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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.
Back to Top Back to Accounts
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
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.
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
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.
Back to Top Back to Accounts
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.
Back to Top Back to
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.
Back to Top Back to
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
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.
Back to Top Back to General
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.
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.
Back to Top Back to
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.
Back to Top Back to
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.
Back to Top Back to
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.
Back to Top Back to
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
How
to change a clerk’s name.
Go to Sales Analysis within
Daily Work Main Menu.
Go to Clerk Maintenance and
change the name here.
Most important is to go to
Sales Orders, Daily Work and Sign in-out.
Enter the user number this
clerk uses, store number and the clerk number.
It will display the old
name. At the bottom of the screen it
will say logged in, want to log out.
Say “Y”
Re-enter the above info. It will now say do you wish to delete
this. Answer “Y”.
Re-enter the user number, store
number and the clerk number and sign back in. It will now display the new name. In order to test, go to cash receipts and
when you enter the
Clerk
number, it will display the name
Back to Top Back to Sales Orders
FAQs
How
might I handle gift certificates?
1.When a customer purchases a gift certificate, you
could enter a sales order in the following method
- at
order entry type, do a manual entry by typing a minus (-) sign, then
hit enter
- the minus sign will clear. Now enter a type 0 for charge
- enter clerk number, then the cursor moves to the
Order number. Backspace over
the automatic number and enter your gift certificate number.
- You
might build a generic GIFT customer number in the Customer Master to
use for gift certificates (DO NOT use the CASH customer as this will
change the type from charge to cash and you don’t want to do that at
this stage)
- Enter
through the header to the ship-to field. Enter a T for temporary and fill in
any optional info regarding the receivee.
- At
the line entry, use a non-inventory item, either
space-bar enter, or build a Mark Up/Down code 6 type of item
called GIFT. The price and
cost of this item should be zero.
- End
the line entry and skip to the Totals. Return thru totals to the Current
Deposit field and enter the amount of the gift certificate.
- Complete
the order, printing the ticket if desired,
but DO NOT verify this order.
- When
Sales orders are posted, the deposit will debit your cash account and
credit the deposit account in GL.
Neither sales nor cogs will be affected.
- The
order will remain open until the certificate is redeemed.
2. When a customer redeems a gift certificate, you can
handle it is this manner:
- Recall
the sales order by using the number on the gift certificate
- At
line entry, add the items actually being purchased
- End
the line entry and skip to the Totals.
- Depending
on whether the customer purchases more or less than the original
gift certificate amount, you will either refund him cash, or he will
be required to pay the amount over the deposit amount.
- Print
and verify the order.
- When
posted, the deposit account in GL will be debited, thus removing it
from that account.
3. How to handle unredeemed gift certificates
a. Print an open order report, ranging on either the GIFT item or
the GIFT
customer
b. If after a period of time, you wish to delete unredeemed
certificates, call
up the order and type D to delete.
c. The deleted order WILL NOT adjust the GL deposit account. You
must
make a manual
entry in GL to debit the deposit account and credit some
other account (sales, perhaps) as determined by your
CPA.
Back to Top Back to Sales
Orders FAQs
Getting
“Not Signed In” message for a clerk number.
Go to the Clerk Sign In/Out
Maintenance located under Daily Work
Ensure the desired Clerk is
signed in for the user number displaying in the upper right hand corner of
the screen.
If desired, you may enter user
# 999 which indicates a universal user and that clerk can then enter orders
on any workstation regardless of user number.
Back to Top Back to Sales Orders
FAQs
Seeing
an unidentifiable sales message for non-inventory items during order entry.
This message is coming from the
Product Category Maintenance Screen located in Inventory Misc. Maint. Product
Category #999 is the default category for all non-inventory (spacebar-enter
type of items). Delete or edit the
sales message field as desired.
Back to Top Back to Sales Orders
FAQs
Forms
message is not printing on Invoices.
If both cash discounts and terms
discounts are already printing on the Invoice, then there is no room for
the forms message to print.
If you only have one of type of
discount (ie cash or terms) printing on the
Invoice, then only a one-line type of form message will print. Check your Forms Message Maintenance and
ensure you have put your message in the One Line Message field, and not in
the first line of theTwo Line Message field.
Back to Top Back to Sales Orders
FAQs
QUOTES
My
Quote Purge by Date and Status is hanging.
The Quote file needs to be cleaned up. To do this, abort
the user performing the Quote Purge.
Then, restart the Purge selecting only one specific
quote/sub/customer to purge. When
the prompt appears to either “End the Purge” or “Run the Rehash,” select
the Rehash option. Once the rehash
is complete, you can then perform the original purge options that had been
hanging.
Back to Top Back to Quote FAQs
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