Frequently Asked Questions

Question. Why do I receive the Publisher Cannot Be Verified Error?

Answer:  This is a new Windows XP Service Patch 2 warning error created by Microsoft for all downloaded software that is not developed by Microsoft.  

internet explorer security warning

Note

Note: Only those software publishers in IE's database of publishers will be verified, and many valid MIT installers have not yet been included in the IE database. While installing software from trusted MIT sources such as the MIT Software Distribution is ok, IS&T recommends that you use caution when installing third-party software from which a Publisher cannot be verified.

 

Question. How do I write checks for items purchased?.

Answer: Checks can be generated and written for 2 categories of expenses, (1) Items purchased with a Purchase Order and (2) Items entered through the AP Expense Entry module.  Below is a brief explanation of the differences:

 (1) Items purchased with a Purchase Order - Whenever a new purchase order CLOSED, either directly from the Purchase Order module or from the Accounts Receivables module, an Accounts Payable Invoice is created.  The accounts payable invoice is an official business Accounts Payable liability (debt).   After the Accounts Payable Invoice (API) is created you must process the API from within the Accounts Payable Management Module.  The Accounts Payable Management Module can be accessed by clicking  #19 Accounts Payable Sub-Menu, adn then selecting with the #44 Accounts Payable Management.  Retrieve and pay the API by clicking the #1 "Lookup By PO" combo selection box (blue background selection box).  Choose the Accounts Payable Invoice (API) to process.  Next Enter the Payment Amount.  The invoice can be paid in full or a partial payment may be entered.  Finally, click the #3 Pay the Invoice button to create the vendors Check Print record. 
 
After the check print record has been created, you can retrieve (#1) the check print record from within the Single Check Print module, #2 Enter the Check Number of the Check and (3) Print the check.  After the check has printed successfully, #4 retrieve the check and #5 Post it to the Check Print register to clear it from this module.
 
 

Question. How do I Track what products vendors carry and their cost for comparison.

 Answer.  The best way to track do this is to record the best know price for the product from within the Inventory Management module and enter new product purchases with a PO to maintain the Average Unit Cost.  We will discuss this with you further on the phone when we call.

 
 

Question.  How do I make a sale to a customer and print the invoice immediately.  I would like to  be able to record payment the immediately and/or record payments that are received through the mail.

 Answer - Enter the order initially from within the Sales Order module.  To record the payment immediately click the "QUICK PAY and CLOSE" button.  Enter the payment method, amount, and close date,  in the spaces provided on the dialog screen. 

 
 

Question. How do I Pay bills (to vendors, for office materials, for freight charges, tools, health ins., vehicle maintenance, utilities, etc.)

 Answer. To pay Utility bills, Vendor direct pay bills, or to record other simple expense purchases, enter  a manual AP Expense Payment from within the AP Manual Expense Entry module.  To do this select Accounts Payable Sub-Menu from the Main Menu.  Next select #43 AP Manual Expense Entry module.  #1 Retrieve the vendor name that you wish to make the payment to (I.e. Sams Florist).  If the vendor name is not listed here, click the EDIT button and add the new vendor.  All persons that receive payments are considered vendors.  Utility company is considered a vendor.  Phone company is considered a vendor, etc. #2 Enter the Payment Amount.  #3 Select the GL Expense Account that most accurately reflects the payment type.  For example for utilities choose  #22 Utilities.  For Miscellaneous purchases choose Misc Expense, etc.  The total amount for all detail expenses added must match the total amount paid in step #2.  After all the detail items have been entered, click the #4 Save AP Invoice button.  Next, #5 Retrieve the AP Invoice and #6 Post the API record to the Accounts Payable Management module.  Finally, retrieve and pay the API from within the API Management module using teh steps as listed above.

 
 

Question - How do I Record income from sales.

Answer - Income from sales is automatically recorded whenever an Invoice is closed.  The income information can be viewed from within the Income Statement module located under the #1 Company Admin Submenu.

 

Question - How do I run reports that show income received and what has been paid and to whom and for what.

Answer - Run the Income Statement Detail Report using steps in Answer 5 above.

 
Additionally, custom reports can be created to provide enhancements to your management style and preferred reporting methods.