Passport Business Solutions™ Enhancements

Accounts Payable

• The Vendor History report can be generated using a specific starting and ending date range for vendor activity.
• Batch processing has been included in the following A/P functions: Payables, Recurring payables, Process checks and Void Checks. You can keep your transactions separate from other users.
• Four different check formats are available. A new blank stub format allows the use of the same checks for both Accounts Payable and Payroll. You save money by purchasing only one set of checks.
• Checks can be generated immediately, a convenient feature for COD processing, etc. This also facilitates receivings and reduces manual check writing and repetitive data entry. For immediate payment, enter a non-A/P payable and print a check for that bill automatically.
• The Vendor file has additional fields. The new fields include, contact 1 email, contact 1 fax, contact 2 email, contact 2 fax, purchases, discounts and payments period-to-date, last check number, last check date and last check amount.
• Last check date, check number and amount, as well as current payables balance, for each vendor is maintained for easy review. If a vendor's check is voided, the information is removed from the vendor field and these three fields revert to the previous check information.
• A vendor contacts file has been added to allow multiple contacts per vendor. The contacts file contains the fields of customer number, contact number, contact name, title, address 1, address 2, address 3, telephone, fax, email and authorization number.
• The purchasing addresses file has been expanded to include the additional fields of contact 2, contact 2 phone, contact 1 email, contact 1 fax, contact 2 email, contact 2 fax, and country.
• An unlimited number of cash accounts and accounts payable accounts are allowed.
• Additional vendor information such as telephone numbers has been added to inquiry screens and related reports.
• A default distribution account can be defined in the control information.
• Label printing provides the printing of a return address.
• Drill down to vendor history.
• Tracking of purchase memos provide reporting of amounts purchased through credit cards.
• When using Job Cost, retainage payables are handled.
  

Accounts Receivable

• Process invoices directly through A/R. Many features of Professional Invoicing, including invoice processing and customized invoices have been incorporated into Accounts Receivable.
• Sales tax processing has been expanded to include up to five tax rates per jurisdiction. The Sales Tax Summary Report details period-to-date or year-to-date tax information grouped by tax code within General Ledger account for easy tax reporting and record keeping. Ability to print sales tax reports based on invoice date or collection date.
• Additional information is maintained in each customer record including contact 1 email, contact 1 fax, contact 2 email, contact 2 fax, sales territory, SIC code, ship zone, default cost center, past due amount, last invoice number, date past due and amount calculated, and last returned check amount and date.
• Automatically handles checks returned for reasons such as non-sufficient funds (NSF). Records are reversed, including General Ledger distributions. You can easily enter bank charges as well as charges to the customer for returned checks or other credit problems and have the information applied appropriately throughout the system.
• Allows the user to design statement formats. Up to 99 statement formats may be created and stored. Formats can be defined to work with preprinted forms, plain paper or company letterhead. Envelopes can be printed separately or together with your statements depending on your equipment.
• Shipping zone, sales territory and SIC have been added to the customer file to support third-party products, freight calculations, new reporting options such as 'sales analysis by territory' and more.
• Three user definable fields have been added to the customer file. The field lengths are 16, 10 and 10.
• Activity trend history is retained for each customer for up to 13 prior periods, including average days to pay, highest balance, total charges and total payments received.
• A contacts file has been added. Unlimited contacts can be added per customer. The contacts file contains the fields of customer number, contact number, contact name, title, address 1, address 2, address 3, city, state, zip, country, telephone, fax, email and authorization number.
• P.O. number required field has been added to the customer file. If a customer is required to have a P.O number when an order or invoice is entered, a P.O. number must be entered to complete the transaction.
• Batch processing has been included in: Cash receipts, Finance Charges, Invoices, Miscellaneous charges, Recurring bills and Returned checks. You can keep your transactions separate from other users.
• An on-credit-hold flag for individual customers with overdue accounts prevents unauthorized sales.
• A new expanded view function lets you view and drill down through invoices, recurring and standard bills.
  You start by selecting the bill reference number and customer number. Once you choose the appropriate bill, you can review the summary line items and drill further to the detailed information about a particular line item.
• When viewing open items there are new options to view only unpaid items, view one invoice, view a summary or detail by invoice number. There is a drill down feature that allows the user to view the invoice detail, including the invoice lines. Also there is an option to print a customer statement from the view screen.
• The Collections Report and View Customer Account now show current and past due balances, first and last sale date, and last payment date and amount.
• Drill down to customer history.

Check Reconciliation

• General Ledger distributions from checkbook transactions such as back charges, interest earned, etc. can be directly interfaced from Check Reconciliation to the General Ledger package, reducing repetitive date entry.
• An unlimited number of cash accounts are support. These cash accounts may be shared with Accounts Receivable, Accounts Payable and Payroll.
• Revised checkbook entry makes it easier to locate existing checkbook entries.
• When transferring deposits from Accounts Receivable, details of the cash receipts that make up each deposit may be printed.
• Grand totals appear on the Account Activity Report.
• Totals of uncleared items now optionally appear on the Reconciliation Report.
• A "close checkbook" function is provided to remove an obsolete checkbook from the system.
• Returned check information for NSF checks from Accounts Receivable is automatically handled.
• Voided check information from Payroll and Accounts Payable can be transferred to Check Reconciliation
  

General Ledger

• General journal screen allows for multiple line entries allowing faster, more flexible date processing.
• General journal automatically balances each journal entry transaction and allows entries to be inserted at any point.
• You have the option to automatically update your Valid G/L Account file used by many PBS modules when editing your General Ledger Chart of Accounts.
• General Ledger account number structure has been expanded to allow up to four segments within 17 characters.
• Budgets can be stored for an unlimited number of years (past, current or future), accounts and budget types for use in reports and financial statements. A variety of options make it easy to generate multiple budgets for multiple years.
• Comparative and budget information can be retained for an unlimited number of years. Different budgets may be entered for each year (past, current and future). Reports and financial statements can be easily generated showing budgets and comparatives for previous years.
• User-defined budget types allow you to categorize budgets. There is no limit to the number of budget types. For example, you can formulate budgets based on various sales projections in addition to the actual budget.
• A budget 'grow' function has been added to General Ledger. This function takes an existing budget or comparative, increases it by a percentage or amount, and creates a new budget. Manual adjustments can be easily made afterward.
• Allow user to specify the contents of six columns on the financial statements, and the sequence in which these columns are to be printed. Varying cost centers, budgets (current, past or future year) or comparatives (actuals for the fiscal year) can be specified for each column. You can select from among period-to-date (PTD) actuals, year-to-date (YTD) actuals, PTD or YTD budgets for any fiscal year or any budget type, and PTD or YTD comparatives for any fiscal year.
• A General Journal function allows multiple line entries of debits and credits on a single screen for faster, more flexible data processing. A General Journal "entry #" can be defined to distinguish transaction groupings. This allows you to have journal entries that consist of more than one General Ledger account.
• The program requires that each journal entry transaction balances and allows entries to be inserted at any point. You can select which items to post from your General Journal entries. The functions previously handled within General Journal processing are now covered under the Distribution Journal application. The Distribution Journal function collects entries from journals in other PBS packages and allows you to enter, edit, post and create auto-reversing entries.
• Produces transaction detail schedules for audits or tax reports. There are entries in the chart of accounts file for federal, state and audit type attributes.
• A new function allows the chart of accounts to be converted from earlier versions of PBS as well as other accounting packages. You can cross-reference your pre-8.0 account numbers with accounts in the 8.X cost center. The account included in the cross-reference can be up to 40 characters.
• A utility allows output to a standard comma delimited file that can be read by Excel and other popular spreadsheet and database packages. A file is created with a row for each account in your Chart of Accounts. Each row contains columns for account number, account description, debits brought forward, credits brought forward, debits in the current period and credits in the current period.
• On the Trial Balance Report (detail version), the account number and description of the account is shown at the top of the second and subsequent pages of a single account's activity.
• On the Source Cross-Reference Report, the source or journal is shown at the top of the second and subsequent pages used for a single source or journal.
• A special operating statement layout of up to 12 columns of eight characters each shows month-by-month actualize and budgets. This allows users to analyze and track actualize and budgets for year-end projections.
• A special Year End Projection format for income/operating statements and supporting schedules consists of up to 12 columns of eight characters each and shows for the current year month-by-month actuals and budgets of any budget type. This allows you to analyze and track actuals and budgets for year-end projections.
• General Ledger receives distributions from Check Reconciliation for interest, bank charges, etc.
• Federal, state/local and audit type attributes can be entered in the Chart of Accounts file. Using this information, the Tax and Audits Schedules function enables you to prepare and print schedules for tax purposes. User-defined tax and audit schedules provide needed individual transaction-level information for a selected range of dates. You can choose to show tracking detail that consists of source journal number and document number.
• On a calculation overflow error, '99999' is printed and processing continues.
• You have the option to print zero balance accounts or print accumulated total (PAT) codes on financials. Working Trial Balance and Trial Balance reports also can include zero balanced accounts.

Inventory Control

• Prior status periods information is maintained for up to 24 periods.
• Serial number and lot number items are tracked from purchase to sale. The reports of Serial numbers by Item, by Vendor, and by Customer help to fully track these items through the entire process. A Flooring report gives the value of your serial items, sold or unsold. Warranty programs can be sold and attached to a serialized item. Serial History, Serial Numbers and Lot numbers provides for fast access to data about these items.
• Provides an inventory history file with associated view and report options.
• Physical inventory counts and inventory transactions can be imported directly from a file.
• Allows entry of prices or costs up to five digits to the right of the decimal point.
• Two alternate units of measure can be defined per item number. A price code can be attached to each unit of measure. A default unit can be defined for order entry purposes.
• Quick work orders allow bypassing most of the steps for creating work orders.
• Eight unique bar codes can be created for each item.
• The item master record stores the height, width, length, and weight of the item.
• Inactive items with zero sales and zero quantities may be purged.
• Multi-warehouse pricing is supported.
• Sales and contract pricing can be established by customer, item category, and item sub-category.
• Prices may be established in ascending or descending order. Price changes for items and alternate prices are easily enabled by a range of item numbers, categories, sub-categories, and vendors. The price changes may be reviewed before updating.
• Pricing reports can be selected by item, warehouse, sale or contract price, and actual customer.
• Six item file user-definable fields are available for defining additional quantities, descriptions or dates.
• Category and sub-category fields are now selectable from files, thus making the data entry more reliable.
• Group price changes are allowed. You can change the various prices based on a dollar amount, a percentage or not at all. Rounding can be done by the cent, dollar, based on price point, or not at all. Price point pricing, common to retailers and wholesalers, is handled by calculating, rounding up by a factor, and then backing down a small amount. This results in a figure such as $79.95.

Order Entry

• Allows entry of new transaction types of quotes, return merchandise authorizations (RMAs), loans and rentals.
• User-definable forms types are provided. Special forms can be created for orders, invoices, credit memos, quotes, RMAs, loans, and rentals.
• Quotations can be entered and easily be converted to an invoice or an order. Return merchandise authorization (RMAs) easily convert to credit memos.
• Backorders may be automatically filled by user-defined options. The fill report may be reviewed before updating.
• Orders support serial and lot controlled items. Text information may be included in the line item area.
• Access is allowed to the services file in A/R.
• Handles up to five taxes per line item from A/R tax file.
• Allows entry of prices or costs up to five digits to the right of the decimal point.
• If a customer is required to have a P.O. number, then the user will be prompted to enter a P.O. number when entering an invoice or order.
• Customers may be added during the order entry process. Customer numbers may be automatically assigned.
• Picking tickets have the option to include item height, width, length and weight.
• Posted and open orders may be located by using the customer's purchase order number.
• An option allows using the invoice number for the order number.
• Unlimited notes can be attached to orders for internal use.
  
• Customized shipping labels and COD labels can be printed.
• Cost centers can be assigned to customer, item, or order.
  

Payroll

• Payroll handles multi-state/multi-city payroll within a pay period. This allows an employee to be associated with more than one state or city for SUI ceilings, resident/non-resident taxes and handling of w-2s, etc. Payroll handles employees who live in one state/city during a pay period. The SUI reporting method can be computed based on home state or work state. Fixed earnings, 401k and fixed before-tax deductions are prorated across states and/or cities.
• Multiple pay rates per employee handles shift differentials and employees with varying jobs and/or locations paying different rates within the same pay period. This is especially useful in such industries as construction, restaurants, temporary employment agencies, etc. Each employee can have three special pay rates entered on their employee record. A different worker's compensation code can be assigned to each employee rate, allowing you to easily calculate worker's compensation based on tasks performed. When entering payroll transactions, you can have up to 10 different pay rates per pay period or state. You can easily override any employee's special pay rate at transaction entry time.
• Deductions and earnings codes can be calculated as a percentage of earnings. Supplemental earnings can be calculated as a percentage of gross pay. 
• Additional payroll deductions facilitate the handling of cafeteria plan benefits.
• Automatic or manual checks can be voided individually or by the entire check run. Payroll interfaces with General Ledger and Check Reconciliation to reduce data entry. You can void a single check or a range of checks based on check date (date written), pay frequency, cash account, payment group, department number, check numbers, or reference.
• A blank stub format allows use of the same checks for both Accounts Payable and Payroll. You save money by purchasing only one set of checks. However, new Payroll checks are necessary for version 10. You cannot use RW2000® or RW32™ version 6.8 checks with the new version.
• Vacation and bonus checks can be processed and printed separately in the same run as regular paychecks.
• 401k information can be printed on the check stub.
• Additional deductions and earnings are allowed per pay period check. A total of 18 voluntary deductions or 15 earnings are available; nine on the main employee screen, plus three fixed and six temporary during transaction entry.
• W-2 forms can be printed in order by state.
• You can easily designate cost centers and main account from employee wage accounts, etc. General Ledger accounts for distribution can vary based on the main cost center and/or minor cost center of the employee.
• More flexible methods of accruing vacation and sick time, such as by hours per quarter or hours worked (ideal for part-time employees), are available.
• When you have selected the option for full detail in the distribution file, miscellaneous deductions and earnings are not compressed. You can select whether to summary post distributions to General Ledger or not (by date, period or none). This allows detailed distributions information for reports and voiding checks to be retained, but can prevent unsummarized information passing to G/L for wages, taxes, deductions, earnings, etc.
• A flexible deduction report allows reporting by deduction. You can show total deductions/earnings for a specified period and a specific deduction code.
• You can proportionately distribute taxes to different accounts and cost centers.
• Direct deposit to one or two financial institutions is included. Two are available per company; however, only one per employee.
• A direct deposit add-on feature provides up to 15 bank accounts per employee with ACH file creation.
• Drill down to employee history.
  

Point of Sale

• Can handle serial number items on the transaction screen.
• Can handle lot number items on the transaction screen.
• Integrates with new PBS I/C and A/R features.
• Can change shipping account number on the fly.
• Can change miscellaneous charges account number on the fly.
• Tracking of layaway items.

Purchase Order

• Able to create user-definable purchase order formats. Also allows the use of standard purchase order formats.
• Able to print item labels when posting received purchase orders.
• Provides for inventory serialized and lot controlled item to enter the serial and lot numbers when receiving.
• Purchase Order Special Message field can pull data from a special field file thus eliminating the data entry of the same message repeatedly. Special messages can still be typed manually when needed.
• When entering purchase order line items, user can change the entry mode and enter either the inventory item number or the vendor item number.
• The deliver-to addresses have been expanded to include the new fields of country, a second contact name, a second contact address, and fax and email for both contacts.
• When the P.O. Purchasing Advice Report is run, pre-purchase records are created for each item that falls within the re-order parameters entered for the report. These pre-purchase records may be edited until they reflect your actual order and then converted to purchase orders automatically.

Sales Analysis

Customer comparatives

• Load customer comparatives
• Enter customer comparatives
• Transfer cust comparative data
• Monthly existing
• Monthly new
• Quarterly existing
• Quarterly new
• Yearly existing
• Yearly new

Item comparatives

• Load item comparatives
• Enter item comparatives
• Transfer item comparative data
• Monthly existing
• Monthly new
• Quarterly existing
• Quarterly new
• Yearly existing
• Yearly new

Customer reports

• Customer existing
• Customer new
• Customer sales volume existing
• Customer sales volume new
• Customer type existing
• Customer type new
• Custsomers for an item existing
• Customers for an item new
• Customer SIC existing
• Customer SIC new

Item reports

• Item existing
• Item new
• Items by sls volume existing
• Items by sales volume new
• Items by category existing
• Items by category new
• Items for a cust existing
• Items for a customer new

Service reports

• Customers for a service existing
• Customers for a service new
• Services for a cust existing
• Services for a customer new

Sales representative reports

• Sales rep, respons. existing
• Sales rep, responsible new
• Sales rep, actual existing
• Sales rep, actual new

Location reports

• Sales territory new
• State existing
• State new
• Zip code existing
• Zip code new

System Manager

• Windows GUI features including Windows type menus, screens, buttons and much more.
• HTML printing or reports to file and viewing on screen.
• Windows printing - including printer selection, font selection, portrait or landscape and more. You can print to an unlimited number of defined printers - anywhere on the network.
• Print forms and reports to a PDF file format that can be viewed in Acrobat®.
• 32 bit integration with the Windows 98SE, NT, XP, Vista, Win 2000 or Win 2003 operating systems.
• Available in Unix and Linux operating systems.
• Optional batch controls allow grouping of transactions into user-defined batches that can be used for entry, edit, selection or post. These groups, or batches, can be processed together. Multiple users (up to 89 users) can enter transactions into a single batch, or each user can enter into their own batch. When a batch is finished it can be posted without interfering with another person's transaction or batch. However, all users in the same batch must stop transaction entry before posting that batch. You can decide on a per package basis whether or not to allow batches and the level of batch control. An audit log shows posted batches and keeps track of any transactions that would impact the package with batch control activated. You have the option to utilize batch control values for hash controls.
• Using PgUp/PgDn, Home, End, etc., allow for easier entry and editing of transaction distributions (such as Sales, Payables, Time Worked, etc.). You can browse forward and backward and easily move through your distributions entries.
• "First" and "last" as well as "earlier" and "latest" options are always selected by using the F2 key.
• New function keys have been added so that where the F1 key is defined for "next," Shift F1 can be used for "previous" and where the F2 key is defined for "next," Shift F2 can be used for "previous."
• There are a variety of quick and easy methods for deleting reports from your spooler. You can use F5 to delete all spooled reports related to a specific package. F3 allows you to purge reports based on the date created. Or, you can enter a starting and ending number and delete a range of reports.
• The System Manager contains the definition of the account number structure for each company. Segments can be defined for major cost centers, minor cost centers, and sub accounts. System Manager lists General Ledger account numbers, and, if cost centers are used, the valid cost centers can be used by all modules. Account numbers can be alpha-numeric. A conversion program allows you to changed to a new accounting structure after upgrading.
• Popup windows are now graphical and called Lookup windows. The fields that display can be customized.
• Graphical buttons added to the screen for various PBS functions.