DDispatch ispatch PProroTHE ULTIMATE DISPATCH SOFTWARE

Accounts Payable & Financial System

User Guide

1038 Hooker RoadSequim, WA 98382360-582-0202www.dispatchpro.com

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Table of ContentsTABLE OF CONTENTS..................................................................................................3

ACCOUNTING.................................................................................................................5

ACCOUNTS PAYABLE...................................................................................................7STEP 1 – START THE ACCOUNTING PROGRAM AND SELECT VENDOR MAINTENANCE..........8STEP 3 – CREATE ACCOUNTS PAYABLE BALANCING TOTALS...........................................11STEP 4 – INPUT INVOICES – COMPUTER CHECKS..........................................................11

Other A/P Invoice Features:..............................................................................................................15Quick Purchase Order.................................................................................................................. 15Update General Ledger Account Numbers...................................................................................16Recurring Invoices........................................................................................................................ 16Change Markup %........................................................................................................................ 17

STEP 5 – INPUT INVOICES – HAND CHECKS...................................................................17STEP 6 – DISPLAY SUMMARY OF ACCOUNTS PAYABLE...................................................19STEP 7 – PRINT UNPAID INVOICE LIST...........................................................................20STEP 8 – PRINT PRE-CHECKS LIST...............................................................................21STEP 9 – PRINT CHECKS..............................................................................................22STEP 10 – PRINT CHECK REGISTER..............................................................................24STEP 11 – PRINT BATCH INPUT SUMMARY....................................................................25STEP 12 – ACCOUNT DISTRIBUTION REPORT AND POST TO G/L.....................................26STEP 13 – OTHER ACCOUNTS PAYABLE FEATURES.......................................................29

Invoice Search.................................................................................................................................. 29Change Due Dates............................................................................................................................ 30Check Payment Status...................................................................................................................... 31Recurring Payments.......................................................................................................................... 32AP/GL Balancing Report................................................................................................................... 34Monthly Check Register....................................................................................................................351099-MISC Forms............................................................................................................................. 36Vendor Payment Report....................................................................................................................37Vendor List........................................................................................................................................ 37Vendor Labels................................................................................................................................... 38Quick Purchase Order Comparison Report.......................................................................................39Reprint Check Register.....................................................................................................................40Reprint Batch Input Summary...........................................................................................................41List of Aged Unpaid Invoices.............................................................................................................41List of Purchases/Payments by Vendor............................................................................................43List of Vendors with Expiring Certificates of Insurance.....................................................................44Combine/Delete Vendors.................................................................................................................. 44

FREQUENTLY ASKED QUESTIONS..................................................................................46How do I void an Accounts Payable computer check?......................................................................46How can I reverse a computer-check entry that is waiting to be paid?..............................................47How can write just one computer check without starting a new batch?.............................................47

FINANCIAL SYSTEM....................................................................................................49STEP 1 – JOURNAL ENTRIES.........................................................................................49STEP 2 – RECURRING JOURNAL ENTRIES......................................................................52STEP 3 – PRINTED REPORTS........................................................................................54

Journal Entries – Reference Number Sequence...............................................................................55

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Journal Entries – Account Number Sequence..................................................................................55Payroll Entries................................................................................................................................... 55Sales Entries..................................................................................................................................... 56Cash Receipts Entries....................................................................................................................... 56Accounts Payable Entries................................................................................................................. 56General Ledger................................................................................................................................. 57Financial Statements.........................................................................................................................58Recurring Journal Entries.................................................................................................................. 60Monthly Trial Balance........................................................................................................................60Account Monthly Activity...................................................................................................................61

STEP 4 – SETTING UP FINANCIAL STATEMENTS.............................................................63G/L Chart of Accounts Maintenance.................................................................................................63Financial Statement Layout Maintenance / Budgets.........................................................................65Account Number / Financial Statement Cross Reference Maintenance............................................67

STEP 5 – CLOSE FISCAL YEAR......................................................................................71

MISCELLANEOUS FILE MAINTENANCE....................................................................73G/L CHART OF ACCOUNTS MAINTENANCE.....................................................................74FINANCIAL STATEMENT LAYOUT MAINTENANCE / BUDGETS.............................................76ACCOUNT NUMBER / FINANCIAL STATEMENT CROSS REFERENCE MAINTENANCE............78

MISCELLANEOUS FILE PRINT....................................................................................80G/L CHART OF ACCOUNTS LIST....................................................................................80FINANCIAL STATEMENT LAYOUT....................................................................................81ACCT NUMBER/FINANCIAL STATEMENT CROSS REFERENCE...........................................82FINANCIAL SYSTEM BUDGET LIST..................................................................................84

APPENDIX.....................................................................................................................85BACKUP.......................................................................................................................85ACTIVATION KEY...........................................................................................................85NETWORK ADMINISTRATOR INFORMATION......................................................................85

GLOSSARY...................................................................................................................86

INDEX............................................................................................................................89

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Accounting

The Accounting Program is divided into 6 different menu bar selections. This Guide will cover the Accounts Payable and Financial Systems.

Accounts Receivable – All functions relating to the accounts receivable department; entering invoice data and printing related reports; recording payments; computing interest; printing A/R reports and service history. Accounts Payable –Tasks for entering payable invoices, writing checks and printing related reports

Financial System – Journal entries, general ledgers, budgets, and financial statements, year-end closing

Miscellaneous File Maintenance – Create and maintain all databases such as customers, users, technicians, and work descriptions.

Miscellaneous File Reports – Print database information, customer labels, and database analysis reports

Options

Separate cash and checks on Sales Journal for entries to General Ledger. Answer Y or N

General Ledger account number for separate credit card entries to General Ledger. Enter the account number for posting credit card sales.

Separate Master Card on sales journal for entries to General Ledger. Answer Y or N

Separate American Express on sales journal for entries to General Ledger. Answer Y or N

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Separate Discover Card on sales journal for entries to General Ledger. Answer Y or N

QuickBooks Export File options

See Miscellaneous File Maintenance/GL Chart of Accounts Maintenance for additional information.

Enable this feature. Answer Y or N

Separate entries for Residential /Commercial sales. Answer Y or N

Separate entries for each sales category. Answer Y or N

Separate entries for each credit card sale. Answer Y or N

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Accounts Payable

In this section we will cover the following:

Setting up your Accounts Payable vendorsEntering invoice data before writing checksHow to handle hand written checksPrinting checks and reportsPosting Accounts Payable to the General LedgerPrinting various A/P reports

Accounts Payable computer checks can be written at any time but you will probably want to establish a weekly schedule. Enter the invoice data on a daily basis as you receive statements and invoices from your vendors. Depending on your volume, one “batch” of invoices per week is usually sufficient.

Dispatch ProDispatch Pro requires that you run specific programs each time you process checks to ensure that your data is in balance and that the amounts are properly posted to the General Ledger. The mandatory programs (in bold and underlined below) and the manual processes are as follows:

Add up all the invoices that will be entered today. After data entry, you want to balance to this amount. (Step 3)

Start a new batch for this week and balance to the amount from Step 3. (Step 4)

If you have written hand-checks they are entered in the same batch. (Step 5)

Print checks . (Step 9)

Print the Check Register . (Step 10)

Print Batch Input Summary . (Step 11)

Account Distribution Report and Post to G/L . (Step 12)

IMPORTANT NOTE: If an error occurs (i.e. incorrect dates entered when selecting checks to print resulting in “no checks to print”) you still must run the Check Register, Print the Batch Input Summary program and the Account distribution Report before starting over.

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Step 1 – Start the Accounting program and select Vendor Maintenance

Diagram AP-1 is displayed.

Diagram AP-1

Vendor Maintenance is used to establish your regular and one-time vendors. Enter the first 5 characters of the vendor name to search for existing vendors or F3 key to create a new vendor, F4 to set up a one-time vendor. You can have a maximum of 300 one-time vendors.

Enter the first 5 characters of the vendor’s name to search for an existing vendor. From the Vendor Name Search window (Diagram AP-2) select the vendor and press Enter.

Diagram AP-2

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If this is a new vendor, press the F3 key, or press F4 to set up a one-time vendor.

Complete all the fields necessary for the new vendor.

Diagram AP-3

Set up each vendor as follows:

Vendor name and name two, if desired

Address is entered on the third line

Telephone and Fax numbers

1099 NBR – Enter the vendors Federal ID number. Required if you wish to print a 1099 for this vendor.

Type – Subcontractor, Material, Equipment or Other

Cert. of Ins. – W/C = Workers’ Comp Insurance policy expiration dateLiab = General Liability Insurance policy expiration date

NOTE: This message is displayed one month before the expiration date: There are vendors with expiring certificates of insurance…press any key.

Contact – Name of contact

Discount % – percentage of discount that can be applied (9.9% maximum)

Terms – Enter number of days or Date of the month/Invoice Date to automatically calculate the due date. For example:

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30 Days will add 30 days to the invoice date and display it in the due date field when entering invoices.

10th/25 – i.e. if invoice is due on the 10th of this month if the invoice is dated the 25th or earlier. If the invoice is dated after the 25th of the month, the due date is calculated as due on the 10th of next month.

1st, 2ND or 5TH – Due on specific day of the month.

Notes – Enter notes you wish to keep for this vendor.

Valid G/L Account Numbers – If you are using the Dispatch Software Chart of Accounts you can select the button to display the General Ledger Account Numbers that are used for this type of purchase. A sample of the list is shown in Diagram AP-5.

Diagram AP-4

Diagram AP-5

Click on the desired account(s). If you are using a custom Chart of Accounts, enter the appropriate General Ledger number and the account description is displayed for you. The numbers are not required but entry here will facilitate A/P invoice data entry.

Click Save This to save your changes.

You can delete vendors you no longer use by clicking the Delete This button. Diagram AP-6 is displayed to alert you that there are invoices in the history file. If you wish to delete the vendor, answer Yes.

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Diagram AP-6

Step 3 – Create Accounts Payable balancing totals

Batch the invoices that you have received to-date. If you have written hand-checks, add them into this batch also. Using an adding machine with a tape add the total of all invoices and checks written. Save and label the tape. This step is essential for balancing today’s batch of accounts payable.

IMPORTANT NOTE: A word of caution – you must balance this batch and print checks, a Check Register, a Batch Input Summary and the Account Distribution Report before creating a new batch.

Step 4 – Input Invoices – Computer Checks

Select Input Invoices – Computer Checks from the Accounts Payable menu. Diagram AP-7 is displayed.

Diagram AP-7

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Batch Control - The program uses a “Batch Control” system to balance the input for a group of Accounts Payable invoices (usually done daily, bi-weekly, or weekly).

The first time you enter invoices after a check-printing cycle, the batch date will show today’s date. A check-printing cycle requires that Checks, Check Register, Batch Input Summary and Account Distribution be printed before you begin a new one batch.

Press Enter to accept today’s date or type the date you wish. If you change the date you are asked to confirm it by typing “Yes.”

NOTE: If you haven’t printed checks for the current batch you will see ”Please complete AP processing for 8/17/08 (date of last batch) first” displayed in the upper right corner of the screen.

Diagram AP-8

Enter up to 5 characters of the vendor’s name in the Search field. Select the

appropriate one or click the Add Vendor button .

TIP: Press Enter when in the vendor search field to call up the last vendor you entered.

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Diagram AP-9

Complete the A/P invoice input as shown in Diagram AP-10.

Diagram AP-10

Inv. Date – Date of the invoice

Invoice # – Enter your vendor’s invoice number.

P.O. # – Purchase Order Number if one was issued for this vendor. See additional information about QPOs in the Other A/P Invoice Features area of this section.

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Description – Enter a description to print on the check stub and A/P Distribution Report

Due Date – The date you plan to pay this invoice.

Amount – Amount of the check to print.

Disc % – The discount percentage entered for the vendor is displayed.

Discount – The amount of the discount if paid within the terms is calculated automatically.

Charge following to the month of – Distribution to the G/L can take place this month or next. Press F9 to charge entries to next month or Enter to accept month shown.

G/L Account numbers – The numbers are shown if they were entered for the vendor. Accept these or enter other valid G/L numbers for distribution. If you are using the Dispatch Pro Chart of Accounts, you can select the buttons, as shown in Diagram AP-11. A list of General Ledger Account Numbers is displayed for selection. A sample of the list is shown in Diagram AP-5.

Diagram AP-11

Amount – Dollar amount to distribute to this G/L account.

The Undistributed Amount must be zero before saving the invoice data.

Click Save This to save your changes.

NOTE: When you enter the vendor, invoice date and invoice number of an invoice that already exists in this batch the following message is displayed:

“Duplicate in current batch. F8 to try again, F9 to recall entry.” Press F9 to make corrections to this invoice.

NOTE: If you press the Esc key before saving your entries the following message is displayed: You pressed Esc. There are unsaved entries. F7 to discard and exit or SHIFT F7 to continue

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Other A/P Invoice Features:

Quick Purchase Order

When you enter the Quick Purchase Order Number in an A/P invoice, the amount of the QPO and other information obtained at job completion are shown at the bottom. Also shown is the status of the job, such as Job is completed but not invoiced or Job is completed and invoiced in batch mm/dd/yy. If the amount of the QPO from Dispatch is different than the amount from the vendor and the job has not been invoiced, you may decide to correct the QPO now before processing the commission report or if it can be corrected in the Service Invoicing program.

If the amount you enter for the invoice is not the same as the QPO, a question is displayed:

You have entered and distributed an amount different from the original purchase order! Do you want to adjust cost for commission purposes? (Y or N)

See a sample in Diagram AP-12.

Diagram AP-12

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Update General Ledger Account Numbers

If you have entered G/L account numbers for this invoice that are not already shown for the vendor, Dispatch ProDispatch Pro will ask if you wish to add the G/L number. See Diagram AP-13. Answer Yes to this question to save the new accounts.

Diagram AP-13

Recurring Invoices

If you have the same payment for this vendor each month (or week) you can make it a recurring invoice, which means that it will automatically be set up. After entering all the current invoice

information, simply select the button, , to memorize this invoice for the next period. Enter the pay frequency and the number of payments as shown in Diagram AP-14.

Diagram AP-14

To activate the Recurring Payments, see instructions in Step 13 later in this section.

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Change Markup %

The Change Markup Percentage button allows you to make changes to the percentage of markup for Quick Purchase Orders (U tasks) from the A/P Invoice window. This same button is also available in Commission Reports and in Service Invoicing.

NOTE: When you enter the vendor, invoice date and invoice number of an invoice that already exists in this batch the following message is displayed:

“Duplicate in current batch. F8 to try again, F9 to recall entry.” Press F9 to make corrections to this invoice.

Step 5 – Input Invoices – Hand Checks

Select Input Invoices – Hand Checks from the Accounts Payable menu. Diagram AP- 15 is displayed.

Diagram AP-15

Batch Control – The program uses a “Batch Control” system to balance the input for a group of Accounts Payable invoices (usually done daily, bi-weekly, or weekly).

The Hand Checks batch is the same batch discussed in Step 4 above. The date shown is the same date used when starting a new batch of invoices for computer checks.

Press any key to open the batch. Enter the first 5 characters of the vendor’s name and select the appropriate one. Complete the input as shown in Diagram AP- 16.

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Diagram AP-16

Inv. Date – Date of the invoice.

Invoice # – Enter the invoice number you paid.

Description – Enter a description to print on the A/P Distribution Report.

Due Date – The date of the check you wrote.

Amount – Amount of the check.

Disc % – The discount percentage entered for the vendor is displayed.

Discount – The amount of the discount if paid within the terms.

Charge following to the month of – Distribution to the G/L can take place this month or next. Press F9 to charge entries to next month or Enter to accept month shown.

G/L Account numbers – The numbers are shown if they were entered for the vendor. Accept these or enter other valid G/L numbers for distribution. If you are using the Dispatch Pro Chart of Accounts, you can select the buttons, as shown in Diagram AP-16. A list of General Ledger Account Numbers is displayed for selection. A sample of the list is shown in Diagram AP-7

Diagram AP-17

Amount – Dollar amount to distribute to this G/L account.

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Click Save This to save your changes.

TIP: Press Enter when in the vendor search field to call up the last vendor you entered.

NOTE: If you press the Esc key before saving your entries the following message is displayed:You pressed Esc. There are unsaved entries. F7 to discard and exit or SHIFT F7 to continue.

Step 6 – Display Summary of Accounts Payable

Select Display Summary of Accounts Payable. See Diagram AP-18. The total of computer and hand checks should match the tape you created in Step 1. If not, return to Input Invoices for either Computer or Hand Checks and make corrections.

Diagram AP-18

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Step 7 – Print Unpaid Invoice List

Select Printed Reports from the Accounts Payable menu.

Diagram AP-19

Select Unpaid Invoice List. Click on the Display button or Print button

. Diagram AP-20 is displayed.

Diagram AP-20

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You can eliminate invoices that are due in future months (recurring invoices) by entering a current date. Also the report can be printed in invoice date sequence rather than invoice number sequence.

Review the report paying attention to the due date. Are there any invoices listed that you want to pay early? Are there some invoices that you do not want to pay? If so, return to the Accounts Payable menu and select Change Due Dates. See detailed instructions later in this section. Or you can select which checks to Hold (Delay issue of checks) or Pay Early (Pay before due date) with Check Payment Status. See details in Step 13.

Diagram AP-21

Step 8 – Print Pre-Checks List

Select Printed Reports from the Accounts Payable menu. Select Pre-Checks List,

and then click on the Display button or Print button .

Diagram AP-22 is displayed. Enter the due date for the invoices you intend to pay.

Diagram AP-22

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Diagram AP-23

Verify which checks will print. If you don’t want to pay some of the invoices run Change Due Dates and re-print the Pre-Checks List. Or you can select which checks to Hold (Delay issue of checks) or Pay Early (Pay before due date) with Check Payment Status. See details in Step 13.

NOTE: Depending on the vendor, you may lose the discount if you change the due date. If that is the case, return to the Invoice Input batch and remove the discount amount.

Step 9 – Print Checks

Select Printed Reports from the Accounts Payable menu. Select Checks. Diagram AP-24 is displayed.

Enter the due date. All invoices with this date and earlier will be included in this check run. Enter the date to print on the checks.

IMPORTANT NOTE: The check date can only be 4 days in the future or 4 days in the past.

Diagram AP-24

Insert checks in the printer. Enter the first check number and “Y” when ready to continue. Be cautious of how your printer feeds the check forms. Some printers require that pre-numbered checks be collated in a different sequence.

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Diagram AP-25

The following message is displayed:Is this the correct check number: 101. Press ‘Y’ to continue, ‘Up arrow’ to change check number, or ‘N’ to cancel.

“Printing in progress. Please wait” is displayed. After checks have printed Diagram AP-26 is displayed.

IMPORTANT NOTE: Be sure to verify that all checks have printed properly. If the checks did not print properly and you answer No, you must start the check printing from the beginning.

Diagram AP-26

Diagram AP-27 displays as an alert to remove the check forms from the printer and insert plain paper. When ready, answer Yes.

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Diagram AP-27

Step 10 – Print Check Register

Select Printed Reports from the Accounts Payable menu. Select Check Register.

The Check Register begins to print immediately. See sample in Diagram AP-28

Diagram AP-28

Save this report for audit purposes.

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Step 11 – Print Batch Input Summary

Select Printed Reports from the Accounts Payable menu. Select Batch Input Summary.

The report prints immediately and shows all entries made for this batch. See sample in Diagram AP-29.

Diagram AP-29

Save this report for audit purposes.

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Step 12 – Account Distribution Report and Post to G/L

Accounting entries are created when the Check Register is printed and when the Batch Input Summary is printed. When the Account Distribution Report is run the resulting General Ledger Entries are shown:

Debit to the various expense accounts (i.e. Vehicle Insurance) from Batch Input Summary Credit to Accounts Payable from Batch Input Summary Debit to Accounts Payable from the Check Register Credit to Cash from the Check Register

This is an important step to ensure that the General Ledger is properly updated and that the amounts are being posted to the correct months.

Select Printed Reports from the Accounts Payable menu. Select Account Distribution Report and Post to G/L.

Diagram AP-30

Verify the current month shown is correct. Press F8 or F9 to change the month if necessary. Answer Yes when ready. When the first question is answered, additional questions are posed as shown in Diagram AP-31.

Diagram AP-31

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Enter “M” to print the current month only or “Y” for a Year-to-date report.

A single G/L account can be printed or leave the field blank for all accounts.Disable printing? Y or N. Answer Yes to display the report on screen only.

Before printing, the balance, “Grand Total is $0.00” is shown in the upper right corner. Please call Technical Support if the total is not zero.

Diagram AP-32

When printing is complete (assuming you are processing the current month) Diagram AP-33 is shown. Answer yes if you have completed Accounts Payable for the month shown.

In the example in Diagram AP-33, the current month is November. A Yes answer will advance one month (to December) so you can begin posting to January as well as December.

Answer No if there may be other invoices and checks for the month of November.

NOTE: Only the current month expenses are posted to the General Ledger.

Diagram AP-33

Reminders:

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Because it is very important to “close” each month, Dispatch ProDispatch Pro displays reminders that you may not have completed Accounts Payable processing.

If the accounting month has not been advanced and you are one month behind you will see a reminder in yellow similar to Diagram AP-34. (i.e. It is now January and A/P Account Distribution window indicates that November is the current month.)

Diagram AP-34

If the accounting month has not been advanced and you are two months behind you will see a reminder and will not be able to create a new batch of A/P invoices. See Diagram AP-35.

Diagram AP-35

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Step 13 – Other Accounts Payable Features

Invoice Search

Select Invoice Search from the Accounts Payable menu. If desired, enter a date range to eliminate displaying older invoices (i.e. voids). Enter the first 5 characters of the Vendor’s name and select the appropriate one. If the vendor selected has more than one invoice, Diagram AP-36 is displayed.

Diagram AP-36

Select the invoice to review and Diagram AP-37 is displayed.

Diagram AP-37

F8 displays the prior invoice (by invoice date), F9 the next invoice.

– The void button shown in the bottom right of window is used to void an invoice for a hand check or a computer check.

When you select an unpaid invoice to void, “Are you sure you want to do this? Yes or No.”

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Diagram AP-38 is shown when you select an invoice for which a check has been written. You can select to re-enter the invoice for future payment.

Diagram AP-38

Diagram AP-40

When an invoice has been voided, future searches for this vendor’s invoices will show the original invoice (note the letter O to the right of the Invoice Date) and the voided invoice (note the letter V to the right of the Invoice Date).

Change Due Dates

Changing the Due Date of an invoice to a date further in the future is one way to prevent a computer from check from printing. Select Change Due Dates from the Accounts Payable menu. Enter the first 5 characters of the Vendor’s name and select the appropriate one. Diagram AP-41 is displayed showing all unpaid invoices for the vendor.

Diagram AP-41

Change the due date and press the Esc key to save.

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Check Payment Status

The Check Payment Status option is another way to select which checks to print. Based on the due date you enter, Dispatch ProDispatch Pro calculates a payment status for all invoices. You can change the status of any invoice to Yes, pay this invoice, Delay payment, pay this invoice Early or make a Partial payment.

Select Check Payment Status from the Account Payable Main Menu and Diagram AP-42 is displayed. Enter the due date of the invoices you plan to pay. You can select to display the invoices in sequence by invoice date or invoice number. If you wish Dispatch ProDispatch Pro to recalculate all the payment statuses, answer Yes to the question, Clear all payment status codes?.

Diagram AP-42

Diagram AP-43

This list shows all invoices due to be paid. The Pay column shows a Y for invoices with a due date equal or older than the due date entered in Diagram AP-42. The Pay column is blank for invoices that are not yet due. The bottom right corner shows the Total to be paid for all invoices with a Y in the Pay column.

Enter the code to reflect how you wish this invoice to be handled. Y – Pay this invoiceP – Partial paymentH – Delay this invoiceE – Pay this invoice early

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If you wish to write a check for a partial amount of the invoice, enter a “P” in the pay column. A new window, Diagram AP-44, is displayed to enter the partial amount that you wish to pay.

Diagram AP-44

Once you have entered the payment codes you wish, you can print checks based on your new selections.

Recurring Payments

Diagram AP-45

Recurring Payments from the Account Payable menu prints a list of the Recurring Payments and allows you to make changes to those payments.

Select List of Recurring Payments and enter the pay frequency, M for Monthly or W for Weekly, as shown in Diagram AP-46. Select Display or Print for a list of the payments already established. A sample of the list is shown in Diagram AP-47.

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Diagram AP-46

Diagram AP-47

Diagram AP-48 is displayed after printing the List. Once each month you will “activate payments for the next cycle” when you answer Yes. Each of the unpaid, recurring invoices will then be available for paying.

Diagram AP-48

When you select Change or Delete Invoice, Diagram AP-49 is shown with the Due Date and Invoice Date for subsequent periods. All fields shown in dark blue can be changed.

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Diagram AP-49

AP/GL Balancing Report

The accountant uses the Accounts Payable/General Ledger Month-End Balancing Report for reconciliation.

Select Printed Reports from the Accounts Payable menu. Select AP/GL Balancing Report. Click

on the Display button or Print button . Diagram AP-50 is displayed.

Diagram AP-50

Verify the current month shown is correct. Press F8 or F9 to change the month if necessary. Answer, Yes when ready. The report will print or display immediately.

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Diagram AP-51

Monthly Check Register

The Monthly Check Register is similar to the Check Register and includes all checks for the month.

Select Printed Reports from the Accounts Payable menu. Select Monthly Check Register. Diagram AP-52 is displayed.

Diagram AP-52

Verify the current month shown is correct. Press F8 or F9 to change the month if necessary. Do you wish to show entries from Accounts payable System? Y or N. Do you wish to show entries from Payroll System? Y of N. The report will display or print immediately.

See a sample in Diagram AP-53.

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Diagram AP-53

1099-MISC Forms

1099-MISC forms can be printed for Accounts Payable vendors you have paid over $600 in the filing year. The forms can be purchased at Office Depot and other office supply stores. Be sure to ask for laser printer forms. It is important to note that you cannot use forms that have been downloaded from the Internet. The packaged forms you purchase are printed in accordance with IRS regulations. Any other forms may be rejected.

Verify that each vendor has the 1099 NBR field completed in Accounts Payable Vendor Maintenance. This is the vendor’s federal ID number that prints on the 1099 form. Select Printed Reports from the Accounts Payable menu. Select 1099-MISC Forms. See Diagram AP-54.

Diagram AP-54

Have you purchased at least X page (2 per page) of each form A, 1, B, 2 and C for reporting year? (Y or N) is shown in red at the bottom of the screen. A No answer will return you to the Accounts Payable Printed Reports menu.

NOTE: The X represents the number of each form you will need to print.

A Yes answer will display which forms should be loaded into the printer. Additional messages may be displayed to print multiple copies of the forms.

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Vendor Payment Report

The Vendor Payment Report accumulates the total invoices for each vendor by month.

Select Printed Reports from the Accounts Payable menu. Select Vendor Payment Report. Click

on the Display button or Print button . See sample in Diagram AP-55.

Diagram AP-55

Vendor List

Select Printed Reports from the Accounts Payable menu. Select Vendor List. Choose whether to print Regular Vendors, One-time Vendors or Both.

Click on the Display button or Print button . Diagram AP-56 is displayed.

Diagram AP-56

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Vendor Labels

Select Printed Reports from the Accounts Payable menu. Select Vendor Labels. Choose whether to print labels for Regular Vendors, One-time Vendors or Both.

Diagram AP-57

After selecting the vendor type, Enter printer type…(L)aser or (I)nk Jet is shown in the upper right corner. Press the appropriate letter.

You are prompted to “Put label stock into the printer.”

Laser = Avery # 5351 or 5314 (1” x 2 13/16”) Ink Jet = Avery # 8160 or 8660 (1” x 2 5/8”)

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Quick Purchase Order Comparison Report

Select Printed Reports from the Accounts Payable menu. Select Quick Purchase Order

Comparison Report. Click on the Display button or Print button .

Diagram AP-58 is displayed. The report can be printed or displayed for a selected technician or ALL technicians, all Q.P.O. Vendors, or a selected vendor. Enter the date range for the report.

Diagram AP-58

Diagram AP-59

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Reprint Check Register

Select Printed Reports from the Accounts Payable Menu. Select Reprint Check Register. Click

on the Display button or Print button . Diagram AP-60 is displayed.

Enter the batch date of the original Check Register.

Diagram AP-60

Diagram AP-61

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Reprint Batch Input Summary

Select Printed Reports from the Accounts Payable menu. Select Reprint Batch Input Summary.

Click on the Display button or Print button .

Diagram AP-62 is displayed. Enter the batch date of the original Batch Input Summary.

Diagram AP-62

List of Aged Unpaid Invoices

Select Printed Reports from the Accounts Payable Menu. Select List of Aged Unpaid Invoices.

Click on the Display button or Print button . Diagram AP-63 is shown.

Diagram AP-63

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The List of Aged Unpaid Invoices shows the total amount of each invoice and whether it is current, over 30, 60, 90 or 120 days old.

Print Summary Only? – The Summary ages all invoices for the vendor and prints the totals on one line per vendor.

Age invoices based on due date or invoice date? – Should the aging comparison date match the invoice date or the due date?

Eliminate invoice dates greater than . – Recurring invoices will have a due date and an invoice date in the future. Do you wish these to be eliminated from the aging report? If so, enter a future cut-off date. Leave the date blank if these invoices should be included.

Aging comparison date – Enter the date to use as a comparison.

Sequence report by invoice number instead of invoice date? – Should the invoices be shown in invoice number sequence or invoice date?

Diagram AP-64

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List of Purchases/Payments by Vendor

Select Printed Reports from the Accounts Payable Menu. Select List of Purchases / Payments by

Vendor. Click on the Display button or Print button .

Diagram AP-65 is shown

The List of Purchases/Payments shows each vendor detailing the date, invoice number and amount of the purchases you’ve made within the date range selected. Beside each invoice is the Payment information; date, check number, and amount. The Summary produces the same report showing only summary totals for each vendor.

Diagram AP-65

Diagram AP-66

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List of Vendors with Expiring Certificates of Insurance

Each Accounts Payable Vendor has a date field for the Workers’ Comp Insurance policy expiration date and General Liability Insurance policy expiration date. The List of Vendors with Expiring Certificates of Insurance can be printed or displayed.

Diagram AP-67

Combine/Delete Vendors

Duplicate vendors can be removed even if there are unpaid invoices. Select Combine/Delete Vendors from the Accounts Payable menu.

Enter up to 5 characters of the 1st vendor and select from the list.

Diagram AP-68

Diagram AP-69

Enter up to 5 characters of the 2nd vendor name and select the duplicate vendor from the list. Diagram AP-70 is shown.

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Diagram AP-70

Answer the questions at the bottom of the screen based on which vendor you wish to save.

Save #1, Delete #2 Yes or NoSave #2, Delete #1 Yes or No

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Frequently Asked Questions

How do I void an Accounts Payable computer check?

Computer checks are voided using the Invoice Search feature and the Void button. The entries made are reflected in the current batch. In reality, you are voiding one or more invoices that were paid with a computer check.

1. Use Invoice Search, from the Accounts Payable menu to find the invoices that generated the check to be voided.

Select the appropriate vendor and highlight the invoice you paid. If more than one invoice was paid on the one check you wish to void, be sure to void each invoice.

Press Enter to view the detail as shown below.

Diagram FAQ-1

2. Click on the Void button .

Diagram FAQ-2 is shown when you select an unpaid invoice to void.

Diagram FAQ-2

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Diagram FAQ-3 is shown when you select an invoice for which a check has been written.

Diagram FAQ-3

When you answer yes to re-enter the invoice for future payment, the invoice is reflected in the current batch. Both the invoice date and the due date will be the same as the original invoice.

How can I reverse a computer-check entry that is waiting to be paid? An unpaid invoice can be voided using the same procedures as discussed above when voiding a computer written check.

How can write just one computer check without starting a new batch?

After a normal check-writing process you are required to start a new batch of input. If you follow the steps below you can write one check (or more, if you wish).

1. Open the current batch, enter the invoice and use a due date that is older than any of your existing invoices, such as 01/01/01.

2. Select Printed Reports, then Checks.

3. Enter 01/01/01 as the due date and the date you wish on the check.

4. Notice the question in Diagram FAQ-4, “Run a complete cycle?” Answer this NO.

5. After the check(s) print, print the Check Register, Batch Input Summary and the Account Distribution Report. The Batch Input Summary and the Distribution Report may not have any data but you do need to select each of these options.

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Diagram FAQ-4

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Financial System

In this section we will cover the following:

Using the Financial SystemJournal Entry InputPrinting the monthly, quarterly and yearly reportsPrinting Financial StatementsEntering recurring journal entriesYear End Close

Setting Up the Financial SystemGeneral Ledger Account Number MaintenanceFinancial Statement Layout Maintenance / BudgetAccount Number/Financial Statement Cross Reference Maintenance

Dispatch ProDispatch Pro is a fully integrated system that retains your daily income and expense detail to produce monthly, quarterly and yearly accounting reports. The daily sales journals post information to the general ledger when you print the Sales Journal. When you record your cash receipts, the amounts are posted to the general ledger when you Print Detail of Cash Receipts. Writing accounts payable checks and recording the hand-written checks, posts entries to the general ledger when the Account Distribution Report and Post to G/L is run. Your accountant may have you make monthly journal entries for items such as payroll wages and taxes. You may record quarterly journal entries such as depreciation and re-classifying entries. The final step is to print the General Ledger. When it is in balance for the month, financial statements can be produced.

Monthly journal entries are entered and recurring journal entries are set up using the Financial System. A report of the automatic entries such as Sales Journals, Cash Receipts, and Accounts Payable can be printed as well as a monthly trial balance and general ledger report.

Step 1 – Journal Entries

Select Financial System from the Accounting System menu and Diagram FS-1 is displayed.

Diagram FS-1

Select Journal Entry Input from the Financial System menu and Diagram FS-2 is displayed.

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Diagram FS-2

The current month being processed is shown. Press F8 or F9 to change the month and press Enter. The Journal Entries Input window is displayed.

Diagram FS-3

Enter the journal entry as follows:

Date – The date for this journal entry.

Source code – JE or PR

Reference – 8-digit code prints on the general ledger.

Description – The description appears on the General Ledger report.

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G/L Account numbers – Enter the General Ledger numbers to adjust. If you are using the Dispatch Software Chart of Accounts, you can select the buttons, as shown in Diagram FS-4. The list of G/L accounts is displayed for your selection as shown in Diagram FS-5.

Diagram FS-4

Diagram FS-5

Amount – Debit or credit amount

NOTE: The balance shown at the bottom must be zero before saving the entry. Press the F2 key to finalize.

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Step 2 – Recurring Journal Entries

Select Recurring Journal Entry Setup from the Financial System menu and Diagram FS-6 is displayed.

Setting up your Recurring Journal Entries will facilitate Journal Entry Input. The General Ledger Account Numbers entered here usually remain same from month to month. If the amounts are consistent each month, enter those here also.

Diagram FS-6

Enter the journal entry as follows:

Source code – JE or PR

Reference – 8-digit code prints on the general ledger. An asterisk to signify recurring must precede the Reference.

Description – The description appears on the General Ledger report.

G/L Account numbers – Enter the valid G/L number to adjust. If you are using the Dispatch Software Chart of Accounts, you can select the buttons, as shown in Diagram FS-7. The list of G/L accounts is displayed for your selection as shown in Diagram FS-8.

Diagram FS-7

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Diagram FS-8

Click on the desired account(s).

Amount – Debit or credit amount. This field can be left blank for recurring entries that change each month.

NOTE: The balance shown at the bottom must be zero before saving the entry. Press F2 to finalize and save.

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Step 3 – Printed Reports

Select Printed Reports from the Financial System menu and Diagram FS-9 is displayed.

Diagram FS-9

Select the report you wish to print and click on the Display button or

Print button .

A dialog box similar to Diagram FS-10 is displayed for the first 6 reports.

Diagram FS-10

Verify the current month shown is correct and change if necessary. Answer Yes when ready. The report will print or display immediately.

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Journal Entries – Reference Number Sequence

Diagram FS-11

Journal Entries – Account Number Sequence

Diagram FS-12

Payroll Entries

Diagram FS-13

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Sales Entries

Diagram FS-14

Cash Receipts Entries

Diagram FS-15

Accounts Payable Entries

Diagram FS-16

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General Ledger

Diagram FS-17

First select Display or Print. Then, after verifying the month being processed, enter “M” for current month only or “Y” for a year-to-date report. A selected account can be printed or press Enter for all.

IMPORTANT NOTE: A message is displayed in the upper-right corner; Grand Total is $0.00 (press any key to continue.) If the General Ledger is out of balance, the dollar amount is shown. It is important to resolve the out of balance condition as soon as possible.

The report will print or display when any key is pressed.

Diagram FS-18

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Financial Statements

The Financial System prepares statements showing the financial position of your business and the results of its operations. The Statement of Income and Expense (sometimes referred to as the “P&L” – Profit or Loss report) can be printed in 4 different formats. Any of the format choices can print for the entire corporation, for a specific truck or all trucks.

Statement of Income and Expense:

Variance – Current Month and Year-to-Date sales and other income, less cost of sales shown with variance amounts and percent.

Comparative – Total dollars for major sales types and other income, less cost of sales for each month.

Percent of Sales – Current Month and Year-to-Date sales and other income, less cost of sales shown as a percent of sales.

Budgets – Current Month and Year-to-Date sales and other income, less cost of sales shown as budget, actual, variance amount and percent.

A Statement of Income and Expense can be printed in each of the formats for each truck or all trucks.

Balance Sheet

This Year and Last Year’s Assets, plus Liabilities and Equity and Statement of Cash Flow through the current month.

Diagram FS-19

First select Display or Print. Then, after verifying the month being processed, select the type of report layout. Enter the appropriate letter, V, S, C or B.

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Enter “C” to print only the corporation reports, the truck number to print the P&L for only one truck or “A” to print all reports. Press Enter to begin.

IMPORTANT NOTE: A message may be displayed in the upper-right corner; Total Assets unequal to Total Liab/Capital. If the general ledger is in balance, there is an “EXPLODE” problem.

Dispatch ProDispatch Pro uses a “Key” number to control all aspects of the financial statement presentation. Every Key contains a list of general ledger accounts whose totals are accumulated to print on the financial statement. If an account number is not listed in the Key or if the account number is in the key but not set up in General Ledger maintenance, an “explode” problem exists. See Financial Statement Layout Maintenance later in this section for more information.

Diagram FS-20

Diagram FS-21

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Recurring Journal Entries

Select Display or Print. The Recurring Journal Entry List will print or display immediately.

Diagram FS-22

Monthly Trial Balance

Diagram FS-24

Verify the current month shown is correct. Then select Display or Print. Press F8 or F9 to change the month if necessary. Answer Yes when ready.

A message is displayed in the upper right corner “Grand total is $0.00. (press any key to continue)” The report will print or display immediately when you press any key.

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Diagram FS-23

Account Monthly Activity

The Account Monthly Activity report option is designed for easy review of three general ledger accounts: Cash, Accounts Receivable and Accounts Payable.

Monthly Cash Transactions – The report shows the deposit activity for the month (from the Sales Journal), less the A/P checks activity and journal entries to arrive at the ending balance. See sample in Diagram FS-25.

Monthly Accounts Receivable Transactions – The report shows the activity for the month (amount due from customers shown on the Sales Journal), less the Cash Receipt activity and journal entries to arrive at the ending balance. See sample in Diagram FS-26

Monthly Accounts Payable Transactions – The report shows the activity for the month (A/P invoices entered) less the original amount of the invoice before discounts to arrive at the ending balance. See sample in Diagram FS-27

Diagram FS-24

Verify the current month shown is correct. Then select Display or Print. Press F8 or F9 to change the month if necessary. Answer Yes when ready.

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Diagram FS-25

Diagram FS-26

Diagram FS-27

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Step 4 – Setting Up Financial Statements

The installation of Dispatch ProDispatch Pro includes the General Ledger Chart of Accounts and Financial Statements formatted for your company. As your business grows and your accounting practices change, you and your accountant may wish to make adjustments to the Chart of Accounts and to the printing format of the financial statements. The following procedures will guide you through the process.

G/L Chart of Accounts Maintenance

The General Ledger account number is a 4-digit number with a 1- or 2-digit sub-account number. The 2-digit sub-accounts are used to designate truck numbers for the Statement of Income and Expenses by Truck. The 1-digit sub-accounts are used to differentiate between multiple franchises within your corporation. The account structure is shown below:

First 4 digits:

1st digit – 1000 series = Assets2000 series = Liabilities3000 series = Equity4000 series = Income5000 series = Direct expenses6000 series = General & Admin. Expenses7000 series = Other Expenses

2nd digit – Income accounts only0 = Residential Customers1 = Commercial Customers

2 = Warranty Customers

3rd & 4th digit – Royalty & Commission report codes (01 – 09) for income accounts only.

Example 1 - 4001 – 02, Sewer & Drain Cleaning - (Res)4 = Income Account0 = Residential customer

01 = Sales Code 01 for Commission & Royalty reports -02 = Truck # 2

Example 2 - 4107 – 03, Video Scan - (Comm)4 = Income Account1 = Commercial customer07 = Sales Code 07 for Commission & Royalty reports-03 = Truck # 3

Second 2 digits - Sub-account – Assets & Liabilities accounts

1st & 2nd digit – designates additional breakdown for specified account

Example 1- 2202 – 1, Notes Payable Bank 12202 – 2, Notes Payable Bank 2

Example 2- 2204 – 03, Vehicle Loan – Truck 032204 – 05, Vehicle Loan – Truck 05

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Second 2 digits - Sub-account – Income accounts

1st & 2nd digit – designates truck numberExample 1 - 4006 – 07 = Consumer Products – (Res), Truck 07 generated the income for a

residential customer

Example 2 - 4102 – 04 = Hydro Jetting – (Comm), Truck 04 generated the income for a commercial customer

Second 2 digits - Sub-account – Direct and General & Administrative Expense accounts

1st digit only – designates separate franchise

1st & 2nd digit – designates truck numbers

Example 1 – 5350 – 01, Part, Materials, and Supplies – Direct expense for Truck 015110 – 2, Payroll Taxes – Direct expense for Franchise 2

Example 2 - 7240 – 02, Parking Violations – General expense for Truck 027220 – 2, Cellular Phones & Radios – General expense for Franchise 2

Each account can have up to a 40-character description. Each account must also contain a Yes or No code to designate if the account is used in Accounts Payable (Used in A/P) and Payroll (Used in P/R).

1. From the Accounting Main Menu, select Miscellaneous File Printing and print the General Ledger Chart of Accounts List for reference.

2. From the Accounting Main Menu, select Miscellaneous File Maintenance and select General Ledger Chart of Accounts Maintenance.

3. To add an account, enter the new number and answer Yes when asked “Do you want to add GL Number….?”

4. If you want to change an account description or change the A/P and P/R designation, enter the G/L number. The current description and designations are displayed and can then be changed. Click the Save button when finished.

5. To ensure correct printing of the Financial Statements, proceed to the Financial Statement Layout Maintenance below.

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Financial Statement Layout Maintenance / Budgets

Dispatch ProDispatch Pro uses a “Key” number to control all aspects of the financial statement presentation. Every Key contains a list of general ledger accounts whose totals are accumulated to print on the financial statement.

As each Key (line on the financial statement) is printed the totals are added to 3, behind-the-scene accumulators. These accumulators are referred to as Total A, Total B and Total C. You can take a total of the accumulators, sub-total the accumulators, and clear the accumulators. When an accumulator is totaled (key has code “T”) that accumulator is cleared.Total amounts from specific lines can also be stored in up to 3 different accumulators, called S1, S2, & S3. The total can then be recalled and printed using R1, R2, or R3 respectively.

If lines need to be added to the financial statements, a new key must be created. You must take into consideration where the line is to print, should the description be in upper or lower case, should the description be indented and what totals need to be printed and/or accumulated.

The Key is an 8-digit number. The first digit designates:1 = Franchise One (or Company) 2 = Franchise Two (or Company) 3 = Franchise Three (or Company)4 = Consolidated5 = Balance Sheet6 = Cash Flow Statement7 = Truck P&L

Each Key contains the following codes:

DescriptionThe description will print exactly as entered here. Use the space bar to indent if needed, noting the use of all upper case for the major heading lines and total lines and upper/lower case for other lines.

Type D = Descriptive line, will print only the description entered. No amounts are presented.L = Accumulate amounts. Multiple accounts are accumulated and presented on this line.H = New page heading. Will print only the description entered and start at the beginning of a new page.

Print 1= Single space before printing next line2 = Double space before printing next line

SignR = Reverse signs (usually for Income Accounts)

Format P = Profit/loss format. Prints only on the Statement of Income and ExpenseB = Balance sheet format. Prints only on the Balance Sheet

Total A T = Print total of accumulator A (includes all lines that precede this one since the last line that contains Total A = T or Total A = C) C = Clear the accumulator of all lines that precede this keyS = Sub-total all lines that precede this key

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% = Accumulate divisor for percent calculations. Used only for the initial “Revenue” descriptive lines on the P&L, accumulates all sales accounts to calculate the percent of sales.

Total B T = Print totalC = Clear totalS = Sub-total

Total C T = Print totalC = Clear totalS = Sub-total

Store/Recall S plus 1,2, or 3 = store totals for later useR plus 1,2, or 3 = recall totals previously stored

1. From the Accounting Main Menu, select Miscellaneous File Printing and print the Financial Statement Layout for reference.

2. Plan where the new lines should print, how the description should appear and what totals need to be printed and/or accumulated. See the sample Income Statement and Balance Sheet later in this section that graphically explains the accumulators.

3. From the Accounting Main Menu, select Miscellaneous File Maintenance and select Financial Statement Layout Maintenance/Budgets.

4. Select Full Maintenance by entering the letter Y; not Budgets Only.

5. Enter the new Key number and answer Yes when asked “Do you want to add key number….?”

6. Complete the input as planned.

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Diagram FS-28

Account Number / Financial Statement Cross Reference Maintenance

Once a new general ledger account number has been added it must be included in the Key so the totals from that account are added to the financial statements. The report can be printed in Key Number Order, Account Number Order, or both

1. From the Accounting Main Menu, select Miscellaneous File Printing and print the Acct Number/Financial Statement Cross Reference for reference. When adding new key numbers, the Key Number Order is the best format to use. If you are trying to research an out-of-balance condition, the Account Number Order format may be more helpful.

2. From the Accounting Main Menu, select Miscellaneous File Maintenance and select Acct Number/Financial Statement Cross Reference Maintenance.

3. Enter the Key number that you added previously. (A new general ledger account number must first be created using G/L Chart of Accounts Maintenance, and a new Key must be added in Financial Statement Layout before attempting to access it in the Cross Reference.)

4. Enter the general ledger account number and press Enter. The account description is displayed. Click the New Key button. Continuing entering the G/L numbers that are to accumulate and print totals on the Financial Statements.

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Sample Statement of Income and Expense and Sample Balance Sheet

The 5-column sample shows a simple statement in column 1, the accumulators in columns 2-4 and the Key Codes used on the total lines in column 5.

It was mentioned earlier that each time a line prints on the financial statement the total for that line adds to all 3 accumulators. The accumulator columns on the sample show the effect of printing, adding and subtracting amounts as each line is presented.

When the key contains a code to “total,” one or more of the accumulators is zeroed out.

The first line, REVENUE: (NET), shows Key Total Code A = %. The percent symbol refers back to the cross reference for that key number to find a list of all the sales accounts. The totals of the sales accounts are added together so the percent of sales can be calculated and presented as each line is printed.

The Total Revenue (Net) shows Key Total Code B = T. Accumulator A is zero because the total was presented for Total Commercial sales. Accumulator B contains the Total Revenue dollars. The Code B total prints that amount.

The Total Direct Costs shows Key Total Code B = T. Accumulator A is zero because the total was presented for Total Vehicle & Equip. Cost. Accumulator B contains the Total Direct Costs dollars. The Code B total prints that amount.

The Gross Profit (Loss) shows Key Total Code C = S. Both Accumulators A and B are zero. Accumulator C has the correct total. Using the S code, sub-total, will retain the Gross Profit amount to use later when printing Net Profit.

The Net Profit (Loss) shows Key Total C=T because only Accumulator C has the correct total. The Key S1 code will “store” the Net Profit amount so it can be recalled and printed on the Balance Sheet.

The Sample Balance Sheet follows the same format as the Sample Income Statement. Notice the Profit (Loss) Current Yr..line shows Key R1 code to “recall” the Net Profit amount that was stored earlier in the Income Statement.

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Sample Statement of Income and ExpenseAccumulator Total A

Accumulator Total B

Accumulator Total C

Key Codes A, B, C

REVENUE: (NET)RESIDENTIAL Sewer & Drain Plumbing Hydro Jetting

$217,000130,000

2,500

$217,000347,000349,500

$217,000347,000349,500

$217,000347,000349,500

A=%

Total Residential $349,500 $ 0 $349,500 $349,500 A=TCOMMERCIAL Sewer & Drain Plumbing Hydro Jetting

$ 10,25028,0004,500

$ 10,25038,25042,750

$359,750387,750392,250

$359,750387,750392,250

Total Commercial $ 42,750 $ 0 $392,250 $392,250 A=TTotal Revenue (Net) $392,250 $ 0 $ 0 $392,250 B=T

DIRECT COSTS:Material Costs Parts, Material, Supplies $ 700 $ 700 $ 700 $391,550 Total Material Costs $ 700 $ 0 $ 700 $391,550 A=TLabor Costs Wages, Taxes, Benefits Additional Labor

$ 100,0001,200

$100,000101,200

$100,700101,900

$291,550$290,350

Total Labor Costs $101,200 $ 0 $101,900 $290,350 A=TVehicle & Equip. Costs Vehicle Lease Vehicle Parts & Maint. Fuel & Oil

$ 3,000550

1,900

$ 3,0003,5505,450

$104,900105,450107,350

$287,350286,800284,900

Total Vehicle & Equip Cost $ 5,450 $ 0 $107,350 $284,900 A=TTotal Direct Costs $107,350 $ 0 $ 0 $284,900 B=T

Gross Profit (Loss) $284,900 $ 0 $ 0 $284,900 C=S

GENERAL & ADMIN EXPENPayroll Costs Officers Compensation Office Salary Health Insurance

$ 10,0004,000

625

$ 10,00014,00014,625

$ 10,00014,00014,625

$274,900270,900270,275

Total Payroll Costs $ 14,625 $ 0 $ 14,625 $270,275 A=TFacilities Costs Rent Utilities

$ 12,0001,600

$ 12,00013,600

$ 26,62528,225

$258,275256,675

Total Facilities Costs $ 13,600 $ 0 $28,225 $256,675 A=TVehicles Costs Interest Lease Payments Insurance Fuel

$ 3002,200

562900

$ 3002,5003,0623,962

$28,52530,72531,28732,187

$256,375254,175253,613252,713

Total Vehicles Costs $ 3,962 $ 0 $ 32,187 $252,713 A=T

Total Gen. & Admin Exp $32,187 $ 0 $ 0 $252,713A=C B=T

Net Profit (Loss) $252,713 $ 0 $ 0 $ 0C=T S1

Diagram FS-29

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Sample Balance Sheet

Accumulator Total A

Accumulator Total B

Accumulator Total C

Key Codes A, B, C

ASSETSCURRENT ASSETS: Cash in Bank Accounts Receivable Inventory Prepaid Expenses

$ 57,700150,000100,000

30,000

$ 57,700207,700307,700337,700

$ 57,700207,700307,700337,700

$ 57,700207,700307,700337,700

Total Current Assets $337,700 $ 0 $337,700 $337,700 A=T

PROPERTY & EQUIPMENT Vehicles Plumbing & Drain Equip Buildings & Land

$ 100,000150,000200,000

$100,000250,000450,000

$437,700587,700787,700

$437,700587,700787,700

Total Property & Equip. $450,000 $450,000 $787,700 $787,700 A=S Less Accum Deprec 50,000 $400,000 $737,700 $737,700 Net Property & Equip. $400,000 $ 0 $737,700 $737,700 A=T

OTHER ASSETS: Notes Receivable Other Assets

$10,013150,000

$ 10,013160,013

$747,713897,713

$747,713897,713

Total Other Assets $160,013 $ 0 $897,713 $897,713 A=T

Total Assets $897,713 $ 0 $ 0 $897,713 B=T

LIABILITIES:CURRENT LIABILITIES Accounts Payable Payroll Clearing

$100,00090,000

$100,000190,000

$100,000190,000

$ 997,7131,087,713

Total Current Liabilities $190,000 $ 0 $190,000 $1,087,713 A=T

LONG TERM LIABILITIES Bank Notes Payable Vehicle Loans.

$150,000100,000

$150,000250,000

$340,000440,000

$1,237,7131,337,713

Total Long Term Liabil. $250,000 $ 0 $440,000 $1,337,713 A=T

CAPITAL & EQUITY Common Stock Retained Earnings Profit (Loss) Current Yr

$100,000105,000252,713

$100,000205,000457,713

$540,000645,000897,713

$1,437,7131,542,7131,795,426 R1

Total Capital & Equity $457,713 $ 0 $897,713 $1,795,426 A=T

Total Liabilities & Equity $897,713 $ 0 $ 0 $1,795,426 B=TDiagram FS-30

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Step 5 – Close Fiscal Year

Diagram FS-31

Starting in April of every year, Dispatch ProDispatch Pro displays this alert:

Diagram FS-32

Year-end Close System needs to be run for year 2008. Year-end Close must be run to delete old transactions and prepare databases for each new year. This message will continue to display every time you select Financial System from the Accounting menu.

Diagram FS-35

When you select Year End Close, Diagram FS-35 is displayed. If you have not printed a Year-To-Date General Ledger for last year, do so now. Answer No to the question, “Are you sure you want to Close the Fiscal Year?”

To print the Year-To-Date General Ledger:

Select Printed Reports from the Financial System Main Menu. Select option 7, General Ledger. Change Current Month Being Processed to Dec 2000. Answer the question, Yes this is correct. Enter Y for Year-to-date Press Enter to bypass the Print One Account field and the report will print. Save this for

auditing purposes.

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Diagram FS-36

Now select Close Fiscal Year from the Financial System menu.

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Miscellaneous File Maintenance

In this section we will cover the following:

General Ledger Chart of Accounts MaintenanceAdding or changing information for the General Ledger and Financial Statements

Diagram MFM-1

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G/L Chart of Accounts Maintenance

Select G/L Chart of Accounts Maintenance from the Miscellaneous File Maintenance menu. Diagram MFM-2 is displayed.

Diagram MFM-2

Enter the G/L number you wish to change or add and Diagram MFM-3 is displayed.

Diagram MFM-3

If you are using the Dispatch ProDispatch Pro Chart of Accounts and you wish to have multiple bank accounts for Accounts Payable checks, you can add the 2nd account using a 4-digit number greater than 1020. For example use 1022 or 1024. Do not use sub-accounts. Be sure to enter a Y in the column headed “bank.”

Make the appropriate changes. Press the Esc key or to save your changes. Click the

button to delete this G/L Account Number.

IMPORTANT NOTE: Care should be taken when adding or deleting General Ledger account numbers. See the Setting Up Financial Statement section of this guide.

To add a new General Ledger account, enter the new number. Diagram MFM-4 is displayed. Enter “Y” and continue to enter the new information.

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Diagram MFM-4

If you have enabled the QuickBooks Export feature, Diagram MFM-5 is displayed after entering the General Ledger account number.

Diagram MFM-5

Double-click the QuickBooks name that applies to this General Ledger account number.

Make the appropriate changes. Press the Esc key or Save This to save your changes. Click

the Delete This button to delete this G/L account number.

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Financial Statement Layout Maintenance / Budgets

Select Financial Statement Layout Maintenance and Diagram MFM-6 is displayed.

Diagram MFM-6

Enter the letter Y for Full Maintenance, enter the Key Number you wish to change and Diagram MFM-7 is displayed.

Diagram MFM-7

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Each Key contains the following codes:

DescriptionThe description will print exactly as entered here. Use the space bar to indent if needed, noting the use of all upper case for the major heading lines and total lines and upper/lower case for other lines.

TypeD = Descriptive line, will print only the description entered. No amounts are presented.L = Accumulate amounts. Multiple accounts are accumulated and presented on this line.H = New page heading. Will print only the description entered and start at the beginning of a new page.

Print 1= Single space before printing next line2 = Double space before printing next line

SignR = Reverse signs (usually for Income Accounts)

Format P = Profit/loss format. Prints only on the Statement of Income and ExpenseB = Balance sheet format. Prints only on the Balance Sheet

Total A T = Print total of accumulator A (includes all lines that precede this one since the last line that contains Total A = T or Total A = C.) C = Clear the accumulator of all lines that precede this keyS = Sub-total all lines that precede this key % = Accumulate divisor for percent calculations. Used only for the initial “Revenue” descriptive lines on the P&L, accumulates all sales accounts to calculate the percent of sales.

Total B T = Print totalC = Clear totalS = Sub-total

Total C T = Print totalC = Clear totalS = Sub-total

Store/Recall S plus 1, 2, or 3 = store totals for later useR plus 1, 2, or 3 = recall totals previously stored

Make the appropriate changes. Press the Esc key or Save This to save your

changes. Click the Delete This button to delete this key number.

IMPORTANT NOTE: Care should be taken when adding or deleting Financial Statement key numbers. See the Setting Up Financial Statement section of this guide.

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To add a new Financial Statement layout key, enter the new number. Diagram MFM-8 is displayed. Enter “Y” and continue to enter the new information.

Diagram MFM-8

Account Number / Financial Statement Cross Reference Maintenance

Enter the Key Number change or add and Diagram MFM-9 is displayed.

Diagram MFM-9

7-digit Key number

Description – Prints on the Financial Statement. Indent if necessary.

G/L Account Number – General Ledger number to accumulate into this line on the Financial Statement. The description displays automatically.

Make the appropriate changes. Press the Esc key to exit and save your changes. Click the

Delete This button to delete this key number.

IMPORTANT NOTE: Care should be taken when adding or deleting Financial Statement key numbers. See the Setting Up Financial Statement section of this guide.

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To add a new General Ledger Account number to the Cross Reference key, enter the new number in the G/L field, press Enter and Diagram MFM-18 is displayed. Enter “Y” and the General Ledger Account Number description is displayed in the dialog box.

To continue to add G/L numbers, click the New Key button . Enter the Key number again and repeat for each number to be added.

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Miscellaneous File Print

G/L Chart of Accounts List

Diagram MFP-1

Click on the Display button or Print button . The General Ledger Chart of Accounts List can be printed in numeric order or category order, and show individual trucks.

Diagram MFP-2

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Diagram MFP-3

Financial Statement Layout

Click on the Display button or Print button for the Financial Reports Layout.

Diagram MFP-4

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Acct Number/Financial Statement Cross Reference

Click on the Display button or Print button for the Financial Statement Cross Reference List.

The report can be printed or displayed in Key Order, Account Number Order or Both Lists.

Diagram MFP-5

Diagram MFP-6

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Diagram MFP-7

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Financial System Budget List

Click on the Display button or Print button for the Budget List. The selection displays Diagram MFP-8. Select the type of report and the year you wish.

Diagram MFP-8

Diagram MFP-9

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Appendix

Backup

Backup is the process of copying date stored on a computerized system onto removable media, such as floppy disks, magnetic tape, or CD, as a standby in case the original data is damaged or lost. Consideration should be given to storing this removal media at an off-site location.

Most network systems have a backup device and a procedure for backing up on a daily basis. All the Dispatch ProDispatch Pro programs must be closed at the end of the day so the backup programs will have access to the databases. The files to backup are located in the DSMI\Data folder.

Activation Key

The Dispatch ProDispatch Pro software contains an internal date “key.” You may see a warning message that this activation key is due to expire within the next 30 days. Each day thereafter the message will count down the remaining days. Be sure to contact Dispatch ProDispatch Pro for a new key as soon as possible.

Network Administrator Information

Dispatch ProDispatch Pro is a multi-user, interactive system, designed to run on most network platforms or can be run on a stand-alone computer.

There are different types of networks platforms: Peer-to-peer or client/server. A peer-to-peer network is usually defined as multiple computers (or workstations) connected via cables. In a peer-to-peer environment, the hard drives and printers can be shared between each of the workstations but each workstation can also work independently.

A client-server environment requires one dedicated computer acting as the server. Programs and files are installed on the server and each workstation (computer) accesses programs from the server’s hard drive.

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GlossaryAccounts Receivable Invoices which you have billed for goods delivered or services performed, but which your customers have not yet paid you for.

Activation KeyAn internal date “key” assigned to your firm when you first license the Dispatch ProDispatch Pro software. The key must be reactivated periodically.

Adjusting Journal EntryA series of entries made to the accounting records to adjust previously entered data.

Arrival TimeThe system will track the arrival time of the technician for each of the four possible scheduled times. It is not necessary to use this feature.

Backup The process of copying date stored on a computerized system onto removable media, such as floppy disks, magnetic tape, or CD, as a standby in case the original data is damaged or lost.

Balance Sheet A balance sheet is a financial statement that shows assets, liabilities, and owner’s equity at a specific point in time.

Batch The process of inputting a series of transactions into a computerized system and then comparing control totals to ensure that all data has been entered.

Big BoardA term used to describe a large white board used in most service companies to list the sales quotas and achievements.

Block OutA Dispatch ProDispatch Pro feature to indicate that a specific technician is unavailable for work

Call TicketA document detailing job information that can print when the job is first set up.

Cash ReceiptsCash received by a business, usually from the sale of products or services.

Chart of AccountsA list showing the general ledger numbers with descriptions.

Client/Server NetworkA network in which the stand-alone computer, called clients, are connected to and administered by a main computer, called a server. Computers that are part of this group are said to be part of a domain.

Completed JobWhen the job is completed, it should be recorded as such. The invoice number, invoice amount, and payment type can be recorded at this point, if desired.

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Control TotalsThe total dollar value of a series of transactions to be posted to the accounting records. Once the entries have been made, the posted total is compared to the control total to ensure that all items have been posted. Controls totals are most commonly used as part of batch processing.

Detail of Cash ReceiptsThe journal that accumulates entries from Cash Receipt entry for balancing and posting to the general ledger

Dispatch TimeThe system will track the time the technician was dispatched to the job for each of the four possible scheduled times.

Domain A domain is a group of computers that are part of a network and share a common directory database. A domain is organized in levels and is administered as a unit with common rules and procedures. Each domain has a unique name.

Financial StatementsReports in a recognized format that give information about the financial affairs of a business. The most common examples are the balance sheet and the income statement.

General LedgerThe principal book or ledger in an accounting system. This contains the history of all the transactions of the business.

General and Administrative ExpensesCost incurred in managing a business as opposed to manufacturing a product or selling the product; these expenses are sometimes referred to as overhead. Examples are office rent and administrative salaries.

Income StatementThe financial statement that relates costs and expenses and derives net income or net loss. This is often called the statement of profit and loss or the “P&L.”

Job NumberAn internal number set up automatically by the system for each job input into the system. This number is used to bring forward all information captured in the Scheduling & Dispatch system.

Journal EntryAn individual transaction recorded in the accounting records. Also, the process of recording transactions.

Mapping a driveAssign (map) a drive letter to a network computer or folder so that it is accessible to network users.

Master Task A database that contains a 6-digit alphanumeric code assigned to specific job tasks. Each task contains the prices to charge for the service, material costs associated with the service and other information used in various reports throughout Dispatch Pro.Dispatch Pro.

Network ServerA computer on the network that is designed as the server. In a peer-to-peer network, the server can also be used as a workstation. In a client/server network, the server is a dedicated computer and cannot be used as a workstation.

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Open Service OrderA job that has been set up in the system, but has not been assigned to a technician.

Peer-to-Peer NetworkGroup of computers that are connected directly to each other and share resources equally, such as printers

Pending JobIf a technician needs to return to the job in order to complete it, the job should be put into a “Pending” status, once he leaves it. A second (third/fourth) scheduled time should be set up when he returns to the job.

PostingThe process of entering transactions into the accounting records. This process may be done manually or in a computer program.

Profit and Loss StatementSee Income Statement

Promised TimeA one- or two-hour window of time that you agree to arrive at a customer’s home or place of business.

Recurring journal entryAn accounting transaction that recurs with frequency such as after-the-fact payroll entries, rent and utility payments

RetentionDollars not billed until job (construction) completed.

Sales JournalThe journal that accumulates entries from Service Invoicing for balancing and posting to the general ledger Scheduled JobA scheduled job is one that has been assigned to a technician. The system will allow up to four scheduled times for each job.

Source CodeA code assigned to each type of advertising that you wish to track; such as Yellow Pages, TV, etc.

Time EntryA Dispatch ProDispatch Pro feature to permit you to enter correcting dispatched, arrival and completion dates and times.

Trial BalanceA listing of the balances of all general ledger accounts for the same point in time.

Workgroup – one or more computers with the same workgroup name (for example, “peer-to-peer”). Any user can join a workgroup by simply specifying the workgroup name.

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Index

11099 NBR..........................................................91099-MISC forms.............................................36

AAccount Distribution.........................................12Account Distribution Report and Post to G/L. . .26Account Monthly Activity..................................61Account Number/Financial Statement Cross

Reference List.............................................82Account Number/Financial Statement Cross

Reference Maintenance..................49, 67, 78Accounting.........................................................5Accounting - Options.........................................5Accounts Payable..............................5, 7, 49, 64Accounts Payable Balancing...........................11Accounts Payable Entries................................56Accounts Receivable...................................5, 86Accumulator.........................................65, 68, 77Activate payments for the next cycle...............33Activation Key............................................85, 86Add Vendor......................................................12Adjusting Journal Entry....................................86Advance accounting month.............................28AP/GL Balancing Report..................................34Are you sure you want to Close the Fiscal Year?

....................................................................71Arrival Time.....................................................86Avery # 5351 or 5314 (1” x 2 13/16”)...............38Avery # 8160 or 8660 (1” x 2 5/8”)...................38

BBackup.............................................................86Backup Procedures.........................................85Balance Sheet...............................58, 66, 68, 86Batch...............................................................86Batch Control.............................................12, 17Batch Input Summary................................12, 25Big Board.........................................................86Block Out.........................................................86Budgets...............................................58, 65, 76

CCall Ticket........................................................86Cash Receipt Entries.......................................56Cash Receipts...........................................49, 86Cert. of Ins.........................................................9

Change Due Dates....................................21, 30Change M/U %................................................17Change or Delete Invoice................................33Charge following to the month of...............14, 18Chart of Accounts............................................86Check Payment Status........................21, 22, 31Check Register..........................................12, 24Checks.......................................................12, 22Clear all payment status codes?......................31Client/Server Network......................................86Close Fiscal Year.............................................71Combine/Delete Vendors.................................44Comparative....................................................58Completed Jobs...............................................86Contact..............................................................9Control Totals..................................................87

DDelay issue of checks................................21, 22Delay this invoice.............................................31Detail of Cash Receipts.............................49, 87Discount...........................................................18Discount %.............................................9, 14, 18Dispatch Time..................................................87Display Summary of Accounts Payable...........19Distribution month is more than 2 months ago…

must advance..............................................28Domain............................................................87Due Date...................................................14, 18Duplicate in current batch..........................14, 17

EEnter printer type…(L)aser or (I)nk Jet............38Explode problem..............................................59

FFinancial Statement Layout.................66, 67, 81Financial Statement Layout

Maintenance/Budgets......................65, 66, 76Financial Statements.........49, 58, 64, 74, 78, 87Financial System.......................5, 49, 52, 54, 58Financial System Budget List..........................84Format.......................................................65, 77

GGeneral and Administrative Expenses.............87General Ledger..........................................57, 87

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General Ledger account number for separate credit card entries to General Ledger............5

General Ledger Account Numbers10, 14, 18, 51, 52, 67, 78

General Ledger Chart of Accounts..................63General Ledger Chart of Accounts List......64, 80General Ledger Chart of Accounts Maintenance

........................................................64, 67, 74General Liability Insurance expiration date. .9, 44Grand Total is $0.00............................27, 57, 60

HHold (Delay issue of checks)...........................21How can I reverse a computer-check entry that

is waiting to be paid?...................................47How can write just one computer check without

starting a new batch?..................................47How do I void an A/P computer check?...........46

IIMPORTANT NOTE7, 11, 22, 23, 57, 59, 74, 78,

79Income Statement......................................66, 87Input Invoices – Computer Checks..................11Input Invoices – Hand Checks.........................17Invoice Date...............................................13, 18Invoice Number..........................................13, 18Invoice Pay frequency.....................................16Invoice Search...........................................29, 46Is this the correct check number?....................23

JJob Number.....................................................87Journal Entries – Account Number Sequence. 55Journal Entry..............................................49, 87Journal Entry Date...........................................50Journal Entry Detail by Source Reference.......55Journal Entry Input...........................................49

KKey.........................59, 65, 66, 67, 69, 70, 78, 82Key R1 Code...................................................68Key S1 Code...................................................68Key Total A................................................65, 77Key Total B................................................66, 77Key Total C................................................66, 77Key Total Code A.............................................68Key Total Code B.............................................68Key Total Code C............................................68

LLabels..............................................................38

List of Aged Unpaid Invoices.....................41, 42List of Purchases/Payments by Vendor...........43List of Vendors with Expiring Certificates of

Insurance.....................................................44

MMapping a drive...............................................87Master Task.....................................................87Miscellaneous File Maintenance........................5Monthly Accounts Payable Transactions.........62Monthly Accounts Receivable Transactions....62Monthly Cash Transactions.............................62Monthly Check Register...................................35Monthly Journal Entries...................................49Monthly Trial Balance......................................60Multiple franchises...........................................63

NNetwork Server................................................87New Key..........................................................79NOTE...........9, 12, 14, 17, 19, 22, 27, 36, 51, 53

OOne-time vendors..............................................8Open Service Orders.......................................88

PP.O. #..............................................................13Partial payment................................................31Pay before due date..................................21, 22Pay frequency..................................................16Pay this invoice................................................31Pay this invoice early.......................................31Payroll Entries.................................................55Peer-to-Peer Network......................................88Pending jobs....................................................88Percent of Sales..............................................58Please complete AP processing first...............12Posting.............................................................88Pre-Checks List...............................................21Printing in progress. Please wait.....................23Profit and Loss Statement...............................88Promised Time................................................88

QQuick Purchase Order Comparison Report.....39Quick Purchase Order Number in an A/P invoice

....................................................................15QuickBooks Export............................................6QuickBooks Export feature..............................75

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RRecurring Invoices...........................................16Recurring Journal Entries....................49, 60, 88Recurring Journal Entry Setup.........................52Recurring Payments........................................32Re-enter invoice for future payment.................47Reference..................................................50, 52Reprint Batch Input Summary..........................41Reprint Check Register....................................40Retention.........................................................88Run a complete cycle?....................................47

SSales Entries...................................................56Sales Journal.......................................49, 61, 88Sample Balance Sheet....................................70Sample Statement of Income and Expense.....69Scheduled jobs................................................88Separate American Express on sales journal for

entries to General Ledger..............................5Separate cash and checks on Sales Journal for

entries to General Ledger..............................5Separate Discover Card on sales journal for

entries to General Ledger..............................6Separate entries for each credit card sale.........6Separate entries for each sales category..........6Separate entries for Residential /Commercial

sales..............................................................6Separate Master Card on sales journal for

entries to General Ledger..............................5Service Invoicing..............................................88Sign...........................................................65, 77Source Code........................................50, 52, 88Statement of Income and Expense............58, 68Statement of Income and Expenses by Truck. 63Store/Recall...............................................66, 77

TTerms................................................................9There are vendors with expiring certificates of

insurance…press any key.............................9Time Entry.......................................................88TIP.............................................................12, 19Total Assets unequal to Total Liab/Capital......59Trial Balance....................................................88

UUnpaid Invoice List..........................................20Update General Ledger Account Numbers......16

VVariance..........................................................58Vendor Labels.................................................38Vendor List......................................................37Vendor Maintenance..........................................8Vendor Payment Report..................................37Vendor Type......................................................9Void button................................................29, 46

WWorkers’ Comp Insurance expiration date...9, 44Workgroup.......................................................88

YYear-end Close System needs to be run for year

2000............................................................71Year-To-Date General Ledger.........................71You pressed ESC. There are unsaved entries.

..............................................................14, 19

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