Release Date: October 2004
Version 7.0 - System
- 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.
- 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.
- 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).
- The Batch Reporting facility has three new enhancements:
- 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.
- 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 - www.cymabackup.com - 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!
- Payroll non-taxable earnings may now be imported via the
General Import process.
- 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
- 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
- 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
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.
- Copy Allocation ID's - allocation ID's may be copied, making it
easier to re-use an existing allocation template.
- 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
- 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.
- 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.
- 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.
- Job Filter Added to Range of Dates Income Statement - you can
now run a range of dates income statement for a particular
Version 7.0 - Accounts
- 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.
- 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
- When an AP Invoice is received from a vendor enter it against
the vendor account as normal.
- Pay the vendor by calling in a payment on the American Express
- 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
- 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
- When the American Express bill is received, enter it as an AP
invoice and use the "liability account" as the expense
- Pay the American Express invoice with a check.
- 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.
- 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.
- New AP Vendor Ledger Report in Chronological Order
- 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
- 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
- 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.
- 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
- Add Invoice Date to Selection Grid - invoice date is now one of
the eleven ways to find invoices for payment.
- 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
- 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.
- 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.
- 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.
- Check Number Default in Manual Checks - the check number in the
Enter Manual Check screen now defaults to the next available check
- 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.
- Void Checks in History By Browsing - When voiding checks you
can now use the "browser" to select checks in both the current and
- Current/History Check Register Sort By Vendor - you can now
sort the Current & Historical Check register by Vendor.
- New Historical Use Tax Report - there is a new version of the
Use Tax report that works against history files.
Version 7.0 - Accounts
- 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.
- 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%.
- 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.
- 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.
- Preview invoice on print screen - The "print invoice" function
on the Invoice Entry screen has been enhanced to include a "print
- 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
- Invoice Printing Sort Options - You may now sort invoices by
order number, customer id, customer name, zip code and sales
- Statement Printing Options - You can now sort statements by
customer id, customer name, zip code and sales rep.
- 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.
- 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
- The system now provides for e-mail transmission of
- 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.
- You can now run Gross Margin reports for a range of Sales
- There is a new Invoice Register report grouped and totaled by
- 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
- Customer Type Filters have been added to Aging Reports.
- Customer List - You can now sort customer lists by customer
name in addition to customer ID.
- The batch report processor has been enhanced to allow the
selection of multiple batches simultaneously.
- You can now added custom reports to a report batch.
Version 7.0 - Inventory
- Real time perpetual tracking of all inventory movements
(issues, receipts, adjustments, and transfers).
- Supports the tracking of inventory in a single or multiple
- 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
Inventory conversion from PAS to Version 7:
- Item Number
- Sales GL Account
- Inventory GL Account
- COGS GL Account
- Bin & Location
- Reorder Point
- Stocking Level
- Current Cost
- Standard Cost
- List Price
- Item Vendors
- Beginning Balance inventory information can be converted
through a custom conversion process.
- FIFO/LIFO Beginning Inventory Balances can be entered in
multiple cost layer format.
- Three inventory costing methods to choose from - FIFO, AVG,
- 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.
- Real-time processing of all Inventory transactions.
- Option to not write journal entries.
- 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.
- Option to permit the inventory quantity on hand to go negative
on IC issues and SO shipments.
- 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.
- Blind receiving is also available when performing a Cycle
- Option to permit the warehouse receiving department to receive
a quantity greater than what was ordered.
- 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).
- 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
- Option to identify inventory movements for Sales, Inventory,
and COGS by product defined GL accounts or by warehouse defined GL
- Thirty-character product code, eight character warehouse
- User-defined prime and secondary inventory locations by
- User-defined product ABC codes.
- User-defined product/warehouse stocking levels for minimum,
maximum and suggested reorder.
- Ability to prevent purchase after dates.
- Ability to prevent sales after date.
- System-maintained product/warehouse fields for last purchase
date, last issue date, and last counted date.
- User defined Alternate Products by
- 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.
- Adjustment Reason Codes can have unique GL accounts.
- Inventory movements types are in separate dialog boxes for
greater security control.
- 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
- An internal Transfer of a product from one warehouse to a
- 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
- Cost changes due to the vendors' invoice price being either
higher or lower than the purchase order price.
- Supports and captures Serialized products whenever these
products are issued and shipped.
- Produce Cycle Count Worksheets by Cycle Code and with Bin
- 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
- 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.
- 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
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
- 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
- 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).
- 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
- 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.
- 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.
- 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.
- 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
- 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
Version 7.0 -
- 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.
- Charge for CYMA based on number of employees - CYMA Payroll is
now licensed by the number of employees. This does not affect
- 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
- 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".
- 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.
- The Enter Adjustment screen now shows the Employee ID and the
Employee Name fields.
- The Process-Calculate Payroll screen now displays the Payroll
Frequency start and end date.
- You can now select "Maintain Employees" directly from the Enter
- You can now sort payroll checks by the department and location
- 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.
- Job Cost Users will find that the new User Defined Cost Code
appears in the Payroll Entry grid.
- 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.
- 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:
- Employee Feature Summary Reports now have a totals page that
totals the Employee amounts and Company amounts
- New historical PR Journal that shows information that has moved
- Added a new report that is similar to the Current Tax Summary
report but can be run by a date range.
- Added a new report that is similar to the Current Deduction
Register report but can be run by a date range.
- Added a new report shows group, type, type record id associated
with each feature to better help you create custom reports.
- 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
- Two new reports for printing Employee mailing labels.
- Employer Balance Report now has a grand totals page that
includes totals for employee and employer and you can filter the
report by feature.
- Employee Balance Report now has a grand totals page that
includes totals for employee and employer and you can filter the
report by feature.
- 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.
- 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
- All the PR Journal reports now have a grand totals page that
includes totals for employee and employer.
- Current Deduction Report now includes Benefit features.
- All Payroll Journals have a new filter for Work State.
Version 7.0 - Purchase
- 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
- 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
- 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.
- 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
- New Order Register Report By Product With Average Cost
- 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
- New Inventory Variance Report Sorted By Product
- 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
- 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.
- 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.
- 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.
- User Defined Transaction Classification Codes - see System
Manager section. You may enter up to 2 User Defined Transaction
Classification Codes for each PO line.
- 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
- 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.
- 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.
- 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.
- Open Commitment By Fund Report - A listing of all purchases
made against a fund for which invoices have not been
New in Version 7 - Sales
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
Please look below for some Sales Order features.
Features of Sales Order (SO):
- Complete Order Cycle: Quote ≷≷Sales
Order ≷≷Print Sales
Ticket ≷≷Shipment ≷≷Packing
List ≷≷Creates AR Invoice
record ≷≷Relieves Inventory
- Only two steps in the cycle are required - Enter the Sales
Order and Ship the Sales Order.
- 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
- GL - Writes the GL journal entry to record the cost of the
- AR - Creates an unprinted AR Invoice record based on shipped
- JC - Creates Job cost records - these costs will flow into AR
for invoicing through the JC Prepare Invoice process
- Real-time updating of IC quantities: On Sales Order, On-Hand
- Enter Sales Order/Quote dialog box by Warehouse is designed
after the CYMAIV AR Enter Invoices dialog box for
- A Quote is easily changed to a Sales Order.
- Unlimited pricing methods based on cost markup, sales price
discount, quantity ordered and promotional dates.
- 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.
- Pricing Sources include:
- Sales Price on the product
- Customer Special Pricing
- Pricing Matrix (variable definition)
- Promotional time-sensitive pricing and Quantity Discount
- Three Price Alert options warn or prohibit a product from being
sold at a loss or below a user-specified profit margin
- No Alert
- Price is Less than Cost
- Profit is Less that %
- Unlimited line items on a Sales Order\Quote.
- Product Availability in the warehouse is displayed as a
separate field in the Sales Order data grid.
- Option to include open PO ordered quantity with Quantity On
Hold to determine the Quantity Available field.
- Capability to fill an order from multiple
- Entry of a Sales Order permits any order quantity to be booked
even though the order quantity might be greater than the inventory
- An order quantity that is greater than the current Available
quantity will display the order quantity in Red for greater
- Option to include the Last Unit Cost in the Sales Order
- Similar Credit Hold and Credit Limit treatment as in
- System-assigned quote/sales order number up to ten-digits, with
user specifying the starting number.
- Same system-assigned number is used throughout the cycle. The
number assigned to a quote does not change once it becomes a Sales
- Flexible order, shipping and line item notes, which can be
overridden during the entry of a Sales Order/Quote.
- User-specifies which notes (order, ship, line item) print on
which forms (Sales Order, Pick Ticket, Packing List).
- Validation of product's sales expiration date, if established,
prevents sales after date.
- Cancelled Sales Orders are retained in the system to provide a
complete audit trail of every system-assigned Sales Order
- The Sales Order document can be printed from the entry screen
for walk-in counter sales or printed in batch.
- Sales Orders can be either printed or e-mailed.
- Pick Ticket can be printed based on scheduled ship
- Option to allow warehouse personnel to ship more than ordered
from the shipping screen rather than changing on the Sales Order
- As in IC, an option to permit the product quantity on-hand to
go negative based on shipped quantity.
- "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).
- Ship weight is automatically calculated during shipping for
assisting in determining freight charges.
- Capability to print Packing List at the time of the shipment or
in batch mode.
- The "Accept Partial Shipment" flag is set at the customer
level, but can be overridden when a Sales Order is
- Text Products can be entered and are sent to AR for invoicing
- 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