Fundware® Update

August, 2006

Advanced Fund
Management Solutions

Hi Everyone,

Entering invoices and tracking your detail amounts can be trying. We have a suggestion! In addition, we explain a way to edit multiple invoices sequentially. You may run groups of reports on special occasions, such as month end. Report groups can save you time-read how. As always, if you have any questions regarding a FundWare® issue, please contact me at (318) 253-8556, or email me at jgarv@afmss.com

Thanks,
Judy Garver

Using Report Groups

Do you find yourself running the same reports periodically, perhaps at the end of each month? In this article we show you how to run a group of reports all at once. This can save you some time. In our example we will assume that there are a few reports that are associated with your month end closing activities. We will create and use a report group called "CLOSE".

Creating a report group could not be easier. Open a report you want to belong to your new group. In the upper right, we have edited a report called "DEPT" and typed the name of our group (called "CLOSE") in the "Report group" field. This action of typing in the name (and saving the report) creates our new group. It may now be used on other reports we want to belong to this group. In the drop down list you can see that three other groups were already created and available.

When you want to run your group of reports, go to Report Manager and note that there is a button at the bottom of the form called "Groups…". See the second image. Click on this button and you will see the third image where you see the list of groups. Opening one, as shown, reveals which reports belong to that group. If you click on the "Produce" button at the bottom of the form, the reports will be produced.

When you produce the report, the account mask you use applies to all reports in the group. At any time a group may be removed, or added to, a report. Give this time saver a try!

Tracking Invoice Totals

When creating an Invoice (or a Purchase Order), you know that you enter the total amount into the "Total" field on the Header Tab. The details you add to the Details Tab should end up equaling the Invoice's total amount-but, the total amount is not visible because it's on a different tab. This can be important to know, especially if you are adding dozens of detail lines. How can you check to see how you are doing with the detail totals without switching back and forth between the two tabs? There is a field at the bottom of the Detail Tab form that lets you see the total amount, and the sum of the detail entries. Just click on the drop down arrow, as shown, and you will see the two totals. In the example, the total invoice amount is $200. The details currently total $100. Use this feature to chart your progress when adding invoices.

Ask Judy...

Q We usually have over 800 invoices active at a time. How can we mark for payment just those on the list that are due?

Angel

A You'll want to check the filter box at the top of the invoice folder. Enter a range of due dates and then click on the "OK" button. Then you will see only those invoices due in that date range. Mark them. You can use the filter in other ways, too. Try it!

Q I would like a report to show the net amount on General Ledger expense accounts and the associated detail entries that make them up in Project Grant. What's the best way to do it?

Edwin

A The built-in FundWare report writers report only one ID Type (set of accounts, such as "A" or "P" or "G") at a time. What you need is the F9 financial report writer. It can pull, into an Excel spreadsheet, information from any number of ID Types at the same time, in the same report. Since you are in Excel, you can apply your spreadsheet prowess to the design of a report that satisfies your requirements. It pulls real time data every time you refresh the report (with the F9 key!).

Editing Multiple Invoices

On occasion, you may need to edit a sequence of invoices, instead of selecting them one at a time from the list in the invoice folder. Here's a time saver!

Highlight the invoices to be edited on the list in the invoice folder-see image above (or use the filter to find them). Then click on the "Edit" button. The invoice form will open, with the first invoice to be edited on it, as shown at right. Notice the "1 of 2" field that appears? It's there because two invoices were selected. When you finish with the first invoice, click on the right arrow, as shown, to move to the next invoice!

Did You Know...?

Fixed Assets. The Fixed Assets module may record depreciation (and post it to General Ledger/Project Grant, if desired) on any asset, or group of assets, you wish. You may record that depreciation any time you wish, such as monthly (so you would see the depreciation expense along with other monthly expenses on the expense reports. If you forget a month's depreciation, the system will play "catch up" next time you depreciate.

Allocation Management. You may post allocations across ID Types (from General Ledger to Project Grant, for example). You could have Allocation Management calculate overhead expenses from General Ledger activity, and then, using an overhead rate, post the charge to the appropriate accounts in Project Grant.

General Ledger/Project Grant. You may make monthly budget entries using the "Memorize" journal entry feature. Make your entries for a month, then memorize it. Change your business date to next month and edit the batch, if necessary. Repeat for each of the 12 months. This saves lots of time, and you end up with a monthly budget!

Links to Other FundWare® Sources

There are several sources of information on the internet that can make your Fund-Ware® experience more productive and effective. Check out the following sites:

Fundware.com

This is Fundware's home page. On it you will find the latest in file fixes and program updates. In addition, you may search the knowledge base for answers to your support questions.

www.afmss.com

Check out my site for a complete listing of the products and services I offer.

www.20pines.com

This site offers a number of products that add an extra measure of functionality to FundWare®. One of these products may make your life a lot easier.

www.muhnconsulting.com

This site offers a number of free downloads that will help you get more out of Fund-Ware®.

Advanced Fund Management Solutions

11333 Grand Harbor Blvd.
Montgomery, Tx. 77356
Phone: (936) 448-6571
Cell: (318) 359-8028
Fax: (936) 448-6571
Email: jgarv@afmss.com

An authorized FundWare consultant