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FAQs – Frequently Asked Questions
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Welcome to the FAQ section of the
Versyss Support
pages. Have you got a
question about your Versyss system? Chances
are it has been asked before, so we have collected many common question and
listed the answers below to share with you here so that you may be able to
resolve your issues quickly. Please
click the links below for details on the questions you see.
Accounts Payable
Accounts Receivable
·
How do I
write off a bad debt?
·
How do I
apply an unapplied payment to a specific invoice?
·
How do I
write off an unapplied payment made to an open item customer in error?
Customers
and Statements
·
The
Customer History Inquiry is displaying out of date sequence.
General Ledger
·
How do I
change a GL account type from a debit to a credit (or vice-versa)?
·
How do I
enter a one-sided entry to correct a GL journal that is out of balance?
·
How do I
add a new GL Account to a management report?
General
System
Inventory
Payroll
Purchase
Orders
Sales Orders
Quotes
ACCOUNTS PAYABLE
I am
preparing my checks to make my check run and invoices that I want to pay
are not processing. I did release
them but still not being prepared to be paid.
Check the Due date on the
invoices which you wish to pay. Not
only does it have to be released but its due date must be on or before the
date entered during prepare checks.
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I have used the Voided Check routine
within AP which cancels the check already prepared and posted. This has worked fine, but I noticed it
puts the paid invoices back under that vendor. I don’t want to pay them, so how do I get
them out of the system?
You must issue a debit
memo for that same amount against the same vendor. This will cancel this invoice. Make sure you use the same expense GL
number that was originally entered with the invoice.
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ACCOUNTS RECEIVABLE
How do I write off a bad debt?
Input a cash receipt for the
account in question, making the check amount zero. Select the invoices to be removed from
the customer as normally done with a cash receipt entry. When all invoices have been selected,
enter E to end. At GL Account field,
enter the Bad Debt GL account number that your accountant has advised you
to write these invoices to. Program
will automatically place the total write-off in the Debit column. End the transaction.
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Receivable FAQs
How do I apply an unapplied payment to
specific invoice?
We’ve created a microguide to
guide you through this process. A
Microguide is a small executable program that will run on your PC. Click on the link below. You may see a File Download Security
Warning window asking if you want to run or save the program. Choose run. You may then get a warning that the
program is from an unknown publisher.
Click Run again. The
Microguide will open up and can be navigated with the arrow buttons. You can also choose to save this guide to
your PC by choosing “Save” instead of “Run”. Click
her to view this microguide
Back to Top Back to Accounts
Receivable FAQs
How do write off and unapplied payment
that was made to an open item customer in error?
We’ve created a microguide to
guide you through this process. A
Microguide is a small executable program that will run on your PC. Click on the link below. You may see a File Download Security
Warning window asking if you want to run or save the program. Choose run. You may then get a warning that the
program is from an unknown publisher.
Click Run again. The
Microguide will open up and can be navigated with the arrow buttons. You can also choose to save this guide to
your PC by choosing “Save” instead of “Run”. Click
her to view this microguide
Back to Top Back to Accounts
Receivable FAQs
GENERAL SYSTEM
My
Volume File Status Report shows some files with stars (asterisks).
Only files with 3 or 4 stars need to be resized. Contact Software Support
for assistance. They will setup a
resize for you, and guide you on how to run the resize overnight.
Back to Top Back to General
System FAQs
One
of the files with 3 or 4 stars is BMSOIXRF.
This file
does not have to be resized. Go into
Ultimate Inquiry, Misc Maintenance Rebuild SO Item Xreference. This will only take a few minutes,
depending upon number of open orders in your system.
Back to Top Back to General
System FAQs
CUSTOMERS & STATEMENTS
The
Customer History Inquiry is displaying out of date sequence.
Run the Customer History Purge using a date prior to any
of the dates within the file, e.g. 01011999 (Jan 1st, 1999). NOTE: use 4 digit year. This will not delete any records but will
resort the file by date sequence.
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Customers & Statements FAQs
GENERAL LEDGER
How do I change a GL account type from
a debit to a credit (or vice-versa)?
First, ensure all GL journal entries are posted to the masters. If the account balance is not zero, do a
manual entry to zero out the balance using a misc account. After posting this new GL entry, then you
may change the account type. Do
another manual entry that is the opposite of the original one to put the
balance back in, again using the misc account.
Back to Top Back to General Ledger FAQs
How do I enter a one-sided entry to
correct a GL journal that is out of balance?
At the GL menu, type .OSE
(one sided entry). Enter the GL
Period to be affected, hit enter for a new entry, and enter the data
required. For the journal amount, you
will need to know what type your GL Account is. If it is a Debit type of account, and you
want to enter a credit amount, then your amount will be negative. If you want to enter a debit amount to
this Debit account, then your amount will be positive.
Back to Top Back to General
Ledger FAQs
How
do I add a new GL Account to a management report?
Pull up the desired Management Report under #21,
Inquiry/Report Specifications (You can do a .W at the ID field if you do
not know the ID name). Once the
report maint appears, type L to go to the Line maint. Find the area you wish to add the new GL
account to. Type I plus the sequence
number BELOW where you want to insert the new account. Answer the prompts as they appear. Remember to place a + in the same
Accumulator column as the other GL accounts in this section so it will be
added to the totals in that accumulator properly.
Back to Top Back to General
Ledger FAQs
INVENTORY
My
Inventory Ledger Inquiry is displaying out of date sequence.
This can be resolved by executing a purge of the
inventory ledger using a date prior to your history, e.g 01011999 (Jan 1st, 1999). NOTE: use 4 digit year. This will not purge any records but it
will re sort the records in date order.
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Inventory FAQs
The
Inventory Ledger Inquiry running balance does not match the quantity within
the Store Master.
VMMS Release 6.4 will
compare these two quantities and correct this total within the inventory
ledger file. Within Inventory
Ledger, run #23 Inventory Ledger B/F Update.
Back to Top Back to
Inventory FAQs
Inventory
Ledger Report gives missing record error, either BMINVMST or BMINVSTR.
Release 6.4 will correct this error. Go into Inventory Ledger and run #24
Delete Orphan Ledger Records.
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Inventory FAQs
I
can’t delete inventory due to committed quantities, but there are none
committed
When trying to delete
inventory you may get a message that says you can’t delete an item because
there are committed quantities. You may then run the Open Order Report for
this item to find any orders the item is on, only to find there isn’t an
open order with the item on it. Here’s how to resolve this: go into your Inventory menu and select
the Miscellaneous Menu and run Reset-Committed Quantities In Inventory.
This utility will reset the items committed amount to what exists in the
open order file. In this situation it would be zero, and the committed
amount in the inventory store file would be reset to zero. Once completed
you can then go ahead and delete the inventory item.
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Inventory FAQs
PAYROLL
I’ve
run my checks and I’m trying to post, but I’m being prompted to print my check
register again. . .
You’ve completed your payroll
check run and you are trying to post the checks to file, and now you are
being prompted to print the check register - yet you’ve already printed it.
Chances are there is an employee’s check that wasn’t fully calculated.
Solution: review the register and
look for check #0, or just reprint the journal and only the employee who’s
check didn’t calculate will print. Call up the employee # in check
edit/entry and recalculated the check. You will then need to reprint the
check journal, the payroll check, and register, and then the post will go
through.
Note. Keep in mind when
reprinting the check it is only going to print out this one payroll check
and not the entire check run. Approach the print as if you are printing all
checks and do not select reprint.
Back to Top Back to Payroll
FAQs
How do I change my tax tables?
We’ve created a microguide to
guide you through this process. A
Microguide is a small executable program that will run on your PC. Click on the link below. You may see a File Download Security
Warning window asking if you want to run or save the program. Choose run. You may then get a warning that the
program is from an unknown publisher.
Click Run again. The
Microguide will open up and can be navigated with the arrow buttons. You can also choose to save this guide to
your PC by choosing “Save” instead of “Run”. Click
her to view this microguide
Back to Top Back to Payroll
FAQs
How do I change SUTA, SDI, or Local tax
percentages?
We’ve created a microguide to
guide you through this process. A
Microguide is a small executable program that will run on your PC. Click on the link below. You may see a File Download Security
Warning window asking if you want to run or save the program. Choose run. You may then get a warning that the
program is from an unknown publisher.
Click Run again. The
Microguide will open up and can be navigated with the arrow buttons. You can also choose to save this guide to
your PC by choosing “Save” instead of “Run”. Click
her to view this microguide
Back to Top Back to Payroll
FAQs
PURCHASE ORDERS
How
does the system handle Direct Purchase Orders?
Answer: Direct Purchase Orders do not update the Inventory
files with on-order or on-hand quantities. When the Direct PO is posted in
AP, it will debit the DS clearing account located in the REMITxx table and
will credit the AP control account.
Therefore, it is necessary to make sure if a direct PO is
used, that a corresponding DIRECT SALES ORDER is also entered. This is so that the cost of the Sales
Order will credit the DS clearing account and thus zeroing out the DS
clearing account. If not, the debit
from the Direct PO will stay in this account.
Back to Top Back to Purchase
Orders FAQs
How
does the system handle Return Purchase Orders?
Answer: As soon as a Return PO is created, the
on-hand qty of the inventory master/store will be reduced by the amount of
the return PO. The PO will post to AP as a Misc. Debit transaction.
Back to Top Back to Purchase
Orders FAQs
SALES ORDERS
How are deposits are handled by VMMS?
Answer: Typical sales order with a deposit
A.
Customer puts partial deposit on an order
(order remains open – DO NOT
VERIFY)
B.
When Sales Order Post to AR is done, the GL is
updated as follows:
-
Deposit Account is credited with the deposit dollar
amount
-
Cash Account is debited with the deposit amount
C.
Once all the material has been received by the
customer, Sales Order can
now be verified and billed.
1.
The amount remaining after the deposit can either
be paid by cash, check or charge or put on customer’s account
2.
If the deposit happens to be more than the final
total, the difference can be refunded as cash, check or charge or put on customer’s
account.
When the Verified order is
posted in Daily Work, the GL is updated:
-
Deposit Account is debited with the original
deposit amount
-
Sales Accrual account is Credited with the entire
sales amount (including the original deposit amount)
-
Either the Cash account or the AR control account
is debited with the remainder after the deposit (depending on how the
remainder was paid – cash or put on customer’s account).
Back to Top Back to Sales
Orders FAQs
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