Tips and Tricks from Tri Tech Seminar

Fixing Vacation Amount Due in Payroll

1.  Determine amount of vacation pay to adjust (plus or minus amount) for the employee.
2.  Set the vacation pay rate on the employee record to 10% and “RETAINED” to Y. 
3.  Process a supplementary timecard for the employee and make their pay amount 10       times the amount of vacation pay to be adjusted (use “Regular Hours” NOT       VACATION).The pay amount should be negative if reducing vacation pay and       positive if increasing vacation pay.  Set Federal Tax, EI, CPP, Insurable Earnings and       any benefits and deductions to zero.  Process the timecard.
4.  Reset the vacation pay percent on the employee record to 0%.
5.  Process another supplementary timecard to reverse the amount of pay on the previous       timecard, which was used to adjust the vacation pay amount (If a negative timecard       was posted, reverse with positive timecard. If you did a positive timecard then reverse       with a negative).  As the vacation rate is 0%, only the pay amount will be reversed and       the adjusted vacation pay will remain. Set Federal Tax, EI, CPP, Insurable Earnings       and any benefits and deductions to zero.  Process the timecard.
6.  Reset the vacation pay percentage to the original amount on the employee record.

Pay a Vendor without printing a Cheque

Find Function

The find function can be used to create a saved procedure. For instance you can create a find procedure that gives you a list of negative inventory that can then be exported to Excel.

1.Click Utilities, and then click  Find.
2.In the left pane of the Find window, click Inventory.
3.In the right pane, select Qty. on hand in the first box.
4.In the right pane, select is less than in the middle box. The last box will display 0.00.
5.Click Refresh [F5].
6.Click Save so you can run it in the future
7.Click the Excel Icon
8.Choose the fields you want to include on the Excel Spreadsheet
9.Click OK

Negative on-hand items will be displayed below.



Clicking OK sends the data to an Excel spreadsheet.

You can create Find Procedures based on

Customer
Vendor
Inventory
General Ledger
GL Transaction
Employee
Sales Order
Purchase Order
Job Cost
JC Transaction

BusinessVision Compatible Printers

BusinessVision and host based printers or otherwise called Windows only prints do not always work with BusinessVision.

Deleting customers and Vendors

To be able to delete a customer or vendor they of course cannot have an outstanding balance, but also less obvious is that they cannot have any AR or AP history associated with them. Therefore you must purge them first. Go into AR or AP and select the purge button



You will then be asked for a customer range and date. Choose today if you want to purge completely.



You can then delete the customer or vendor.

Non Physical Inventory

Non physical inventory are items you sell that you do not keep track of balances. An example would be labor. To set up a non physical item



You will notice that the quantity fields are not present. IMPORTANT – Be sure to set up and use a sales dept that has the cost of goods account set to the inventory account. That way if there is a cost associated with the non physical item it will not decrease your value of inventory and increase cost of goods.

Comment Warehouse

You can set up pre defined comments that can be selected from within a sales orer or purchase order. Do this by going to Edit/Comments



Type a code, description and the comment you want to appear on the order



You can then select it on the order as needed by clicking the comment button

Voiding AP Checks

In order for an AP check to be voided it must first be un-linked from the invoice(s) that it paid. To do this go into AP, choose the vendor and click the enquiry button.



Highlight the invoice(s) to be unlinked and click the unlink button



Then go back to Post to Open Items and click the void check button

Voiding Payroll Checks

To void a payroll check go to the employee timecard view, highlight the check and click Void



It will completely reverse the payroll entry.

Re Print a Packing Slip

To re print a packing slip. Open the sales order and go to the detail tab and put a check on “Prompt for packing Slip” and then click save and you will be prompted for a packing slip.

Reverse or Copy an Invoice

To reverse or copy an invoice from history so to Sales History Find the invoice you want to do and open it. Thne click the “Copy as New Order” button.



You will be prompted as to what you want to do with the order. Choices are

Un-Issue a PO

As long as a PO has not been received it can be Un – Issued. Click the Unissue button. The PO can now be edited and added to.

Printing a Check for a Customer

Sometimes you need to issue an check to a customer. For instance if they have been given a credit and you want to refund it. Click on Utilities/Instant Check. Select Customer and click next. Type in the date and check avount. Add a Memo as to why the check is being printed. Choose the bank and click finish. And then click to post button. The posting will put a credit on the customer’s account that can then be linked to the original credit.

Copy a User / Change password

To copy a user go to Utilities/System Manager/User Details. Select the user to copy and click the copy button. You will be prompted for the new user name and password. It is useful to create template users that can be copied when a new is hired.



To change a users password click the password button

Adding a Background Color and/or Image

To add a background image go to Utilities/System Manager/User Details and select the “Application Background” and browse you computer for the image you want. This is useful if you have several companies. It will serve as a reminder as to which one you are in. NOTE- This should not be used in a Terminal Services environment as it uses internet bandwidth to display.

Underline Navigation

You can find records in BusinessVision by clicking on any field that is underlined. For instance if you want to view customers in the city of Toronto click on the filed name City then type Toronto in the city field click the right navigation arrow repeatedly. It will display all customers in Toronto.

Auto Generate Purchase Orders

From BusinessVision 7.1 and later there is the capability to create Purchase Orders automatically based on requirements. You get there by going to Edit / Purchase Orders / Auto Generate Purchase Orders.



It can create the PO’s based on inventory by looking at Re-Order points, Back Orders and items below zero. To do this click button “Select from Inventory You will be then asked to select how you want the system to check for what is required.



It will then show you what is required and allow you to change vendors and quantities. The vendor set by default is the one you have set as the primary vendor in the inventory module. You can also choose not to order the product. You can then print a provisional Purchase Order listing by click the print button.

If all is OK then click the “Generate PO button.” And an open PO is generated for each vendor. Go to the PO module to issue. It can still be edited before issuing.
You can also generate PO’s by clicking the “Select from Open Orders” button. This will allow you to create PO’s for all or some open sales orders.