Knowledge Base and FAQs

Knowledge Base and FAQs

Knowledge Base and FAQs offer you information from ProSoftXP as well as its users, in order to provide you with a deeper understanding of the software and answers to common questions.

We currently have FAQs covering system requirements, all accounting modules, posting and month-end, inventory management, and industry-specific content. 

What are the database requirements per operating system? How do I set up and email a report? How do I copy a company? How do I credit a customer? How do I conduct a multi-currency transaction from the same bank account? How do I do a cash receipt and what are my options? How do I resolve the following error: The sum of all transactions are not in balance? How do I do a physical inventory? How do I reverse an invoice in OE? How do I reverse an invoice in TR? How do I delete outstanding freight accruals when the logistics are completed? How do I charge storage and drying through to the end of the year? How do I reset a completed logistics transaction? Database requirements per operating system: Operating System Progress Database Version Windows 7 Ultimate 10.1 or greater Windows 7 Professional 10.1 or greater Windows XP 9.0 or greater Server 2008 - 64 bit 10.2B Server 2008 - 32 bit 10.2B Server 2003 9.0 or greater How to set up and email a report: AD > Maintenance > User Maintenance From ProSoftXP Application -          Select a “sender” user for the email -          Type in “senders” email address in the Email Address field -          Enter your outgoing email server information in the Email Server field (obtain information from email service provider if necessary -          Save user settings From Progress Report -          On the Filter screen, set Destination Value to “Email” -          In the Send to Email field, type the recipient’s address, and click Email -          Email is sent when the “Accepted for Delivery” message appears From Crystal Report -          First, ensure that you have an email application set up on the station you are currently using -          Select the report you wish to email -          Click Save > Save as .pdf -          Destination should be set to MAPI > click OK -          Fill in the email details and click Send How to copy a company: Open the company you wish to copy AD > Tools > Data Administration > Copy -          Fill in a new 3-alpha-numeric company ID -          Validate the operation *note* this will take some time and may seem as though the process is stalled – DO NOT SHUT DOWN OR STOP THE PROCESS -          When complete, proceed to AD > Maintenance > User -          Select your user ID -          Add this new company to your company login privileges

How to credit a customer: -          In order to credit a customer you need to make a credit in the AR.  Use the Credit Memo program with the offsetting entry to a clearing account -          Select AP Vouchers or AP Quick Payments, then create an entry using the same clearing account Conduct multi-currency transaction from the same bank account: -          Within the customer, select AD > Company Maintenance -          Set up a separated bank account, and ensure each account points to a separate GL account, as multi-currencies need to be handled by separate (virtual) accounts based on currency -          Record a G/L Journal Entry to DR the account for the payment that you issues and then CR to your normal bank for the amount that actually cleared with the other entries the accompany for wire charges and exchanges the bank charged you. EXAMPLE -          U1 - US ACCT - tied to GL - #### USD CLEARING -          DAILY EXCHANGE IN SYSTEM 1.10 - MANUAL CHEQUES - to pay USD invoice -          DEBIT     $100 USD $110 HOME  - A/P -          CREDIT    $100 USD $110 HOME  - USD CLEARING -          Now in the GL JOURNAL ENTRIES DEBIT/CREDIT MODE -          DEBIT    $100 USD  $110 HOME  - USD CLEARING -          CREDIT   $100 USD  $114 HOME  - AUD BANK (WITH BANKS EXCHANGE) -          CREDIT   $ 20 AUD  $ 20 HOME  - AUD BANK (WIRE CHARGE) -          DEBIT    $ 20 AUD  $ 20 HOME  - BANK CHARGES -          DEBIT    $  0 USD  $  4 HOME  - GAIN/LOSS EXCHANGE This will ensure exact exchanges and charges from all wire transactions How to do a cash receipt (multiple options): -          Select the bank account and batch, and start a new record -          Select customer and enter the reference number, amount receive, and the date -          Selected the invoices to be paid and select Apply Cash – save and close the entry -          For any short payments, a write off section can be used to clear

Error – the sum of all transactions are not in balance: -          Note the message in a support case to ProSoftXP -          Indicate your batch number and the document containing the error Work-Around to use when support is not available -          Open the offending batch, then post everything else to your GL -          Proceed to the Control file found in the Maintenance section and set the current and first open period ahead by 1 (one) *note* this will not post this batch but it will allow your month end to be done *note* the issue must be reported so ProSoftXP can fix the batch and repost

How to do a physical inventory: IC > Activities > Physical Inventory -          You have the ability to freeze the ProSoftXP on hand at either a warehouse or company level -          Whenever the “Adjust to Physical” process is done, it will record in the current inventory control period regardless of the date you set -          The SET ONHAND will allow normal business to operate during the counting process as the Adjustment journal will take the set on hand number for the adjustment and not the current warehouse on hand -          For the Adjustment Journal the Journal/Post option set as a “N” will run the variance report without affecting inventory while the “Y” or “P” option will print the report and post all the inventory adjustments

How to reverse an invoice in OE: If you have deleting privileges -          OE > Activities >Invoice Orders > Post -          Select the invoice you need to reverse -          From the Header screen, select Delete and confirm permission to proceed *note* the invoice will not be removed but will be marked as a reversal and will go through on the next posting If you DO NOT have deleting privileges -          Invoice Orders > Return -          Set the return reason code -          After Product Number, a small window will appear – select the previous invoice/order to return against -          Fill in the negative quantity and the price will set from the invoice

How to reverse an invoice in TR: -          Reverse the invoice -          Post the reversal -          Change the B/L (if needed) *note* if you change the B/L before the invoice reversal is posted then your invoice posting process will no longer function until the B/L is reset If you have DELETE privileges -          TR > Activities > Sales Activities -          Select and delete the invoice and confirm *note* this will not remove the invoice, but will mark the document as a reversal for the next invoice posting How to delete outstanding freight accruals when the logistics are completed: -          LG > Logistics Planning Entry > Sort by Completed -          Select “Edit” -          Click anywhere on the viewer with the header fields in it(for example just to the right of the branch-code field) -           Next press and hold the following keys ALT CTRL C (all three keys must end up being depressed and none released until they have all been pushed).  The completed date will clear  -          You can then save the logistics header.  Now the entire logistics is open for editing -          At this point you can go to your price detail page of logistics and modify your accruals Charging storage and drying through to the end of the year: -          TR > Activities > Purchasing Activities > Billing of Charges -          Click “New” to start a new billing batch -          The billing date will be your December 31st -          Branch code can be left as a * -          Product Number - if left as a * will do all products otherwise you can select a specific one for the run -          Customer Number should be left as a * for all customers -          Ticket Trx Code - when left as all it looks to bill for all ticket TRX TYPES so if you’re doing drying you will want to catch tickets on contracts as well so leave this setting. -          Currency Code should be set to CDN.  -          Once this screen is saved to you can proceed to the DEDN TO BILL (Deductions to Bill) and set those deductions that you want to bill to YES,  then select GENERATE CHARGES How to reset a completed logistics transaction: -          LG > Logistics Planning Entry > sort by Completed -          Select “edit” -          Click anywhere on the viewer with the header fields in it (for example just to the right of the branch-code field) -          Press and hold Alt+Control+C and the completed date will clear -          You can then save the logistics header *note* you will need to make a credit in the AR with the credit memo program and create a check in the AP using the same GL account used to zero out the AR