UDS Green Industry Software, Inc. Newsletter
November 14, 2002
Topics in this newsletter:
TAGmaker Deluxe Released
Automatic Email of Support Desk Entries
Tips on how to use Email and Fax Support
Year End Procedure
Upcoming Industry Trade Shows and Travel schedule
Convert to ActiveApplications SQL Version
The User Conference
TAGmaker Deluxe Release
For those of you who have been looking for a simple way to print tags, we are releasing Tagmaker Deluxe to Partner Program Participants. It has greatly enhanced tag design function and user friendly setup that allows you to more quickly design and print tags. With an all in one interface tag design and print is a lot easier. The all in one interface allows you to see, change format, change data and print or store tag prints from a single window. UDS has been working on a better tag printing program for a long time and we think we have it.
You can now align text fields within the fields designated area to the left, right, or center. This gives you greater control over the appearance of the tag. The new properties window gives you direct control over the placement of any object on your tag design. You can key the dimension and placement values in the properties window. The database fields window give you the ability to add database text fields to a tag design through drag and drop. The data window gives you drag and drop access to any table information in your database. It can also be use to access any Microsoft Access database, not just Active Accounting information. Finally the Tag Queue window gives you a way of group tags together to be printed in a batch. The batch (queue) can be saved and reprinted later too. All these functions are in one program.
There are limitations to what this program can do. Input is limited to one table at a time so it cannot print tags for all line items on an order or invoice from directly within the program. The print function is limited to printing what is in the tag design window. This gives you the ability to change what you see before you print it but it must be printed from the window.
This sounds limiting but it is not because other programs will be modified to allow the export of information to the tag queue for automatic or delayed printing. TAGmaker Deluxe can be set to automatically process tag queues passed from the other programs. In the auto process mode the program monitors a specific folder for any new tag queues and prints the information sent. Programs are included that create tag queues for Orders and Purchase Orders.
Other programs will be modified as requested to allow the integration of tag printing. An example could be that when an order is printed the corresponding tags could print automatically. The format of the tag could be different for each customer receiving the shipment.
TAGmaker Deluxe must be installed because of new system components. The install procedure will be explained on the web site. Look for the Order and Purchase Order tag queue create programs shortly after the TAGmaker Deluxe release. The components that will be installed to make this program work will also serve to open up the Save Picture option in the preview windows so formats other than bitmap images can be saved.
This change will be released to Premier customer on the www.ActiveApplications.com web site within a week.
Automatic Email Notification through Support Desk
UDS is implementing a new procedure for handling your support incidents. Some of you may have already received an email from us generated by Support Desk. Every call you make to support is saved in the Support Desk table. The change is that the mail box assigned to your company will receive a message about the call. This allows you to monitor your SD record as it progresses through our system
The email will contain the description of the call and the solution if the call was resolved. Each email will have an XML file of the SD record attached to it. You can open it and review its progress until closed. Anytime a support desk record is saved you will automatically receive a new copy by email.
We are implementing this change to get you more information about your support incident. Through this method, you will be informed when a call is closed and for what reason. By improving our service level you will have more control. The email box on your customer record will receive these notifications. The person in charge can then determine if additional steps must be taken.
We want to provide the best support possible. This method is another tool in that process. Please let us know your opinion on this service.
USING THE EMAIL AND FAX MEDIUM FOR SUPPORT
Some of our customers regularly use email or fax to correspond with our support department. Some of you because this is the support plan selected. Others use it as an option when the particular issue is not of the utmost urgency. For some of you Email and Fax offer the convenience of making a submission to UDS Support while fresh in mind but when it may not be the best time to be engaged in a conversation. For whatever reason this flexibility is nice to have, and UDS has invested a good deal of time and effort to be able to provide this kind of convenience. Listed below are a couple tips that can be shared with our customers who use Email and Fax that will improve support when they use this media. You might even find something about ActiveAccounting you did not know. But before we get started our congratulations must go out to those of you that are already “helping us, help you” the most!
1) Providing your ActiveAccounting Version number on the first email could save an email back to you asking for it. Purpose: to save you time. Sometimes knowing the version number of Active Accounting you are using can provide us with the path to resolving a problem or answering a question. In other cases it may not only help us focus our efforts in the right direction but actually provide the answer. Our customers can apply the updates made available to them when they choose to do so, and making any assumptions on our part as to what version you are running when we receive your Email or Fax would be taking a chance. You may find your ActiveAccounting version number by going up to the main menu and clicking on Help, then About AA in the drop down menu. Some examples are shown below:
a. UDS Version 98.05.1017 Translates to: Still running version 5.1, should really consider updating to version 6.1. It isn’t possible to make program changes to an older version of Active Accounting. If you still use version 5.1 the answer to a question may be, “no you can’t, but if using 6.1 “yes you can, and here’s how to do it.”
b. UDS Version 98.06.1000 Translates to: Running the first release of Version 6.1, and you need to update to the most recent point release to take advantage of the enhancements made since then.
c. UDS Version 98.06.1020 Translates to: Running the latest release of Version 6.1, and you are doing a terrific job of staying up to date!
d. UDS Version 98.06.5004 Translates to: Running the latest release of Version 6.5, the ‘Premium’ version of Active Accounting; good deal!
2) Starting out. When submitting a problem it is our suggestion to first make an effort to state in just one sentence what the problem is, before continuing on with a more detailed description. We have found that the problem description can get lost amongst all the detail in an Email or Fax. A clear statement right at the start like, “ I can’t save a new Order Acknowledgment” or “The Customer Balance Report says Error in Balance” will provide something that all the following detail can relate back to. This also helps avoid some doubt about exactly what program function our customer is using. There is often more than one method of accomplishing something using Active Applications and a statement like “I’m having a problem with Invoicing…” is fine when followed closely with: “…when using Invoice Orders”.
3) Describing the problem. Our intention is not to overwork our customers. However, I think everyone will agree that the more “informed” UDS Support is regarding the problem, clearly the faster the ‘turn around’ on the Email or Fax will be. If you would like feed back as to whether the method you are using is correct or if you suspect the program is not performing logically, then help us by listing each step. If we can test an application exactly as you have and repeat the error, we are a lot further along in finding a solution for you or even fixing a problem. Errors that are not repeatable make it difficult and sometimes impossible to verify or find the origin of the problem and create a “fix”. UDS greatly appreciates our customer’s efforts in this endeavor.
4) Error messages. UDS Support will be ahead of the game if we have the complete error message that might be appearing on your screen. The error number (if one exists) and the accompanying error text are both important. Some Error messages continue on at great length with “details”. Don’t worry about reporting those lengthy details. A large part of the applications you use involve reporting. Many of our customers have taken the extra time and effort to send us reports that are either the focus of the ‘error message’ itself or may offer additional help in solving the problem or when simply providing some guidance to the UDS customer. Sometime notes are entered in the margin or items circled adding to the clarification of the issue. UDS wants to say ‘thanks again’ for doing so, and not to hesitate sending us 1, 2 or 3 pages at a time if you think it will help. We really appreciate your past efforts in providing UDS Support with those.
In Conclusion: We hope you will take some time to consider the above tips because it will help UDS Support do the best job we can. It is really all about serving you.
The procedure to close the General Ledger year has changed for Active Accounting version 6.1 users.
For your convenience the procedure is displayed below. You may also find these exact same directions available to you at any time in the on-line help while using Active Accounting. To access on-line help on this subject, go up to the Active Accounting main menu and click on Reports/General Ledger/Year End Procedure. The Begin Year End Process window will then appear. Simply press the F1 key on your keyboard and the G/L Year End Procedure will be displayed for you. If help does not appear you will need to download the latest help file from the Active Accounting web site ‘downloads’ page. Please notify UDS support if problems are encountered.
In the past using versions 4.1 and 5.1 of Active Accounting there were two options. The “Save Company Number” option caused your database to grow with data not often needed and the other option left room to be improved upon as well. There is only ONE process for version 6.1 users to follow now. Version 6.1 users will still be able to use last year’s company data to print reports, look up information, create comparative financial statements, or to apply any adjusting transactions you get from your accountant. You may add the path and file name of your old database to the Main Control File so that Active Accounting knows where to find past data for comparison on financial reports. We believe the Version 6.1 Active Accounting user will find the General Ledger yearend process to be streamlined and more automatic. See Below:
G/L Year End Procedure
The Year End procedure is one that, like the name implies, is run at the end of the company’s fiscal year. This routine closes the General Ledger year by consolidating all income and expense accounts into the retained earnings account for the company being closed. Also all asset, liability and equity accounts are changed to have the beginning balance set to the accounts ending balance and all monthly, period totals are set to zero.
Make a copy of your database before beginning any of these yearend procedures.
1) Make sure you have posted all the transactions from the applications (Reports/General
Ledger/G/L Transaction Posting). You cannot post the new year’s information to general ledger until you have closed the year. If you do you will need to reverse the transaction out and enter them in manually after you have closed the year.
2) Run an Income Statement and Balance Sheet (if necessary) for your company.
3) Print a General Ledger report for all periods. This is not required but gives you a hard copy of the general ledger transactions and account balances and is essential for auditing. This probably will be a very lengthy report.
4) To close the General Ledger year, select from the main menu- Reports/General
Ledger/Year End Procedure. The screen shown below will be displayed. As the screen directs "close all UDS applications using this database. You will be asked for the path and name of the .mdb file to assign to the copy of your database that will now be made. Note: The drive letter and folder name entered here must already exist, or the yearend process will not continue. Now, make up any name you like to save the database to. It must end in .mdb like "Acme2002.mdb".
5) Click on the Start Process button to continue closing the G/L year.
6) Now you must close out of Active Accounting entirely.
7) One system may now start Active Accounting again. Select from the main menu:
Reports/General Ledger/Year End Procedure. This time the screen shown below will appear:
8) Company to Close: Your current company number may appear already filled in. Key it in if not.
9) Period to Post Entries: The period to post to is usually period 12 unless you are on a 13 period accounting system. Enter your period number choice.
10) Close of Year Date: Defaults to today's date and represents only the date you closed.
11) Click the ‘OK’ button to complete the automatic processing of the G/L Year End. A G/L Closing report will print listing your G/L Account Credit or Debit Balances.
12) From the main menu click on File/View/General Ledger/GL Company, to bring up the G/L Company View form. Open your G/L Company record. In our example the period dates have automatically been updated to the first day of each month in the year 2003. If your company’s fiscal year is different than the January/December year, simply key in or use the calendar function to enter your preferred monthly period dates. Then 'save' your G/L Company changes.
UDS Upcoming Travel and Trade Show Schedule
December 4 – 6 Virginia
December 9 – 11 Pennsylvania
January 7-8, 2003 Michigan Show Lansing Michigan Booth 1106
January 15-17, 2003 Mid Am Trade Show Chicago IL Booth 1256
January 30-February 1, 2003 Gulf States Mobile AL Booth 412
The above schedule is down significantly from previous years. If we are going to be in your area and would like to schedule time contact brian@udsgis.com