FACS Management Systems, Inc.

Tips from Tech Support

Informational Notes.

FACS software (7.01a and higher) makes it easy for you to add free-form notes to virtually every type of accounting transaction and to most master file records.

If you've ever wanted the ability to attach an extended description to a General Ledger entry, or record notes of promises made by customers on invoices, or simply enter a reminder in Accounts Payable so you'll remember why an invoice is in dispute, you'll find lots of value in the notes feature.

Basically, the notes feature gives you the ability to attach an electronic "post-it" note to a transaction or to a master file record, such as a customer or vendor record. And you can attach a note quickly and easily by displaying the record you want to notate, then pressing the Notes Key. The system will then prompt you to enter your note: up to 7 lines with up to 75 characters per line. You can attach up to 999 notes per record. Once entered, the notes stay with the respective record until you delete them.

When you generate reports, you can include or exclude notes, or you can limit the report to only those records that have notes.

Apply credits when you enter cash receipts.

Have you ever had a customer call with this complaint: "Why are you showing this invoice as past due? I paid half with my check and used my outstanding credit to pay off the other half!"

FACS software will make life a lot easier for your employees who keep track of cash receipts. How? With a great feature that automatically looks for open credits whenever a customer payment is entered.

When an unapplied credit is found, the system displays the message, do you want to apply open credits? After you apply all or part of the outstanding credits, the system automatically returns you to the cash entry screen so you can complete processing the receipt.

This feature eliminates the aforementioned customer complaint, and it saves your data entry personnel the time they now spend combing the system for unapplied credits.

Quick checks and prepaid vouchers.

A subtle, yet useful enhancement is the ability to accrue accounting entries while entering quick checks or prepaid vouchers in Accounts Payable.

By using the new check date prompt on the voucher entry screen, you can now book the expense on one date (voucher date) and record the payment on another date (check date).

Magic with macros!

The macro processor has been one of the most popular new features in FACS accounting software. Designed specifically for use with reports, a macro is simply a series of "captured keystrokes." When activated, the macro automatically processes those keystrokes so you won't have to.

Here's an example that illustrates how a macro can save you time...month after month.

Consider this: How many different General Ledger financial reports do you normally print at the end of every month? 5...6...10? Does someone have to "baby sit" at the computer waiting for one report to print, then having to enter the data required to print the next report? Then the next...and the next?

With the macro processor, you simply enter the keystrokes required to print each month-end report--one report after another--until you have typed all the keystrokes needed to print all the reports. (The system automatically captures each keystroke you made.) From then on, when you run this macro, the system will print all your monthly G/L financials...automatically... with no need for a baby sitter!