Message From Evron's President

The Recession is Over!

Accountant's Corner

Scanning the Benefits of Bar Code Technology

PFW: Tips & Tricks

How to Solve the Situation of "No Transactions Found" When Running the Void Posted Cheque Utility

Your Afternoon Smile

"Information technology and business are becoming inextricably interwoven. I don't think anybody can talk meaningfully about one without talking about the other."

-- Bill Gates

Message From Evron's President

The Recession is Over!


We are reading reports from both many sources including Canadian and US central banks that the recession is over. However, clearly the news varies by sector. Housing seems to have recovered. The stock market seems to have recovered half of the loss from peak highs, but unemployment continues to rise.

Looking at our own customer list, it appears all of our regular clients have survived the period. Clients that were service companies seemed to have done better than product companies. Manufacturers who did significant business in the United States did struggle but are still here. It seems that some manufacturers, like those in food processes, seem to be doing well.

Not surprisingly, organizations that execute better did better during this recession. Furthermore, these organizations will probably grow faster during the recovery. So what were these best practices?

These were marketing, training and technology.

Those that invested did better than those that cut back. By elevating the performance of the organization, it was better able to compete.

Our focus is on the technology piece of the triumvirate.

With technology, one can reduce costs. One can increase sales and marketing effectiveness. One can increase customer service. These are the factors that ensure survival and growth.

If you are reading this you are probably one of the survivors. We think we can help you prosper. Call us and let us show you how.

- Larry Noble, P.Eng, MBA
- President, Evron Computer Systems Corp.

Accountant's Corner

Scanning the Benefits of Bar Code Technology

Bar code technology is all around us. Where larger corporations are involved, this technology is used throughout the distribution process, from warehouses and shipping companies to the final sale at the supermarket checkout counter.

For many years however, small and medium sized distributors and retailers have felt shut out of this technology, because they have found the costs to be prohibitive. In many cases, this has left them at a competitive disadvantage.

To respond to this need, Evron has developed easi.Suite, a powerful inventory management software package that uses bar-code reading technology on the front-end and integrates with BusinessVision in the back office.

Why is Evron so excited to be able to offer easi.Suite to our customers? Because it gives us yet another opportunity to take technology that was previously only available to large corporations and bring it to the small and medium sized market.

Over the years, across many industries, large companies have embraced bar-coding because it saves them from the financial impact of incorrect shipping. As any business owner knows, the immediate costs of shipping mistakes are significant, but the long term damage is even more serious. Some unhappy customers may switch to a competitor, and even those who stay may reduce their orders because they no longer trust the company with high priority tasks. The organizations reputation in the broader community may also take a hit.

Industry studies therefore attempt to calculate the costs of incorrect shipping by adding up the following:

1) The cost of the original incorrect shipment.
2) The cost of correcting the mess.
3) The reduction in orders from unhappy customers who stay with the company.
4) The lost orders from customers who switch to a competitor.
5) The loss of potential customers due to a damaged reputation.

Even in a small business, based on numerous studies the accumulated cost is two to four percent of revenue. It is therefore no surprise that Evron customers have been asking us for an affordable solution to improve the accuracy and reliability in their shipping.

With easi.Suite, we have the software package that small and medium sized businesses have been looking for. As with all of our products, Evron can tailor this solution to the needs of your business, implement the hardware and software, and train your staff, so that you can immediately enjoy the financial benefits and peace of mind.

If you’re interested in learning more about easi.Suite and what it can do for your business, please contact us.

- Irwin Pinsky, B.Comm., CGA, MCP

Irwin Pinsky is the manager of our small business division and focuses on our BusinessVision practice. Irwin's experience includes that of a public practitioner focused on emerging companies, as well as financial controllership.

How to Solve the Situation of "No Transactions Found" When Running the Void Posted Cheque Utility

Problem:
"No Transactions Found" occurs when running the Void Posted Cheque utility.

Possible Resolutions:

Resolution 1: Verify that cheque number entered in the parameters menu of the Void Cheque utility includes leading zeros. To verify the cheque number in the system, run a Vendor Profile Report

1) Open Accounts Payable / Reports / Vendor Profile Report.
2) Select 'New' or a pre-saved parameter from the view list.
3) Select appropriate vendor key.
4) On the 'Aging Filter' tab, select 'Print Current Ageing' and 'Print Paid Voucher'.
5) Enter an appropriate age date and click 'Process'.

Resolution 2: If the vendor name includes characters such as '@' or '!', the vendor name needs to be changed to omit such characters.

1) Open Accounts Payable / File Maintenance / Vendor.
2) Open the vendor record.
3) In the 'Vendor Name' field, change the vendor name to omit special characters.
4) Save and exit.
5) Run the Void Post Cheque utility.
6) After the cheque is voided, go back and change the vendor name back to its original value.

Resolution 3: Verify that there are no duplicate cheque numbers in the system. If the document number of the cheque attempting to be voided is not unique, the document number needs to be changed. The record for the cheque may be located in one of two files: Transaction Current (APTRAN) or Transaction History (APTRANH).

1) Open Accounts Payable / Listings / Current Transaction Listing (or Transaction History Listing if the record has already been moved to the history file).
2) Select 'New' or pre-saved parameter from the View List.
3) Select 'Document Number' in the 'Order by' drop-down box
4) Enter the document number of the cheque in the 'From' and 'Through' field, and click 'Process'.
5) Using this listing, verify that there are no duplicate records for this document number.

If there are duplicate document numbers, void the entire amount of the cheques or change the document number of the cheque to a unique number through the Transaction Current or History file.

Void the entire amount:
When running the Void Posted Cheque Utility, in the 'Cheque Amount' field, enter the entire amount of all duplicate documents.

For example, if there are two documents 0123, one for $150.00 and the other for $25.00, in the 'Cheque Amount' field, type in $175.00.

Change the Document Number:
Note: Adequate user security rights are needed in order to change the document number in the transaction files.

1) Open Accounts Payable / Transaction File Maintenance / Transaction Current or Transaction History.
2) Open the record for the cheque.
3) In the 'Document Number' field, change the document number to a unique number. Save and exit.

Because the document number for the cheque has changed, other files where the record for this cheque exists will need to be changed also.

1) Select Transaction Distribution to GL or Transaction Distribution History (if the record has already been distributed to GL).
2) Open the record for the cheque.
3) In the 'Document Number' field, change the document number. Save and exit.

If interfaced with Bank Book, perform the following:

1) Open Transaction Bank Book Interface.
2) Open the record for the cheque.
3) In the 'Document Number' field, change the document number. Save and exit. If the 'Import From Other Applications' process has already been completed, change the record in the Bank Book transaction files.
4) Open Bank Book / Transaction File Maintenance / Transaction Account Reconciliation.
5) Open the record for the cheque.
6) In the 'Document Number' field, change the document number. Save and exit.

- Nonny Beckerman
- Senior Consultant, Evron Computer Systems Corp.

About EVRON: EVRON is a leading provider of financial systems and network infrastructure solutions for small to mid-sized businesses. We have a history of success with thousands of implementations since 1983

T: 905-477-0444 | E: info@evron.com | W: http://www.evron.com.

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