CYMA Release History: Version
Release Date: October 2003
Version 6.0 - General Ledger Module
- The user can now assign the posting date for recurring journal
entries. Previously the system always dated recurring entries at
the end of the period.
- The Recurring Entry feature has been enhanced so that it makes
automatic balancing entries as defined in Maintain Funds
- A "Include Beginning Balances?" filter has been added to GL
Ledger Reports. This allows you to run a ledger for the current
year even if the previous year is still open and only include on
the report activity from the new year.
- Job Number and Job Cost Type have been added to the GL
transaction file. Users may set the GL configuration to include
these columns in the GL Journal Entry Grid. Journal Entries may be
made as usual, adding a Job Number (tied to the Job Costing Job
table) and a Job Cost type.
- There are two new system journals, both used for job cost
entries. The WC journal is used for system generated journal
entries when moving job entries from Work-in-Process to Cost of
Goods Sold. The JC journal is used when transferring job cost
entries from one job to another.
- Job Number filters and job number columns have been added to a
number of GL reports:
- Entry in Account Order
- Detail Ledger by Date Range
- Detail Ledger by Period
- Entry by Open Batch
- History Ledger
- There is a new GL Job Cost Activity report - Ledger5.rpt. This
new report prints for a range of dates and shows you GL activity
for a user selected range of jobs and job cost types.
- NFP Income Statements now sort accounts by account type.
- GL Journal Entries that contain a Job Number and a Cost Type
automatically are posted to the Job Costing module.
- Scrolling Controls have been added to the Unpost dialog.
Version 6 - Accounts Receivable
- AR Report Pre-Processing has been implemented to substantially
improve the report performance of AR Aging and Ledger
- Cost of Goods Sold (COGS) entries can now be automatically
generated when posting AR invoices. When an AR invoice is posted
the system looks at each product id on the invoice and determines
if the product is configured to generate a COGS entry. If so, the
system writes the actual cost to the invoice line file and
generates an additional GL entry when posting the AR invoice. In
addition to debiting AR and crediting the sales account, the system
will debit the COGS and credit the Inventory account associated
with the product. COGS entries are not generated for AR invoices
that contain a job number.
- AR Invoices may now be transmitted by e-mail.
- There are new AR editing capabilities. If an AR invoice has
been entered and printed then selecting "edit " will result in the
system asking the user if they wish to void and re-enter the
invoice. If "yes" the system will re-populate the invoice entry
screen with the original invoice to make corrections easier and
eliminate the need to retype the entire invoice. If "no" the user
may edit/change informational fields such as "ref" and "ref2". Once
the invoice has been posted then the user may only edit the
- A date field has been added to the payment line on enter
invoices. This allows you to date the payment entered with an
invoice (date must be greater than or equal to the invoice date).
Previously the system used the "accounting system date" for all
payments entered with invoices.
- AR Enter Invoice Performance has been substantially improved
for entering new invoices in large data sets.
- Credit Memos may now be entered for customers over credit
- Credit Limit checking now works like credit hold checking.
Credit limit checking for invoice entry can be configured as
"warning only", "hold", "hold with override" or "ignore".
- The Bank ID's used for cash, credit card and check payments
associated with AR invoices may now be set by browsing instead of
having to change them at the configuration level.
- Range of Period posting is now supported posting invoices to
both AR and GL.
- There are new "print ready" AR invoices and statements that may
be printed to plain paper.
- The Recurring Invoice function has been enhanced so that
product prices in the recurring invoice file may be updated with
the current product price whenever recurring invoices are
- AR Write-Offs now write the Customer Name to the GL.
- Dunning Statements do not print on credit balance statements,
even if there is a past due balance in one of the aging
- Job Filters have been added to AR Aging and Ledger
- The user will receive a warning message when voiding an AR
invoice that originated in an external application.
- The "purchase order", "sales order" and "job" fields from the
original invoice now display when selecting that invoice in the
apply payments screen.
- New filters for Order Date and Job Number have been added to
the Print Invoice screen.
- There is a new Gross Margin Report By Customer and a new Gross
Margin Report By Product.
- There are new "Top 10" Gross Margin Reports.
- There is new Summary Ledger in Chronological Order.
- Deposit slips may now be reprinted through a new Deposit Slip
- A warning message is displayed when saving a payment batch that
is not fully distributed.
- Customer Phone Number has been added to AR Ledger and Aging
- The Daily transaction report has been enhanced so that you can
run a "summary" version of the report. There is also a new
"summary" version of the payment register.
- There is a new Payment Register that combines current and
history into one report.
Version 6 - Accounts Payable Module
- The Accounts Payable module has been modified to be fully
integrated with both the new Purchase Order and Job Costing
- Print ready AP check formats that print MICR fonts are now
available . These new check formats are designed
to print to plain check stock and use MICR fonts to print all
necessary bank and check routing information. Use of these check
formats eliminates the need to purchase pre-printed check
- Report pre-processing has been implemented to improve report
performance for aging and ledger reports. The effect is most
noticeable for data sets with large numbers of vendors and
- A new "Vendor Balance Recalculation function has been added to
- A new "void manual check" feature has been added to allow the
user to record unused checks. These unused checks will now appear
in check register listings
- The AP Invoice line description has been increased to 254
- A new "Void a Range of Checks" feature has been added.
- There is a new AP Process for moving current invoices from one
vendor to another. One-time invoices may be moved to another vendor
as well. All invoices and checks that meet the selection criteria
are moved. A new range of dates ledger has been added that
combines current and history files.
- A new "group" option exists for AP recurring invoices just like
AR recurring invoices.
- Vendors can now be made inactive at any time. Making a vendor
inactive prevents further invoice entry and prohibits posting of
any invoices within the AP module.
- Summary posting from AP to GL now summarizes to the
account/job/cost type level.
- Job Filters have been added to a number of AP reports:
- Invoice Registers
- Detail and Summary Ledgers
- Aging Reports
- A reference field has been added to the Enter Invoice
- A new "vendor button" on the Enter Invoice and Enter Recurring
Invoice entry screens allows you to set up new vendors without
leaving the invoice entry function.
- The vendor id is now validated upon leaving the vendor id field
in invoice entry. Previously the system did not validate the vendor
id until the invoice was saved.
- The user may configure the Invoice Entry screen to include a
product id and quantity field in the grid if desired.
- Job Number field added to AP Invoice Entry. This field browses
the Maintain Jobs table in the Job Costing module.
- Create Date and Create User fields have been added to the AP
- The user may configure whether or not the transaction date
changes automatically when the invoice date changes.
- 1099 information may be edited even if the invoice has been
- Posting AP Invoices automatically writes information to the Job
Cost file and to the PO file.
- When printing checks the user will now receive a warning
message if the check date is prior to the earliest invoice date on
the invoices being paid.
- A "number of checks" button has been added that allows the user
to display the number of checks necessary for the check run.
- The "move to history" process is now optional at year end in
both AP and AR.
- The Vendor Name now appears on the Invoice selection screen
when selecting invoices to pay.
- The 1099 reconciliation report has been enhanced to add filters
for Vendors and for including/excluding non-1099 invoices and
non-1099 vendors. This will allow you to run the report to see all
invoices for a particular vendor regardless of original 1099
- A new Invoice Register Report in Entry Order has been
Version 6 - Payroll Module
- Job numbers may be added to hourly payroll entries. Salaried
employees may be assigned to a job.
- There is a new "Exclude Features" capability in the calculate
payroll process. The user may choose which payroll features are to
be excluded for a payroll check run.
- You can now record an unused payroll check by entering a voided
manual check. The unused check will show up in the check register
for audit purposes.
- There is now an optional annual cap for Other Deductions.
- User defined skill levels may be assigned to employees for
billing purposes in JC. To support this feature there is a new
"Maintain Skill Level" function in PR and JC.
- Print check routine posts job information to JC for checks with
job information on them. Voiding a PR check with JC information on
the check results in the job information being Unposted from
- You can now print checks by a range of employees.
- User may now delete a department and location that is not being
- The copy employee function has been enhanced so that it does
not copy EFT information.
- Next check numbers are now updated in a cross-module
- You can now define the order of employee display when hitting
the "next" button in Enter Payroll. The user can select from
"employee id", "employee name", "department" and "location".
- A new 401K employer contribution percentage option has been
added. You may now set the employer contribution to be a percentage
of employee and not of gross pay.
- Added "prompt for amount" to Local Income Tax feature.
- There is now a "Print Checks" button directly on the Calculate
- A new warning message has been added to warn the user of
- The number of Payroll checks required may now be displayed
prior to actually printing the checks.
- There is now an option to make the void date the original check
date when reprinting checks.
- The system now checks to make sure that void check dates are
not in closed GL years.
- Job Number filters have been added to certain payroll
- A new option has been added to PR configuration to make the
printing of payroll reports at period end optional.
- Department and Location filtering has been added to all current
- The PR Journal Report and the Accrual Feature Balance Report
now run much faster.
- The Employee Balance Report has been enhanced/corrected so that
the displayed YTD information is correct when running the report
for previous periods.
- The EFT Listing report now only includes active
Version 6.0 - Purchase Order Module
CYMAIV Purchase Order is a new module available with
Version 6. Purchase Order is an optional module for CYMA FMS or NFP
that provides you with the capability to enter, track, print and
manage vendor purchase orders. Purchase Orders can then be
automatically turned into AP invoices when goods are received and
the invoice received from the vendor.
The Purchase Order "Maintain" menu provides many configuration
choices for the PO module.
Maintain Products: the products table was
previously confined to the Accounts Receivable module, but it is
now available in AR, AP and Purchasing. In this table you can
define products that you sell and/or buy. You can load basic
purchasing information, including standard cost, prime vendor, cost
of goods sold and inventory default accounts, job cost type,
inventory type and more. Please note that you do not have to set-up
products in order to use the Purchase Order module. However, if you
commonly order products and parts using a product number, or if you
purchase parts/products for re-sale, you will most likely take
advantage of this table.
Maintain Vendors : this table was formerly
contained only in Accounts Payable but is now shared between AP and
Purchasing. Here you can set-up new vendors and define all of the
important information about that vendor, including 1099, contact,
expense account and other key information. Of particular interest
is the new Vendor Cross Reference Tab which allows you to set up
vendor part numbers which are cross-referenced to your own product
numbers. When issuing a purchase order to a vendor, the system will
check to see if there is a Vendor Cross Reference item on-file for
the product being purchased, and if so, what is the vendor price
for that item. You may choose to have the system automatically
update the vendor price in three different ways (see configuration
Maintain Product Lines: this is a new table in
Version 6. It allows you to define product lines or product classes
and group your products into a user-defined set of categories.
Maintain Bill-To: This table allows you define
the list of possible bill-to addresses you can use on purchase
orders. If you are a single-location firm then you might only have
one entry in this table. Larger organizations who have centralized
purchasing but distributed invoice payment operations may have
multiple bill-to locations for invoice purposes. This is the
address to which the vendor sends the invoice.
Maintain Buyers: This table allows you to build
a user-defined table of buyers. Each purchase order entered into
the system may have a buyer id associated with it. You can print
purchase orders by a range of buyers and select and filter various
purchasing reports by specific buyers.
Maintain Ship-To: Even if you only have one
"bill-to" location, you may have multiple ship to locations. This
table allows you to define the ship-to locations that print on a
purchase order. Each purchase order is assigned one ship-to id.
Maintain Ship Via: This user defined table
allows you to build a list of codes for commonly used freight
carriers. You can assign a "ship-via" id to each purchase order.
The "ship-via" information will print on the purchase order as
instructions to the vendor.
Maintain Configuration: In this section you can
define several important aspects of the purchase order control. You
can define the default value for the ship-to, ship-via, bill-to and
buyer codes on a purchase order. "Include Special Instructions on
PO lines" allows you to configure whether or not you allow the
operator to enter a special instruction line on each PO line item
(there is a purchase order wide Special Instruction tab on each
PO). If this is turned on, the PO data entry grid has an extra
column for line-level special instructions. "Include In-house
Product ID on PO" defines whether or not to print your internal
product number on the PO. For example, you may enter a "XX100 from
the Vendor, but you refer to this part internally as a "DC Motor".
With this box checked the purchase order will reference both part
numbers, so that your receiving people easily know what they are
Finally, the "Update Vendor Cost" field allows you to configure
how and when to update the price in the "Vendor Cross Reference"
table. When ordering a vendor part you may choose to update the
cross reference file with the price you are using on the PO when
the PO is saved, when the AP invoice is posted, or both. This
allows you control over when vendor prices change and allows you to
configure the system so that the latest price from a vendor is used
in the next PO to that vendor.
Custom Forms: The Maintain Custom Forms menu
item works as throughout the rest of the system. Several new
Purchase Order forms are available, including a "true laser form",
which generates the entire purchase order, both data and the form,
and prints to a blank piece of paper. Good bye pre-printed
Entering Purchase Orders
To enter a Purchase Order, first go to the Enter-Purchase Orders
menu item. A screen similar to the one above will display. In the
"type" field you can specify that the order is either a regular
purchase order or a manual purchase order. Use manual purchase
order if you are simply keying in a purchase order that has already
been called in to the vendor and has been assigned a number. Use
"order" if you wish the system to print the PO and assign it a
number. All new PO's have a status of "open" until they are
completely invoiced or manually closed out. Each line item of the
PO may have a product id, description (product id not required),
quantity ordered, quantity invoiced (automatically filled in by the
system after an AP invoice has been posted against the PO), unit
cost, extended cost and special instructions. The unit cost field
will populate with either the standard unit cost assigned to a
product, or if one exists, a price set-up in the Vendor Cross
Reference table. The act of saving and entering a PO has no effect
on your GL.
After a PO has been entered, it is printed so that you have a
document to send to the vendor. The PO is assigned a number at
printing time. You can print by a range of record numbers, vendors
or buyers, so it is easy for you to "print all PO's for Buyer Sam
After a PO has been issued, products and/or services will be
received. When a product is received, the person responsible for
receiving will check the validity of the order and forward
appropriate packing list or receipt information to Accounts
Payable. When the AP department receives the whole or partial
invoice they will match the PO, invoice and receiving information
before processing the invoice.
If the invoice is approved, the original Purchase Order can be
called up by entering the Vendor ID and the PO number. The system
will display any open line items (PO line items that have not been
invoiced). The AP system will dynamically determine the appropriate
GL expense account and fill in that field if possible. The user may
delete line items from the invoice or adjust "invoiced quantities"
(in the case of partial invoices). The user may also add line items
that are on the invoice but not on the original order (freight and
tax for example). When the AP invoice is posted a link is
established between the Purchase Order and the AP invoice so that
invoiced quantities are written back to the original PO. If you use
AP to pull up a PO for a second time, only the line items for which
"invoiced quantity is less than ordered quantity" will be
A PO is closed if all line items on the PO are either fully
invoiced or if the line is manually closed. You may manually close
a line item by pulling up the PO, selecting "edit" and then
selecting "Close Line(s)".
Version 6 - Job Costing Module
CYMAIV Job Costing is a new module available with the
release of Version 6. It may be added to any existing
CYMAIV installation, but you must have Version 6
installed in order to use the new module.
Job Costing requires a System Manager and General Ledger module;
Accounts Payable, Purchase Order, Accounts Receivable and Payroll
are recommended, but optional. When installed, job cost capturing
may be enabled or disabled on a company by company basis. When
enabled, a "job number field" is available for entering job
information against a purchase order, accounts payable invoice,
payroll entry, general ledger journal entry and an accounts
receivable invoice. If job cost capturing is not enabled, these job
number fields are turned off.
Job Costing is fully integrated with all other modules; cost
entries made in Accounts Payable and Payroll flow to the JC module
where they are "posted" against a job. General Ledger journal
entries made with a job number also flow to the job. Adjustments or
job transfers made in the JC module which affect the General Ledger
automatically create GL Journal Entries. Customer invoices prepared
in JC automatically flow to Accounts Receivable for billing
purposes. Just because you have a module installed does not mean
you need to use it in conjunction with Job Costing; for example you
may choose to generate job related invoices in an external billing
system (simply using the JC module to capture costs) or decide not
to use the CYMA payroll system for entering job specific labor
Detailed Job Information
The CYMAIV Job Costing system tracks a wealth of
information for each job. Job information includes:
- 10 digit job number
- 30 character job description
- Prime Job Number (for consolidated job reporting)
- Customer Number
- Job Status (Open or Closed)
- Contract Number
- Sales Order Number
- Job Type (User Defined)
- Billings to date
Version 6.0 Job Cost - Continued
- Costs charged to job to date
- Payments to date
- Contract Value (for fixed price jobs)
- Budget to Date
- Costs/Budget Percentage to date
- Project Manager (User defined)
- Billing Method (Fixed Price, Cost Plus, Time &
- Cost Plus Markup Percentages for 6 cost categories
- Start date and end date
- User selectable, job specific Posting Information (costs are
posted to WIP or COGS)
- 7 Budgets (Revenue, Direct Material, Direct Labor, Other Direct
Costs, Subcontractor, Other Costs and Overhead) may be set-up for
- Job Specific Pricing for products
- Job specific GL accounts for each cost type
- Unlimited Job Notes
- Unlimited user defined custom fields per job
Job Cost Categories
Costs are tracked by one of six job cost types:
- Direct Labor
- Direct Material
- Other Direct Costs
- Other Costs
Flexible General Ledger Integration
The job costing system is fully integrated with the CYMA General
Ledger. The job costing module provides a very flexible way of
assigning GL accounts for a job.
- Default GL accounts at the Job Cost Configuration level:
- WIP Direct Material
- WIP Direct Labor
- WIP Other Direct Costs
- WIP Subcontractor
- WIP Other Costs
- WIP Overhead
- COGS Direct Material
- COGS Direct Labor
- COGS Other Direct Costs
- COGS Subcontractor
- COGS Other Costs
- COGS Overhead
- GL accounts can be identical or unique per job cost type
- Each job may have a unique set of GL accounts per job cost
- GL entries are automatically created when costs are transferred
between jobs and when WIP costs are moved to COGS
- GL Journal Entries with a job number are automatically posted
to the job
- Post job cost entries to the GL in detail or in summary.
Summary posting summarizes entry to each unique occurrence of GL
account, job number and job cost type.
Full Integration with Other Modules
The Job Costing system is also fully integrated with Accounts
Payable, Payroll, Accounts Receivable, General Ledger, and
- Assign job number to AP invoices, purchase orders, AR invoices
and payroll entries.
- Post AP invoices and payroll checks automatically post to the
Job Costing module
- When AP invoices and Payroll checks are unposted (or voided)
entries are automatically removed from the job cost file
- Automatic assignment of job cost type when entering AP
- User defined table of Skill levels contains billing rates for
different types of labor
- Job Cost billing process automatically creates AR invoice for
Capture Other Job Charges
Not all items to billed on a job have their origin as a "job
cost". The system allows you to enter "job charges" that do not
originate in an accounts payable, payroll or general ledger
- Create job specific billing rates for skill levels and
- Simple job charge data entry for product job charges and labor
- Job Charges may be transferred between jobs
The CYMA Job Costing System allows you great flexibility in
determining which costs to bill and the format of the customer
- Easily select job charges to bill by cost type and date
- Each individual job charge may be marked-up/down as
- Mark-ups and Mark-downs are tracked for statistical
- Costs are automatically adjusted by job specific percentage for
"cost plus jobs"
- Automatic AR Invoice Creation
- Select from 4 different Job Cost Invoice formats or create your
- AR Invoice posting writes back billing information to the job
- Use advanced features to control job cost data entry, invoicing
and job management
- Powerful job transfer feature allows you to move costs and
charges between jobs. General Ledger entries, where appropriate,
are automatically created
- WIP to COGS feature allows for user selectable costs to be
moved from WIP accounts to COGS accounts when revenue is recognized
on a job
- Close or Re-Open Jobs at any time - closed jobs may be billed
but no further entries are allowed
- Move Jobs to history function allows you to keep job
transaction file small
- Job Listing
- Summary Job Listing
- Job Listing Summary By Prime Job
- Budget to Actual Comparison (Summary)
- Budget to Actual (Detail)
- Budget to Actual (Cost Only)
- Job Types
- Skill Listings
- Product Listing
- Project Manager Listing
- Budget Reports
Open Commitment Purchasing Reports by Job, Cost Type and
- The eDesk default page for Version 6 has been changed. It loads
in significantly less memory, has a more attractive visual
appearance and eDesk sub-menus no longer drop down unless
specifically clicked. eDesk content has been revised, including the
addition of 20 new tutorials.