mkms manual.doc

M I C R O K E Y S O F T W A R E , I N C P A G E 1

Presents the

Micro KeyMillennium

Series™

Copyright © 1997-1999 Micro Key Software, Inc.All Rights Reserved

This software is protected by United States and Canadian copyright laws and by International treaty provisions. Micro Key Software, Inc. authorizes you to make a copy of the software for the sole purpose of backing up our software and protecting your investment from loss. Otherwise, it is illegal to make copies of the program and its related printed materials without the written permission of Micro Key Software, Inc. In particular, it is illegal to give a copy to another person or company.

Published by Micro Key Software, Inc.Copyright © 1998-1999All Rights reserved

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P A G E 2M I L L E N N I U M S E R I E S ™

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Table of ContentsTable of Contents 3

Installation Instructions 10

About 11

Customer Registration 11

Registration Problems 12

Logging into Micro Key Millennium Series14

Multiple Company Setup 14

Selecting Companies 16

Exit 17

Using Online Help 17

Micro Key Millennium Series Desktop 18

Year 2000 18

Outlook Bar 19

Data Entry Boxes 20

Telephone Number Entries 21

Drop Down Selection Boxes 22

Navigator 22

Memo Pad 23

Fields 24

Field Value 24

Table View 24

Overview of Setup Procedures 25

User Options 28

Logo for your Company 28

Company Logo 28

Company 29

Company Options 30

Month Closure Setup 32

Tax Calculations 33

Local Taxes Only 35

Tax Classes 36

Zip Codes 37

Personal Options 38

File Menu Selections 40

Maintenance Menu Selections 41

Selecting Reports 43

Printer Setup Option 45

Accounts Receivable System 47

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Sale and Purchase Items 47

Pay Groups 50

Employee Information 52

Employee Codes Listing 53

Employee Group 53

Parts: Installed Equipment Codes 54

Enter Depts for PAY-1 to MKMS Link 56

Divisions of the Company 57

Account Types 58

Departments 59

Subscriber Form 60

F2 - Subscriber Search 63

Subscriber area on Subscriber form 64

Call button 65

Assigning Account Numbers 65

Contact Information 65

Accounting area on the Subscriber form 67

Delete What Part of Subscriber record 69

Bill Payer 69

Bill Payer Group 71

Auto Draft form 71

Automatic Billing - Recurring Revenue 72

Recurring Revenue Reports 75

Average Recurring Revenue Report 75

Preview Recurring Revenue 75

Billing your Recurring Revenue 76

Sales - Enter New Sales 78

Entering New Sales 80

Discounting an Invoice 81

Printing Invoices 82

Print an Individual Invoice 82

Print a Range of Invoices 83

Credit Memos 84

Delete Invoice 84

Sales Reporting 86

Invoice Listing 86

Sales Analysis Report 86

Sales for Closed Periods 86

Sales Taxes Collected Report 87

Sales Taxes Invoiced Report 88

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Receipts 89

Assigning Batch Control Numbers 90

Auto Apply Button 90

Apply Button 90

Subscriber Search by Invoice 91

Allocate Receipts & Credits 92

Bounced Checks 94

UnAllocate Receipts 95

Reporting your Company's Receipts 96

Cash Receipts Report Options 97

Open Credits & Deposits 99

Unallocated Receipts/Credits Report 99

Monthly Closing Procedure 100

Late Fee Invoice Generation 102

Accounts Receivable Report 103

Accounts Receivable Report Options 103

Subscriber Statements 104

Ledger Card 105

Labels 105

Contracts Extended Value 106

Monthly Earned Revenues 106

Deferred Recurring Revenues 106

Service Tracking System 107

Service Options 107

Auto Billing Service Requests 110

Service Contracts 110

Service Types 111

Service Tracking Information 112

Recurring Service Reminders 114

Inspection Reminders 114

Auto Srv Button 114

Automatic Service Reminders 114

Equipment Button 116

Entering Service Requests -Overview 117

Service Requests 118

Accessing Service History 119

Printing Service Work Orders 120

Print Service Request Forms 120

Reset Service Cycle Start 121

Creating Invoices for Service Requests 122

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Service Tracking Reports 124

Determine Excessive Services 124

Eligible For Service Contract 125

No Service Since Report 125

Services Performed Report 126

Technician's Performance Report 126

Open Service Requests Report 127

Unassigned Service Requests 129

Service History Report 129

Central Station Information 130

Vehicle Information 131

Vehicle Maintenance Options 132

Vehicle Maintenance Reports 132

Accounts Payable Module 133

Start Up Procedures 133

Vendor Classification Code 134

Vendor Information 135

Vendor Tax Information 136

Vendor’s General Information tab 137

F2 - Vendor Search 138

Bank Accounts Maintenance 139

Recurring Purchases 139

Recurring Purchases Listing 141

Bills - Entering Purchases from Vendors142

Bills on Payment Hold 144

Payments to Vendors 145

Apply Payments to Vendor Bills 146

Auto Pay 149

Disbursements 150

Voided Checks 151

Bank Transactions 152

Print Checks 156

Unprinted Checks Report 157

Bank Reconciliation 158

Unreconciled Items Report 159

Unallocated Payments/Credits Report 159

Accounts Payable Summary Report 160

Purchases Analysis Report 161

Cash Requirements Report 162

Preview Recurring Purchases 163

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Purchase Orders 164

General Ledger System 166

General Ledger Accounts 166

General Ledger Start Up - An Overview168

Chart of Accounts 169

General Ledger Group ID 169

General Ledger Setup Wizard 171

General Journal Entries 175

Summarizing Monthly Transactions 176

General Ledger Financial Statements 177

General Journal Report 178

Chart of Accounts Listing 178

General Ledger Report 179

Trial Balance 179

Profit & Loss (Income) Statement 180

Balance Sheet 181

Transaction File Report 182

General Ledger Mo. Ending Procedure 184

Link PAY-1 to MKMS General Ledger 187

Payroll Interface - Link PAY-1 to MKMS 188

Transfer Payroll Transactions to MKMS189

Payroll Transaction Download 189

Import Payroll Transactions 190

Central Station Monitoring Module 192

Central Station User Options 193

All Events Report 194

Alarm Condition Codes 194

Mandatory Condition Codes 195

Alarm Stack List 196

Area Codes 197

Communicator Formats 198

Panel Zones 199

Mandatory Signals 202

Dealer Information 205

Quick Notes 206

Town Codes 207

Verification Responses 208

Virtual Phone Lines 210

Resolution Codes 211

Central Station Information 213

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CSID Zones Codes 216

Call List Information - People to Call 221

Contact Phone Numbers 222

Call Order 223

Opening & Closing Supervision 224

Supervised Events 224

Account Testing 227

TNotes Button 228

Look Up Account Information 229

Alarm Event 230

Signal Processing - F5 230

Operator Notes 235

Hold 235

Complete Signal 236

Poll On/Off 237

Temporary Events 237

Manual Signal 239

Alarm Stack - F6 240

Central Station Reports 241

Alarm Activity Reports 242

Alarm History Summary 243

Alarm Tickets 244

Subscriber Information Forms 245

Call List Verification Report 246

Dealer Breakdown Report 248

Dealer List 248

Excessive Signals Report 249

Failed To Test Report 249

Monitored Accounts Report 250

Non-Restored Alarms Report 250

Open/Close Report 251

Response Time Analysis Report 252

Still Opened or Closed 253

Conditions Codes List 253

Contracts Tracking System 254

Contract Types 255

Expiring Contracts Report 256

Ad Hoc Report Writr 257

Ctrl+F2 - Locating any record 257

Security Management 259

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Enable Auditing 261

Index 263

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P A G E 1 0M I L L E N N I U M S E R I E S ™

Installation InstructionsThis Micro Key Millennium Series™ is designed to manage your Accounts Receivable, Automatic Billing

and Central Station Data, Accounts Payable and Service Tracking requirements (depending on the Module(s) you have purchased). You may install it directly from the enclosed CD-ROM (or Diskettes), or you may copy the complete set of files to your Hard Disk and run the installation from there.

1. Since the SETUP program used to install this program is a Windows 95® application, you must be running Windows 95®.

2. The Install Program

3. If your CD-ROM Drive will auto-start, insert the enclosed CD into your CD Drive and SETUP will be executed automatically.

4. Otherwise, RUN SETUP.EXE to start the installation process. To do so, from the task bar, select START|RUN and type X:\SETUP (replacing the X with the appropriate Drive Letter or the name of the directory if you copied the distribution files to your hard disk).

5. In either case, by default, SETUP installs this Micro Key Millennium Series A/R Module in a C:\Program Files\MKS\MKMS directory. You may specify a different directory, if desired.

6. SETUP creates a new program group named MKMS and puts the demonstration program’s icon on it.

PasswordYour User Name and Password is “GUEST”. Enter GUEST as both your User Name and Password

when you are requested to do so. Both UPPER and lower case is accepted.

CautionDo not install the demonstration version once you have installed the actual version of MKMS A/R or you

will no longer be able to access the real data, just the demo data. Although this is easily corrected by reinstalling the actual program, you probably wouldn’t want to make the extra work for yourself.

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M I C R O K E Y S O F T W A R E , I N C P A G E 1 1

AboutThe About box (Click Help|About Micro Key Millennium Series):I. Displays the Serial Number of the User's copy of this Millennium Module.

← Displays the Version Number of the User's copy of this Millennium Module.← Displays Micro Key's Contact Information

Customer RegistrationWhen first using the program you will be presented with a Customer Registration form that will permit you to permanently (upon payment) or temporarily use the program features you desire.

← To Register your Millennium Series Module, from the Main DeskTop, choose Security|Register.

← Click Register on the Customer Registration form.

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← The Sales Team will ask for your special number and provide you with an Unlock Code.Once the program is properly registered, the Register option disappears from the Security menu.← Click OK and then exit and restart the application.← If you have a problem relating to Registration, see Registration Problems.

Registration Problems← There are several Security Components built into the Millennium Series.← Your Company Data may only be accessed with this Millennium Module.← The Millennium Module will only operate after you Register the Program.← These security features will prevent an Employee from copying your data onto a competitor's computer.← If the program, your computer or the data itself has been tampered with, you may receive a Registration Problem report.

Demo Period Expired.You have exceeded the allowable time to use the Demonstration Version of the program.This message then takes you to the Customer Registration form and allows you to Register the Program. ← Invalid Date Release Code.The Demo's Date Release code is invalid.Someone has manually changed the computer's Registry improperly.This message then takes you to the Customer Registration form and allows you to Register the Program. ← Invalid Release Code.Someone has manually changed the computer's Registry improperly.New Hardware device(s) have been added to your computer. Therefore, the program no longer recognizes this as a valid computer specific registration.This message then takes you to the Customer Registration form and allows you to Register the Program. ← The Size of your MKMS executable has been changed.Someone has changed the executable itself, invalidating the program.A virus has changed the program.← One or more Bytes in your MKMS executable file have been changed.Someone has changed the executable itself, invalidating the program.

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A virus has changed the program.The program must be reinstalled. Call Micro Key for assistance.← The MKMS executable is not stamped with the CRC and Size information.Someone has removed part of the executable itself, invalidating the program.A virus has changed the program.The program must be reinstalled. Call Micro Key for assistance.← Your MKMS Release Code has expired.You have exceeded the allowable time to use the Demonstration Version of the program.Your Registration Number was entered improperly and allowed the executable to expire.You must Register the Program again. Call Micro Key to reregister your program.← Unable to Discern OSWhen the program starts it checks the Operating System you're using to run the SQL Anywhere database.MKMS was usable to determine the OS being used.← Unable to obtain Novell Serial NumberMKMS determined that the SQL Anywhere database was not running on Windows 95 or Windows NT.It therefore assumed you are using Novell NetWare. It could not read the Novell Serial Number.← There are No Free Connections AvailableThe Millennium Series is sold on the Number of Connections basis. If the number of allowable (paid) connections has been reached, the user will receive this message. You may call Micro Key and request (order) additional connections.

← Select Security|Register to correct these problems.

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Logging into Micro Key Millennium SeriesThe Micro Key Millennium Series requires a Database Login.

← Enter your User Name and Password ← These are included with the documentation provided with the Client Server and the Demonstration Versions.

Click OK when you have finished.← If you are designated the System Administrator, you may Add and Delete the User Name and Password combinations using the Security|Add/Delete Users menu selection.

← The System Administrator, using the Security|Group Access Rights, the Security|User Access Rights and the Security|Add/Delete Users forms, may set all access capabilities for regular users.

←

Multiple Company SetupYou may operate any number of separate Company databases (and therefore Accounts Receivable Systems) with the Micro Key Millennium Series if you have upgraded from the basic Accounts Receivable Module.

← To activate this Multi-Company Feature, from the Windows 95/NT Desktop, (assuming you have the standard installation) choose Start|Programs|Mkms|Multi Company Setup.

← Adding a Company← Click Add Company and enter an abbreviation for the Company Name (you are entering its Filename).

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← Click OK and the new company will be created.Its Disk symbol will be inserted in the available defined company's box.

← Exit the program.← Selecting a Company

← MKMS will allow you to choose the Company you want to work in from a Company List each time you start the MKMS program.Click on the desired Company and Click OK. Log on in the normal manner.

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Selecting CompaniesMultiple Company Operation and Access is implemented in the entire Upgraded version of MKMS. Therefore if you have purchased any of the Service Tracking, Accounts Payable, Inventory Tracking, General Ledger, etc. optional Modules of the Micro Key Millennium Series, you have the Multi-Company capability.

← To switch from one company to another, from the MKMS Desktop select Security|Log Out and confirm that you want to do so.

← Then select Security|Log In. If you have defined Multiple Companies, you will be offered a

Company List from which you may choose the desired Company.← Select your desired Company and then perform your normal Database Login by entering your

User Name and Password. ← See Setting Up Multiple Companies

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ExitClosing this application and Exiting to your Windows 95®. Select File|Exit from the Micro key

Millennium Series Desktop, or Click the Close icon on the top of the Micro key Millennium Series Desktop.

← This method will properly Close all Database Files and Forms.← Do not turn off your computer until you have properly exited this (and any other) program.Then use the Windows 95 Start|Shut Down selection to close down your system

Using Online HelpOn-line help is available two ways. ← At the Desktop, you may select Help on the main menu. Within the Help System, you may choose the Contents tab or search for help on a specific topic by using the Index tab.← From anywhere, press F1 for Help You may receive Context Sensitive Help. When Context Sensitive Help is available, F1 will open a window with information related to the specific part of the program you are currently viewing.

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Micro Key Millennium Series DesktopWhen you enter the Millennium Series Module after Login, you will see the Micro Key Millennium Series Desktop.

← All program functions operate within this Desktop. ← By default, it will open to the full size of your screen (Maximized), but you may resize the form if you wish (as we have done in the illustration below). ← However, remember that all functions operate from within the Desktop. ← A Short Cuts Outlook Bar with Menu Bars and Icons provide access to all options.

Year 2000The Millennium Series Management Modules fully support the Year 2000 and beyond.

← If your Millennium Module is not displaying a four digit year ("11/22/1997"):Select My Computer from your system's Desktop.

← Select Control Panel← Select Regional Settings← Select the Date tab← In the Short date style edit box; add two additional "y" letters.← Click OK to Save.

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Outlook BarThe Outlook Bar, its Short Cut Menu bar(s), and the individual Icons found within these Menu Bars provide quick access to the functions available on the Subscriber and Vendor forms.

← The Outlook Bar shown below is from the Subscriber form. The Icon size has been changed to Small. The Accounting Short Cut Menu bar has been selected.

← Outlook Bars take the place of Speed Buttons on these forms. ← As a form's functionality increases, space becomes limited.

← To accommodate rapid access to the many functions the Subscriber and Vendor forms provide, a scrolling set of Icons may also be presented on the Menu Bar. ← As with Speed Buttons, first Click the appropriate Menu Bar and then Click the Icon for access to the desired function.

← Click on the Short Cut Menu bar to access its features. A Short Cut Menu bar may also be

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keyboard selected by pressing Control+Alternate+Number.← Modifying the Outlook Bar's appearance.To change the order that the Icons are displayed, the Short Cut names, or the icon size, Right Click the Outlook Bar and select the desired action.

← Form Scaling allows the user to determine how large the Subscriber; Vendor or Signal Processing form will appear. This is particularly useful if the Operator has a very high-resolution monitor and wants a bigger display, or wants several forms open and visible on their screen at the same time.

Data Entry Boxes← There are several types of Data Entry Boxes displayed on forms throughout the Millennium Series.

← Those in Yellow are Mandatory Entry Fields.

← Those in White are regular (optional) information boxes that may or may not be filled in, at the User's choice. ← They may be Drop Down Selection Boxes identified by their Down Arrow button

← They may be Manually completed boxes with no Arrow button.

← Those in Aqua display system supplied or maintained information (and cannot be changed by a User).

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Telephone Number Entries← Telephone Numbers are entered in a special way.← To accommodate Automatic Dialing and the many local special dialing sequences (i.e., '1' + area code for normal Long Distance calls, an area code only without a '1' for regional calls, no area code but a '1' is required for localized regions, no area code or '1' required for a normal local call), Telephone Numbers are entered in the following manner: (All parentheses and dashes will be entered automatically)

← If a '1' is required, enter it first. If no '1' if required, press the Space Bar.← If an area code is required (after entering the '1' or pressing the Space Bar) enter the Area Code. Otherwise press the Space Bar again to skip the area code field.← If neither a '1' or nor an area code is required, press the Space Bar twice, then enter the normal 7 digit telephone number.A Hyphen will automatically be placed between the third and fourth digit.

← The sample below of the Contact Information section of the Subscriber form provides an example of each.

Calendar Selections Boxes← Click the Down Arrow on the Calendar Selection Box and a Calendar will be displayed. ← To Move from month to month, Click its Left or Right buttons.← Double Click on the desired Day (Date).

← Click the down arrow on the Date Selections Box to activate the Calendar.← If the Date Selection Box does not respond with a Calendar, press the Plus or Minus key. ← The Plus and Minus key will also move the Date forward and backward (respectively) one day.

← When Calendar of the Date Selections Box is displayed, the current date will be highlighted.

← The Left and Right arrows will move you backward and forward by Month.← Make your selection by Clicking the desired Day on the appropriate Month's

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calendar.← If you selected the wrong date, to revert back to originally selected date, press

the undo button.

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Drop Down Selection Boxes

These special data entry fields have all the available choices pre-defined. They may be supplied as part of the system, be a User Option or defined elsewhere in the Files|Maintenance system.They appear as Mandatory Entry Fields when in Yellow (as above) and as regular (optional)

entry fields when displayed in white.

In either case, by Clicking on the Down Arrow button, a list of all acceptable entries will be displayed. Select the appropriate one by Clicking on it.

NavigatorNavigator buttons are used like the controls on your VCR.

← The Navigator buttons helps you Navigate through the information on the current form.← The Navigator buttons allows you to initiate an Add, Edit, Save or Delete process.← Click the icon that represents the action you want to perform.

← The Navigator buttons initiate the following actions:

← Rewind to the Beginning of the Table

← Move back to the Previous Record in the Table

← Move forward to the Next record in the Table

← Jump forward to the Last record in the Table

← Add a new record

← Delete the current record

← Start to Edit the current record

← Save the Add or Edit that was just completed

← Cancel the Add or Edit that was just completed

← Refresh the Table (to see any additions made by another User since you started viewing the record)

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Memo PadA Memo Pad is a data entry box that has many of the qualities of a Word Processor.

Memo Pads appear throughout the Millennium Series and are usually labeled as "Comments", "Directions", or "Notes". To determine whether the notes or comments area on the form you are viewing is a true Memo Pad, position the cursor over that area and Right Click the mouse.If the Edit Menu appears, you are in the Memo Pad editor. Select Edit to expand your typing area.

Cut, Copy or Paste (if you have selected text on the form) works as normal Windows 95 functions.You may even copy in Diagrams, Graphs, etc. through the Windows ClipBoard.Font, Bullet Style, Paragraph and Tabs work as normal Windows 95 functions.Find and Replace work as normal Windows 95 functions.

Press Control+S or File|Save and Exit to save your entry and close the editor.

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A Table is a series of records representing a set of related information.← A Subscriber Table contains the records of your company's Subscriber Information.← A Tax Classes Table contains the records of Sales Taxing Authorities and their related Tax Rate Information.← A Receipts Table contains the records of Receipts processed from your Subscribers.

A Record is a unit of related information within a Table.A Subscriber Record might contain their Name, Address and Telephone and their identifying Codes like their Central Station ID and Subscriber Number.A Receipt record might contain the Amount paid; Invoice Number paid; the Subscriber who paid it and the Date it was paid.A set of related Records is a Table.

FieldsThis is a Drop Down Selection Box which will list each of the Fields (data entry boxes) available on the current form that you may Search within to achieve a Match of your Field Value data.

Field ValueAny specific piece of information, either alphanumeric characters or actual numbers, that has been entered into a field (data entry box) on a form within this system.

Mandatory Entry Fields

These Yellow boxes must be completed before the current record can be saved. Many of these Mandatory Entry Fields have Drop Down Selection Boxes (see the example above) where you may select the appropriate entry from all valid choices. In those cases, the choices have been defined within the Maintenance menu selections.

Table View

← The Table View allows you to move up and down through the Table using the side slide bar.

← You may also use the Navigator bar to move through the records.← The currently selected record is marked with an arrow.

← Switching back to the Edit View from the Table View will present the selected record for Editing.

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Overview of Setup ProceduresThe Millennium Series from Micro Key Software, Inc. is a very powerful and diversified Alarm Company Management System which will provide Accounts Receivable Accounting functions, Automatic Billing of Recurring Revenues, a Central Station related Database of Information and powerful Reporting and Look Up utilities.

← Optionally, Accounts Payable, General Ledger, Service Tracking, Inventory Management and many other Modules may be included in this application.← If you are Upgrading from the DOS Version of ALARMS-1, STOP!← Consult with your Sales Representative on how to get your data converted to the Millennium Series format← Start this Millennium Series Module correctly. To do so, there are certain basic "start up" steps that must be followed to ensure the proper operation of your system.

1. Read about each of the Topics listed under the Getting Started section of the Table of Contents. Pay special attention to the Maintenance Options.

2. Complete all items on the Maintenance Menu. Certain of these items may not be accessible if you do not have the Service Tracking, Accounts Payable and/or General Ledger modules installed.← User Options← Tax Classes← Sale-Purchase Items← Pay Groups← Service Contracts← Service Types← Town Codes← Employees← Parts: Installed Equipment Codes← Condition Codes← Zip Codes← Departments← Divisions← Bank Accounts

1. Open the Subscriber Form (press F3 or at the Desktop Click ) and enter your Subscribers. Include the information entered on the Accounting, Service, and (if your Company provides Monitoring Service) Monitoring tabs.

2. Define their Auto Bill information.3. Calculate the outstanding Balance owed by each Subscriber.

Then, using the Sales button on the Accounting tab of the Subscriber form, enter a new sale for each outstanding Invoice currently owed by your Subscribers.

4. Print an Accounts Receivable Report to verify that the total outstanding balance in this Millennium Series Module matches your current total balance due from your present system (whether software or paper based).

5. Make Corrections as necessary.6. Finally, print an Average Recurring Revenue Report and validate that you have

properly defined all of the Automatic Billing Information for each Subscriber.← These are the basic steps required to start using this application on a daily basis. ← The additional steps required to activate the optional modules of this system are listed below.

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←Service Tracking Module Start Up procedures

← You must purchase the option Service Tracking module to use these features.← Be sure you have already completed all items on the Maintenance Menu (to assure that your Accounts Receivable module is setup properly). ← If you have not already done so, enter your Service Contracts and Service Types code information. ← To activate Service Tracking for a specific Subscriber, on the Subscriber form,

enter a Service Account Number in the Data Entry Box provided to activate the Service Tracking tab.

Accounts Payable Module Start Up procedures← You must purchase the optional Accounts Payable module to use these features.← Be sure you have already completed all items on the Maintenance Menu (to assure that your Accounts Receivable module is setup properly). For the Accounts Payable System to operate properly, the Sale-Purchase Items and the Bank Accounts selections will need additional information added.← Then in File|Accounts Payable choose Vendor Classification Codes and enter whatever codes you desire. ← Once these steps are completed, you may press F4 to Enter Vendor Information.← Then use the Bills, Payments, Auto Pay, Allocate, found on the General Information tab of the Vendor Information form. Use Disbursement functions found in File|Accounts Payable|Disbursements to manage your Accounts Payable. Use Maintenance|Bank Transactions to enter miscellaneous Bank Transactions (i.e., Interest credited to or debited from your account, various Bank Fees, Petty Cash withdrawals, etc.) and use File|Accounts Payable|Check Register to Reconcile your Checking (and all other types of) Accounts. ← Look at the Reports|Accounts Payable Reports and File|Accounts Payable menus for addition Accounts Payable related functions and reports.

General Ledger Module Start Up ProceduresDefine Departments

← Define your General Ledger Accounts following the rules in Chart of Accounts← Establish Starting Balances and other defaults with the Setup Wizard.← Prove the Starting Balances with the Trial Balance Report.

Payroll Interface procedures: Importing transactions from PAY-1™ to the MKMS General Ledger Module

← Complete all General Ledger Module Start-Up procedures (see above).← Define a matching set of Departments in PAY-1← Define General Ledger Accounts in PAY-1← Link PAY-1 to the MKMS General Ledger Module.← Validate that the Payroll related Current and Year to Date Account Balances for the linked MKMS General Ledger Accounts (see above) are correct.← Download Payroll Transactions from PAY-1 to MKMS General Ledger.

←

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←Central Station Monitoring Module

As with all powerful software applications, requires certain steps to be accomplished before the system may actually be utilized for Signal processing.A. Select User Options, Click on and complete the Central Station tab.B. Be sure that you have entered Panel Types in the Installed Parts form for all of the

Communicator Formats you are using.C. Select Maintenance|Central Station Items and complete all of this menu's selections.

1. Account Types 2. Area Codes 3. Alarm Stack List 4. Condition Codes 5. Communicator Format 6. Contract Types 7. Dealer 8. Quick Notes 9. Resolution Codes 10. Town Codes 11. Virtual Phones 12. Verification Responses

D. Select the Subscriber form and Click on the Monitoring Menu.1. Select the Monitoring Icon. Enter Central Station Monitoring Information for each

Subscriber, as required. Define as many CSID + Communicator Format combinations as required.

2. Select the CSID Zones and enter any exceptions to the default Panel Zones for their Communicator Format.

3. Select Call List and enter the People to Call in the event of an Alarm.4. Select Events to define any Supervised Opening and Closing situations.5. Select Ac Test to enter any Account Testing requirements.

E. Select File|Central Station to actually use the Monitoring module for Signal Processing, to view the Alarm Stack or to Look Up information relating to Central Station Monitoring.

F. Select Reports|Central Station to print Central Station related information.

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User Options

There are several User Defined Options forms in the Micro Key Millennium Series.← These are used to customize the system to meet your personal specifications.← They must be completed for proper operation. ← Choose Maintenance|User Option to access any of these forms

← You may also select the Check or Edit Your Options speed button on the Desktop Outlook Bar.← Several Maintenance|User Options tabs are available. You should access and familiarize yourself with all of them. Set the Options as needed.

A. Logo for Your Company B. Company Information C. Month Closure D. Company Options E. Tax Calculations F. Personal Options Optionally:G. Service Options H. Central Station

Logo for your CompanyYou may have the Logo for your Company printed on your Reports, Invoices, and Statements.

← The Steps for installing your company Logo are:← Select Maintenance|User Options and Click the Logo tab.← Choose your company Logo.The Company Logo you Choose must be a ". BMP" file.It must be on your Computer (or File Server if using a Networking System).← Once the Logo's BMP file is selected, choose the Image Adjustment method that best displays your Logo.← Save the Image and Click OK to exit.

Company LogoThe Company Logo tab of the User Options form allows you to select a ".BMP" graphics file as your Company Logo.

← This Logo will be used on Invoices, Statements and other Reports← It will allow you to properly maintain your company image on all critical printed materials.1. From the Main Desktop, Select Maintenance.2. On the Maintenance Menu, Select User Options.3. Select the Company Logo tab on the User Options form.

← On the Company Logo tab Click Choose

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← Select the File Name that the BMP type of Graphics file of your Company Logo.← Image Adjustment - Adjust the Graphic for best appearance.

← The Picture Box displaying your Company Logo displays it at its maximum allowable size.← Because of restrictions in the space provided for the Company Logo on your Invoices, Statements and Reports, ← You should adjust the Picture for best appearance.

Company

← Click on the Your Company Tab. ← Enter your Company's Name and Address and related contact information as requestedUse the Zip Code Drop Down Selection Box to select the correct Zip or Postal Code. This will also supply the City and State information.

To enter a new Zip Code record, Click the Add Zip icon.Pay special attention to the format of the Telephone Number Entry.← Click OK to save your entries.

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Company OptionsThe Company Options tab of the User Options form allows you to enter various initial "set-up" related items

A. From the Main Desktop, Select Maintenance|User Options.B. Select the Company Options tab on the User Options form.

← On the Company Options Tab, enter your:A. Company's TermsB. Last Invoice Number reservedC. Last Work Order Number reservedD. Whether you want to Bill Recurring Revenue WeeklyE. Whether your want to Enable AuditingF. Whether you Process Credit Cards.

If you do accept Credit Cards, indicate which ones are accepted.← Default Bank Account - If you are using the Accounts Payable module you may select the Default Bank Account from which Payments are made and to which Receipts are posted.← Use Pre-Printed Invoices? Check this box if your Company's Name and Address is printed on your Invoice forms.← Use Pre-Printed Purchase Orders? Check this box if your Company's Name and Address is printed on your Purchase Order forms.← Print CSID on Invoice Stub? Check this box if you want the Subscriber's CSID printed on the Remittance stub.← Meld Late Fee and RR Invoices? Check this box if you plan on Posting Late Fees and Billing your Recurring Revenues on the same day AND you would like both of these charges to appear on the same Invoice.

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Terms - After that number of Days, the Invoice will be considered "PAST DUE".← If this Subscriber was subject to Late Charges, the Past Due Invoice Amount would be assessed the appropriate Late Fee when the Late Charges process was executed.

The Last Invoice Number reserved would be the number most recently used on an actual Invoice OR the number immediately prior to the NEXT Invoice Number you wish to assign (to the next Invoice that will be created).

Bill Recurring Revenue Weekly← Designed for large companies with many hundreds (or 1000's) of Invoices created when you Run Recurring Revenues.← Allows you to divide the Automatic Billing into (two, three or) four distinct Invoice sets.← Distributes the printing, folding, stuffing and mailing process evenly throughout the month.

← If you Check Bill Recurring Revenue Weekly on the Company Options form: ← As you define Auto Bill information on the Accounting tab you must specify the Weekly Cycle for the billing item.

← When you Run Recurring Revenue you must specify the Week (1 to 4) that is to be billed.← If you have not implements Weekly Billing, the Weekly Cycle box will not appear on the Auto Bill form and no Weekly Option will be offered when you Run Recurring Revenue.

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Month Closure SetupAccounting Applications require the Accounts Periods be "Closed". This signifies that all monetary transactions that occurred in this "Accounting Period" have been entered. This allows Reports for these Accounting Periods to be static and therefore referentially reliable.

← Late Charges are (typically) assessed during this Month Closing Procedure. Therefore this Month Closure Setup establishes the rules for the Generation of Late Fee Invoices.

← Late Fees are assessed and Invoiced individually for Each Invoice that is Past Due based on your Company's Terms.← Late Fee Invoices detail the amount, date and balance due of the specific Past Due Invoice upon which it was based.← Therefore, if the Subscriber has three Past Due Invoices, three Late Fee Invoices will be generated, each detailing the precise information that was used to calculate that Late Fee for that Past Due Invoice.

← Select Maintenance|User Options. ← Click the Month Closure tab.

← Set the Auto Production of Late Fee Invoices rules.← These will be followed each time an Accounting Period is Closed and Late Fees are requested or when you select Run Late Fee Invoice Generation from the File Menu.

← Auto Production of Late Fee Invoices:← Charge Late Fees On Previous Late Fee InvoicesSome States all you to assess Late Fees on Late Fees, others do not. Check accordingly.← Charge Sales Tax On Late Fee InvoicesSome States require Sales Taxes be charged on Late Fees, others do not. Check accordingly.← Grace Period (Expressed in Whole Days)Depending on your Company's Terms, you may want to allow an additional Grace Period (based on the Due Date of Past Due Invoices) during which these Invoices will be exempt from Late Fees.← Annual Interest Rate to ChargeEnter the APR (Annual Percentage Rate) these Late Fees will be based upon.This should not exceed you state's maximum allowable interest rate.← Minimum Late Fee ChargeEnter the Minimum Late Fee to be assessed. Remember each Past Due Invoice will be assessed this Minimum Late Fee.This should be a substantial amount (perhaps $1.00 to $5.00).

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Tax CalculationsThe Calculation, Management and Reporting of Sales Taxes will be automatic once you've defined your Company's Sales Taxing Method(s).

← The Sales Tax Charging situation(s) required of your Company may need to be defined in several ways. ← Your Company's sales taxing requirements will determine which form(s) in this Millennium Series Module must be defined.← Select Maintenance|User Options

← Click the Tax tab on the User Options form. On the Tax Tab,

← Enter your Tax Status (from list below).

← Enter Tax Rates when required. ← Enter the appropriate Tax Calculations method.

← Decide from the choices below, which case addresses your Company's Sales Taxing Requirements. Once your decision is made, complete the Tax Calculations form (shown below). Click the appropriate Tax Status button.

← Wholly Tax Exempt← Local Taxes Only← National Taxes Only← National & Local Taxes

← Click the appropriate Tax Calculations button.← National & Local Based on NetIn the United States, and most other countries, this will be your normal selection.← National Based on Local Plus Net.In certain Canadian Provinces where GST (or VAT) is assessed based on Invoice amount Plus the local Sales Tax.← Local Based on National Plus NetIn certain Canadian Provinces where PST is assessed based on Invoice amount Plus GST (or VAT) Tax.

← Enter the required Tax Rates← Enter Rate 1 as the regular Sales Tax Percentage Rate.← If your have multiple Sales Tax Rates based on the type of Part or Service provided, enter those additional rates.

← You have more than one Local Sales Taxing Authority for which you must collect sales taxes you must also complete Tax Class forms (as many as required) for each Local Sales Taxing Authority for whom you must collect sales tax. You a Local Sales Taxing Authority with more three Rates of

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Sales tax collected for that one Sales taxing Authority.← Companies that must charge a National Sales Tax are normally required to have a Tax Account reference number printed on their Invoices along with the "Name" of that tax and it's normal abbreviation.

A Sample is shown below.

← A typical completed Tax tab of the Users Options form is shown below.

You must select one of these three alternatives:← National & Local Based on Net is selected when Sales Tax is calculated on the Net Amount of all Taxable Items within an Invoice.← National Based on Local Plus Net is selected when:← There is a National and a Local Sales Tax and the National Sales Tax is charged on the Gross Amount of an Invoice← PLUS the amount of the Local Sales Tax calculated on the Net Amount of all Taxable Items within that Invoice.← Local Based on National Plus Net is selected when:← A National Sales Tax is charged on the Gross Amount of an Invoice← A Local Sales Tax is calculated based on the sum of Net Amount of all Taxable Items within an Invoice PLUS the amount of the National Sales Tax being charged.← Wholly Tax Exempt

← Selecting this Button will turn off all Sales Tax Calculations within this Module.← No other steps are required.

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Local Taxes Only← If you have Local Taxes Only, it means you do not charge a National Sales Tax (like Canadian GST or British VAT) but do charge a Local (State, Province, etc.) Sales Tax. ← You may use the Tax tab on the Users Options form to completely define your Sales Taxing Method:Except for the following case:

← (You do business in more than one State, or within your own State, you must charge more than three different percentage rates of Sales Tax If you must charge Sales Tax for more than one Local Taxing Authority.) Use the Tax Class selection on the Maintenance menu to define your Sales Taxing Requirement(s).← You may only use the Tax Calculation tab's Local Taxes Only selection to define your Sales Taxing MethodIf there are no more than three different tax percentages, andThese sales taxes are charged for only one Sales Taxing Authority (just one State, Province, etc.).← Therefore, if your company charges sales tax for just one taxing authority (Your State ONLY) and for no more than three different sales tax percentage rates, you may use only this Tax Calculation tab to define your Sales Taxing Requirements. Up to three different percentage rates may be defined on this form if different governmental entities within your State charge different percentage rates, or different types of products and services are taxed at different percentage rates.

← It also indicates that there is no other Local Sales Tax being charged to your Subscribers.← The National Taxes Only system accommodates up to three different percentage rates. ← If different sections of the country charge different rates or different products and services are charged at different percentage rates, you may still select this as your Sales Taxing Method - as long as there are never more than three different percentage rates charged.← Define the Local Tax Rate(s) using Tax Classes forms. ← Assign each Subscriber the Code for their appropriate Tax Class.

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Tax ClassesTax Classes are used to identify the National, State and Local Governmental Authorities which are authorized to collect Sales Taxes.

← If you create Invoices for Sales of these types of products or services, you as a company are obligated by law to collect those sales taxes for these Sales Taxing Authorities.← The Tax Rate ID, Rate(s) and Description of each Sales Taxing Authority is defined in Maintenance|Accounts Receivable|Tax Class. ← The appropriate Tax Rate ID code is assigned to each Subscriber whose purchases are affected by this Sales Taxing Authority.

← We call each of these Governmental Taxing Authorities a Sales Taxing Authority. The system uses the entries on your Tax Classes form to calculate, track and report the Sales Taxes that are billed on your company's Invoices. Later, as you enter Subscriber Information, when you assign that Subscriber a Tax Classification Code, they appropriate Tax Rate will be inserted automatically.← If your company is charging No Sales Tax or only one Sales Tax Percentage Rate and collecting it for only one Sales Taxing Authority, you do not need to complete this form.

Instead go to the Maintenance|User Option screens (or Click the User Options speed button). Select and complete the Tax Calculations tab on that form.← However, if you have two or more Sales Taxing Authorities which must be identified (and for whom you must collect sales taxes), define them here. Select Maintenance|Accounts Receivable|Tax Class. This form offers an Edit View and a Table View.

← Complete the form following the instructions below:← On the Navigator bar, Click Add (+)← Enter a Tax Rate ID. This may be from one to four characters consisting of Letters, Numbers and/or Dashes or Slashes.← If this Tax Class requires Multiple Tax Rates (e.g., The sales tax rate charged depends on the area in which it was sold or the actual product that was sold), Check the Multiple Tax Rates Apply box.← Enter at least one Sales Tax Rate in a percentage format (6% would be entered as "6", not ". 06"). If this Sales Taxing Authority has multiple sales tax rates in effect, enter those as necessary, in the order they would be most commonly used.← Enter the Description of the Sales Taxing Authority. This may be up to twenty-five (25) characters in length.

← No General Ledger Tax Account needs to be entered because the system will

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post your Sales Tax Liability automatically when you link to the General Ledger Module.

Zip CodesZip Codes are maintained in a User Defined Zip Codes file. ← This Zip Codes file contains the City, State, Zip Code and Area Code for most United States Zip Codes. ← Select Maintenance|Zip Codes to access the Zip Codes form shown below.← Using the Navigator Bar, you may Add, Edit and Delete records within the Zip Code Table as required. ← Edit the City Names of the Zip Codes you generally use to be Upper/Lower case letters.← International Users must enter the Postal Codes they will need to use.

← Using these pre-defined Zip Codes:← On the Subscriber form enter the Zip Code using the Drop Down Selections Box. ← As soon as you begin typing numbers, lists appear from which you may select a Zip Code and view the corresponding city and state.

← If you type the complete code, press Enter and the City and State information will automatically appear on the Subscriber form.

← Modifying a Zip Code for a existing record on the Subscriber form:← If you have already assigned a Zip Code to a Subscriber but need to change it, use the Drop Down Selections Box to select another Zip Code and Confirm that you want the City and State information changed also.

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Personal Options← The Personal Options tab on the Maintenance|User Options form provides two sections:

← Software Options for setting the behavior of certain features within the program.← Modem definition for identifying the device to be used for automatic dialing.

← Personal Options are specific to the User logged onto Windows 95. ← If your computer accommodates more than one user, each User may set their Personal Options.← These settings are stored in the Registry.

← To access the Personal Options form, select Maintenance|User Options← Select the Personal Options tab on the User Options form.The Personal Options tab and form is shown below.

← Software Options← Click on the feature(s) you want activated. You may return and change these at will. ← Checking the desired option box alternately activates and deactivates that item. ← When the check mark appears, that selection is active. ← Changes are saved and will take effect immediately after you Click the OK button.

← Tool Tips When you place your mouse pointer over any of the buttons, you may have a brief tool tip appear. These help identify what function the particular button performs. If you wish to have these reminders appear, check the tool tips option. A sample Tool Tip (for the Subscriber icon on the Main DeskTop) is shown below.

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← Auto Start Subscriber Form When the software starts you can have it automatically show the Subscriber form. If this item is not checked, the desktop appears, but is empty except for its Menus and Speed Buttons. ← See Old Subscribers Normally Deleted Subscribers are hidden from view to speed browsing through your Subscriber database. If you check See Old Subscribers, you will view Deleted records as well as your current Subscribers.← See Tip of the Day The Millennium Series will provide you a daily "tip" when you start the program. These are helpful ideas that are displayed to provide you ideas on how to make better use of the software. They also provide reminders of important operating techniques and procedures.

← Modem← The Micro Key Millennium Series can dial telephone numbers for Subscribers, Vendors and People to Call. This feature is called Automatic Dialing.← You must have your computer's modem connected to a telephone line. ← Device Selections is a Drop Down Selections Box to help you pick one of your computer's communication devices.

← Click the Select button to pick or change your modem selection. ← A small window appears for Device Selection.← Click on the down arrow to get the system list of available devices. ← Click on the desired item and it is shown in the selection box. ← Click OK to make this selection active.← Click Cancel to return to your previous setting.

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File Menu SelectionsThe File selection on the main Millennium Desktop offers selections used to setup, maintain and process data on the Micro Key Millennium Series Accounts Receivable, Accounts Payable, General Ledger and Central Station Monitoring modules.

← Each of the main File selections is explained elsewhere in the Help system.← These are:

← Accounts Payable Sub-Menu← Bank Reconciliation & Check Register← Disbursements← Run Automatic Payments← Month Closing Procedure← Vendor Information← Vendor Classification Codes

← Accounts Receivable Sub-Menu← Run Late Fee Invoice Generation← Run Recurring Revenue← Month Closing Procedure← Subscribers (F3)← Subscriber Search by Invoice

← General Ledger Sub-Menu← General Journal← Import Payroll← Month Close

← Central Station Sub Menu← Alarm Stack← Signal Processing← Look Up Account Info

← General Search (Ctrl+F2) ← Close Year← Vehicle Maintenance

← Vehicle Information← Vehicle Maintenance Options

← Printer Setup← Exit

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Maintenance Menu SelectionsThe Maintenance Menu Selections provide a means to access the forms that establish the rules, default codes, prices, processes, etc. that will be used by all of the Accounts Receivable, Accounts Payable, General Ledger and Central Station Monitoring modules.

← When starting any Micro Key Millennium Series module, you must complete information for every item on that module's Maintenance Menu.← Each of the Maintenance Menu Selections is explained elsewhere in the Help system.

← These are:← Accounts Payable Items

← Bank Maintenance← Bank Transactions

← Accounts Receivable Items← Departments← Pay groups← Tax Class← Service Contracts← Service Types

← General Ledger Items← Accounts← Chart of Accounts← Group ID

← Central Station Items← Account Types← Area Codes← Alarm Stack List← Condition Codes← Communicator Formats← Contract Types← Dealer← Quick Notes← Resolution Codes← Town Codes← Virtual Phone Lines← Verification Response

← Others (used by multiple modules):← Divisions← Employee

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← Employee Groups← Parts← Sale-Purchase items← User Options← Zip Codes←

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Selecting ReportsTo select a Report, Click Reports| plus the sub-menu name that represents the report group in which

your desired report is contained.← Accounts Receivable Reports

← Accounts Payable Reports

←← General Ledger Reports

←

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Service Tracking Reports

← Central Station Reports

←← Vehicle Maintenance Reports←

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Printer Setup OptionAs with all Windows® 95/98/NT/2000 applications, the Millennium Series uses Windows to manage it's printing requests.

← Before you can Print within any Millennium Series Module, you must define your Printers in Windows.← To Define Printers

← Select My Computer from the Windows Desktop.← Click the Printers folder.← Click Add Printer and complete the Dialog box offered. (See the Windows Help System).

← To Edit your Millennium Series Printer Setup Options, select File|Printer Setup...← You may select the Printer, Paper Size and Source, and printing Orientation.

← To select the desired Printer (from those previously defined)

Click the Name Drop Down Selection Box.← Once your Printer's Name is chosen:

← Select Paper Size and Source using the Drop Down Selection Boxes provided.← Click the desired printing Orientation radio button.

← Click Properties to Edit your Printer's characteristics.

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Accounts Receivable System ← If you are in business you make Sales to Customers. Therefore these Customers will owe you money.Some of it is still owed to you well after it was due to be paid.← An Accounts Receivable System will track all of the information related your Company's Sales and Receipts (or the lack of them). ← It must also Report the results of these transactions in many ways.←

Sale and Purchase ItemsSale-Purchase Items are special User defined Sales (and optionally Purchase) Category Codes that represent the Sales, Purchases and/or Parts Categories and related information you want to have your Sales (and Purchases - if using the Accounts Payable module) reported by. You must define these before you can enter any Sale or Purchase.This form offers an Edit View and a Table View.

← These Sale and Purchase Item ID Codes will represent a particular type of Sale, Purchase, Service provided, Labor Charge, Kit or Inventory Part that your Company sells or buys.← Each line item on an Invoice is assigned a Sale Item ID Code from among those you've entered on this Sale-Purchase Items form. As Invoices for Subscribers are created in the Accounts Receivable module, either Automatically while Billing Recurring Revenue or Completing a Service Request, or manually using the Sales button on the Accounting tab of the Subscriber Information form, a Sale Item ID is used to identify each line item. ← Each line item on a Bill must be assigned an Item ID from among those you've entered on this Sale-Purchase Items form. Purchase Item Id’s are assigned as Bills from Vendors are created in the Accounts Payable module, either automatically using the Recurring Purchases form to define them and the Run Automatic Payments to create them, or manually using the Bills button on the General Information tab of the Vendor Information form.← Later, when you want a Sales Analysis Report or a Purchase Analysis Report, those reports will generally list your Sales or Purchases - grouped by the Sales and Purchase Category Codes (Item ID's) you have defined on this Sale-Purchase Items form.

← Select Maintenance|Sale-Purchase Items to access the form shown below.← Click the Add (+) icon on the Navigator Bar to enter a Sale-Purchase Item.

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Defining a Sale-Purchase Item, its Description and related information:← Item ID

1. Enter an Item ID. If are creating a Sale or Purchase Category Code (rather than a Parts Category Code), enter a Code from one to 6 characters in length. Part Codes may be up to 16 characters in length.

2. The Item ID Codes may be Letters, Numbers, Dashes, Slashes or Underlines. 3. However, Recurring Revenue Sales Items (coded as "R-1" to "R-99") must begin with a

capital "R", followed by a Dash ("-"), followed by a number from one (1) to ninety-nine (99).4. You may also define Recurring Service Codes (coded as "S-1" to "S-99") here which will be

used by the optional Service Tracking System to assist you in quickly defining your Subscriber's Recurring Service Requirements so you are provided Recurring Service Reminders as and when necessary.

5. You must also define an Item ID of "F/C" for "Finance Charges and Late Fees" and DISC for "Discounts".

← Item Type 1. This set of Radio Buttons allows you to choose whether this Item ID represents a Sale Type

item, Payable Type item or Both Types. 2. In the case of an Inventory Item (Part) - which you would both buy (Purchase) and sell (Sale)

- you would probably Click Both Types. 3. Otherwise, most of your Item ID entries will represent either a Sale Type or a Payable Type.

← Description Enter the Description of the Sale, Payable or Inventory item as you would generally want it to appear on a Subscriber's Invoice.← Price Enter the usual Price for this item. If there is no generally accepted List Price for this Sale Item, enter nothing.← GL# - For General Ledger Module Users:

1. Enter the appropriate four digit General Ledger Account Number in the Sale GL# box if a Sale Type was selected

2. Enter the appropriate four digits General Ledger Account Number in the Purchase GL# box if a Purchase Type was selected.

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3. Enter the appropriate four digits General Ledger Account Number for both the Sale and the Purchase category if you select Both Types.

4. If you have elected to do multi-departmental accounting, enter the Department number for this Sale-Purchase Item

5. If this is an Inventory Item being defined, use Purchases For Resale related General Ledger Account Number.

← Non Report If you want the choice of whether or not you will have this Sales Item ID appear on selected Salesman's Sales Analysis Reports, Click on the Check Mark in this box. Then insert a Check if this item should Not Appear on Sales Analysis Reports by Salesman. If it is to be reported, remove the Check.← Defining a Part (Inventory item)

← Part Group If this is a Part Item ID being defined, you may assign it a Part Group code of from one to four letters, Numbers, Dashes, Slashes and Underlines representing some logical sorted order of the way you would want to see your Parts listed.← Vendor If you are using the Optional Accounts Payable Module, enter the Vendor ID of the normal supplier of this Part. If you are not using the Optional Accounts Payable Module or this is a Sales related Item ID enter nothing.← Max Level If this is a Part (Inventory Item) that is being defined, enter the Maximum Level of the Number on Hand. The number will be used to determine the number to Reorder when the Quantity on Hand is at or below the Reorder level.If this is any other type of Sales or Purchase Category Code, you should enter nothing. If you are not using the optional Inventory Tracking System several of these fields may not be displayed.← Price InIf this is a Part (Inventory Code) being defined, you may assign it a wholesale value - the price you pay when it comes in.← Re OrderIf this is a Part (Inventory Code) being defined, you may assign it a Re Order levelIf the number on hand is below this value, you should order more of these Parts.← Pending (System maintained value in optional Inventory Tracking System)

A User Defined Kit is a grouping of Sale-Purchase Items that represent Parts Category Codes (representing several different types of Parts). The "Kit" is assigned its own unique Parts Category Code (Sale-Purchase Item ID)← These User Defined Kits represent a group of separately defined Parts that are normally sold together as a Unit. However, they actually consist of several individually purchased Parts, often produced by different manufacturers and purchased from various Vendors.← The actual contents of these User Defined Kits will be defined later.

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Pay Groups

Pay Groups are Codes (and their related Payment Amount and Description information) that represent Recurring Revenue Payment Amounts for which Subscribers are automatically Invoiced during the Run Recurring Revenue Process.

←

Pay Group Code ← A one to six character code made up of Letters, Numbers, Slashes, Dashes, and Underlines.← It represents a specific group of Subscribers who are ALL Paying the Same Amount for a particular Service.← That Service is being billed on a recurring basis.← They were all assigned that Payment Amount within the same general time period.← Eventually you want to increase the rate paid by all Subscribers started within a certain year and who are paying a specific amount for a certain recurring service. You will be able to globally change their Pay Rate for that Recurring Service based on the Pay Group Code that Recurring Service was assigned in the Auto Bill Form.← By changing the Rate here, the Rate for all Automatic Billing records assigned that Pay Group Code will be instantly changed also.

Amount for Pay Group CodeEnter the actual Dollar Amount of the Monthly or Annualized Payment that the assigned Pay Group Code represents.

Description of Pay GroupEnter a Description or Comment (that can be up to twenty-five characters in length) to describe the purpose, time frame, or specific meaning of the Pay Group you are defining.

← The purpose of assigning these Payment Amounts to Pay Groups is to provide you with an easy way to globally change (increase) a specific group of Subscriber's Automatic Billing Payment Rates.← It eliminates the need to individually Retrieve each Subscriber whose Rate is to be changed, then Editing and Saving each change and moving to the next appropriate

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Subscriber.← Select Maintenance|Accounts Receivable|Pay Groups to access the form shown below.← Click the Add (+) icon on the Navigator Bar to enter a Pay Group.

← Pay Group ← Amount ← Comment

← Click the Save on the Navigator bar when you want to save this entry.

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Employee InformationEmployee Information should be defined for each Employee of your company including Sales, Service, Administration and Monitoring personnel.

← The Employee is identified in the Maintenance|Employee form.← Each Employee is assigned an Employee Code (usually their initials).← The Phone, SSN and Employees Address information should be completed.← The Page ID, Page Phone and Page Type (which is defined using a Drop Down Selection Box) fields are optional and are used in conjunction with the Paging Module.← The remaining information is self explanatory except for the Security issues that are explained in detail below.

← You may also print an Employee Codes List at Reports|Employee Codes.← Security Access (Editable by a Database Administrator ONLY):For users of the Monitoring Module and for establishing Access RightsIf you have logged on at the Administrator Level, you may also assign access and functionality permissions as shown in the Security Access box.

← Central Station Supervisor - Check this box to identify this Employee as a Central Station Supervisor.← Permitted to Activate Emergency Monitoring Mode - Check this box to allow the Employee to Activate Emergency Monitoring Mode while working as a Central Station Operator or Supervisor.← Permitted to Activate Alarm Management Mode - Check this box to allow the Employee to Activate Alarm Management Mode while working as a Central Station Operator or Supervisor.

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← Security Access Group - Using the Drop Down Selections box to choose the Security Access Rights Group to which this Employee will be assigned.← Database User Name - Enter the actual User Name this Employee will be using to access this system.←

Employee Codes Listing

← Choose Reports|Employee Codes and View or Print the list.

Employee GroupThe Employee Group form allows you to define the Employee Groups to which specific User Access Rights will be assigned.

← Thereafter, by assigning an Employee to that Group that Employee inherits the Groups' Access Rights.← To define your Employee Groups, select Maintenance|Employee Group.Add as many Groups as may be required. ← A sample (table view) of Groups appears below.

← Security Access (Editable by a Database Administrator ONLY):For users of the Monitoring Module and for establishing Access RightsIf you have logged on at the Administrator Level, you may also assign access and functionality permissions as shown in the Security Access box on the Employee Information form.

← Permitted to Activate Emergency Monitoring Mode - Check this box to allow the Employee to Activate Emergency Monitoring Mode while working as a Central Station Operator or Supervisor.← Permitted to Activate Alarm Management Mode - Check this box to allow the Employee to Activate Alarm Management Mode while working as a Central Station Operator or Supervisor.← Security Access Group - Using the Drop Down Selections box to choose the Employee Group containing the proper Security Access Rights to which this Employee will be assigned.← Database User Name - Enter the actual User Name this Employee will be using to access this system.

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Parts: Installed Equipment Codes: Defining the Parts you Install

Parts are installed in a Subscriber's system(s). The Parts you define here are Not Inventory Items. They are codes for equipment that you install. This form is used for defining the types of system components you generally install.

← These Parts of the Subscriber's installation (any major type of installed equipment), particularly the Subscribers' Control Panels, should be identified.← If you're using the optional Service Tracking Module, you can identify each section or component of a Subscriber's system using the Equipment Button on the Service Tracking tab of the Subscriber form.← The Subscriber's CSID is entered on the Subscriber's Central Station form. There may be one or more CSID's assigned to a Subscriber. Each CSID is assigned a Part Code representing the Control Panel that is sending that CSID number.

← All of the Subscriber's installed equipment is identified using preset Equipment Codes called Parts Codes. ← These Parts Codes (and their Description and Instructions) represent the various Parts of the Subscriber's system.

← Installed Equipment Codes (Part Codes) and their related Descriptions are defined in Maintenance|Parts.This form offers an Edit View and a Table View.

← Enter a Part Code representing a specific type of Equipment you Install.← Enter the Description for that type of Part.← If this is a Control Panel, you may enter detail Instructions as required.

← This is a Rich Text Edit box.

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← If you Right Click in this Instructions box, you have control of Font (Size and Color also) and many other formatting options.

← Click Save on the Navigator bar to record the information.← If you are using the Monitoring module, when an Operator is Signal Processing the Subscriber's Panel Type is displayed.

← If the Operator Clicks on it's Information Icon , the Instructions for that Control Panel will be displayed for that Operator.

← The system's Control Panel Type as previously defined in the Maintenance|Parts menu.← The Panel Type code will provide the User with the knowledge of the type of system this Subscriber has installed.← A detailed explanation of what an Operator needs to know about this Panel may be entered there.

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Enter Departments for PAY-1 to MKMS LinkTo set up the Link between PAY-1 and the MKMS General Ledger module, the appropriate Department and General Ledger Account numbers must be pre-defined.Each General Ledger Account number must be assigned a Department Number. Before you may reference a Department number, the Department Number(s) must have been previously defined.

← If you HAVE already been using GL-1™, the DOS based General Ledger System from Micro Key:

← Copy ACMGL.DBF and ACMDEPT.DBF from the \GL\ to the \PAY\ directory. ← Create a file (if you have not already done so) in the \PAY\ directory (where PAY-1 was installed) named APRMKMS.DBM with the letters "MKMS" in this DOS text file. Use any available text editor for this.← Link PAY-1 to MKMS General Ledger module by choosing the Link selection in General Ledger Link Set-Up ("G") from the Start-Up Data/GL-1™ Link ("S") found in the PAY-1 Files Maintenance menu.← All existing GL Accounts numbers assigned to your Taxing Authorities, Deduction Payees, and Employees remain the same.

← If you HAVE NOT been using the GL-1™, the DOS based General Ledger System from Micro Key, you must Enter Departments for PAY-1 to MKMS Link:

← In PAY-1 select Files Maintenance, choose Start-Up Data/GL-1™ Link ("S") and select General Ledger Link Set-Up ("G").← Choose Enter Department Numbers ("D").

← Enter the same Department Number(s) and Description(s) as have been defined in the Micro Key Millennium Series General Ledger Department’s form.← Then Enter General Ledger Accounts and Link PAY-1 to the MKMS General Ledger.

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Divisions of the CompanyYou may divide your Subscriber database by Divisions.

← The purpose of establishing Divisions of the Company is to allow different groups of Subscribers to have different Return Addresses printed on their Invoices and Statements. ← This will accommodate companies that have established multiple offices to serve their Subscribers but who actually do all their accounting and service management (tracking and dispatch) from a central location.← In addition, using the Ad Hoc Report Writer, your Subscribers may be sorted and reported by these divisional groups.← The Accounts Receivable Report may be grouped by Division Codes.

← To define Divisions select Maintenance|Divisions and enter a Division Code of one or two characters and then enter the Division Name & Address information. The Phone and Fax information may also be included.

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Account TypesOn the Central Station Information form available through the Subscriber Information form you are given the opportunity to identify the Account Type of this Subscriber.

← The Account Types entries are designed to allow you to identify what Type of Subscriber this is. ← These Account Types usually include Residential, Commercial, or Industrial accounts and therefore the system comes with these defined as the default choices.← To define additional Types of Subscribers that you will want to identify in their own groups, select Maintenance|Central Station Items|Account Types.

Add as many additional Account Codes (types) and their Descriptions as may be required.

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DepartmentsDepartments are used to identify the work group or profit center within your Company that is responsible for installing, servicing or monitoring your Subscribers.

← The Department Number will be used later to Link this Department's transactions to the General Ledger Module.← Generally, unless you have a specific reason for doing so, you will not define any Department (the system automatically makes a Department zero ("0") for internal purposes.← Later, if you do Link to the General Ledger Module, you may want to define additional Departments.

← Multi-Departmental Accounting - If you have chosen to do Multi-Departmental Accounting (the goal of which is to have the General Ledger module produce Departmental Profit & Loss Statements), you must define the Departments here. Then when starting the General Ledger module, using the General Ledger Setup Wizard, indicate that you want to use Multi-Departmental Accounting. In doing so, as you enter Bills and Sales, you may assign each Sale and Purchase line item to a specific Department.← Define a Department in Maintenance|Department. ← Enter a Department Number and its corresponding Title.This form offers an Edit View and a Table View.

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Subscriber FormThe Subscriber Form is used to Look-Up, Add, Edit and Delete a Subscriber record and its related information and functionality. There are several types of Data Entry Boxes displayed on forms. You should familiarize yourself with each of them.

← Open the Subscriber Form by pressing F3 or by Clicking the Subscriber Icon

on the Millennium Series Desktop Outlook Bar. From a Subscriber and an Accounts Receivable stand point; this is where everything happens. ← The Subscriber Form is the primary form for all Accounts Receivable System information and functions. After a Subscriber is Added and Saved, Click the appropriate Menu Bar and its Icons on the Outlook Bar located to the left of the form to perform desired Accounting functions.← To Search for an existing Subscriber record. Press F2, or Click the Search Icon

on the Outlook Bar, or Click the Search Icon next to the Navigator bar.← To Edit the Subscriber Form. Click on the box you want to Edit and you will automatically be placed in the Edit mode.

← The Subscriber Form is divided into three parts: Subscriber and Contact Information areas and the Accounting section.

.← Enter a New Subscriber record into the Subscriber Table.

← Click the Add button on the Navigator Bar.

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← Enter Subscriber and Contact Information.

← Click the Save button on the Navigator bar.← Select from the list below to view instructions for each of the Subscriber Form's areas and tabbed sections.

← Subscriber, CSID and Service Account Numbers← Subscriber area on the Subscriber form← Contact Information area on the Subscriber form← Accounting Menu bar← Service Tracking Menu bar← Monitoring Menu bar ← Auto Draft Menu bar

← Delete the Subscriber record Click the Delete button on the Navigator Bar.← You will use the Icons on the Accounting selection on the Outlook Bar to perform these functions:

Enter New Sales

Post Receipts

Define Auto Bill Rules

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Define a Bill Payer

Invoices Listing

Allocate Receipts & Credits

Contracts Tracking System← The Subscriber Form accesses all Service Tracking System information and functions.

← After initially saving a new Subscriber record, enter a Service Account Number in the Data Entry Box provided to activate the Service Tracking tab.

← Then select the Service button of this form you will be able to enter Service related information.Optionally Enter and Schedule Service Requests, Print Work Orders, Look Up Service Histories, Complete and Bill the service work performed, Print Service related Reports and view your Technician's Schedules.

← The Subscriber Form accesses all Monitoring Information. Click on the Monitoring Menu bar of

this form and then Click the Monitoring Icon to enter the Central Station form where the Subscriber's CSID and Zones, Contacts and Opening & Closing Events information is entered.

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F2 - Subscriber SearchPress F2 while focus is on any part of a Subscriber Form to request a Subscriber Search.

← Select the appropriate Search By method By default, the Search By is Subscriber Name.Subscriber Search will locate a Subscriber record based on their Subscriber Name, Subscriber ID or CSID.Use the Drop Down Selection Box select your Search By method ← Type your Search CharactersYou may also use the Down arrow, the Slide button, or enter additional Search Characters to move to the desired record.Type in whatever characters is required to identify the desired Subscriber.← Click OK when the desired Subscriber is highlighted.You may also press Enter to select the currently highlighted Subscriber.← This selected Subscriber will be displayed on the current Subscriber form.

← Once you have used Search Subscriber to locate a Subscriber, the Navigator bar will function as follows:

← The Beginning button will display the Subscriber Search record.← The Next and Last button will present Subscribers in Alphabetical Order starting from the first record alphabetically.← The Previous button will no longer operate unless you've used the Next button to relocate from the selected record to the normal alphabetically ordered records.← Closing the current Subscriber form returns Navigator control to its normal operation.

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Subscriber area on Subscriber formBasic information about the location of the Subscriber is entered in the Subscriber area on the Subscriber form. This includes their Name, Address, City, State and Zip Code and related information.

← Enter your Subscriber Information Carefully!← There are certain rules that should be followed when making your Subscriber Information entries. 1. Spell things correctly. 2. Get the Account and Street Names right! 3. Fill out the information with whole words ("Street" not "St."). 4. This is the last time you will ever have to type this Subscriber's name and address

information. 5. Make it perfect.← Name - Proper Names are entered in a Military Style (e.g., Last Name FIRST, First Name and Middle Initial LAST). Separate the Last Name along with any suffix (i.e., MD, Sr. III, Esq., etc.) from their First Name and any required Prefix (i.e., Mr., Mrs., Dr., etc.) with a tilde ("~"). The Tilde allows the system to properly "reverse" the entry (to normal) when it's actually printed.← Street - The street address should be entered completely with as few abbreviations as possible.← City.State - are entered automatically when you enter their Zip Code.← Zip Code - Enter the Zip Code and the system will supply the proper City and State (and appropriate area code in the Contacts Information area of the screen) automatically from the Zip Codes File.← Attention - If this is a Commercial account, be sure to enter the Attention information so mail and other contacts are directed to the correct person or department.← Care Of - Use the Care-of box sparingly but when needed, be specific.← Map Loc - Use this space to enter the Directions to the Subscriber's premises (usually the Map Code from the Map Book used by your Company).

Sort Code← Sort Codes enable you to group Subscribers for printing lists (and label) with only this group included in the printing.← This is a one to four character alphanumeric code. ← It is User Defined. You may use whatever characters you want.← There are no rules and no preset Sort Codes. ← Each Company will design their own types depending on how they want to use the Sort Code feature.

Military Style examples:Anderson~ John A.ABC Stores,Inc.Miller, Jr.~ Dr. Mark F.

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Equitable Company, Inc.~ The

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Call buttonAutomatic Dialing of telephone Calls to your Subscribers or Vendors is provided with this system.

← Click when you want the system to dial the telephone number of the Subscriber or Vendor currently displayed.← Using this feature requires proper setup.

← You must connect a Modem to your Computer.← You must connect a telephone line to the Modem.← You must identify the dialing device (Modem) on the Maintenance|User Options|Personal Options form.← Thereafter, pressing Call on the Subscriber form will dial that Subscriber's telephone number and pressing Call on the Vendor form will dial that Vendor's telephone number.

Assigning Account NumbersThere are three different Account Numbers that may be assigned to each Subscriber's record.

← The Subscriber ID is assigned by the Millennium Series and may not be changed.← The Service ID may be defined by the User and may be whatever is appropriate.

We recommend that you use their Telephone Number (minus the Area Code). The Service ID may be reassigned (e.g., their Telephone Number changes).If you have added the Service Tracking module which offers the full Service Tracking System, when the Service ID is entered all of the features on the Service Tracking form become available.← The CSID represents the Digital Account Number(s) assigned by the Central Station for this Subscriber. As many CSID numbers as required may be defined on the Central Station form. It may be removed if Monitoring is no longer provided at this address. It may be reassigned if that Subscriber's CSID must be changed for any reason.

Contact InformationIn this area you will enter the Telephone and FAX Contact Information for your Subscriber or - if using the optional Accounts Payable module, Vendors.

Telephone Numbers are entered in a special way.← Telephone Numbers are entered in the following manner: All parentheses and dashes will be entered automatically. This feature will accommodate Automatic Dialing including the various local dialing sequences (i.e., '1' + area code, an area code only without a '1', no area code but a '1' is required, no area code or '1'). ← If a '1' is required, enter it first. If no '1' if required, press the Space Bar.← If an area code is required (after entering the '1' or Space) enter the area code. Otherwise press the Space Bar to skip the area code field.

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← If '1' or no area code is required, press the Space Bar twice and then enter the 7-digit telephone number.

← Defining your Contact Information:← Primary Tel Enter the primary telephone number of the premises where your services are provided.← 1st Alt Tel - Enter any alternate telephone number.← 2nd Alt Tel - Enter another alternate telephone number.← Ext. - Enter any Extensions required for the telephone numbers listed above.← Fax - Enter the Fax number← Email - Enter their e-mail address.← Call button is available for automatic dialing.

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Accounting area on the Subscriber formOnce the basic Subscriber and Contact Information areas have been completed, Click the Accounting tab on the Subscriber form to View, Add or Edit the Subscriber's Accounts Receivable System specific information.

← The Accounting form is used to track the Sales to and Receipts

from this Subscriber.

← You may define their Automatic Billing rules and assign a separate

Bill Payer here, if required.

← You may print a List of Invoices for this Subscriber.

← You may Allocate any unapplied Receipts or Credit Memos.← There are several types of Data Entry Boxes displayed on the Subscriber form's Accounting tab. You should familiarize yourself with each of them.

← To properly complete this form, you should enter all of the information listed below.

Be sure to Click the Save button at the top of the form after editing.

To cancel any changes, Click the Cancel button .

← Entering the Accounting InformationA. Salesman Using the Drop Down Selections box provided, enter the Salesman Code for the

individual Sales Person assigned (or who originally sold) this Subscriber. Make the selection from the list offered. This is a Mandatory Entry Field

B. Sort Code Enter a Sort Code of whatever your Company deems appropriate.C. Billing Address Only If this Subscriber Form represents the Billing Address for one or a Group

of Subscribers and no service is provided at the address entered on this form (typically because it is a Post Office Box or and out-of-town central office), check the Billing Address Only box. Later, if the

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address does subscribe to service(s), turn the Check off.D. Configuration section Sets up the Sales Taxing, Credit Limit and Late Charge rules, and the

Divisional separations.1. Tax Class Enter the Tax Class Code for this individual Subscriber. Make the selection from

the list offered. This is a Mandatory Entry Field 2. Tax Code Is this Subscriber Taxable, and if so, normally at what Percentage Rate? The

Drop Down Selection Box provides all possible choices. These are Yes, No, 1, 2, or 3. ← The Subscriber is never Taxed, select No ("N"). ← The Subscriber may ever be taxed for some (if not all) Invoiced items and the Subscriber's Tax Class or the Company's Tax Status provides for only one sales tax percentage rate, answer Yes ("Y").← Otherwise, answer either 1, 2 or 3 depending on the most commonly charged sales tax percentage rate affecting this Subscriber. This is only correct when the Subscriber may be taxed for some (if not all) Invoiced items and the Subscriber's Tax Class or the Company's Tax Status provides for more than one sales tax percentage rate.

3. Tax Rate If this Subscriber is taxable (see above), enter their (most commonly used) Sales Tax Percentage Rate. If the Subscriber is not taxable, enter nothing.

4. Divisions If you have defined Divisions within your Company and want to assign this Subscriber to one of these, enter a Division Code here.

5. Credit Limit If you want to alert a User when a Subscriber's Balance Due is above a certain amount, enter that Amount here. When you enter Sales, if the Credit Limit has been exceeded, a warning will be presented.

6. Charge Interest If you want to have the system periodically assess Late Fees on Subscribers who have Invoice(s) that are Past Due, and you want this Subscriber to be subject to these Late Charges, Check this box. To turn off Late Fee assessment for this Subscriber, remove the Check from this box.

E. Comments This is a free form Memo Pad for this Subscriber only. Use it to maintain a record of contacts with this Subscriber.

F. Automatic Dialing (which is set up in the Personal Options tab of the User Options form)

allows you to insert a note in the Memo Pad when you Call this Subscriber.G. Account Status This area of the Accounting tab is maintained automatically by the Millennium

Series. The Account Status information is not displayed when the Subscriber is being billed to another address. Instead there will be a message stating that this is a Service Account Only.

1. It is updated whenever an Accounts Receivable System transaction is posted.2. Pending Credits (from Unapplied Payments and Credit Memos that exceed the Subscriber's

outstanding balance on existing Invoices) are displayed in a parenthesis in the (see the Balance box shown below).

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Delete What Part of the Subscriber recordSelect Delete on the Subscriber form's Navigator bar to remove certain data from the Subscriber form (remove certain parts of the Subscriber's Tables).

← When you Delete Subscriber Information, you must specify what part(s) of the Subscriber Information is to be Deleted.← Click the boxes that represent what is to be deleted.

← Monitoring will remove all Central Station related information.← Service will remove all Service Tracking related information.← Subscriber will remove the Subscriber record itself.

← Click Cancel to abort the Deletion.← Click OK to activate this Deletion. Deleted records are actually Hidden from view. They are permanently preserved because they contain Accounting, Service and Monitoring records.

Old (Deleted) Subscribers may be viewed later by setting your Personal Options accordingly.

Bill Payer← Each record entered in the Subscriber form may be assigned to a different Bill Payer.← You cannot enter Bill Payer information until you have completed the information on the Accounting tab. ← By default, that Bill Payer is always the actual Subscriber.

← However, in some cases, the Subscriber will require a separate Billing Address (a different Subscriber record) that is actually responsible for Paying the Invoices for them. ← This separate Billing Address is called the Bill Payer. ← A Bill Payer may be responsible for paying the Invoices for any number of Subscribers.

← To identify who has been defined as the Subscriber's Bill Payers, select the Accounting tab on the desired Subscriber form.

← Click the Bill Payer button to see the Billing address information form. ← If the Subscriber's Invoices are mailed to a different address, that information will be displayed. ← If they are mailed to the same address, the current Subscriber's information will be displayed instead.

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← To select a different Bill Payer for a Subscriber, Click the Search button and locate the desired Subscriber.

← Type in the first few letters of the desired Bill Payor record and then use your Mouse to choose the one you want.

← Click OK to connect the Subscriber with the Bill Payer record you just selected.

← After selecting the Bill Payer, Click Save on the abbreviated Navigator bar on the Billing Address for... form.← To view a listing of all Subscribers assigned to this Bill Payer Group, Click Bill Payer Group

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Bill Payer GroupTo view a listing of all Subscribers assigned to this a specific Bill Payer, Click Bill Payer Group

.

← A word of Caution: about this very powerful feature!

← The actual Bill Payer of a Bill Payer Group may be assigned to a different Bill Payer than the other members of its Bill Payer Group. ← Invoices created for any of the members of that Bill Payer Group will be addressed to its specified Bill Payer, but if that specified Bill Payer is assigned to another Bill Payer, that Bill Payer’s Invoices will be addressed to its Bill Payer.

Auto Draft formThe Auto Draft form is accessed on the Subscriber form

← Click on the Auto Draft Menu bar.← Credit Card and Bank Account information may be entered, as required.

This form allows you to define Electronic Funds Transfer information.If you have an automatic funds withdrawal arrangement with your Subscriber, you will need the information of this form to process your payment request with your EFT provider.

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Automatic Billing - Setting Up Recurring RevenueThe Auto Bill selection is used to define the Recurring Revenue rule(s) that apply to this Subscriber.

← You cannot enter Recurring Revenue information until you have completed the information on the Accounting tab.

← At the Accounting tab on the Subscriber form Click Auto Bill . The Recurring Revenue rules definition form will be displayed (and is shown below).

← Almost any type of recurring billing situation may be defined here.Just complete the appropriate information on this Automatic Billing Form.← There are two types of Automatic Billing situations.

A. Open Term for items billed forever or until the Subscriber specifically request cancellation.At that time you would Delete that specific Recurring Revenue record.

B. Fixed Term where the Subscriber has a contract obligation to make a specified number of payments (i.e., Time Payment Plans, Fixed Term Leases, etc.).

← Click the appropriate Term button.

← Enter a Sale Item by selecting the appropriate Sales Category offered in that Drop Down Selection Box.

← The default Description of that service is displayed after your selection is made but you may Edit that for a specific purpose.← The Start Date is entered automatically by referencing the Starting Month information entered previously. You may change the Start Date if required (as when defining a Service Agreement that does not

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actually take effect for another year).← Enter the appropriate Pay Group offered in that Drop Down Selection Box. You must have a Pay Group code (and it's related price) defined in Maintenance|Pay Group for each Amount of Recurring Revenue Service defined in this Auto Bill form. If you do not have a Pay Group Code defined for this Subscriber's Recurring Revenue fee, select MaintenanceIPay Group and enter a Pay Type and Amount before (or while) you enter the Recurring Revenue record.

← If the Cost Applies to a Monthly Rate leave that box unchanged. However, to accommodate billings that do not represent a Monthly Rate, and therefore the amount being billed is a Fixed, Flat Rate Fee, select the Fixed Rate choice in Cost Applies the Drop Down Selection Box. ← If you have selected to enter a Fixed Rate item, no Cost Applies edit field appears. Instead, the system will supply the Monthly Payment (based on the Balance and Number of Repayments entered).See Fixed Rate Entries (below).←← Define the Billing Frequency.

← Click the Drop Down Selections Box ← Select how often you want an Invoice generated for this Subscriber for this type of Service.

← Select the Starting Month in which you want to begin generating Invoices.Click the appropriate entry in the Drop Down Selections Box.

← Enter the Local Tax Code (Y/N/1/2/3) and (if required) the tax percentage rate representing the sale tax status of this item.← Weekly Billing

← If you indicted in the Company Options tab of the User Options form that you will Bill Recurring Revenue Weekly, you must select the Weekly Cycle within which this fee is to be billed.

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← Each Auto Bill entry may be assigned an Invoicing Week for generating this particular Invoice. If you have not selected to Bill Recurring Revenue Weekly on the Company Options form,never select Week 2 to 4 on the Auto Bill form.← Up to four times each month, you may select the Run Recurring Revenue Process and Auto Bill only that specifically defined Invoicing Week's set of Automatic Billing Rules. ← By default, the 1st Week is used. However, if you have a large number of Subscribers being automatically billed each month, to distribute the workload, consider splitting up those required automatic billings into separate Invoicing Weeks.

← If you want a specific comment to appear each time this particular item is Invoiced, enter that information in the Notes box. This is particularly useful for identifying Purchase Order Numbers and other Accounts Payable clerk related information.

← Fixed Term Billing← If this is a Fixed Term entry, enter the Number of Repayments and the Balance. ← The Millennium A/R Module will calculate the Payment amount and End Date.← If the Balance is not evenly divisible by the Number of Repayments, the final payment will be adjusted automatically.

← There are two other special cases accommodated within the Auto Bill's Recurring Revenue form.

← Exclude Rate Statement allows you to exclude Monthly Rate and Quantity indicators on the Invoice when the item's Cost Applies as a Fixed Rate.← 1-Month Discount may be offered only for items with an Annual Billing Frequency. Therefore if you have not selected an Annual Billing Frequency, this box will not be available.

← A complete List of Recurring Revenue Items is available at the bottom of the form. If you want to Edit one of them, Click the item on the list and that item will be displayed on the Recurring Revenue form.

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← You may scan through this list using its Navigator Bar. ← The item highlighted on the list is displayed in detail above it.

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Recurring Revenue ReportsReporting Recurring Revenues is a critical task for this Millennium Series Accounts Receivable Module.

← Recurring Revenue related Reports are found on the Reports menu located on the MKMS Desktop.← Select Reports|Accounts Receivable then either the Average Recurring Revenue or the Preview Recurring Revenue Report.

Average Recurring Revenue ReportHow much Recurring Revenue does my Company automatically bill - on Average - each month?

← If you assumed that every Subscriber was being billed on a Monthly basis, then listed and summed all of their defined Recurring Revenues, you would have calculated your Company's Average Recurring Revenue. But most Subscribers are not billed Monthly.← The Average Recurring Revenue Report does this calculation for you so you can see what you bill each month - on Average - regardless of how each Subscriber is actually billed.← Select Reports|Accounts Receivable|Average Recurring Revenue.

Indicate which type of Report you want :← Detailed Report that will list each Subscriber's Recurring Revenue items and then include a Summary.

← Summary Report that will only list your Recurring Revenue Sales Categories and Amounts billed on average for each.

Preview Recurring RevenueIt is quite useful to be able to Preview Recurring Revenue amounts for a specified month.

← If you want an estimate of the Recurring Revenue that will be billed in a specific month (in the future) select Reports|Accounts Receivable|Recurring Revenue Preview.← Enter the Year and Month to be previewed.

← Note that the Week number field will not be displayed unless you have implemented Weekly Billing.

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Billing your Recurring RevenueBilling your Recurring Revenue is a simple process.

Basically you Click , Choose the Period to Bill, enter the Sale Date and Due Date, and Run the process. Please review the detailed information about this below.

← Note: If you have established in Company Options that Late Fees are to be included on

Recurring Revenue Invoices then you must Auto Bill on the same day as you have charged Late Fees (and be sure these Invoice are assigned the same Sale Date as well).

← To automatically Bill Recurring Revenues (execute the Automatic Billing Procedure), from the

Desktop Click the speed button, or select File|Accounts Receivable|Run Automatic Billing.

← The Auto Billing form will be displayed and will show the Last Period Billed← Enter the information requested in this Auto Billing form.← For users of the optional Service Tracking System:Your Recurring Service Reminders that are needed this month (which create Service Requests for all of your defined Recurring Service Requirements) are generated automatically when you run this Recurring Revenue Process.

← You may press Cancel at any time to abort.← Enter the Period to Bill.This will appear one of two ways depending on your Company Options settings.

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or

← Period To Bill will be the (Week,) Month and Year to be billed.← Each of these entries is selected by using the Drop Down Selection Boxes provided.← Enter the Year and Month you are billing.← Optionally, enter the cycle Week you are billing, if you have activated that feature in Company Options (each Month may have up to four billing cycles and different sets of Subscribers may be assigned to these different cycle Weeks).

← Enter the Sale Date for these Invoices. This is a Calendar Selection Box. This will be the date recorded as the Sale Date on the Invoices created during this process.

← Enter the Due Date for these Invoices.The date you enter will be the date recorded as the Date these Invoices will be considered Due for payment.

← Select Run. ← As the Subscribers are Invoiced, they will be listed in the Billing Information Box.← The number of Invoices to be created is displayed along with the number of the current Invoice being created.← The Totals Billed amount is updated as each Invoice is created.← All Recurring Revenue Invoices generated for the Period to Bill will be automatically posted.

← Once the process is completed, note the Total Amount Billed and Select Close

.← Select Reports|Accounts Receivable|Invoices to print these Invoices.← For users of the optional Service Tracking System: you may print a list of all Unscheduled Service Requests by selecting Reports|Service Tracking|Open Service Requests to see which Subscribers now need a required Inspection.

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Sales - Enter New SalesOpen the Subscriber form.

← Press F2 and Search for the appropriate Subscriber. ← Completed the information on the Accounting form before entering Sales.← You cannot enter New Sales while you are billing your Recurring Revenues

using the Auto Bill Icon on the main MKMS Desktop Outlook Bar or while you run the Late Fee Invoice Generation procedure.

← Click the Sales Button on the Accounting Menu.If there are no Sales recorded for this Subscriber, you will be asked if you want to Add an Invoice.

Click Yes. This starts a New Invoice.In this case, you will not have to Click the Add button.← Otherwise, if Invoices already exist for this Subscriber, Click the Add button on the Navigator bar to start a new Invoice. ← Follow the directions in the Entering New Sales Help screen. ← If Invoices exist for this Subscriber, the information relating to the most recent Invoice is displayed.

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The Service Address and Billing Address are shown along with boxes for the Sale and Due Dates, Invoice Number, Salesman and the Form Type (e.g., Invoice or Credit Memo), Net Sales Amount, Sales Tax (if any) and Gross (Total).

You may Edit all of the information on an Invoice until the Month of the Invoice's Sale Date is Closed. Simply Click on the information that needs to be modified and change it as required.All Totals and other amounts will be recalculated automatically.

← A Word of Caution about Delete.← The Delete button will remove an Invoice created in error (for the wrong Subscriber or the wrong items).← DO NOT use it to Credit a Subscriber for Service(s) that have already been provided and billed.← Deleting an Invoice is a one-way process. Deleted Invoices cannot be recovered. Should you need to get the Deleted Invoice back, you must completely recreate it with a new Invoice Number.← We strongly recommend that Invoices, once Printed, be Credited by creating a Credit Memo and then Allocate that Credit Memo to an Invoice. This is the proper accounting method and provides a proper Audit Trail of the event, as well.

← To Delete an entire Invoice, Click the Navigator bar's Delete button on this Sales form.← You may also Delete one Line Item on an Invoice in one of two ways:

← Click, Drag and Drop the line item you want to Delete into the Trash ← Click on the line item and Press Ctrl+Delete.

← To Print an existing Invoice, Click Print .← For General Ledger Modules Users:A. When a line item on a Sale is Posted, that Sale's item will Credit a Sales account (normally) and

Debit the Accounts Receivable account.B. However, if the General Ledger account assigned to the Sale item code used on the line item is

not a Sales Account, whatever account number is assigned will be Credited, and Accounts Receivable will be Debited.

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Entering New SalesClick the Sales button on the Accounting tab of the Subscriber form.

← Click the Add button on the Navigator bar on the Sales form.

← Enter the Salesman Code using the Drop Down Selections Box provided

← The Sale Date will be the current date and the Due Date will be based on your Company's Terms.← Edit either the Sale Date or Due Date as may be required.← The Invoice Number will be supplied automatically once the Invoice is Saved.

← There are several areas on the Sales form (that will be displayed in Aqua) that are maintained by this Millennium Series Management Module. The User cannot change these. They provide important information of this Invoice.

← Net, Tax and Gross on the Detail Line(s) are maintained by the system.

← As the Invoice is entered, the Totals boxes are automatically calculated with those results displayed at the bottom of the New Sales form.

← You must Add an Invoice Detail Line for each item you wish to be Invoiced to this Subscriber. Click Add on the Navigator bar and complete the list below:

A. Item - For each item to be billed enter a Sales Item ID and its related information. This is a Drop Down Selections Box.

B. Description - When the Sales Item ID is entered, the Description associated with the Sales Item Id (as defined in Maintenance|Sale-Purchase Items) is displayed.

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This default Description may be Edited as required.C. Price - When the Sales Item ID is entered, its Price is displayed automatically assuming that it

was previously entered in the Maintenance|Sale-Purchase Items form. The default Price may be Edited as required.

D. Qty - Enter the Quantity sold.E. Dept - If you are linked to the optional General Ledger Module and are using its Multi-

Departmental capability, enter the appropriate Department Number.F. Code - Enter the Sales Tax Code (Y/N/1/2/3) for the Sales Tax status of this item. Each item

may or may not be Taxable. If it is taxable, it may only be Taxed at a percentage rate established in the Tax Class form or, if you have only one Sales Taxing Authority for which you are charging Sales Tax, in the Maintenance|User Option form's Tax Calculations tab.

G. % If this Sales Item is Taxable, enter the Sales Tax Percentage RateH. Note - This is a Memo Pad box.

Double Click this box if you want to enter a Note.The Memo Pad entry will appear on the printed Invoice immediately below the Sales Item entered on this Detail Line.

I. Comments - This is also a Comments Memo Pad. This is in addition to the individual Notes entered via the Memo Pad available for each Detail Line item. It is made available for general notations that you want to appear on an Invoice. This is generally used when the Comment is not specifically related to one detail line item. Enter what is necessary (i.e., Thanks! Remember to Test your System, Happy Holidays, etc.). If you need more space, Right Click and select Edit.

J. Discount - You may apply a Percentage or Dollar based Discount to the entire Invoice balance.

To do so, Click on and fill in the Discount Box.← A Dollar based Discount is simply entered in the box provided.← Be sure that the Per Cent box is Not Checked.← A Percentage based Discount is entered in the same manner.← Be sure the Percentage box Is Checked.← Once you've entered the Discount information, Click Discount

.← Click Save button on the Navigator bar when you are finished with your entries.

← Click Close to exit the Invoice form when you are finished.

Discounting an InvoiceAn Invoice may be given a Discount.

← This Discount may be applied one of two ways:← By a reduction of the Invoice's Total Dollar Value based on a specific Dollar AmountBy a reduction based on a Percentage of the Invoice's Total Dollar Value.

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Printing InvoicesPrint an Individual Invoice currently being viewed on a Sales screen within the Accounting tab of a Subscriber form.

← Print a Range of Invoices using the File|Reports|Invoices selection.

Print an Individual Invoice

You may Print an individual Invoice at anytime by Clicking Print while on the New Sales form.

← From elsewhere within the system, select the Subscriber form, Click the Accounting tab

← Click Sales ← Using the Navigator Bar, locate the Invoice you want and select Print.← Once Print has been selected, complete the Invoice Print Options:

← Click on Color or Black & White ← Confirm whether you want to preview the Invoice

← If you choose Yes to Preview Invoice First, the Invoice will be displayed on screen with an Option Bar above. Each of the Options has Tips.← If you choose No to Preview Invoice First, the Invoice will be immediately sent to your Default Windows Printer.

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Print a Range of InvoicesYou may Print a Range of Invoices of your choosing by selecting Reports|Invoices from the Millennium Series Desktop.

← Complete the section(s) as required to Print the needed Invoices.

← Select the desired Invoice (color) Style .

← Choose to Print Which Invoices ← Printing Invoices

Select the level of Detail needed.Selecting Full Invoice will actually print Invoices. The other selections print Lists of Invoices.← Listing InvoicesThe two Summary selections create various Invoice Listings - but do not print actual Invoices.

← Enter the numerical Invoice Range to be printed, if appropriate.

← Check the Options that meet your needs.← You may Include or Exclude Credit Memos in this printing← You may have the Subscriber's Previous Balance shown on the Invoices← You may Print Only Unprinted Invoices - those that have not yet been printed.

← Select a Date Range for the Invoices to be printed, if appropriate.← Enter any Note or Comment you want to appear on All of these Invoices.

← Click Print when you have defined what group of Invoices you wish to Print or List.← Once the selected Invoices are printed, you will be asked if the Print job is OK.

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←

Credit MemosA Credit Memo is an Invoice whose net Sale Amount (or Purchase Amount) is less than zero (0.00).Credit Memos - Credit Memos are credits for previously entered Bills that have been issued by a Vendor to allow you relief from that previous charge. They are usually issued to recognized returned (or defective) product or to adjust erroneous pricing.You may also issue credit Memos to a Subscriber for the same reason. These are entered using the Sales button on the Subscriber form.← Credit Memos are used:

← To "write off" existing Invoices which are never going to be paid (due to collection or service related problems) and the Invoice has a Sale Date in a Closed month so it cannot simply be deleted.← As an offer for "free" services to a Subscriber given as a reward for a referral or for some other compensation.← Issuing a Credit to a Subscriber for any other required reason.← In the Optional Accounts Payable module, it is used to define a Credit for an existing (or future) Bill (Invoice) from a Vendor as some type of an adjustment.

Delete InvoiceTo Delete an entire Invoice, Click Delete on the Navigator bar of the Sales form.

← The Delete button will remove an Invoice created in error (for the wrong Subscriber or the wrong items).← DO NOT use it to Credit a Subscriber for Service(s) that have already been provided and billed.← Deleting an Invoice is a one-way process. Deleted Invoices cannot be recovered. Should you need to get the Deleted Invoice, you must completely recreate it with a new Invoice Number.← We strongly recommend that Invoices, once Printed, be Credited by creating a Credit Memo and then Allocate that Credit Memo to an Invoice. This is the proper accounting method and provides a proper Audit Trail of the event, as well.

← There will be a Warning!

.← Click Yes to Delete.← You may not Delete an Invoice that was entered in a Month that has been Closed or which has a Payment posted to it.← To eliminate an Invoice from a Closed Month or for Services that were previously provided and billed, create a Credit Memo and Allocate that Credit Memo to the Invoice using Clicking the Receipts button on the New Sales form.

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← You may Delete only one Line Item on an Invoice two different ways:← Click anywhere on that Detail Line you want to remove and Drag it into the Trash

← Click anywhere on that Detail Line you want to remove and press Ctrl+Delete.

← There will be a Warning. Click OK to Delete.

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Sales ReportingReporting Sales results is a critical function of this Millennium Series Accounts Receivable Module.

← Sales Reports are accessed by selecting Reports|Accounts Receivable on the MKMS main Desktop.← Click the desired Report selection and complete any Dialogue Box presented.

Invoice Listing

The Invoices icon on the Accounting Menu bar of the Subscriber form provides a List of all Invoices for the current Subscriber.

← Click this button to see a complete list of Invoices created for this Subscriber.

Sales Analysis ReportYou may get a List of each Sales Item (from among those you have defined in Maintenance|Sale-Purchase Item) and the Amount of Sales billed for each of these Sales Categories in a specified Period..Therefore, this report reflects the Sales that have been Invoiced, within a given period, using those Sales Category Codes.

← Enter the Start Date and End Date for the report.← If you are not using the General Ledger Module, Check Print All Departments (the default).If you are linked to the General Ledger Module and want a report for a single Department:

← De-select the Print All Departments box← Enter the desired Department Number for this report.

← If you want the Sales subdivided by Sales Person, Check Print by Sales Person.

← Select Print .

Sales for Closed PeriodsSales Reporting may be accomplished without regard to the whether the accounting period is "Open" or a "Closed".

← When printing Sales Analysis Report, Sales Taxes Invoiced or Sales Taxes Collected reports, you must specify the Start and End dates for the report. These Dates may be within an Open or Closed month.

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Sales Taxes Collected ReportIf your Company must Collect Sales Taxes and you are permitted to reimburse the Sales Taxing Authority for those Sales Taxes AFTER they are collected (versus when they are actually Invoiced), you may use the Sales Taxes Collected Report to identify the Sales Taxes you are required to remit.

← Choose Reports|Sales Taxes Collected to print this report.← Both the Sales Taxes Collected and the Sales Taxes Invoiced reports offer a Sales Taxes Report Dialog Box.

← Identify whether you need the Detail or Summary format← Indicate what Date Range (the period of time) you wish to have reported.

← Report Type← Detail will list every Receipt posted during the reported period.The Dates for this report are established below.Totals for each Sales Taxing Authority are also listed.← Summary will only show the Totals for each Sales Taxing Authority.

← Date Range offered will be for the month immediately prior to the current month.The default dates may be edited as required.

← From what Date. This is a Calendar Selection Box.← To what Date. This is also a Calendar Selection Box.

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Sales Taxes Invoiced ReportIf your Company must Collect Sales Taxes and you must reimburse the Sales Taxing Authority for those Sales Taxes When they are Invoiced (versus when they are actually Collected), you may use the Sales Taxes Invoiced Report to identify the Sales Taxes you are required to remit.

← Choose Reports|Sales Taxes Invoiced to print this report.← Both the Sales Taxes Invoiced and the Sales Taxes Collected Report offer a Sales Taxes Report Dialog Box.

← Identify whether you need the Detail or Summary format← Indicate what Date Range (the period of time) you wish to have reported.

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ReceiptsTo enter a Receipt, and thereby Record a Subscriber Payment, open the Subscriber form. and

press F2 or Click Search for Subscriber to locate a Subscriber.← You cannot enter Receipts information until you have completed the information on the Accounting tab.

← Click the Receipts icon located on the Accounting Menu bar to Post Payments.

← Click Add on the Navigator bar to enter the Payment information.

← Date Received Today’s date, by default, will be offered. You may Click the Date Received Date Selection Box and select another date.You may manually enter the desired date. ← Amount Paid Enter the full amount of the Check, Cash or Charge being posted.← Method of Payment The default choice will be by Check.Using the Drop Down Selections Box you may select a different type of payment.← Bank Account Enter the Bank where this Receipt will be deposited.← Check Number Enter the Check Number or other appropriate reference number.← Batch Number Enter the Batch Control Number for this Payment (please see Assigning Batch Control Numbers below).← Left to Allocate After a Receipt is entered, it must be specifically applied (Allocated) to one or more Invoices. The amount Left to Allocate, which is any portion of the Receipt that has not yet applied to a specific Invoice, is shown here in this box. It is not User changeable.

← Click Save on the Navigator bar to store this Payment information.← After the Receipt is Saved, it must be Applied to Invoice(s) using the Allocations form.

Receipts may be automatically allocated to the Subscriber's outstanding Invoices.

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Assigning Batch Control Numbers← Batch Control Numbers are used to identify "sets" of Receipts within a given month. Batch Numbers may be 1 to 99.← The Batch Control Number is generally assigned the number of the current date (e.g., March 4, 1998 would be batch number "4" for the month of March).

← These numbers usually represent your Bank Deposit Slip's ID Number for that day.← The Cash Receipts Report may be printed by Batch Control Number to assist in your comparison of the Day's Posted Receipts and the corresponding Bank Deposit Slip.← For example, the Batch Control Number for Receipts posted on August 14, 1998 would normally be 14.← This allows "special" Receipts to be assigned a Batch Control Number above 31.← If Bank Deposits are made more frequently than once Daily, assign Batch Control Numbers sequentially from 1 - 99.

Auto Apply Button← Click the Auto Apply button and this Receipt will be automatically applied to any outstanding Invoices (from the oldest to the newest) until the Receipt is completely allocated or until there are no more outstanding Invoices. If more money was recorded as a Receipt than exists in outstanding Invoices, the remainder will be carried as an Overpayment.

Apply ButtonAll Receipts from Subscribers must be Posted and then those Receipts must be applied (Allocated) to Invoice(s).

← All Payments to Vendors must be Posted and then those Payments must be applied (Allocated) to Invoice(s) or Bills.

← The Apply button found on the Receipts form is used to Allocate a Receipt to the appropriate Invoice(s).

← The Apply button found on the Payments form (in the optional Accounts Payable module) is used to Allocate a Payment to the appropriate Bill(s).← Pressing Apply from the Receipts form will take you to the Allocations form where specific Invoices may be "Paid" with this Receipt.← Pressing Apply from the Payments form in the optional Accounts Payable module will take you to the Payment Allocations form where specific Invoices may be "Paid" with this Payment.

← If you want to manually allocate this Receipt to specifically select Invoices, Click Apply (after saving the Receipt) to allocate the amount shown in Left to Allocate to any of their outstanding Invoice(s).← On the Allocations form, Automatic Allocation posts to the oldest outstanding Invoices first.← If any amount is Left to Allocate after all outstanding Invoices are paid; the remainder is maintained as a Pending Credit Amount for the Subscriber.

← Click Apply to access the Allocate form and post the Receipt to Invoice(s).

← Click Bounce to indicate that a Receipt (Check or other Payment) has "bounced" and all Invoices allocated monies from this Receipt entry need to be reversed.

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← To Cancel an entry, press Cancel .

← To Delete an existing Receipts record that has not yet been allocated, press Delete . ← If you want to Delete a Receipt and the amount Left to Allocate is less than the Receipt's Amount Paid and the Date Received is in an Open Month, you may:

← Use the Allocate button on the Accounting tab of the Subscriber form to de-allocate any amounts posted to "pay off" specific Invoices ← Return to this form and Click Delete to remove the Receipt.

← For General Ledger Modules Users:A. When a Receipt is Posted, that Receipt becomes temporarily a Customer Deposit on

Account (a Liability) until it is specifically allocated to Invoice(s). B. Therefore the Cash Account is Debited and the Deposits Liability account is Credited for

the total amount of the Receipt. C. Later, when this Receipt is Applied (Allocated), the Deposits Liability account is Debited

and Accounts Receivable is Credited.

Subscriber Search by Invoice← From time to time you will need to locate a Subscriber based solely on an Invoice Number billed to them. ← This usually happens when a Payment is received with an Invoice Number supplied as remittance advice. ← However the Name on the Check does not match any name in your Subscriber database.← The Solution is to execute a Subscriber Search by Invoice number.

← Select File|Accounts Receivable|Subscriber Search by Invoice from the

Millennium Series Desktop or Click the speed button on the main Desktop's Outlook Bar.← Enter the Invoice Number for which you want to locate the appropriate Subscriber.

← If an Invoice Number matching your entry is found, a New Subscriber form will be opened for that Subscriber.← If no Subscriber form was being displayed originally, then the appropriate Subscriber form will be opened.

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Allocate Receipts & CreditsAll Receipts (and Credit Memos) must eventually be Allocated (applied) to one or more Invoices. These Receipts must first be posted and the Credit Memos created. Then they must be specifically assigned to the Invoice(s) they were intended to "Pay"..

← Press F3 or Click on the Desktop to go to the Subscriber form.← Use F2 to Search for the appropriate Subscriber.← Click the Accounting Menu Bar

← Click Allocate to Apply unallocated Receipts and Credit Memos to specific Invoices.

← If you are already on the Receipts form, Click Apply ← The Allocations screen will be displayed.

← Unapplied Receipts & Credits are shown on the left. This section will show the Date the Payment was Received (or Credit Memo posted and a code representing the Type of unapplied amount (R=Receipts and C=Credit Memo).← Outstanding Invoices are shown on the right. The Invoice Number, its Sale Date, original Total and the current Balance Due will be listed.

Automatic Allocation of Receipts

Automatic Allocation – Outstanding Invoices (or Bills) are "paid off" starting with the oldest Invoice (based on their Sale Date or in the case of a Bill, their Due Date) and continuing until all Invoices are "paid". The process continues until no more funds from this Receipt, Payment, or Credit Memo are Left to Allocate.

← If more than one Receipt, Payment, or Credit Memo is available, the system uses the oldest Unapplied item first.

← Once is selected, no other User input is required.

← Click the Auto Allocate button on the Allocations form. ← The Unapplied Receipts & Credits items listed will be automatically applied to

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Outstanding Invoices in date order.← The first Receipt will be Automatically Allocated until its value has been applied, then the next item, and the next until all Receipts or Credits have been applied to the available Outstanding Invoices or until one of the other is fully allocated.

← Specific Allocation of Receipts← Click the Unapplied Receipts & Credits item you want to Allocate and the Outstanding Invoice item to apply it to.

← Click on the Invoice(s) you want to Apply it to.The Unapplied Receipts & Credits list will show both Receipts and Credit Memos that have not yet been applied.These are indicated by the Type column, which uses an R for Receipts and a C for Credit Memos.← Click, Drag and Drop a Receipt or Credit Memo to an Invoice.

← To Apply a Receipt to a group of Invoices, hold the "Ctrl" (Control) key down and Click on each Invoice to be included.← To Apply more than one Receipt to a group of Invoices, hold the "Ctrl" (Control) key down and Click on each Receipt and each Invoice to be included.

← Click Allocate and the process will be executed.← Alternately, you may Drag and Drop the Unapplied Receipt or Credit to an Outstanding Invoice or a group of Outstanding Invoices.

← Whoops! You can change your mind!Receipts may be Unallocated (reversed).

← If you have partially allocated a Receipt to an Invoice and change your mind, this transaction may be reversed.To do so:

← Highlight the Receipt record in the Unapplied Receipts & Credits column.

← Click UnAllocate ← The partial allocation will be reversed automatically.

← If you have completely allocated a Receipt, either by using the Apply

button on the Receipts form or the Allocate or Auto Allocate button on this Allocations form, this transaction may also be reversed.To do so:

← Click the Previous Credits button. After a short delay the system will present Old Allocations.

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← Click the appropriate Previously Allocated Receipts & Credits item

← Click the UnAllocate button.← The selected Receipt or Credit item will be moved to the New Allocations section as will the Invoices that were allocated the funds (credits) from that item.

← You may access the Allocations form immediately after Posting and Saving Receipts by using

the Apply button on the Receipts form available on the Accounting tab of the Subscriber form.← For General Ledger Modules Users:

A. When a Receipt is Posted, that Receipt becomes temporarily a Customer Deposit on Account (a Liability) until it is specifically allocated to Invoice(s).

B. Therefore the Cash Account is Debited and the Deposits Liability account is Credited for the total amount of the Receipt.

C. Later, when this Receipt is Applied (Allocated), the Deposits Liability account is Debited and Accounts Receivable is Credited.

Bounced Checks

← You have received a Payment from a Subscriber, Posted that payment in the Receipts form and Allocated that Payment to Invoice(s).← The Payment medium "bounces" - the Credit Card is declined after posting or the bank for insufficient funds subsequently returns the Check.

← Whatever the reason, the Allocation of that Receipt to Invoice(s) must be reversed.← Click the Receipts button on the Accounting tab on the Subscriber form and locate the Receipt record of the Bounced Check.Use the Table View to locate this record more quickly.

Then switch back to the Edit View and press the Bounce button .← Confirm that you do want to reverse the payment information.

← This Receipt will be Unallocated and a negative Receipt record will be posted to offset the

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originally posted Receipt. This provides a detailed Audit Trail of the reversed transactions.

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UnAllocate ReceiptsYou may UnAllocate Receipt(s) that have been previously Allocated.

← Click the Previous Credits button on the Allocations form.← Click the Previously Allocated Receipts and Credits Item(s).AND/OR← Click the Wholly or Partially Paid Invoices item(s).

← Click the UnAllocate button.

← If you have selected both Receipts and Invoice records, you must respond to the Confirmation Box shown above.

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P A G E 1 0 0M I L L E N N I U M S E R I E S ™

Reporting your Company's ReceiptsThe Reports|Cash Receipts Report lists information relating to the Payments made to your Company by your Subscribers. You may further specify which Date's, Salesman's or Batch's Receipts will be reported.

← This Cash Receipts Report will help you reconcile your Receipts processing with your actual bank deposits.← The Cash Receipts Report Options form will allow you to select

← Subject Reported OnWhich Subscriber(s) is/are to be included.← Period

← Which posted Receipts will be included. (See Receipts Report Options)← Click the Radio button that best represents the Receipts you want listed.← Depending on your selections, additional Parameters may need to be entered.

← Parameters← Show Detail - How this Cash Receipts Report will appear (with Detail or Totals only).← Start Date/End Date - Which days Receipts will be included.← Batch Number - Which Batch of Receipts will be included.

← Salesman Options← Print By Salesman - Group the Receipts by the Salesman who originally sold the items.← Hide NonReport Items - Hide Receipts that were for items that were marked Non-Report on the Sales-Purchase Items form.← Print for One Salesman - Show Receipts from Sales for one Salesman only.← Salesman - Identifies that Salesman.

← Once the desired Receipts Report Options are selected, choose Print .

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M I C R O K E Y S O F T W A R E , I N C P A G E 1 0 1

Cash Receipts Report OptionsThe choices and defaults shown when Reports|Cash Receipts Report Options form is selected from the Desktop without an open Subscriber form on screen are somewhat different than when a Subscriber form is being displayed.

← Choosing your Cash Receipts Report Options when No current Subscriber selected:← Normally this report is printed Daily to allow the User to Compare the posted Receipts with the Company's Bank Deposit for that day to ensure that each is equal. ← Therefore the Default selections will be All Subscribers who have Receipts

posted Today .← The Show Detail option is de-selected because, when you are balancing your day's Receipts with a Bank Deposit slip, you only need to know the Payment Amount(s) received from each Subscriber, not which Invoices were paid with those Payments.← Today's date will be offered as both the Start Date

and the End Date for the report. ← You may adjust the Period and Parameters on an as needed basis.← If you selected One Batch Number in the Period box, you must enter the desired Batch Number in the box provided.

← Default Cash Receipts Report Options when a Subscriber form is being displayed:

← Normally, if you have a Subscriber form on screen, you would be listing all the Receipts paid by this Subscriber - usually for the Current Month.

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← Because Current Month is selected, the current date will be offered as both the Start Date and the End Date for the report. The system knows which month these refer to.← As with the case above, you may adjust these default Period and Parameters entries on an as needed basis.

Customized Cash Receipts Report Options← Special cases will require you to depart from the default Period and Parameters entries offered.← One Batch Only Period is used to list all Receipts posted in a particular month that were assigned a specific Batch Number.

← When this is selected, the Start Date reverts to the first day of the current month and you are required to enter the desired Batch Number to report.

← YTD and Specific Dates may be defined in the Period section with the resulting Parameters section changing accordingly.← Show Detail may be selected to indicate the need to list each Invoice allocated from each Payment that was posted.

← Salesman Options← Print by Salesman - You may have the report sorted by Salesman, and limited to One Salesman only. ← Hide NonReport Items - You may have the report further limited by not reporting those Receipts that are form sales that have been marked (on the Sales-Purchase Items form) as to be Excluded from Reports

← Click Print when ready.← As with most Reports, you may see a Preview prior to Printing.

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Open Credits & DepositsTo see a list of these Open Credits and Deposits select Reports|Accounts Receivable|Unallocated Receipts/Deposits.

← Open Credits and Deposits are created when Receipts are Posted and there are no outstanding Invoice(s) and as Credit memos entered using the Sales button on the Accounting tab of the Subscriber form.← You must Allocate any Open Credits and Deposits (Receipts not applied to Invoices) to specific Invoices eventually.

Unallocated Receipts/Credits ReportUse the Unallocated Receipts/Credits report to see a list of any Receipts or Credit Memos that have

not yet been Allocated.← All Receipts from Subscribers must eventually be Allocated to specific Invoices.← All Credit Memos issued to Subscribers must eventually (manually or using the Auto Allocate

button on the Allocate form) be Applied to specific Invoices.← Select Reports|Accounts Receivable|Unallocated Receipts/Credits.← Print or View the report as needed.

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Monthly Closing ProcedureAccounting Systems track accounting (monetary) transactions.

← These systems report and summarize those transactions based on Accounting Periods.← The Accounting Periods are calendar months. ← Reports of these Accounting Periods reflect transactions for a month a year, depending on their purpose.← In order to assure that these reports representing Accounting Period(s) are Final, an accounting period must be closed to assure that no additional transactions may be posted to that Accounting Period once its Final reports are printed.← To execute a Month Closing procedure select File|Accounts Receivable|Month Close or File|Accounts Payable|Month Close (depending on which module's month you intend to close).

← If you are closing the month in a timely manner (within 30 days of the end of that month) you will be asked if this is what you actually want to do.

← To continue Click Yes and confirm the month to be closed.

←Accounts Payable

← If you are closing the Accounts Payable System, once you have confirmed the month to be closed, closure takes place instantly.←Accounts Receivable

← If you are closing the Accounts Receivable System, indicate whether Late Fees are to be assessed (as defined in the Month Closure tab in User Options).← Late Fees should only be charged once each month.

← Rules for charging your Late Fees are defined on the Month Closure Setup form.← Each outstanding Invoice that is Past Due (see Terms) will be have an Invoice created for a Late Fee.← The Late Fees are first based on the Minimum Late Fee Per Invoice, and second on the Gross Amount of that Invoice's Balance Due. ← The greater of these two will be Invoiced as a Late Fee for that Invoice.

← If you accidentally select the Run Late Fee Invoice Generation a second time within the same month you will be warned.← If you have already used the Run Late Fee Invoice Generation process within the month that you are closing and request it again during this Month Close process, you will be warned.

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← Click Create Invoices to proceed with the Late Fee calculations.Thereafter, Late Fee Invoices will be Generated and the month Closed as indicated above.

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Late Fee Invoice GenerationYou may execute the Late Fee Invoice Generation process anytime prior to executing the Month Close process.To do so, select File|Accounts Receivable|Run Late Fee Invoice Generation.Note: You cannot enter New Sales while you run this Late Fee procedure.

← If you have established in Company Options that Late Fees are to be included on Recurring

Revenue Invoices then you must Run Recurring Revenue (Auto Bill ) on the same day (and be sure those Invoice are assigned the same Sale Date as well).← Click Create Invoices to start the process.

← Late Fees should only be charged once each month. ← Rules for charging your Late Fees are defined on the Month Closure Setup form.← Each outstanding Invoice that is Past Due (see Terms) will be have an Invoice created for a Late Fee.← The Late Fees are first based on the Minimum Late Fee Per Invoice, and second on the Gross Amount of that Invoice's Past Due Balance. ← The greater of these two will be Invoiced as a Late Fee for that Invoice.

← If you accidentally select the Run Late Fee Invoice Generation a second time within the same month you will be warned.← If you have already used the Run Late Fee Invoice Generation process within the month that you are closing and request it again during the Month Close process, you will be warned.

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Accounts Receivable ReportThe Accounts Receivable Report lists one or more Subscriber's who have one or more outstanding (unpaid) Invoices. It reports their Balance Due using an Aging Status.

← The Aging Status sorts outstanding Invoices into columns as follows:← Not yet Due or Current← From 1 to 30 Days Past their Due Date← From 31 to 60 Days Past their Due Date← From 61 to 90 Days Past their Due Date← 90+ Days Past their Due Date

← At the User's choice, the Accounts Receivable Report may also include information about each Invoice.← Select Reports|Accounts Receivable and enter your Accounts Receivable Report Options

Accounts Receivable Report OptionsSelect Reports|Accounts Receivable and enter your selection(s) for the Accounts Receivable Report.

← Show Detail is Checked if you want each Invoice listed.← Show Acct Status is Checked if you want the Dates and Amounts of their Last Payment and Sale listed.← Show Address is checked if you want full address information included on the Accounts Receivable Report.← Salesman is selected in the Drop Down Selections Box if you want the Accounts Receivable Report restricted to Sales made by a specific Salesman.← Division is selected in the Drop Down Selections Box if you want the Accounts Receivable Report restricted to Sales made within a specific Division.← Which Invoices

← All is selected if you want to report All Outstanding Invoices.← More than X Days Past Due is selected (and your entry for that number of X Days) if you want to consider (and list) only those Invoices which are more than that many X Days Past Due.← Not More that X Days Past Due is selected (and your entry for that number of X Days) if you want to consider (and list) only those Invoices which are less than that many X Days Past Due.

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← Between X and Y Days Past Due is selected (and your entry for the number of X Days and Y Days) if you want to consider (and list) only those Invoices which are at least X Days but no more than Y Days Past Due.

← Click Print when ready.← As with most Reports, you view a Preview prior to Printing

.

Subscriber StatementsSubscriber Statements are a recap of the outstanding Invoices owed by a particular account.

← To print a Statement of Account for the Current or All Subscribers, select Reports|Accounts Receivable|Subscriber Statements.← When you select Subscriber Statements you will be presented with a dialog box.

← Here you will be able to specify which Subscriber(s) should have their Statement(s) printed.← First, Click the appropriate Report On Radio button to indicate which Subscriber Statement(s) to print. ← Subscriber Statements may be printed for All Subscribers or only the Current Subscriber. Click the desired selection. ← If you selected the Current Subscriber, enter any Note To Include On this Statement. Print the Statement.

← If you selected All Subscribers, Click the appropriate Radio button on the Report Limitations section of this form. You may request Statements for:

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← All Invoices that are outstanding← Invoices that are More than a specified number of Days Past Due← Invoices that are Not More than a specified number of Days Past Due← Invoices they are Between a specified starting and ending number of Days Past Due

← Enter any desired Note To Include On these Statements.

← Click Print and either Preview or directly print these Subscriber Statements.

← You may also Click Cancel to abort the process.

Aging Status section of an Accounts Receivable or Accounts Payable report shows the Amounts owed by you (in the Accounts Payable module) or the Amounts owed to you (in the Accounts Receivable module) sorted and grouped by the Age of these outstanding Invoices/Bills. The Age is calculated as the number or Days since their Due Date - not their Sale or Purchase Date.Current 1-30 31-60 61-90 91+++

Ledger CardThe Ledger Card for a Subscriber is available only when you have a Subscriber form open.

← The Subscriber form may or may not be minimized to access this report, but the active Subscriber will be the one reported. ← If there is no Subscriber form open, the Reports|Ledger Card option will not be available.← The Ledger Card will list all Sales, Receipts and Allocations in chronological order.← Select Reports|Ledger Card to view or print the current Subscriber's Ledger Card.

← Click Full Report to see the complete Ledger Card. ← Click By Dates to specify the Transaction's Report Dates to be included.← Check Show Invoice Comments to have them included on the Ledger Card listing.

LabelsSelect Reports|Labels to print Labels for your Subscribers.

← You must use Avery 9660 Laser Labels (or 100% compatible) and a Laser compatible printer.

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Contracts Extended Value← Recurring Revenue Contracts are an integral part of your Company's relationship with your Subscribers.← These Recurring Revenue Contracts have a Term.← A Contracts Extended Value is the Amount of its monthly payment multiplied by the number of months remaining.← You company's Contracts Extended Value report lists and totals these values.

Monthly Earned Revenues← They bill Quarterly Semi-Annually and Annually as well as Monthly.← Most Companies Invoice these Recurring Revenues a month in advance.← Therefore, some, if not all, of the Recurring Revenues billed in any given month are for services that will be provided in future accounting periods.

← As time moves on, those advance Recurring Revenue billings become Earned Revenues.← This is because the period for which they were billed has come and gone and the services were, in fact, provided.← Therefore, once these services are provided, that portion of the Recurring Revenue has become Monthly Earned Revenue.

← The Monthly Earned Revenues will be listed on this report along with those the amounts that have not yet been Earned.← The Monthly Earned Revenues report is available with the Micro Key Millennium Series Executive module.

Deferred Recurring Revenues← As Recurring Revenues are billed, often those billings are for future months.

← You may bill Quarterly, Semi-Annually and Annually, as well as Monthly.← Most Companies will bill these Recurring Revenues a month in advance.← Therefore, some, if not all, of the Recurring Revenues billed in any given month are for services that will be provided in future accounting periods.

← Until you have actually provided these Services, the advance Recurring Revenue billings are Deferred Recurring Revenues.

← This is because the period for which they were billed has not come and gone and the services were, in fact, not yet provided.← Therefore, until these services are provided, that portion of the Recurring Revenue is Deferred Recurring Revenue.

← The Deferred Recurring Revenue report lists those amounts that have not yet been Earned.

Inventory Tracking System← The optional Inventory Tracking System provides for the entry, tracking and reporting of Inventory Purchases and Usage. Each part you normally use may be defined. Quantities on Hand, Reorder, and Maximum on Hand levels are maintained.← The optional Inventory Tracking System may be available in the fourth quarter of 1999.← This is coupled with the Job Costing System (included with the optional Inventory Tracking System) and the Purchase Order System.

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Service Tracking SystemYou are operating a Service Company.There are many daily, monthly and annually based events, procedures and obligations that must be managed. Service Requests must be Processed and Billed. Service Reports must be used to analyze what has been done and by whom.← The optional Service Tracking System will help you automate these service related functions:

← Enter and Schedule your Service Requests.← Print Work Orders sorted by Day(s) or Technician(s).← Maintain Service Histories and Service Analysis Reports.← Maintain a list of Work Schedules by Day, Technician, Priority, etc.← Automatically create Work Orders and Reminders for your Recurring Service and Inspection obligations.← Report Results based on Types of Services Performed and Technician's Performance.← Integrate with Accounts Receivable for Easy Billing and Account Status Look-Up and Alerts.

Service Options

The Service Options tab on the Maintenance|User Options (or Click on the Desktop Outlook Bar) form allows you to customize default Work Order Print Options and establish the behavior of certain other service related features.

← Each item will be described below with their purpose and/or your choices defined.← Work Order Print related Items:

1. Include Service Notes - (Incl Svc Notes?) The Service Tracking tab on the Subscriber

Information form contains a System Note box for entering Service related information.To have this information printed on Work Order forms created within the Service Request form, check this box (this is the recommended method).

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2. Exclude Billing Information (Excl Billing Info?) - If your company allows a Service Technician to calculate and present the Subscriber with the charges for the services performed leave this box blank. If no charges are itemized for the Subscriber at the time of service - you will Invoice them later - Check this box.

3. Show 1st Line of the Time Used box on the Work Order form as:Site Visit - If you normally charge a Site Visit fee in addition to your normal hourly labor charges, check this box.Trip Charge - If you normally charge a Trip Charge fee in addition to your normal hourly labor charges, check this box.You must choose one or the other.

4. Pre-Printed Stationery - If you are using Pre-Printed forms with your Company Name, Address and Logo already printed on them, If you normally charge a Site Visit fee in addition to your normal hourly labor charges, check this box.

5. Include Warranty/Sale Dates - If you want to show the Subscriber's Sale and Warranty Expiration Dates on the Work Order, check this box.

6. Include CSID - If you want to show the Subscriber's CSID on the Work Order, check this box.Include Dialer Information - If you also want to include their Dialer Telephone Number on the Work Order, check this box.

7. Include Password - If you want to include the Subscriber's Password on the Work Order, check this box.

8. Show Balance - If you want to have the Subscriber's current Balance on the Work Order, check this box.

9. Other Service related features:a. Alert Late Notice Days – This establishes the ability to be alerted when a Subscriber’s

account is past due. When you Click the Service button on the Service Tracking tab on the Subscriber form, if that Subscriber's account is past due, you may activate an Alert Reminder message if the Subscriber is in arrears a specified number of days. Enter the number of days past due that a Subscriber must be before the operator is alerted to their Past Due status.

b. Default Sales Code - If you are allowing the Auto Bill process (see below) to be used by your Service Department, enter the default Sales Category Code to be offered for these Work Order billings.

c. Auto Bill - Activates the Auto Bill feature that allows the user to automatically Create an Invoice for a completed Service Request.

← Define your Default Work Order Phrases:Each of the locations and payment or service situations described below requires a message. A default message is supplied with MKMS. You may (within certain limitations) modify itBe careful. The basic Meaning or Purpose of the Phrase Must Remain the Same.These Messages may be formatted with Bold, Italics and even special colors using the tool bar. ← Editing the each Message Line's Edit Box:To modify one of these phrases, Double Click the appropriate edit box.

The Edit box will expand and allow you to enter your preferred phrases.← Signature Line - Enter the message you want to appear immediately below the Subscriber's Signature Line on your Work Orders.

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← Payment Block Phrases used when their System is:← Covered by a Service Contract - Enter the message you want to appear when an Extended Service Agreement of some type covers their system.

← Not Covered by Service Contract - Enter the message you want to appear when an Extended Service Agreement of any type does NOT cover their system.

← Office Use Only area of Work Order ("Footer") used to identify Payment Terms for Work Order when System is/has:← No Service Contract/Warranty

← Covered by original Warranty

← Covered by Service Contract

← Click OK when you have finished setting your Service Options.

The Last Work Order Number reserved would be the number most recently assigned to an actual Work Order OR the number immediately prior to the NEXT Work Order Number you wish to assign (to the next Work Order that will be created).

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Auto Billing Service RequestsService Requests may be instantly Invoiced - virtually automatically - by first activating the Auto Bill

function on the Service Options tab of the Users Options form located on the Desk top or at Maintenance|User Options.

← You must have purchased the Service Tracking System module.← Setting the Auto Bill function's status (on or off - allowed or not allowed):

← Login as an Administrator not as a Guest or normal user.← Select Maintenance|User Options.← Click on the Service Options tab.

← Check (or Un-Check) Auto Bill .

← Once this feature is enabled, use the Auto Svc icon on the Service tab of the Subscriber form to define what recurring services are required and when they are required for each eligible Subscriber.

Service ContractsYou must define the Subscriber's Service Contract type on the Service Tracking tab of the Subscriber form.

← Service Contract Types are defined in Maintenance|Service Contracts.← The current Warranty or Extended Service Contract status of the Subscriber being viewed is shown in the center of the Service tab form on the Subscriber form. A message line such as System is Out of Warranty or System Within Warranty or System Covered by Service Contract will appear indicating the Company's current service obligations with this Subscriber.

← Various types of ongoing Extended Service Agreements may be made between your Company and your Subscribers. ← Service Types come in three varieties which are pre-defined in the Maintenance|Service Contracts menu.

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a. No extended Warranty or Service Contract coverage. Once their Warranty has Expired, no additional service is provided the Subscriber without their incurring a charge.

b. Full extended Warranty or Service Contract coverage. By paying an ongoing {Recurring Revenue) fee, your Subscriber is provided labor and parts for any needed repairs. These are provided in the same manner as they would be if received while still within their normal Warranty Period.

c. Modified extended Warranty or Service Contract coverage. By paying an ongoing {Recurring Revenue) fee, your Subscriber is provided some agreed upon combination of labor and/or parts that may be necessary to maintain the proper operation of their system. Modified Coverage on your Service Agreements are identified by a Letter or Number (i.e., Parts Only = "P", Labor Only = "L", Inspections Only = "I", Full Parts & Labor = "F", etc.)

Enter all of the types of Service Contracts you will be offering including "N" for No Extended Service Agreement.

Service TypesIf you have the optional Service Tracking System module you must define Service Types. Thereafter, each Service Request must be identified by it's Service Type.

← To define the Service Types you want to use, select Maintenance|Accounts Receivable|Service Types.← The Service Type Code may be one to four characters in length and contain numbers, letters and dashes.← Enter a brief Description of the type of Service Request this code represents.← A Table View of the Service Types form is shown below with several samples defined.

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Service Tracking InformationEach Subscriber assigned a Service ID on their Subscriber form will have a Service Tracking tab available. This is where you will enter Service Tracking Information and optionally start using the Service Tracking System.

← With the Service Tracking Module installed, periodic Inspection Reminders may be defined, Service Work Orders may be created and Printed and their System's Equipment defined. There are also two Memo Pads for entering Directions and System related Notes.

← The Service Tracking menu bar offers Service , Equipment , and Auto Svc

Icons. However, the Service and Auto Svc Icons, and the Reports|Service Tracking menu (see Service Tracking Reports) selections, are only available if you have purchased the optional Service Tracking module.← The Service Tracking tab provides a means to enter Service related information.

Be sure to Click the Save button on the top of this form after adding or editing information!

To cancel any changes, Click the tab's Cancel button .← Sale Date Enter the original Date of Sale to this Subscriber.← Warranty Ends Enter the Date their Warranty coverage will expire.← Contract The Service Contract Type is enter here using the Drop Down Selection box provided. Enter the code letter or number representing the type of the Subscriber's Extended Service Agreement.← Last Serviced Enter the completion date of the Subscriber's last service call. This box is automatically maintained whenever you Complete a Service Request form.← Panel Location Enter the Control Panel's location. (The Panel Type is entered on the Central Station form).← Directions Enter the Directions to the Subscriber's Premises.← System Notes Enter any system-related comments required.← Warranty and/or Service Contract coverage being provided this Subscriber is displayed below the Panel Location field.

Sale Date← Enter the original Sale Date of the Subscriber's primary system(s) on the Service Tracking tab. If the system was purchased or acquired in some other non-standard way, enter that date instead. In either case, it must be identified. ← The Sale Date is not their On Line Date – which is the actual date when this Subscriber commenced Monitoring service with your Company – and is entered on the Monitoring tab.

Warranty Ends← Enter the expiration date for this system's Warranty coverage. ← The Warranty Ends when coverage for the repair or replacement of all parts and its related labor is no longer provided free of charge as a benefit of the original sale← If No Warranty is being provided because the system was acquired as a take-over account, was purchased from another Dealer, or you are entering an existing Account whose Warranty has already expired (or was not provided a Warranty at all), enter the same date as the Sale Date

Panel Location← A brief description of where the system's primary Control Panel is installed.

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System Notes← A Memo Pad used to enter general information relating the System(s) installed at the Subscriber's premises.← This is a free form Note Pad with virtually no limitation. ← This information will print on each Service Request form.

Last ServicedThis represents the Date that the Subscriber's system was Last Serviced by a Company technician. If the User has added the Full Service Tracking System module, this Date filed is maintained automatically by the system itself.

Directions← A Memo Pad used to enter Directions to the Subscriber's premises. ← This Directions filed is a free form Note Pad with virtually no limitation. ← The Directions information will print on each Service Request form.

Recurring Service RequirementsRecurring Service Requirements are periodic Inspections and other types of Service related Visits that your Company is required to perform on a prearranged basis and may be scheduled Monthly, Quarterly, Semi-Annually or Annually using the Recurring Service Reminders system.

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Recurring Service RemindersAutomatically Generated Recurring Service Reminders are provided in the optional Service Tracking System.

← Recurring Service Reminders are often mandated when you have an extended Service Contract agreement with your Subscriber(s).← Part of these agreements have a contract requirement (or are subject to an ordinance by a Governmental Authority) which obligate your Company to perform certain Inspection or Maintenance procedures on a pre-defined cycle. ← We refer to these as Recurring Service Requirements.Typically these are Annual Inspections, Battery Changes or Bimonthly and Quarterly Sprinkler or Fire Alarm System Tests. ← The process of manually determining each month which Subscribers need a periodic inspection or service call is exceedingly time consuming and prone to human error.

← The Micro Key Millennium Series does the Look-Ups for you and then creates the Service Requests automatically.← To define a Recurring Service Requirement, from the Service Tracking tab on the Subscriber form Click Auto Svc.

Inspection RemindersSubscribers should have a Periodic Inspection of their system(s).

← Companies enter into agreements with their Subscribers to perform these Periodic Inspections.← These Periodic Inspections or Recurring Service Requirements dictate the need for Inspection Reminders.

Inspection Reminders may be defined on the Service Tracking tab of the Subscriber form using the Auto Srv Button.

Automatic Service Reminders← The Automatic Service Reminders feature will allow you to have Periodic Service and Inspection Requirements automatically posted to your Service Tracking System each month at the same time you bill your Recurring Revenue.

← From the Service Tracking menu bar on the Subscriber form Click Auto Svc to access the Recurring Service Item form.

← You may define any number of Recurring Service Requirements for a Subscriber.

← Establish a Billing (and therefore Service) Frequency and Starting Month. ← Assign a Service Category Code for this Service/Inspection type. (These are defined in the Maintenance|Accounts Receivable|Service Types form.)← Enter the Start Date on which this Recurring Service Item should commence.

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← Defining a Recurring Service Item← Billing Frequency - Enter the frequency of the Service (and the related bill that

will be generated for it) using the Drop Down Selection box provided.← Starting Month - Enter the Starting Month for this recurring service requirement

using the Drop Down Selection provided.← Svc Type - Enter the Service Type code that will be used later to classify this service visit using the Drop Down Selection provided. The description of this Service Type is automatically inserted.← Start Date - Enter the Starting Date for this Recurring Service using the Drop

Down Calendar box provided.

Recurring Service Codes← Each Subscriber may have any number of Recurring Service Requirements defined. ← You may enter Recurring Service Codes and their related Descriptions to help speed entry of your Subscriber's Recurring Service Requirements.

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Equipment Button← The Equipment button is on the Service Tracking tab of the Subscriber form.It is only active when the Service Tracking System Module has been purchased.

← Press Equipment to view the Equipment that has been installed in the current Subscriber's system.

← Use the Table View to see a list of all of the defined components.← Use the Edit View to add and edit records.

← Each Equipment record must have an Equipment Code. ← As you enter the Code, its description is supplied to the Description box. You may edit that box if necessary.← The Equipment Code you enter must have been entered previously in the Maintenance|Parts form.← The yellow boxes represent mandatory information. The remaining items may be entered as needed.

← Location - Enter a brief description of where this component is located.← Key-Pad ID - If this component is identified on the Subscriber's Key-Pad, enter that Key-Pad ID number.← System Type - Each part or Segment of a system has a purpose.

← Whether it is a Burglar Alarm Component, a Fire Alarm Component or a Battery, each has a function. ← In most cases this functionality is monitored at your Central Station. It is therefore assigned an Alarm Condition Code.← Enter the System Type. Select from among those Alarm Condition Codes previously entered in the Maintenance|Condition Codes form.

← Segment ID - Each of the items defined within a System Type (group) will have a Segment ID. When you print an Equipment Listing, it will be sorted by System Type and within System Type in Segment ID order.← Zone Code - If this item represents a segment of a system that reports to a Central Station with its own Zone Code enter that Zone Code here.← Date Installed - By default this will be the Sale Date of the system (See the Service Tracking tab on the Subscriber form.).← Warranty Expires - By default this will be calculated as the Subscriber's Sale Date plus one year. (See the Service Tracking tab on the Subscriber form.).

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← To Print the Equipment Listing, Click the Print icon. This report will be sorted by System Type and within System Type in Segment ID order.←

Entering Service Requests - An OverviewThe Service button is located on the Service Tracking tab located on the Subscriber formIt is only active when the optional Service Tracking System Module has been purchased.

← Press the Service icon on the Service Tracking menu bar of the Subscriber form to view the Service Request form.←

The Service Request form will assign a Work Order number automatically as soon as you Click

Add will . ← The Requested On date (which will be the current date) is the default date.← The Scheduled For date (which will also be the current date) may be edited.← Requested By requires the name of the person who made the request.← Enter the Conditions Reported in this Memo Pad field.← Enter any Comment by the Subscriber (or the operator) in this Memo Pad field to better clarify the reason for this Service Request.← The Time Slot is not a "Time" in the true sense. ← Instead, the Slot is a sequence number for a Technician to follow (i.e., Slot 1 is their first stop of the day, Slot 4 would be their 4th stop) ← As the Technician completes each Service Call for that day the one assigned to them for the next time Slot would determine the next Service Call they should go to.

← Later it will help the Service Manager to schedule and prioritize work when there is more work than time to complete it.

← Enter when it is Scheduled For← Enter the Time Slot to be assigned.← Enter the Priority number of this Service Request.← Enter Scheduling Instructions to help clarify what arrangements have been made with your Subscriber.← Enter the Technician's ID using the Drop Down Selection box provided.← Enter the Service Type using the Drop Down Selection box provided.← Serviced On - Enter the Date the Service Request was completed.← By - Enter the Technician's ID.← Hours - Enter the Number and fraction of Hours required for the completion of this service call.← Cost - Enter an Amount. This will either be the:

← Charge that was or is to be Billed to the Subscriber , or← The internal Cost to provide this service if this is not a "billable" call.

← Services Performed - Enter a description of what was done. This is a Memo Pad - There are no space limitations.← Set As Annual Inspection - If this entailed a Complete System Inspection, Check this box.

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Service Requests

If you have the Service Module, Click the Service icon located on the Service Tracking Menu bar of the Subscriber form to enter a Subscriber's request for Service, Inspection or Installation work. Any previously entered Service Requests will be shown.

← If the Subscriber has a Past Due Balance the user will be alerted with a message box similar to

the one shown below. ← Once you request to do so, the no Past Due reminder form disappears, you will see the Service Request form.

← This form has three data groups (surrounded by boxes) - each with a specific purpose.← These are used for entering Request, Scheduling and Completion information.← Use the Table View tab to see the Service History or this Subscriber or to select a specific Service Request record for editing or viewing

← Click Table View from the Service Request form to view the Open Work Orders and Service History of this Subscriber.

← Any existing Unscheduled, Scheduled or Completed Service Request may be

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selected using the Table View

← Once selected, that Service Request may be printed using the Print icon on the top of the form.← To print the Subscriber's complete Service History, Click the special Service

History Report icon next to the Navigator bar.← To create a Service Request form for a follow up Work Order, Click the Chain

Service Request icon. ← Click the Add button on the Navigator bar to enter another Service Request.← Complete the Request information box← If this request will be scheduled immediately, complete the Scheduling information box.← Once this Service Request has been Completed, fill in the Completion box.← Only if this Service Request included the responsibilities of a Recurring Service Inspection:

← Click the Recurring Svc Inspection box. ← This will reset the monthly timer cycle for that Inspection. ← In this manner, if you did the Inspections slightly out of sequence (e.g., a month earlier or later than normally scheduled), you will be resetting the defined Inspection Cycle to reflect this new Inspection sequence.← When the Subscriber has more than one Recurring Service Requirement defined, the Reset Service Start box will be displayed.← Select the appropriate Recurring Inspection record and Click Reset Service Month.

← When you complete a Service Request, if you have enabled the Auto Bill feature, you will be able to immediate create and Invoice for the service charges.

← See Creating Invoices for Service Requests.← Once a Service Request is marked as completed (and even billed), you may still have to return for follow up work later.

← To create a Service Request form for a follow up Work Order, Click the Chain

Service Request icon. ← This will open a new Service Request with the existing original Conditions and Comments and noted as a Follow Up in the Scheduling Instructions box.

← Be sure to Click Save when the new Service Request form is created.←

Accessing Service History The Service History of a Subscriber is accessible by Clicking the Table View tab on the Service

Request form accessed with the Service button on the Service Tracking tab of the Subscriber form.It is only active when the Service Tracking System Module has been purchased.

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Printing Service Work OrdersService Work Orders may be Printed whenever needed.← Much of the Service Work Order print format is User Defined in Files|Maintenance|User Options on the Service Options tab. ← Set your printing format preferences before printing your first Service Work Order form.← From the Service Tracking tab on the Subscribers form Click the Service button.

← Enter the Service Request made by the Subscriber and Click the Save button on the Navigator bar.

← Click the Print button to the right of the Navigator bar.The Work Order Form will be displayed on screen to allow you to Preview it.Print the Work Order when satisfied and confirm its printing when asked to do so.← When you Close Service Request form after successfully printing the Work

Order, the "Printed?" box will automatically be checked for you.

Print Service Request Forms

You may Print Service Request Forms one at a time using the Print icon on the Service Requests form accessed using the Service button on the Service Tracking tab of the Subscriber form.

← To print a group of Service Request Forms select Reports|Service Tracking|Service Request Forms.

← Select Delimiters to specify exactly which Work Orders you want printed.← Blank Forms - When you want Blank Work Order forms printed.← Scheduled Date(s) - When you want only those Work Orders that have been scheduled for specific Dates printed.Enter the Start and End Dates, which by default will be "today" and "tomorrow".← Work Order Number(s) - Enter the Starting and Ending numbers of the Work Orders to be printed.← All Unprinted Work Orders - This will print all those Work Orders that have not yet been printed.

← Print or Cancel as required.

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Reset Service Cycle StartIf work performed on a Service Request includes the responsibilities of a Recurring Service Inspection:

← Click the Recurring Svc Inspection box. This will allow you to Reset the timer on that Inspection - when you've completed the Inspection slightly out of sequence (e.g., a month earlier or later than normally scheduled). The reset procedure will enable your new Inspection sequence to take effect.← When the Reset Service Start box is displayed:

← Select the appropriate Recurring Inspection record and Click Reset Service Month.

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Creating Invoices for Service RequestsWhen you have Completed a Service Request on the Service Request form accessed with the Service Button on the Service Tracking tab of the Subscriber form, you will want to Invoice the Subscriber for service labor and parts charges if they are not within Warranty and have no Service Contract coverage.

← There are two cases to be considered:← The Auto Bill option is Checked on the Service Options tab within the Users Options form.When the Work Order has been completed, as you save your entry you will be asked if you want to Create an Invoice.

Click Yes and the Invoice will be automatically created. This Invoice form operates in exactly the same manner as the Sales button on the Accounting tab of the Subscriber form.

← Once the Invoice has been created, the comments entered in the Services Performed box will be transferred as this Invoice's line item's Note. You will be asked to confirm the OK creation of the Invoice.← You may edit the existing line item and/or add additional line(s) by pressing the down arrow.← You may Add as many items to this Invoice as may be required in exactly the same manner as you would using the Sales button on the Accounting tab of the Subscriber form.

← To immediately Print the Invoice, Click the Print icon on the

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Create Invoice form.

← Click the Close box in the upper right corner of the Sales form to return to the Service Request form.← When you Close Sales form after Invoicing the Work Order, the "Invoiced?" box

will automatically be checked for you.← The Auto Bill feature has Not been enabled.

← Complete then Close the Service Request form. ← Click on the Subscriber's Accounting tab.

← Then Click on Sales .← Enter the charges and descriptions in the normal manner.

← Once a Service request is marked as completed (and even billed), you may still have to return for follow up work later.

← To create a Service Request form for a follow up Work Order, Click the Chain Service Request icon. This will open a new Service Request with the existing original Conditions and Comments and noted as a Follow Up in the Scheduling Instructions box.

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Service Tracking ReportsAll Service Tracking Reports are selected from the Reports|Service Tracking menu.The one exception is the Service Work Orders themselves which are printed within the Service Request form.

← Select the desired report and print it in the normal manner.The available reports are:

A. Determine Excessive Services B. Eligible For Service Contract C. No Service Since Report D. Open Service Requests E. Service Request Forms F. Services Performed G. Technician Performance

← In addition, Work Orders, Installed Equipment Listing and a Subscriber's Service History may be printed from the Service Tracking tab or Service Request form on the Subscriber form

Determine Excessive ServicesWhen you are deciding whether an existing Subscriber should be offered a Service Contract on their installation, you will need to know if they have had an excessive number of Service Requests in a defined period of time.

← The Eligible For Service Contract report will identify those that may be solicited for an extended service agreement.It does not however identify those that should NOT be sold one. ← Use the Determine Excessive Services report to determine who should NOT be offered an extended service agreement.Click Reports|Service Tracking|Determine Excessive Services.

← Enter the Start and End Dates for the report and the Number of Service Calls Considered Excessive.You may View Service Notes that were entered as these Work Orders were Completed.← All Subscribers who have exceeded the number of Service Calls entered above will be listed along with basic information on each Service Request that was completed. The description of the work performed will also be included if requested.

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Eligible For Service ContractOn the Service Tracking tab of the Subscriber form, each Subscriber may have a Warranty Expiration Date assigned to their system. They may also have an extended service agreement identified in the Service Type box on this tab.

← If you do not sell a Subscriber an extended service agreement at the time of the original sale, you will need a reminder to solicit them for one when their initial warranty period is about to expire.← To see a list of those Subscribers who have not yet accepted an extended service agreement with your Company and whose Warranty period is about to expire select the Eligible For Service Contract report found in the Reports|Service Tracking menu.

← You may list all Subscribers who have no extended service agreement or just whose Warranty is about to expire.

No Service Since ReportWhich of your Subscribers have had No Service Visits of any type since - whenever you specify?

← The No Service Since Report will list those Subscribers who you are ignoring. And a Subscriber who feels ignored may not remain your Subscriber forever.← To print this report, select Reports|Service Tracking|No Service Since and complete the dialogue box show below.

← No Service Since... Dialogue← No Service Since Date - If the Subscriber has not had a Service Request recorded since this date they will be listed.

← Service Type - You may search all completed Work Orders (with any type of Service Type assigned to them) or only those with assigned a specific Service Type (such as "AIBC").

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← Use the Drop Down Selection box to make your choice.← Print Out (Type) - Do you want a Report to list them or Labels to mail a "Flyer" to these Subscribers?← Which Subscribers (To be reported on) - List only those Subscribers who have some type of Extended Service Agreement or All Subscribers?

Services Performed ReportThe Services Performed Report will list all completed Service Requests within the

Completion Dates specified.1These will be sorted by the Service Types assigned to them when they were completed.2You may also include the Description of the Services Performed, if desired.

Technician's Performance Report

← Your Technicians need a reliable method to measure their performance against others doing similar work. ← Although there may be service time and performance anomalies in the short run, over a longer period of time, comparing the overall performance of your technicians can give you a clear picture of how one is doing in comparison to the group.← The Technician Performance Report will list each Technician who has a Completed Service Request within the Dates you specify and then sort those Completed Service Requests by their assigned Service Type categories.

← Complete the Technician Performance Report dialogue box:← Start Date / End Date - Enter a Starting and Ending Completion Dates← Sort By Technician Only? - The report may be sorted in one of two ways:1. In Technician order only and then in Work Order Number within each Technician's section.2. By Technician and within that Technician's section by the Service Type codes assigned when the Work Order was completed.← Show Service Information? - You may include the Services Performed notes entered when each Service Request was completed.

← Print or Cancel as needed.←

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Open Service Requests ReportService Requests are created using the Service button located on the Service Tracking tab of the Subscriber form.

← Until a Service Request is Completed (completed service information has been entered on the Service Request form) it is considered Open and needing follow up by a Technician, or final Billing for the services that were performed.← To print a list of incomplete (Open) Service Requests select Reports|Service Tracking|Open Service Requests and complete the dialogue box show below.

← Open Service Requests Report dialogue box:← List Report by -

← Chronological Order: No additional information required except the Data to View (see below) box. Lists all Open Work Orders in Scheduled Date order.← Date: Enter the Start and End date(s) (see below - by default they will be "tomorrow").No additional information required except the Data to View (see below) box.Lists all Open Work Orders scheduled within the Dates entered.← Priority: The report will be printed in Priority Number Order and within a Priority number, by its Request Date. You must specify Which Work Orders (see below) are to be listed.No additional information required except the Data to View (see below) box.Lists all Open Work Orders - either scheduled or unscheduled - in Priority Number order.← Technician: Enter the Start and End date(s) (by default they will be "tomorrow").Enter Which Technician using the Drop Down Selections box provided. You may choose (All) or select an individual Technician's code.No additional information required except the Data to View (see below) box.Lists select Open Work Orders in Technician Order← Unscheduled Requests: No additional information required except the Data to

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View (see below) box.Lists all Open Work Orders that have not yet been Scheduled sequenced by Work Order number.← Work Order Number: No additional information required except the Data to View (see below) box.Lists all Open Work Orders sequenced by Work Order number.

← Data to View -

← Service Notes Click the Service Notes box if you want the Service Request form's Services (to be, or that have been,) Performed free form text Note Pad included on the report.← Directions: Click the Directions box if you want the Service Tracking tab's Directions Note Pad included on the report.← Upcoming Service Click this box if you want a reminder included for any Subscriber who has Recurring Service Reminders defined and one of those recurring service requests is about due to be completed.

← Which Work Orders? -

← All Work Orders: List all Open Work Orders whether or not they have been assigned to a Technician.← Unassigned Work Orders: List only those Open Work Orders that have not been assigned to a Technician.

← Start Date / End Date -

← Start Date - Enter the Date representing the First Schedule Date assigned to Work Orders that will be listed.← End Date - Enter the Date representing the Last Schedule Date assigned to Work Orders that will be listed.

← Print or Cancel as required.

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Unassigned Service RequestsWhen Service Requests are entered in the optional Service Tracking module, the Operator may not yet know when they will be scheduled or who will be assigned to perfrom the requested service(s).

← The Unassigned Service Requests report will list all Work orders that have been entered but not yet completed that have not been assigned to a Technician.← Select Reports|Service Tracking|Unassigned Service Requests to Preview and/or Print this report.← The listed Service Requests may or may not have been Scheduled (assigned a Scheduled Date).← The Unassigned Service Requests report will list all open Service Requests by their Request Date and within those Dates, in the order they were entered. Those that are not assigned a Request Date will be listed first.

Service History ReportAs each Service Request is Completed, it is permanently stored for later review and printing.

← A Report listing the Service History of a Subscriber is always available on the Service Request form accessed with the Service Button on the Service Tracking tab of the Subscriber form.

← Click the Service History icon on the Service Request form and Preview or Print the report.

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Central Station Information← The Monitoring Bar on the Subscriber form's Outlook Bar provides access to their Central Station Information.← Central Station Information specifically relates to a Subscriber's Zones, Emergency Contacts and the Monitored Events.

Central Station Reports provides for the printing of Monitoring Related information.See Central Station Information later in this mnaual.

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Vehicle Information← For Companies that maintain a fleet of vehicles, whether cars, trucks, or vans, these vehicles must be properly maintained to ensure that the company gets the full value from these units.

To implement a Vehicle Maintenance Tracking System you must define your Vehicle Maintenance Options and then enter the Vehicle Information.

← To define the Vehicle Information you wish to track, select File|Vehicle Maintenance|Vehicle Information.← The system tracks a Vehicle by its License Number.

← Completing the form:← Enter the License Number and complete the remaining fields in the Vehicle Details box as necessary to have the information you want on hand about this (and every) vehicle.← Enter any Banking & Insurance boxed information that may apply. The more completely you fill in this information the better the reminder reports will be later.← Enter the Dates boxed information and as you do so, the next required cycle of the service(s) would be displayed.

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Vehicle Maintenance OptionsBefore you define your Vehicle Information you will want to establish your Vehicle Maintenance Options.

← Select File|Vehicle Maintenance|Vehicle Maintenance Options. Enter the maximum number of Days and the maximum number of Miles that you will allow to pass before performing these designated vehicle services.

Vehicle Maintenance ReportsOnce you have defined your Vehicle Information and established your Vehicle Maintenance Options, you may use the Vehicle Maintenance Reports selections to track your Vehicle Maintenance Requirements.

← Select Reports|Vehicle Maintenance to access either of the Vehicle Maintenance related reports.

← Mileage List - To produce a List of all Vehicles to be used to record the current mileage of each vehicle.← Service Required - This would list the Vehicles that require service at this time and include what type of service(s) they require.

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Accounts Payable System← If you are in business you make Purchases form Vendors. Therefore you will from time to time, owe these Vendors money.Some of it may still be owed – even after it was due to be paid.← An Accounts Payable System will track all of the information related your Company's Purchases and Disbursements (or the lack of them). ← It must also Report the results of these transactions in many ways, print Checks, Reconcile your Check book(s) and create Purchase Orders.

Accounts Payable Module Start Up Procedures

← You must purchase the optional Accounts Payable module to use these features.← Be sure you have already completed all items on the Maintenance Menu (to assure that your Accounts Receivable module is setup properly). For the Accounts Payable System to operate properly, the Sale-Purchase Items and the Bank Accounts selections will need additional information added.← Then in File|Accounts Payable choose Vendor Classification Codes and enter whatever codes you desire. ← Once these steps are completed, you may press F4 to Enter Vendor Information.← Then use the Bills, Payments, Auto Pay, Allocate, found on the General Information tab of the Vendor Information form. Use Disbursement functions found in File|Accounts Payable|Disbursements to manage your Accounts Payable. Use Maintenance|Bank Transactions to enter miscellaneous Bank Transactions (i.e., Interest credited to or debited from your account, various Bank Fees, Petty Cash withdrawals, etc.) and use File|Accounts Payable|Check Register to Reconcile your Checking (and all other types of) Accounts. ← Look at the Reports|Accounts Payable Reports and File|Accounts Payable menus for addition Accounts Payable related functions and reports.

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Vendor Classification CodeThe Vendor Classification Codes are defined on the File|Accounts Payable|Vendor Classification

Codes form.

These may be assigned to any Vendor as needed. ← The Vendor Classification Codes may be used with the Ad-Hoc report writer to sort or filter lists

of groups of Vendors.

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Vendor InformationThe Vendor Information form is available if you have the optional Accounts Payable module.

← The Vendor Information form provides access to all Accounts Payable functions except Accounts Payable related Reports.

← To access the Vendor Information form press the F4 function key, or select

File|Accounts Payable|Vendor Information, or Click the Vendors Icon on the main DeskTop Outlook Bar.← This form contains two areas for Vendor Information, the Vendor Information area and the Contact Information box. ← In addition, there are two tabs on the form. General Information and if you

Check the Charge Tax? Box , Vendor Tax Information.← Entering Vendor Name and Address information.

← Click Add on the Navigator bar.← Enter the Vendor's Name, as you would want it printed on their Checks.← Enter the appropriate Street (or Mailing) address where your remittance should be sent.← Enter their City, State (or Province) and Zip (Postal) code.

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← If an Attention line or Care of line is required for proper routing, complete these fields also.

← To complete the installation of a new Vendor, enter their Contact Information and complete the General Information tab.

← However, if you Check the Charge Tax? Box the Vendor Tax Information tab information must be completed first.

← Complete this Taxing information and Save the Vendor record. ← Once the record is initially saved the General Information tab will appear.

← The Vendor Information form also provides access to all Accounts Payable functions.Click the Icon that represents the function you need.

← Bills (Enter New Purchases)

← Payments (Post Disbursements)

← Auto Pay (Setup Automatic Payments)

← PO (Create, Edit and Receive Purchase from Purchase Orders)

← Allocate (Apply Payments and Credits to Bills)

← Also, the Call button is available for automatic dialing.

Vendor Tax InformationIf you Check the Charge Tax? box on the General Information tab of the Vendor

Information form, the Vendor Tax Information tab will be activated. This area allows you to define the Sales Tax obligations that will be billed to you by this Vendor.

Once you have made your entries, be sure to Click the Save button on the Navigator bar.

← There are three possibilities for taxation.1. Local Tax Only - In the U.S., and many other countries, there are local Sales Taxes charged.

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These are State Sales Taxes calculated on a percentage of the total value of the purchased item. If you have a State sales tax, Click the Local Tax Only Radio button and enter the Local Rate in the box provided.

2. National Tax Only - If your country charges a National Sales Tax, Click the National Tax Only Radio button and enter the National Rate in the box provided.

3. Local & National Tax - In parts of Canada and other countries, there are Local (Province) and National (Federal) Sales Taxes calculated on a percentage of the total value of the purchased item. If your country charges a Local and National Sales Tax, Click the Local & National Tax Radio button and enter the Local Rate and the National Rate in the boxes provided.

4. In addition, you must select the appropriate Tax Calculations method.

Vendor’s General Information tabThe General Information tab on the Vendor Information form allows you to enter this Vendor's payment Terms, your Credit Limit, whether this Vendor Charges Sales Tax, and pertinent Configuration data.

← In addition, this is where the Vendor's current Account Status is displayed.

← Completing General Information← Vendor Terms - Enter the number of Days after the Bill's Invoice Date - which you want to Pay this Vendor's Bills. This may or may not be the actual Terms offered by this Vendor. They may give you 30 days to Pay but allow an additional discount if you pay early. You may automatically extend payment for additional Days as required or accepted by this Vendor beyond they state Terms. The Accounts Payable module will calculate this Vendor's Bills Due Date by adding the number of Days entered here to the Invoice Date of that Bill.← Credit Limit - Enter the Credit Limit restriction of this Vendor if known. This entry is for information purposes only.← Charge Tax? - If this Vendor charges sale tax on any purchases, Click the Charge Tax? Box and complete the Vendor Tax Information tab that will be immediately displayed.← Configuration

← Vendor Type - This is a single character code that you may assign to "Type" this Vendor.← Classification - Each Vendor may be assigned a Vendor Classification Code that may later be used for reporting and sorting a Vendor list.← Notes - You may enter a brief comment that describes the Goods or Services

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that this Vendor provides.← 1099 Required? - If you are required to send this Vendor a 1099 form at the end of the year, Check this box.← EIN - Enter the Employers Identification Number. This will be required for the 1099 form.← Comments - Enter any additional comment you deem necessary.

← Account Status - The Balance owed to this Vendor, and the Date and Amount of your Last Purchase from and Payment to this Vendor are maintained by the Accounts Payable module and displayed in the Vendor's Account Status box.

← The General Information tab also provides access to the Accounts Payable module's most often used functions that are activated with the appropriate speed buttons.

← Bills (to enter new Purchases from this Vendor)

← Payments (to record or request a Payment to this Vendor)

← Auto Payment (to set up a Recurring Purchase arrangement)

← PO (to create Purchase Orders)

← Allocate ( to apply Payments to specific Bills) ←

F2 - Vendor SearchPress F2 while focus is on any part of a Vendor Information form to request a Vendor Search.

← Select the appropriate Search By method By default, the Search By is Vendor Name.Vendor Search will locate a Vendor record based on their Vendor Name or Vendor ID.Use the Drop Down Selection Box select your Search By method ← Type your Search CharactersYou may also use the Down arrow, the Slide button, or enter additional Search Characters to move to the desired record.Type in the characters necessary to identify the desired Vendor.← Click OK when the desired Vendor is highlighted.You may also press Enter to select the currently highlighted Vendor.← This selected Subscriber will be displayed on the current Vendor form.

← Once you have used Search Vendor to locate a Vendor, the Navigator bar will function as follows:

← The Beginning button will display the Vendor Search record.← The Next and Last button will present Vendors in Alphabetical Order starting from the first record alphabetically.← The Previous button will no longer operate unless you've used the Next button to relocate from the selected record to the normal alphabetically ordered records.

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← Closing the current Vendor form returns Navigator control to its normal operation.

Bank Accounts MaintenanceYou may define any number of Bank Accounts to which Receipts from Subscribers may be posted and

from which Checks for Payments to Vendors may be drawn.← Each of these Bank accounts may be Reconciled separately.← To define a new Bank, enter the data as requested.

← Bank ID - The MKMS system will assign the Bank ID← GL Ac Number - If you have activated the General Ledger Module, enter your General Ledger Cash Account number for this Bank Account.← Bank Name - Enter the actual Bank's Name← Account Number - Enter the appropriate Account Number← Reconciled Balance - The most recently Reconciled Balance for this account.Initially, this should be entered as a zero (0.00).← Date of Reconciliation - This will be entered automatically when you Reconcile this account using the (optional) Accounts Payable Module.← Last Check Number - Enter the most recently used check number for this account

Recurring Purchases

The Auto Pay button on the General Information tab of the Vendor Information form allows you to define any number or type of regularly Recurring Purchases from that Vendor.

← Recurring Purchases are any type of Purchase made repetitively (due the same say each month) and at the same rate such as Rent, Car Lease, and Loan Payments, or a lump sum payback for which you have been provided monthly terms.

← By defining your Recurring Purchases, you will be able to use the Auto Pay function to automatically create and pay these Recurring Bills each Month (quarter, year, etc.) as needed. You won't have to re-enter them each month.

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← To set up a Recurring Purchase, Click the Auto Pay icon on the Outlook Bar of the Vendor Information form.

← Click Add on the Navigator bar and Select either the Open Term or Fixed Term Radio button.

← Enter the appropriate Sale-Purchase Item (from among those previously defined in the Maintenance|Sale-Purchase Items) in the Drop Down Selections box provided. The default Description for this Item will be inserted in the adjacent description box but you may edit it as needed.

← Enter the Start Date, ← If this is a Fixed Term item, enter the Net Pay Amount plus the Sales Tax, Number of

Repayments required, and the current Balance Due on the Contract.← If this is an Open Term item, you need only to enter the Net Pay and Tax.

The total Payment Amount will be calculated automatically.

← Using the Drop Down Selection Box, enter the appropriate Payment Frequency information. Enter the Starting Month and the Payments Due Day in that month (as shown above).

← You may define as many Recurring Purchases as needed. As each is defined it is displayed in the List of Recurring Purchase Items box at the bottom of the form.

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To select one of these items, Click anywhere on the item and that Recurring Purchase item's complete information will be displayed above.

← If you are using Multi-Departmental Accounting with the General Ledger module, enter the

Department number in the box provided. ← You may also enter any Note needed to clarify this Recurring Purchase in the box provided.

←

Recurring Purchases ListingThe Recurring Purchases Listing will provide you with a report of all defined Recurring Purchases, their Rate, any Balance that is being paid down, the frequency of the Payment required and the Purchase Category this item has been assigned.

← This report is found in Reports|Accounts Payable|Recurring Purchases Listing.

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Bills - Entering Purchases from VendorsThe Bills Icon on the Vendor Functions menu bar whebn the General Information tab of the Vendor

Information form is active allows you to manually enter a Bill (an Invoice for a Purchase) sent by a Vendor.Note: You cannot enter New Purchases while you run the Automatic Payments procedure.

← Each Bill may have any number of items (individual Purchases - but they must all have been listed on the same Vendor Invoice).

← Entering a Bill

Click Add on the Navigator bar and enter the Invoice Number, Purchase Date, Due Date. Enter an Item ID, Description, Price, Quantity and Tax status for each line item on the Bill. Press the down arrow each time you want to add another line item on the same Bill. Close the form when you are finished and you will be asked to save the Invoice. Each field on this form and its required step is explained below:

← A Bill must have an Invoice Number as assigned by the Vendor. When you Click Add on the Navigator bar the Bill Number box will be highlighted with "NYA" (Not Yet Assigned) entered by default. ← Enter the Invoice Number assigned to this Bill by your Vendor.

← Enter a Purchase Date (by default the current date, but you may edit the Purchase Date as required)← Enter the Bill's Due Date (by default this will be set as the Purchase Date plus the number of days set as this Vendor's Terms. If you have edited the Purchase Date you must also edit the Due Date.

← Enter each Line Item on the Bill ← Each Line Item must be identified with an Item ID from among those previously defined in the Sale-Purchase Items (in Maintenance|Sale-Purchase Item) form.← The Description field is automatically populated by the default Description of the selected Item ID. ← The Price field is automatically populated by the default Price of the selected Item ID. If that Item ID was not assigned a Price or if you want to change that Price, edit this field accordingly.← Enter the Quantity of this Purchase item, by default that Quantity will be one (1).← If you are using Departmental accounting and are linked to the General

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Ledger module, enter the appropriate Dept (Department) number otherwise skip this box.← You may enter any required Note in the Memo Pad for this line item. Just double Click the Note box and enter whatever reminder note you desire.← Nett is completed automatically and is the Quantity times the Price.← If this item is Taxable, Click on the Drop Down Tax selection box and choose Yes, No, or Exempt. Yes and No are obvious, Exempt is used in countries that have a National and Local Tax and you (the Purchases) are Exempt from both.← The Amount box will be populated with the calculated Tax Amount based on the Tax Rate entered for this Vendor (see Vendor Tax Information) multiplied by the extended value of the Quantity and Price for this line item. If by chance the Vendor has miscalculated the Sales Tax on an item, this line item's tax Amount may be edited (adjusted once this line item has been saved).← Gross is completed automatically and is the Quantity times the Price plus the Tax Amount, if applicable.← Edit a line item - Once saved, a line item may still be edited as required to correct any mistakes. Click the information to be changed and enter edit it as required.

← The total Nett amount, total Tax Amount and Invoice total Gross columns are summed at the bottom of the form.

← Comments may be entered about this Bill if required. This Comments box is a Rich Text edit box and may be formatted, as you desire.← The Hold Payment Check box allows you to mark a Bill to be held until there is a resolution of a problem. If you Check the Hold Payment box, this Bill will not appear on the Reports|Accounts Payable|Cash Requirements Report and a Payment can not be Allocated to it.You may see those Bills on Payment Hold by printing the Bills on Payment Hold report.

← To Delete a line item, Click on that line item's Item ID, Drag and Drop it into the TrashCan and Confirm that you want it Deleted.

← For General Ledger Modules Users:1. When a line item on a Bill is Posted, that Bill's item will Debit an Expense account (normally)

and Credit the Accounts Payable account.2. However, if the General Ledger account assigned to the Purchase item code used on the line

item is not an Expense Account, whatever account number is assigned will be Debited, and Accounts Payable will be Credited.

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Bills on Payment HoldAfter new Purchases (Bills from Vendors) are entered in the Accounts Payable module, they must eventually be paid.

← As part of that process, a person responsible for managing the company's Accounts Payable System must Approve and then Schedule the Bill for Payment. ← These Bill Payments may be made in one of two ways:

← Payments button on the Vendor Information form← Disbursements form in Files|Accounts Payable|Disbursements.

← Bills on Payment Hold← From time to time, a Bill may be in dispute with the Vendor.

← To prevent this Bill from being Paid, you may place this Bill on Hold.← Use the Bills button on that Vendor's Vendor Information form and locate the disputed Invoice in question. ← Check the Hold Payment box located at the bottom of the form.← Use this Bills on Payment Hold report to review those items.← Select Reports|Accounts Payable|Bills on Payment Hold.← You may also choose to Show Vendor Notes information and/or the Show Invoice Comments that have been entered on disputed Invoice(s).

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Payments to VendorsTo issue Payments to Vendors, from the Vendor Information form with the General Information tab

selected, retrieve the appropriate Vendor (you may use the F2 - Vendor Search function key to

select the appropriate Vendor) then Click the Payments icon .

← Click Add on the Navigator bar and enter the Date Paid and the Amount Paid.← Using the Drop Down Select Box, select the Bank Account from which you will withdraw the funds.← Enter the Batch Number of this transaction (by default this will be the Day Number of the current month).← If you have already written the Check, Click the Hand Check box and enter the Check Number that you used.

← Otherwise the MKMS Accounts Payable module will assign the Check Number when it is actually printed.

← To Save the entry, Click the Save button on the Navigator bar.← Applying these Payments to Bills:

← To manually Apply the Payment to selected outstanding Bills, Click the Apply

button.← To have the system to Automatically apply this Payment to outstanding Bills (paying them starting from the oldest and moving to the newest) Click the Auto Apply

button.← Canceling a Payment

← If your Check disappears for some reason, is not honored at your Bank, or is Lost

in the Mail, use the Bounce button to cancel this Payment.← Confirm that you want this Payment canceled.

← If any part of this Payment had been previously Applied (Allocated) to any Bill, the Payment will automatically be Unapplied (Unallocated). An additional record of equivalent - but a minus value - will be inserted into the file to indicate that this Payment has been reversed.

← For General Ledger Modules Users:1. When a Payment is Posted, that Payment becomes temporarily a Deposit on Account (an

Asset) until it is specifically allocated to Invoice(s). 2. Therefore the Cash Account is Credited and the Deposits Asset account is Debited for the

total amount of the Payment. 3. Later, when this Payment is Applied (Allocated), the Deposits Asset account is Credited and

Accounts Payable is Debited.

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Apply Payments to Vendor BillsAfter a Payment request to a Vendor is entered, you must Apply that Payment to one or more of a Vendor's outstanding Bill(s).

← To do so, you may select the Allocate button on the General Information tab of the Vendor Information form, or select the Apply button on the Payment to Vendors form.← All Payments and Credit Memos issued by Vendors must eventually be Allocated (applied) to one or more Bills. These Payments must first be posted and/or the Credit Memos created. Then they must be specifically assigned to the Bills(s) they you intend to "Pay".

← Press F4 or Click on the Desktop to go to the Vendor Information form.← Use F2 to Search for the appropriate Vendor.← Click the General Information tab

← Click the Allocate Icon to Apply unallocated Payments and Credit Memos to specific Bills.

← If you are already on the Payments form, Click Apply .The Payment Allocations screen will be displayed.

← Unapplied Payments & Credits are shown on the left. This section will show the Payment Date (or Date the Credit Memo was posted) and a code representing the Type of unapplied amount (P=Payment and C=Credit Memo).← Outstanding Bills are shown on the right. The Invoice Number, its Purchase Date, original Gross Total and the current amount Due will be listed.

← Automatic Allocation of Payments

← Click the Auto Allocate button on the Payment Allocations form. ← The Unapplied Payments & Credits items listed will be automatically applied to Outstanding Bills in date order.← The first Payment will be Automatically Allocated until its value has been applied, then the next item, and the next until all Payments or Credits have been applied to the available Outstanding Bills or until one of the other is fully allocated.

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← Specific Allocation of Payments ← Click the Unapplied Payments & Credits item you want to Allocate and the Outstanding Bill that you want to apply it to.

A. Click on the Bill(s) you want to Apply it to.The Unapplied Payments & Credits list will show both Payments and Credit Memos that have not yet been applied.These are indicated by the Type column which uses an P for Payment and a C for Credit Memos.

B. Click, Drag and Drop a Payment or Credit Memo to an Bill.C. To Apply a Payment to a group of Bills, hold the "Ctrl" (Control) key down and Click on

each Bill to be included.D. To Apply more than one Payment to a group of Bills, hold the "Ctrl" (Control) key down

and Click on each Payment and each Bill to be included.

E. Click Allocate and the process will be executed.F. Alternately, you may Drag and Drop the Unapplied Payment or Credit to an

Outstanding Bill or a group of Outstanding Bills.←← Whoops!

You can change your mind!Payments may be Unallocated (reversed).

← If you have partially allocated a Payment to a Bill and change your mind, this transaction may be reversed.To do so:

← Highlight the Receipt record in the Unapplied Payments & Credits column.

← Click UnAllocate ← The partial allocation will be reversed automatically.

← If you have completely allocated a Payment, either by using the Apply

button on the Payments form or the Allocate or Auto Allocate button on this Payments Allocations form, this transaction may also be reversed.To do so:

← Click the Previous Credits button. After a short delay the system will present Old Allocations.

← Click the appropriate Previously Allocated Payments & Credits item

← Click the UnAllocate button.← The selected Payment or Credit item will be moved to the New Allocations

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section as will the Bills that were allocated the funds (Credits) from that item. You may access the Allocations form immediately after Posting and Saving Payments by using the

Apply button on the Payments form available on the General Information tab of the Vendor form.

← For General Ledger Modules Users:1. When a Payment is Posted, that Payment becomes temporarily a Deposit on Account (an

Asset) until it is specifically allocated to Invoice(s). 2. Therefore the Cash Account is Credited and the Deposits Asset account is Debited for the

total amount of the Payment. 3. Later, when this Payment is Applied (Allocated), the Deposits Asset account is Credited and

Accounts Payable is Debited.

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Auto Pay

The Auto Pay Icon appears on the Vendor Information form's Outlook Bar, if you have added the optional Accounts Payable module to your system. You may also access this function at File|Accounts Payable|Run Automatic Payments.Note: You cannot enter New Purchases while you run this Automatic Payments procedure.

← Auto Pay will automatically create Bills (the Invoices) for the Recurring Purchases that need to be posted in the selected period, and issue the Payments to the Vendors for these newly created Recurring Purchase's Bills.

← How to Run Automatic Payments← Using the Drop Down Selection box provided, select the Bank account from which you want these Payments withdrawn.← Enter the Batch Number (used for tracking and reporting this process later). By default, it will be the Day of the Month that you chose to run this procedure. You may change this number.← Specify the Year and Month of the Period to Bill.← Click Run.

← Once this process is executed, all you must do is Print Checks when you actually want to send them the money.

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DisbursementsThere are several ways to make Disbursements to your Vendors (pay your Bills).

← You may enter a Payment and then Apply that Payment to one or more Bills.← You may choose File|Accounts Payable|Disbursements and Check the items to Pay and then simply Click Pay Bills to have it done for you automatically.← We suggest that you use File|Accounts Payable|Disbursements to pay your Bills. Th exceptions are if you are creating a Deposit to be paid prior to actually receiving a Bill, or have written a Hand Check to pay a Bill that needs to be posted (rather than having the Accounts Payable module print that check for you).

← Disbursements - Paying your Bills the easy way← Select File|Accounts Payable|Disbursements.

← Select the Bank Account you will use to pay these Bills.← Examine the list of unpaid or partially paid Bills. Check the Pay box of the ones that are to be paid.

As you do, the amount that will be paid will be shown in the Amount column and totaled at the bottom. If you want to partially pay a Bill, Check Pay, and then edit the value of the Amount column.

← Click the Pay Bills button at the bottom of the form.← All Bills with a Check in the Pay box will be paid and when completed, a message will indicate how many Payment requests were actually processed

. Click OK.← Once the selected Bills are Paid, you must select Reports|Accounts Payable Reports|Print Checks to actually Print Checks.

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Voided ChecksFrom time to time Checks must be Voided. They may have been lost in the mail, destroyed accidentally, or submitted to a bank for another purpose.

← These Voided Checks must be recorded in the Accounts Payable System to notify that particular Bank Account not to use or accept that check in the future.← To Void a Check, select Maintenance|Accounts Payable|Void Checks.

Select the Bank Account which needs the Check Voided.← Enter the Check Number to be Voided.

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Bank TransactionsThere are many types of Bank Transactions that will occur which do not require Checks to be written, but do represent a transfer of monies from or to your Company.

← These Bank Transactions are Grouped one of two ways:Bank Account entries - Debits and Credits including Interest Credited to, or

Debited from an account, various Bank Charges or Bank Statement Fees (i.e., Bounced Check charges, Check and Deposit Fees, basic Monthly Statement charge, and new Check Printing fees, etc.).

← Petty Cash entries – used for direct Employee Cash Withdrawals (and Repayments of them) for Petty Cash disbursements which effect your bank account's Balance. These select is used when these Withdrawals and Repayments will not be accompanied by a Vendor's Bill (Invoice) and therefore cannot be paid in a normal manner using the Bills and Payments (or File|Accounts Payable|Disbursements) functions on the Vendor Information form.

← To enter a direct Bank Transaction select Maintenance|Bank Transaction to view the form shown below.

← This is a multi-purpose form. It has three functions.Implements the entry of Bank Transactions executed directly by your Bank (and

usually appearing on your monthly Bank Statement). These may be either Debit or Credit transactions and usually represent various banking Fees paid and/or Interest earned.

← Records Employee Petty Cash Advances (such as cash for anticipated Travel Expenses or Parts Purchases) that must be accounted for and allows the return of unused funds.← Allows you to Void or Un-Void existing Checks and any other type of Bank Transaction.

← Entering a Bank Transaction:← Select a Bank - Before adding or editing a Bank Transaction you must select the

Bank account that will be affected. All of your Company's Bank Accounts must first be defined in the Maintenance|Bank

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Maintenance form.

← Click Add on the Navigator bar to start this entry.← Select the Transaction Type -What or who is this Transaction for (i.e., Bank account transaction entry or an Employee Petty Cash related entry). If you selected an actual Bank Account (rather than your Petty Cash account), you must select the tab that represents the type of transaction you wish to enter.

← Interest Earned - If the selected Bank Account is an Interest bearing account, use this selection to post this interest.

1. Select the appropriate Sale Item code2. You may or may not assign a Check Number but if you do, be sure to NOT

assign a number that would be in your actual check numbering series for this Bank Account.

3. Enter the Amount of interest that was paid to you.4. Enter the Date of this transaction (by default it will be "today").5. Enter any Comment you deem appropriate.

6. Save your entry.← Bank Fees Paid -

1. Select the appropriate Purchase Item code (box for this purpose will appear in place of the Sale item box shown in the illustration above).

2. You may or may not assign a Check Number but if you do, be sure to NOT assign a number that would be in your actual check numbering series for this Bank Account.

3. Enter the Amount of the Bank fee(s) that you were charged.4. Enter the Date of this transaction (by default it will be "today").5. Enter any Comment you deem appropriate.

6. Save your entry.← Bank to Bank Transfer -

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1. Select the Bank Account to which monies will be transferred.2. You may or may not assign a Check Number but if you do, be sure to NOT


3. Enter the Amount of the Transfer.Enter the Date of this transaction (by default it will be "today").

4. Enter any Comment you deem appropriate.

5. Save your entry.← Employee Payment -

1. Select the Employee to which monies will be paid.2. You must assign a Check Number for this Bank Account unless you have

selected you Petty Cash account for this transaction.3. Enter the Amount of the Payment.Enter the Date of this transaction (by default it

will be "today").4. Enter any Comment you deem appropriate.

5. Save your entry.← Employee Receipt -

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1. Select the Employee from which monies will be received2. You may or may not assign a Check Number but if you do, be sure to NOT


3. Enter the Amount of the payment that was Received.4. Enter the Date of this transaction (by default it will be "today").5. Enter any Comment you deem appropriate.

6. Save your entry.← Void (UnVoid) Checks -

Using the Table View, you may locate a specific Check and UnVoid it. You may also use the Void Used Check button to notify the system that a Check has been lost and you are substitute another for it.

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Print Checks← To Print Checks, select Reports|Accounts Payable|Print Checks and answers the questions in the Print Checks dialog box.

Before actually printing these Checks you may want to View or Print a list of Unprinted Checks by using the Reports|Accounts Payable|Unprinted Checks selection.

← To Print Checks:← Once you have determined whose Checks will be printed, choose Reports|Accounts Payable|Print Checks and select the Bank from which you want these Checks withdrawn.

← Because Checks are Pre-Printed forms, each Bank's Checks must be printed in a separate session. (Although you have previously selected the actual Bank Account from which each Payment will be withdrawn (or selected that account used by Auto Pay or Disbursement procedure), you must now indicate which Bank's Checks will be printed - now!)← Check Type - Currently only the Laser Check format is supported (using any Laser, Ink or Bubble Jet printer that has the proper printer driver installed).← Print For - If you have a Vendor form open when Print Checks is selected, you may choose whether the selected Bank's Checks for All Vendors or just the Current Vendor will be printed. If no Vendor form is open, All Vendors’ Checks will be printed.← Starting Check Number - The next available Check number as determined by the system will be displayed. You may edit this number if you know that an additional Check has been used (Voided or used as a Hand Check) but not yet recorded.← You will be told how many Vendors or items will be Paid. ← Be certain that the correct Check forms are in the printer! Click OK.← Once the Checks have been printed confirm whether they have printed correctly

.← If any of these Checks did not print satisfactorily, enter the First and Last bad

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Check Number when requested .← These Checks will be marked as Voided and a message will indicate when that

process has been completed .

Unprinted Checks Report← You may want to view or print a list of Unprinted Checks prior to actually printing them. This will enable you to see how much will be issued in the next Print Checks run - if you were to request that All Vendors will have their Checks created.

Checks are Payments that have been authorized through the Payments button on the General Information tab of the Vendor form, or by using the Disbursements select in File|Accounts Payable|Disbursements.

← Select and confirm whether you want to Preview or Print this Unprinted Checks report.← The Unprinted Checks report will list each Vendor to be paid and the Amounts that will be included. The Total of each Vendor's Check will be included.

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Bank ReconciliationThis form is used to reconcile each of your Bank Accounts statements. 3Only those items that have not yet been reconciled will be displayed on this form.

← The Bank Reconciliation form will allow you to look up all previously entered but still not yet reconciled Checks (Payments to Vendors), Deposits (Receipts from Subscribers) and other Bank Transactions.← All Monetary transactions are sorted by Bank Account from among those accounts that you have defined (see Bank Maintenance).← A List of Un-Reconciled Items is available in Reports|Accounts Payable|UnReconciled Items.← To reconcile a Bank Account, select File|Accounts Payable|Bank Reconciliation

← Bank Select the Bank account to be

reconciled. The account's Balance as of the last time it was reconciled will be displayed.

← Filter Criterion Select the type of transactions you wish to reconcile.All - Shows all Deposits, Checks written and special Bank transactions posted.Payments - Lists only Deposits recorded.Receipts - Lists only Deposits received.← Transaction Information - Once the Bank and Filter (transaction) type is selected, you will see a list of these transactions. Note that the Debit and Credit columns are used in the way your Bank refers to them (e.g., A Debit will reduce the amount in your account and a Credit will add to that amount).

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← Reconcile? Each item is Reconciled by Checking the appropriate box in the Reconcile column. If you Check an item in error, simply return to that line and Un-Check the same item. As items are Checked as Reconciled, the Reconciled Balance field

will be updated immediately.

← Drill Down function allows you to see the detail of each displayed item. ← Click on the line item that you want to examine in detail.← Click the Drill Down box to see this detail. ← The individually paid items making up a Payment to a Vendor and the individual Receipts making up a Deposit will be displayed.

← Note that the Drill Down feature is not available with Bank Transactions, as there can only be one item per transaction.

← Save your Reconciliation when all of the items on your Bank statement have been marked as Reconciled.←

Unreconciled Items Report← The UnReconciled Items Report is used to analyze all items which appear on the Bank Reconciliation form to be reconciled.

Select Reports|Accounts Payable|UnReconciled Items to view or print this report.

Unallocated Payments/Credits ReportAll Payments made to Vendors must eventually be Allocated to specific Bills.

← All Credit Memos received from Vendors must eventually (manually or using the Auto Allocate button on the Allocate form) be Applied to specific Bills.

← Recurring Purchases are automatically allocated when the Recurring Purchases are posted using the Auto Pay button on the DeskTop or by selecting File|Accounts Payable|Run Automatic Payments.

← Payments initiated using the Disbursements form in File|Accounts Payable|Disbursements are automatically allocated.

← However, Payments entered using the Payments button on the Vendor Information form must specifically (manually or using the Auto Allocate button) be allocated to individual Bills.

← Use the Unallocated Payments/Credits report see a list of any Payments or Credit Memos that have not yet been Allocated.

← Select Reports|Accounts Payable|Unallocated Payments/Credits.

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Accounts Payable Summary ReportThe Accounts Payable Summary Report provides a listing of all Vendors with whom you have

outstanding (unpaid) Bills.Select Reports|Accounts Payable|Accounts Payable Summary to view this report.

← Select from the Accounts Payable Report Options (formats) available:← No Configuration box Checked - This will show the Total Accounts Payable for the Company as a whole (and then that Total segmented by its Aging Status).← Show Detail - (the default) Includes the information above plus the Name and individual Aging Status of each Vendor with whom you have an unpaid Bill.← Show Account Status - Includes the information above plus the Date and Amount of the Last Purchase from, and the Last Payment made to each Vendor.← Show Address - Includes the information above plus the "Attention" line, and full address information for each Vendor.

← Which Bills do you want Listed?← All - (the default) will list (or include in its calculation) every outstanding Invoice.← More than X Days Past Due - will list only those unpaid Bills that are at least X number of days Past their Due date (enter the X Days value in the box provided).← Not More than X Days Past Due - will list only those unpaid Bills that are no more than X number of days Past their Due date (enter the X Days value in the box provided).← Between X and Y Days Past Due - will list only those unpaid Bills that are at least X number of days Past and no more than Y number of Days past their Due Date (enter the X and Y Days values in the box provided).

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Purchases Analysis ReportThe Purchases Analysis Report will sort all Purchases made within a particular period and report them sorted by the Purchase Category Codes used when the Bills were entered or created automatically.

You may get a List of each Sale-Purchase Item (as defined in Maintenance|Sale-Purchase Item).

← This report reflects the Bills that have been received (and entered) from your Vendors, within a given period, using the previously defined Sale-Purchase Category Codes.

← Report Type - Click whether you want a Detail (one which will list each Vendor, Amount, Invoice number and Quantity) or Summary (one which will list each Total Amount and Quantity) report type.← Date Range - Enter the From and To dates for the report.← For - Click whether you want All Purchase Items listed or just One. If you select One Item, you must then select the Sale-Purchase Item code to be reported.

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Cash Requirements ReportHow much Money does our Company need to pay all of our outstanding Debts that are Due between now

and (you supply the date)?The Cash Requirements Report will answer that question for whatever date you want -

whenever you want the information.

← Select R eports|Accounts Payable|Cash Requirements and enter the Date the Invoices will become Past Due.

← You may Print or simply view the report on screen.

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Preview Recurring Purchases← You may define any number of Recurring Purchases for each of your Vendors.

You may Preview Recurring Purchases at any time to help you anticipated your future Cash requirements.

← To see this report, select Reports|Accounts Payable|Recurring Purchases Preview.

←Enter the Year and Month of the Period to Preview.← The report will list each Recurring Purchase required in the month specified.

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Purchase OrdersA Purchase Order is formal written (or printed) request made to a Vendor to supply your Company with a specified Product or Service. 4(You must have the Accounts Payable module to use the Purchase Order System.)

← The Purchase Order System is used to standardize purchasing procedures within your Company.← By using Purchase Orders you can pre-confirm the Price(s) for the products and services you need, help prevent shipments from being accepted or paid for that were - in fact - never ordered, and speed the Accounts Payable related data entry of these Purchases after they are received.

← Creating a New Purchase Order← To create a Purchase Order for a Vendor, from the General Information tab of

the Vendor Information form, Click the PO Icon .

← Enter the Order Date and complete as many line items as may be required. ← Each line item must start with an Item ID from among those previously defined as Sale-Purchase Codes in File|Maintenance|Sale-Purchase Items. Use the Item Drop Down Selections box to identify and choose the correct Purchase Item ID for this Purchase Order item. ← If an Item ID has not yet been defined for this intended purchase, select File|Maintenance|Sale-Purchase Items and define that missing Item. Although it will not appear in the Drop Down Selection box you may then type in the new Item ID. It will be accepted.← The Item ID's default Description will be provided but you may edit this as required.← Enter the Price of the line item. By default the Price of the Item ID entered will be offered but you may edit this as required.← Press the Up Arrow or Close the form to Save the line item. Enter as many line items as required.

← Printing Purchase Orders - ← Use the Navigator bar

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to locate the Purchase Order you want to print.

← Click the Print button on the Purchase Order form← Select the desired Purchase Order Print Options format and Print or View the Purchase Order.

← When Purchases are Received:← With the correct Vendor displayed, Click the PO Button and Select the desired Purchase Order. ← Check In the items that have been received. Click the Check In column and enter the number of items actually received.

← Billing Received Purchase Orders - Automatically:← Once you Check In all of the items that were received, if you want to immediately

create the Invoice (Bill) automatically for this Purchase Order, Click the Bill It button on the Purchase Order form. ← You will be reminded to enter the Invoice number assigned by the Vendor for this

purchase . ← If you do not have that Invoice number yet (perhaps you only have a Packing Slip that does not show the Invoice number), you cannot create the Vendor's Invoice automatically using the Bill It function.← You may the edit the Bill as required (for Sales Tax, Shipping and handling charges, etc.).

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General Ledger System← The General Ledger System is available in the optional General Ledger module of the Micro key Millennium Series™.

This General Ledger automatically captures all financial transactions created in the Accounts Receivable and Accounts Payable modules, and optionally the Payroll module (sold separately).

← These accounting transactions update the General Ledger's Account Balances in "real time" so you may look up Cash Balances, Accounts Receivable or Payable amounts and Month to Date Sales and Expense totals whenever desired.← At month's end, the General Ledger System will create a Profit & Loss Statement, a Trial Balance, and a Balance Sheet.← You may also make and report General Journal entries as required.← A complete General Ledger Listing is also available.← You may define up to 8,999 Accounts within your Chart of Accounts and have up to 999 Departments established.← Most Reports may be printed by Department or by Company in a Detailed, Summary or Condensed format.← The General Ledger System may be added at any time.

General Ledger Accounts← If you are using the optional General Ledger module, a Chart of Accounts must be designed (following its Mandatory Numbering Sequence rules).

Once you have your Chart of Accounts designed, enter it using the General Ledger Account form found in Maintenance|General Ledger Items|Accounts.

← Each General Ledger Account must have a 4 digit Account Number assigned using the Mandatory Sequence Numbering method outlined in Chart of Accounts).← The Account Title should provide a concise, clearly understood explanation of this account.← Optionally, you may assign the account to one of your previously defined Group ID.

← Assigning Group ID's - If you do assign a Group ID to an account, ALL members of the sub-Group must be within the same numbering sequence and therefore within the same Group (Account Division) and should represent the type of account that should be sub-totaled and reported together. To accommodate this, you may change account numbers to move them into or out of a sub-Group as needed. The balances and transactional history flows with the change.← Certain General Ledger Account Numbers come pre-defined. The actual account numbers

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assigned to these Mandatory Accounts may be changed (within their allowable numbering sequence) but they should not be deleted. ← These Mandatory Pre-defined Accounts are listed below:

←

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General Ledger Start Up - An OverviewThe Micro Key Millennium Series General Ledger module is easy to set and use. 5Once you have Registered this module, there are just 5 basic steps (outlined below) that must be completed. Perform these steps in the order presented referencing the appropriate Help files.1. Design your Chart of Accounts2. Enter at least one Department3. Enter your General Ledger Accounts4. Create Group ID's as needed5. Add General Ledger Account numbers and (optionally, if you will be using Multi-Departmental

Accounting) a Department numbers to all Sale-Purchase Items and a General Ledger Cash Account number to each Bank Account.

← When you have completed the 5 steps outlined above, run the General Ledger Setup Wizard ← Use General Journal Entries to summarize each month's transactions that were not included in the information you provided the Setup Wizard.← Thereafter, use the system normally. All required General Ledger transactions would be posted automatically as you make Accounts Receivable and Accounts Payable entries.← Import Payroll transaction from PAY-1 if you are using Micro Key's PAY-1(tm) payroll processing program.

←

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Chart of AccountsDefining a Chart of Accounts is the process of assigning Numbers (General Ledger Account Numbers) and a corresponding Title to all the Accounting Transaction Types that you will be posting as part of your being in business.

Therefore your Chart of Accounts contains these Accounting Transaction Types - each assigned an Account Number and a corresponding Account Title. Some examples might be:Purchases for Resale or Salary (Expenses).Installation Fees or Labor Charges (Sales).Your Cash on Hand and the amount of money - your Company's Accounts Receivable - owed to you (Assets).The amount you owe on Purchases - your Company's Accounts Payable, Employee taxes withheld but not yet paid to the government, and any longer term indebtedness like automobile loans and mortgages (Liabilities).And finally, what is left over after you subtract your Company's valuables from your Company's bills is the net Value (Equity) of the business.

← As you can see Accounting Transactions are further grouped as Sales and Expenses, and the value of your Company's Assets, its Liabilities, and your Company's (or its Stockholders) Equity.← This system requires that all General Ledger Account Numbers are 4 digits in length. ← Each Accounting Transaction Group (i.e., Assets, Liabilities, Equity, Sales and Expenses) has its own numbering Range. These are:Assets are assigned 1000 to 1999Liabilities are assigned 2000 to 2999Equity are assigned 3000 to 3999Sales are assigned 4000 to 4999Expenses are assigned 5000 to 9899And a pre-defined Profit/Loss Distribution account of 9990← In addition, these same Accounting Transaction Types may be separated by Department - for the purpose of reporting the Profit (or Loss) of an individual segment of your Company. Therefore, if you plan to do multi-departmental reporting, you must also define Department Numbers, as well.← If you are already in business, you must already have a Chart of Accounts. You may find that the account numbering system you are currently using matches this system. If so, simply define your existing Chart of Accounts using the General Ledger Accounts form provided. If your numbering system is different, after consulting your Accountant, redesign your existing Chart of Accounts to match this mandatory numbering sequence.← In any case, your entire Chart of Accounts must be entered using the General Ledger Accounts form in Maintenance|General Ledger Items|Accounts.

General Ledger Group IDThe General Ledger Group ID is provided to allow you to customize your Accounting related reports.

← A Chart of Accounts is designed in advance by (you and) your Accountant (following the Mandatory Numbering Sequence) and then entered using the General Ledger Accounts form. ← The purpose of a Chart of Accounts is give you the ability to identify the Accounting Transaction Types (i.e., Purchases for Resale, Employee Expenses, New Installations, Labor, Accounts Payable, Cash in the Bank, etc.) and their assigned Groups (e.g., Assets, Liabilities, Equity, Sales and Expenses). We refer to these transactional Groups as an Account Division.← Once your Chart of Accounts is designed and entered, you will want to consider the format of your General Ledger Financial Statements that the system will eventually produce using these accounts (and the balances contained within them). ← The Profit & Loss (Income) Statement, Balance Sheet, Trial Balance and General Ledger Report all separate your Company's Accounting Transactions into Assets, Liabilities, Equity, Sales and Expenses (shown where appropriate).

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← However, you way want to have additional sub-categories (additional subordinate Groupings) of accounts shown within the main (Assets, Liabilities, Equity, Sales and Expense) Groups on your reports.

← A (sub-) Group ID is defined so that a selected series of General Ledger Accounts, all of the same Grouping (Assets, Liabilities, Equity, Sales or Expense) will be identified as a sub-group within that Grouping and have its own Header (optional) and Footer phrase (mandatory) to do so. ← By defining a sub-Group, you are requesting that a separate sub-total be calculated for all members of the sub-Group and be so reported where applicable ← In addition, you may request that all members of the sub-Group be hidden if a Condensed Report Format is requested (when the report is actually printed).← When you assign a Group ID to a General Ledger Account, ALL members of that sub-Group must be within the same numbering sequence and therefore within the same Group (Account Division) and should all represent the type of account that should be sub-totaled and reported together. To accommodate this, you may change account numbers to move them into or out of a sub-Group as needed. The balances and transactional history flows with the change.

← To accomplish this sub-grouping, you must first define a General Ledger Group ID an example of which is shown below:

← Select Maintenance|General Ledger Items|Group ID and add as many Group ID's (and their related information) as may be required Complete this form as described below:

← Group ID - Enter a word, abbreviation or any phrase that briefly describes this group. The Group ID may be from 1 to 16 characters in length.← Account Division - Enter the name of the Main (Assets, Liabilities, Equity, Sales or Expense) Group in which this sub-Group will be created. This is a Drop Down

Selection box.← Header Description - If you want to "announce" this sub-Group (on the reports where it will be included), enter a description of the sub-Group. This Description must fit on a single line on the report(s) where it will appear. Adjust the length accordingly.← Footer Description - You must "announce" this end of the sub-Group (on the

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reports where it will be included). This Description must fit on a single line on the report(s) where it will appear. Adjust the length accordingly.← Hide on Condensed - If you want this group's detail (its list of subordinate accounts) hidden when the Condensed Report Format has been selected, Check the Hide on Condensed box.

General Ledger Setup WizardDo the First Steps First:6Before you may use the General Ledger Setup Wizard, you must:

← Design your Chart of Accounts← Entered one or more Departments and your General Ledger Accounts← Defined any special Group ID's and assign those to the appropriate General Ledger Accounts.← Assigned General Ledger Accounts to your Sales-Purchase Items and Bank Accounts.

← CautionIt is important to remember where you are "Today".

← Print all reports for Sales, Receipts, Purchases and Payments for the current month. ← If you have any Unallocated Receipts or Credit Memos, print the Unallocated Receipts/Credits Report to know what your Deposit Liability should be.← If you have any Unallocated Payments or Credit Memos from Vendors, print the Unallocated Payments/Credit Report to know what your Deposit Assets should be.← Later, these will be journalized into the General Ledger using General Journal Entries.← However, all subsequent transactions (after "today" will be automatically inserted once you have finished with the Setup Wizard.

← Entering Starting BalancesBecause you will soon be entering your "Start-Up Balances" as part of the Setup Wizard's steps, you will need to know what these starting balances are. Therefore, you must have available:

← The Company's most recent Financial Statements (regardless of how old they actually are) and the Financial Statements from the close of the preceding Year. If you have no Financial Statements from the current Fiscal Year, you may just use the previous Year's numbers.← At a minimum these should include a Profit & Loss Statement and a Balance Sheet.

← Using the Setup WizardWhen all of these preparatory steps have been completed, select File|General Ledger Setup.

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← Default SettingsClick Next and proceed step by step through this final General Ledger Setup procedure. The Default Settings form will establish whether you will use Multi-Departmental Accounting, the closing date of your most recently completed Fiscal Year, when your next Fiscal Year Starts and your desired Financial Statement Headings. Each of these will be discussed below.←

Fiscal Year - A business' Fiscal Year may differ from a normal Calendar Year as follows:← If your business could better track its normal business cycle by having its accounting "year" differ from the normal January to December calendar year, and you are not a Sub-Chapter "S" Corporation, you may elect do so (with the proper taxing authority permission).← If you are using a Fiscal Year that starts in October (as does the US Government), then Period #1 is October (not January), Period #2 is February, etc. Your Fiscal Year would start on 10/01/nn and end on 09/30/nn the following year.← If you are printing General Ledger Financial Statements and are requested to select an Accounting Period, and are using a Fiscal Year that differs from the Calendar Year, be sure to select the appropriate Period to be reported.←

← Multi-Departmental Accounting - If you have chosen to do Multi-Departmental Accounting (the goal of which is to produce Departmental Profit & Loss Statements) you must have previously defined those Departments. Check this box to activate this capability. In doing so, as you enter Bills and Sales, you may assign each Sale and Purchase line item to a specific Department.

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← Last Year Closure - Enter the Year Ending Date of the most recently Closed Fiscal Year (for which you have completed Financial Statements.← Fiscal Year Start - Enter the month that the current Fiscal Year started.← Balance Sheet (Financial Statement) Headings - The simplest representation of the 5 major transaction Groups are presented. You may edit these names. The result will be the words used on the appropriate reports to represent these Groups.

← Balances for your Chart of AccountsClick Next and proceed to the Chart of Accounts form in which you will enter each General Ledger Account's current Balance and the Prior Year's (Closing) balance.

← To edit the Chart of Accounts form for the purpose of entering the current Balance of each account, Click the Balance column and enter the appropriate amount. Do the same for the Prior Year field. These values will be on the Company's Financial Statements.

← Mandatory Account DeclarationsClick Next and proceed to the Mandatory Account Declaration form. Here you will specify the Account Number of specific General Ledger Accounts that are used in the automatic transaction processing system within the General Ledger and all subordinate modules.

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← Current Earnings - The account number in the Equity Group (3000 - 3999) to be used to post your Current Earnings.← Retained Earnings - The account number in the Equity Group (3000 - 3999) to be used to post your Retained Earnings at the end of a Fiscal Year.← Earnings Posting - The offset account for posting Current Earnings.← Accounts Receivable - The account numbers in the Asset Group (1000 - 1999) to be used to post your Accounts Receivable.← Accounts Payable - The account numbers in the Liabilities Group (2000 - 2999) to be used to post your Accounts Payable.← Local Tax (Liability) - The account number in the Liabilities Group (2000 - 2999) to be used to post your Local (State or Province) Sales Tax Liability.← National Tax (Liability) - The account number in the Liabilities Group (2000 - 2999) to be used to post your National Sales tax Liability (outside US only).← Local Tax (Expense) - The account number in the Expenses Group (5000 - 9899) to be used to post your Local (State or Province) Sales Tax Expense.← National Tax (Expense) - The account number in the Expenses Group (5000 - 9899) to be used to post your National Sales Tax Expense (outside US only).← Deposit Liability - The account number in the Liabilities Group (2000 - 2999) to be used to post your Customer Deposits & Overpayments.← Deposits on Account - The account number in the Asset Group (1000 - 1999) to be used to post your Advance Deposits paid to a Vendor as a Security deposit or for future services.

← You are Finished!At this point the Wizard will announce that the process has completed successfully.← Updating the General Ledger to "Today"

← Once you have established these "starting balances" and finished with the Setup Wizard, you must use the General Journal entry form to update your General Ledger with financial the transactions for each month that were not included in your Starting Balances entered above.← These monthly transactions will be summarized and entered into the General Journal (see Summarizing Monthly Transactions). ← You will repeat this for each subsequent month's accounting transactions until you have actually "caught up" with where you are "now".

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General Journal Entries← General Journal Entries allow you to enter General Ledger Transactions directly into the General Ledger System. This may be needed to distribute a Profit (or Loss) manually, to enter Depreciation for certain Assets, adjust Inventory values or to correct a previously made entry.7 You may see a list of General Journal Entries for any month by printing the General Journal

Report.← To enter a General Journal Entry, select File|General Ledger|General Journal.

← Making General Journal Entries← Enter the Transaction Date.← Enter the General Ledger Account number and (optionally) Department number for the line item.

← Each line item represents either a Debit or a Credit amount to be posted to a selected General Ledger Account and Department number combination. ← [If you are not using Multi-Departmental Accounting, the Department number should be zero (0) - the default.]← You may enter as many transaction line items as needed.

← A running total of all Debits and Credits appear at the bottom of the form. ← Enter the Description of this line item.← Enter the Amount (in either the Debit or Credit column as appropriate) of this line item.← At any time, when the transactions is in balance (the Debits column equal the Credits column), you may Click OK to save the General Journal Entry.← General Journal Entries for any month by printed using the General Journal Report.← Caution:If you start a new General Journal Entry line in error

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and then attempt to save the transaction you will see the following error message:

Click OK and then Click Delete on the Navigator bar to remove this extra line.

← Using the Bookmark and Goto buttons← General Journal Entries may be quite complex. During the Start Up procedure and later when posting specialized transactions such as Payroll updates from an external system, there may be dozens of line items in the transaction. ← To be able to move back to a specific point, Click on that line item to make it the

active item - indicated by the arrow at the left of that item, then Click Bookmark. ← At anytime thereafter (until the transaction is saved) to return to this spot, Click

Goto

Summarizing Monthly TransactionsWhen you are first starting the General Ledger System, after completing the 5 basic Start Up Steps and once you have run the General Ledger Setup Wizard, you will need to use the General Journal Entries form to bring your Financial Statements up to date..

← You will use this General Journal Entries form for Summarizing Monthly Transactions that were not included in the Start Up Balances that were entered directly into your Chart of Accounts during the General Ledger Setup Wizard procedure.← Summarizing Monthly Transactions requires that you have the "numbers" for each Type of transaction sorted by month.

← You will need the following information for each month's financial transactions that were NOT included in the Start Up Account Balances entered through the General Ledger Setup Wizard:1. Sales Analysis Reports (listing Sales totals sorted by Sales Category) for each months

transactions.2. Purchases Analysis Reports (listing Purchases totals sorted by Purchase Category) for

each month’s transactions.3. Report of the Sales Taxes Billed for each month.4. Cash Receipts Reports for each month.5. Cash Disbursements Reports for each month.6. Current Pending (unapplied) Deposits received from Subscribers7. Current Pending (unapplied) Deposits paid to Vendors← Use the File|General Ledger|General Journal form to enter these Summarized Transactions. Be sure to Date these Transactions on the last day of the month you are posting:8. Credit the Gross Sales (separated by Sales Type and Posted to those General Ledger - 4000

series - Sales Accounts) and Debit Accounts Receivable - 1000 Series Asset Account.9. Debit the Gross Purchases (separated by Purchase Type and Posted to those General

Ledger - 5000+ series - Expense Accounts) and Credit Accounts Payable - 2000 Series).10. Credit the Gross Sales Taxes Charged to your Sales Tax Liability Account - 2000 Liability

Account and Debit Accounts Receivable - 1000 Series Asset Account.11. Credit Accounts Receivable - 1000 Series Asset Account - for the Gross Receipts for that

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month and Debit Cash - 1000 Series Asset Account.12. Debit Accounts Payable - 2000 Series Liability Account - for the Gross Disbursements for that

month and Credit Cash - 1000 Series Asset Account.13. Credit your Subscriber Deposits Account - 2000 Series Liability - for the Amount of Deposits

from Subscribers that have not yet been applied to Sales Invoices and Debit Accounts Receivable - 1000 Asset Account - for the Same Amount.

14. Credit your Vendor Deposits Account - 1000 Series Asset - for the Amount of Deposits paid to Vendors that have not yet been applied to Purchase Invoices and Credit Accounts Payable - 2000 Liability Account - for the Same Amount.

← Using File|Accounts Receivable|Month Close, Close this Month in the Accounts Receivable module. Do not charge Late Charges (as these will have been included in the Sales Reports you've already posted from.)← Using File|Accounts Payable|Month Close, Close the Month in the Accounts Payable module.← Using File|General Ledger|Month Close, Close the Month in the General Ledger module← Repeat this procedure for each month's financial transactions that was not originally entered through the General Ledger Setup Wizard. ← Finally, enter any financial transactions that were posted in the current month but occurred before your ran the General Ledger Setup Wizard.

General Ledger Financial Statements← The General Ledger Financial Statements provided with the MKMS General Ledger module are the Profit & Loss (Income) Statement, Balance Sheet, Trial Balance, the General Ledger Report and Chart of Accounts Report.

Additionally there are reports you will use periodically to help you set-up, adjust and audit your General Ledger System.These reports include the Chart of Accounts, General Journal and Transaction File.

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General Journal Report← The General Journal Report allows you to print a list of your General Journal Entries for a specified month.

Select Reports|General Ledger|General Journal to view this report.

← Enter the Month and Year to be reported.← Print or View the report.

Chart of Accounts Listing← One of the accounting related reports - referred to as a Company's Financial Statements - is the Chart of Accounts Report.← The General Ledger Chart of Accounts Report lists each General Ledger Account that has been defined and optionally shows account balances and lists them in a user defined sequence.← To access this report select Reports|General Ledger|Chart of Accounts.

← Select whatever Print Options you need, and specify the Print Order and Department(s) to be included.

← Report Order - The report may be listed in Department Number order (e.g., Department 1 with accounts 1000 to 9999, then Department 2 with accounts 1000 to 9999, etc.) or in GL Account Number order (e.g., Account 1000 Department 1 then Account 10000 Department 2, etc.).

GL Number then Department: You want all Departments listed sequentially for each General Ledger AccountDepartment then GL Number: You want each Department's full account set listed before the next department is listed.

← Print Options - Although the "standard" Chart of Accounts Report would simply list your defined accounts by their normal Groups (e.g., Assets, Liabilities, Equity, Sales and Expenses), this report offers several additional enhancements. You may request that each account's Current Balance be shown, that their YTD Balance be included and/or that the Groups be Sub-Totaled. Check the box or boxes you need.

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General Ledger ReportA General Ledger Report is an accounting report (one of your Financial Statements).

← It lists all General Ledger Accounts (your Asset, Liability, Equity, Sales and Expense accounts) and each account's Balance as it existed at the end of the most recently closed accounting period (either a specific month or the end of a fiscal Year). ← It also shows incrementally, how these Account Balances came to be what they are - versus where they started - in the current fiscal year.

← To view the General Ledger Report, select Reports|General Ledger|General Ledger.← View or Print this report as needed.

Trial Balance← One of the main components of a group of accounting related reports - referred to as a Company's Financial Statements - is the Trial Balance Report.

The Trail Balance is exactly that. ← It calculates the net Debit or Credit balance of each General Ledger Account with a balance. ← These General ledger Account Debit and Credit balances are summed independently. ← Of course the Debits must equal the Credits if the Trail Balance is to be in-balance.

← Select Reports|General Ledger|Trial Balance to access this report.← The Trial Balance dialog box will be displayed.

← Here you may further define which accounting period (month) to report and specify the report's contents and sequence.

← Report Period - The Trial Balance exists for each Period (month) within the current Fiscal Year that has been closed (see General Ledger Month Ending Procedures). The default is the Year to Date (YTD) report but you may request a report of the transactions effecting a specific accounting Period as well as the Current (open) Period.← Report Type - This report is available in a Complete or Summary format. Most of the time you will select Summary, but if you want to see the underlying detail of the account’s balance, you would choose Complete.← Report Order - If you are using Multi-Departmental Accounting and want to view this report in Department order select Department then GL number order, otherwise choose GL Number then Department.← Sub Total by Department - You may request that all Departments be individually sub-totaled.← Condensed Version - You may request the Condensed Version format. In the

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Condensed Version, all General Ledger Accounts given a Group ID will be excluded from the report BUT their summed value will be reported as a total with the Footer expression created in the Group ID record.

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Profit & Loss (Income) StatementA series of Financial Statements are provided to allow you to analyze your business.

← Periodically you will want to know the status of your business - whether or not you are making a profit at what you're doing. ← The Profit & Loss Statement (sometimes referred to as the Income Statement) provides this information. The report will list the Sales for a specified period followed by the related Expenses. The difference between these is your Profit (or Loss).← Select Reports|General Ledger|Profit & Loss to view this report (and the dialog box shown below).

← Choose the options (on the Profit & Loss dialog box) that provide you the information you require:

← Report Period - By default, this will be "Year to Date". You may choose to view the results of any or the 12 monthly Closed Reporting periods in the current Fiscal Year, or you may see an Up to the Minute report by choosing the Current option.← Report Type - This report is available in a Detail or Summary format. The Summary format combines totals for all Departments for each Account. The Detail format includes all Department's values for the same General Ledger Account.← For Which Department - The report may be printed for All Departments or just a specific one. If you choose One Department, you must select that Department in the Drop Down Selection box provided.← Report Order - The report may be listed in Department Number order (e.g., Department 1 with accounts 1000 to 3999, then Department 2 with accounts 1000 to 3999, etc.) or in GL Account Number order (e.g., Account 1000 Department 1 then Account 1000 Department 2, etc.).

GL Number then Department: You want all Departments listed sequentially for each General Ledger AccountDepartment then GL Number: You want each Department's full account set listed before the next department is listed.

← Detail or Condensed - This report is available in a Detail or Condensed format.

In this case Detail means that all account numbers will be listed (with or without Departmental segments being shown - as specified in the Report Type section above).You may request a Condensed (shorten) report which will by eliminate the "detail" accounts (those assigned to a Group ID number) by only showing the Total of those grouped accounts.

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Balance SheetA Balance Sheet is an accounting report (Financial Statement) which lists certain General Ledger Accounts (your Asset, Liability and Equity accounts) and each account's Balance as they existed at the end of a (User) specified accounting period (either a specific month or the end of a fiscal Year).

← The view or print your General Ledger Balance Sheet, select Reports|General Ledger|Balance Sheet.← You may choose the Order, Period to be reported and the Content desired.

← Report Order - The report may be listed in Department Number order (e.g., Department 1 with accounts 1000 to 3999, then Department 2 with accounts 1000 to 3999, etc.) or in GL Account Number order (e.g., Account 1000 Department 1 then Account 1000 Department 2, etc.).1. GL Number then Department: You want all Departments listed sequentially for each

General Ledger Account2. Department then GL Number: You want each Department's full account set listed before the

next department is listed.← Formatting Options - Choose the period to be reported and whether you want Net Changes included and a full or Condensed Version printed.3. Last Closed Period - You may print the Balance Sheet for the most recently closed period -

this is the default selection (see Month Ending Procedures for General Ledger), or reprint a Balance Sheet from a previously closed period. To see a previously closed period, Un-Check Last Closed Period and Click the desired Report Period.

4. Show Net Changes - You include a column showing the Net Changes within each account's balance that has occurred since the last Report Period.

5. Condensed Version - You may request a Condensed (shorten) report which will by eliminate the "detail" accounts (those assigned to a Group ID number) by only showing the Total of those grouped accounts.

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←

Transaction File ReportThe General Ledger Transaction File Report allows you to view the actual Internal Posting Journal (the Transaction file itself) created within the General Ledger System module as it accepts Accounting Transactions from the Accounts Receivable and Accounts Payable modules and the PAY-1 Payroll program.

← To access this report select Reports|General Ledger|Transaction File.

← There are several options available to allow you to customize what will be listed.← Report Order -

← Transaction ID - Each record in the Transaction File contains a Transaction ID. You may view this report in Transaction ID order. Because each "transaction" will actually have at least two entries (the Debit and the Credit), both of those entries will have the same Transaction ID.

If you select Transaction ID order, no Report Type, Grouping or Sub-order choices are required. You may however, select Which Accounts are to be listed.

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← Account Number - The General Ledger Account Number is saved as part of each segment of a transaction. You may print the report in General Ledger Account Number order. If you select this order, you must choose the Report Type, Grouping or Sub-order, and Which Accounts are to be listed.

← Report SubOrder - The report may be listed in Department then Account order (e.g., Department 1 with accounts 1000 to 3999, then Department 2 with accounts 1000 to 3999, etc.) or in GL Account Number order (e.g., Account 1000 Department 1 then Account 1000 Department 2, etc.).← Report Period -

← You may print the Transaction File Report for the most recently closed period - this is the default selection (see Month Ending Procedures for General Ledger). ← You may reprint a Transaction File Report from a previously closed period. To see a Transaction File Report from a previously closed period, Un-Check YTD (the default) and Click the desired Report Period.

← You may also print a report for the Current (unclosed) month.← Report Type - This report is available in a Detail or Summary format. The Summary format combines totals for all Departments for each Account. The Detail format includes all Department's values for the same General Ledger Account.← Detail or Condensed - This report is available in a Detail or Condensed format.

In this case Detail means that all account numbers will be listed (with or without Departmental segments being shown - as specified in the Report Type section above).You may request a Condensed (shorten) report which will by eliminate the "detail" accounts (those assigned to a Group ID number) by only showing the Total of those grouped accounts.← Which Accounts - You may specify whether to list All Accounts or select which Department and or Account to be reported.

Department - If you select One Department + One Account, enter the DepartmentAccount - If you select One Account or One Department + One Account, enter the appropriate Account Number.← Print or View this report as needed.

GL Source codes (as shown within the Transaction File) include SA for Sales, PU for Purchases, CR for Cash Receipts, CD for Cash Disbursements, GJ for General Journal entries and PR for Payroll transaction imported from PAY-1.

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General Ledger Month Ending ProcedureThe General Ledger module maintains a record of all financial transactions created within the Accounts Receivable and the Accounts Payable modules, Imported Payroll Transactions and manually entered through the General Journal.

← These financial transactions are sorted by their General Ledger account numbers and stored by the transaction date.← All General Ledger transactions must eventually be filed away so that your Financial Statements may report the results of the transactions from those months that have been completed.← To close a month in the General Ledger System:

← Be sure that this month has been closed in both the Accounts Receivable and (optional) Accounts Payable modules (see Month Ending procedures).← Use the General Ledger Month Ending Procedure in File|General Ledger|Month Close.

← You may always Re-Close the most recently close month or move onto and Close the next month. Click your selection.← Check Automatically Distribute Profit or Loss for this Period if your are finished making adjustments for the period you are about to close.← You must have already closed the month in the Accounts Receivable and Accounts Payable module before closing that same month in the General Ledger module.

← If you've chosen to move onto and Close the next month and it is less than 30 Days since that month ended, you will see a message asking you to confirm that this is what you want to do.

Click Yes to continue.

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GL-1™ Accounts to Link PAY-1™ to the Micro Key Millennium Series General Ledger Module.To Post your weekly or biweekly Payroll Transactions to the Micro Key Millennium Series' optional

General Ledger module, you must first define at least one Department number and enter your Chart of Accounts - at least those account numbers that will be effected by Payroll Transactions.

← If you have already been using GL-1(tm), the DOS based General Ledger System from Micro Key:

← Copy ACMGL.DBF and ACMDEPT.DBF from the \GL\ to the \PAY\ directory. ← Create a file (if you have not already done so) in the \PAY\ directory (where PAY-1 was installed) named APRMKMS.DBM with the letters "MKMS" in this DOS text file. Use any available text editor for this.← Link PAY-1 to MKMS General Ledger module by choosing the Link selection in General Ledger Link Set-Up ("G") from the Start-Up Data/GL-1(tm) Link ("S") found in the PAY-1 Files Maintenance menu.← All existing GL Accounts numbers assigned to your Taxing Authorities, Deduction Payees, and Employees remain the same.

← Enter General Ledger Accounts to Link PAY-1 to the MKMS General Ledger module if have not been using the GL-1(tm) program to maintain your General Ledger,

← In PAY-1 select Files Maintenance, choose Start-Up Data/GL-1(tm) Link ("S") and select General Ledger Link Set-Up ("G").← Choose Enter General Ledger Accounts ("A").

← Every General Ledger Account must be assigned a Department Number. This department number is entered prior to the period (".") separating the Department number from the actual Account Number. Note: Whether or not you are planning to use Multiple Departments within the MKMS General Ledger, be sure to define at least one Department number (by selecting General Ledger Link Set-Up ("G") and choosing to Enter Departments ("D").← In addition to a Department number and actual Account Number, you must enter an Account Title. A discussion of which Account Numbers and Descriptions need to be entered (as a minimum) follows.

← Enter Account Numbers and their Account Titles:← You will need a general understanding of the purpose of a Chart of Accounts. Basically in General Ledger accounting systems, each type of financial transaction is stored in a General Ledger by assigning the (value of the) transaction to its appropriate Account Number. ← As Account Numbers are defined (the number given to them) assigns them to their accounting Group. These Groups are defined generally as Assets, Liabilities, Equity, Sales and Expenses.← For consistency and compatibility with the DOS based GL-1 and PAY-1

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programs, all General Ledger Account Numbers will be entered with a length of three digits. (These 3 digit account numbers will be translated into the MKMS General Ledger module as 1000 to 1990 - in other words, a zero will automatically be added when the transactions is downloaded to the MKMS General Ledger - because the MKMS General Ledger uses four digit account numbers.)

← Asset accounts will be numbered from 100 - 199← Liability accounts will be numbered from 200 - 299← Equity accounts will be numbered from 300 - 399← Sales accounts will be numbered from 400 - 499← Expense accounts will be numbered from 500 - 998

← In this General Ledger Account Number setup procedure, assuming that you do not have a pre-established Chart of Accounts from the GL-1(tm) program, you will only be required to define specific Asset, Liability and Expense account numbers.

← Note: A Default Department Number must first be entered (1 - 999).← The Mandatory General Ledger Account Titles are listed below. The type of account is noted and will therefore determine its allowable numbering range. The basic Account Title's description is also presented. You may refine this description as required.← Note: The number assigned to these MUST MATCH those same account numbers as defined in your MKMS General Ledger's Chart of Accounts (minus the last zero).

← Liability accounts for Deferred Compensation Deductions.← Liability accounts for Percentage Based - Post Tax Deduction.← Liability accounts for each type of Employee Deduction defined in Master Payroll File Set Up.← Liability accounts for your Gross Payroll Liability.← Liability accounts for your Federal Income Tax Withholding Liability.← Liability accounts for your State(s) Income Tax Withholding Liability.← Liability accounts for any County, City or Other Taxing Authority tax, if required in your area.← Expense account for Gross Payroll Expense (a default account which may be amended on an Employee by Employee basis).← Expense account for Federal Unemployment tax.← Expense account for your State Unemployment tax.← Expense account for any Other Unemployment (Disability, County level, etc.) tax, if required in your area.← Expense account for any Employer Paid - Hourly Based (usually for Disability Income replacement) tax, if required in your area.← Expense account for Employer's share of the Federal Social Security tax.← Expense account for Employer's share of the Federal Medicare tax.← Expense account for each Employee Expense Classification.← Asset (cash) account from which the Payroll Checks will be deducted.

← Enter the appropriate General Ledger Account Numbers for all Taxing Authorities, Employees, Deductions Payees and any outstanding Deduction or Tax Liabilities not yet Paid.

← Select the Employee Information screen and Retrieve and Modify each Employee record, inserting the appropriate General Ledger Expense account (as defined above) for the Expense Group to which this Employee is assigned.← Select the Taxing Authorities screen and Retrieve and Modify each Taxing Authority record, inserting the appropriate General Ledger Liability account (as defined above).← Select the Deduction Payees screen and Retrieve and Modify each Deduction Payee record, inserting the appropriate General Ledger Liability account (as defined above).← Select Files Maintenance, choose Start-Up Data/GL-1(tm) Link ("S") and

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select Open Tax Liability Entries. Retrieve each Taxing Authority (and Deduction Payee) and Zoom to the Record of Unpaid Tax or Deduction Liability screen. Modify EVERY record (Modify, Save and then press Next to see if there is another Open Liability).

Repeat this procedure for every Taxing Authority with an Open (unpaid) Liability.

Link PAY-1 to the MKMS General LedgerTo Link PAY-1 to the MKMS General Ledger module, in PAY-1 select the Files Maintenance Menu ("F"), choose Start-Up Data/GL-1(tm) Link ("S") and select General Ledger Link Set-Up ("G").

← Choose Link to MKMS ("L").← Confirm that you do want to Link to the MKMS General Ledger.← Enter the Password to establish this Link ("OK2LINK").← Enter the Default Department Number for Posting Payroll transactions.← Enter the General Ledger Liability Account for Deferred Compensation.← Enter the General Ledger Liability Account for Percentage Based Deductions.← Enter the General Ledger Liability Account for each defined Deduction Payee.← Enter the General Ledger Payroll Liability Account.← Enter the Default General Ledger Payroll Expense Account.← Enter the General Ledger Expense Account for Federal Unemployment tax.← Enter the General Ledger Expense Account for Employer's share of Social Security.← Enter the General Ledger Expense Account for Employer's share of Medicare.← Enter the General Ledger Asset Account from which Paychecks with be deducted.← Enter the General Ledger Expense Account for State Unemployment tax.← If you must pay other Unemployment TaxesEnter the General Ledger Expense Account for the Other Unemployment tax.← If taxes are paid by you (the Employer) based on Employee Hours WorkedEnter the general Ledger Expense Account for the Employer's share of Hourly Assessments.← PAY-1 is now Linked to the MKMS General Ledger Module.

← If you have not already done so, enter the appropriate General Ledger Account Numbers for all Taxing Authorities, Employees, Deductions Payees and any outstanding Deduction or Tax Liabilities not yet Paid.

← Select the Employee Information screen and Retrieve and Modify each Employee record, inserting the appropriate General Ledger Expense account (as defined above) for the Expense Group to which this Employee is assigned.← Select the Taxing Authorities screen and Retrieve and Modify each Taxing Authority record, inserting the appropriate General Ledger Liability account (as defined above).← Select the Deduction Payees screen and Retrieve and Modify each Deduction Payee record, inserting the appropriate General Ledger Liability account (as defined above).← Select Files Maintenance, choose Start-Up Data/GL-1(tm) Link ("S") and select Open Tax Liability Entries. Retrieve each Taxing Authority (and Deduction Payee) and Zoom to the Record of Unpaid Tax or Deduction Liability screen. Modify EVERY record (Modify, Save and then press Next to see if there is another Open Liability). ← Repeat this procedure for every Taxing Authority with an Open (unpaid) Liability.

← Validate that the Payroll related Current and Year to Date Account Balances for the linked MKMS General Ledger Accounts (see above) are correct.← Periodically (weekly or biweekly) Transfer Payroll Transactions from PAY-1 to the MKMS General Ledger using the Millennium Series Download ("M") selection on the PAY-1 Files Maintenance Menu.

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Payroll System Interface - Linking PAY-1 to MKMSThe Micro Key Millennium Series offers a direct interface with PAY-1(tm), the Micro Key DOS based Payroll application.

← To setup this Payroll System Interface:← If you previously have been using the DOS based GL-1(tm) program to maintain your General Ledger, copy ACMGL.DBF and ACMDEPT.DBF from the \GL\ to the \PAY\ directory. ← Create a file in the \PAY\ directory (where PAY-1 was installed) named APRMKMS.DBM with the letters "MKMS" in this DOS text file. Use any available text editor for this.← Start the PAY-1 program and select Files Maintenance.← At the Files Maintenance Menu choose Start-Up Data/GL-1(tm) Link.← Choose General Ledger Link Setup.

← Select whether you want to Enter General Ledger Accounts ("A"), Enter Departments ("D"), Link to the MKMS General Ledger ("L") or Quit ("Q").

← To periodically Export the Payroll Transactions to the MKMS General Ledger Module (typically after each Payroll Period is closed and the PayChecks have been written), at the Files Maintenance Menu of PAY-1, choose the (new) Millennium Series Download selection.

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Transfer Payroll Transactions to MKMS← You may Transfer Payroll Transactions to MKMS General Ledger using the Millennium Series Download ("M") selection found in the PAY-1 Files Maintenance Menu's sub-menu called Start-Up Data/GL-1(tm) Link.← You must enter and confirm the DOS Path to where you want this data transfer sent. ← The Path must include a Drive Letter, Colon, backslash, and the Directory (and perhaps sub-directories) Names - each separated by a backslash ("\") - such as "C:\PROGRA~1\MKS\MKMS\" where the Millennium is installed by default.← This Path may be saved as the default Path - but you may enter a different one later and make the new on the default, if necessary.

← Once the Path is entered and confirmed, the transfer is executed. You are then asked to confirm that the transfer file was created as expected. The File Name for the Transfer in "PAYROLL.IMP".

← Use Start|Explore to see if the "PAYROLL.IMP" file has been inserted in the desired folder.

← After a successful transfer is acknowledged, the current Payroll transactions are deleted. This will prevent an accidental retransmission of the same data.

Payroll Transaction DownloadBefore you can do a Payroll Transaction Download into MKMS General Ledger module, be sure that properly performed all the procedures outlined below.

← Complete all of the General Ledger Start Up steps.← Use the Setup Wizard to establish your General Ledger Account Balances.← Setup PAY-1 to access the MKMS General Ledger by following the instructions in Payroll System Interface.← Complete and Post a Payroll in PAY-1← Select Millennium Series Download in PAY-1.← Select File|General Ledger|Import Payroll from within MKMS.

← Once you have Closed a Payroll Period in PAY-1, you may Transfer Payroll Transactions to the MKMS General Ledger module by choosing Files Maintenance in PAY-1 and selecting Start-Up Data/ GL-1(tm) Link ("S"). Pick Millennium Series Download ("M").

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Import Payroll TransactionsIf you are using PAY-1(tm) to calculate your Employee Payroll and have acquired the MKMS General Ledger module, you will want to Import Payroll Transactions directly from PAY-1 into this General Ledger.

← To enable the ability to Import Payroll Transactions directly from PAY-1:← Complete all of the General Ledger Start Up steps.← Use the Setup Wizard to establish your General Ledger Account Balances.← Setup PAY-1 to access the MKMS General Ledger by following the instructions in Payroll System Interface.← Complete and Post a Payroll in PAY-1← Select Millennium Series (Payroll) Download in PAY-1.← Select File|General Ledger|Import Payroll from within MKMS.

← Select the Directory where the Payroll.imp file was exported from PAY-1 for the current Pay period's transactions Open Payroll.imp file. These transactions will be imported into the MKMS General Ledger Transaction File automatically.

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Central Station Monitoring ModuleThe Central Station Monitoring Module is an optional module that may be added to the Micro Key Millennium Series.

← The Central Station Monitoring Module provides a database for each Subscriber's Panel Zones, People to Call Open/Close Events and Account Testing information. ← The Central Station Monitoring Module automates Alarm Signal Processing and provides many reports such as the Alarm Activity, Open/Close, Dealer Breakdown Summary and Call List Verification reports.← Monitoring Information is entered through the Subscriber form's Monitoring Menu.← Each of the main menu options (i.e., File, Maintenance, and Reports) on the Millennium Series Desktop have a Central Station sub-menu providing quick access to the Central Station Monitoring Module's setup, data entry, operational and reporting features.

← Starting the Central Station Monitoring Module as with all powerful software applications, requires certain steps to be accomplished before the system may actually be utilized for Signal processing.

A. Select User Options, Click on and complete the Central Station tab.B. Be sure that you have entered Panel Types in the Installed Parts form for all of the

Communicator Formats you are using.C. Select Maintenance|Central Station Items and complete all of this menu's selections.

1. Account Types 2. Area Codes 3. Alarm Stack List 4. Condition Codes 5. Communicator Format 6. Contract Types 7. Dealer 8. Quick Notes 9. Resolution Codes 10. Town Codes 11. Virtual Phones 12. Verification Responses

D. Select the Subscriber form and Click on the Monitoring Menu.1. Select the Monitoring Icon. Enter Central Station Monitoring Information for

each Subscriber, as required. Define as many CSID + Communicator Format combinations as required.

2. Select the CSID Zones and enter exceptions to the default Panel Zones for their Communicator Format.

3. Select Call List and enter the People to Call in the event of an Alarm.4. Select Events to define any Supervised Opening and Closing situations.5. Select Ac Test to enter any Account Testing requirements.

E. Select File|Central Station to actually use the Monitoring module for Signal Processing, to view the Alarm Stack or to Look Up Account Information relating to Central Station Monitoring.

F. Select Reports|Central Station to print Central Station related information.

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Central Station User OptionsWhen you activate the optional Central Monitoring Module you must first establish your Central Station User Options.

← Select Maintenance|User Options and Click the Central Station tab.

← Complete the Central Station User Options form as outlined below:← Time Settings

← Time Difference from GMT - Enter the number of Hours (+ or -) between your Standard Time and that of Greenwich Mean Time (GMT). 1. Assuming that you have your Computer's Clock set correctly, 2. Select (from the Windows Desktop) Start|Settings|Control Panel

3. Double Click on the Date/Time icon.4. Click the Time Zone tab on the Date/Time Properties form 5. Note the Time Zone you have selected.

6. The Letters GMT and a number will be included in brackets in front of the selected Time Zone. In the example above the number is -05.00 (minus five).

7. Enter this number in the Time Difference field including the minus sign (if present). 8. Honor Daylight Savings Time - If your area uses Daylight Savings time, Check

this box so that the system may compensate for it.← Alarm History Options

← Days to Purge History After - Enter the number of Days that must pass before Alarm History is to be purged.

← Call List Information← Print Call List on OC Report - If you want the Subscriber's Call List Information to be included on their Open and Closing Reports Check this box.← Call List Verification Text - Enter the message to be included (as explanation) on the Call List Verification report that is sent to your Subscribers to verify their current Call List Information.

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All Events ReportThe All Events Report is provided by the Monitroing module and lists all Signals received while Signal Processing.

← This report (only available witht the Monitoring module) is either printed directly to a Printer or "spooled".← It is initiated whenever any Operator is Processing Signals.

Alarm Condition CodesWhether you've installed a Burglar, Fire Panic or any other type of Alarm, each component within the alarm system has a specified function. In most cases this functionality is monitored at your Central Station.

← You will not be able to enter a Subscriber's Zoning Information until you have defined Alarm Condition Codes.← These monitored functions are defined as Alarm Conditions.← To define codes represent these Alarm Conditions and their descriptions, select Maintenance|Central Station Items|Condition Codes form.

Click Add on the Navigator bar to enter an Alarm Condition Code.

← Enter a one to three character alphanumeric Code representing an Alarm Condition.← Enter the Description of that Code is to represent.← Check Reporting Options (For the optional Central Monitoring Module users):

1. Print on Open Close Reports - Should this type of Alarm Condition appear on printed Opening & Closing Reports printed for your Subscribers.

2. Print on Alarm Only Report - Should this type of Alarm Condition appear on printed Alarm Activity Reports

3. Suppress from All Events Report - Should this type of Alarm Condition be excluded from your All Events Report

4. Priority (1 to 9) - Incoming signals are prioritized (sorted) from one to nine with one being the Highest and nine being the Lowest Priority, then by Date and Time. Indicate the level of Priority (in comparison to all other alarm events that need to be monitored) which this Alarm Condition should be assigned. In the event that more than one alarm is awaiting an Operator's acknowledgement, this Priority number determines the order in which they will appear for processing.

← There are several Mandatory Condition Codes must be defined

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← Check UL Options (For the optional UL Listed Central Monitoring Module users):1. Dispatch Info. Required - If this Alarm Condition is required (in accordance with UL

instructions) to have special Dispatch Follow up Information entered, this box will be Checked and that check mark cannot be removed.

2. Locked Priority - If this Alarm Condition is pre-assigned a Priority Level (in accordance with UL instructions) this box will be checked and that check mark cannot be removed.

3. Priority (1 to 9) - For all Central Monitoring Module users, indicate the level of priority (in comparison to all other alarm events that need to be monitored) this Alarm Condition should be assigned. Incoming signals are prioritized (sorted) from one to nine with one being the Highest and nine being the Lowest Priority, then by Date and Time. In the event that more than one alarm is awaiting an Operator's acknowledgement, this number will determine the order in which they will appear to the Operator for processing.

← The Alarm Condition Codes List report, available in Reports|Central Station|Condition Codes List will allow you to Preview or Print these codes and specify on which reports they will be included.

Mandatory Condition CodesMandatory Condition Codes are used to track Supervised Opening & Closing Events , Account Testing and Supervised Restorals. Later, these Mandatory Condition Codes are assigned to Panel Zones (and optionally a CSID Zones if you want to override the default behavior) that track these Supervised Events when they do not occur.

← Operator Actions are recorded in the Subscribers Alarm History file. Each Signal History record (including critical Operator Actions) must have one of these Mandatory Condition Codes assigned to it.← Internal System Actions are also recorded in the Subscribers Alarm History file. Each Signal History record (including these critical Internal System Actions) must have one of these Mandatory Condition Codes assigned to it.← In most cases, these Mandatory Condition Codes are assigned to the appropriate Mandatory Signal when it is entered in the Panel Zones form to define one of the Supervised Events and Internal and Operator Actions that are stored in the Signal History file.← To define the Mandatory Condition Codes, select Maintenance|Central Station Items|Condition Codes and enter the Mandatory Condition Codes listed below:

← Signal ID - Description (Type of Signal)

← FO* - Failed to Open (Supervised Event)

← FC* - Failed to Close (Supervised Event)

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← FT* - Failed to Test (Supervised Event)← FR* - Failed to Restore (Supervised Event)← OT* - Account Off Test (Operator or Internal Action)← AT* - Account Put On Test (Operator or Internal Action)← ZT* - Zone on Test (Operator or Internal Action)← RA* - Runaway Alarm (Internal Action)← NA* - Note Added (Operator Action)← TD* - Timed Event Deleted (Operator Action)← TA* - Timed Event Added (Operator Action)← TM* - Timed Event Modified (Operator Action)← IO* - Invalid Opening (Internal Action)← IC* - Invalid Closing (Internal Action)← IA* - Invalid Alarm (Internal Action)

← Priority - Set the Priority Level of these items below (a number above 4) the major Alarm Signals you are monitoring. Usually you will set their Priority at the same level (number) as the Event for which it is reporting a Failure or Action.← Report Options

← Print on Open Close Reports - If this is an Opening or Closing related Mandatory Condition Code, Check this box.← Print on Alarm Only Report - If this is an Alarm related Mandatory Condition Code, Check this box.← Suppress from All Events Report - Unless your Signal Processing volume for this particular Mandatory Condition Code is highly excessive, do not Check this box.

Alarm Stack ListThe Alarm Stack List form allows you to define Alarm Stacks.

← These Alarm Stacks are used to identify Subscriber Groups whose Signals should only be displayed on the Signal Processing screen(s) of the Operator(s) who signed on to accept this Stack Group's signals.← These Stack Groups and their related functionality are a part of the Monitoring module.← To define Stack Groups, select Maintenance|Central Station Items|Alarm Stack List.

← Enter a Stack Group code of one character (letter or number).← Enter a Stack Name of 20 characters or less.

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← A Stack Group code may be assigned to a Subscriber on the Central Station form. Once a Subscriber has a Stack Group Code assigned, at least one Operator must be Signal Processing for All Stacks and/or for that Stack to assure that this Subscriber's Signals will be processed properly.

Area CodesArea Codes change.

← When using the Monitoring module, if an Area Code changes, it may affect many Subscribers.← To accommodate this situation and provide a temporary fix to this situation until the actual data within the Subscriber Contact information, their Call List Information, your Dealers, etc., can be edited, use the Area Codes form.← Select Maintenance|Central Station Items|Area Codes.

← Enter the Area Code as it currently exists. If there was no Area Code and you are entering one now enter " ( )" - a space, a parenthesis, three spaces and a final parenthesis.← Enter the Area Code it is to Change To.← Enter any required Suffix (for transmission after dialing is completed - usually used to accomodate an internal accounting code).← Thereafter, whenever an Automatic Dial function is requested, the old Area Code will be "translated" to the Change To area code.

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Communicator FormatsThe Monitoring module supports most Communicator Formats transmitted from Digital Receivers and Long Range Radio systems.

← Many Communicator Formats have been pre-defined for you. ← You may want to define additional Communicator Formats for the SAME communicator with different Zone Code characteristics. You may need to do this to define Supervised versus Unsupervised accounts or for Commercial versus Residential accounts. These Subscribers may all use the same Panel Zones and Communicator but would need to define the purpose of their Zones in a different way based on the type of Supervision required or the type of Subscriber.← Remember, if you are defining your own Communicator Formats or editing the existing ones, it is important to define as many of the signals that could be transmitted by this Communicator Format as possible.

← If you do so, all of the signals that will potentially be received will already be defined along with what they represent and what should be done about them when they are received.← By pre-defining all signals that can be sent by each Communicator Format you will greatly reduce the data entry process when adding a new Subscriber and virtually eliminate "Invalid Alarm" reports to your Operators.← This is because each Subscriber may be assigned one or more CSID numbers and each CSID must be assigned one of these Communicator Formats. ← By doing so, you are also assigning the Signals (Panel Zone information) that will be transmitted by that format and what (default) actions should be taken. ← Later, you may define exceptions to these pre-defined actions so each Subscriber's signal response requirements may be individualized as needed.

← Following the information presented below, you may add additional Communicator Formats or edit the existing ones. ← To define your Communicator Formats select Maintenance|Central Station Items|Communicator Formats.

← Enter a Description of the Format (i.e., "ADEMCO Contact ID", "SIA", "Standard 4/2", "Radionics Modem II". etc.).

← Click Panel Zones .

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Panel ZonesPanel Zones are defined for each Communicator Format you create.

← Panel Zones - Define as many Panel Zones as required to properly identify each signal that might be transmitted from this type of Panel/Communicator. This will entail adding as many Signal ID and Physical Zone code combinations, as needed, to define each possible event that might be transmitted by this Communicator Format.

There are certain Mandatory Signals that must be defined for each Panel Zones set. Be sure to read about the Mandatory Signals and their related Mandatory Condition Codes.

← Signal ID - The Signal ID may represent different things depending on the Communicator Format your are defining. The Signal ID represents the type of signal (Signal Identifier) being transmitted to your Central Station.

← In the basic communication formats (i.e. standard 3/1, Radionics 3/1) the Signal ID will be the Condition Identifier and will also be the actual Zone Code transmitted. ← The SIA format transmits a two character Condition identifier preceding the Zone identifier. This two character code will be entered as the Signal ID← In the standard 4/2 format the first number usually represents the actual Alarm Condition or type of event. The second number represents the Zone that was effected. The first number would be entered as the Signal ID (the second would be the Physical Zone - see below).← With ADEMCO Contact ID the Signal ID would be the actual Event Identifier or the Restoral of that Event (i.e., E110, R110, etc.). The Subscriber's actual Zone Number would be entered in the Physical Zone field (see below).

← Physical Zone - Except for the standard 3/1 and Radionics 3/1 formats whose Signal ID is also their Physical Zone, all other signals contain a Signal ID followed by a Physical Zone identifier. In many cases you will not have to enter a Physical Zone at all. If the same Signal ID precedes many Physical Zones, by leaving the Physical Zone field blank, you are indicating to the Monitoring module that all Physical Zones with this same Signal ID are to be processed in the same manner.

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Later, as you define a specific Subscriber's CSID Zones you may identify a Signal ID and Physical Zone combination that has a different set of Processing Rules.

← In the Standard 4/2 format the Physical Zone is the second digit.← In SIA format the Physical Zone information follows the Condition Identifier.← In Contact ID the actual Zone Number is transmitted as a three-digit number.

← Alarm Code - Select the Alarm Condition that best represents the Event this signal is reporting. These Alarm Condition Codes are defined in Maintenance|Central Station Items|Condition Codes.← OCTAR Code - All Signals (Alarm Events, Supervisory Signals and Restorals) fall into one of five signal categories. We refer to this as their OCTAR code.

These are Alarms, Openings, Closings, Tests, and Restorals. Select the type of signal you are currently defining.

← Open - Select Open if this Signal represents the report of a system Opening.1. If a Subscriber will have Supervised Opening & Closing Events you must define the

rules for this Supervision using the Opening & Closing Events form.Remember that Passive Opening and Closing Signals should still be marked as Open or Close but will have no Opening & Closing Events Schedule defined.

2. Remember that you are defining the default behavior of this Zone. You may override this Supervision on a Subscriber by Subscriber basis using the CSID Zone Information form.

3. If the Subscriber is to be Supervised for Openings & Closings, be sure to Check the Openings & Closings Supervised box on the Subscriber's Central Station information form.

4. Close - Select Close if this Signal represents the report of a system Closing AND you are Supervising Openings and Closings. If a Subscriber will have Supervised Opening & Closing Events you must define the rules for this Supervision using the Opening & Closing Events form.

5. Remember that you are defining the default behavior of this Zone. You may override this Supervision on a Subscriber by Subscriber basis using the CSID Zone Information form.

6. Remember that Passive Opening and Closing Signals (sent by those Subscribers who are NOT being Supervised) are also considered a Close signal.

7. If the Subscriber is to be Supervised for Openings & Closings, be sure to Check the Openings & Closings Supervised box on the Subscriber's Central Station information form.

← Test - Select Test if this Signal represents a Supervised repetitive Test Signal that will be transmitted by the Subscriber. Although you are defining the default behavior of this Zone you must still activate this Test Supervision on a Subscriber by Subscriber basis by entering their Account Testing Information.← Alarm - Most signals represent an Alarm. Within the Monitoring module, an Alarm is EVERY event that is not an Opening or Closing, a Supervised Test, or a specific Restoral signal. ← Restoral - When a defined Alarm Signal is eventfully followed by a Restoral signal, that Restoral signal must also be defined and assigned an OCTAR code of Restoral.

← Operator Action - Many Panel Zones require no Operator Action such as Passive (log only) Opening & Closing Signals.

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Define what the default response requirements will be for this Panel Zone.← Response Needed - Check the Response Needed box if an Operator needs to respond to this signal. Unsupervised passive (log only) events do not need to be responded to, and neither does Supervised events (they will generate their own alarm event if the Supervised event is missed).

← Dispatch - If any Response is needed, select the appropriate responding authority to which the Operator must request a Dispatch.

1. In some cases, a Panel Zone may represent a Freezer or High Water Alarm or some other event that does not require a Police, Fire or Ambulance response.

2. In these cases, define the event as a response needed BUT remember that each Subscriber who will use this Panel Zone for this Communicator Format must have this Zone redefined on the Subscriber's CSID Zone form.

3. On the CSID Zone Information form you may select the choices and additional names from the Subscriber's Contact List as well.

← Verify Signal - If the signal does require a Response by an Operator, indicate whether this signal should be Verified prior to the Dispatch.

← Description - Enter a brief default description of what this Panel Zone generally represents.← Restoral Information - There are many ways to Supervise a Restoral.

← Zone - Enter the Signal ID of the Panel Zone that will represent the proper Restoral for this Signal. Entering a Signal ID of the Panel Zone here indicates that you want the Monitoring module to track this Restoral and:1. Show on the Non-Restored Alarms Report that this event has Failed to Restore2. Include in the Non-Restored Alarms counter on the Alarm Processing screen.3. Remove it from both the Non-Restored Alarms Report and the Non-Restored Alarms

count when the Restoral is finally received.4. Connect automatically the Physical Zone code that was transmitted for this Signal ID's

Alarm Event with the Physical Zone code transmitted with the Signal ID of the Restoral Event.

5. Minutes - If the Restoral (or a follow up Closing) must occur within a specified number of Minutes or if an additional "Failed to Restore" Alarm Event must be generated, enter the number on Minutes that may pass before the follow-up event is required to occur. This feature is extremely useful for accommodating two issues revolving around Restorals.

6. Equipment Supervision that does not require an immediate response but needs to be "watched". Freezer Alarms (during defrost cycles), Temperature Alarms (at certain times of the day), Power Alarms (from intermittent power failures), and other similar events may report a signal but then restore within a few minutes negating the need for any Response.

By delaying the response time (in Minutes) you can eliminate unnecessary Operator

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dispatches.7. Unpredictable Openings that must then be supervised to ensure a timely Closing

occurs. This feature is particularly useful when a premises is Opened for some kind of maintenance in off-hours or at unpredictable times (such as ATM machines). By entering a Closing Panel Zone in the Restoral Zone field and entering the number of Minutes that the visit (i.e., restocking of the ATM, cleaning of the building, Guard tour, etc.) will require then if a Close does not occur in the proper time the Operator will be alerted.

Mandatory SignalsSupervised Opening & Closing Events , Account Testing and Supervised Restorals require that a Panel Zone (and optionally a CSID Zone if you want to override its default behavior) be created for the purpose of tracking when these Supervised Events did not occur.

← Operator Actions are recorded in the Subscribers Alarm History file. Each Signal History record (including critical Operator Actions) must have a Signal ID and an Alarm Condition Code.← Internal System Actions are also recorded in the Subscribers Alarm History file. Each Signal History record (including these critical Internal System Actions) must have a Signal ID and an Alarm Condition Code.← All of these types of Mandatory Signals are entered using the Panel Zones form while you create each of your Communicator Formats.← The Panel Zone (and optionally the CSID Zone) Mandatory Signal entries for Supervised Events specify what you want your Operators to do if the required Supervised Event (of whatever type) actually Fails to Occur and permits the proper Signal History record(s) to be created. The Operator and Internal Action Mandatory Signal entries allow the system to properly store these types of events, as well.← To define these Mandatory Signals

← Select Maintenance|Central Station Items|Communicator Format.← Click the Table View tab and Select the Communicator Format that you want to enter these Mandatory Signals.

← Click on the Panel Zones speed button.← Define all of the Mandatory Signals listed below.

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The Mandatory Signals contain a two character Signal ID code with an Asterisk ("*") appended to it. They must have already been pre-defined as Mandatory Condition Codes in the Alarm Conditions Code form!Signal ID - Description (Type of Signal)


← FC* - Failed to Close (Supervised Event)← FT* - Failed to Test (Supervised Event)← FR* - Failed to Restore (Supervised Event)← OT* - Account Off Test (Operator or Internal Action)← AT* - Account Put On Test (Operator or Internal Action)← ZT* - Zone on Test (Operator or Internal Action)← RA* - Runaway Alarm (Internal Action)← NA* - Note Added (Operator Action)← TD* - Timed Event Deleted (Operator Action)← TA* - Timed Event Added (Operator Action)← TM* - Timed Event Modified (Operator Action)

← All Mandatory Signals have an OCTAR code of Alarm.← Be sure to select the Alarm Condition Code that matches the Mandatory Signal you are entering.

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Supervising a Restoral for an Alarm Event← Many signals, once transmitted, will eventually trigger a Restoral signal. Most of the time these Restorals are "log only" events. ← However, in some cases a Restoral signal is mandatory for the proper continued operation of the installed protection device(s). ← Until the Restoral is received the protection for that segment of the system is inactive. This is true with many types of Trouble Signals - particularly Fire Trouble and latching Panic Buttons - and therefore you must be aware that these Restorals are needed.← Finally, sometimes the original signal may be an unscheduled Opening for an Unsupervised Subscriber who does need Special Supervision only when a particular Opening Zone is transmitted.← In these cases, the Restoral Information section of the Panel Zones and the CSID Zones forms will provide the needed functionality.

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Dealer InformationThe Central Monitoring module provides the ability to monitor alarm signals for other Alarm Dealers.

← To enter your Dealer Information select Maintenance|Central Station Items|Dealer.

← Complete the Dealer Information form as required.A. Dealer Code - Each Dealer is assigned a Dealer Code up to three alphanumeric characters in

length.B. Company Information - Enter the Dealer's Name and mailing address.C. Contact Information - Enter the responsible person at the Dealer and their phone number and e-

mail address.D. Signal Information - Enter the maximum allowable Active (operator response required) and Passive

(no response required) signals for this Dealer. This number will be used later in reports to help determine Excessive Usage.

E. Page Information - Enter the Dealer's Pager information. The optional Paging Module will use this.← A Dealer List is available in Reports|Central Station|Dealer Code Listing.

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Quick NotesWhile Signal Processing, Operators will frequently need to enter the same Note relating to a Verification Response, a Contact attempt after a Dispatch, or when Completing an Alarm, or just before putting it on Hold.

← Because many different Operators may describe the same process or resolution slightly differently, your Alarm Activity Reports could reflect an unintended inconsistency or ambiguity.← The Quick Notes feature allows an Operator, while entering Notes, to select one of these Quick Notes from a Drop Down Selection box. ← These Quick Notes are entered by selecting Maintenance|Central Station Items|Quick Notes.

← Add as many Quick Notes are needed. ← The Monitoring module numbers these notes automatically.← Each Note may be up to 60 characters in length.

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Town Codes A Town Code and its related information is used to define the Municipality that is responsible for Police, Fire and Medical Emergency response to a Subscriber's premises.

← Town Codes are defined in Maintenance|Town Codes.← The Town Code is assigned to a Subscriber form on the Monitoring tab section.

← By assigning a Town Code to a Subscriber (instead of the actual Police, File and Medical Emergency telephone response numbers), should any of these contact numbers change, by changing the appropriate information in Maintenance|Town Codes, that information is immediately changed on all related Subscriber forms.

← Assign Town Codes as three character (alphanumeric) items.← Enter the appropriate Description, Address and Response information

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Verification ResponsesVerify - The process of having an Operator Telephone the Subscriber's Premises immediately after receiving a Signal to ascertain whether or not this Event was accidental, unintended, has already been resolved, or for some other reason requires no further action. In any event, if Verification is not possible a Dispatch will be performed as required.8

While Signal Processing, whenever an Operator is required to Verify an Alarm Signal prior to performing a Dispatch, the act of Verifying dictates that there be some type of Verification Response.

← The Verification Response represents the actions that must be taken subsequent to that Verification and resulting from what occurred during that Verification.← In addition, once a Dispatch has occurred, a Contact is attempted using the People to Call list for that Subscriber. Each Contact attempt requires a (Verification) Response as well.← Depending on the result of this Verification or Contact, various Verification Responses will be required.

← If there were No Answer, an immediate Dispatch would be required.

← If the line was Busy, the Operator might try to try again and therefore the Verification in not Complete. ← If the Subscriber answered and gave a Valid Pass Code, no additional signal response would be required.← If the Operator got no answer, they will Dispatch and attempt to Contact someone else.← When attempting a Contact, Busy, No Answer, Wrong Number and Will Respond replies (among others) are all possible.← There are many additional cases that need to be anticipated.

← The appropriate Operator Procedures, the steps that an Operator should take as a result of a particular Verification Response or Contact, may be pre-defined using the Verification Response form.← Select Maintenance|Central Station Items|Verification Response.

← Complete the information as appropriate:← Control - (If it appears on your form: Currently no used. Nothing needs to be entered.)

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← Response - (What was the Response) Describe the Response to the Call in a few words (up to 30 characters).← Dispatch - Check this box if this Verification Response requires a Dispatch?← Verification Response - (Show on Verification Response List) Check this box if this Verification Response should be included in the Drop Down Selection box used to categorize the result of this Verification.← Make Note - (Is some additional comment required?) Check this box if the Operator should be requested to make a Note about this Verification or Contact attempt. (Also see Quick Notes)← People To Call - (Show on Contact Attempt List) Check this box if this Contact Response should be included in the Drop Down Selection box used to categorize the result of this (after Dispatch) Contact Attempt.← Completes - (The Verify or Contact process has completed the requirements of this Signal) Check this box if the Verification Response or Contact Response represents the Completion of what is required to process this signal.

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Virtual Phone LinesVirtual Phone Lines are designed to accomodate Listen In procedures that may be required of your Central Station Operators while Signal Processing.

← The Virtual Phone Lines form will allow you to define where incoming signals which are designated as Listen In accounts are actually being received, combine them with other Physical Lines to a Virtual Line (to facilitate "roll-over" lines used for Listen In).← Select Maintenance|Central Station Items|Virtual Phone Lines to view this form.

← Phone Line ID - Supplied and maintained by the system.← Physical - The Actual line card number on which Signal is received.← Virtual - The Line Card number to which it should be translated.← Notes - Description of this Translation← Show Operator - Check this box if a specific Phone Line (extension number) will be needed to access this designated Physical Line Card - used exclusively for Listen In.← Phone Line - If Show Operator was Checked, enter the Phone Line (Extension Number) to access this Signal's Listen-In connection.

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Resolution CodesThe Monitoring module provides automated Signal Processing for your Central Station.

← When an Operator processes these Signals, eventually they will be resolved. ← The resolution may have only required a Verification Call that was acknowledged correctly by the Subscriber who then requested that the Alarm Signal be cancelled. ← But it could be as complex as a Fire Alarm that required the Dispatch of the Fire Department and notification of the Subscriber at home.← A Resolution Code is assigned to every Completed Signal to simplify the job of categorizing the Resolution of an Alarm Event.← Therefore you must define as many Resolution Codes, as you deem necessary to describe the Operator's resolution of the Alarm Signal. A set of default Resolution Codes is supplied with the Monitoring module.

← Select Maintenance|Central Station Items|Resolution Codes and enter a Resolution Code and its Description for each type of Resolution you wish to identify

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← The Resolution Code may be any number from 1 to 999. You may define as many additional Resolution Codes (up to 999) as you deem necessary.← The Description may be up to 30 characters in length. This is the Description the Operator will see (in the Select Resolution Code display) when they are Completing an Alarm Signal.

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←

Central Station Information← The Monitoring Bar on the Subscriber form's Outlook Bar provides access to their Central Station Information.← Central Station Information specifically relates to a Subscriber's Zones, Emergency Contacts and the Monitored Events.

Central Station Reports provides for the printing of Monitoring Related information.← From the Subscriber form Click the Monitoring Menu bar on the Subscriber's Outlook Bar.

← Click the Monitoring Icon. The main Central Station section has the following fields:

A. Password The word(s) or other expression spoken by a Subscriber to identify themselves verbally during a Telephone conversation with a Central Station Operator or any other Alarm Company Employee who may require it.

B. Duress The word(s) or other expression spoken by a Subscriber to identify themselves verbally during a Telephone conversation with a Central Station Operator indicating that they are under Duress.

C. Page Who - Used only when the Paging Module has been installed.D. Act. Type - Using the Drop Down Selections Box provided, choose the Account Type of

this Subscriber from the Account Types previously defined in Maintenance|Central Station Items|Account Types.

E. Keys Held If you are in possession of the keys to this Subscriber's premises check this box.

F. Honor DST - If your Time Zone location Honors Daylight Savings Time, Check this box.G. Time Difference from GMT - Enter the difference from your Standard Time to GMT

Standard Time (usually a minus number).← What is your Time Difference from GMT? - It is the number of Hours (+ or -) between your Standard Time and that of Greenwich Mean Time (GMT).

1. Assuming that you have your Computer's Clock set correctly, 2. Select (from the Windows Desktop) Start|Settings|Control Panel

3. Double Click on the Date/Time icon.4. Click the Time Zone tab on the Date/Time Properties form 5. Note the Time Zone you have selected.

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6.7. The Letters GMT and a number will be included in brackets in front of the selected

Time Zone. In the example above the number is -05.00 (minus five).8. Enter this number in the Time Difference from GMT field including the minus sign (if

present). H. Time to Start Verification - Many Panel Zones and custom defined CSID Zones

require that the Alarm Event be Verified prior to performing a Dispatch. In some cases the Subscriber may only want Verification to occur during certain hours but not during others. To accommodate this request, enter the Start Time for Verification to occur.

I. Time to End Verification - If the Subscriber only wants Verification to occur during certain hours but not during others, enter the End Time for Verification to stop.

J. Has Sounder If their alarm system has an audible device (i.e., Bell, Siren, Horn, etc.) check this box.

K. Date On Line - Enter the Date this system went on line at your Central Station.L. Permit Number - If this Subscriber has an Alarm System Permit Number, enter that

number here.M. Town Code The Town Code represents the governmental body in which this

Subscriber's premises exists. This is used to link the Police, Fire and Medical Emergency response telephone numbers to their account.

N. UL Grade If their alarm system possesses a UL Certificate, enter the UL Grade of that certificate here. If no UL Certificate has been issued, enter nothing.

O. Report Frequency If this Subscriber is due a periodic report of their Opening and Closing (and perhaps other) events, the frequency at which these reports are to be transmitted are indicated here (Daily, Weekly, Biweekly, Monthly). If no reporting is required, enter nothing.

P. Opening & Closing Supervised - When defining Panel Zones and CSID Zones, some of these Zones are assigned an OCTAR Code of O for Opening or C for Closing. This does not necessarily mean that this Subscriber is to be Supervised. If you actually are required to Track and Supervise access to their Premises, Check this box and be sure to define their Events.

Q. Date Off Line - If this Subscriber has gone Off Line (regardless of reason) Check this box.

R. Central Notes This is a free form Memo Pad for this Subscriber only. Use it to maintain specific Monitoring related notes and comments about this specific Subscriber.

S. Dealer - If you are providing this Subscriber's Central Station Monitoring services for another Alarm Dealer, Click on the Dealer field and enter that dealer's Dealer Code.

← You must also assign their CSID and Panel, Key Pad Code and its Communicator Format - in the Subscriber Panel(s) area on this Central Station Information form.

← CSID - Enter the Central Station Identifying Digits that will be received for this Subscriber.← Panel - Using the Drop Down Selection Box provided, enter the Panel code from

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the Parts (Installed Equipment Codes) you have defined in Maintenance|Parts.← Key Pad Code - ← Communicator Format - Select the Communicator Format from those you have previously defined.← System Monitoring Information - Information (shown in blue) provided by the Monitoring Module.

← There are additional Icons available on this Central Station Information form's Outlook Bar.

← Events allow you to define Opening & Closing Events.

← TNotes permits you to define Temporary Notes.

← CSID Zone allows the definitions of Zoning Information that overrides the default Panel Zones' behavior.

← Call List allows for the entry of Notification Information and Pass codes.

← Call Order allows you to reset the default order of the names in the Notifications List.

← Account Testing Information allows you to define the Testing Supervision requirements for a Subscriber.

Note: The On Line Date represents the date when a Subscriber's Monitoring Service actually commenced.

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CSID Zones CodesEach Subscriber being provided Central Station Monitoring service must have their Zone Codes and related information defined.

← The default behavior for each of their Panel Zones are defined in the Communicator Format assigned to their Subscriber Panel CSID on the Central Station information form. ← Special Mandatory Signals should also have been entered in the Panel Zones for this CSID's assigned Communicator Format.

← If you want to override that pre-defined behavior of these Mandatory Signals or any of the pre-defined Panel Zones) you may do so here.← There are four Mandatory Signals that actually present an Alarm Event to an Operator who is Signal Processing and may require some customization on a Subscriber by Subscriber basis.Signal ID - Description (Type of Signal)


← FC* - Failed to Close (Supervised Event)← FT* - Failed to Test (Supervised Event)← FR* - Failed to Restore (Supervised Event)

← There are also occasions where the default Panel Zones defined for their Communicator Format need to be added to or edited. As needed, you may override the default Panel Zones behavior on this form and add additional CSID Zones as required. ← Adding a CSID Zone with the same Panel Zone Signal ID and Physical Zone combination will tell the Monitoring module to use this definition - not the Panel Zone entry.

← Click the Monitoring Bar on the Subscriber form Outlook Bar and then Click on the Monitoring

icon.

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← In the Subscriber Panel(s) section of this form, Click on the CSID line whose Panel Zones need to be added to or edited.

You may define any number of customized Zone Codes to modify the pre-defined Panel Zones behavior.

← To do so, Click the CSID Zones Icon. Click the Add button on the CSID Zones form's Navigator bar and enter the requested information.

← Signal ID - The Signal ID may represent different things depending on the Communicator Format your are defining. The Signal ID represents the type of signal (Signal Identifier) being transmitted to your Central Station.

← In the basic communication formats (i.e. standard 3/1, Radionics 3/1) the Signal ID will be the Condition Identifier and will also be the actual Zone Code transmitted. ← The SIA format transmits a two character Condition identifier preceding the Zone identifier. This two character code will be entered as the Signal ID← In the standard 4/2 format the first number usually represents the actual Alarm Condition or type of event. The second number represents the Zone that was effected. The first number would be entered as the Signal ID (the second would be the Physical Zone - see below).← With ADEMCO Contact ID the Signal ID would be the actual Event Identifier or the Restoral of that Event (i.e., E110, R110, etc.). The Subscriber's actual Zone Number would be entered in the Physical Zone field (see below).

← Physical Zone - Except for the standard 3/1 and Radionics 3/1 formats whose Signal ID is also their Physical Zone, all other signals contain a Signal ID followed by a Physical Zone identifier. In many cases you will not have to enter a Physical Zone at all. If the same Signal ID precedes many Physical Zones, by leaving the Physical Zone field blank, you are indicating to the Monitoring module that all Physical Zones with this same Signal ID are to be processed in the same manner. Later, as you define a specific Subscriber's CSID Zones you may identify a Signal ID and Physical Zone combination that has a different set of Processing Rules.

← In the Standard 4/2 format the Physical Zone is the second digit.← In SIA format the Physical Zone information follows the Condition Identifier.← In Contact ID the actual Zone Number is transmitted as a three-digit number.

← Alarm Code represents the Alarm Condition Code or other supervisory Condition this CSID Zone is reporting.

← The Condition Codes must first be defined in Maintenance|Central Station Items|Conditions.

← Then select the appropriate Condition Code from the Drop Down Selections Box containing the available pre-defined selections.← The Priority of this Event is determined by the Alarm Condition selected.

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← OCTAR Code - All Signals (Alarm Events, Supervisory Signals and Restorals) fall into one of five signal categories. We refer to this as their OCTAR code.

These are Alarms, Openings, Closings, Tests, and Restorals. Select the type of signal you are currently defining.

← Open - Select Open if this Signal represents the report of a system Opening.a) Passive (unsupervised) Opening Signals must still be marked as Open

but will have no Opening & Closing Events Schedule defined.b) If a Subscriber will have Supervised Opening & Closing Events you must:

Define the rules for this Supervision using the Opening & Closing Events form

On the Central Station Information form:← Then Check the Openings & Closings Supervised box on the Subscriber's Central Station information form.← Select the Report Frequency for how often the Opening and Closing Report will be sent to this Subscriber.

← Close - Select Close if this Signal represents the report of a system Closing.a) Passive (unsupervised) Closing Signals must still be marked as Close

but will have no Opening & Closing Events Schedule defined.b) If a Subscriber will have Supervised Opening & Closing Events you must:

Define the rules for this Supervision using the Opening & Closing Events form

On the Central Station Information form:← Check the Openings & Closings Supervised box on the Subscriber's Central Station information form.← Select the Report Frequency for how often the Opening and Closing Report will be sent to this Subscriber.

← Test - Select Test if this Signal represents a Supervised repetitive Test Signal that will be transmitted by the Subscriber. Although you are defining the default behavior of this Zone you must still activate this Test Supervision on a Subscriber by Subscriber basis by entering their Account Testing Information.← Alarm - Most signals represent an Alarm. Within the Monitoring module, an Alarm is EVERY event that is not an Opening or Closing, a Supervised Test, or a specific Restoral signal. ← Restoral - When a defined Alarm Signal is eventfully followed by a Restoral signal, that Restoral signal must also be defined and assigned an OCTAR code of Restoral.

← Operator Action - Many Panel Zones require no Operator Action such as Passive (log only) Opening & Closing Signals.

Define what the default response requirements will be for this Panel Zone.

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← Response Needed - Check the Response Needed box if an Operator needs to respond to this signal. Unsupervised passive (log only) events do not need to be responded to, and neither does Supervised events (they will generate their own alarm event if the Supervised event is missed).

← Dispatch - If any Response is needed, select the appropriate responding authority to which the Operator must request a Dispatch.

1. In some cases, a Panel Zone may represent a Freezer or High Water Alarm or some other event that does not require a Police, Fire or Ambulance response.

2. In these cases, define the event as a response needed BUT remember that each Subscriber who will use this Panel Zone for this Communicator Format must have this Zone redefined on the Subscriber's CSID Zone form.

3. If the Dispatch is not one of the pre-defined Police, Fire and Medial telephone numbers established in the Town Codes form:

Select Other

Insert the appropriate name of the Person to Dispatch to from the People to Call Contact List.

← Verify Signal - If the signal does require a Response by an Operator, indicate whether this signal should be Verified prior to the Dispatch.

← Description of this CSID Zone.

Enter any required information describing this Zone within the Subscriber's system.← Call Order (Notification) information is established by selecting names from the Available to Call list.

← To add a Name to the Call Order list, Click on that name in the Available to Call

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list, then Click the Right Pointing hand icon to move the name to the Call Order list.← To remove a Name from the Call Order list, Click on that Name and Click the Left Pointing hand icon.← To relocate a Name on the Call Order list, Click on that Name and Click the appropriate Up or Down Pointing hand icon.

← Restoral Information - There are many ways to Supervise a Restoral.

← Zone - Enter the Signal ID of the Panel Zone that will represent the proper Restoral for this Signal. Entering a Signal ID of the Panel Zone here indicates that you want the Monitoring module to track this Restoral and:

1. Show on the Non-Restored Alarms Report that this event has Failed to Restore

2. Include in the Non-Restored Alarms counter on the Alarm Processing screen.Remove it from both the Non-Restored Alarms Report and the Non-Restored Alarms count when the Restoral is finally received.

3. Connect automatically the Physical Zone code that was transmitted for this Signal ID's Alarm Event with the Physical Zone code transmitted with the Signal ID of the Restoral Event.

← Minutes - If the Restoral (or follow up Closing) must occur within a specified number of Minutes or an additional "Failed to Restore" Alarm Event must be generated, enter the number of Minutes allowed before the follow-up event is required. This feature is extremely useful for accommodating two issues revolving around Restorals.

1. Equipment Supervision that does not require an immediate response but needs to be "watched". Freezer Alarms (during defrost cycles), Temperature Alarms (at certain times of the day), Power Alarms (from intermittent power failures), and other similar events may report a signal but then restore within a few minutes negating the need for any Response. By delaying the response time (in Minutes) you can eliminate unnecessary Operator dispatches.

2. Unpredictable Openings that must then be supervised to ensure a timely Closing occurs. This feature is particularly useful when a premises is Opened for some kind of maintenance in off-hours or at unpredictable times (such as ATM machines). By entering a Closing Panel Zone in the Restoral Zone field and entering the number of Minutes that the visit (i.e., restocking of the ATM, cleaning of the building, Guard tour, etc.) will require then if a Close does not occur in the proper time the Operator will be alerted.

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Call List Information - The People to CallCall List Information is required in the Monitoring Module to provide the Operator processing a Subscriber's Alarm Event to notify someone (a designated "responsible party"), in addition to the normal "Dispatch", that this Alarm has occurred.

Pass Code is an alphanumeric expression that will be used by a Subscriber to identify them during a Telephone Conversation with the Central Station.← This form also provides a means to enter Passwords (Pass Codes) and User ID Numbers for identifying Authorized Employees who may need to communicate to the Central Station by telephone and therefore will need a reliable method to Identify themselves.

← Click the Call List Icon on the Monitoring Menu bar of the Subscriber form's Outlook Bar to enter the People to Call.

← Enter whatever information is appropriate for this person.← Name and Address of this Contact.← Pass Code for this Contact which may be up to 30 characters in length. The Pass Code is used to identify an Authorized Employee who will need to communicate with the Central Station by telephone and therefore will need a reliable method to be Identified.← User # - If this Subscriber uses a Communicator Format which supports the transmission of the identification number of a User who Opens or Closes the premises, enter the User # that will be transmitted by their Panel.← Check this box if this Contact Has Keys to the Premises of this Subscriber?

← Save the entry using the Navigator Bar at the top of the form. ← The basic entry must be Saved before entering the Contact's Phone Numbers.Then, please read the instructions about Telephone Number Entries.← Enter the Call Numbers:

← Any number of Phone Numbers may be entered for this Contact.

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← These entries may represent any Number Type .← If that Number Type is an Alpha Pager, the Page's Modem ID in the Pager information column.

← Save the entry using the Navigator Bar on the Call Numbers section of the form.

Contact Phone Numbers Each Call List Contact record may have any number of Contact Phone Numbers attached.

← Once you have entered and Saved a Person to Call, Click the Add button on the Call Numbers section's Navigator bar on the bottom of the People to Call form to enter that Contact's Telephone Contact Number(s).← Enter the Phone Number, and any required Extension.

← Each Phone Number must be identified by Type . Click the Drop Down Selection Box provided to select the Number Type of Call Number this item represents.Please Read the instructions about Telephone Number Entries.← Enter a Pager ID (if this is an Alpha Pager Number that requires one), or a brief Note that may be required if this area is not being used for a Pager ID.

← Click the Save button on the Navigator bar on the Call Numbers section of the form or by pressing the Down Arrow to start another Phone Number record.

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Call OrderAfter you enter People to Call in the Call List information form you may want to rearrange the default order in which they will appear on the Panel Zones and CSID Zones forms.

← (If you are not already on the Central Station form, on the Subscriber form's Outlook Bar, Click the Monitoring Menu bar and then Click the Monitoring icon to view the Subscriber's Central Station Information.)

← Click on the Name to be moved.← Using the Up and Down Pointer hand icons, move the Name to the desired position.← [You may also use the Click then Drag and Drop sequence to move a Name]← If you are not satisfied with your changes and want to start over, Click Reset← Once you have made the desired changes, Click Update to permanently save your changes.

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Opening & Closing Events - Supervision AccessOn the Central Station form accessed with the Monitoring Icon on the Monitoring Menu bar on the Outlook bar on the Subscriber form, Click the Events Icon to enter the supervised Events for this Subscriber.

← When you are required to Supervise access to a Subscriber's Premises, this form will be used to define When they will have (and optionally Who may have) this access.

Supervised Events← A Supervised Event is an Opening, Closing, Test, or Restoral (signal) that must be received from a Subscriber by your Central Station within or by a certain time. It may be further defined by specifying the frequency [which Day(s), after how many Days, or how often each day] this signal should be transmitted to your Central Station.← When a Supervised Event fails to occur as required, an Alert Message is received. This may be either an Alarm Event displayed on the Signal Processing screen or an entry in a report (i.e., Failed to Test Report, Non-Restored Alarms Report, etc.) that alerts your company to an exception of this Supervised Event.← The Supervised Events scheduled for the current day may be edited using the Temporary Events form accessible form within the Signal Processing screen.← Entering Opening and Closing Supervised Events:

← Select by Day - Check the Day(s) that apply to this record. You may individually Click the appropriate Day(s) that this entry represents or use the Days Quick Select feature explained below.← Window Type - Check the type of Supervised Event this record represents. You may define a supervised Opening, Closing, Multiple or Holiday event on this form.

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← Opening/Closing - Opening or Closing events must indicate the required time - within the range defined - and Day(s) if this is temporary, that this Opening or Closing must occur.← Multiple - Multiple events indicate that an Opening and Closing may occur repeatedly during the Time range (and optionally Date range) defined. If you have a Subscriber who comes in and out a random times during the day but requires that you ensure that their premises is Closed at a particular, define a Multiple event for the Day time Hours and a Closing event for the Closing time required.← Holiday - The Holiday Event means that your ARE Closed. The Starting and Ending Dates and Times indicate WHEN you will be Closed. If you Click Holiday, the Temporary field will be Checked and you will need to enter the appropriate Start/End Times and Dates.

← Days Quick Select - If your entry "fits" one of these pre-defined set of Day(s), Check the Code representing the Day(s) for this Opening, Closing or Multiple Event entry. Click the Custom to manually define the appropriate Day(s).

← All - Checks All Days of the Week.← M-F - Checks Monday through Friday.← MWF - Checks Monday, Wednesday and Friday.← S-S - Checks Saturday and Sunday.← M-S - Checks Monday through Saturday.← T-T - Checks Tuesday and Thursday.← Custom - Allows you to define any Days (the default).

← Temporary? - If this Event is a Temporary schedule, Check Temporary and then you will be permitted to enter a Start and End Date (see below) for this entry.

← Force Verify? - In some cases, a Subscriber who is being Supervised may still want you to Verify each Opening when it occurs. If this forced Verification is required Check Force Verify.← Start/End Time & Date - Enter the Starting Time (and optionally the Date) for this Event. If this is an ongoing Supervised Event, enter only the Start and End Times. If this is a Temporary Event, one that will only be supervised for a specific set of days, Check Temporary (see above) and enter the appropriate Start and End Dates.← Area/Partition - Normally you will Click None. However, if this record is defining

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a Supervised Event for only One of up to Eight partitions normally available within a system, Click on the appropriate Partition number.

← User - If this Supervised Event requires that only certain Users (among all of the defined User ID numbers previously entered in this Subscriber's Call List information form) are permitted to Open or Close at this time, enter their User Code(s) here. Select the User with the Drop Down Selection box provided.By entering User Codes you are restricting whom among all defined Users (and undefined Users) is allowed to Open or Closing within the Times (and Dates) defined on this particular form.

← Next Scheduled Event - This information will be inserted automatically by the Monitoring Module and cannot be changed directly by the user.

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Account TestingIt is important to know when and if your Subscriber's system can communicate to your Central Station. Account Testing supervision may take many forms from any signal received every other year being considered a valid test, to a specifically assigned Test signal being received every five minutes.

← This Account Testing Supervision is provided as part of the Monitoring module.← Account Testing information is entered when a Subscriber wants the Central Station to supervise a periodic test signal.

← To define a Subscriber's Account Testing supervision requirement(s) Click the Account Test

icon on the Central Station form's Outlook Bar accessed from the Monitoring Menu bar of the Subscriber form.

← You may define any number of Account Testing records for a Subscriber as may be needed to fulfill their (and your) Testing Supervision needs.← There are seven areas on the Account Testing form. Five may be edited; the Monitoring module maintains the other two.

← Signal Type - There are three different Signal Types that may be defined to represent a what a valid test Signal will be for this Subscriber (for this particular Account Testing record). When the appropriate Signal Type is received, the Test Event will be considered Valid and the Subscriber's internal Test Timer for this Account Testing situation will be reset (based on the Test Frequency - see below - established for this Test) to await the next valid Test Signal. Click the Radio Button that best represents the type of Test Supervision you require.

1. Any Signal - Any Signal received from the Subscriber will be considered a Valid Test and will therefore reset the test timer and await the next test at the prescribed interval.

2. Closes & Tests - Only Closing and specifically defined Test Signals received (based on the Panel Zone or CSID Zone OCTAR Code) from the Subscriber will be considered a Valid Test.

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3. Tests Only - Only Test Signals received (based on the Panel Zone or CSID Zone OCTAR Code) from the Subscriber will be considered a Valid Test.

← Test Frequency - Enter the Test Frequency (the time difference between Tests Signals) based on the Signal Type selected above).

1. Any Combination of Days, Hours and Minutes may be used.2. Subscribers who do not actually send a test Signal may be automatically set up for

Tests by simply requiring them to send some Signal Type every 180 (1 to 999) Days.3. High Security locations may be supervised for a test every few minutes.4. Multiple Tests per Subscriber may be established, if required by adding additional

Account Testing records. ← Test Options - All Failed To Test situations - by default - are included on the Failed To Test Report until a valid test signal is subsequently received.

1. Generate Alarms - You may however, require that a Test Failure be reported immediately to the Operator (via a Failed to Test Alarm Event). To do so, Check Generate Alarms.

2. Auto Reset - If you have chosen to Generate an Immediate Failed to Test Alarm Event as soon as the Subscriber's Test Timer has expired, this Failed To Test situation - once it occurs - is considered perpetual until a valid Test Signal is eventually received. a. To override this default behavior, Check Auto Reset and - using the Test Frequency

entered above - the Operator will be periodically alerted via a new Failed To Test Alarm Event at the next (and each subsequent) expiration of that Test Timer period - unless a valid Test Signal is actually received.

b. In that case, when the real test signal is transmitted, the Subscriber's Test Timer will be reset based on the actual time the Test was received.

← Start Date & Time - Specify the Date and Time, after which this Test should be tracked.← Start and End Conditions - In some cases you may only want Account Testing supervision to occur AFTER a certain Condition occurs and continue only until another certain Condition occurs.

1. All Signals whether defined in the Panel Zone or CSID Zone forms are assigned Alarm Condition Codes.

2. Many Panels only send Test Signals when the premises is Closed up to when it again Opens. In these cases, no Account Testing could take place during the Open periods.

3. Other situations may dictate that Account Testing should only occur after a particular type of Alarm Condition Codes received and continue only until another type of Alarm Condition code is received.

4. If you want to limit Account Testing to these situations, enter the Starting and Ending Alarm Condition Codes that will dictate the required Account Testing periods.

← Test Status - the Monitoring module displays The Test Status of the Subscriber.← Last Test Received - the Monitoring module displays The Zone Code of the Last Valid Test from the Subscriber.

TNotes Button

←

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Look Up Account InformationThere are many times, when dealing with Subscriber information that you will need to quickly Look Up Account Information of one type when all you know is some other - unrelated - piece of information about that Subscriber.

← This is especially true while you are doing Signal Processing.← You may Look Up Account Information relating to anything but Accounting Information using the File|Central Station|Look Up Ac Info selection, or while in Signal Processing, select the Look Up

Account icon.

← To use this form, locate the appropriate Subscriber. ← Select the Look Up icon.← Choose the Search By method.← Enter the Search Characters of the desired Subscriber.← Click on the appropriate Subscriber line.

← Use the Account Options Menu bar's CSID and Panel Zones, Alarm History, Call Info, etc. Icons to locate additional information relating to the selected Subscriber.

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Alarm EventAlarm Event information includes

← The Signal (a brief description of the type of Alarm Condition), ← The Signal ID and Zone code combination actually received as defined in the Panel Zone table for this Subscriber's Communicator Format or a specific CSID Zone defined for this particular Subscriber.← The Description of this event as defined in the Panel Zone table for this Subscriber's Communicator Format or a specific CSID Zone defined for this particular Subscriber.

← If the Signal ID and Zone code combination actually received does not match a previously defined Panel Zone or specific CSID Zone defined for this particular Subscriber; and/or the CSID has not been previously assigned to any Subscriber, this Alarm Event will appear as an Invalid Alarm.

Dispatch - The process of Telephoning a designated Police or Fire Department, an Emergency Medical Response Agency or some other Specialist or Service provider for the purpose of providing assistance for, or resolution of, the Alarm Event (the current Signal the Operator is processing).

Signal Processing - F5The Signal Processing form allows you to Process Incoming Alarm Signals and those placed on Hold.

← The Signal Processing from is available in the Monitoring module.← To access Signal Processing, select File|Central Station|Signal Processing or from the main desktop, Press F5.

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← The Signal Processing form provides Signal Information about the Alarm Event; Subscriber related information and other general information about the account.← Processing an Alarm Signal:

← Signal Information - The Signal Information section of the Signal Processing form displays the actual Alarm Event or Supervisory related situation that requires Operator action.

← The Signal (a brief description of the type of Alarm Condition),

← The Signal ID and Zone code combination actually received as defined in the Panel Zone table for this Subscriber's Communicator Format or a specific CSID Zone defined for this particular Subscriber.← Sounded At displays the date and time this event was received by this Operator.← The Description of this event as defined in the Panel Zone table for this Subscriber's Communicator Format or a specific CSID Zone defined for this particular Subscriber.

← Subscriber Information - The Subscriber Information section displays (if this is not an Invalid CSID) the Name and Address of this Subscriber. Additional information about this Subscriber will be displayed if available (and appropriate):

← If the Subscriber is being Monitored for another Dealer, that Dealer's name will appear.← The Password for the Account if defined, will appear.← The Account Type will be shown.← The Subscriber's Panel Type, defined on the Central Station information form

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will be shown.← If you Click the "i", the Panel Operating Instructions box for their Panel Type will be displayed.

Click the Panel Operating Instructions Close box or press Escape to clear this form from the Signal Processing screen.← The Signal's Incident number assigned to this event is shown.← The status of up to eight Open/Close Areas ("O/C Status") will be displayed.

← Other Special Information← Directions - The Directions to the premises entered on the Service tab of the Subscriber form.← Comments - Comments entered on the Subscriber form.← Related Alarms - If any other Related Alarms for this Subscriber are Pending in the Alarm Stack, these will be listed.← Recent History - Lists the most recent Alarm History for this Subscriber.

← Processing an Alarm Signal← Verification -

← Dispatch -

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← Operator Notes -

← Contacts -

← Put a Signal on Hold - ← Complete a Signal -

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← Completing Related Alarms -

← The Signal Processing form has its own Outlook Bar with four Menu Bar Selections.You may access the icons available within each of these Menu Bars by Clicking on that Menu Bar or by pressing Control+Alternate and that Menu Bar's number at the same time.

← The Signal Action Menu bar offers Special Actions icons needed to process alarms and other supervisory events.

← Notes

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← Account Look Up

← Temporary Events

← Poll On/Off

← Manual Signal

← Complete

← Hold ← The Municipality Info Menu bar offers icons to access the Police, Fire and Medical response telephone numbers that are available for this Subscriber. Click the appropriate icon to call that responding authority.← The Call List Menu bar offers icons to access the individual People to Call available for this Subscriber.

← When you Click the Call List Name, the various types of telephone numbers entered for this person will be displayed. ← Click the appropriate Contact Type/Number to be Dialed.

← The From Scale Menu bar offers icons to allow the Operator to alter the display size of the Signal Processing form itself.

← You may shrink or expand the form size from 75% of normal to 200% of normal.

← Click the desired Size % Icon. ← To enable you Sizing selection, Close the Signal Processing form and then re-open it.

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Operator NotesCentral Station Operators, in the course of Signal Processing, are sometimes required to make Operator Notes relating to conversations they have had, or steps they have taken.

← The Signal Action Menu bar on the Signal Processing screen contains a Notes icon.← Click Notes and enter any Notes or Comments required.← Click OK to save the Operator Note.

HoldWhile Signal Processing, it is sometimes necessary to place the current Signal on Hold.

← To place an Alarm Signal on Hold, Click Hold . This will clear this Signal from the Operator's screen and return it to the Alarm Stack and display an Alert Box indicating this has occurred

.← This Signal later may be recalled form the Alarm Stack by Clicking on it.

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Complete SignalWhile Signal Processing, at some point the current Alarm Event on screen will be considered a Completed Alarm Signal. The Operator has completed all of the required steps to properly "Process" this Signal and wants to remove it (permanently) from their screen.

← To do so, Click the Complete Icon on the Signal Action Outlook Menu bar.

← Related Signals - These are Pending Signals from the same Subscriber which have not yet been displayed on screen.

← If there are other Pending Signals in the Alarm Stack for the same Subscriber, the Operator may Complete these Related Signals at the same time.← To do so, Check the Complete box (in the Related Signals area) for each Signal to be completed.← To identify Signals that should not be marked as Complete at this time, be sure to Un-Check that box.

← After you have selected the Signals to Complete (if required), Click OK.← Then Select the appropriate Resolution Code for this Completed Signal using the Drop Down Selection box provided. If you have a large number of Resolution Codes defined, you may search for the proper one by typing the first few Search Characters of the desired code's description.

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Poll On/OffPoll On/Off is used to control whether or not the Operator wants to be Polling the Alarm Stack for Pending Signals.

← Polling is the process of periodically sending a Request to the Alarm Stack for the next available Signal.← Poll On/Off is a switch. Click to turn it OFF and Click again to turn it ON.

Temporary EventsTemporary Events are those Supervised Events and previously defined in the Subscriber's Events form, the Account Testing form and previously entered on this Temporary Events form.

← The Temporary Events feature is only available with the Monitoring module.

← While Signal Processing, Click on the Tmp Events icon to view the current ("Today’s") list of Temporary Events.

← Icons on the Options Menu bar of the Temporary Events form are used to "Operate" the form:

← Look Up S... - Click this icon to Look Up the Subscriber whose Temporary Events (those events that are scheduled for "today") you need to View, Add to, Edit, or Delete. See F2 Subscriber Search for instructions on how to use the Look Up form.

← Reset - To view All Temporary Events for "Today", Click the Reset icon.

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← Using the Temporary Events for to View, Add to, Edit or Delete the day's scheduled Events.

← Always Click Look Up and select the appropriate Subscriber first.

← Click Add to enter another Event - 1. If you need to create a new Supervised Event for the current day, Click Add on the

Navigator bar.2. Enter the Type of Event you are defining using the Drop Down Selections box

provided.3. Enter the Area of the Subscriber's system to be supervised. By default, No Area is

selected ("None") because most Subscribers do not supervise Openings and Closings by Area. If this Subscriber is an exception, use the Drop Down Selections box to select the

Area number.4. Enter the Next Scheduled Event information as required.

5. The Event Information box will be updated to show when this Event should Start and End.

← Edit an Existing Event - After using the Look Up icon to select the correct Subscriber, Click on the Event to be edited.

Edit the Type, Area, and/or Next Scheduled Event information as needed. Once the record

is Saved , the Event Information box will be updated to show when this Event should Start and End.← Delete an Existing Event - After using the Look Up icon to select the correct Subscriber, Click on the Event to be Deleted and Click Delete.

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Manual SignalFrom time to time, while Signal Processing, it may be necessary to recreate Alarm History that occurred while all Polling was turned Off.

← From the Signal Processing screen Click Manual Signal and enter the required Signal Information.

← Using the Drop Down Selection box provided, type in the first few characters of the Subscriber's CSID (for whom you will be entering this Manually Generated Signal) and then highlight and select the appropriate Subscriber.

← After selecting the Subscriber, the current Time and Date will be automatically inserted. You may edit this Time and Date information as required.

← Use the Drop Down Selection box provided to enter the Signal ID.

← Repeat this process for selecting the Physical Zone (if one is required).← If the Manual Signal requires an Area Number (by default it will be 1) or a User #, enter this information.← Click OK to place this Manual Signal into the Alarm Stack where it will be forwarded to the next available Operator (not necessarily you).

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Alarm Stack - F6The Alarm Stack is available when you have added the Monitoring module.

← The Alarm Stack lists the Signals that have not yet been Completed.← The view the Alarm Stack, select Files|Central Station|Alarm Stack.

← Stack Options - Choose to view All Signals, only Pending Signals or just Signals on Hold. Click the appropriate Radio Button. All Signals is the default list.← Signal Information - The Signal Information section of this form lists the Signals you selected in Stack Options.

← Priority - The assigned Priority level of this Signal.

← Time - The exact Time this Signal entered the Alarm Stack.← Description - ← CSID - The CSID received.← Account Info - ← Signal ID - The Signal ID received.← Zone - The Physical Zone code received.← Status - The Status Code for this Signal

1. P - Pending2. O - On Screen3. H - On Hold

← Operator - The Operator who has this Signal On Screen← Vehicle Dispatch - Currently Not in Use.← Stack ID - Each Signal is assigned a Stack ID number when it is received.

← Using the Work on This One icon .← This allows the Operator to Select a Pending or On Hold Signal from the Alarm Stack for Signal Processing.

← Clicking the icon displays the selected Signal on a Signal Processing window in Non-Polling mode. The Operator may then Process and Complete the selected Signal without getting the next Pending Signal immediately thereafter.← Signals that are currently On Screen may not be selected.

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Central Station ReportsThe Central Station Monitoring module provides many reports to help you review, report, and analyze the results of your Signal Processing procedures.

← To access the Central Station Reports, select Reports|Central Station and choose the desired report.

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Alarm Activity ReportsAlarm Activity Reports provide a method to list (selected) alarm events (Signals) and the steps taken by the Monitoring module and/or the Operator to resolve them and may be reported for selected Subscriber(s).

← The Alarm Activity Reports are available with the optional Monitoring module.← To view an Alarm Activity Report, select Reports|Central Station|Alarm Activity.

← Make your selections based on the current need.← Report Options - Click on the appropriate choice.

← All Subscribers - List Alarm Activity for All Subscribers who meet the Report For specifications (the default). If you monitor alarms for other Dealers, you may also specify that there be a Page Break on New Dealer and whether to Reset Page Numbers for each new (the next) Dealer.

← One Subscriber - Click One Subscriber and using the Subscriber

selection box, choose the Subscriber to be reported.

← One Dealer - Click One Dealer and using the Dealer selection box, choose the Dealer to be reported.

← Report for - The report may be printed for a complete Month (or your choosing) or for whatever Dates required.

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← One Full Month - Click on the Month to be reported.

← User Specified Time - Enter the Starting and Ending Dates and Times to be reported.

Alarm History SummaryFrom time to time it is necessary to view a company's Alarm History Summary.

← The Alarm History Summary report is only available with the Monitoring module.← View this report select Reports|Central Station|Alarm History Summary.

← The Alarm History Report will summarize all Alarm Signal Activity received from all of your Subscribers as follows:

← Total History Calculated - Total number of Signals on which this report is based.← Average Signals per Day - Total Signals divided by the number of Days in the selected "Report For" date range.← Average Openings & Closings per Day - Total number of Opening & Closing Signals (as identified by the Signal's OCTAR code being an "O" or a "C") divided by the number of Days in the selected "Report For" date range.← Average Test Signals per Day - Total number of Test Signals (as identified by the Signal's OCTAR code being a "T") divided by the number of Days in the selected "Report For" date range.

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Alarm TicketsAlarm Tickets are a detailed report of exactly what an Operator did during Signal Processing for a particular Alarm Event.

← The feature is available with the Monitoring module and is mandatory with the UL Listed version.← To view Alarm Tickets select Reports|Central Station|Alarm Tickets.

← Make your selection and entered the required Alarm Stack ID(s).← Report For - Select which Signals require an Alarm Ticket.

← One Alarm Only - Enter the Alarm Stack ID number assigned to the Signal by the Monitoring module during Signal Processing.← Group Of Alarms - You may print Alarm Tickets for a contiguous group of Alarm Events (those received in a certain time frame determined by their Alarm Stack IDs). Enter the Starting and Ending Alarm Stack ID's

← All Alarm Signals - ← Alarm Stack ID - You may print Alarm Tickets for the entire month. In this case the system will insert the Alarm Stack IDs.

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Subscriber Information FormsSubscriber Information Forms report will list the Monitoring Information for one or more specified Subscribers.

← Select Reports|Central Station|Subscriber Information Forms to Preview or Print this report.

← The Subscriber Information Forms report dialog:← Report Type - The report is available in two formats:

← Full Information format - Lists everything entered for this Subscriber that relates in any way to Central Station Monitoring (i.e., Name and Address. CSID(s), Call List, Communicator Format and Panel Zones, CSID Zones, Supervised Events, etc.). ← Short List format listing just the Subscriber ID, Account Name and primary CSID. Additionally, to Print Address on Short List, Check that box.

← Report Order - This report may be sorted and printed in (Primary) CSID or Subscriber Name order.← Show on Report - If the Report Type selected is Full Information, by default, all the boxes will be Checked. The User may de-select any or all of these as required by removing the Check mark.

← Call List Information - The People To Call.

← CSID Zones - The Subscriber's specific Zones that override the Panel Zones defined for the Communicator Format(s) assigned to the CSID(s).← Panel Zones - The default Zones set defined for a Communicator Format.← Events (O/C) - The Supervised Events defined for the Subscriber.← Test Schedule - The Account Testing Information defined for the Subscriber.← Temporary Notes - Not yet implemented.

← All or One Subscriber - You may print this report for All Subscribers or One Subscriber. If One Subscriber is selected, you may identify that Subscriber By Name or By CSID using the Drop Down Selection box provided.

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Call List Verification ReportThe Call List Verification Report allows you to send a form to each of your Subscribers asking them to Verify the information you have on file.

← The Message contained on this report (that precedes the list of the Call List names and their related information) must first be defined in the Central Station User Options form.← Select Reports|Central Station|Call List Verification to run this report.

← You may Report for All Subscribers with a CSID defined or select a specific one. If you choose One CSID you must enter that CSID in the space provided.

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Dealer Breakdown ReportThe Dealer Breakdown Report is used with the optional Monitoring module to review the status and activity levels of that Dealer.

← Once you have setup a Dealer Monitoring arrangement and defined that Dealer, you will specify certain acceptable levels of activity in the Dealer forms Signal Information section.

← The Dealer Breakdown Report will compare these established Maximums with actual signal activity and also report the number and types of accounts, number and types of signals, and other related information.← To view the Dealer Breakdown Report select Reports|Central Station|Dealer Breakdown.

← Make your selection of Dealer(s) and choose the period to be reported.← Report For - You may report All Dealers or One Dealer (select that Dealer in the Dealer Code box provided).← Report Dates - Enter the Start Date and End Date for this report. The Dates entered must be within the same month.

Dealer ListA list of each Dealer Code and Name is available in Reports|Central Station|Dealer Code Listing. The illustration below shows the typical contents of this listing.

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Excessive Signals ReportFalse Alarms!

← Nothing gets the local responding authorities more upset than a Subscriber who repeatedly creates False Alarms does. The Excessive Signals Report will provide you with a listing of Subscribers who have exceeded the signal activity limits you will set below (or the Dealers who have exceeded their previously defined limits).← To help track these problem accounts (and problem Dealers with the bulk of these accounts), use the Excessive Signals Report by selecting Reports|Central Station|Excessive Signals.

← Enter your report requirements.← Report For - You may report All Accounts or the Accounts assigned to 1 Dealer Only. If you select One Dealer, you must enter the desired Dealer code using the Drop Down Selection box provided.← Signal Counts - If you chose All Accounts (above) you must then enter the Maximum Active and Passive Signals allowed (before they - the Subscriber - will appear on this report).← Reporting Period - Enter the starting (Report From) and ending (Report To) dates for this analysis.

Failed To Test ReportThe Failed To Test Report will provide a listing of all Subscribers who were required to send a periodic signal of some type as defined in the Account Testing form.

← The report is only available with the Monitoring module.← If a Subscriber's system does not report in at the prescribed time, their name will appear on the Failed To Test Report until such time as they do.← To view the Failed To Test Report select Reports|Central Station|Failed To Test.

← You may View of Print this report.

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Monitored Accounts ReportThe Monitored Accounts Report, generally used with the Monitoring module but available with any MKMS version 2.x module, will calculate the total number of Subscribers who are being Monitored (i.e., have one or more CSIDs defined on their Central Station Information form) AND who have been assigned an Account Type code. The Subscribers are summarized by their Account Type.

← Therefore each Accounts Type that has one or more Subscribers assigned to it who are also assigned one or more CSID’s will be included in this report's count(s).← Select Reports|Central Station|Monitored Accounts to view or print this report.

Non-Restored Alarms ReportThe Non-Restored Alarms Report is only available with the Monitoring module.

← Many Panel Zones (or CSID Zones) are defined with a Required Zone Restoral.← Once one of these Signals which have been identified as needing a subsequent Restoral Signal have been received, until their required Restoral has been received, the Subscriber will appear on the Non-Restored Alarms Report and will be included in the Signal Processing system's Non-Restored Alarms count.← To view the Non-Restored Alarms Report

← Select Reports|Central Station|Non-Restored Alarms. ← Select whom you would like the Report For.

← If you choose to see only One Dealer's information, select that Dealer's Name using the Drop Down Selections box provided.← If you have selected All Dealers, and want each Dealer's section reported on it's own page, Check Page Break on New Dealer.

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Open/Close ReportSupervised Subscribers generally require that they receive an Open/Close Report periodically listing when and who Opened and Closed (and when they failed to do so) their premises.

← This Open/Close Report is only available with the Monitoring module.← The Open/Close Report is formatted so that it may be mailed directly to the Subscriber using a standard #10 window envelope.

This Open/Close Report is only available with the Monitoring module.← Only those Zone Codes (Signals) will be listed whose Alarm Condition Code was marked on

the Alarm Condition Codes form's Report Options section was to be included on this Open/Close Report!← To view the Open/Close Report select Reports|Central Station|Open/Close and enter make the selections that provide you with the Opening and Closing information you require.

← Report Options - This report may be printed for All Subscribers, One Subscriber or One Dealer (all Subscribers assigned the same Dealer code). If necessary, enter the Subscriber or Dealer using the Drop Down Selections box provided.← Report Type - This report may be printed for those Subscribers who have chosen to receive their reports either on a Daily, Weekly, BI-Monthly or Monthly basis as indicated on their Central Station Information form in their Report Frequency

field.← Specified Dates - Keeping in mind the Report Type you have selected, enter the From Date and To Date.← Format Choices - You may also specify other formatting preferences.

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← Print Attention Line? - Do you want the Attention Line entered on the Subscriber Information form included in the Subscriber's Address Information?← Print Passcodes? - Do you want the Subscriber's Passcode and Call List information appended to this report so that they may review it and report back any required changes, additions or corrections?← Print Detail On Each Signal - Do you want to have the Detail (description of each action that an Operator took) for each listed Signal included on this report?← Include Incident Numbers? - Each Signal is assigned an Incident Number when it is received by Signal Processing. Do you want this Incident Number shown on the report?← Print CSID? - These reports may include confidential information, including their CSID itself. Do you want the Subscriber's CSID printed on these reported?

Response Time Analysis ReportYour Central Station Operators are continually Processing Signals.

← How are they (and your Central Station) doing overall? How long does it take to acknowledge an Active Signal? How does that compare to a previous period?← To compare one period's Response Time performance with another, select Reports|Central Station|Response Time and enter the period to be reported (Report From and Report To dates).

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Still Opened or ClosedCentral Station Operators frequently want to know who is Still Opened or Closed and will use this report to view this information

← The Still Opened or Closed report is only available with the Monitoring module and lists those Subscribers who are still open or closed, as requested.← To view this report, select Reports|Central Station|Still Opened or Closed.

← Make your selections as required:← Report Order - This report may be listed in Subscriber Name or CSID order.← Report of Accounts - You may list Subscribers who are EITHER Still Opened OR Still Closed.← Report For - You may list All Subscribers or only those Subscribers assigned a specific Dealer code. If you choose One Dealer Only, select that Dealer using the Drop Down Selections box provided.

Conditions Codes ListAlarm Condition Codes are used to identify the Subscriber's CSID Zones and Communicator Format default Panel Zones.

← The Condition Codes List report, available in Reports|Central Station|Condition Codes List will allow you to Preview or Print these codes and specify on which reports each will be included.

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Contracts Tracking SystemThe Contracts Tracking System provides you will the ability to record all Contracts force with your Subscribers.

← It is designed to maintain a file that has all of the Contract Types and the Expiration Dates of these Contracts.← Open a Subscriber form and Retrieve the Subscriber who will be assigned Contracts Tracking System information.

← On the Subscriber form's Outlook Bar, select Contract .

← Entering Contract Information← Using the Drop Down Selections box provided, enter this Subscriber's Contract Type (from among those previously define).← If this Contract represents a System with a UL Certificate of some type, enter that UL Certificate Number.← Enter the Expiration Date of this Contract.← Enter any additional Comment that may be required.

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Contract TypesThe Contracts Tracking System requires that each Type of Contract in force with a Subscriber be identified in Maintenance|Central Station Items|Contract Types.

← As a minimum, you should define the four Contract Types (shown above in this form's Table view) although how you actually "name" them is up to you.

← Later, using the Expiring Contracts Report, you may see a listing of all Subscribers whose Contracts (of whatever type) are about to expire.

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Expiring Contracts ReportThe Expiring Contracts Report will list those Subscribers whose pre-defined Monitoring, Lease, Service and any other Contracts are about to expire.

← Use the Expiring Contracts Report to see who will need a new contract executed, or who may require other follow-up services.← Select Reports|Accounts Receivable|Expiring Contracts to print or view this report.

← Report Options - Select whether you want to include All Subscribers with expiring contracts, or just One Subscriber.

If you select to have only One Subscriber listed, select that Subscriber by Name using the Drop Down Selections box provided.← Report On - Each Contract is assigned a Contract Type. You may list All Contracts that are about to expire, or only those of One Contract type.← Report Dates - Specify the Start and End dates representing the "window" of Contract Expiration Dates to be included on this report.

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Ad Hoc Report WritrThis utility is available for the Micro Key Millennium Series modules but is not supported in the usual manner by Micro Key Software, Inc. ← With its purchase, Help Files and a Manual are included with the Ad Hoc Report Writer.← Consulting based on an hourly charge for learning assistance, custom designed reports and training classes are available to help you better utilize the capability.

Ctrl+F2 - Locating any recordPress Ctrl+F2 on the Desktop to open the Locate a record by Field Value form. This form allows you to locate any record in any Table based on a specific piece of information contained in that record.

← Select the appropriate Table. Using the Drop Down Selections Box, choose the Table you want to Search through.

← Once the Table is selected select the Search Button on the Menu Bar to activate a Search within this Table.

← Define your Search in the Locate record by Field Value form

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← Using the Locate record by Field Values form, enter the desired Search's Field Value entry← This Search will be performed based on the Search Type you define.← The Field Value you enter will be compared with the Field you defined in the Fields box, using the Search Type you requested to identify the record to be displayed on the Search form.

← You may repeatedly select the Search icon and Click Next as needed to find the exact record you need.

Search TypeA Search may be performed (using the Ctrl+F2 Search form) based on several Search Rules

that you may require.Case Sensitive indicates whether or not you want Upper and Lower case entries to affect the

search's results.Matching may be required to be:

An Exact Match (exactly what you enter in the Field Values box)A Partial Match at Beginning (the beginning of that Field should exactly match what you enter in the Field Values box but anything after that part may or may not match)A Partial Match Anywhere (the Field will exactly match what you enter in the Field Values box with

that match starting and stopping anywhere within that field)

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Security ManagementRegister the ProgramYou must first Register the Program even if this is a Demonstration Version.

A. Additional Features may be Registered as required (such as Service Tracking, Accounts Payable, General Ledger, etc.)

B. Once you've Registered, you should immediately change the System Administrator's User Name and Password combination. The default is "ADMIN" for both the User Name and Password.II. To Change your Password

a) Select Security|Change Password.

b) Enter your Current Passwordc) Enter the desired New Passwordd) Then Confirm New Password.e) Finally, Click OK to save your entry.

C. Thereafter, all access to the Millennium Series Modules is controlled with User Names and Passwords.

D. Without the proper User Name and Password combination you cannot access the data.E. To access this Security feature, from the main Desktop select Security.F. You should NEVER FORGET the System Administrators Password.

It is unrecoverable.

← Advanced Security System OverviewG. The Micro Key Millennium Series (MKMS) has a fully featured security system that allows the

database administrator to set Create, Read, Update and Delete rights for one or more of a selected group of employees on one or more forms within the MKMS.

H. These access rights are set by establishing rights for Employee Groups (using the Security|Group Access Rights menu selection) and then assigning an Employee to an Employee Group. Note that this also requires that all Employees be assigned to a group and that their logon User Name be recorded against their employee record. These requirements are dealt with at the Employee Information form.

I. As well as access rights based on the Employee Group, an individual user's access rights can optionally be established. If any user rights are set, they automatically supercede any Employee Group rights (whether those rights are more or less restrictive or not). User rights are set by accessing the User Access Rights form through the Security|User Access Rights menu option.

J. In all circumstances, the access rights forms are accessible by only those users who have the Database Administrator's level of rights.

← The Millennium Series offers two levels of Users:System Administrator. The System Administrator, using the Security|Group Access Rights,

the Security|User Access Rights and the Security|Add/Delete Users forms, sets all access capabilities for Regular Users.

Regular User← If you are a Regular User, you may modify your own Password.

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Select Security|Change Password.

1. Enter your (the Regular User's) Current Password2. Enter the desired New Password3. Then Confirm New Password.4. Finally, Click OK to save your entry.

← If you are a System Administrator, you may Add and Delete Regular Users and Change their Passwords.← Select Security|Add/Delete User

← Add New Users or to change a Regular User's Password1. Click Add on the Navigator bar2. Enter a unique User Name.

The User Name must have NO SPACES!Upper and Lower case is not significant.

3. Enter a PasswordThe Password may NOT be "User".

4. Confirm the Password you entered.5. Click Save on the Navigator bar.

← Delete Current User1. Click the User to be Deleted on the Current User List2. Click Delete on the Navigator bar3. Confirm that you want to delete the user.

← To Change an Existing Regular User's Password1. First Click Add on the Navigator bar2. Enter the existing User's User Name.

The User Name must have NO SPACES!3. Enter the new Password

The Password may NOT be "User".Upper and Lower case is not significant.

4. Then Confirm the Password you entered.

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5. Finally, Click Save on the Navigator bar.To Change the System Administrator's Password

1. Select Security|Change Password.

1. Enter your (System Administrator's) Current Password2. Enter the desired New Password3. Then Confirm New Password.4. Finally, Click OK to save your entry.

← Security Access (Editable by a Database Administrator ONLY):For users of the Monitoring Module and for establishing Access RightsIf you have logged on at the Administrator Level, you may also assign access and functionality permissions as shown in the Security Access box located on the Employee Information form. On this form you may establish the following Security Options for each Employee (User):

← Permitted to Activate Emergency Monitoring Mode - Allow the Employee to Activate Emergency Monitoring Mode while working as a Central Station Operator or Supervisor.← Permitted to Activate Alarm Management Mode - Allow the Employee to Activate Alarm Management Mode while working as a Central Station Operator or Supervisor.← Assign their Security Access Group - Choose the Security Access Rights Group to which this Employee will be assigned.← Identify their Database User Name - The actual User Name this Employee will be using to access this system.

Group Access Rights are assigned to an Employee Group and will determine what Forms that Employee is permitted to access and what they may do once they have access.

Enable Auditing← Enable Auditing instructs this Millennium Series Module to keep detailed records of When

and Who has Added, Deleted or Edited any record within the Table. ← This information may be reported later to verify which User accessed and changed (Added, Deleted or Edited) a record. ← It does not indicate specifically what was changed within that record.

Enable Auditing is a function available only in the Auditing Module of the Millennium Executive Series

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1

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Index

2000 and beyond...................................................18

About 11

Access Rights......................................................259

Account Information Look Up...............................229

Account Number assignments...............................65

Account Statements............................................104

Account Testing Information................................227

Account Types.......................................................58

Accounting tab on Subscriber form........................67

Accounts Payable Month Ending Procedures.......100

Accounts Payable Report.....................................160

Accounts Payable System....................................133

Accounts Receivable Month Ending Procedure....100

Accounts Receivable Report................................103

Accounts Receivable Report Options...................103

Accounts Receivable Start Up................................25

Accounts Receivable System.................................47

Ad Hoc Report Generator.....................................257

Add Subscribers.....................................................60

Aged Accounts Receivable Report.......................103

Aging Status section on Accounts Payable Report105

Aging Status section on Accounts Receivable Report105

Alarm Activity Report...........................................242

Alarm Condition Codes........................................194

Alarm Dealer Information....................................205

Alarm Event Information......................................230

Alarm History Summary Report...........................243

Alarm Processing.................................................230

Alarm Resolution Codes.......................................211

Alarm Signal Completion.....................................236

Alarm Stack.........................................................240

Alarm Stack Polling..............................................237

Alarm Stacks........................................................196

Alarm Tickets.......................................................244

Alarms on Hold....................................................235

All Events Report.................................................194

Allocate a Payment to a Bill.................................146

Allocate Receipts...................................................92

Allocating Receipts with Apply Button...................90

Allocation of Payments to Invoices........................92

Ambulance Information.......................................207

Amount for Pay Group Code.............................52

Amount of Last Payment.......................................67

Amount of Last Sale...............................................67

Analysis of Purchases by Type.............................161

Analysis of Response Times.................................252

Analysis of Sales by Sales category.......................86

Annual Inspection reminders...............................114

Apply Button..........................................................90

Apply Payments Automatically..............................92

Apply Payments to Bills.......................................146

Apply Receipts to Open Invoices............................90

Applying Credit memos to Invoices.......................92

Applying Receipts to Invoices................................92

Assess Late Fees.................................................102

Assign Receipts & Credits to Invoices....................92

Assigning Account Numbers..................................65

Assigning Resolution Code to Completed Signal..236

Auto Bill Form........................................................72

Auto Bill Service Requests...................................110

Auto Bill Work Orders..........................................122

Auto Draft tab........................................................71

Auto Payment button...........................................139

Automated Recurring Purchases Listing..............141

Automatic Allocation..............................................92

Automatic Billing...................................................72

Automatic Billing Pay Groups.................................50

Automatic Billing Preview Report...........................75

Automatic Billing Procedure...................................76

Automatic Dialing..................................................65

Automatic Service Reminders......................113, 114

Automating Bills and Payments...........................149

Automating Purchases.........................................139

Average Recurring Revenue Report.......................75

Balance Sheet......................................................181

Bank Account Maintenance.................................139

Bank Charges & Fees...........................................152

Bank Statement Reconciliation............................158

Bank Transactions...............................................152

Bill on Hold..........................................................144

Bill Payer Group.....................................................71

Bill Payments.......................................................150

Bill Recurring Revenue..........................................76

Bill Recurring Revenue Weekly........................31

Billing a New Sale..................................................78

Billing Work Orders......................................110, 122

Bills automatically posted....................................149

Bills button..........................................................142

Bills from Vendors...............................................142

Bills on Payment Hold Report..............................144

Bounced Checks....................................................94

Calculating Sales taxes..........................................34

Calendar Selection Box..........................................21

Call 65

Call List 221

Call List Verification Report.................................246

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Call Order............................................................223

Cancelling a Payment............................................94

Cancelling a Receipt Allocation..............................95

Cash Receipts Report......................................96, 97

Cash requirements Report...................................162

Central Station Data............................................213

Central Station Information.................................213

Central Station Response Times Report...............252

Central Station User Options...............................193

Changing Open/Close Scheduled.........................237

Changing Phone Line ID's....................................210

Changing the Call List Display Order...................223

Chart of Accounts................................................169

Chart of Accounts report......................................178

Check Number Voiding........................................151

Check Printing.....................................................156

Check Register....................................................158

Check Requests...................................................145

Checking Account Reconciliation.........................158

Checks - Voiding Payment Transactions..............152

Checks & Receipts Register.................................158

Checks for Bills....................................................150

Checks received from Subscribers.........................89

Close the MKMS System........................................17

Closing a Month...................................................100

Closing the Month in General Ledger...................184

Co Options.............................................................30

Collected Sales Tax Report....................................87

Communicator Formats.......................................198

Communicator Zoning Defaults...........................199

Company Contact Informatioon.............................29

Company Divisions................................................57

Company Logo.......................................................28

Company Options..................................................30

Company tab on User Options form.......................29

Compleing a Service request...............................121

Complete Purchase Orders..................................164

Complete Signal..................................................236

Completed Signal Resolution Code......................236

Completed Work Orders......................................121

Completion box on Service Request form............121

Condition Codes for Alarm Events.......................194

Contact ID Zoning Information.............................199

Contact Information on Subscriber form................65

Contact Phone Numbers......................................222

Contacts Button...................................................221

Contract Types....................................................255

Contracts Expiring Report....................................256

Contracts Tracking System..................................254

Converting Purchase Orders to Bills....................164

Creating Invoices for Service Requests................122

Credit Card Information.........................................71

Credit Card numbers.............................................71

Credit Cards Accepted...........................................30

Credit Memo........................................................84

Credits & Deposits List..........................................99

CSID Zones..........................................................216

Ctrl+F2 - Locating any record..............................257

Current Balance of Subscriber...............................67

Custom Reports...................................................257

Customer Registration...........................................11

Daily Events.........................................................237

Daily Supervised Events......................................237

Data Navigator Bar................................................22

Date of Last Payment............................................67

Date of Last Sale...................................................67

Dealer Breakdown Report....................................248

Dealer Information...............................................205

Dealer List...........................................................248

Default Communicator Formats...........................198

Default Zones......................................................199

Define Account Types............................................58

Define Payments in Pay Groups.......................52

Define People to Call...........................................221

Defing Types of Service Calls..............................111

Definig Zoning Defaults.......................................199

Defining Alarm Conditions...................................194

Defining Alarm Dealers........................................205

Defining Alarm Stacks.........................................196

Defining Bank Accounts.......................................139

Defining Central Station Information...................213

Defining Communicator Formats.........................198

Defining Departments for the PAY-1 to MKMS Link 56

Defining General Ledger Accounts......................166

Defining Open & Close Events.............................224

Defining Payment Groups for Automatic Billing.....50

Defining Purchase Category Codes........................47

Defining Recurring Purchases..............................139

Defining Recurring Revenue..................................72

Defining Recurring Service Requirements...........114

Defining Resolution Codes...................................211

Defining Sales Groups...........................................47

Defining Sales Tax Rules.......................................33

Defining Stack Groups.........................................196

Defining the Bill Payer...........................................71

Defining User Options............................................28

Defining Vendor Sales Tax Information................136

Defining Vendors.................................................135

Defining Verification Responses..........................208

Defining your Chart of Accounts..........................166

Defining your Company Logo for Invoices.............28

Defining your Employees.......................................52

Defining Zoning Information................................216

Delete Invoice........................................................84

Delete Subscriber Information...............................69

Delete What...........................................................69

Departments.........................................................59

Departments for PAY-1 Link...................................56

of 276


Deposits and Credits List.......................................99

Description of Pay Group..................................52

Desktop 18

Detailed Alarm Report.........................................244

Determine Excessive Services.............................124

Dialing Automatically.............................................65

Directions............................................................113

Disbursements.....................................................150

Discounting an Invoice..........................................81

Display Alarm Stack.............................................240

Divisions of the Company......................................57

Download Payroll Transactions............................189

Drop Down Selection Boxes...................................22

Edit Supervised Events for Today........................237

Eligible For Service Contract................................125

Emergency Response Information.......................207

Employee Codes Listing.........................................53

Employee Groups..................................................53

Employee Information...........................................52

EMT Information..................................................207

Enter a Service request.......................................118

Enter Account Testing information......................227

Enter Account Types..............................................58

Enter Bank Accounts............................................139

Enter Departments in PAY-1..................................56

Enter General Journal Transactions......................175

Enter New Purchases...........................................142

Enter New Sale......................................................80

Enter New Sales.....................................................78

Enter new Sales to Subscribers.............................80

Enter Payments from Subscribers..........................89

Enter Purchase Orders.........................................164

Enter Subscribers..................................................60

Enter your Company Terms...................................30

Enter Zone Code Information...............................216

Entering Bank Charges........................................152

Entering Call List Information..............................221

Entering Inventory Part Codes...............................47

Entering Purchase Category Codes........................47

Entering Quick Notes...........................................206

Entering Sales Category Codes..............................47

Entering Vendor Information...............................135

Estimating your future Cash Requirements.........162

Event Codes for Alarms.......................................194

Events Button......................................................224

Excessive Signals Report.....................................249

Exit the MKMS Program.........................................17

Expiring Contracts Report....................................256

Export PAY-1 Transaction to General Ledger.......190

F2 - Look Up a Subscriber......................................63

F2 - Vendor Search..............................................138

Failed to Test Report...........................................249

Field Value.............................................................24

Fields 24

File Menu Selections..............................................40

Finance Charges..................................................102

Financial Statements from General Ledger..........177

Find Subscriber by Invoice Number.......................91

Find Subscriber Information.................................229

Fire Department Information...............................207

Forecast Recurring Purchases.............................163

General Information tab on Vendor form.............137

General Journal Entries........................................175

General Journal Report........................................178

General Journal Summarized Transactions..........176

General Ledger Account definitions.....................166

General Ledger Account Group IDs......................169

General Ledger Balance Sheet............................181

General Ledger Chart of Accounts listing.............178

General Ledger Departments................................59

General Ledger Financial Statements..................177

General Ledger Income Statement......................180

General Ledger Links to PAY-1.............................187

General Ledger Listing.........................................179

General ledger Month Ending procedures............184

General ledger Numbering - Your Chart of Accounts169

General Ledger Setup Wizard..............................171

General Ledger Start Up......................................168

General Ledger Summarized Transactions..........176

General Ledger System.......................................166

General Ledger to PAY-1 Interface.......................188

General Ledger to PAY-1 Linking.........................190

General Ledger Transaction File listing................182

General Ledger Transactions...............................183

Getting Started......................................................25

Grace Period........................................................103

Group Access Rights............................................261

Group ID for General Ledger Accounts................169

Grouping Employees..............................................53

GST Taxes.............................................................35

Help System for MKMS...........................................17

History Button.....................................................120

Hold 235

Import Payroll Transactions.................................190

Income Statement...............................................180

Incoming Alarm Signals Processing.....................230

Inspection Reminders..........................................114

Inspection Service Reminders..............................113

Installed Equipment Codes....................................54

Inventory Part Codes.............................................47

Inventory Tracking System..................................106

Invoice Deletions...................................................84

Invoice Number setup............................................30

Invoice Printing......................................................82

Invoice Printing procedure.....................................82

Invoice reprinting..................................................83

Invoiced Sales Taxed Report.................................88

Invoices from Vendors.........................................142

of 276


Invoices Listing......................................................86

Invoices made from Purchase Orders..................164

Invoicing a New Sale..............................................78

Invoicing Service Calls.........................................122

Invoicing Service Calls,Billing Service Requests. .122

Invoicing Service Requests..................................110

Issuing Credits to Subscribers.........................84

Kits Definitions.......................................................49

Labels 105

Last Invoice Number..............................................31

Last Serviced.......................................................113

Last Work Order Number.....................................109

Late Fee Invoice Generation................................102

Ledger Card.........................................................105

Linking PAY-1 to MKMS General Ledger...............187

Linking PAY-1 to the General Ledger...................188

List Alarm Activity................................................242

List Dealer Codes.................................................248

List Deposits & Credits..........................................99

List Employee Codes.............................................53

List General Ledger.............................................179

List Invoices...........................................................86

List Open Service Requests.................................127

List Outstanding Bills...........................................160

List Payments on Hold.........................................144

List Recurring Purchases.....................................141

List Service History..............................................120

List Signals needing a Restoral............................250

List the Chart of Accounts....................................178

List the General Journal.......................................178

List Transaction File.............................................182

List Trial Balance.................................................179

List Unallocated Payments and Credits................159

List Unallocated Receipts & Credits.......................99

List Unreconciled Items.......................................159

Listing Invoices......................................................83

Listing unprinted Check requests........................157

Local Taxes Only....................................................35

Locate a record by Field Value.............................257

Locate a Subscriber by Invoice..............................91

locate any record.................................................257

Locate Subscriber Information.............................229

Logging into MKMS................................................14

Logo for your Company.........................................28

Look Up a Subscriber.............................................63

Look Up a Vendor................................................138

Look Up Account Information...............................229

Look Up Subscriber Information...........................229

Maintenance Menu................................................41

Mandatory Alarm Signal Definitions.....................202

Mandatory Condition Codes.................................195

Mandatory CSID Zones........................................202

Mandatory Entry Fields..........................................24

Mandatory General Ledger Numbering System...169

Mandatory Panel Zones.......................................202

Measuring Technician Performance.....................126

Memo Pad..............................................................23

Menuing with the Outlook Bar...............................19

Military Style..........................................................64

Millennium Series Download of PAY-1 Transactions189

MKMS Desktop.......................................................18

Modify Supervised Events....................................237

Monitored Accounts Report.................................250

Monitoring Information........................................213

Monitoring Information Report.............................245

Month Closure Setup.............................................32

Month Ending Procedures for General Legder......184

Monthly Closing Procedure..................................100

Monthly Summarized Transactions for General Journal

.............................................................176

Multi-Company......................................................14

Multiple Company Selections.................................16

Multiple Company Setup........................................14

Municipality Codes...............................................207

National Taxes Only...............................................35

Navigator...............................................................22

New Sales..............................................................80

No Service Since Report......................................125

Non-Restored Alarms Report...............................250

Notes by Operator...............................................235

Notes while Signal Processing.............................235

Notification List Verification.................................246

Notification Names..............................................221

On Line Date........................................................215

Online Help............................................................17

Open Credits & Deposits........................................99

Open Service Requests........................................127

Open/Close Report...............................................251

Opening & Closing Rules.....................................224

Operating Multiple Companies...............................14

Operator Notes....................................................235

Operator Responses to Verification.....................208

Options for Service Tracking................................107

Options for Vehicle Maintenance.........................132

Options form..........................................................28

Ordering Call List Names.....................................223

Outlook Bar............................................................19

Overriding Panel Zones.......................................216

Overview of Setup Procedures...............................25

Panel Location.....................................................112

Panel Type.............................................................55

Panel Zones.........................................................199

Parts Category Code..............................................54

Parts Installed........................................................54

Parts of the System...............................................54

Pass Code..........................................................221

PassCode...........................................................221

Passwords for Login.............................................259

of 276


Past Due Invoice Charges....................................102

Pay Goups Description......................................52

Pay Group..............................................................50

Pay Group Rates.................................................52

Pay Groups............................................................50

Pay Types and Rates.............................................50

PAY-1 Department definitions................................56

PAY-1 to General Ledger Linking.........................190

PAY-1 to MKMS General Ledger Linking...............187

PAY-1 Transaction Transfer..................................189

Paying Vendors....................................................145

Paying your Bills..................................................150

Payment Allocation..............................................146

Payment Terms for Subscriber..............................31

Payments button.................................................145

Payments from a Subscriber..................................89

Payments on Hold Report....................................144

Payments to Vendors...................................145, 150

Payroll Links to MKMS General Ledger.................187

Payroll System Interface......................................188

Payroll Transaction Download..............................189

Payroll Transactions to MKMS General Ledger.....189

Pending Alarms Display.......................................240

People to Call.......................................................221

People to Call Name Sequense............................223

Period Between Vehicle Services.........................132

Periodic Inspections.............................................114

Phone Numbers for People to Call.......................222

Police Department Information............................207

Poll On/Off...........................................................237

Polling the Alarm Stack........................................237

Post Payments.......................................................89

Posting Recurring Purchases...............................149

Predefined Quick Notes.......................................206

Pre-Printed Forms..................................................30

Preview Recurring Purchases...............................163

Preview Recurring Revenue...................................75

Print a Range of Invoices.......................................83

Print Alarm Tickets..............................................244

Print an Individual Invoice......................................82

Print Balance Sheet.............................................181

Print Checks.........................................................156

Print Dealer Codes List........................................248

Print Only Unprinted Invoices................................83

Print Purchase Orders..........................................164

Print Recurring Revenue........................................76

Print Service History............................................120

Print Service Request Forms................................120

Print Service Requests.........................................120

Print Statements..................................................104

Print Subscriber Ledger Card...............................105

Print Subscriber Monitoring Information..............245

Print Work Orders................................................120

Printer Setup Option..............................................45

Printing Invoices....................................................82

Printing Labels.....................................................105

Procedures for Verification Response..................208

Process Alarms....................................................230

Process Credit Cards..............................................64

Processing Alarm Signals.....................................230

Profit & Loss Statement.......................................180

Provincial Sales Tax...............................................35

Purchase Category Codes......................................47

Purchase Items......................................................47

Purchase Orders..................................................164

Purchases............................................................142

Purchases Analysis Report...................................161

Putting a Signal on Hold......................................235

Quick Notes.........................................................206

Quick Start using the General Ledger Wizard......171

Receipts 89

Receipts Allocation................................................92

Receipts Report Options........................................97

Receiver Formats.................................................198

Receiver Zoning Information...............................199

Reconciling your Bank Statement........................158

record 24

Record a Subscriber Payment................................89

Recurring Purchases............................................139

Recurring Purchases automatically posted..........149

Recurring Purchases Listing.................................141

Recurring Purchases Preview...............................163

Recurring Revenue................................................72

Recurring Revenue Averages................................75

Recurring Revenue Preview...................................75

Recurring Revenue Reports...................................75

Recurring Revenue Sales Items.............................74

Recurring Service Codes......................................115

Recurring Service Cycle reset..............................121

Recurring Service Inspections..............................114

Recurring Service Reminders..............................114

Recurring Service Requirements.................113, 114

Redefining Phone Line Numbers..........................210

Register the Program.............................................11

Report Accounts Payable.....................................160

Report Accounts Receivable................................103

Report Alarm Activity...........................................242

Report Automatic Recurring Purchases...............141

Report Average Recurring Revenues.....................75

Report Cash Requirements..................................162

Report Checks to be Printed................................157

Report Excessive Service Calls............................124

Report Expiring Contracts....................................256

Report General Journal transactions....................178

Report Non-Restored Alarms...............................250

Report of Alarm Histoy - Summarized..................243

Report of Bills on Payment Hold..........................144

Report of Dealer Activity.....................................248

of 276


Report of General Ledger Listing.........................179

Report of GL Balance Sheet.................................181

Report of Monitored Accounts by Type................250

Report of Purchases by Type...............................161

Report of Sales Taxes Collected............................87

Report of Sales Taxes Invoiced..............................88

Report of Subscribers Eligible for Service Contract125

Report of Subscribers who Failed to test.............249

Report of Subscribers who have not been serviced125

Report of Subscribers with Excessive Signals......249

Report of the Chart of Accounts...........................178

Report of Unallocated Receipts & Credits..............99

Report of Unreconciled Items..............................159

Report Open Service requests.............................127

Report Receipts...............................................96, 97

Report Response Time Analysis...........................252

Report Sales by Sales Category.............................86

Report Service History.........................................120

Report Subscriber Monitoring Information...........245

Report Technician Performance...........................126

Report Trial Balance............................................179

Report Unallocated Payments & Credits..............159

Report who is still Closed.....................................253

Report who is still Opened...................................253

Reporting Opening & Closing Informarion...........251

Reporting Recurring Revenues..............................75

Reporting Sales results..........................................86

Reporting Service History....................................129

Reporting Services Performed.............................126

Reports 43

Reports in Service Tracking Module.....................124

Reprint Invoices.....................................................83

Required Alarm Condition Codes.........................195

Required Zones...................................................202

Reset Service Cycle Start....................................121

Resolution Codes.................................................211

Responding Authorities........................................207

Response Time Report.........................................252

Restoral Signal Supervision.................................204

Retrieving a Subscriber.........................................63

Retrieving a Vendor.............................................138

Reversing a Payment or Deposit............................94

Run Recurring Revenue Process............................76

Sale Date on Service Tracking tab.......................112

Sale Items..............................................................47

Sales 78

Sales Analysis Report............................................86

Sales Category Code..........................................49

Sales Category Codes............................................47

Sales entry form....................................................80

Sales for Closed Periods........................................86

Sales Reporting.....................................................86

Sales Tax Issues....................................................35

Sales Tax Rules.....................................................33

Sales Taxes Collected Report................................87

Sales Taxes Invoiced Report..................................88

Sales Taxes Report Dialog.....................................87

Sales Taxing Authority...........................................38

Search Type.........................................................258

Searching for a specific item.................................63

Searching for a Subscriber.....................................63

Security Access Groups for Employees..................53

Security Management..........................................259

Security Menu......................................................259

Selecting Companies.............................................16

Selecting Reports..................................................43

Selecting Zip Codes...............................................37

Service Button.....................................................118

Service Call Types...............................................111

Service Calls........................................................118

Service Contract Sales Leads...............................125

Service Contract types........................................110

Service Cycle reset..............................................121

Service History Report.................................120, 129

Service Information.............................................112

Service Invoices...................................................122

Service Invoices,Billing Service Requests............122

Service Options...................................................107

Service Reminders...............................................113

Service Request...................................................118

Service Request Completion box.........................121

Service Request Listing.......................................127

Service Requests.........................................117, 118

Service Tracking Reports.....................................124

Service Tracking System.................................107

Service Type........................................................111

Service Work Orders............................................120

Services Performed Report..................................126

Set Up Procedures.................................................25

Set Up Wizard for General Ledger.......................171

Setting Call List Display Order.............................223

Setting Central Station Options...........................193

Setting up Departments........................................59

Setting Up the General ledger.............................168

Setting Up User Groups.......................................193

Setup Month Ending Rules.....................................32

Setup Multiple Companies.....................................14

Setup Printers........................................................45

Setup Recurring Billing..........................................72

Setup User Options................................................28

SIA Zoning Information........................................199

Signal Codes for Alarm Events.....................193, 194

Signal Completion................................................236

Signal Detailed Report.................................193, 244

Signal Formats.............................................193, 198

Signal History Report...................................193, 242

Signal Information on Signal Processing form......230

Signal Processing.........................................193, 230

of 276


Signal Resolutions Codes.....................................211

Signal Stack.................................................193, 240

Sort Code.........................................................64, 67

Sort Code on the Subscriber form..........................67

Sorting Call List Names........................................223

Stack Groups.......................................................196

Stack of Alarms...................................................240

Starting Accounts Payable.....................................25

Starting Accounts Receivable................................25

Starting Service Module.........................................25

Starting the general ledger..................................168

Startment of Account...........................................104

State Sales Tax......................................................35

Statement of Income...........................................180

Statement Reconciliation.....................................158

Still Opened or Closed Report..............................253

Subscriber Account Types.....................................58

Subscriber Accounts Receivable Information.........67

Subscriber area on Subscriber form.......................64

Subscriber Call List Information...........................221

Subscriber Call List Verification Report................246

Subscriber Contact Information.............................65

Subscriber Contracts in force...............................254

Subscriber Form....................................................60

Subscriber Information Forms..............................245

Subscriber Ledger Card.......................................105

Subscriber Open/Close Report.............................251

Subscriber Password.......................................221

Subscriber Search by Invoice.................................91

Subscriber Service History Report.......................129

Subscriber Service Information............................112

Subscriber System Components............................54

Subscriber Zone Codes........................................216

Summarizing General Ledger Transactions at start up176

Summary of Accounts Payable............................160

Summary of Alarm History...................................243

Supervise a restoral Signal..................................204

Supervised Event.................................................224

Supervising an Account.......................................224

Supervising Test Signals......................................227

System Component Definitions.............................54

System Notes......................................................113

Table 24

Table View.............................................................24

Tax Calculations....................................................33

Tax Calculations method.......................................34

Tax Rates..............................................................38

Tax Status.............................................................38

Tax tab on Users Options form..............................33

Taxes Billed Report................................................88

Taxing Authority for Sales Taxes...........................38

Technician's Performance Report........................126

Telephone Numbers for Subscribers......................65

Telephone Numbers for Vendors...........................65

Temporary Events...............................................237

Terms 31

Test Failures report.............................................249

Test Signal Supervision.......................................227

TNotes Button......................................................228

Today's Supervised Events..................................237

Too many Signals report......................................249

Town Code...........................................................207

Tracking Excessive Service Calls.........................124

Transaction File Report........................................182

Transfer PAY-1 Transactions to MKMS.................189

Transfering Monies between Accounts................152

Trial Balance........................................................179

Types of Subscriber Contracts.............................255

Unallocated Payments/Credit Report...................159

Unallocated Receipts & Credits Reports................99

Unallocating a Receipt...........................................95

Unapplied Receipts & Credits Report.....................99

Unapplying a Receipt to an Invoice.......................95

Unlock Code..........................................................11

Unprinted Checks Report.....................................157

Unreconciled Items Report..................................159

User Defined Kit.....................................................49

User Defined Quick Notes....................................206

User Defined Reports...........................................257

User Options..........................................................28

User Options for Central Station..........................193

User Options: Month Ending Procedures................32

Using Online Help..................................................17

Using the Reports Menu........................................43

VAT Taxes..............................................................35

VCR Controls..........................................................22

Vehicle Maintenance Options..............................132

Vehicle Maintenance Reports..............................132

Vendor Contact Information...................................65

Vendor form - General Information tab................137

Vendor Information form.....................................135

Vendor Payments................................................145

Vendor Search (F2)..............................................138

Vendor Tax Information.......................................136

Verification..........................................................209

Verification Responses........................................208

Verify an Alarm...................................................209

Verifying Call List Information..............................246

View Alarm Stack.................................................240

View/Select Active Companies...............................16

Viewing Pending Signals......................................240

Viewing Signals on Hold.......................................240

Virtual Phone Lines..............................................210

Void Checks.........................................................152

Voiding Checks....................................................151

Warranty Ends.....................................................112

Weekly Billing of Recurring Revenues............31

Weekly Billing Setup..............................................30

of 276


Who is Still Closed Report....................................253

Who is Still Opened Report..................................253

Work Order Billing.......................................110, 122

Work Order Entries..............................................118

Work Order forms................................................120

Work Order Listing...............................................127

Work Order Printing.............................................120

Work Orders........................................................117

Write Up a Service request..................................118

Writing Checks....................................................156

Y2K Information.....................................................18

Year 2000..............................................................18

Your Company.......................................................29

Zip Code Information.............................................37

Zone Code Defaults.............................................199

Zone Code Information........................................216

Zone Defaults..........................................199

of 276

mkms manual.doc

Documents

recurring revenue76sales

subscriber form67delete

closed periods86sales

generated table of contents

canadian copyright laws

individual invoice82print

related printed materials

mkms link56divisions