Deb West Enterprise 3.8 Financial Products Enhancements.

Deb West

Enterprise 3.8 Financial Products Enhancements

Agenda

“Wow” Features

Billing Highlights

AP/GL Highlights

Enterprise Related Image Connect Details

“WOW” Features

Billing

• Invoice UDFs

• Elite Document Studio Features

• Proforma Edit Interim Updates

• Exclude Tax On Reserves

• Backend Work to Make Life Easier

AP / GL

• Voucher Batch Controls

• Related Vendor

• Manual General Journal Reversals

• EGR: Group Close for GL

• EGR: Ability to Switch Between Units without Exiting

• FRx: NT Authentication

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Invoice UDFs• Introduced a transactional User Defined Field (UDF)

at the Invoice level and Multi-Payor level (similar in thought to Voucher and GJ UDFs) to track transactional information for an Invoice.

• Edit data for the Invoice UDFs in Proforma Edit, Credits and through a new utility.

• Add / Edit data for Invoice UDFs in Credit Entry.

• Can view the Invoice UDFs through Invoice Inquiry or on the Proforma Table Report.

• Options for Requiring: No, Yes (Both Billing and Credits), Require when Billed, or Require for Credit.

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Invoice UDF VB Option

A new hidden VB Option has been created to turn on/off Invoice UDFs. When the option is turned off in general, the user shall not see new actions, forms, etc. 

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Invoice UDF Setup

• New UDF Type = Invoice

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• New Section on the UDF Setup Form

Accessing Invoice UDFs

• Proforma Edit Single via:– Proforma Selection Screen - New Action

– Proforma Total Screen – New Action

– Master Files: Invoice UDFs

• Proforma Edit Joint via:– Master Files: Invoice UDF

• Proforma / Bill Generation Menu Invoice UDFs

• Credits Invoice UDFs

• Invoice Inquiry

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Invoice UDF Form

• All Invoice UDFs Defined display.

• If Multi-Payor, can Choose which Multi-Payor to Access and Update.

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Invoice UDFs Business Rules

• UDFs are held at the Proforma Invoice / Payor level. Therefore, the UDF attributes must be available on a single proforma, a joint proforma or the multi-payor level for singles and joints.

• UDFs can be modified either before or after billing and during credit entry.

• Bills can fail to generate (with an error) if a UDF setup to be ‘required prior to billing’ is not populated.

• Payments will be prevented from saving when a UDF set up to be ‘required prior to payment’ is not populated.

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Invoice UDFs Business Rules (Cont’d)

• Bills created without a proforma (interim, manual, application and closing bills) do not have a proforma and therefore will not have data for Invoice UDFs prior to the time of billing.

However, when these types of bills are generated, the Invoice UDF records with the defaults are generated and a user can enter UDF data by using the new Invoice UDF utility.

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Invoice UDFs Business Rules (Cont’d)

• Payments for more than one invoice shall have a single ‘header’ level UDF interface and the data shall be propagated to all invoices that are paid by each payment.

• The data that is shown on the header is not related to a specific invoice, but will be the default values for the UDFs that are required during Credit entry. This is because the payment can represent many invoices.

• Payments on a multi-payor bill will still apply to all invoices, but only for the multi-payor selected.

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What is EDS?

Elite Document Studio =

Whitehill =

Skywire =

Oracle =

Bill and Report Presentment Software

Enhancements to Benefit Elite Document Studio Users

• Ability to Edit Client/Matter UDFs from Proforma Edit

• Billing to Pass Hard Returns to EDS

• Ability to Bill Preview, EDS Bill in Proforma Edit

• Ability to View EDS Bill through Report Manager

Proforma Edit: Client/Matter UDF Updates

Billing: Pass Hard Returns to EDS

• The Elite System allow a user to store a ‘hard return’ when editing the narrative of a time or cost card. This hard return is to make the narrative more presentable to the client. However, this character was stripped from the output that is sent to EDS.

• The Billing Program now will pass the hard return character to EDS.

Proforma Edit: Preview EDS Bill

• There is now an option to select a EDS Bill Preview when previewing a bill in Proforma Edit.

Report Manager: View EDS Bill

• When a bill is created thorough the EDS system, we now include the information for retrieval in the Report Manager process. This allows a user to access the EDS bill through the report manager.

• Previously this was only available through Inquiry.

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Interim Presentation Card Changes

Joint Proforma Edit: Display Excluded

Joint Proforma Edit: Use Original Matter for Presentation Cards

Reporting

• Data Warehoused Billing Reconciliation Reports– Time Reconciliation

– Cost Reconciliation

– Cost Detail

– AR Ledger Reconciliation

• Note: This work was done to facilitate populating the balancing worksheet. We are doing additional work in this area to automatically populate the balancing spreadsheet as a Retrofit (CCB). This would should be completed a the end of the month.

Rates: Matter Overrides Client Max Exception

• Optional setting (system wide) to make sure that any matter exception rate will override a client rate including the client maximum rate.

• New VB Option: Matter Matter Exception Rates Override Client Maximum Rate

Tax Code Setup

• Option to Pick the Bill Date or Work Date for Reporting Taxes (Previously at Firm Level Only)

• Tax Report Updated to Report on the Work Date

Reserves

• In some jurisdictions (i.e. the UK) VAT can be reclaimed in case of bad debt (ref. UK Notice 700/18).

• A new Setting on the Reserves Code provides the ability to exclude the Taxes from Fees and Costs posted on Reserves which is used in the calculation and posting of the reserves.

Behind the Scenes

• Joint Invoice Flag on Ledger Records– Added a new attribute to the ledger record indicating it is a part of a

joint bill

– The ledger query (Aged AR report) updated to include the new attribute. It can also be used in custom reports.

• Added Currency to GL Post table– The currency has been added to facilitate checking and balancing of

multicurrency entries.

• GL Post vs. GJ Report – Currency Added to Display on Each Line– Now that the currency is on the GL Post Table, we can directly report

the currency on the Report.

Notes System – Prevent Delete All

• The Notes system has a form whereby the user can select any number of notes for Deletion (Notes / Delete Menu Item).

• The user displays the notes via query.

• Notes to be deleted are selected by checking the select checkbox. When all notes for deletion are selected, then choose ‘Delete Selected’ (‘Delete All’ button has been removed). The user receives a count and must confirm that the items are to be deleted. They select “Yes” to delete, or “No” to return to the selection.

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Related Vendor

A Related Vendor attribute has been added to the Vendor record. This attribute is similar in use to Related Matters and Related Clients.

Vendor – Related Vendor (Cont’d)

• Vendor Record has a new Field.

• The Vendor Query has been updated for the attribute.

• The Voucher Duplicate Check has an additional option to check Related Vendors for duplicates.

• Vendor Inquiry has been updated for Related Vendor.

• AP Analysis Report updated to report on Related Vendor data.

Related Vendor (Cont’d)

Results

• Setup

• Results

* Note: There is a retrofit that is being worked on to produce the results in Red.

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Vendor Number Related Vendor

AAAA AAAA

BBBB EEEE

CCCC AAAA

DDDD AAAA

Function Query Returns

Voucher Maintenance Duplicate Invoice Check

AAAA, CCCC, DDDD*

AP Inquiry AAAA, CCCC, DDDD

Vendor Analysis Report AAAA, CCCC, DDDD

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Voucher

• Voucher Due Date Updated When Invoice Date is Changed.

– VB Option: Voucher Due Date Updated to Invoice Date

• Voucher Costs

– Default Voucher Cost's Tax Code from Cost Code.

• Allow the use of the Cost Code’s Tax Code as an override to the Input Tax Code on a Voucher Cost instead of the Vendor’s default Tax Code.

• VB Option: Voucher Cost Tax Code from Cost Code

ECCI* Error Handling

Logic of Imposing Company for Error Account Postings Changed

– Current Logic: To prevent inter-company transactions on errors, the Company of the original transaction is imposed on the Error Account.

– This could cause invalid Company / Unit combinations when there are multiple Companies per Unit.

* Enhanced Client Cost Interface

ECCI* Error Handling (Cont’d)

• This Enhancement will use the company specified on the error account.

• VB Option: ‘ECCI: Impose Company on the Error Account posting’. – Default = True.

• This is only used by installations where multiple Companies exist in a Unit. This could create Intercompany postings on an error.

Voucher Batch Control Totals

Allow a Control Total to be Entered to Validate the Batch Data before the Batch can be Closed.

Voucher Batch Control Totals (Cont’d)

• Feature allows separation between a user that creates the batch & enters the Control Totals AND a different user that enters the voucher data, providing auditing controls (SOX).

• User 1:– Creates New Batch from Control Totals.

– Enters Data for Control Totals.• User Access prevents unauthorized user from accessing.

• User 2:– Enters Voucher Data, Validates Control Totals, and Closes

Batch when Complete.

Voucher Batch Control Totals Rules

• Only the values that exist in the batch should be entered, and will be compared to the calculated batch data. Blanks are considered null and will not be compared.

• Data should be entered regardless of Currency (Hash Totals).

• Currency Conversion is available for Informational Purposes Only.

• The Batch can only be closed when the Calculated Values = Control Values.

AP Inquiry

• Include Invoice Number in Detail View of AP Check Inquiry.

• User No Longer has to Drill into Detail.

AP Reporting

• Query/GL/Company VEN Restrictions to Appear at the End Of Reports

In User Access, Vendor restrictions can be put in place for a user. The restrictions were used to filter the data, but were not displayed in the query criteria at the bottom of the report. They will now be displayed.

AP Reporting (Cont’d)

• Confidential Vendor – Lets User Know if there is Data on the Report for a Vendor(s) that they do not have Access.

– A message will print at the end of the report: “* Note: The query for this report returned data for a confidential vendor. This data has been omitted from this report.”

– We did not print data related to the omitted Vendor as that could break confidentiality.

GL Account Security Modeling

In GL Account Security Rules, Copy a Natural Account’s Complex Security Rules to Different Natural Account(s)

GL Account Security Modeling (Cont’d)

• Security is Defined at the Natural Account Level. Modeling will allow several actions: Add, Ignore or Overwrite.

• User Queries for Account(s) to have Data Copied ‘To’.

• User Specifies Account to have Data Copied ‘From’.– Existing Nodes (Rules) for Data to be Copied are Displayed.

• OK: Gives Warning Message: – ‘500 Natural Accounts will be updated. Do you want to update

these accounts?’ (OK/Cancel)

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Ability to Reverse General Journals

Allow Users to Manually Reverse General Journal Transactions (Like Vouchers).

Reverse Journal Batches

Specify a GJ Batch, then pick all transactions that should be reversed that are eligible (not already reversed).

Reverse General Journals (Cont’d)

Single Reversal

• User Opens GJ Form with GJ, then Selects ‘Reverse General Journal’ from Menu.

• Specify the Reversing Batch, Transaction Date and Beginning Entry ID (override capability).

Batch Reversal

• Select ‘Reverse Journal Batch’ from Menu (Option to Open Batch if Closed).

• Specify Reversing Batch.

• Select Journals to Reverse.

• Option to Hide Ineligible Journals.

New Reversing GJ Transaction(s) Created in Open Period

GJ Reverse Rules

• Transactions marked for ‘Auto-Reversal’ are Ineligible for Manual Reversal.

• Transactions Already Reversed are Ineligible.

• Transaction Date of Reversal Must be Later than Original GJ Transaction Date.

• The GJ Batch Must be Open to have a Transaction Reversed.

• Reversal Transactions can only be Posted into Open Batches in an Open Period.

Reporting

Option to Print Unit, Company, None or System Control ‘Company Name’ on All AP/GL Reports.

• VB Option: AP/GL Report Company Name

– Default= System Control “Company Name”

Thomson Elite Information Systems P.GLTB GENERAL LEDGER TRIAL BALANCE 15:14:05 11/16/07 AS OF 11/30/07 PAGE 1  Order by Account,Department G/L TYPES = A U 

Switch Units in Enterprise

• Tools Operating Unit

• All Open Forms Must Be Closed.

• User Does Not Have to Log Out.

Group Close for Unit Periods

Previous form for closing a single Unit has been replaced. The user selects the units that they wish to close, enters the Batch and Journal information, then select OK.

EGR Reporting (Cont’d)

Added Transactions' Consolidated Description On the GL Detail Report.

• Thomson Elite Information Systems

• P.GLDT GENERAL LEDGER DETAIL 11:51:06

• 03/27/08 FROM 02/21/08 TO 02/22/08 PAGE 1

•   Order by Account,Department Summarized by Account

• G/L TYPES = C U

•  

• CURRENCY: USD

• -------------------------------------------------------------------------------------------------------------------------------------

• ACCOUNT NAME

• G/L # DATE TYPE BATCH ID TRANS ID CURR DEBIT CREDIT BALANCE

• ----------------- -------- ------------------------------------------------------------ -------------- -------------- ----------------

•  

• 1000-1-000 02/21/08 GJ SH022108 108000000005 USD 10.00 17817192.62CR

• local narrative text

• consolidation narrative text

•  

FRx

NT Authentication – Finally!

Not tied to the 3.8 Release

Image Connect

• Add Imaging Interface button to the Cost Card.

• Print Cover Pages Directly from Enterprise Imaging Interface.

• (IC integration with WebView.)

Questions?