column headings. The sort order is displayed by the symbols and. The symbol indicates the first sort column, while the symbol indicates the second. The first sort can be changed immediately by clicking on the relevant column heading. To update the second sort option, click on the Setup Columns button on the left hand side of the column headings. This option will also allow you to add more columns to the main window if required. Logging a new issue To add a new issue, click on the Add button. The Add Issue window will be displayed. The labels in bold are the mandatory fields, and will need to be filled out before saving the issue. Zavanti ERP Frequently Asked Questions How to log an issue 273

282 Ensure the issue has been explained entirely, including any error messages and any troubleshooting that has been done. If the issue is able to be reproduced, enter the steps in the second box Steps to Reproduce. Field Type Module Contact Priority Component Source Version found Description Reproduced Steps to reproduce Description The type of issue. This can only be modified by Zavanti support staff. The module of the Zavanti ERP software the issue pertains to e.g. General Ledger, Accounts Payable The first name of the user logging the issue The priority of the issue Used to categorise each issue reported within the software e.g. Reports, Extensions/Interfaces Method used to log the issue. Generally this will be website, however when calls come in direct to the Help Desk via phone or , this source will updated to reflect that. Version of the Zavanti software the issue pertains to A detailed description of the issue, including any error messages. A drop down list containing the frequency of the ability to reproduce the issue (not compulsory). Used to list detailed steps to reproduce an issue (not compulsory). To attach supporting documentation use the Add Attachments button at the bottom of the screen. After filling out all relevant information press Save, a blank Add Issue page will appear. From here you can choose to enter another issue or press Cancel to return to the main window of the software. 274 How to log an issue Zavanti ERP Frequently Asked Questions

283 Viewing the progress of an issue To open an issue to view the progress you can either tick the box next to it on the main window and press the View button, or click on the shortcut button next to the issue. The view screen will show all the information pertaining to the issue. It s important to note that viewing an issue will open the issue as read only the user will be unable to make any modifications to the issue. To edit the issue, the user will need to select the Edit option from the main window of the support system. To view the progression of the support system click on the Workflow tab. Zavanti ERP Frequently Asked Questions How to log an issue 275

284 Customers will not be able to view internal information; however the date of each event will be visible. Clicking on an item will allow the user to view detailed information of each event (for those they have the permission to view only). Click Done to close out of the issue and return to the main window of the support system. Adding comments to an issue Comments can be added to issues to provide further information or to query the status of the issue. Updates made to an issue are automatically ed to the support staff. To enter a comment, click on the Comment shortcut. 276 How to log an issue Zavanti ERP Frequently Asked Questions

285 Enter the details into the notes box, and press OK to add the comment. Once the comment has been submitted, an will be sent to the staff member currently assigned to the issue to advise them of the comment. Adding a comment also adds an event to the workflow window which can be viewed later. Reopening an issue If a customer feels an issue has been closed prematurely, or the issue hasn t been resolved satisfactorily, they can use the online support system to reopen the issue. First locate the issue in the main window of the support system. Tick the relevant box, and then hover the mouse over the Events icon on the left hand toolbar. A menu will appear which contains the option to reopen the issue. The Re-Open window will appear. Enter the details of the issue in the Notes field, and select a Resulting State of Support issue. Press OK to save the changes, and reopen the issue. The issue will then be sent back to the Help Desk for action. Zavanti ERP Frequently Asked Questions How to log an issue 277

286 Logging out When the user has finished in the support system they will need to click on the Logout button, otherwise the next time the user comes to log in they may encounter an error advising the user is already logged in. Please note the system has an inactivity limit of 30mins after which it will drop the session. If the user is halfway through entering a new issue and becomes inactive for 30mins, when the user clicks the save button the session will be dropped and everything entered for the new issue will be lost. 278 How to log an issue Zavanti ERP Frequently Asked Questions