Processing Status is a system that helps the accounting office track all clients’ current status on an installation of FCA™. It also keeps detailed time data by client.
For the system to work, some input is required by the processor at the end of a processing session. This can be done in the client’s files when Processing Status is turned on, or by manually selecting Utilities>Processing Status.
Turn Processing Status on for Processor Input Following Each Session
- Log in to FCA as an Accountant type user.
- Open any company file. Processing Status is global for all company files, but you need to have a company open to get to the Setup>System Options tabs.
- Select the Setup>System Options>Accountant tab and set the Enable Processing Status option to Yes.
With Processing Status turned on, all users will receive the Processing Status dialog box every time when:
- a company file is closed, either by closing the program or opening a new company file.
- the processing period is changed to a future period, either by closing the current period or through Utilities>Process Future Period.
Users can also open the Processing Status dialog box manually, at any time, by selecting Utilities>Processing Status.
If Processing Status is turned off, the Processing Status dialog box can only be opened manually by selecting Utilities>Processing Status.
Using the Processing Status Dialog Box
If Processing Status is turned on, the dialog box will open every time the user closes a company file or advances to a new or future period. Users can also access the Processing Status dialog box manually by selecting Utilities>Processing Status.
Note: When the Processing Status dialog box opens automatically, it will always open for the company or period being closed, not for the one being opened.
Processing Time
The cursor will always default to the Processing Time field, as this is the most frequently used field.
- The user should enter the time that they feel was spent processing during that session, with a session being the time the company file was opened or period changed. The Current Processing Time shown to the right is the total accumulated time prior to this session for the current period.
- Processing Time should not include:
- Time doing an import if other things were being done during the process.
- Time spent taking a break, eating lunch, talking on phone with a different client, or any other activity unrelated to the current client.
- Processing Time should include:
- Time spent for other client related activities previous to opening the company file, i.e., phone conversations with client, sorting clients source documents, etc.
- If processing is complete for the period, then place your cursor in the Period Processing Complete box and enter the date that it was finished. Press the Enter key (or Tab key, depending upon your options settings) and either use the Enter key to move through the Bank Reconciliation Complete field, or type the date if it has also just been finished, then press Enter again.
- If processing is not complete for the period, but all bank reconciliations are complete, place your cursor in the Bank Reconciliation Complete box and enter the date that the last one was finished. Press the Enter key (or Tab key, depending upon your options settings).
- Type in the time for the session, either:
- as a decimal amount where 1.5 equals 1 ½ hours.
- as hours:minutes where 1:30 equals 1 ½ hours.
- Press the Enter key (or Tab key, depending upon your options settings) after entering the time and then press the spacebar and wait a few seconds for the records to be updated and the dialog box to close.
What Gets Saved, Where
Whether you have Processing Status turned on or not, the following information is updated in the System database from the Company database when a company file is closed, a period is moved forward, or OK is clicked on the Processing Status dialog box. This information in the System database is used in the Processing Status report as well as with Utilities>Accounts Receivable>Sync Contacts.
- Company Name—From the Setup>Company Information - Company tab.
- Company DBA—From the Setup>Company Information - Company tab.
- Address 1—From the Setup>Company Information - Company tab.
- Address 2—Setup>Company Information - Company tab.
- City—From the Setup>Company Information - Company tab.
- State—From the Setup>Company Information - Company tab.
- Postal—From the Setup>Company Information - Company tab.
- Contact—From the Setup>Company Information - Company tab.
- Phone 1—From the Setup>Company Information - Company tab.
- Phone 2—From the Setup>Company Information - Company tab.
- Fax—From the Setup>Company Information - Company tab.
- E-Mail—From the Setup>Company Information - Company tab.
- Website—From the Setup>Company Information - Company tab.
- EFTPS Pin—From the Setup>Company Information - Company tab.
- Supervisor—From the Setup>Company Information - Company tab.
- Bookkeeper—From the Setup>Company Information - Company tab.
- Current Period—The actual current period of the file.
- Period Type—From the Setup>Company Information - Accounting tab.
- Business Type—From the Setup>Company Information - Accounting tab.
- Legal Entity—From the Setup>Company Information - Accounting tab.
- Period End Date—The period end date of the actual current period.
- Year End Date—The year end date of actual current year.
- VO Client ID—From the Setup>Company Information - Company tab.
The following information is only updated in the System database when OK is clicked on the Processing Status dialog box and is used in the Processing Status report.
- Processing Complete—Date entered in Utilities>Production Status dialog box.
- Bank Reconciliation Complete—Date entered in Utilities>Production Status dialog box.
- Processing Time—Cumulative time entered in Utilities>Production Status dialog box for actual current period. Any times entered for future periods are not updated at this time. When periods are closed, then the accumulation of previously entered times (as future periods) will be updated in the System database.
- Account Balance—Actual current period account balance in the Prior Profit (or loss) account.
- Checks This Period—Count of checks entered or written in actual current period.
- Imported Checks This Period—Count of checks imported into actual current period.
- Payroll Checks This Period—Count of payroll checks entered or written in actual current period.
- Average Checks—12 month average of checks entered or written through the actual current period.
- Imported Checks Average—12 month average of checks imported through the actual current period.
- Payroll Checks Average—12 month average of payroll checks entered or written through the actual current period.
- Monthly Fee—Taken from the Utilities>Fee Schedule.
- Year End Fee—Taken from the Utilities>Fee Schedule.
- Year End Factor—Taken from the Utilities>Fee Schedule.
- Clock Time—Cumulative Clock time spent processing in the actual current period.
The following information gets saved in the Company database regardless of whether Processing Status is turned on or not.
- The start and end times of each user session.
- A session starts when the user:
- Opens a company file.
- Advances to a new or future period.
- A session ends when the user:
- Closes the company file.
- Opens a different company file.
- Closes the program.
- Changes to a later period.
- The start and end time, by user, for the following windows:
- Activities>Enter Payable Invoices
- Activities>Enter Receivable Invoices
- Activities>Quick Check and Write Up>Checks
- Activities>Daily Books and Write Up>Daily Books
- Activities>Enter Adjustments and Write Up>General
- Write Up>Reconciliation
Processing Reports:
Following are the available Processing reports, including the options for each report:
Processing Status (reports from the System database)
Processing Client Time (reports from the Company database)
Right-click Options
- Version
- Include User (* for all)
- Exclude User
- Suppress Details
- All
- None (default)
- Processing Screens
- Report Name
- Top Offset
- Left Offset
Run-time Options
- Start Period (0 = Current)
- Start Year (0 = Current)
- End Period (0 = Current)
- End Year (0 = Current)
Processing Clients Information (reports from the System database)
- Version Date
- Group by:
- Bookkeeper
- None (default)
- Supervisor
- Sort by:
- Lookup (default)
- Company Name
- Company DBA
- City
- State
- Zip code
- Business Type
- Legal Entity
- Period Type
- Report Title
- Top Offset
- Left Offset
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