CYMA Release History: Version 7.0

Version 7.0

Release Date: October 2004

New Modules:

  • Inventory Control
  • Sales Order


Version 7.0 - System Manager/System-Wide

  1. User Defined Transaction Classification Codes have been added to the system. Two new tables have been added to the system. When enabled, this feature adds two user defined fields to the transaction entry data grids throughout the system. This allows you to classify transactions virtually any way you wish - and to classify the transaction in a manner separate from the GL account. Many reports in the system may be filtered by these codes.

  2. You may now purge General Ledger history through a new "Purge GL" function found in the System Manager Utilities menu. This function will purge GL History transactions from the system. You may only purge closed years. Upon purge, the system automatically creates journal entries for each GL account affected by the purge so that GL balances remain as they were before the purge process. This feature is primarily designed for customers with large GL history files and improves reporting and query speed.

  3. A new Payroll Purge function has also been added. This allows you to purge the Payroll History file through a user defined date. The purge process is limited to information 2 years prior to the current payroll year (if the current payroll year is 2005, you may purge payroll information in 2003 and earlier).

  4. The Batch Reporting facility has three new enhancements:

    1. Batch Reporting Data Variables have been added to the system. The capability to create a "batch" of reports was added in Version 6. When running the batch, however, the user was required to change the dates in each report to the needed date. The new variables eliminate this. You may now set up the reports in a batch with variables for dates - "@TDY" means today; "@90A" means 90 days ago, for example, and at report batch execution time, the batch processor substitutes the proper dates. This allows you to set up a batch of reports - for example, all of your needed month end reports - and run them with the current month automatically filled in without having to adjust the batch.

  5. New On-Line BackUp Service - Available through the System Manager - Utilities menu, the CYMA On-Line BackUp service helps ensure that your valuable CYMA data is always backed up in a secure location. The price of the service varies with the amount of data to be backed up. Selecting this menu item will take you to a web site - - where you can sign up for the service. The backup software will be downloaded to your system and subsequent selection of the menu item within CYMA will allow you to schedule the backup and/or perform an immediate backup. The backup is conducted to a secure internet server in compressed format. Eliminate the need for unreliable backup tapes!

  6. Payroll non-taxable earnings may now be imported via the General Import process.

  7. There is a new "Sales Manager" security level in Maintain Users. This governs who has access to over-ride pricing alert messages in the Sales Order system.

Version 7.0 - General Ledger

  1. New Budget Control/Encumbrance Feature - this new feature will prohibit the entry of Purchase Orders that result in an over-budget condition. Optionally, the system can be configured to simply provide a warning when this occurs. If the Budget Control feature is enabled, the user may select which GL accounts are subject to budget control. The CYMA Purchase Order module has been enhanced to allow line-level coding of GL accounts at Purchase Order entry time. Upon the save of the Purchase Order the system totals (for each GL account on the PO) the amount of the new Purchase Order and adds this to the actual expenses incurred for the GL account.

    Also added is the amount of any previous PO's not yet invoiced against the GL account. The system then checks this grand total against the budget for the GL account and warns/prohibits as appropriate. You can select to check the budget on an annual basis or on an YTD basis. In addition, you can specify a dollar amount or a percentage of allowable budget excess. This new feature requires the Purchase Order module in addition to the General Ledger system.

  2. Consolidated General Ledger - The CYMA General Ledger now features a powerful Consolidated General Ledger capability. You can turn this feature on or off in the GL Configuration menu. If the feature is on, you may select to consolidate in "summary" or "detail" and choose the destination company for the consolidated entries. Each GL account is then assigned a "parent" company GL account. The parent company may have a different account structure and multiple "child" accounts may map to the same "parent" company account.

    Once transactions have been consolidated to the parent company, standard CYMA reports, including financial statements (and F9) may be run against the data set. You may set up multiple levels of consolidation as well, allowing 6 operating entities, for example, to consolidate to two divisions. The two divisions could consolidate to one corporate entity.

  3. Copy Allocation ID's - allocation ID's may be copied, making it easier to re-use an existing allocation template.

  4. Recurring Journal Entry Group Options - Recurring Entries in GL may now be grouped in a user defined fashion. A new "group" option allows you to further segment recurring entries into an unlimited number of user defined groups. If, for example, you have two sets of "quarterly" entries - one set normally run on the first month of the quarter and another on the third month of the quarter you could assign both sets of entries to "Quarterly" but assign the first to user defined group "First" and the other set to user defined group "Third".

  5. Mailing Labels for CD Vendors (Client Write-Up) - Client Write-Up has been enhanced to provide an easy way to print mailing labels to vendors.

  6. Open PO Amount Added to GL Period File - The GL period file has been extended to include a new field "Open PO Amount". This field contains the amount of Purchase Orders coded to the GL account/period combination that have not yet been invoiced. When the AP invoice is posted through to GL, the amounts transfer from the "Open PO Amount" to the "Period Actual" field. This new field is used in the Budget Control feature but can also be used in Custom Reports for cash planning purposes.

  7. New Cost Code Fields added to the GL Transaction File - the GL Transaction file now includes 3 new fields - User Defined Cost Code (a new field in Job Costing) and the two new User Defined Transaction Classification Code fields.

  8. Job Filter Added to Range of Dates Income Statement - you can now run a range of dates income statement for a particular job.

Version 7.0 - Accounts Payable

  1. Improved Credit Card Payment Tracking - this new features allows you to better record payments made to AP vendors with a credit card and provides an easier method for tracking company credit card balances. This is best illustrated by an example.

    1. Set-up a new Bank Account called "AMEX" in the Maintain Banks Menu. Select "Account Type" of Credit Card and for "GL Account" enter a liability account called "American Express Liability".

    2. When an AP Invoice is received from a vendor enter it against the vendor account as normal.

    3. Pay the vendor by calling in a payment on the American Express card.

    4. Record the payment by selecting the invoice for payment as normal. In the "print checks" routine select the "AMEX" bank. Because the account type for the "AMEX" bank is "credit card" the system will not physically print a check. It will however mark the invoice as paid just as if a check had been written to the vendor.

    5. When the invoice and payments are posted to AP and GL, all vendor statistics are correct and the "American Express Liability" account now reflects the unpaid balance to the American Express card.

    6. When the American Express bill is received, enter it as an AP invoice and use the "liability account" as the expense account.

    7. Pay the American Express invoice with a check.

  2. Vendor Defaults for Property Use Tax - the ability to record "Property" or "Use" Tax was added in a previous version of the system. In Version 7 we've added a "Use Tax" checkbox in Maintain Vendors. If checked, the "Use Tax" field is enabled on the Enter Invoice screen. If not checked the Use Tax field does not appear on the Enter Invoice grid. In this fashion the use tax field is only in the Enter Invoice data grid for those vendors for whom you are interested in recording property/use tax invoices.

  3. Invoice Line Level Job Numbers - In Version 6 you could record one job number per AP invoice. In Version 7, each line of the AP invoice may be recorded against a different job.

  4. New AP Vendor Ledger Report in Chronological Order

  5. Invoice Total Appears in Data Grid - a running total of the invoice lines is now displayed in the AP Enter Invoices grid, allowing you to easily cross reference the total amount entered with the amount entered in the "invoice total" field at the top of the screen.

  6. New Periods Before Archive Feature - at the end of each period you have the option of moving "closed" invoices and checks to the history file. In previous versions of the software all closed invoices and checks moved to history when this option was selected. Version 7 allows you to govern how long closed invoices and checks stay in "current" before they move to history. If you set this value to "3" for example, fully paid invoices will remain in the current file for 90 days before they are eligible to move to history.

  7. AP Move Invoices Works With History File - a new "Move Invoices" feature was added in Version 6. It allowed you to move invoices from one vendor to another, but only worked with invoices in the "current" file. Version 7 extends this operation to the history file. A major benefit of this is the ability to delete old vendors. If you have vendors that are no longer in use, move all (both current and history) their invoices to a "temporary" vendor". Once all of the vendor invoices have been moved you can delete the vendor from the system.

  8. Invoice Descriptions on the Select Invoices Screen - the Vendor Name and Invoice Description both now appear at the bottom of the screen when you highlight and invoice in the "Select Invoices for Payment" screen.

  9. Add Invoice Date to Selection Grid - invoice date is now one of the eleven ways to find invoices for payment.

  10. Quick Pay Previously Saved Invoices - the Quick Pay feature, which saves, posts and pays an invoice all in one step was previously limited to the initial entry of an invoice. You may now save an AP invoice and Quick Pay it at any time in the future.

  11. New Terms Code Type - last day of next month. Choosing this terms code type for an invoice dated June 23rd will result in a due date of July 31st.

  12. Discount Calculation Like Due Date - the discount calculation has been enhanced when using "next month" terms code types. For example if the AP invoice is entered with a terms code type of "15th of Next Month" and discount days = 10, the system will now calculate the discount of date as the 10th of next month.

  13. New Default Browser Index for Sorting By Invoice Date - Sorting by Invoice date is now a default sort index when browsing on the Invoice Number field in Enter Invoices.

  14. Check Number Default in Manual Checks - the check number in the Enter Manual Check screen now defaults to the next available check number.

  15. PO Number on the AP Invoice Writes to GL - the purchase order number used on the AP Invoice will post across to GL when posting the AP invoice to the General Ledger.

  16. Void Checks in History By Browsing - When voiding checks you can now use the "browser" to select checks in both the current and history file.

  17. Current/History Check Register Sort By Vendor - you can now sort the Current & Historical Check register by Vendor.

  18. New Historical Use Tax Report - there is a new version of the Use Tax report that works against history files.

Version 7.0 - Accounts Receivable

  1. Additional Statement File Fields - During statement processing, the system builds a "statement file" which holds the information available to be printed on a statement. This file has been enhanced to include job number, "reference 1", "reference 2", "reference 3" and Customer PO number, making these fields available for statement processing/printing on customized statements.

  2. New Filters for Global Price Change - you may now filter the selection process for global price changes by product, product line, prime vendor, status and sales price. For example, find all products in product line "Sporting Goods" from Vendor "X" and increase their selling price by 10%.

  3. Unit cost added to AR invoice grid - you may now optionally show and override the product unit cost in the AR Invoice Entry Grid. The option to show or hide the unit cost field is set in "Maintain Configuration". If enabled, the product unit cost will display next to the unit selling price when entering AR Invoice line items. The user may override the unit cost at invoice entry time. This is especially useful in sales environments where the unit cost varies invoice by invoice. Because the unit cost is stored with the line item and the selling price, custom gross margin and commission report/calculations are possible.

  4. Invoice Specific e-mail Address - the ability to e-mail invoices was added in a previous version. In the previous version the "e-mail address" on the customer record was used during the invoicing process. In Version 7 we've added e-mail address as a field at the invoice level. The default entry is the e-mail address on the customer record but you may override it on the invoice. When e-mailing invoices, the destination e-mail address is the invoice level address. This makes it easy to send an e-mail invoice to a contact other than the primary e-mail invoice recipient.

  5. Preview invoice on print screen - The "print invoice" function on the Invoice Entry screen has been enhanced to include a "print preview" function.

  6. Print Statements based on Start and End Date - previous versions of the system based statements on an "as of date". Version 7 allows you to specify a "Start Date" and an "End Date" for statement processing. Only invoices that fall between the dates are included on the statement and the customer balance forward as of "Start Date" is dynamically calculated at statement processing time.

  7. Invoice Printing Sort Options - You may now sort invoices by order number, customer id, customer name, zip code and sales representative.

  8. Statement Printing Options - You can now sort statements by customer id, customer name, zip code and sales rep.

  9. Print sales tax reports by date range - Sales tax report printing has been expanded so that you may print sales tax reports for any range of dates.

  10. View Invoice Detail in Payment Entry Screen - have you ever received a payment from a customer and not known to which invoice it is applied? In the payment application screen highlight any invoice line item and press "View Invoice". The system will display the Invoice Entry screen for the invoice in question, allowing you to see all details. Even better, you can browse the invoice file from here, sorting by order number, date, amount, etc. - giving you a quick and easy way to deduce the appropriate invoice number for payment application.

  11. The system now provides for e-mail transmission of statements.

  12. Transaction Codes - see System Manager for full detail. Two user defined transaction classification codes may be entered for each line item of an AR Invoice.

  13. You can now run Gross Margin reports for a range of Sales Reps.

  14. There is a new Invoice Register report grouped and totaled by Sales Rep.

  15. Due At End of Next Month Terms Code Type - there is a new terms code type for "last day of next month". AR Invoices using this type with an invoice date of March 19th would be due on April 30th.

  16. Customer Type Filters have been added to Aging Reports.

  17. Customer List - You can now sort customer lists by customer name in addition to customer ID.

  18. The batch report processor has been enhanced to allow the selection of multiple batches simultaneously.

  19. You can now added custom reports to a report batch.

Version 7.0 - Inventory Control

  1. Real time perpetual tracking of all inventory movements (issues, receipts, adjustments, and transfers). 
  2. Supports the tracking of inventory in a single or multiple warehouse environment.
  3. For existing CYMAIV users, IC will convert all existing SM inventory into either a single user-defined default warehouse or optionally to multiple user-defined warehouses.
  4. Inventory conversion from PAS to Version 7:

    • Item Number
    • Description
    • Sales GL Account
    • Inventory GL Account
    • COGS GL Account
    • Bin & Location
    • Reorder Point
    • Stocking Level
    • Taxable
    • Current Cost
    • Standard Cost
    • List Price
    • Item Vendors
  5. Beginning Balance inventory information can be converted through a custom conversion process.
  6. FIFO/LIFO Beginning Inventory Balances can be entered in multiple cost layer format.
  7. Three inventory costing methods to choose from - FIFO, AVG, LIFO.
  8. IC can be purchased as a stand-alone module (minus the receiving function and some reports), but is fully integrated with these CYMAIV modules:

    • GL - writes JE's to record the affect on Inventory and Cost of Goods Sold GL accounts.
    • PO - Inventory receiving function integrated with Purchase Order.  After entering a PO number, all open items are displayed on the receiving screen. 
    • SO - The shipping of sales orders reduces the inventory quantity on-hand and the quantity available.
    • JC - Can issue inventory to a job and return excess inventory from a job back into warehouse stock.
  9. Real-time processing of all Inventory transactions.
  10. Option to not write journal entries.
  11. Real-time updating of all IC Quantities (On-Hand, On Purchase Order, On Sales Order, and Available) as soon as an inventory movement event occurs in IC, PO or SO.
  12. Option to permit the inventory quantity on hand to go negative on IC issues and SO shipments.
  13. Option for Blind Receiving which hides the PO order and open quantities and requires the receiving person to physically count what the vendor has shipped.
  14. Blind receiving is also available when performing a Cycle Count.
  15. Option to permit the warehouse receiving department to receive a quantity greater than what was ordered.
  16. A "Receive All" button for streamlining receiving when all inventory items ordered were shipped by the vendor. Can use "Receive All" function either before or after entering any exceptions (partial receipts).
  17. Supports three non-inventory product types ("N"on-Inventory, "S"ervices and "M"iscellaneous). Quantities are not tracked for these inventory types.  These non-inventory product types provide time savings by defaulting the products' description, unit cost, unit of measure and sales price when ordering or selling these products.
  18. Option to identify inventory movements for Sales, Inventory, and COGS by product defined GL accounts or by warehouse defined GL accounts.
  19. Thirty-character product code, eight character warehouse code.
  20. User-defined prime and secondary inventory locations by warehouse.
  21. User-defined product ABC codes.
  22. User-defined product/warehouse stocking levels for minimum, maximum and suggested reorder.
  23. Ability to prevent purchase after dates.
  24. Ability to prevent sales after date.
  25. System-maintained product/warehouse fields for last purchase date, last issue date, and last counted date.
  26. User defined Alternate Products by warehouse. 
  27. User-defined Adjustment Reason Codes to capture and report the reason why adjustments were made to On-Hand quantity and/or a product unit cost.
  28. Adjustment Reason Codes can have unique GL accounts.
  29. Inventory movements types are in separate dialog boxes for greater security control.
  30. Inventory Transaction Movement Types:

    • Entering Beginning Inventory Quantities.
    • Receiving from a CYMA placed PO.
    • Issuing inventory out of warehouse stock for a non-Sales Order reason such as issuing inventory to a job or for another accounting purpose.
    • An internal Transfer of a product from one warehouse to a second warehouse.
    • Adjustments both up and down for:
      • Quantity changes due to such reasons as: Cycle Count, Scrap, Obsolete, Return to Vendor, Return to Stock, Return Excess from Job.
      • Cost changes due to the vendors' invoice price being either higher or lower than the purchase order price.
  31. Supports and captures Serialized products whenever these products are issued and shipped.
  32. Produce Cycle Count Worksheets by Cycle Code and with Bin location.
  33. Reports (many based on PAS) include:

    • Transaction Activity
    • Purchase Order Tracking
    • Sales Order Tracking
    • Serial Numbers
    • Stock Status
    • Reorder Advice
    • Overstock Advice
    • GL Journal
    • Product Valuation (LIFO/FIFO Cost)
    • Product Valuation (Average Cost)
    • Purchase and Sales Analysis
    • Expected Receipts
    • Sales Price/Unit Cost List
    • Adjustments by Reason Code
    • Open Cost Layer (LIFO)
    • Open Cost Layer (FIFO)
    • ABC Sales Analysis
    • Beginning Quantity Proof
    • Receipt Proof
    • Transfer Ticket
    • Warehouse List
    • Product List
    • Product Line List
    • Vendor Detail List
    • Adjustment Reasons List

Version 7.0 - Job Costing

  1. The job cost system now allows you manage "retainage". Each job may be assigned a retainage percentage. When job invoices are prepared, the system will automatically hold back the designated retainage percentage. At the end of the job you may automatically bill the amount held-back. Retainage amounts are associated with user defined product codes and GL accounts.

  2. New Job Mask & Job Mask Reporting - Version 7 uses a 10 character, 5 segment job number (similar in structure to GL account numbers). For example, you may set-up a job numbering structure such as xxx-yyy-zz where:

    xxx = Job Number
    yy = Phase
    zz= Task

    The system allows you to define one of the segments as the "base job". Base jobs can be assigned a default invoicing method, cost plus profit percentage and retainage percentage.

    Most reports in the job cost system can now be "filtered" by the job mask that you set up. This means, for example, you can run a budget to actual comparison for the following:

    All jobs with Job Number = 100-yy-zz
    All jobs with Job Number = 200-01-xx
    Job = 300-01-02
    All Jobs with Phase 01 = xx-01-zz
    All tasks with task 03 = xx-yy-03

  3. The budgeting system has been significantly enhanced in Version 7. There are now 4 different ways to budget each job.

    • Detail - by month, by cost type - similar to the existing budget capability in Version 6. You can enter a monthly budget for each of the 6 system defined cost types - revenue, direct labor, direct material, Other Direct Costs, Subcontract costs, Other Costs and Overhead. There is a new "estimate" capability that helps you build the budget by estimating the amount of labor and products on the job (see below).

    • Summary - if you simply want to build a high level budget for a job, the summary budget option is for you. You simply enter a dollar figure for the following: Original Budget, Budget Changes, Total Budget, Estimate to Complete, and Over/Under Amount. No budget by month entries are required.

    • Summary By Cost Type - This new budget type allows you to enter a summary budget (no monthly detail required) broken down by system defined cost type. To build this type of summary budget you simply fill out a matrix. The rows of the matrix are: Original Budget, Budget Changes, Total Budget, Estimate to Complete and Over/Under Amount. The columns of the matrix are Revenue, Direct Labor, Direct Material, Other Direct Costs, Subcontract costs, Other Costs and Overhead.

    • Summary By User Defined Cost Code - the fourth budget type is to build a summary budget using your own user defined cost codes (more on cost codes below).

  4. New Budget Estimate Capability - There is a new budget estimate capability in the system. Simply by clicking on the "estimate" button in the budgeting process you can enter estimated hours of direct labor (for each skill type) and estimated quantities of product to assist you in determining your cost estimate for the job.

  5. Overhead Application & Job Overhead Matrix - Version 7 provides the capability to calculate and automatically apply Overhead to Jobs. You may build an "Overhead Matrix" which defines the different types of indirect cost overhead found in your organization. The "Process - Apply Overhead" menu item allows to calculate and apply Overhead for a date range.

  6. User Defined Cost Codes and Cost Categories - Previous versions of the JC system provides six system defined cost types. While these are still maintained in the system, you can now build user defined cost codes and cost categories so that you may budget and track costs in your own way. First set-up "Cost Categories". These are typically the highest level of costs you track. An unlimited number of "Cost Codes" may then be created and are linked to Cost Categories. When recording job cost entries throughout the system you may enter the appropriate cost code for the charge. A complete suite of reports, including sophisticated Budget to Actual comparisons by cost code, are available.

  7. Line Level Job Number - Previous versions of the system allowed one job number per Purchase Order or AP invoice. Version 7 allows each line item in a Purchase Order or AP Invoice to be assigned to a different job and cost code.

  8. New "Skill Cost" Field in Maintain Skills - the Maintain Skills table has been extended to allow you to enter your own unit costs for each skill code. If you are not using the CYMA Payroll system for example, you may wish to assign your "cost" for various types of labor that you bill through the Enter Billable Charges menu.

  9. You can now add "Other Billable Charges" to Fixed Price Jobs for Billing Purposes. Previously, Fixed Price jobs prevented the ability to add separate line item charges. This limitation has been removed.

Version 7.0 - Payroll

  1. Added annual cap field for pre-tax employer deductions - you can now specify an annual maximum for the employer contribution of pre-tax deductions. For example, this allows you to easily cap the employer contribution to 401(K) plans.

  2. Charge for CYMA based on number of employees - CYMA Payroll is now licensed by the number of employees. This does not affect existing customers.

  3. Change Wage Amount Feature - this new feature allows you to easily change the pay rate across a number of employees. First select an earnings feature (hourly, overtime, salary, etc.) and the system will display a list of all employees assigned that feature (you can easily exclude inactive employees from appearing in the list). Then you may choose all of the employees in the list of select specific employees. Once the employees are selected you may then apply a percentage or specific dollar amount change which is applied to all selected employees. This makes it a snap to give a group of employees a "5 percent raise" or "increase pay by 50 cents an hour".

  4. New Variable Departmentalization Feature - the existing departmentalization feature (which remains in the software) is now called "Fixed Departmentalization" as it provides you with the ability to allocate payroll expense across GL accounts in a fixed percentage method for each applicable employee. Version 7 adds the "variable departmentalization" which allows the allocation/departmentalization to occur based on the actual number of hours (or dollars) in the specific pay period. For example, assume our GL account structure is 1000-01, where "01" is the department. Further assume I enter the following for an employee in a particular pay period:

    10 Hours @ $20.00 per hour to GL account 7000-01
    30 Hours @ $10.00 per hour to GL account 7000-02

    If "variable departmentalization by hours" is selected, payroll expense (and all features being departmentalized) will be allocated 75% to Department "02" and 25% to Department "01". If "variable departmentalization by dollars" is selected the allocation is 60% Department "02" and 40% Department "01".

  5. New Copy Feature Capability - this new capability allows you to easily copy or add a Payroll "feature" across a range of employees. Use this to easily, for example, to add a new benefit to a range of employees without having to call each employee up individually. Or use it to make a change in a Payroll feature value (raise a rate, change a percentage, etc.) and apply to all relevant employees. For example, you could use this to make a change to a local tax rate percentage. Pull up an employee with a Local Tax feature - change the rate on the screen, then copy the settings to all employees with the same Local Tax feature.

  6. The Enter Adjustment screen now shows the Employee ID and the Employee Name fields.

  7. The Process-Calculate Payroll screen now displays the Payroll Frequency start and end date.

  8. You can now select "Maintain Employees" directly from the Enter Payroll screen.

  9. You can now sort payroll checks by the department and location fields.

  10. Skill Level now appears in the Payroll Entry Grid. This allows you to make multiple payroll entries for the same employee - each with a different skill level.

  11. Job Cost Users will find that the new User Defined Cost Code appears in the Payroll Entry grid.

  12. The system now checks to ensure that all "birth date" fields are entered as past dates. In previous versions of the software it was possible (if using two digit year entry) for the system to calculate a birth date as a future date.

  13. The Maintain Wage Calculations screen now displays the selected feature at the bottom of the screen so it is always visible, even when scrolling to the right.

Payroll Report Changes in Version 7

Version 7 features a substantial number of improvements to existing Payroll reports and a host of new reports. Among the report changes are:

  1. Employee Feature Summary Reports now have a totals page that totals the Employee amounts and Company amounts

  2. New historical PR Journal that shows information that has moved to history.

  3. Added a new report that is similar to the Current Tax Summary report but can be run by a date range.

  4. Added a new report that is similar to the Current Deduction Register report but can be run by a date range.

  5. Added a new report shows group, type, type record id associated with each feature to better help you create custom reports.

  6. Added Payroll Frequency as a parameter to ledgers and journal reports, so that you can run these reports based on the frequencies that you have set up for your employees

  7. Two new reports for printing Employee mailing labels.

  8. Employer Balance Report now has a grand totals page that includes totals for employee and employer and you can filter the report by feature.

  9. Employee Balance Report now has a grand totals page that includes totals for employee and employer and you can filter the report by feature.

  10. Quarterly Earnings Report - Added filter to allow the report to be run two different ways. If you select yes for "All Earnings types" you will get only totals for Earnings types, if you select no the report will run like it did in 6.0.

  11. Employee Listing report has been enhanced by adding filters for termination date and hire date. This allows you to easily run an employee list for employees who left the company during the year.

  12. All the PR Journal reports now have a grand totals page that includes totals for employee and employer.

  13. Current Deduction Report now includes Benefit features.

  14. All Payroll Journals have a new filter for Work State.

Version 7.0 - Purchase Order

  1. Send Purchase Order by E-mail - there is a new e-mail field at the Vendor level. When entering Purchase Orders the vendor e-mail address is defaulted into the PO e-mail address field. You may override the e-mail address for the PO at entry time. Those PO's saved with an e-mail address will transmit via e-mail during the PO printing process.

  2. GL Account Now Stored at PO Line Level - Some organizations "code" their Purchase Orders prior to approval and receipt of invoice. Version 7 allows you to assign a GL account number for every line of the Purchase Order. This GL account is transferred to the AP Invoice when the PO is turned into an invoice. This new line level GL account feature is also the cornerstone of the new Budget Control/Encumbrance feature.

  3. New "Delivery Days" field - a new field at the PO Configuration level that automatically gets added to the PO date to calculate the PO due/delivery date.

  4. Open Commitment Report filtered by GL Account - this powerful new report shows you, by GL Account, items that have been purchased but not yet invoiced. Especially helpful at year end as it quickly shows you your future financial exposure for items ordered but yet received.

  5. New Order Register Report By Product With Average Cost

  6. Many Purchase Order reports can now be filtered by Sales Order Number. This allows you to quickly find all of the outstanding Purchase Orders associated with a specific Sales Order number.

  7. New Inventory Variance Report Sorted By Product

  8. PO Line Level Job Number - You can now issue a single Purchase Order for multiple jobs as the job number is now stored at the PO Line Level.

  9. New Budget Control/Encumbrance feature - see General Ledger section. The new Budget Control/Encumbrance feature ensures that you do not issue PO's that result in over-budget conditions.

  10. New Budget Date Field - for use with the new Budget Control system. Different than the PO date, the Budget date specifies which date to use for budget checking.

  11. JC Cost Codes - see Job Cost section. The Version 7 JC system features user defined cost codes. These cost codes may be entered at the PO line level.

  12. User Defined Transaction Classification Codes - see System Manager section. You may enter up to 2 User Defined Transaction Classification Codes for each PO line.

  13. Prevent Purchase After Date on SM Product - this new field allows you to specify a "prevent purchase after date" for each product. The Purchase Order system checks the PO date against the "prevent" date when saving a PO. Requires the Inventory module.

  14. Sales Order Field at PO line level - you may specify a Sales Order number for each line on the PO providing a link between the PO and SO systems.

  15. New Purchasing Manager Security Level for Budget Overrides - this new "checkbox" is found in System Manager - Maintain Users and specifies who has the authority to over-ride Budget alerts.

  16. New Fund Field on Purchase Order (NFP Only) - this new feature allows you to specify a fund (the fund is selected from those set-up in Maintain Funds) for each PO. You can then run fund specific Open Commitment reports to see all of the purchase made but not yet invoiced against a fund.

  17. Open Commitment By Fund Report - A listing of all purchases made against a fund for which invoices have not been processed.

New in Version 7 - Sales Order

The CYMAIV Sales Order module (SO) provides a robust sales order system fully integrated with General Ledger, Inventory Control and Accounts Receivable. The Sales Order system features a highly flexible pricing system - including an advanced "variable definition price matrix".

The "variable definition price matrix" allows customers to custom-define their own rows and columns in the price matrix. The rows and columns in the Price Matrix may be defined as:

  • Customer Type
  • Customer Price Category
  • Product Type
  • Product Line
  • Product Price Category
  • Sales Rep
  • Customer Type
  • Terms Code

Sales Order is designed to integrate with Accounts Receivable, General Ledger and optionally the new Inventory Control module. The Accounts Receivable module is required to use the Sales Order module. Sales Order can be used without the Inventory Control module if you are not interested in tracking warehouse quantities.

Please look below for some Sales Order features.

Features of Sales Order (SO):

  1. Complete Order Cycle: Quote ≷≷Sales Order ≷≷Print Sales Order ≷≷Pick Ticket ≷≷Shipment ≷≷Packing List ≷≷Creates AR Invoice record ≷≷Relieves Inventory quantity on-hand.
  2. Only two steps in the cycle are required - Enter the Sales Order and Ship the Sales Order.
  3. The Sales Order module can be used without IC (AR module is required for supplying customer information), but is fully integrated with these CYMAIV modules:

    • IC - Updates quantities: On Sales Order, On-Hand and Available
    • GL - Writes the GL journal entry to record the cost of the sale
    • AR - Creates an unprinted AR Invoice record based on shipped quantities
    • JC - Creates Job cost records - these costs will flow into AR for invoicing through the JC Prepare Invoice process

  4. Real-time updating of IC quantities: On Sales Order, On-Hand and Available.
  5. Enter Sales Order/Quote dialog box by Warehouse is designed after the CYMAIV AR Enter Invoices dialog box for consistency.
  6. A Quote is easily changed to a Sales Order.
  7. Unlimited pricing methods based on cost markup, sales price discount, quantity ordered and promotional dates.
  8. The Sales Order entry program will search all four possible sources for customer/product pricing and default the lowest price for a specific customer ordering a specific product.
  9. Pricing Sources include:

    • Sales Price on the product
    • Customer Special Pricing
    • Pricing Matrix (variable definition)
    • Promotional time-sensitive pricing and Quantity Discount Pricing
  10. Three Price Alert options warn or prohibit a product from being sold at a loss or below a user-specified profit margin percentage. 

    • No Alert
    • Price is Less than Cost
    • Profit is Less that %
  11. Unlimited line items on a Sales Order\Quote.
  12. Product Availability in the warehouse is displayed as a separate field in the Sales Order data grid.
  13. Option to include open PO ordered quantity with Quantity On Hold to determine the Quantity Available field.
  14. Capability to fill an order from multiple warehouses.
  15. Entry of a Sales Order permits any order quantity to be booked even though the order quantity might be greater than the inventory Quantity Available.
  16. An order quantity that is greater than the current Available quantity will display the order quantity in Red for greater visibility.
  17. Option to include the Last Unit Cost in the Sales Order grid.
  18. Similar Credit Hold and Credit Limit treatment as in CYMAIV AR.
  19. System-assigned quote/sales order number up to ten-digits, with user specifying the starting number.
  20. Same system-assigned number is used throughout the cycle. The number assigned to a quote does not change once it becomes a Sales Order.
  21. Flexible order, shipping and line item notes, which can be overridden during the entry of a Sales Order/Quote.
  22. User-specifies which notes (order, ship, line item) print on which forms (Sales Order, Pick Ticket, Packing List).
  23. Validation of product's sales expiration date, if established, prevents sales after date.
  24. Cancelled Sales Orders are retained in the system to provide a complete audit trail of every system-assigned Sales Order number.
  25. The Sales Order document can be printed from the entry screen for walk-in counter sales or printed in batch.
  26. Sales Orders can be either printed or e-mailed.
  27. Pick Ticket can be printed based on scheduled ship date.
  28. Option to allow warehouse personnel to ship more than ordered from the shipping screen rather than changing on the Sales Order screen."
  29. As in IC, an option to permit the product quantity on-hand to go negative based on shipped quantity.
  30. "Ship All" button to streamline the shipping of all lines and all open quantities on a Sales Order, with an override capability for any exceptions (partial shipments).
  31. Ship weight is automatically calculated during shipping for assisting in determining freight charges.
  32. Capability to print Packing List at the time of the shipment or in batch mode.
  33. The "Accept Partial Shipment" flag is set at the customer level, but can be overridden when a Sales Order is entered.
  34. Text Products can be entered and are sent to AR for invoicing purposes.
  35. Reports (many based on PAS) include:

    • Sales Order (Order Acknowledgement)
    • Pick Ticket
    • Packing List
    • Sales Orders by Sales Rep.
    • Sales Orders by Customer
    • Sales orders by Product
    • Profit Report
    • Serial Number List
    • Products on Backorder (on Purchase Order)
    • Insufficient Stock by Product
    • Insufficient Stock by Sales Order
    • FOB List
    • Warehouse List
    • Order Source List
    • Ship Via List
    • Customer Price Category List
    • Product Price Category List
    • Price Matrix
    • Promotional Pricing by Product
    • Promotional Pricing by Product Price Category