MV Advanced Features Workshop: Ever wonder what some of the screens actually do in Multiview? Well this is the session for you! During this handson session, we'll explore some of the little used but very powerful GL, AP, and AR functions and features to provide insight into your operations. Steps: 1. Logon to Multiview 1. Username: MANAGER 2. Password: manager 3. Database: MV 2. Relative Dates and Sort Search criteria Overview: The entire product supports using Relative Dates in Searches. All screen Search Criteria windows, and all Detail Report Submission parameters which have date fields, can use either a specific date, or a relative date code. The purpose of the Relative Date Codes is to allow you to save parameterized reports/queries/alerts with date patterns so that the report can be scheduled to run daily or at some frequent schedule. In addition, Multiview has added Sort and Find functionality under the Options button in both a Grid area and a Details/Vertical Grid area. The Options button lets you pick which columns are displayed or hidden. When there are a lot of fields, it can be difficult to find the field you are looking for. Case Study: Our default Current Week Begin (CWB) To Current Week End (CWE) runs Sunday to Saturday. To benefit a client s retail calendar, create a query that allows a Monday (CWB+1day) to Sunday (CWB+1day) run. Page 1 of 27
Steps: 1. Navigate to the Journal Entry Inquiry screen (Multiview -> General Ledger) Select the Use Relative Dates checkbox under the Search Criteria screen 2. Using your mouse, click on the drop-down arrow next to the Accounting Date field. This will display the Relative Date pop-up window Page 2 of 27
3. Use the drop-down arrow next to the Relative Date Type field to modify the value to CWB for Current Week Begin (fourth from the top) Press OK to keep the selection 4. Increase the Days Offset by 1 Page 3 of 27
5. Press Ok to keep selection, Accounting Date should now display as CWB+1D 6. Under the Value (To) field, simply type in CWE+1D Page 4 of 27
7. Press on the drop-down arrow under that field, it should display the following: 8. Press OK to close the Relative Dates screen and press Query to run the Query. *Any transactions generated from this Query will have Accounting Dates between Monday (CWB+1D) and Sunday (CWE+1D) of this week. Page 5 of 27
Sort and Find features: Steps: 1. Press on the Options button under the Journal Entry Inquiry grid. This will open a separate Options window 2. Take Note of the Approval field (last field under the Inter-Company Grouping) and then press on the Sort button under the Hidden Fields section to sort the list alphabetically. You should see the Approval field move to the top of the Inter-Company group If sorting does not narrow down the list enough for you, you can press on the Find button on either the Displayed Fields, or the Hidden Fields section to get to the field in question. Page 6 of 27
3.Using your mouse, click on the Find button under the Hidden Fields section. 4. A Find box, similar to windows explorer, will display. Type Approval under the search box and press Find. Page 7 of 27
Your Hidden Fields will display the data you searched for Note: these features are also available under the Options within the vertical panels and through the Choose More Fields button under all Search Criteria windows. 5. Close the Journal Entry Inquiry screen to return to the Main Menu. 3. Trial Balance by RAD Analysis (available in version 16.0) Overview: A new inquiry screen was released in version 16.0 that allows you to run a trial balance using up to 2 RAD types. This is very helpful to reconcile account balances that are broken out by RAD. For example, on a revenue transaction, a hospital may record the staff, and procedure performed as additional detail. The Trial Balance Analysis screen allows you to query on balances by unit/account, but to see those balances further broken out by RAD, the Trial Balance by RAD Analysis is a convenient and simple option! Page 8 of 27
Steps: 1. Navigate to the Trial Balance by RAD Analysis screen (Multiview -> General Ledger) Enter the following query parameters: Note: for a true trial balance that balances to $0 you would not specify a unit or account. However, providing more precise detail in the query allows us to better focus on a particular section of the COA. Page 9 of 27
2. The results will return 1 row per Unit/Account/RADtype1/RADtype2 combination. Note that RAD type 1 and RAD type 2 selected from the query parameters will display on all rows even if there was no RAD id used on that unit/account. 3. Since this account has 2 RADs, one way to provide more detailed analysis is to use a pivot table. Expand the pivot panel and go to Options. Add the following fields to the pivot by dragging and dropping then press OK. a. RAD ID 1 b. RAD ID2 c. RAD 1 Description d. RAD 2 Description Page 10 of 27
4. Drag Company and Business Unit from the Row Fields to the Filter Area of the Pivot. 5. Drag RAD Id 1, RAD 1 Description to the rows Page 11 of 27
6. For additional breakdown, drag RAD ID 2 and RAD 2 description to the rows next to RAD ID 1 and RAD 1 description. This allows you to easily breakdown revenue by both staff and procedure. Page 12 of 27
4. Accounts Payables, Prepayments Case Study: As Accounting Manager, you are looking for a controlled manner to use the prepayment functions in Multiview without risking duplicate or missed payments. Is there a way? Employee Advances & Expenses Scenario: Multiview s new employee Justin Bieber is pumped to attend IMUG2017 Seattle but is unable to book his flight since his personal cards are maxed out. Luckily, it is in the company s policy to grant advances for foreseeable expenses incurred by employees. Entering the Advance Voucher: Steps: 1. Select Voucher Entry from the Accounts Payable Module menu listing From the Search Criteria window, select New Batch Populate the voucher batch header as normal Click on either of the Vouchers buttons to move to the invoice data entry screen 2. Enter the following information (or select from drop-down where available): a. Vendor Id: JBIEBER b. Transaction Type: ADVANCE c. Invoice No: ADVIMUG2017-Your Initials d. Invoice Date and Accounting Date: Leave as system defaults e. Invoice Amount: $5,000 f. Internal and Public Remarks: J. Bieber/IMUG2017 Seattle/Advance Note: Under the Payment Tab, you may notice that the Control Acct is defaulting to AP-ADV for our transaction. Hence, there is no Distribution entry required for this transaction. Page 13 of 27
3. Click on the Return button in the bottom right corner to return to the Batch Header screen. Click on the Post to GL button in the bottom right to post the batch. 4. Click on the Quick Check button in the bottom right to issue a check to pay Justin Bieber. Leave default settings and click OK. The Check Production screen will open. Click on Process Run Action -> Generate Checks. Click OK and then Yes to the pop-ups. Say no to the pop-up asking if you want to continue to print checks. 5. Once the voucher is posted and the check production process is complete, navigate to the Journal Transaction Inquiry and enter Today s Date for Date Created to review the Journal Entries: Page 14 of 27
Entry 84064 refers to processing the Advance to AP, while entry 84065 recognizes the payment. Entering Expense Voucher and Matching to Advance Steps: 1. Navigate back to AP Voucher Entry from Accounts Payable Menu to initiate the process of entering J. Biebers Expense Voucher 2. After entering the Voucher Batch Header and accessing the Voucher data entry screen, a pop-up alert window will appear upon selecting Vendor Id: JBIEBER: Hit OK. 3. Enter the following information (or select from drop-down where available): a. Transaction Type: Employee Expense b. Invoice No: EXPIMUG2017JB-Your Initials c. Invoice Date and Accounting Date: leave as system defaults Page 15 of 27
d. Invoice Amount: $4,000 e. Internal and Public Remarks: J. Bieber/IMUG2017 Seattle/Expense 4. Select the Details button from the bottom-left or top-right of main grid to enter Distribution details 5. Select Voucher Match to enter respective screen 6. Enter $4,000 under the Voucher Match Amount Column on the main grid 7. Hit OK at the bottom of the screen 8. Enter the Unit and Account distribution details and RADs if necessary 9. Post the Voucher to complete the Transaction Note: If you process a Standard Check Run, you will notice that Expense Voucher is not available since it was already prepaid. However, we paid Justin $5,000 and he only incurred $4,000 in expenses. How do we treat the $1,000 difference? 1. Navigate to Advance Maintenance and enter/select JBIEBER under Vendor Id in your Search Criteria From this screen, you have a multitude of options available to the unmatched amount balance: Page 16 of 27
a. Return Amount: Debits Bank and Credits Advance to indicate return of amount b. Transfer to AR: Transfer to Customer if applicable/setup c. Transfer to Expense: Transfers unmatched amount d. Re-Assign Vendor: Can only use when no matching has been applied e. Show Applied Info: Show History of Application 2. Select Return Amount -> confirm details from the pop-up window and hit OK and then Yes 3. The system will notify you of the entry that has been created for the Return Amount 4. Navigate back to Journal Transaction Inquiry to review the entries made: Page 17 of 27
Entry 84067 accounts for the Expense matching against the Advance while entry 84068 recognizes returning the unused/unmatched amount back to the bank. AP Prepayments and Deposits The other 2 prepayment types: Prepayment and Deposit are processed the same way as an advance and are selected from the Transaction Type drop-down in AP Voucher Entry There will be no distribution entry required since the Prepayment/Deposit/Advance section will default to the Control Acct setup for the selected transaction type They are matched the same way as advances. Page 18 of 27
You can review all Prepayments created from their corresponding Maintenance screens, which can be found under Voucher Maintenance in the Accounts Payable module 5. AP Cash Requirement Inquiry (Version 16.0) Overview: The AP Cash Requirement screen allows you to forecast your cash needs for invoice payments. Steps: 1. To create the AP Cash Requirements Report, navigate to the AP Cash Requirement Inquiry screen (Multiview -> Accounts Payable) Note: A separate security code is required: AP_CASH_REQUIREMENT.VIEW The query ages the open vouchers based on the date the query is run (today). The only recommended Search Criteria is Company Id, but users may wish to further filter by Check Type or other available criteria. Page 19 of 27
The user may wish to save the query criteria using the Save Query Save As function to save setup time, but this is optional as the recommended search criteria is minimal. The report is built as a pivot report. It is recommended that the user widen the pivot panel on the right when initially creating the pivot. Select the Options button in the pivot panel to begin. Creating the Pivot Fields The report requires four (4) fields from the Dimensions data fields and the creation of 5 calculated fields. Steps: 1. Drag the following fields from the Dimensions data fields to the pivot fields layout area: a. Check Type b. Company Id c. Vendor Name d. Invoice No Page 20 of 27
2. To add the calculated fields, click on the Calculated Fields button. Select Add Calculated Number 3. When prompted, enter a name for the first field: Current and then click OK to continue. Page 21 of 27
Following are the formula expressions to be copied and pasted into the Expression Editor: Current Iif([DAYS_DUE] <= 0, [AMOUNT_DUE], 0) 1-7 Days Iif([DAYS_DUE] > 0 And [DAYS_DUE] <= 7, [AMOUNT_DUE], 0) 8-14 Days Iif([DAYS_DUE] > 8 And [DAYS_DUE] <= 14, [AMOUNT_DUE], 0) 15-21 Days Iif([DAYS_DUE] > 14 And [DAYS_DUE] <= 21, [AMOUNT_DUE], 0) Over 21 Days Iif([DAYS_DUE] > 21, [AMOUNT_DUE], 0) 4. To create the first calculated field, copy the formula above for Current and in the blank area at the top of the Expression editor, right-click Paste or Ctrl-V to paste it into the editor. Select OK to continue 5. Repeat steps 2-4 above for each calculated field required. Create a calculated field for: 1-7 Days 8-14 Days 15-21 Days Over 21 Days Note: for time purposes at IMUG we will only create the first 2 calculated fields. When completed, the pivot fields list should look as follows including the calculated fields: Page 22 of 27
Building the Pivot Report Steps: 1. To create the Pivot Report, drag the following three (3) fields in the following order and drop each on the words Drop Row Fields Here Company Id Vendor Name Invoice No Your completed row should appear as follows: Page 23 of 27
2. Drag the five (5) calculated fields in the following order and drop each on the words Drop Data Items Here Current 1-7 Days 8-14 Days 15-21 Days Over 21 Days Your completed data items area should appear as follows: 3. The completed pivot report should appear as follows: (Note: Report has no Column Fields) Page 24 of 27
4. Select the Options icon drop-down in the Pivot to replace these changes as your default. 5. Select the Print Pivot icon to print the report changing the orientation to Landscape is recommended. 6. AR Transaction History Inquiry Overview: The AR Transaction History Inquiry is an inquiry screen that will show complete history of invoices, applications, write-offs, etc. against each transaction in the system. In our traditional AR Transaction Inquiry screen, transaction history is displayed under the History tab within the docking panel and the detail is displayed one transaction at a time. The AR Transaction History Inquiry screen, however, allows you to view all transaction History and details within the main grid of the screen. Case Study: To identify a list of transactions made during the period of January 1 st, 2017 to March 31 st, 2017, along with any applications made against them. Page 25 of 27
Steps: 1. Navigate to the Multiview Menu -> Accounts Receivable Module. Double click on the AR Transaction History Inquiry screen to open. 2. You will be presented with a Search Criteria screen. a. Locate the Accounting Date field and enter the following: Under Value (From) : 01-01-17 Under Value (To) : 03-31-17 * You can type into the fields or use the drop-down arrow to select the date from a built-in calendar. b. Locate the Reference No field. Using the drop-down arrow under the Operator column, modify the Operator (next to Reference No) to display Greater Than. Tab over to the Value (From) field and type in: 232248 c. Locate the Customer Id field, type in MOBI09 under the Value (From) column. Page 26 of 27
Press Query to run this Inquiry 3. The AR Transaction History Inquiry grid will display a listing of transactions based on the values we selected under the Search Criteria. Scroll through this list to see any Invoices, Applications, Write-Offs, sorted and grouped by Reference Number. 4. Select any Transaction line and press on the Transaction Inquiry button on the tool bar. This will bring you to the AR Transaction Inquiry screen. You may view further information on the transaction from here. Close the AR Transaction Inquiry screen to return to the AR Transaction History Inquiry screen. 5. Select any Transaction line and press on the Customer Inquiry button on the tool bar. This will bring you to the AR Customers screen. You may view Customer details through this screen. * Close the AR Customers screen to return to the AR Transaction History Inquiry screen. * Close the AR Transaction History Inquiry screen to return to the Main Menu. Page 27 of 27