Enhancements and revisions in Adagio Payables 8.1E (2012.11.13)
New Features
The option 'Calculate as of' option has been added to the Aged Overdue Payables report. This allows you to cut off future-dated transactions rather than aging them into current. It also allows you to print the report as it would have appeared at a date in the past. This allows the report to be reconciled to your G/L for any period, which is often a requirement when reporting to your bank or accountant. Note: to obtain the desired result on the backdated report, you must not have purged transactions from history that are required by the report for the date selected.
The Open Payables report now allows you to select a 'Calculate balance as of date' earlier than the Last Clearing Date (set by the Period End and Year End functions). The report will be accurate providing you have not purged history past the selected date. Note: for Multi-currency sites, the Home amounts may not be correct due to revaluations and you may want to print the report for Source amounts only.
For Canadian users, Payables tracks T5018 payment totals and prints T5018 forms for vendors who are your subcontractors. The T5018 Recipient Type in the vendor can be set to Individual, Corporation or Partnership. The S.I.N. or F.I.N. can be entered for Individuals/Partnerships. These fields are encrypted in the database and are only available in the Edit and Vendor functions to the SYS user or users belonging to a Security Group where the 'Edit Vendor SIN/FIN' option has been selected. The File T5018 Forms option in the Maintenance menu allows you to export T5018s to an XML file for electronic filing with the appropriate government department.
Updated 1099 and 1096 templates and in sample data with changes for 2012.
These new codes were added to the specification designer for use on T5018, 1099 and related forms:
M25 T5018 Language (E or F)
M26 Company contact email
V13 Vendor YTD 1099 /T5018 Payments (not a new field but now used for T5018s as well as 1099s)
V23 I.D. number (DS), where "DS" means double-spaced
V45 Vendor YTD 1099/T5018 Payments Dollars
V46 Vendor YTD 1099/T5018 Payments Fractional Amount
V47 Vendor I.D. number (DS)
V48 Vendor S.I.N.
V49 Vendor S.I.N. (DS)
T01 # of 1099s/T5018 (not a new field but now used for T5018s as well as 1099s)
T02 Total of 1099s/Tt018 (not a new field but now used for T5018s as well as 1099s)
T03 T5018 ID / Account number
T04 T5018 ID / Account number (DS)
T05 T5018 Period ending
T06 Total of 1099/T5018 Payments Dollars
T06 Total of 1099/T5018 Payments Fractional Amount
Added an Edit Report Groups function. The conversion to 8.1E scans the vendors and automatically creates the Report Groups encountered. The Report Group fields in the vendor, in ranges on reports and in the System Check run are now a finder file. The 'Verify report groups?' option has been added to the System/Report Options tab in the Company Profile. It defaults to off on conversion to 8.1E (so that the behavior is the same as in earlier versions). A Report Group report has been added.
You can now change the Invoice Status to Forced, Hold or None from the grid on the Transactions tab in the Vendor (assuming the user is allowed access to Payment Control). Select or multi-select transactions, right click and change the status. This is faster than having to open the details screen for each transaction or use the Payment Control function. The Edit button is now available on the Transactions tab so you can view vendors using Next/Previous and then change to Edit when you want to change the transaction status.
New fields for use by Adagio PurchaseOrders 8.1C (to be released at a later date) have been added to the vendor. These fields are only visible when PurchaseOrders 8.1C is present (they are not supported by Purchase Orders for Adagio). Send Method (Print, Fax, Email), Print Spec, Fax Spec, Email Spec and Email Cover will appear on the Payee/PO tab. The 'Receive to location' field appears on the Accounting tab.
For legacy reasons, Adagio Payables has always made the assumption that, if the entire invoice is not paid, the invoice was likely in dispute, and subsequently set the Maximum Payment amount to 0.00 (again assuming that the remainder of the invoice would not be paid). As a result, in order to pay the invoice, you had to go into Payment Control or the transaction detail in Edit Vendor and change Maximum Amount to reflect the balance of the outstanding invoice. This behavior is now optional. The 'Set Amt Payable to Inv. Balance' option has been added to the System/Report Options tab in the Company Profile. It defaults to off on conversion to 8.1E.
Creating a $0.00 manual check to match prepayments to invoices no longer creates $0.00 G/L transactions.
Batch entry supports Estimate styles in finders for Adagio JobCost 8.1C.
Batch entry supports Docket Active status and Docket Styles in finders in Adagio Time&Billing 8.1C.
Batch entry supports the customer code options Uppercase, Auto-fill and Customer Code Format when entering Time&Billing related transactions for Clients.
The batch entry number is now displayed in the title bar of the batch entry window. This helps you keep your place when entering transactions from a list on paper. For example, for new batch entries it displays 'Invoice Batch X, New Invoice (Entry 1)'. When editing an entry it displays 'Invoice Batch X, Invoice 123456 (Entry 1)'.
Excel Direct button has been added for the grid in the Check Reconciliation function.
Added the option 'Show description 2' to the Print/Consolidate GL Transactions report. Transactions with a second description take 2 lines on the report.
Added % codes for the User Defined format to send to G/L Description 1 and G/L Description 2 on the Integration tab in the Company Profile:
dst - Distribution
cln - Time&Billing Client
dkn - Time&Billing Docket
dis - Time&Billing Disbursement
src - Time&Billing Source Code
Added option 'Delete vendors with history' to the Batch/Vendor tab in the Company Profile. Deselect this option if you do not want to allow vendors with history transactions to be deleted. In previous versions, vendors with no current transactions but with history could always be deleted.
The Adagio menu now includes the module from which it was selected to allow you to quickly open another instance of the same module.
The number of Previously Opened databases (saved by user) has been increased from 25 to 100.
The backup function now includes open data files if you proceed after getting the message "Unable to lock data set exclusively, do you still want to perform backup?" This message is displayed when other users have Adagio programs open for the same company. The zip file will contain the complete set of files but there is no guarantee that the backup will be viable. In general, backups should only be made when there are no other users in Adagio.
The speed of backup to zip file has been improved by approximately 25% across a LAN and 400% with local data.
The Open Data screen can be sized horizontally to allow you to see the full data path.
The F1 key now launches Help when no windows are open.
The session date is now passed to GridView views (workspaces) loaded from the Inquiries menu.
The Data Integrity Check now checks the Common Files as well as the AP files. Previously these files were only checked by DataCare.
The Data Integrity Check (DIC) now checks History Transactions during the Application Integrity Phase. The first DIC run after upgrading to 8.1E (including DataCare) may detect errors that were not previously reported. The DIC rebuild function can add transaction matching records missing from history due to previous database problems. This can correct problems in the Aged Overdue Payables report when printed with the new option 'Calculate as of' option. See the "Upgrading to 8.1E' section in the Release Notes for important information regarding these changes.
The Data Integrity Check now displays "Checking Index x of y" on files with multiple indexes so for large files you know it has to cycle through the records multiple times and which pass it is currently on. For example: "A/P Transactions 1234 of 45678 (Checking index 1 of 2)".
The '1099 Vendors' filter in the sample data was updated to include the fields 1099 Type and Vendor Tax ID number. Use this filter to see at a glance who is missing a Tax ID and who might not be set up as the correct type.
Station Logs now indicate memory information for the station or Remote Desktop Services session in these variables:
Total Memory - total Mbytes of physical memory
Available Memory- free Mbytes of physical memory
Memory Load - percent of memory in use.
Station Logs now show the bitness of the application and the station OS in the variable "Environment".
Problems Fixed
The behavior between Payables and Receivables on the Transactions grid was inconsistent. Now in the Vendor Transactions, when you press Enter and the grid has focus, the Applied Details is opened instead of the function closing, the same as for the Customer in Receivables.
Changing the Invoice Status (Forced, Hold, None) for a transaction in the Edit Vendor function now causes the message "A new payment list will be generated, due to a change in the parameters" to be displayed in the Print/Post Checks & Advices function when you select Print/Post or print the Pre-Check Register report.
Job Alerts did not pop up in batch entry in Payables 8.1C and 8.1D.
An adjustment to a credit note (in current transactions) could not be posted if an invoice with the same number existed in history.
The warning message 'Please enter a valid account' appeared in Invoice Batch Entry if User Preferences were set to ‘Auto add items’, the account finder was set to ‘Active records only’ and an account with a department was overwritten to an account with no departments by typing in the field.
The Invoice batch entry grid size was not remembered when the entry screen was resized.
The 8.1D (2012.08.14) Service Pack fixed a problem where a Manual Check cash invoice having multiple account distributions was rejected by TelPay However, once that fix was made it exposed another problem that existed in the product and the Telpay batch was still rejected. This has been corrected.
If you printed a set of 1099's and 1096's, then before exiting out of the function, you printed another set, the 1099's forms printed as 1096 forms.
The %PJN code did not work when printing the Check Register to a PDF file with Adagio ePrint.
The Report Set detail was not picking up the default filename from the Favorite for Posting Journals.
Changes to the order of the Sort By fields on Transaction and Analysis reports were not remembered when the 'Remember Report Settings' option was on and reverted to the default the next time the report was printed.
The legend on the Batch Listing report now includes the 'e' code, which indicates the terms have been changed.
Error Posting Journals were not printing in Payables 8.1D.
The Original Amount field on the Open Payables report in Summary format printed blank.
Aged Overdue Payables report did not do a page break on the primary sort.
The Discount Percent field in the Current Vendor Transactions table for Crystal Reports for Adagio had the wrong number of decimals.
The Data Integrity Check does additional checking of the Batch Control file. In previous versions, a certain type of error that prevented you from editing a batch was not detected.
The Search tab was missing in Help.