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Walden Services Inc.

781.642.7653

Frequently Asked Questions

+ Customers

How do we enter a customer/vendor that is outside of the United States?

Answer: At the prompt for the ‘State’ enter an ‘N’ and the system will confirm that you are entering a business that is outside of the U.S. Then it will allow you to enter an alpha/numeric zip code. You must put the City, Providence, and Country in the ‘City’ field.

Can I print an A/R Statement for just one customer?

Answer: In A/R INQUIRY (A/R menu) when you are viewing the list of open documents for a customer, you can enter ‘ST’ at the options prompt and the system will give you the option to print, fax, or email the statement.

Is there a way we can email a statement to a customer?

Answer: If you want a customer to have their statements emailed to them each month, then in Customer Maintenance, set #31 PRINT STATEMENT to an “M” =Email Statement. You must have the default email address set up for this customer first. If you want to email their statement one time, you can go into A/R INQUIRY and select the “ST” option as described above.

I need to change the tax code for a customer. What are all of the places that I need to check?

Answer: There may be up to 3 places that you must check: In CUSTOMER MAINTENANCE (C/M menu) change the tax code on the 2nd screen. In CUSTOMER SHIP TO MAINTENANCE (C/M Menu) change the tax code for each Shipping address that has been entered. In JOB ENTRY/MAINTENANCE (JOB menu) check each job that has been set up for the customer.

How do I put a customer on hold?

Answer: On the 2nd screen in Customer Maintenance, enter a letter in the ‘Hold Code’ field according to the reason for putting them on hold. There are four different codes to use: C: Credit Hold H: Hold A: Active Hold I: Inactive Hold Note: If a customer has Jobs in the job tracking system, they can also be put on hold.

In Customer Maintenance, I am very interested in using Hold Code #40. How do I set them up?

Answer: Hold codes are set up in the tables file (S/M) #1 letter "D". To view the list of ones that are already set up use S/M #

Is there a way to have the system help us review the customers that have not bought in a few years, so we can delete them from the system?

Answer: Yes, the CUSTOMER MASTER LIST (C/R #1) give you an option to print CANDIDATES FOR DELETION. When you select this option the system presents parameters that will help you focus the list by # of transactions and dates. After the list is printed, if it is run by the company security officer, then the system gives the option to automatically flag the ones that printed for deletion at the next month end close.

I would like to add an alternate ship to address for a customer and still have their place of business as the default. I know how to add a ship to, but after I added it, it is now the default. What is the secret?

Answer: The ‘secret’ is to setup the billing address as the first shipping address in the file and it will default to this one. Use '0' (zero) as the code.

Is there way to program in to each customer account a popup screen with any unique account instructions and this could be done at the C/M menu? We sometimes need to put reminders that we don't want to print on pick tickets but help remind sales of any unique customer requirements.

Answer: Yes, go to C/M #1 and then put in a customer. #22 COMMENTS allows you to type in comments that appear in SOE after you enter the customer code. These comments only appear on the screen.

We have changed the email address for a customer, but the invoices still keep going to their old address. Why is that happening?

Answer: For each customer, a default address can be entered, but also a different address can be entered for each branch. Most likely an address has been entered for the branch. Change this address or remove it from the file and then the invoices should be emailed to the correct address.

+ Vendors

How do I print a report that lists our Manufacturer Codes with Manufacturer name for our new personnel?

Answer: On the V/M menu the Vendor-Manufacturer ID Report will print what you are looking for.

+ Quotations

We have done a quote for one customer, and now another customer wants a quote on the same list of material. Do we have to re-enter the quote?

Answer: No, there is an option on the quotations menu to copy a quote to another customer. It gives you the option to have the system recalculate the pricing based upon the pricing hierarchy or leave it as is.

If a quote is done under CASH (dummy customer), is there any way to change the order to a regular customer without retyping whole thing?

Answer: You said ‘a quote’ here, so I will answer you question based upon that. Copy the quote to the regular customer using the COPY A QUOTE menu option on the QUO menu, and then turn the new quote into a customer order. If it is an actual order that should be under a different customer code, then turn it into a quote, and then follow the steps above.

How can I tell if a quote has ever been turned into an order?

Answer: Look at the header screen of the quote in Quote Inquiry and there is a field entitled “# of times quote has been used”. If this is zero, then it has not been turned into an order. If there is a number here, then that is the number of times it has been turned into an order.

+ Order Processing/Invoices

How do we change a p.o. from a direct shipment back to a stock shipment?

Answer: On the POP menu (Purchase Order Processing), go into PURCHASE ORDER MAINTENANCE. Enter the purchase order #, and select field #9 (Direct Ship Ticket #). Then hit the space bar once and the ENTER key, and the system will ask: DO YOU WISH TO CANCEL DIRECT SHIPMENTS TO THIS CUSTOMER? If you enter ‘Y’, then the system will ask: DO YOU WISH TO RESERVE ANY STOCK ITEMS FOR THIS CUSTOMER? If you answer ‘Y’ then each item on the p.o. will remain tied to the items on the customer order. If you enter ‘N’ then only the specials on the p.o. will remain tied to the items on the customer order.

How can I print a list of the invoices that a check was posted against from a customer?

Answer: This information can be found in the option to Display A/R Check History on the ARH menu (A/R History). It shows you each check that has been posted for a customer and then you can select a check to view/print the details.

When entering an order, how do I pick from the list of ship-to addresses that we have set up for a customer?

Answer: At the prompt for the ‘SHIP-TO CODE’ enter a ‘0’ (zero) and the (search) key. This will present a screen of the ship to addresses that have been set up for a customer and they are numbered, so you can pick one. Note: If the address you want is not on the list, you can edit each line of the address, by hitting the space bar and ENTER at the SHIP-TO CODE’ prompt.

How can I enter a blanket order for a customer?

Answer: First, let’s define ‘blanket order’. This is when a customer wants to order a large quantity of an item and have them delivered on specified dates in smaller quantities. For example, they want 1200 of an item delivered on the 26th of each of the next 12 months. Enter the item on an order with the quantity to be delivered the first month and with the requested delivery date. At the prompt for the next item enter ‘*MMDDYYYY’ and the system will duplicate the item with the requested date of the date you entered as ‘MMDDYYYY’. If the date is in the current decade, you can enter ‘*MMDDYY’.

We have a customer that has customer part numbers set up in Harvest. When the warehouse ships a substitute for the item, we still want the sale tracked under the original item with the customer part number. How do we handle this?

Answer: When this happens, do the following: - before the invoice is created, go into the 'PUT UP SHIPPING option (either the WAR or CTR menu) and enter 'SU' (Substitute) at the item screen. Then enter in the substitute that was shipped. - create the invoice as you normally do. When the invoice is printed, it will show that a substitute item was shipped below the item that was ordered. The stock is reduced on the substitute item, but the sales history shows the original item (with the customer part number) on the Sales History Report and in the Sales History Inquiry. Note that if you were to look at the transactions by item, you would see a record flagged as a SYSTEM:SUBSTITUTE for each of the items involved, one as a positive quantity for the original item and one as a negative quantity for the substitute item. This provides a trail of the stock level for each item.

How many line items can be put on a customer order?

Answer: Up to 999. This also applies to quotations and purchase orders. Note: However, there is a limit of 400 in order to use the margin calculator for the order due to memory limitations.

How do we process direct shipments for cash sale orders?

Answer: First let me explain that ‘cash sales orders’ is a term used in Harvest to refer to orders where the customer is paying with cash, check, or charge card. A cash sale order can be ordered as a direct shipment on a purchase order as long as total is paid for (material, tax, freight, etc). Then the purchase order is entered in the same manner as direct shipments for charge sale orders. If the order is not paid completely the system will inform the operator of this, and not allow the direct shipment to be entered.

I have entered an order, and I accidentally put it under the wrong customer. Can I change the customer on an order?

Answer: No, you must cancel the order and re-enter it under the correct customer. If there are many line items on the order you can (1) copy the order to a quote, (2) copy the quote to the correct customer, (3) turn the quote into an order, and (4) cancel the original order.

Is there a way to look at comments on customer invoices after they are billed?

Answer: In the Invoice Retrieval system, when viewing the line items, it has ### in the options to indicate that you can enter the line # and see the comments.

How can I view the tracking number that was entered on an invoice?

Answer: The tracking # is entered on the Invoice Trailer Screen when the invoice is created. To view this, use the Invoice Retrieval System, and it is on the Trailer Screen.

We use the inventory allocation system. If a salesman enters an order, and prints it but then needs to make a change…what are the steps to make that change and have it re-print so that the paperwork is correct ? (meaning that the items show in the shipped column).

We sometimes need to put reminders that we don't want to print on pick tickets but help remind sales of any unique customer requirements. Answer: Yes, go to C/M #1 and then put in a customer. #22 COMMENTS allows you to type in comments that appear in SOE after you enter the customer code. These comments only appear on the screen.

Is there a way to have the system NOT print pricing on the pick tickets for a particular customer?

Answer: Yes, in Customer Maintenance there is a field for “Print Prices on Order”. If this is set to an “N”, then prices will not print unless the operator overrides this in Sales Order Entry by entering “7P” to print the pick ticket.

It would be nice that when we are in a p.o. and we see the ticket number, that we could select from the current screen to be able to show us the ticket rather than having to exit out and go into another menu to pull up the ticket for review?

Answer: If you are in po inquiry (POI menu), and you are at the screen where you see 5 items on the p.o., if you select one of the items sand it is tied to a customer order, you should have the option of “TK” and that will take you to the line on the customer order.

I would like to be able to do a search by customer p.o. but do a search even if you have a small amount of info like the first part of a p.o. number?

Answer: If you select Customer Ticket Inquiry (S/I menu and CTR menu), there are 6 options, the 1st and 6th ones allow you to enter the first part of a p.o. and see all customer p.o.’s that begin with your input.

I have a credit memo and I need to know who entered this in the computer. How can I do that?

Answer: In order to see who entered this you have to find the order # that the credit was generated from. Display this document in Invoice Retrieval Inquiry and you will see the Order #. Then go to Customer Ticket Inquiry and use the “LG”=LOG option to see who entered the order, along with the date and time.

We have many customers that only buy from us once a year, and we do not set them up in the customer master file. When we enter an order for them, how can we have the ‘Ship-to’ address print in the ‘Bill-to’ on the pick ticket and the invoices?

Answer: After you enter the ‘Bill to’ address on the customer order, the system will prompt you with 3 choices:
B = Both Bill-to and Ship-to
C = Customer’s Bill to
S = Customer’s Ship to only By selecting ‘S’ you indicate that you want the Ship to address to print as the Bill to address.

Is there a way to look up who entered a customer order?

Answer: Yes, at the order header screen, if you enter “LG” for log, the system will show you the log of activity for that order, and the first entry show the date, terminal #, and initials of the person that entered the order.

Isn’t there a program that will show us what tickets are on credit hold. If the material is here, they won’t print and we won’t know ,unless the customer asks where his stuff is?

Answer: On the Order Processing Report (OPR) menu the report entitled “ORDERS BEING HELD REPORT” will show all orders that are being held.

+ Sales History

How can I print a list of the top 50 items sold from a vendor?

Answer: This information can be found on the Product Rank Report, which is on the PRS menu (More Product Reports).

Can you tell me what the letters in the PR CD column on the ITEMS SOLD TODAY REPORT stand for ?

Answer: That stands for Price Code, and it indicates how the price for the item was calculated. Of the CPM (CUSTOMER PRICING MENU) you can go into #4 EXPLANATION OF PRICING CODES, and enter that code and the system will give you an explanation of what those letter mean and tell you the source of the pricing.

+ Jobs

If we decide to close out a job after 6 months of inactivity by deleting it– do we lose invoices and data in the system?

Answer: The invoices stay in the Invoice Retrieval System, and the orders themselves stay in the system until they are completed the # of days determined by an Order Processing Parameter. However, you do loose the ability to look at the list of invoices in A/R Inquiry for the specific job and you do loose the option to look at the orders against the job in Job Status Inquiry and Report.

We have to go back and do an audit and reconciliation of a job by looking at the material on all invoices. We need this to show the invoice # and customer p.o. # for each item, and it would be most helpful if we could get this in an Excel file.

Answer: On the FLE (FILE EXPORT) menu #4 CREATE JOB SALES HISTORY BY ITEM should give you exactly what you want. After you specify the customer and job, the system will put this in an excel file and email it to you.

+ Purchasing

We are placing a purchase order where the vendor is offering special pricing and we do not want this to reflect in the weighted average cost and the last cost paid for the items. How can we do this?

Answer: After you enter each line item on the purchase order, enter #D (where # is the line item) and the system will present the Line Item Detail Screen. Set field #8 (UPDATE WAC/LCP) to an ‘N’ and these will not be changed when the items are received and when they are billed.

How do we clean old p.o.’s off the system?

Answer: In order for a purchase order to be completed all items must be received and billed. Any order that it is tied to must also be completed. Usually we find that the invoice was never entered against the purchase order, and the reason behind that should be investigated. However, in order to force it to complete, an operator must go into each purchase order and cancel it. More Information: Another alternative: There is a p.o. parameter that determines whether p.o.'s must be billed before they are considered complete. That could temporarily be set that to 'N' and run the program that deletes completed p.o.'s. Then it should clear these. Then set the parameter back. Make sure that the parameter for the '# OF DAYS TO HOLD COMPLETED P.O.'S' is set to something high like 90 to 99 days. The only down side of this is that then you may get an invoice against some older p.o.'s after doing this, and may not be able to enter them because the p.o. is now complete. In the 7B release of Harvest, the parameter for the # OF DAYS is changed to # OF MONTHS which will allow companies to keep their completed p.o.'s on the system longer for history inquiry.

How can I view the invoices that have been posted against a specified purchase order?

Answer: In Purchase Order Processing (POI menu) one of the options at the header screen is “IN” to view the invoices. This will show you the dollar amount and freight of each invoice that has been posted.

We placed a direct ship p.o., but the vendor shipped the material to us. How can we change this to a stock order?

Answer: In Purchase Order Maintenance (POP menu) field #9 on the header screen contains the customer order #. Go to this field and hit the space bar once and to blank this out. The software will ask two questions confirming that you wish cancel the direct shipment and whether you wish to reserve the stock items for the customer order. When you update the p.o., it will no longer be a direct shipment and can now be received and shipped to the customer.

+ Products

When we delete Items that have no stock how long does it take for them to go away? Or do we have to run something for that?

Answer: There is a Product Parameter that determines how long active items must be flagged for deletion before they will be removed, and there is also one for Product Header records. Once that time period has passed, the system checks the items during the month end close process and removes them if there are no open orders, p.o.’s, transfers, etc.

I want to enter a ‘special’ on an order for a vendor, but the system says it is not setup up. How do we set up specials?

Answer: Before you can enter a special on a customer order, you must have a special record set up for each vendor in the product file. To do this you must first determine the first 6 digits of the UPC # for that vendor. You can do this by looking that existing items for the vendor. Then you enter those digits and five zeros “00000” in the ITEM # field in Product Maintenance. The system should tell you that the record is not on file and confirm that you wish to add it. The only field you will need to enter is the Mfgr ID, and you should check the product group to apply that group that is normally used for this mfgr. Knowing that the last five digits of the UPC # identify an item as a special is useful when viewing the items on customer orders.

Where are commodity codes entered?

Answer: This is option #1 on the PRS (PRICING SERVICES SETUP) menu, which is VENDOR CODE DESCRIPTIONS MAINTENANCE. This is also where the descriptions can be entered for Pricing Groups and Pricing Codes.

We are getting a new vendor from Trade Service. How do we determine the 3 character code that this will be listed under?

Answer: After you have set up the vendor in V/M menu #1 ‘Vendor Maintenance’, then go to TST menu option #6 ‘Manufacturer ID Table Maintenance’ and enter in the first 6 characters of the UPC # for the new vendor. If you want all of the items under one code then enter ‘****’ at the commodity code prompt and then enter the 3 character vendor code. The purpose of this table is to tell the system what vendor code to put items under when they are downloaded from a Trade Service file. Note: It is also important to put the items in the correct matrix sell and product group. If you are adding a new matrix sell for the vendor, then set up the sell in MATRIX FILE MAINTENANCE (MFM #1). Declare the matrix sell and the product group that the items should go into using COMMODITY CODE DEFAULT MAINT-NEW ITEMS on the PRS menu.

How do I print a report that shows the quantity on hand for a particular line of inventory we have?

Answer: TThere are a few different choices, with different formats:
INC #1 Inventory Status Report
INC #6 Value of Inventory Report
INC #8 Product Cycle Count Report

What is the max amount of characters that you can use for bin locations? Also, can you use dashes?

Answer: 10 and yes Note: If you are setting up your warehouse, here is some information you should consider: In an example of 1-A-03, being aisle, column and row: with “1” being the aisle, there can only be up to 9 aisles. If there are going to be more than 9, then this should be entered as 01-A-03. Following the same line of thought, there can only be 25 columns, otherwise they should be labeled AA – ZZ. This will set up the system so that reports and forms can be printed alpha/numerically. While you are in the process of labeling the shelves, you should considering printing these labels on the Zebra printer, so that they include a bar-code label. This can be read by a scanner or ipad. There is a program on the BAR menu to do this.

Would it be possible to print pick tickets in Bin location order and not order entry order?

Answer: Yes, there is a branch parameter that determines this, so all you have to do is flip the switch. The goal of this is to make it so the warehouse personnel can make one pass through the warehouse, rather than going from location to location.

We have just updated the replacement cost and order base for a line from a file received from the manufacturer. Any items not in the file are no longer available. How can we remove all old items that were not updated?

Answer: As the system security officer, print the Product Master List (PRM menu) and select the option to print all items where the order base or the replacement cost date was BEFORE the date you ran the update. After printing the list, the system will ask if you wish to flag these products for deletion. If you answer ‘yes’, then they will be flagged for deletion at the next month end close. Remember that they will only be removed if there is no stock on hand and no open purchase orders, backorders, transfers, etc.

How can we see how many active items we have in the system?

Answer: On the PR2 menu (MORE PRODUCT REPORTS) there is an option to PRINT # OF ITEMS PER VENDOR. This report will show this information.

+ Pricing

We have pricing that we wish to set up for a small group of customers. How can we do that in Harvest?

Answer: Use ‘model accounts’ to declare a group of customers, and then enter the price exceptions. There are 3 steps to this process, and each of these is done on the CPM menu in option #1 CUSTOMER PRICING MAINTENANCE.
Create the model Account in option #5 MODEL ACCOUNT ENTRY. This allows you to enter a description of the model and defaults for each of the price exception fields that will be used to fill in price exceptions as they are entered.
Enter the price exceptions for each of the items, manufacturers, or sells using options 1 thru 3. Assign the customer to the model by using option #6 MODEL ACCOUNT ASSIGNMENTS.

We have downloaded a file from a vendor that has the selling price and cost for a customer on hundreds of items. How can we update this in the pricing matrix?

Answer: On the FLI (FILE IMPORT) Menu there are many programs for reading this type of information into Harvest. The screen shows the exact format for the file and will also allow you to enter the expiration date for all of the items. NOTE: Be sure to check your work afterwards by viewing the price exceptions for this customer/model in the Option on the CPM (CUSTOMER PRICING MENU) entitled CUST/MODEL IND ITEM PRICE EXC MNT/INQ.

I have a question about using option # 9 CONVERT QUOTATION INTO INDIVIDUAL ITEM EXCEPTIONS from the Customer Pricing Maintenance screen. If we do this for a customer and they already have price and cost exceptions for an item based on a ship debit, which one will the system use?

Answer: I have a question about using option # 9 CONVERT QUOTATION INTO INDIVIDUAL ITEM EXCEPTIONS from the Customer Pricing Maintenance screen. If we do this for a customer and they already have price and cost exceptions for an item based on a ship debit, which one will the system use?

We are working on fine tuning our pricing. Is there are report that I can print each day that shows where the salespeople have changed the pricing? We will use that to either set up the pricing where it should be, or tell the salespeople they cannot sell things at that level.

Answer: This is the Matrix Price Discrepancies Report on the Invoice Processing Menu. It shows you what pricing the system had for each item, what the salesperson changed it to, the dollar difference and the percent difference. It can be cleared after it is printed each day, so you are not looking at the same things over and over.

+ Administration

When we print invoices, we are getting a message on the screen that T### is printing invoices. That terminal is not, so how do we correct this?

Answer: On the DEF menu (Operator Prompt Defaults) go into option #9, which is TERMINAL DISPLAY CONTROL/DEFAULTS. Enter the terminal ## from the message and then enter the option ‘CL’, which clears any message of this sort for a terminal, and then enter ‘UP’ to Update. Note: Only the system security office may perform this task.

How do we reprint a report through the program sequencer?

Answer: Go back into PROGRAM SEQUENCER SCHEDULER on the P/S menu, which is the same option that you used to schedule the programs to run. You must enter the Terminal # where the programs were scheduled to run. If you do not know this, then hit the "F1" key to review previous entries and find the report that you wish to reprint. After you enter the terminal #, the system will prompt for the date and the screen will show that you should hit "F1" to clear COMPLETED/ERRORED programs. After you enter "F1" the first oldest program that is still in the sequencer that was run on this terminal will display with the date, time, operator, and messages. If this is not the one you wish to reprint then hit the "ENTER" key to proceed to the next one. If it is the one you wish to reprint then hit the "F2" key and the system will prompt you for a printer. Note: The prompts to do this are shown at the bottom of each screen.

After we fax/email our statements/invoices, how can I review a list of the ones that did/did not go through?

Answer: The TRANSMISSION LOG REPORT (FAX menu) gives you the option to print information on emails, faxes, and EDI, and then you can choose to review specific document types, such as Invoices or Statements.

How can I change Customer Price Check, so that the operator cannot see the cost?

Answer: In DEF there is an option entitled Customer Price Check Display Control, and you can set the 1st option to an ‘N’ so that the operator will not see cost. This is controlled by terminal.

I’m trying to remove a salesman from file and it doesn’t let me. It says there are customers assigned to this salesman. Is there any report that I can run to check all salesman assigned to customers?

Answer: Yes there is - C/R #1 Customer Master List - then #3 by Salesperson

How can I set up a group of operators for each branch so that I can send branch specific messages within harvest?

Answer: There are 2 steps to do this:
- In TABLES FILE MAINTENANE (S/M menu) create the group under letter ‘O’ Groups of Operators.
- In OPERATOR/GROUPS MAINTENANCE (OPM menu) assign operators to the group by entering their initials and adding to the list.
More information: Operators can belong to multiple groups. For example, an operator may belong to a group for all of the employees at their branch and they may also belong to the purchasing group made up of only the purchasing people.

Can you please give me the procedure on allowing a new salesman to cancel an order?

Answer: Step 1: Go into Order Processing Parameters on the PAR menu and look at "#32. Group to Cancel an Order"
Step 2: Go into OPM #2 and enter the initials of the new salesperson, and then add them to the group noted above.

I need to change our remit to address on all invoices and statements for all locations from our po box to the street address. Can you please refresh my memory how to do this?

Answer: This is part of Branch File Maintenance on the System Maintenance (S/M) menu. After entering the branch #, go to the 3rd screen, and it is at the bottom.

+ Accounts Receivable

How can I print a list of the invoices that a check was posted against from a customer?

Answer: This information can be found in the option to Display A/R Check History on the ARH menu (A/R History). It shows you each check that has been posted for a customer and then you can select a check to view/print the details.

In A/R Inquiry, the Job Summary Report shows a balance in the “Non-Job A/R”. How do I find what documents are in this?

Answer: In A/R Inquiry, after you select the customer, the system prompts for the Job, but it also gives you the option to view the non-Job A/R by hitting the "F4" key.

How can I change the p.o. # on an invoice to a customer after it has been updated?

Answer: There are actually two options on the A/R menu to do this, and you can change the job name also. The difference between the two options is whether you need to change one invoice or many. The two options are listed on the menu as: CHANGE CUSTOMER P.O. # ON INVOICE CHANGE JOB/PO FOR MULTI INVOICES When you use these programs, the changes are made in A/R, A/R history, Invoice Retrieval, and on the original order.

Can we print a Detailed Aged Trial Balance that shows the date the documents were billed?

Answer: There are 5 different formats for the Aged Trial Balance. Formats #3 thru #5 all print the billing date in addition to the discount date. There are samples and descriptions starting on page 11 of Chapter 4 (Accounts Receivable) of the documentation.
The format can be changed in the A/R Parameters (field #19 on the 2nd screen). Because this is a report that you can email, I would suggest you email each of the formats to yourself for review.

How can I print a statement for just one customer?

Answer: There are two places that you can print a statement for just one customer.
1) A/R Inquiry: when viewing the option items, you can enter “ST” and then answer the questions.
2) In the STATEMENT PRINT (on the MTH menu) that you normally use to send statements at month end, answer the questions are you normally do, but indicate that this is a RESTART. Then the system will as for the starting and ending customer, and by making these the same, you can send/print a statement for just one customer.

If a customer has used a Credit Memo, how can I see where it was applied?

Answer: On the ARH menu use option #4 Payment History Inquiry by Document #, and the system will show you what check # this was used on. Then if you go into ARH #1 Display A/R Check History, you can view the detail of all documents that check was applied against. It may have been applied against just one invoice or multiple invoices.

+ Accounts Payable

In Accounts Payable, how do I Void or Reverse a check?

Answer: This is done in Manual Check Entry on the A/P menu (Accounts Payable System). After you enter the check #, enter ‘R’ to reverse the check. Then enter each of the invoices that the check was posted against. If this check was issued in the current month, then each of the invoices will be reopened for payment after you print and update the Manual Check Register. If this check was issued in a prior month, then the invoices will have to be re-entered if you wish to pay them. Note: In Release 7B, the screen only allows you to Reverse the check, and it automatically pulls the list of invoices from the history file so you do not have to enter them.

We are changing our bank account #. The account is still at the same bank, but how do we change the account # that prints on the checks?

Answer: Go into Bank Account Maintenance on the APM menu. At the “Bank ID” enter the "space bar" for the default bank account or enter a letter (A,B,C…) for the bank account if you use more than one. You will need to change the “Micro Code” very carefully. Be sure to keep any special symbols(colon, apostrophe, …) as these are translated into code at the bottom of the check

How can we see a list of all the invoices from last year and when they were paid for a vendor to determine if we have been paying them on time?

Answer: There are a couple of reports that will give you this information:
- API #2 A/P HISTORY INQUIRY – this will print by invoice # and shows all dates and the check # and date where each invoice was paid.
- API #5 A/P HISTORY FILE SORT – This program allows you to sort the information various ways, but the one by Date will probably show you the answer to this question. Again, this report shows the dates for the invoices and the check # and date when they were paid.

+ Sales Tax

Where do I go to set up a new tax code on the system?

Answer: This is on the S/M (SYSTEM MAINTENANCE) Menu and it is the option called Tax File Maintenance.

On the 20th of every month we need to pay the sales tax billed thus far in the month. Where do I print a report to show me that?

Answer: Print the Monthly Invoice Register (MTH menu). When the system gives the option to print “TOTALS ONLY”, answer YES to this question and then it will only print the page that you need which shows the totals sales tax billed thus far in the month.

We have just found out that according to the XXXXXX Sales Tax Commission freight is taxable on customers that are taxable. If we bill freight in the designated areas in Harvest it does not calculate tax on the freight there. What do we need to do to correct this?

Answer: On the System Maintenance menu, in the option for Sales Tax Maintenance, there are two questions concerning freight. One for incoming freight and one for outgoing freight. Change the appropriate one(s) to “Y” and the system will start calculating sales tax on the freight.

How can a print a report that shows me all of the sales tax that was invoiced on a customer job?

Answer: Use the A/R Billing Recap Report on the ARH menu. Enter the customer and the Job Name, and this report will list each invoice that was issued on the job with the sales tax, and give totals at the end.

+ General Ledger

How can I print a list of all of the postings against a General Ledger Account for the year?

Answer: Select the ‘Monthly Summary of Postings’ option on the General Ledger Reports (GLR) menu. Change the starting and ending dates accordingly and then the system will ask for a starting and ending general ledger accounts. This will print the balance for the account on the starting date, each of the transactions posted during the time period, and the ending balance.

How do we delete G/L account #’s that are no longer used?

Answer: If you go into CHART OF ACCOUNTS (G/L menu) and enter the account #, you will see that one of the options is DELETE. After you enter this, the system verifies that the account does not have any postings in the last two years, and then it is removed from the system.