The Multi-View CYMA/F9 User Guide

3 Steps for Each Module 1. Getting Started

Essentials for basic understanding of the Module 2. Overlooked Features

Need to know functions 3. Monthly Operations

Running a tight accounting system

Multi-View Incorporated Systems 828-698-5885 P.O. Box 2327 Hendersonville NC 28793 www.multiviewinc.com

The Multi-View CYMA/F9 User Guide

Table of Contents

SYSTEM MANAGER ................................................................................................................ 4 GETTING STARTED ................................................................................................................... 4 OVERLOOKED FEATURES .......................................................................................................... 5 MONTHLY OPERATIONS ............................................................................................................. 7

GENERAL LEDGER ................................................................................................................. 8 GETTING STARTED ................................................................................................................... 8 OVERLOOKED FEATURES ........................................................................................................ 10 MONTHLY OPERATIONS ........................................................................................................... 12

ACCOUNTS PAYABLE .......................................................................................................... 14 GETTING STARTED ................................................................................................................. 14 OVERLOOKED FEATURES ........................................................................................................ 15 MONTHLY OPERATIONS ........................................................................................................... 17

BANK RECONCILIATION ...................................................................................................... 19 GETTING STARTED/OVERLOOKED FEATURES ............................................................................ 19 MONTHLY OPERATIONS ........................................................................................................... 20

PAYROLL ............................................................................................................................... 22 GETTING STARTED ................................................................................................................. 22

PAYROLL ............................................................................................................................... 23 GETTING STARTED ................................................................................................................. 23 OVERLOOKED FEATURES ........................................................................................................ 24 MONTHLY OPERATIONS ........................................................................................................... 26

ACCOUNTS RECEIVABLE .................................................................................................... 29 GETTING STARTED ................................................................................................................. 29

ACCOUNTS RECEIVABLE .................................................................................................... 30 GETTING STARTED ................................................................................................................. 30

ACCOUNTS RECEIVABLE .................................................................................................... 31 OVERLOOKED FEATURES ........................................................................................................ 31 MONTHLY OPERATIONS ........................................................................................................... 32

F9 ............................................................................................................................................ 34 GETTING STARTED ................................................................................................................. 34 OVERLOOKED FEATURES ........................................................................................................ 35

MULTI-VIEW HOSPICE CHART OF ACCOUNTS.................................................................. 37 MULTI-VIEW REAL-VIEW LIBRARY ..................................................................................... 41 INDEX ...................................................................................................................................... 42

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The Multi-View CYMA/F9 User Guide Welcome Please read through each module section for the CYMA modules you will be using. Clients who use this guide find their switch to CYMA a much more enjoyable experience. CYMA is a very straightforward accounting system. It is easy to use, yet has incredible power "under the hood”. Add custom fields, report with F9 or Crystal, configure how to look up information, are a few examples of such a feature-rich system. The key to a successful implementation is "taking ownership" of the system. We encourage you to review our Real-View video trainings, CD's/books and never hesitate to call us when you have questions. We're here for you and there is no dumb question in our book! You're entering a new world of accounting with this powerful tool and you can have the professional management information to effectively lead and direct resources. Mastering CYMA plays a significant role to that end. SYS will be your initial user ID to login to CYMA. No password is assigned. This guide has been published in July 2014 for CYMA’s 13.x release. However, virtually all features in this document apply to later versions. The layout of this guide is simple. In the upper left corner of each page contains the topic - "Welcome". Each module will include three detailed steps: Step 1: "Getting Started" - These are the critical items that must be performed when first starting with CYMA in order to "pick up" in CYMA where you "left off" in the old system. It is not necessary to run the old system parallel with CYMA. The key to success here is to have a clean cutover date. Example: December 31st is our cutover date.

General Ledger - A Trial Balance in the old system must match a Trial Balance in CYMA when both are run for December 31st.

Accounts Payable - An AP Aging report for December 31st should match to the penny for both systems. This amount should also match the General Ledger AP Account (0-00-2000-00) for December 31st.

Payroll - An Employee Balance Report should match for both YTD and QTD for each employee's earnings and deductions.

Accounts Receivable - An AR Aging report should also match to the penny for December 31st. Bank Reconciliation - This is a little more flexible. Adjustments will be made to match your bank

statement for the first reconciliation. Step 2: "Overlooked Features" - In this step, we cover CYMA's basic operations, special functions and things that we historically receive questions about. Step 3: "Monthly Operations" - This is where the rubber meets the road. We will take a look at how monthly operations should be performed in CYMA. Every client does things a little differently, but this step is what separates the clients who have accurate financial statements, run their finance departments like clock-work, and sleep well at night, from those clients who…well...don't!

CYMA QUICK START GUIDE LAYOUT

A picture is worth a thousand words - so we try to give a picture for each area with a brief text explanation.

The text will typically appear BELOW or AFTER the picture.

The title of the text (in caps) will be the path on how to open the window. Example: ENTER/INVOICES.

The flow on most pages will be down the column then over to the next column (not left to right).

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The Multi-View CYMA/F9 User Guide System Manager Getting StartedThe System Manager Module is the central module used to keep Company data such as user rights, address info, Tax IDs, module registration, etc… It is by far the easiest module to setup.

MAINTAIN/USERS www.multiviewinc.com/cyma-sm-maintain-users In a multi-user environment, each user should have a unique ID and Password. Create the user ID by using their 2 or 3 digit initials and provide the name. Passwords should be used to maintain security. The Security Tab defaults to User and you will need to drag-and-drop features to the Enabled Items window allowing specific rights. Simply select Administrator as the type for those who should have

rights to everything in the system. Reports will often display the user ID who ran the report. Also, certain functions such as AP Processing is User specific which makes it easy for two AP people to not step on each other’s toes.

MAINTAIN/COMPANIES The Maintain Companies box is used to input company address information (Company Page 1) and company's Tax IDs (Company Page 2). Various reports in all modules will pull data from this area.

SYSTEM/REGISTER

To register CYMA, enter the codes provided to you when you purchased CYMA. If you cannot locate the codes, please call Multi-View.

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The Multi-View CYMA/F9 User Guide System Manager Overlooked Features System Basic Features: The System Manager has only a few Overlooked Feature items, so we will use this area to illustrate System Wide Overlooked Feature items. BLUE KEY - These are key fields that cannot be a duplicate of another record. Once setup you cannot modify this field. BLUE 'R' - These are REQUIRED fields that must be completed in order to save the current window. It is recommended to never use ampersands (&) in key fields. TAB KEY - Tab will move you from field to field in CYMA. ENTER KEY - Enter pertains to the highlight button on the bottom of the screen.

CTRL/R When in any Date Field, hold down your CONTROL button and press 'R' to open a calendar menu. Very helpful!

SYSTEM/GENERAL IMPORT www.multiviewinc.com/cyma-sm-importing The General Import is a time saving method of getting data into CYMA. You can import just about anything into CYMA:

General Ledger Transactions – Payroll companies and some Patient-Management providers can provide the file needed.

Payroll Transactions - We are working with all the Hospice Patient-Management Software providers to make this as seamless as possible.

Accounts Payable Vendors – It is usually best to manually enter your top 30 vendors and add the rest as needed. However, we can assist with this if preferred.

MANY OTHER IMPORTS!

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The Multi-View CYMA/F9 User Guide System Manager Overlooked Features-2

MAGNIFYING GLASS ICON (BROWSER) Your BROWSER can be customized to your taste. It is often the easiest way of finding specific data in the system. Experiment with this area by selecting the OPTIONS tab. Double-Click or Click and Drag any item from the Available Column to the Displayed Column. Play with the order of your fields by dragging any Displayed Column item to the exact order you prefer. After making any change to the browser, CYMA will prompt if you want to save the change for next time. If you want your changes to be permanent, select YES.

F1 With no window open, pressing F1 on your keyboard will bring up CYMA's general help window. If you have a window open, it will bring up the help topic specific to that window.

NOTES TAB This tab is available for just about any CYMA Maintenance Window. There are several benefits to using this area: 1. Use for general notations that will not pop-up. 2. When the Automatic Pop-up option is selected a notation will appear with the message you have entered.

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The Multi-View CYMA/F9 User Guide System Manager Monthly Operations SYSTEM/UTILITIES www.multiviewinc.com/cyma-sm-pack-reindex-recalculate These are three features that will keep your system running clean. Everyone else should be logged out of the system when performing.

Recalculate GL Balances - Sometimes the server or workstation may shut down or "hiccup" in the middle of a posting process, causing inconsistency in the data files and reports. This operation will strip away all balances and re-post the batches to insure the displayed balances are correct. We recommend performing this operation every few months. An absolute must before closing your year!

Recalculate Employee Balances - functions in the same manner but for PR. Helpful if you have been changing W-2 box information in the Employee records.

Pack and Reindex Files - Good idea to run every few months.

MAINTAIN/CUSTOM FORMS If you use a custom check or form and do not see your custom check style as an option, perform this function. This sometimes will be necessary after installing a new version.

REPORTS/DIAGNOSTIC REPORTS These reports are sometimes helpful if we suspect some system error has occurred.

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The Multi-View CYMA/F9 User Guide

General Ledger Getting Started MVI will assist bringing your beginning balances into CYMA. After you have closed out of the last month in your old system, give us a call. We will help translate your old chart of accounts to the MVI Chart of Accounts. The test will be running a Trial Balance run on your cutover date that matches the old system and CYMA. If you are coming over at the end of your accounting year, we will be working with Balance Sheet accounts exclusively, since there are no transactions in the new year. You can start working in the other modules prior to getting the GL Balances into CYMA. Once the balances are in, all the reports will reflect the true totals. There is no need to close out of the old history year in CYMA since only beginning balances will be present. There are two ways of entering the amounts into CYMA as detailed below.

ENTER/BEGINNING BALANCES If your cutover is at the beginning of the year and we don't have a large amount of accounts to deal with this may be the easiest way of entering our amounts. As you can see, it's just a simple matter of debiting or crediting the appropriate account and selecting OK. If a mistake is made you can use the ENTER/PRIOR YEAR ADJUSTMENTS feature. If you have doubts about the amounts and accounts then the Journal Entry method is probably best.

ENTER/JOURNAL ENTRIES-For Beginning Balances The most flexible way to enter beginning balances because they can be imported with ease, adjusted as necessary, or deleted if you really mess it up. To make changes just use the Unpost Journal Entry feature.

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The Multi-View CYMA/F9 User Guide General Ledger Getting Started-2 LEARNING THE CHART OF ACCOUNTS We are very proud of our COA. It has evolved from the input of hundreds of hospices. We have variations of the COA, but the following segments are most common. Taking the time to understand the COA can save you a great deal of cleanup! In the beginning we prefer you call MVI when setting up new accounts. Refer to the F9 and COA Training Real-View for a walkthrough of the COA and always have the COA Logic sheet handy! Segment 1 - Location - Here we will identify if the cost is a corporate cost (1), homecare cost (4,5, etc…) or a special program cost (3,T, etc…) Segment 2 - Department/Discipline - The first digit will be used to determine what specific department that the cost is associated with or Z for Common Cost. The second digit will be used to show the associated discipline or 0 for not discipline specific. Segment 3 - Natural - Accounts between 0000 and 2999 will always be Balance Sheet Accounts. Anything between 3000 and 8999 will always be Profit and Loss Accounts. We reserve the 9000s for Statistical Accounts. (Refer to 'Accounting -Natural Balances' below.) Segment 4 - Sub/Fund - This segment will be used to specify a Sub-Account when more detail for an account is desired. Also, we can identify a specific fund that this cost is associated with.

EXAMPLES: 1-A0-4000-00: This is a Corporate - Administrative with No specific disciple - Salary - with No detail needed in the Sub-Account. 4-61-4000-RW: This is a Homecare - Hospice RN - Salary - being paid by a Robert Woods Grant.

DR CR NaturalCash X 1000Accounts Receivable X 1200-1299Allowance for Doubtful Accts X 1350-1399Fixed Assets X 1900Accumulated Depreciation X 1950Accounts Payable X 2000-2199Payroll Withholdings X 2200-2208Long-Term Liabilities X 2400-2499Fund Balances-Ret Earnings X 2500-2999Patient Revenues X 3000-3499Revenue Adjustments X 3500-3599Personnel Expenses X 4000-4999Patient Related Expenses X 5000-5799Pass-Throughs (Inc & Exp) 5800-5999Facility-Related Expenses X 6000-6499Operating Expenses X 6500-6900Depreciation X 6950-6960Contributions X 7000-7050Fundraising (Inc & Exp) 7299-7299In-Kind (Inc & Exp) (Net to 0) 7600-7699Interest & Investment Income X 7700-7799

Accounting Natural Balances

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The Multi-View CYMA/F9 User Guide General Ledger Overlooked Features MAINTAIN/CHART OF ACCOUNTS www.multiviewinc.com/cyma-gl-maintain-chart-accounts Account Number Tab - The Account Type and Sub-Type will determine where the account will show on your CYMA financials (not F9). If you are creating a new account it is a good idea to open an account that is very similar to what you will be creating to verify the Type/Sub-Type. Once an account has been used it cannot be deleted. However, you can select the Inactive checkbox to prevent further usage. Change the descriptions to fit your organization. Budget Tab - The easiest way to get your budget into CYMA is through the F-9 Budget Write back feature. That way you can easily work your budget up in Excel and bring it into CYMA in a matter of seconds! This tab in CYMA is still useful for a quick modification or comparison between budget years for a specific account. Period Information Tab - The Period Activity column can be drilled-down on. So, not only is this a great area to compare periods/years but also you can quickly view the detail that makes up the total.

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The Multi-View CYMA/F9 User Guide General Ledger Overlooked Features-2

MAINTAIN/QUICK CHART OF ACCOUNTS This is a simpler view of your chart of accounts. All accounts are in a data grid view and the Account Types and Sub-Types can be quickly modified. Renaming accounts and deleting accounts can easily be done as well. To delete accounts, select the left margin (use CNTRL and SHIFT keys for multiple selection) and use your delete key on the keyboard. CYMA will not allow you to delete accounts that have been used.

MAINTAIN/ACCOUNT TYPES Every account must have an account type, as this determines whether it is a Balance Sheet or a Profit and Loss account. This area may be used to customize the names on your financial statements.

MAINTAIN/JOURNALS CYMA can maintain just about an unlimited number of Journals. Use an Adjustment journal for adjustments and Deposit Journal for Deposits. PROCESS/UN-POST JOURNAL ENTRIES This is one of the nicest features in CYMA. When a batch is un-posted, modified and re-posted CYMA keeps an audit trail. This way, instead of doing an adjusting journal entry (that may turn into 10 adjusting journal entries) you can simply modify the original batch. In order to modify a non-GL created batch, you must first Post then Un-post the batch.

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The Multi-View CYMA/F9 User Guide General Ledger Monthly Operations GL PERIOD END CLOSE www.multiviewinc.com/general-ledger-closing-periods First, you should ascertain your Cut-off Date when nothing else will be entered into the previous period from other modules. Let's say it is the 15th of the Month. On the 15th of the month you will: 1. Go into the Accounts Payable, Bank Reconciliation, Payroll and Accounts Receivable modules and perform the Period-End Close process for each. 2. Select PROCESS/POST JOUNAL ENTRIES and post all batches. 3. You will want to make sure you have your financials printed out (either F9 or CYMA) and placed in a folder specific for that month. Some detailed reports may be 2000 pages in length, so if you want the data available but desire not to 'kill a tree', then simply run the report and export it to Excel. The report can be saved in a location on your hard-drive, for each month. 4. Refer to the window on the following page for details on creating a manual backup.

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The Multi-View CYMA/F9 User Guide General Ledger Monthly Operations-2

MAINTAIN/CONFIGURATION When you are working between two years you will need to change the Current Year in order to post between years. There is no need to change the Current Period since the year drives the ability to post. It is recommended that you avoid changing the Current Period here, as it may cause confusion if the GL period was closed in the Period-End Process function or someone manually changed it in this window.

MANUAL COMPANY BACKUP A manual backup may be made very easily at any time. 1. Make sure all users are logged out of CYMA and any F9 enabled spreadsheets. 2. Browse to your main CYMA installation. Notice the Address above. If the main installation is on the server you will need to path out to the location on the server. 3. Copy the folder that is the same as the Company ID that you log into CYMA with. 4. Paste the folder to another location completely out of the path of the main installation. A “Backup” folder on the root of your local C drive is often a good location as long as you have space available.

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The Multi-View CYMA/F9 User Guide Accounts Payable Getting Started Getting Started It is critical that all Outstanding Invoices in AP be processed using the following steps. If you have no outstanding invoices from the old system (all invoices were paid as of the Cutover Date) then these steps may be skipped. The logic behind this process is as follows: 1. We must enter the invoices in CYMA in order for us to pay them. 2. To keep life simple, we want to process all of them together to avoid getting them mixed up with new AP invoices! 3. The general ledger beginning balances will already include the amounts for these outstanding invoices. 4. Since we are running the AP transactions through just like normal processing, we will need to delete the batch that is sent to the GL to avoid doubling the beginning balance amounts. Test this by comparing an AP Aging Report for both systems for your Cutover Date. The total Aging should also match your AP account (0-00-2000-00) beginning balance amount on the General Ledger.

1 – ENTER/INVOICE www.multiviewinc.com/cyma-ap-enter-invoice Enter each outstanding invoice from the old system into CYMA. Make sure to use a date prior to your cutover date in the Transaction Date field! We recommend entering them all into the same period for ease of posting in CYMA. The above example is if we started using CYMA on January 1, 2014

2 - PROCESS/POST INVOICES TO AP & GL www.multiviewinc.com/cyma-ap-posting After you have entered all your outstanding invoices, select Process/Post Invoices to AP. If you entered all with the same month, simply post that single month. Perform the same with Process/Post Invoices to GL.

MAINTAIN/VENDORS Although we could import the vendors it is usually best to re-enter your top 30-40 vendors and add others as needed. The vendor ID should be the same as in the Patient-Management system, for those integrating. Never change the AP Account! The Expense Account is optional but we recommend taking time to enter it when setting up the vendor. If starting mid-year enter the 1099 Amount Tab amounts. Note: if you have already paid invoices for the vendor in CYMA and later check the Print 1099 box, the system will not include the previously entered 1099 invoice amounts!

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The Multi-View CYMA/F9 User Guide Accounts Payable Overlooked Features

MAINTAIN CONFIGURATION We recommend not changing the configuration of AP unless you are sure of the results! Current Year - Changing this field will be necessary when processing invoices for your new year when you haven't yet closed the old year. Note: whenever changing the year, a warning will come up that your PTD and YTD vendor totals may be invalidated. This pertains only to the History tab under MAINTAIN/VENDORS (your reports will be fine). Period - You should not change the period. Advance this by performing your Period-End Close. Changing it here may cause confusion. AP - Never change your default AP account! Everything else is pretty standard. We always want to post detail to the GL for clean reporting/clean-up. Prerequisite reports should always be printed and placed in a folder for that month.

ENTER/INVOICE www.multiviewinc.com/cyma-ap-enter-invoice The majority of the fields here will populate from the defaults setup under MAINTAIN/VENDORS. Date - The month used in the invoice date will determine where this invoice will display on the AP Aging report. Posting Date – This date determines where this invoice will impact the General Ledger! If you get an invoice with a June 1 date but you know it applies to May services you will want to enter a May date in this field. Note: Never have a Posting date in a period after the period in which the check will be cut. This will throw your AP aging report out from the GL balance. You can default your Posting Date to the Invoice Date under MAINTAIN/CONFIGURATION. AP Account –Never change this account from 0-00-2000-00! Allocate - If you find that you normally use several accounts for a certain vendor then allocate should be a time saver.

ENTER/INVOICE -Save When you save an invoice and the invoice date is not inside the Current Period Date for AP, this message will display. Be sensitive to entering invoices to a closed period! See Monthly Operations for more details.

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The Multi-View CYMA/F9 User Guide Accounts Payable Overlooked Features-2

MAINTAIN/ALLOCATIONS There are two main areas where allocations may be beneficial: 1. You have historical records demonstrating the exact percentages an invoice should be split. A phone bill may list one dollar amount but you know the various locations/departments it needs to be allocated to. 2. Use the allocation as a template for such operations as paying a credit card bill where only some of the accounts will be used. Modify the allocation at the Invoice level where rows may be added, deleted and easily modified.

ENTER/VOID CHECKS www.multiviewinc.com/cyma-ap-void-checks The date box effects where this void will impact the GL. If the original check date is in a closed period, you will probably want to give it a void date for an open period to avoid changing the financials on the closed period. When a check is voided the invoice reopens for payment. Do not use the “Remove Original Invoice” box. It can cause issues.

ENTER/INVOICE -Correction Invoice Using CYMA you will quickly find out that once you have posted an invoice all the way to the GL, you lose the capability of modifying the invoice in AP. This includes the ability to delete the invoice. In this situation, if you need to eliminate the invoice, simply create a 'correction invoice' using a similar invoice number, a negative amount, the same date, the same GL Account. Post it to AP, and in the Select Invoices for Payment Screen, select both invoices and Print Checks. No check will actually print, but cleans up the mistake.

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The Multi-View CYMA/F9 User Guide Accounts Payable Monthly Operations

ACCOUNTS PAYABLE - MONTHLY OPERATIONS By processing AP in a systematic way, your accounting experience will work far better. 1. We recommend designating a cut-off time where nothing received after a certain date will get entered into the period you are closing. Example- on the 10th of May nothing else gets entered into April. Then on the 10th you can perform your Period-End Close that will catch any 'loose-ends'. This will then allow the GL module to perform its Period-End Close. 2. Always print your Proof Reports as you process AP through the month and put these in a folder with your AP month-end reports. Hard copies have come to the rescue many times for our clients! 3. Remember, CYMA's Period-End Close is a' loose close'. After you have closed May if someone enters an invoice with a May Date you will get the warning message mentioned in the 'Overlooked Features' portion. If you say ok to a closed period CYMA will open the closed period, post the new invoice/check, and re-close the period seamlessly. Understanding this and keeping your periods current will avoid unnecessary headaches.

PROCESS/POST INVOICES TO AP & SELECT INVOICES www.multiviewinc.com/cyma-ap-writing-checks www.multiviewinc.com/cyma-ap-reprint-checks Once an invoice has been entered, it must be posted to the AP module before it can be selected for payment or show up on the AP Aging and Ledger Reports. The check date should not be in a month prior to the Invoice Posting Date. This situation will create an out of balance issue with the AP Balance Sheet amount. The Reprint checks option can be used to either reprint the checks in their original status or by selecting “Assign New Check Numbers” to automatically void the old check number and reprint with a new number.

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The Multi-View CYMA/F9 User Guide Accounts Payable Monthly Operations-2

PROCESS/POST INVOICES TO GL & POST CHECKS TO GL www.multiviewinc.com/cyma-ap-posting There are two schools of thought here. 1. Post invoices and checks once a month during your AP closing process. This way you end up with one big batch for each month in the GL module. The advantage is that you have fewer steps during regular processing. Also, if you made a mistake it is easier to cleanup in the AP module if it has not been posted to the GL. 2. Post invoices and checks during regular processing. You end up with a GL batch each time you post. The advantage here is that you can run GL financials at any time during the month to see where you stand. And if you don't perform the Period-End Close Process you theoretically should not have forgotten to post to the GL for the monthly financials. Most clients use this method.

Note: A lot of lower-end accounting systems make life seem easier by automatically performing this process. CYMA is a real accounting system with real flexibility. Take the time to look at your Proof Listings to see what the results will be on the General Ledger. Every person in the accounting seat should be familiar with Debits and Credits!

PROCESS/PERIOD END CLOSE www.multiviewinc.com/cyma-ap-period-end-close The period should be closed each month! This insures there are not old, unprocessed transactions. Remember, this is a 'loose close', so if you have to add a late item you can. Unless you process thousands of checks each month never check the 'Move Invoices and Checks to History' button. The Prerequisites tab will let you know what still needs to be done to close. Closing your 12th period functions as the Year End Close in AP and will force move data to history.

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The Multi-View CYMA/F9 User Guide

Bank Reconciliation Getting Started/Overlooked Features Getting Started Bank Reconciliation is the easiest module to maintain. However, the initial setup can sometimes be confusing. For this reason it is not that uncommon to have a client using every module of CYMA except BR. We often will hear "I tried to start using BR but got confused and just kept reconciling manually." We encourage our clients to get past this 'speed-bump'. We have Real-View videos showing how to set up your bank reconciliation. Once you have reconciled for a couple months, you will find this module easy to use and a real time saver.

MAINTAIN/BANKS MAINTAIN/CONFIGURATION www.multiviewinc.com/cyma-bank-rec-maintain-banks It is important to understand how information flows through Bank Reconciliation.

Control ID – Think of your Control ID as the actual physical bank account at your bank. Each Control ID ties to one bank account and one GL cash account number.

Bank ID – Think of your CYMA Bank IDs as being the various ways dollars enter and

leave your bank account (deposits, cash transfers, online payments/collections). You may have multiple CYMA Bank IDs for one Control ID.

Set up Bank IDs – with accounts numbers and description. Multi-View recommends using a Bank ID that is a variant of the natural GL account number tied to this Bank ID. In the illustration above we’ve created two Bank IDs. The 1000 Bank ID will be used for the operating checking account. The 1000EF Bank ID will be used for EFT transactions. Both Bank IDs ties to the 1000 Control ID.

Data Grid – In the Control ID window, tie the Control ID to all applicable Bank IDs and CYMA modules.

First Reconciliation The first reconciliation will require some clean up from starting a new accounting system. Refer to Monthly Operations for more details. 1. Perform the ENTER/RETRIEVE DATA process. 2. Select ENTER/MARK CLEARED TRANSACTIONS and select your Bank ID (the CYMA field says ‘Bank ID’, but in reality you are selecting a ‘Control ID’) 3. From your Bank Statement enter your Beginning Balance Date and Starting Balance to the two fields at the top of this screen. 4. Follow Monthly Operations guidance for bank reconciliation as shown on the following page.

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The Multi-View CYMA/F9 User Guide Bank Reconciliation Monthly Operations

ENTER/RETRIEVE DATA www.multiviewinc.com/cyma-br-bank-recon-basics In order for BR to see new items processed from any module since the last retrieval, you must Retrieve Data. BR maintains its own 'copy' of the data each time it retrieves in order to avoid pulling items twice. It is usually recommended to select All Banks and each module when retrieving. You will want to have all batches posted in the GL module.

ENTER/MARK CLEARED TRANSACTIONS

Select your Bank ID (actually this is your Control ID)

Enter your Statement Ending Date and Balance

Mark off all Deposits and Credits/Checks and Charges. (Use the 'Show only transactions <=' box and Transaction Sort Order sections to help expedite this process.)

Notice the 'Difference' Box amount (middle of screen). This amount should match all items you did not mark off on your Bank Statement. These items were never recorded in CYMA. They will need to be recorded in you GL, retrieved, and marked off.

The Beginning Balance Total is the same as last reconciliation's Ending Balance. This amount minus your checks, plus your deposits should match your ending balance. If not you may need to make an Adjustment.

SAVE and CLOSE this window.

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The Multi-View CYMA/F9 User Guide Bank Reconciliation Monthly Operations-2 Enter Adjustments

Open the ENTER/ADJUSTMENTS window. Select the ID for your bank reconciliation. Enter into the Reference and Description

Boxes 'Beginning Balances'. Check the 'Exclude from GL' box. Enter your Adjustment Amount from step 9

using the same GL Account as your 'Bank GL Account'.

Save and return to ENTER/MARK CLEARED TRANS. The Difference amount should now be 0 You can now continue with closing your first reconciliation (Monthly Operations).

PROCESS/END OF PROCESS UPDATE Before this step you will perform the PROCESS/POST ADJUSTMENTS and run your REPORT/CURRENT RECONCILIATION REPORTS/RECONCILIATION SUMMARY REPORT. The End of Process will make sure you have not forgotten any steps that must be performed. This process will remove all the items you have marked off under ENTER/MARK CLEARED TRANSACTIONS and bring over your ending balance as your new starting balance. BR has no 'periods' as in the other modules. Therefore you could actually reconcile several months at one time if desired.

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The Multi-View CYMA/F9 User Guide

Payroll Getting Started Payroll is probably the most detailed module, and special attention should be used when looking at our Cutover Date. Payroll is sensitive to both your Fiscal year and the Calendar year (for Federal and State Reports). If you are starting CYMA in January and you are a on a Calendar Fiscal year, this will be simple. However, if you are coming over in the middle of the year, the following reports must match for both your old accounting system and CYMA when run for the Cutover Date: 1. Employee Balance Report for the Current Quarter. 2. Employee Balance Report for the Current Year. 3. W-2's - this is optional but sometimes reveals setup errors. We recommend running a mock payroll in CYMA against an existing check run from the old system. We can then compare the Print-Proof in CYMA and examine all transactions in detail. We will then use the Clear function to remove the mock data without actually printing checks. This should be done for at least your more complex employees. (Refer to Monthly Operations for details.)

MAINTAIN/CONFIGURATION The maintain configuration has two main areas. The first is the Configuration area that maintains items such as Tax Id's, accounting year setup, frequency types, etc... The second area is the 'pool' of data that will be used when setting up your employees. Any earnings or deduction that may be used by any employee must be setup here first. The item will be customized at the employee level. For example an RN and a Social Worker could use the same 'Hourly' earnings feature but modify the hourly amount and account number at the employee level. Be sensitive to the Feature Types as a 'Pre-Tax Deduction' would obviously be taxed differently than an 'Other Deduction'. Add to the default Long Name type such as “Hourly-Call Time” and modify the Short Name as it needs to print on the check stub. Important: Features require both long names and short names—and they cannot be identical.

MAINTAIN/EMPLOYEES In this area we will setup each employee and customize each earning and deduction

Employee ID – Employees sometimes change their names, but Employee ID in CYMA cannot be changed. You might consider using a number here. If using a Patient-Management System, mirror the ID's there.

Debit Account field - Make sure to select the proper account.

Calc. Method - How CYMA will pay/deduct this item. Accruals - CYMA can create almost unlimited

accrual types! Make sure to select the proper 'Associated Accrual Pay Feature'.

Verify your setup by running the REPORTS/EMPLOYEE REPORTS/EMPLOYEE EARNING & DEDUCTION PROFILE.

MAINTAIN/BEGINNING BALANCES If you are not starting in the beginning of the calendar year, an employee balance report should be run out of your old accounting system. It should have columns for both the Current QTD and YTD amounts. These numbers will then be added to CYMA here. Make sure to give the “Beginning Balances as of:” field a date that will be reflective of your cutover date! Accrual forward amounts will also be added in this window.

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The Multi-View CYMA/F9 User Guide

Payroll Getting Started-2

MAINTAIN/WAGE CALCULATIONS This is an extremely sensitive area -do not guess! Some deductions are not as simple as just 'Pre-Tax'. Your health insurance may be exempt from Federal and State taxes but taxed on all other areas as a normal deduction. Review this window to setup the item exactly as it should be taxed. The Hourly Accruals tab is where all accrual features calculate when setup as System Calculated.

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The Multi-View CYMA/F9 User Guide

Payroll Overlooked Features

MAINTAIN/EMPLOYEES Departmentalization Tab - This feature works well but some special thought is necessary in the setup. When using this we want to setup a Departmentalization clearing account first (00 department code) then assign the appropriate departments (61, C1, etc…). This way we create a safeguard to make sure we are departmentalizing correctly. See CYMA's internal help menu under 'departmentalization' for more details. History Tab - Here we can review all earnings and deductions for each quarter. It will show both the employee amount as well as the company amount.

SYSTEM MANAGER/SYSTEM/UTILITIES/ RECALC. EMP. BAL. This is a system feature that works very similar to 'Recalculate GL Balances'. It is recommended to run this feature after modifying an employee’s W-2 deduction box. It is also a good idea to perform prior to printing your W-2 reports.

ENTER ADJUSTMENTS To err is human. Here is where we fix our 'err'. Adjustment Date - This date will be used for the PR reports and GL posting. Take time to make sure you are using the correct date! It determines the Quarter. If you enter the wrong date, call MVI. Don’t Update GL Box - If the change just needs to impact PR (maybe you used the incorrect earnings type but the same GL account is used in both types) then check this box. Data Grid - Notice that you have flexibility to not only change the amount, hours and account number; but also the Tax, Excess, and Excluded Wages. Note: - The note on this window is important to understand that the Tax Wage columns are not automatically updated.

ENTER/PAYROLL When Payroll is selected from the Enter menu, the Enter Payroll dialog box is displayed. This allows you to enter employee payroll data that must be entered on a routine or periodic basis, such as hours, rates, pieces, and deductions. This dialog box consists of two tab pages, Earnings tab and Default & Prompt Amounts tab. The Earnings tab contains employee features that have been set up using the calculation method. Enter Each Period, such as Hourly, Piece Work, and Commissions. The Default & Prompt Amounts tab contains employee features that have been set up using calculation methods Default from Last Pay or Prompt for Amount. All payroll data that has been entered and calculated must have a check printed before the system allows you to perform the Close Current Payroll Period.

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The Multi-View CYMA/F9 User Guide

Payroll Overlooked Features-2 To enter payroll data follow the following steps:

• To enter payroll data, enter the Employee ID or use the browser to select the employee to enter the payroll data for. As data is entered for each employee, click the Save button to save the data and continue to the next employee.

• After the payroll data has been entered and saved for the last employee, click the Close button to exit the Enter Payroll operation.

• Go to the Report Menu, Current Period Reports category and print the Employee Entry Verification Report to verify the data entered for each employee.

• If corrections are needed, go to the Enter Payroll operation, select the appropriate employee(s) and enter the necessary corrections and/or adjustments to the employee hours, rates, pieces, and deductions. Click the Save button to save the changes.

• If no corrections are needed go to the Process menu and access the Calculate Payroll operation.

These steps can be repeated as many times as necessary until the payroll data is correct.

PAID TIME OFF Set-Up for Exempt Employees Beginning with CYMA version 13.x the Paid Time Off hours paid for Salary employees will not appear on check stub/payroll advice unless the feature is set up so the dollar value is calculated for the time being paid. At the Maintain Employee Setup screen, enter the correct “Hourly Rate” for the employee.

On the Paid Time Off screen check the box “Automatically adjust salary amount by amount of this feature”. Also, select the “Salary” feature that you want to reduce. The “Calc Method” should be “Enter Each Period”

When the hours are entered for the employee the dollar value will be calculated and the salary will be reduced by this amount. The paid time off hours which were paid will appear as a separate line.

The total pay for the employee will equal the scheduled “Salary” amount but will appear as two separate line items.

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The Multi-View CYMA/F9 User Guide

Payroll Monthly Operations

Processing Payroll This section will walk us through our regular payroll processing. For the most part, we will simply go down our Process drop-down list. We must perform a Period End Close after each payroll! For those periods that fall at the end of our Quarter we will perform the additional Quarter End Close after we close the Period.

PROCESS/CALCULATE PAYROLL Only select those employees who will be paid. Otherwise during Generating and Calculating they may end up with a negative check! 1. Features - This will be used only to exclude a specific feature from the calculation. Example: the third PR in the month where a Health Deduction should only come out twice a month.

2. Enter Payroll - This is a shortcut to ENTER/PAYROLL. Some items will be under the 'Default/Prompt Amounts' Tab. 3. Generate - Select all employees to be paid. Not all employees may have System Generated items (Salary, benefits) but that is ok. 4. Calculate - Again, just those to be paid. This area includes taxes so usually everyone will have something to be calculated. 5. View Details - If you are wondering what items are Generated/Calculated you can View Details while processing. 7. Clear – You will not clear unless fixing a mistake or performing a mock PR! For mock runs, simply review your data against the Print Proof after calculating and then clear out the entries.

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The Multi-View CYMA/F9 User Guide

Payroll Monthly Operations-2

PROCESS/PRINT CHECKS

Make sure the 'Bank Id' and 'Payroll Check Form' is correct.

The Check Date will determine what month this batch will end up showing on the General Ledger! You can choose an option to post on check date.

You will notice that you have the flexibility of not only Reprinting Checks, but also to Assign new Check Numbers (if a previous print-job went bad).

If you are using Direct Deposit, this is where you can assign where the file will be saved and what the File Name will be.

PROCESS/POST CHECKS TO GL The GL will not be updated until you first 'Post Checks to GL'. We recommend printing the proof reports during the posting process.

PROCESS/CLOSE THE CURRENT PAYROLL PERIOD A Period End Close must be performed after each period! Pay special attention to the dates on the Actions Performed Tab. If the dates do not match your actual dates then a previous period was probably not closed. This can be fixed by adjusting the 'New Period Start and End' date fields. The Prerequisite Tab will make sure that nothing has been overlooked, including the running of the Current Period Reports.

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The Multi-View CYMA/F9 User Guide Payroll Monthly Operations-3

PROCESS/QUARTER END CLOSE Immediately after you have closed your last period for the quarter you will want to perform your Quarter End Close. If time is an issue and the first payroll for a new quarter needs to be processed you may go under MAINTAIN/CONFIGURATION and change the quarter manually. You must then remember to switch it back and perform your quarter close as normal! It is recommended to never select the 'Transfer Checks to History' box as this will move your data to a historical data file and make running reports such as a check register more complicated. The Prerequisites Tab here is really just a 'help you remember' check-off system.

PROCESS/YEAR END CLOSE The year should be closed as soon as possible after your W-2 and annual reports have been processed. If you need to run a payroll in the new year and have not closed the old year you will need to go to MAINTAIN/CONFIGURATION and change to the correct year and quarter. Make sure to change back manually before performing your Year End Close. The SYSTEM MANAGER/SYSTEM/UTILITES/RECALC. PAYROLL BALANCES function should be performed first. Note: payroll defaults to purging employees inactive. For audit purposes it is best to not purge them.

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The Multi-View CYMA/F9 User Guide

Accounts Receivable Getting Started Getting Started Accounts Receivable is the module least suited module for Hospice. It is not going to replace a patient-management system. Multi-View does not recommend that hospice use this module unless they are billing less than $200,000 per year. Hospices with patient-management systems will export AR values from those systems that are easily imported into CYMA general ledger—no AR module needed. The CYMA AR module itself functions well, but there are required features that hospice will not use due to its unique billing system. Tax ID is one example of this. Since we don’t tax we will use a Tax ID of “NOTAX” that has a 0% tax rate. Another example is the required Ship-To tab under MAINTAIN/CUSTOMERS (actually patients) and they don’t need a ship-to so we will create a ‘MAIN” ship-to with the “NOTAX” tax category. If you’re going to use the CYMA AR module, an aging report should be run out of your old system or all outstanding bills should be accounted for from the manual system or government billing system for the cutover date. Each patient should be setup in AR and use the Checklist for establishing the proper beginning balance amount. If the invoice detail is desired, then the beginning balance step may be replaced by entering in the invoices to a period prior to the cutover date, posting the batch to the GL module and then deleting the batch on the AR module. (This is the same logic as AP Getting Started) The total of the beginning balances must also match the 0-00200-00 AR account in the GL module.

MAINTAIN/PRODUCTS Every type of billable service will have a product setup such as Medicare Routine, Medicare Continuous Care etc… Your standard billing rate for each item will go into the Price field. When rounding issues are persistent with the payer, then adjust your Price up slightly so as not to under bill. If you receive different rates of service for different locations then setup a product for each. The GL sales account must reflect the revenue account in your for that product of level of care. Pass-Through Income will be in the 5800 natural account range. Make sure to uncheck the Taxable field.

MAINTAIN/CUSTOMER TYPES This is where you will define the general type of customers.

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The Multi-View CYMA/F9 User Guide

Accounts Receivable Getting Started-2

MAINTAIN/CUSTOMERS Most users find the Last/comma/First ID configuration to be best. On the “Ship-To” tab simply create “MAIN” and assign the “NOTAX” field. The default MVI AR account is 0-00200-00 for all customers and should not change.

MAINTAIN/CONFIGURATION The only time to make changes to this window is when working between two years such as between period 12 and 1 for the new year. If your configuration has been changed, the image above shows the appropriate accounts for each configuration item.

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The Multi-View CYMA/F9 User Guide

Accounts Receivable Overlooked Features

ENTER/PAYMENT ADJUSTMENTS AND TRANSFERS Adjustment is used when you need to go into a patient’s account and make a change to an invoice. It is best utilized where you would rather show the change through the payment dialog than through a credit on their account through a credit invoice. The adjustment feature works just like that of a normal payment transaction except that you do not affect the cash account.

Transfer feature is utilized when you need to take a credit from the customer’s invoice(s) and apply it to unpaid invoices. In other words, if you received a check from someone and marked it ‘post on account’ because there wasn’t an invoice to apply it to. After you enter the invoice, you can go back and apply the payment previously made.

ENTER/ NSF CHECKS On occasion a check will come back to the hospice as insufficient funds. This operation will reopen the invoice. Also use this function when a check has been applied to incorrect invoices.

PROCESS/ PERIOD END CLOSE/CREATE WRITE-OFF ENTRIES In addition to regular write-offs, this feature removes small invoice balances caused by rounding issues.

Write-Off Date: determines where this will post to the GL module.

GL Account: usually lined up to the adjustment account for the payer type.

Customer Type: such as Medicare if updating the Medicare GL account.

Find: review the data grid for accuracy and Post to finish the operation.

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The Multi-View CYMA/F9 User Guide

Accounts Receivable Monthly Operations

ENTER/INVOICE Select Invoice, Type of Invoice or Credit to apply against an invoice you need to cleanup. The invoice number will automatically be filled. The date entered will determine where this impacts the GL module. Do NOT change the AR account on this screen. The product assigned to the customer will default. Add the billable quantity of that product. Select the print button and you are done. The majority of fields on this window will not be utilized and can quickly be bypassed.

PROCESS/ GENERATE/PRINT INVOICES If you do not print your invoices individually as they are written you can print them through this window. The Invoice Date on this window will override the existing invoice date! Most hospices do not send their invoices to their patients or their payers, so the form selection does not

matter. Select Print and the invoices are ready to be posted to AR. Invoices must be generated/printed in order to be posted.

ENTER/PAYMENT Enter the total deposit amount in AR Total. For each line item Reference the check number being deposited. Browse for the Customer and enter the amount that applies to this customer. Double click on the left margin or use the Customer Account button and apply this amount to the proper invoice(s) by selecting the left margin. Avoid using the Post on Account button. There must be a zero Undistributed amount after applying the payment to the invoice. Select the post button and print the deposit slip and payment register.

PROCESS/ POST TO GL/INVOICES & PAYMENTS Until the transactions are posted to the GL they will not show in GL reports. Payments must first be posted to the AR module. This is usually done while entering the payment. However, if it was not then go to the PROCESS/POST TO GL/PAYMENTS window.

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The Multi-View CYMA/F9 User Guide

Accounts Receivable Monthly Operations-2

PROCESS/ PERIOD END PROCESSES AR should be closed each month just like the AP Period End Process. This operation will help insure we have not missed anything for the period we are closing. Multi-View highly recommends that you keep your periods current!

PROCESS/ PERIOD END PROCESSES/ PRINT STATEMENTS AND TAX REPORTS These two features are designed more for a manufacturing company than for healthcare. For this reason you will probably not do anything with these reports. However, they

must be processed in order to close out of the current period. The Tax Report may be printed to screen and not to paper at all. The Statements may be printed for one vendor. You will then be allowed to close the month without printing all Statements.

PROCESS/ PERIOD END PROCESSES/ PERIOD END CLOSE The 'Move Invoices and …' box should not be checked. It is designed for organizations that process thousands of AR invoices each month.

Prerequisites - The same as in the other modules. You must print each report that is required and perform all processing items so there are no red lines that will prevent the Period End Close process. Closing period 12 in AR functions as the year end close and will force all data to history.

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The Multi-View CYMA/F9 User Guide

F9 Getting Started Getting Started www.multiviewinc.com/f9re-installdeactivateactivate F9 is a powerful Excel-based reporting tool that allows users to create custom reports from General Ledger balances in CYMA and in other accounting packages. F9 is an Excel Add-In which must be attached to Excel. It has two internal components: an Automation component which manages the F9 formulas and a COM component which manages the F9 Ribbon and User Interface. Both components are contained within file: F9v5.DLL. To attached F9 to Excel 1. Open Excel. Please note that in some operating

systems (such as Windows Vista and 7) to attach F9, one has to Run Excel as an Administrator:

2. Open Windows Explorer a. Find to Excel.exe in Program

Files\Microsoft Office\Office12 or C:\Program Files\Microsoft Office\Office14

b. Right-click on Excel.exe, select Run As Administrator option

c. Check to see if F9 appears in the Excel Ribbon as a Tab; if so, F9 is attached.

3. If F9 is not displayed in the Excel Ribbon a. Select Excel Options:

Excel 2010: Click the Microsoft Tab, and then click Options | Add-Ins.

Excel 2007: Click the Microsoft Office Button, and then click Excel Options | Add-Ins.

b. At the bottom of the window, choose COM Add-Ins and click on Go… button:

c. Select F9v5 and click OK.

The first time you open any report created in an older F9 version you will have to “migrate” the report to the new F9 version. It’s easier than it sounds. When you open the report, just click the “Migrate F9v4.x” button as shown below. Once saved, you won’t have to migrate this report again.

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The Multi-View CYMA/F9 User Guide

F9 Overlooked Features F9 Setup www.multiviewinc.com/f9-introduction-0 F9 Setup is the first place to go when your F9 doesn’t seem to be pulling balances properly. Use it to confirm period, company and year.

Analyze www.multiviewinc.com/f9-analyze The Analyze function sets F9 apart from any reporting tool we’ve found. When your reports don’t match control totals, the Analyze function helps you identify which account numbers have been used too many times or not used at all.

Drill Down www.multiviewinc.com/f9-drill-down Drill Down provides you with the ability to access and see the actual transactions that compose account balances in F9 reports.

Budget Write Back www.multiviewinc.com/f9-budget-write-back Use the Budget Write Back feature to load your budget into CYMA in seconds. Once your budget is in Excel you copy it and click the Budget Write Back button to load it directly into CYMA.

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The Multi-View CYMA/F9 User Guide

F9 Monthly Operations Multi-View clients can use any of the many pre-built F9 reports based on the Multi-View chart of accounts. Clients can also build their own F9 reports for their own particular needs. Once built, clients simply open the report, change the date to the new period and press the F9 key on the keyboard. Reports like the one below populate in a few seconds for most clients.

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The Multi-View CYMA/F9 User Guide

Multi-View Hospice Chart of Accounts www.multiviewinc.com/multi-view-chart-accounts-logic-structure The Multi-View chart of accounts is the most widely used chart of accounts in hospice for a reason. It’s easy to understand, works with almost any accounting software package and configures so many different types of reports. The Multi-View chart of accounts is usually simple to upload into most accounting packages, and it’s pre-built into all of the many Multi-View F9 push-button reports we offer on our website. It’s intentionally constructed for two primary purposes

• To effectively manage a hospice • To provide sufficient detail for Medicare cost report preparation without additional schedules

Every segment and every account is intentionally placed to meet those objectives. So it’s best not to deviate from our chart logic. There’s plenty of room for you to add accounts to meet your unique needs within the existing structure. Just stick with the logic and you’ll be fine. Let’s look at the chart logic. You’ll find a chart of accounts logic sheet on our website. It looks like this. It might help you to download and print that before moving through this Real-View. Four segments, five if you use teams. There’s the location code, department and discipline, natural account and sub-accounts.

• Segment one—just 1 digit—we call it the location code o 1 is for anything at the corporate level. It’s not identifiable to any of the locations below and

usually supports them all. o 2 is for Palliative care and also Home Health care if needed. All palliative care or home health

care costs will be coded to accounts with a 2 as well as revenues. o 3 is for inpatient. This is for all inpatient revenues and expenses. Even if you don’t have your own

inpatient unit and contract out your inpatient care you may want to use this location code. Do you have more than one inpatient unit? Give us a call and we’ll help you set up a location code for it.

o 4 is for you Hospice Home Care for your main service area—usually one county. o 5 is for an expansion county (or service area), also Hospice Home Care. o Same for 6 and beyond. If you run out of digits, you can use Alpha characters as well. o F is for your Foundation, both revenue and expenses o Zero is for balance sheet accounts

• Segment two contains two digits

o The first digit is for department You see A for Admin, B for Bereavement Scan though these departments and you’ll probably find all you’ll ever need 6 represents hospice care Z is for common costs that benefit all departments—utilities, benefits, liability insurance,

etc and zero is for not specific o The second digit in the second segment is for discipline. It’s largely about job functions

Once again zero is for non-specific 1 is RN, 2 is LPN, 3 is RN On-Call and so on. Don’t make the mistake of thinking this digit only reflects compensation. Many costs such

as mileage, continuing education and supplies are discipline specific.

• The third segment—four digits. This is the segment most people think of when they think of a chart of accounts. And it is the major component. We call this third segment, the Natural Account number segment.

o The 1000s are for assets o 2000 to 2499 is for liabilities

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The Multi-View CYMA/F9 User Guide

o From 2500 to 2999 is for equity accounts o The 3000s are revenue accounts including contractual allowances and, yes, we put bad debt in

here too. We place bad debt with revenue so we get a better net revenue value. And net revenue figures big in most Multi-View reports. Notice we don’t put pass-through income in the 3000 level accounts—more on that in a moment.

o 4000 level accounts are personnel related expenses. 4110 and above is all benefits. That doesn’t sound like many accounts for wages and salaries. But we use the other account segments to delineate your employees into their many locations, departments and job functions.

o The early 5000 level accounts are for patient related expenses. These will look very familiar to you.

o Multi-View uses the 5800 level accounts for pass-throughs. These are costs hospices pay on behalf of patients where the hospice serves as an intermediary, billing for other entities. A common example is Nursing Home Room & Board. We place both the income and expense accounts for pass-throughs right here in the 5800s. We do this so we can easily net them together as an expense in the financials and to keep the income out of net patient revenue.

o The 6000 level accounts are for facility related expenses and general operating expenses. These are common to all businesses and non-profits.

o The 7000s net together income and expenses involved in support, fundraising, investment returns and gains and losses.

o We use the 8000 level for income and expenses associated with donor restricted accounts. o Finally there are the 9000 level accounts. They’ll never appear in your financials, because they

aren’t dollars. These are statistical accounts that originate in your patient management system, are imported into your GL and uploaded to your benchmarking application.

• For most hospices there is one more segment in their chart of accounts—sub accounts. There are only a

few. Each set of sub-accounts are specific to a single natural account number or a range of natural account numbers.

o The level of care sub account numbers are critical. They are needed to record both revenue and direct expenses by level of care—a requirement for your Medicare cost report, and very useful in reports that help you manage costs. We use the these level of care codes

R0 is Routine Home Care G0 is General Inpatient care C0 is Crisis Home care (sometimes called continuous home care) I0 in Inpatient Respite care These remaining two codes aren’t levels of care but are required reporting elements for

Medicare cost reports: B0 for Room & Board and M0 for Physician billings o We have a set of sub-accounts that complement you utilities natural account o Another set that works for continuing education breakouts o And sets for insurance, marketing, support and restricted accounts

• For most hospices, a four-segment account number is all they’ll need. But some large hospices have

multiple teams working in a location. And they want to compare these teams in financial reports. For these hospices we offer a 5th segment. It’s one to three digits, and it’s for teams.

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The Multi-View CYMA/F9 User Guide

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The Multi-View CYMA/F9 User Guide

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The Multi-View CYMA/F9 User Guide

Multi-View Real-Views Library Accounts Payable - Maintain Configuration www.multiviewinc.com/cyma-ap-maintain-configuration Accounts Payable - Maintain Vendors www.multiviewinc.com/cyma-ap-maintain-vendors Accounts Payable - Enter Invoice www.multiviewinc.com/cyma-ap-enter-invoice Accounts Payable - Manual Checks www.multiviewinc.com/cyma-ap-manual-checks Accounts Payable - Writing Checks www.multiviewinc.com/cyma-ap-writing-checks Accounts Payable - Reprint Checks www.multiviewinc.com/cyma-ap-reprint-checks Accounts Payable - Posting www.multiviewinc.com/cyma-ap-posting Accounts Payable - Move Invoice www.multiviewinc.com/cyma-ap-move-invoice Accounts Payable - OneTime Invoice www.multiviewinc.com/cyma-ap-one-time-invoice Accounts Payable - 1099s www.multiviewinc.com/cyma-ap099s Accounts Payable - Reports www.multiviewinc.com/cyma-ap-reports Accounts Payable - Period End Close www.multiviewinc.com/cyma-ap-period-end-close Accounts Payable - Void Checks www.multiviewinc.com/cyma-ap-void-checks Accounts Payable - Closing Periods www.multiviewinc.com/cyma-ap-closing-periods Accounts Payable - Tying AP Aging to GL www.multiviewinc.com/tying-ap-aging-gl General Ledger - Maintain Chart of Accounts www.multiviewinc.com/cyma-gl-maintain-chart-accounts General Ledger - Journal Entries www.multiviewinc.com/cyma-gl-journal-entries General Ledger - Recurring Journal Entries www.multiviewinc.com/general-ledger-recurring-journal-entries General Ledger - Closing Years www.multiviewinc.com/cyma-gl-closing-years General Ledger - Prior Year Adjustments www.multiviewinc.com/cyma-gl-prior-year-adjustments General Ledger - Closing Periods www.multiviewinc.com/general-ledger-closing-periods General Ledger - Posting www.multiviewinc.com/general-ledger-posting System Manager - Maintain Users www.multiviewinc.com/cyma-sm-maintain-users System Manager - Adding Years www.multiviewinc.com/cyma-sm-adding-years System Manager - Importing www.multiviewinc.com/cyma-sm-importing System Manager - Copy Company Folder www.multiviewinc.com/cyma-sm-copy-company-folder System Manager - Pack and Reindex www.multiviewinc.com/cyma-sm-pack-reindex-recalculate Bank Reconciliation - Maintain Banks www.multiviewinc.com/cyma-bank-rec-maintain-banks Bank Reconciliation - Basics www.multiviewinc.com/cyma-br-bank-recon-basics F9 - Introduction www.multiviewinc.com/f9-introduction-0 F9 - Formulas www.multiviewinc.com/f9-formulas F9 - Chart Command www.multiviewinc.com/f9-chart-command F9 - Text to Columns www.multiviewinc.com/f9-text-columns F9 - Budget Write-Back www.multiviewinc.com/f9-budget-write-back F9 - Manual Calculation www.multiviewinc.com/f9-manual-calculation F9 - Period Income Statement www.multiviewinc.com/f9-period-income-statement F9 - Analyze Function www.multiviewinc.com/f9-analyze F9 - Drill-Down www.multiviewinc.com/f9-drill-down F9 - Viewer/Email www.multiviewinc.com/f9-emailing-reports F9 - Advanced Formulas www.multiviewinc.com/f9-advanced-formulas Intro to F9 Version 5 www.multiviewinc.com/introduction-f9-version-5 F9 - Version 5 Reinstall www.multiviewinc.com/f9re-installdeactivateactivate Multi-View Chart of Accounts www.multiviewinc.com/multi-view-chart-accounts-logic-structure

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The Multi-View CYMA/F9 User Guide

Index

A Account Number Tab, 10 Accounts Payable, 3, 5, 12, 14, 15, 16, 17, 18 Accounts Receivable, 3, 12, 29, 30, 31, 32, 33 Adjustment, 11, 20, 21, 24, 31 Adjustment Date, 24 allocation, 16 Analyze, 35 AP, 3, 4, 14, 15, 16, 17, 18, 29, 33 audit trail, 11

B Bank ID, 19, 20 Bank Reconciliation, 3, 12, 19, 20 Bank Statement, 19, 20 Board of Directors, 2 Budget Tab, 10

C chart of accounts, 8, 11, 36, 37, 38 Chart of Accounts, 38 check date, 16, 17, 27 Check Date, 27 Company data, 4 Control ID, 19, 20 cutover date, 3, 8, 14, 22, 29 Cutover Date, 14, 22 CYMA Maintenance Window, 6

D Data Grid, 19, 24 Departmentalization, 24 Drill Down, 35

E ENTER/ADJUSTMENTS, 21 ENTER/BEGINNING BALANCES, 8 ENTER/INVOICE, 14, 15, 16, 32 ENTER/JOURNAL ENTRIES, 8 ENTER/MARK CLEARED TRANSACTIONS, 19, 20, 21 ENTER/PAYMENT, 31, 32 ENTER/PAYROLL, 24, 26 ENTER/PRIOR YEAR ADJUSTMENTS, 8 ENTER/RETRIEVE DATA, 19, 20

F F9, 1, 2, 3, 9, 10, 12, 13, 34, 35, 36, 37 F-9 Budget Write back, 10

First Reconciliation, 19

G General Import, 5 General Ledger, 3, 5, 8, 9, 10, 11, 12, 13, 14, 15, 18, 27 general ledger beginning balances, 14

H historical records, 16 History, 15, 18, 24, 28

I insufficient funds, 31

M MAGNIFYING GLASS ICON, 6 MAINTAIN/ACCOUNT TYPES, 11 MAINTAIN/ALLOCATIONS, 16 MAINTAIN/BANKS, 19 MAINTAIN/BEGINNING BALANCES, 22 MAINTAIN/CHART OF ACCOUNTS, 10 MAINTAIN/COMPANIES, 4 MAINTAIN/CONFIGURATION, 13, 15, 19, 22, 28, 30 MAINTAIN/CUSTOM FORMS, 7 MAINTAIN/CUSTOMER TYPES, 29 MAINTAIN/CUSTOMERS, 29, 30 MAINTAIN/EMPLOYEES, 22, 24 MAINTAIN/JOURNALS, 11 MAINTAIN/PRODUCTS, 29 MAINTAIN/QUICK CHART OF ACCOUNTS, 11 MAINTAIN/USERS, 4 MAINTAIN/VENDORS, 14, 15 MAINTAIN/WAGE CALCULATIONS, 23 MANUAL COMPANY BACKUP, 13 module registration, 4 Move Invoices, 18, 33 Move Invoices and Checks to History', 18 MVI Chart of Accounts, 8

O Outstanding Invoices, 14

P Pack and Reindex Files, 7 PAID TIME OFF, 25 Patient-Management system, 14 Payroll, 3, 5, 12, 22, 23, 24, 25, 26, 27, 28 PERIOD END CLOSE, 12, 18, 31, 33 PERIOD END PROCESSES, 33

42

The Multi-View CYMA/F9 User Guide

Period Information Tab, 10 Period-End Close, 12, 15, 17, 18 Post, 11, 14, 16, 18, 27, 31, 32 Posting date, 15 PROCESS/ GENERATE/PRINT INVOICES, 32 PROCESS/CALCULATE PAYROLL, 26 PROCESS/CLOSE THE CURRENT PAYROLL PERIOD, 27 PROCESS/END OF PROCESS UPDATE, 21 PROCESS/POST CHECKS, 27 Process/Post Invoices, 14 PROCESS/POST INVOICES, 14, 17, 18 PROCESS/POST JOUNAL ENTRIES, 12 PROCESS/PRINT CHECKS, 27 PROCESS/QUARTER END CLOSE, 28 PROCESS/YEAR END CLOSE, 28

Q Quarter End Close, 26, 28

R Real-View videos, 19 Recalculate Employee Balances, 7 Recalculate GL Balances, 7, 24

Report, 3, 14, 22, 25, 33 REPORTS/DIAGNOSTIC REPORTS, 7 REPORTS/EMPLOYEE, 22

S Set up Bank IDs, 19 SYSTEM/UTILITIES, 7, 24

T Transfer feature, 31

U UN-POST JOURNAL ENTRIES, 11 user ID, 3, 4 user rights, 4

W Write Back, 35 Write-Off, 31

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