1. finance
2. accounting and auditing

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Chapter 4 Contents
PAYABLES MENU.......................................................................................................................... 2
I.C. STATEMENTS .......................................................................................................................... 4
I.C. STATEMENT REPORT OPTIONS ................................................................................................. 5
I.C. STATEMENT ADDITIONAL OPTIONS ............................................................................................ 7
CUSTOMIZE .................................................................................................................................... 8
TRAILER RENTAL REVIEW ............................................................................................................... 9
DRIVER REVENUE STATEMENTS ............................................................................................. 10
DRIVER REVENUE ROUGHS .......................................................................................................... 11
DRIVER REVENUE STATEMENT REPORTS ...................................................................................... 12
Driver Statement Listing ......................................................................................................... 12
DRIVER REVENUE STATEMENTS – FIRST 40 HOURS ........................................................... 13
OWNER-OPERATOR LISTING .................................................................................................... 14
OWNER-OPERATOR CERTIFICATION OF OWNERSHIP (CEM-2510) .................................... 17
INDEPENDENT CONTRACTOR REPORTING (DE-542) ............................................................ 20
VENDORS ..................................................................................................................................... 22
VENDOR SCREEN WITH HISTORY TAB ............................................................................................ 23
VENDOR REPORTS ....................................................................................................................... 23
A/P CUSTOMIZATION .................................................................................................................... 25
INVOICE DATA ENTRY ................................................................................................................... 26
A/P ENTRY FIELDS ....................................................................................................................... 26
A/P ENTRY BUTTONS ................................................................................................................... 26
INVOICE ENTRY WITH MULTIPLE GL ACCOUNTS ............................................................................. 28
CREATING PAYABLES FOR TRAILER LESSEES................................................................................. 29
TAG AND PAY ONE VENDOR.......................................................................................................... 29
TAG AND PAY MULTIPLE VENDORS ................................................................................................ 30
1099S ............................................................................................................................................ 32
PRODUCING 1099S BY THE NUMBERS. .......................................................................................... 32
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Payables Menu
The Payables portion of the DTS exists to make pay statements for Subhaulers, generate
revenue statements for drivers, allow entry to Vendors and Accounts Payables, and perform other
miscellaneous functions such as Owner-Operator Listings and 1099s.
The Driver Revenue Statements option has several variations. The standard screen allows for
the paying of hourly, tonnage and load. Another option exists for paying your drivers a rate based
on the truck type that was driven on each day. The hours are tracked. After the first 40 hours
have been reached, the overtime rate is based on an average of the rates that made up the
regular time.
The Accounts Payable portion provides standard functionality found in other software programs,
yet, is enhanced specifically for the trucking industry. For example, when entering A/P invoices,
you may specify the units the cost is a result of. The amounts feed into the Unit Costing area as
a variable expense.
Additional screens provide various methods to suit the user’s way of working. For example, one
user may elect to work one payable check at a time. Others may want to mark all Payables due,
review with a supervisor, and then run all A/P checks at once.
From the Main Menu select the button to the left of Payables or use the pull down menu. The
screen appears as shown for the DTS Enhanced users.
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The following screen depicts the Payables Menu for the Dump Truck System (Basic Version).
Please note that all DTS systems create Driver Revenue Statements and Fee Paid Statements
for your Independent Contractors. The most notable addition to the enhanced version is support
for Vendors.
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I.C. Statements
This portion of the DTS exists to produce pay statements for Independent Contractors.
Statements may be generated for a single company, or for all companies within a specified date
range. The Generate Statements by Selecting Freight Bills screen is vital for companies that pay
outsiders when payment has been received on billing invoices.
Most companies create statements for the freight bills they want to pay, and then write a single
check. Others may generate a pay statement for a time period, then make several payments,
depending on cash flow.
Adjustments may be entered for gross or net amounts. A gross adjustment can be used if the
customer paid a different rate or disputed the time on a freight bill. The broker fee and trailer
rental is calculated when the adjustment is entered.
Statement numbers are created by using the year-month combination followed by a sequential
number within the month. Using this style enables the rapid identification of the time frame a
statement covers. There are many statement styles or print layouts. As a service to your largest
outside carriers, the Group by Truck statement makes a Fee Paid Statement for the company
then groups freight bills according to their truck number.
Press the [Back] button to exit the screen. Note that the X at the top right-hand corner may also
be used. The [Save] button is used to save any changes that are pending. If changes are
waiting to be saved and the [Back] button is pressed, a prompt will appear asking if changes
should be saved.
The statements appear in order with the most current one visible. Press the [ < ] and [ > ] buttons
to scroll through the statements. Note that the up and down arrows on the keyboard may also be
used. To go to a particular statement, press the [Go] button. To scroll through all of the
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statements for a particular Independent Contractor, press the [F7] key. Double click in the Pay
Code field to bring up a list of Independent Contractors. After one is selected, press the [F8] key.
Please note that when the [Go] button or a query is entered, the [All] button must be pressed to
query all statements again.
The [Checks] button brings up a screen that displays all checks that need to be written. This
feature is explained later in this chapter. Adjustments for items like freight bill rates and
hours/tons may be entered as well as other deductions such as fuel, phone service, parts. Press
the [Adjust] button to go in to adjustments for Independent Contractors. This option is explained
further in this chapter.
To obtain another copy of the statement, press the [Reprint] button. To reprint more than one
statement, it is faster to click on [Reports…] and select I.C. Statement Final. A prompt appears
that asks for the statement date. All statements on that date appear and may be selected for
reprinting.
I.C. Statement Report Options
Bridge Tolls Report
This report lists the date, tags, statements and amounts paid to Independent Contractors for
reimbursements to bridge fees.
Brokerage Detail Report
Broker fees are identified at the freight bill level. This report should be run before the production
of pay statements in order to verify the percentage specified on the freight bills. The report may
be run for one I.C. or all.
Brokerage Fee Exception Report
Although the broker percentage is defaulted in during freight bill entry, some user errors have
been identified where broker percentage was removed or not specified. Run this report to view
the freight bills for Independent Contractors where no brokerage was specified.
Certified Payroll
All freight bills that have been identified as certified payroll within the time period specified appear
on the report.
Driver Overtime
If paying drivers percentage and they have different or overtime rates for Saturday and Sunday,
this report lists the freight bills and rate changes that have been made on the Driver Overtime
screen obtained under the [More…] button.
Driver Percentage Adjustments on Statements
The ability to specify adjustments to freight bills where the driver gets paid a percentage is
available. This report displays the adjustments that have been placed on statements.
Driver Percentage Adjustments, Outstanding
If an adjustment to freight bills where the driver gets paid a percentage is created, this report
displays the adjustments that have not yet been placed on statements.
Driver Revenue Roughs
Print these rough statements to balance and check the freight bills that are payable to your
drivers. When the report is selected, a prompt asks for the beginning and ending date on which
to check for freight bills that are payable. The screen is populated with each driver’s name. You
may pick and choose which statements to print. The screen may be ordered by code, name or
code in trimmed order. Refer to the section titled “Driver Revenue Roughs” for further
information.
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Driver Revenue Statements
This is the smooth copy for drivers. It contains your company name and address at the top of the
screen, the driver’s name and address and the freight bills being paid. Most companies give this
statement to the drivers along with an earning statement.
Driver Revenue Statements for Refuse
Refuse companies give this list of freight bills being paid to their drivers.
I. C. Adjustments Taken
Adjustments can be placed on Independent Contractor pay statements. This report lists the
amounts applied.
I. C. Checks Posted, By Date
Lists checks applied to Independent Contractor statements.
I. C. Outstanding Adjustments
Adjustments may be entered before I.C. statements are created. This report lists the adjustments
that have been entered, but not yet placed on payable statements.
I. C. Statement Listing
Pay statements may be listed for one I.C. or all during the specified time period. Various columns
are totaled.
I. C. Statement Summary
Pay statements are summarized over a given time period.
I. C. Statement, Rough
This report lists the freight bills that fall within a time period that have not yet been placed on a
Pay Statement.
I. C. Statement, Smooth
When paying an Independent Contractor, freight bills are placed on pay statements. Checks are
then applied to the pay statements.
I. C. Trial Balance
This report previews the amounts to be paid to Independent Contractors. Run this report after the
I.C. What Needs Paid or I.C. Statement Rough reports are ran and checked against the freight
bills. The totals at the bottom of the report should match the I.C. Statememt Summary and
Statement Listing reports.
I.C. Payment Listing
Lists the statement number, net amount, check number and company paid.
I.C. What Needs Paid, Detail
th
Run this report to ensure all freight bills have been placed on statements if you pay all on the 25
of the following month. Others that pay when payment has been received run this report in
response to I.C. queries on what is still outstanding to them.
I.C. What Needs Paid, Summary
This report summarizes per Independent Contractor, the amount that is payable.
Leased Trailer Disbursement Report
This report identifies leased trailers, then displays the freight bills for the time period specified and
groups by trailer.
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Mechanic's Clock Times
This report lists each clock punch and work performed by your mechanics.
Mechanic's Time Recapitulation
This report totals the time spent on each power unit for every mechanic. If power units are
grouped according to owner, this report is ideal in determining the maintenance expense per
owner.
Mechanic's Time Summary
A nice matrix report that lists the days worked down the page and mechanics across the top with
the total hours worked per day.
Unit Revenue Roughs
Lists the freight bills for each truck, grouped by driver. This report helps identify data entry errors
in assigning drivers to wrong trucks.
Delete: If the statement on the screen must be deleted to allow reprocessing of the
freight bills behind it, this button will handle it.
More: It would be impossible to place all the available options onto the screen with a
button. The [More] button provides a way to group seldom used options
together and displays them in a list when called. These utility functions are:
Customize
Delete All Statements Printed on a Date
Send Driver Smoothes to Payroll
Send this Driver Smooth to Payroll
View Freight Bills on this Statement
I.C. Statement Additional Options
Delete All Statements Printed on a Date
This option deletes all statements that were printed on a date specified. The freight bills
are NOT deleted. The statement is removed and the freight bills become payable again.
Send Driver Smoothes to Payroll
After the driver statements have been verified as correct, select this option from the
[More…] button. All statements that were created on the date you select will be sent to
the Payroll module. The date sent appears on the screen of each statement.
Send this Driver Smooth to Payroll
If a single driver statement needs to be sent to payroll, select this option from the
[More…] button.
View Freight Bills on this Statement
This option shows the freight bills that were used to create the pay statement shown on
the screen. Note that you may also reprint the statement to see the freight bills. When
the freight bills are displayed on the screen, double click on one to drill down and see
more information.
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Customize
This screen enables companies to direct the Dump Truck System to operate according to their
preferences. This screen is accessed from the Pay screen, [More] button, the by selecting
Customize.
Display Customer or Description on Pay Statements?
The Independent Contractor Rough and Smooth Statements have enough room to display
the customer billed or the description. Select the item you prefer to show on the I.C.
Statements.
Do you have custom letterhead?
If you want the I.C. Statements to print on your pre-printed letterhead, select the yes option.
Check Style
There are several check formats. Double-click in this filed to bring up a list of check types.
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Trailer Rental Review
This screen enables a quick review of trailer rental entered on freight bills. When the screen is
first entered, a prompt appears that asks for the beginning and ending dates. Following the date
selection, a pick list of your pullers shows up.
Press the [Back] button to exit this screen. To select another puller, click on the [Select Puller]
button. [Select Period] allows for the changing of the time period.
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Driver Revenue Statements
This portion of the DTS exists to produce Driver Revenue statements from freight bills and
adjustments. The amounts may be listed on a report for submission to a payroll service or
interfaced with the DTS Payroll module.
Press the [Back] button to exit the screen. Note that the X at the top right-hand corner may also
be used. The [Save] button is used to save any changes that are pending. If changes are
waiting to be saved and the [Back] button is pressed, a prompt will appear asking if changes
should be saved.
The statements appear in order with the most current one visible. Press the [ < ] and [ > ] buttons
to scroll through the statements. Note that the up and down arrows on the keyboard may also be
used. To go to a particular statement, press the [Go] button. To scroll through all of the
statements for a particular Driver, press the [F7] key. Double click in the Pay Code field to bring
up a list of Drivers. After one is selected, press the [F8] key. Please note that when the [Go]
button or a query is entered, the [All] button must be pressed to query all statements again.
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Driver Revenue Roughs
Print these rough statements to balance and check the freight bills that are payable to your
drivers. When the report is selected, a prompt asks for the beginning and ending date on which
to check for freight bills that are payable. The screen is populated with each driver’s name. You
may pick and choose which statements to print. The screen may be ordered by code, name, or
code in trimmed order.
Driver Revenue Rough Screen
Note that the drivers may be ordered on the screen and print by code, name, or a trimmed
version of their code. The trim order is for companies that use a number for their codes.
Code Order
1
10
11
2
3
Trim Order
1
2
3
10
11
The driver’s name is removed from the screen after it is printed to show that it has been printed.
The freight bills are still payable. If the screen is exited and re-entered, all drivers that are
payable appear.
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Driver Revenue Statement Reports
Driver Statement Listing
When this report is selected a window appears for the designation of the report parameters. The
window prompts for the beginning and ending date string. All Driver Revenue Statements with a
statement date that falls within the dates will be included on the report. For a single pay date,
enter the same date on both lines. If a single driver is desired, enter the pay code on the Code:
field. The following example is requesting a report on all statements that were made for Barney
Rubble for the entire 2003 year.
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Driver Revenue Statements – First 40 Hours
This module is ideal for companies that pay drivers a rate based on the equipment type being
driven as well as pay an overtime wage based on a time and one half averages of the rates
earned during the 40 hour regular period.
st
Refer to the screen displayed above to note that on April 1 , the 40 hours was reached. The
overtime rate is displayed on the entry that totals 40 hours and will be used on any overtime
hours during the pay period. Adjustments may be entered directly onto these statements.
Press the [Back] button to exit the screen. Note that the X at the top right-hand corner may also
be used. The [Save] button is used to save any changes that are pending. If changes are
waiting to be saved and the [Back] button is pressed, a prompt will appear asking if changes
should be saved.
The statements appear in order with the most current one visible. Press the [ < ] and [ > ] buttons
to scroll through the statements. Note that the up and down arrows on the keyboard may also be
used. To go to a particular statement, press the [Go] button. To scroll through all of the
statements for a particular Driver, press the [F7] key. Double click in the Pay Code field to bring
up a list of Drivers. After one is selected, press the [F8] key. Please note that when the [Go]
button or a query is entered, the [All] button must be pressed to query all statements again.
To add an adjustment, click in the Date field. The ending date of the period is supplied. Then
enter a description and amount. To take money from the driver, precede the dollar amount with a
minus sign as shown above for the EXCESS MOBILE PHONE USE entry.
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Owner-Operator Listing
The Owner-Operator Listing saves countless hours in the production of this report. From the
Accounts Payable Menu, select the button to the left of Owner-Operator Listing. The screen will
appear as shown below. Enter the year and month combination to work with. Next enter the
customer. When the customer is selected, a list of the customer jobs appears in a pick list.
Select the customer job to report on.
Specify Required Information
Year/Month: The previous year and month are supplied upon entering the screen. For a
different time period, you may type over the information or use the up and
down arrows to change the period.
Company: Select the company to report on by positioning the cursor in the Company
field and double-clicking. A list of your customers will appear. In the
popup list, highlight the customer required and press the [OK] button or
double-click on the company name.
Job: After a company is selected, a list of jobs that were entered in the
Year/Month will appear. Select the job to report on by highlighting the job
and press the [OK] button or double-click on the job. The screen will
appear as follows:
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Note that the DTS breaks out the month into reportable weeks. Press the [Back] button to exit
the Owner-Operator Listing. The [Edit] button will allow editing of the highlighted week. A faster
way than single clicking on the week then clicking on the [Edit] button is to just double click on
the desire week to edit. The editing screen appears in the next screen shot. The [Select] button
causes the initial screen to appear where the year/month, customer and job can be re selected.
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The default value for axles is 3. If you need to change the axle value, highlight and type over the
3. When this screen is entered, all freight bills are marked with an 'X' so they may be included on
the Owner-Operator Listing. If a freight bill is not to appear on the report, then click on the 'X' to
remove it. The [Mark All] button marks all freight bills with an ‘X’. Conversely, the [UnMark All]
button clears all of the marks. When ready, press the [Print] button to print the Owner-Operator
Listing. Be sure to review the fields on the customize screen. Press the [Customize] button on
the Owner-Operator initial screen.
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Owner-Operator Certification of Ownership (CEM-2510)
This requirement is for California companies. The Dump Truck System assists in the
tracking of reporting requirements for owner-operators who work on the public site or who
may on/off haul under coverage requirements. The information covered here was garnished from
the California Dump Truck Owner’s Association website. Please refer to http://www.cdtoa.org or
phone one of the following contacts for further information or membership information.
(Northern California)
Membership Services
Director
Betty Plowman
(Southern California)
Membership Services
Director
Daniel Sanchez
[email protected]
707-974-8961
[email protected]
909-912-5733
The CDTOA found that only a simple owner-operator self certification form is necessary and, in
fact, Caltrans furnished the agency-drafted owner-operator certification forms that can be used
immediately to satisfy all owner-operator listing requirements
To be clear, there were no other requirements from Caltrans concerning owner-operators on-site,
on-haul or off-haul work other than this attached certification form. Consequently, the complicated
employee-oriented form frequently circulated and titled “Owner-Operator Listing Statement of
Compliance” form CEM 2505 – that includes various entry spaces for days worked, hours
worked, rate of pay, and check numbers etc. – is inapplicable.
If you have experienced a request to use or fill-out any other owner-operator listing forms or
requirements from other cities or county entities that is not consistent with the Caltrans form,
please fax or email it to us with a contact name for that agency. CDTOA FAX (909) 985-2348 ATTN: Lee Brown
Regarding the relevance of an owner-operators business form or status (e.g., sole proprietor,
corporation, LLC), Caltrans indicated that they simply looked at an owner-operator as any driver
who owned his or her own truck or leased the truck and had “sole use and discretion of the truck
during the contract period,” as indicated on the certification form. Consequently, Caltrans
indicated that an owner-operator’s business form or status is not relevant so long as it meets the
criteria above and the driver is an officer of the company or partner under the DMV’s MCP
program.
It was suggested that any member who is told or given anything different from Caltrans form CEM
2510 should ask to talk with the Caltrans district labor compliance officer (for Caltrans work only)
and if that doesn't work, contact CDTOA and they will help you resolve the problem at the
Sacramento Caltrans headquarter level. It is important to understand that most cities, counties
and public works entities have their own labor compliance programs and they may or may not be
consistent with Caltrans labor compliance program.
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It is the CDTOA’s intent to discover how many other public agencies have different labor
compliance requirements than Caltrans. Following this discovery, we will than attempt to ask
each agency why and on what authority they are relying on to force contractors to force truck
brokers to follow seemingly very complicated and possibly inappropriate owner-operator reporting
requirements.
Enter the year/month combination of the reporting period. When the cursor enters the customer
field, a list of customers appears. Select a customer. The list of customer jobs that have been
worked in the time period appear. Select the customer job. The customer job information
appears on the top portion of the screen. The owner-operators appear on the bottom. Note that
the list can be ordered by either Code or Company Name by clicking on the column titles. The
First Date each Independent Contractor worked in the reporting period is identified. The Printed
column shows if a form was printed for the I.C.. When the form is filled out correctly and returned
to your office, click in the Received column.
The [Print] button will print a request for the highlighted Independent Contractor. [View] will
display the request on the screen. Click on [Mark All] to place an “X” on each line. Conversely,
click on [Remove Marks] to clear all in the “X” column. To send the completed forms and cover
sheet to the contractor, click in the “X” column followed by the [Submit Marked] button. A
sample of the report appears on the next page.
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The [Reports] button contains two reports.
Certified Payroll Instruction Sheet:
This is the instruction sheet for filling out the form. You may want to print several of these
for the I.C.s that have difficulty completing the form.
Certified Payroll Status Report:
This report details the status of the certifications mailed out, received and forwarded to
the contractor.
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Independent Contractor Reporting (DE-542)
This requirement is for California companies. Senate Bill 542, which was chaptered in 1999,
requires any business or government entity that is required to file a Federal Form 1099-MISC for
services received to also report specific independent contractor information to EDD beginning
January 1, 2001. This information must be reported within 20 days of entering a contract for $600
or more, or if there is no contract, within 20 days of when the payments total $600 in any calendar
year. The independent contractor data will be sued for the purposes of establishing, modifying, or
enforcing child support obligations.
The DE-542 portion of the Dump Truck System identifies independent contractors that have been
paid $600 or over, enables for the entering of information required on the DE-542, prints the DE542 and records the date printed/submitted to EDD.
Enter the DE-542 screen from the Payables, Pay Statements, and [Reports] button. When the
screen is entered, select the calendar year to review. The check dates recorded on the Payables
Statements are examined and totaled.
Press the [Back] button to exit this screen. [Save] commits and changes that are pending. Press
the [Delete] button to remove the highlighted line from the DE-542 screen.
Use the [Edit] button to bring up a screen for the editing of the highlighted independent
contractor’s information. The I.C.s information may also appear by double clicking on the name.
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The subhaul agreement date is entered onto the DE-542 form in the Start
Date of Contract box.
Forms Worksheet: This option provides a fast method of ensuring that all required
information for the DE-542 has been entered. When the report is
selected, all independent contractors that have a “Y” in the Do column
will be included. The report appears on screen for viewing and/or
printing.
Print DE-542s: When this button is pressed, a screen will appear for the verification of
your company information that prints on the upper portion of the DE-542.
The “Contact” field is for point of contact at your company, the date that
should print on the DE-542s and “Send Qty” for the number of forms the
EDD should send to your company.
There are three types of output forms. Select the Original option if the
red-colored original forms is loaded into the printer. Select Blank Paper
to print on plain paper. This option is currently being approved by the
EDD. If a copy of the form was downloaded from the Internet, select this
radio button.
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Vendors
The Vendors portion of the Dump Truck System defines your creditors, provides A/P reports and
researching of A/P invoices. The screen has four tabs of information. These are Phone,
Address, Open Invoices and History.
When the screen is entered, the first vendor (alphabetically) appears. Press the [Go] button to go
directly to a vendor or use the up and down arrow keys on the keyboard or left and right buttons
on the screen.
Vendors, Phones Tab
Press the [Back] button to exit the screen. Note that the X at the top right-hand corner may also
be used. The [Save] button is used to save any changes that are pending. If changes are
waiting to be saved and the [Back] button is pressed, a prompt will appear asking if changes
should be saved.
The vendors appear in order with the lowest one alphabetically visible. Click on the [ < ] and [ > ]
buttons to scroll through the vendors. Note that the up and down arrows on the keyboard may
also be used. To go to a particular vendor, press the [Go] button. Please note that when the
[Go] button or a query is entered, the [All] button must be pressed to query all vendors again.
The [Reports…] and [More..] button cause a list to appear that contains report and additional
options. These buttons are explained later in this section.
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Vendor Screen with History Tab
This screen displays the invoices that have payments posted. If the invoice was posted with
multiple charts or units, you may double-click on the invoice to see more information.
Vendors, History Tab
Vendor Reports
A/P Aging Report, Detail
This report lists invoices with outstanding balances. The invoices are grouped by vendor
and ordered by transaction date. A single vendor may be selected or all vendors.
A/P Aging Report, Summary
This report summarizes invoices that are outstanding and displays the aging.
AP Liabilities
Cash Disbursements Journal
This report lists the checks paid and groups them by A/P, Independent Contractors,
Payroll, and other.
Expense Report, Detail
Lists invoices paid in the specified period and groups by expense chart.
Expense Report, Summary
Summarizes invoices paid by chart.
Open Invoice Report, As Of, Detail
Shows the invoices that were unpaid as of a specified date.
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Open Invoice Report, As Of, Summary
Summarizes by company, the amount of invoices that were unpaid as of a specified date.
Open Invoice Report, As Of, by Chart
Shows the invoices that were unpaid as of a specified date and groups by expense chart.
Open Invoice Report, By Vendor
Shows the invoices that are unpaid.
Open Invoice Report, Summary
Totals per vendor, the amount of invoices that are unpaid.
Vendor Address Listing
All active vendors and address are displayed on this report.
Vendor Call Sheet
All active vendors and phone numbers are displayed on this report.
Vendor Labels
A screen appears where the vendors can be selected and deselected to appear on a
sheet of labels. The ability to print company name and code is handy for organizing your
file drawers.
Vendor Listing, By Code
If a clerk massages invoices before they are keyed into the computer, this report assists in
determining the vendor’s code.
Vendor Payment History
When this report is selected, a window appears for the entering of the beginning and
ending dates of the invoices to include on the report. The vendor that appears on the
screen is supplied. To do this report for a different vendor, enter the code or double-click
on the code field to bring up the list of vendors. The report appears in the previewer. The
columns that appear are date; check number, invoice, and amount.
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A/P Customization
The A/P Customization screen enables each company to specify the Chart of Account to use as
the Accounts Payable Chart. This is also the screen where each user can select the check style
to use for A/P. This screen is selected from the Vendor screen, [More] button and choosing
Customize.
A/P Customization Screen
A/P Customization Buttons
Press the [Back] button to exit this screen. Click on [Save] to commit any pending changes.
[Test Check]: This button produces a sample check of the style selected. It appears on the
screen in viewing mode. To print a hard copy, click on the small icon representing a printer. To
try a different check style, double-click on the Check Format field.
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Invoice Data Entry
This screen provides an expedient method for entering Accounts Payable Invoices. When the
screen is initially entered, a pick list of your vendors appears. After selecting a vendor, you may
continue entering your first invoice. The top half of the screen is where the new invoices are
entered. The bottom half displays your entries since you have been in this screen. The purpose
is to show you what you have entered. If you are distracted, you can quickly reference where you
have left off and quickly review for errors.
A/P Entry Screen
A/P Entry Fields
Received Date: Enter the day you received the invoice.
Due Date: Enter the due date of the invoice. This date is used in the Amounts Payable
Aging Report.
Amount: The amount of the invoice.
Ind. Contractor: Very cool! If the invoice is for a part or other item incurred for an
Independent Contractor, enter the code. When pay statements are created
for the I.C.s, this invoice will show up as an expense.
Unit: If the invoice is for a part or other item incurred for one of your power units,
enter the code. It will show up as a variable expense in the Equipment
Costing reports.
Expense Chart: Each invoice must have a valid expense chart.
Description: This field is used for amplifying information.
A/P Entry Buttons
Back: Exits the Invoice Data Entry screen.
Save: Invoices are saved when they appear on the bottom half of the screen. The
field navigation naturally sends you to the [Save] button. If you press
[Enter], then invoice will be saved, then the focus will jump to the [Another]
button.
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Another: If you are going to enter multiple invoices for a vendor, after the first one is
entered, simply press this button and the vendor stays on the screen.
New: This button goes to the Vendor: field and brings up the list of vendors.
Delete: To delete invoices from the bottom-half of the screen, first single click on the
invoice to be deleted, then click the [Delete] button.
Equipment Costing:
If an invoice is to be charged to only one power unit, enter the truck code
in the Unit: field. If the invoice is charged to more than one power unit,
click on this button to bring up the variable cost entry screen.
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Invoice Entry with Multiple GL Accounts
Use this screen when an invoice is received that is to be posted against multiple expense charts,
or when using the equipment-costing feature.
When the screen is initially entered, a pick list of your vendors appears. Select the vendor. Next,
enter the invoice, date received, date due, and amount.
Entering Expense Accounts
Enter the charts to expense. You may double-click in the Chart field or press F9 to bring up the
list of charts or key in the chart number directly. The Description field defines the chart.
Entering Equipment Accounts
If the invoice has sales tax and the amount is to be spread amongst the units, enter the tax rate in
the Tax Rate: field. Position the mouse in the Unit column and press F9 or double-click to bring
up the list of equipment. The equipment costing can be applied against the following categories:
MM
MP
MR
MS
MT
Maintenance
Parts
Repairs
Shop Fee
Tires
OC
OD
OG
OO
RE
Cellular
Fuel, Diesel
Fuel, Gasoline
Oil Changes
Revenue
TI Equipment Insurance
TP Equipment Payment
TT Federal Tax Use
WC
WD
WI
WM
WT
Workman’s Comp
Wage, Driver
Medical Insurance
Wages, Mechanic
Wages, Taxes
Press the [Check Balances] button to calculate the amounts entered. When the information is
complete, press the [Post] button.
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Creating Payables for Trailer Lessees
If you lease a trailer and pay the lessee from the freight bills, this option will save countless hours
in identifying the amount to pay, tracking the freight bills paid, and setting up a payable.
Tag and Pay One Vendor
This option provides an expedient method of paying A/P invoices. When this option is selected, a
pick list of your vendors appears. Highlight a vendor and click on [OK] or you may also doubleclick on the vendor’s name. All open invoices will appear. The DTS assumes you want to pay all
open invoices and marks the first column with an “X”. If as in this example, you want to pay only
one invoice, push the [Uncheck All] button. The first column will have all “X”s removed.
Tag A/P Invoices For Payment
To pay one or more invoices, click in the first column opposite the invoice you want to pay. The
“X” Amount field is updated with the amount checked. When all invoices are selected, enter the
discounted amount, if any. When the [Enter] key is pressed, the updated check amount is
displayed. If discount is entered, a chart to subtract the discounted amount must be specified.
When you tab or click on the “Discount Chart” field, the expense chart from the first selected
invoice is defaulted for you. You may overwrite the chart or double click in the “Discount Chart”
field to bring up a picklist.
Before pressing the [Write Check] button, be sure that the check number corresponds with the
one in the printer that is ready to print!
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Tag and Pay Multiple Vendors
If your Accounts Payable is extensive and you want to review what to pay, then tag and run all
the checks at once, you will prefer this screen. When this option is selected, a screen appears
that asks for a date with which to include all open invoices.
The date presented is the current date plus seven days, assuming you want to pay all invoices
that are either late, or due within the next week. You may use the up and down arrow keys to
change the date to one desired. All open invoices with a due date before or on the date entered
appears.
Tag and Pay Multiple Vendors
[Mark All]
If you are going to pay a majority of your open invoices, you may press the [Mark All] button.
Then simply un-mark the invoices you do not want to pay by clicking in the left-hand column titled
Pay.
[Un-Mark]
Clears all invoices from being marked to pay.
[Detail Report]
The detail report provides a printed copy of the screen contents. Each invoice is displayed. The
purpose of this is to work off-line in determining which invoices to pay.
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[Summary Report]
The Summary Report totals the amounts marked to pay for each vendor. This provides a quick
picture for supervisors as to what amounts are going to be paid out to the various vendors.
[Write Checks]
When all invoices are marked for payments, this screen enables the printing of the checks. The
following screen appears.
Ensure that the starting check number coincides with the next check to be printed and the check
date is the one you wish to print. The Stop After field will cause the DTS to stop printing checks
after the number entered has been matched. You may want to do this if your printer gives you
difficulty in printing forms.
After the information is set, press the [Accept] button. The checks will be printed. The bank
account will receive the check and the invoice will be marked as paid.
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1099s
When the 1099 option is selected from the Payables Menu, the screen appears as shown below.
Enter the year for which the 1099s are being created or reviewed. The 1099s are stored for each
year until purged. If you wanted to see the 1099 amounts generated for a prior year, enter the
year and press the [Accept] button. Use the [More] button to remove prior year’s 1099s.
Producing 1099s by the Numbers.
1.
Bring in Independent Contractors to 1099 by pressing [More] and selecting the “Generate
1099s for I.C.s option. The screen appears as shown:
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The 1099 period generally covers statements created for December in the previous year that are
th
paid on the 25 of January in the year produced. Most companies will accept the dates
presented on the Generate 1099 screen. If your company paid ICs in the month worked, change
the dates to reflect this.
Trucking companies differ in their belief on what to show on 1099s, Gross or Net
amounts. The DTS allows each company to choose the values to sum.
When the [Accept] button is pressed, all Independent Contractors that have the field “Do
1099:” check marked will be brought into the screen. If the Independent Contractor is a
corporation, leave the box unchecked when setting up the file. The “Do 1099” field is on
the 1099 Info tab of the Independent Contractor Rolodex.
2.
The next step would be to purge companies that have a blank in Box #7 and amounts
less than $600. This is accomplished by using the options presented under the [More…]
button.
3.
Run the 1099 Preview report that may be found under the [Reports…] button. Verify the
amounts and companies that a 1099 will be produced for. To remove companies from
printing a 1099, highlight the company then press the [Delete] button. The company is
only deleted from this list, NOT the rolodex! To change amounts to print in Box #7,
highlight the amount to change and key in the new amount.
4.
The 1099s for laser and ink jet printers are grouped and separated by a blue sheet of
paper. Separate the copies into groups, copy A, copy 1, copy 2, and copy C. Press the
[Mark All] button and an “X” will be placed in the leftmost column. Only load the Copy A
into the printer. For laser jet printers, such as the HP 2100 and 4050, the best way is to
pull the front loading tray down and place the forms in face up. Loading of the 1099s is
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the same way as if you were printing checks. At any rate, please test on blank paper
before wasting your forms!
Press the [Print Marked] button. The 1099s will be generated and come up in the report
viewer. You can print the first page and observe how the fields line up. There is no way
to adjust your print. If the fields do not line up, notify Brasl. Otherwise, select print again
and print from page 2 to the end.
Next, load copy 1 in the printer. With the 1099s still in the report viewer, select the print
option and print all pages.
Next, load copy 2 in the printer. With the 1099s still in the viewer, select the print option
and print for all pages.
Finally, load copy C and with the 1099s still in the viewer, select the print option and print
for all pages. For a second copy of the copy C, simply print all pages a second time.
6.
To reprint selected companies, press the [Unmark All] button, and then click to the left of
the companies to print. When all are selected, press the [Print Marked] button.