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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?
·
Customer
History Inquiry ending balance does not match the balance from the Customer
Master file.
Customers
and Statements
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?
·
Unable to
post a period to GL Master because the period is out of balance. What do I do?
·
How to
enter the correcting entry for an out of balance Journal.
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
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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
Customer History Inquiry ending balance
does not match the balance from the Customer Master file.
First, try running the Reset
Customer Balances located under Customer & Statements, Misc. Maint. If this
does not fix the balance matching issue, perform a Customer History Purge
(use an older date if you do not wish to actually purge any detail). The purge process will compare the
running balance to the balance from the master file and create an “Adjustment
Entry” in the customer history file to force the balances to match.
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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.
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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.
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System FAQs
How do I set up a new VMMS store?
Set Main Parameter to allow multiple stores
a.
Access the Main Parameter in SETUP Utilities
b.
Set Multi Store? field to Y
c.
Set Highest Store field to highest number of stores
you will have
d.
Set Post G/L By Invoice? field to desired option
No, system will use GL code on
the Inventory Store Maint.
Yes, system will use GL code
entered in Sales Order header for each Invoice.
e.
Set Store # Source field to desired source such
that when entering a new order, store # will default from either the
Customer master maint, or the Clerk Master.
Build Location Maintenance for each new
store
a.
Go into Inventory, #3 Misc
Maintenance, #20 Location Maintenance
b.
Build the Maintenance for each new Store
Build Store Maintenances for items for the
new store(s)
a.
In Inventory, #2 File Maintenance, #27 Create New
Stores
b.
Create new store records for all items or based on
a range of Product Categories for the new store(s).
Build new accounts in General Ledger (if
desired)
a.
Go into General Ledger #2, GL Maint.
#20 GL Chart of Accounts Maint.
b.
Build any new GL accounts necessary for the new
store(s)
(ie
AR, Cash, Sales, Cogs, Freight, Inventory)
**These accounts will be used
when building the Remittance Tables and GL
Code Maintenances in later steps.
**If your General Ledger
accounts are not already set up as a two part account numbers (1000-01,
1000-02, etc), you may want to consider revamping your
GL Chart of Accounts to allow
more flexibility in producing financial statements. Contact Support for
assistance with this.
c.
After building accounts, Run #28, GL Relink Accounts
d.
Remember to add the new GL Accounts to any
Financial Statements
Build new Remittance Tables for the new
store(s)
a.
Go into Customers & Statements, #2 File Maint, #27 GL Tables
b.
Type REMITxx at the Table
ID field (where xx is the store number, ie 02, or
03)
c.
Type STORE 2 at the Title: field
d.
Type 2 at the Columns: field
e.
Type DESC
then spacebar over 10 to 12 spaces and type GL#
f.
Under Desc, start
building the Remit table as laid out in REMIT01. Type the description first, then tab over
to the GL# column & enter the GL Account number for this Desc. Hit enter to build next line.
g.
Remember to type END on the last line to save the
new Remit table.
Build new GL Code File Maintenances for the
new store(s)
a.
In Customers & Statements, #2 File Maint. #24 GL Code File
b.
Create a GL Code file for each new store
Build new Tax Code File Maintenances for the
new store(s)
**Only if new store is in
another County/State with different sales taxes
a.
In Customers & Statements, #2 File Maint, #25 Tax Code File
b.
Build any new tax codes with the appropriate tax %
Build new Tax Jurisdictions Maint. for the new store(s)
**Only if new store is in
another County/State with different sales taxes
a.
In Customers & Statements, #2 File Maint, #26 Tax Jurisdiction File
b.
Build any new Tax Jurisdictions with the associate
new Tax Code(s)
Edit Finance Charge tables if using new GL
account numbers
a.
Go into Customer & Statements, #2 File Maint, #27 GL Tables.
b.
Type in table name FINCHG.
c.
Change account numbers as needed.
d.
Return thru to save
Edit Misc tables
if using new GL account numbers
a.
Go into
Customer & Statements, #2 File Maint, #27 GL
Tables.
b.
Type in table name MISC.
c.
Change account numbers as needed.
d.
Return thru to save
Edit Direct tables if using new GL account
numbers
a.
Go into Customer & Statements, #2 File Maint, #27 GL Tables.
b.
Type in table name DIRECT.
c.
Change account numbers as needed.
d.
Return thru to save
Build new Salesmen and/or Clerks for the new
store (s)
a.
In Daily Work, #5 Sales Analysis, #22 Salesman
Master, build any new salesmen masters associated with the new store(s)
b.
In Daily Work, #5 Sales Analysis, #24 Clerk Master,
build any new clerk master associated with the new store(s)
Build .USER records for new users/clerks.
a.
In Sales Orders, #5 Other Work, #26 Set User Record
b.
Set up User Records for users at the new store(s)
c.
Or, if user is already built, identify which store
this user is associated with.
Sign new Clerks on
a.
In Sales Orders, #1 Daily Work, #23 Clerk Sign
In/Out
b.
Sign On new User/Store/Clerk
Accounts Payable
a.
Go into #4, Misc, #20 GL
Account Maint
b.
Edit account numbers as needed for each section
c.
In the Vendor Master Maint,
each vendor can be assigned a specific GL account. Edit those as needed.
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Receivable 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
The
Aged Open Invoice Inquiry is giving a missing record on key “ATBINQS.”
Run the Aged Open Invoice Inquiry Sort which is located
directly below the Inquiry option on the Inquiry menu.
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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.
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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.
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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.
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Ledger FAQs
Unable
to post a period to GL Master because the period is out of balance. What do I do?
This is a hunt and search process made easier by the
frequency of posting, daily, weekly or monthly.
- Go
to GL Transactions, GL Period Inquiry.
- Enter
the period in question, enter past the GL Account Number and enter “Y”
at options.
- Enter
past the first 2 fields at Posted enter “N”.
- At
the source code enter 1 of the following codes:
- R=Receivables
- P=Payables
- W=Payroll
- MA=Manual
- CO=Correction
- This
will limit your search to specific GL entries
- Totals
Only say “N” and Subtotals “N”
- Look
at totals for each application until one of them doesn’t balance. This is the problem area.
- Check
the daily post using the date.
This should tell you what is off and what entry is
needed to correct the out of balance issue.
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Ledger FAQs
How
to enter the correcting entry for an out of balance Journal.
In the GL Menu at the selection field enter “.OSE” This stands for
One Sided Entry. It will ask for the
period, gl number and the amount. Note: If the GL account is a debit type
of account and you need to enter a credit, enter the amount as a
negative. Re-run the GL exception
report to verify that it is in balance and proceed to the post to GL
Masters routine.
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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.
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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
The Physical
Inventory Valuation Report is giving a missing record error message.
Be sure to answer “NO” to the “Use Existing Workfile” prompt.
You only answer YES at this prompt if you are printing a duplicate
copy of the report with the same options as entered on the first printing.
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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.
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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
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