Transcript Slide 1
DPN Quarter 2 2010 Update REBS Desktop Users
The enhancements described in this document are applicable to REBS Desktop users. Make sure this information is communicated to ALL REBS Desktop users
before the update
so the changes will be anticipated. Here is a brief overview of some of the changes included in this REBS Desktop update: Menu numbering has been added – the menu option numbers correspond to the numbers on the CommNet Menus.
“Shortcuts” have been added to the DPN screen and report headers. The Shortcut captures and displays the keystrokes or mouse clicks used to arrive at the screen or used to produce the report.
In our continuing efforts to “Go Green”, PDF printing is now available in REBS Desktop. PDF printing allows for easier distribution and ends paper storage and waste.
After the update
, check your work carefully! Even though we have made every effort to thoroughly test the new programs before releasing them to you, we often do not know about special processing you are doing or exceptions that you have incorporated into the system.
KEEP EDITS SMALL FOR THE FIRST FEW BATCHES PROCESSED!
Remember the importance of printing and verifying your edits you receive the
“Update Complete”
BEFORE
updating. Be sure to watch the update process and confirm that message on your screen before continuing with your work. If an update stops, DO NOT close your REBS Desktop window! Contact DPN Customer Support and be prepared to tell them exactly what you were updating and what is displaying on the screen. Be prepared to fax or email the edit.
Reviewing the items listed in this brief overview should not take the place of reviewing this entire document of changes.
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Overall Changes – Menu Option Numbers
Menu option numbers have been added to the REBS Desktop Menus. Refer to the next page.
Previous New Option numbers 5/24/10 2
Overall Changes – Menu Option Numbers
The menu option numbers correspond to the numbers on the CommNet Menus. Please note that the description of Option 1 is different between REBS Desktop and CommNet. In REBS Desktop, Option 1 is titled “Configuration” and in CommNet it is titled “File Maintenance”. This is the same program, the description is just different.
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Overall Changes – Shortcuts
A new “Shortcut” feature has been added to the DPN screen and report headers. The shortcut captures and displays the keystrokes or mouse clicks used to arrive at the screen or used to produce the report. The shortcut is made up of the system name and menu option numbers.
When entering the shortcuts, the system name must precede the actual option numbers. For example, General Ledger options, case.
AP
must precede any Accounts Payable options, etc.
GL
must precede any The system name can be entered in upper or lower REBS Desktop splits the Real Estate options between three tabs Inquiry options are under the – Processing options are under the “Real Estate” tab, Reports and “Re Reporting” tab, and the Agent Receivables options are under the “Agent A/R” tab – NOTE: All shortcuts entered for options that display under the Agent A/R tab must begin with system name for all three tabs is
RE
.
RE-9
. Refer to page 7 for further information. The Refer to the next page.
5/24/10 Select this tab for processing options such as Sales Contract Processing and Commission Processing.
Select this tab for reporting options such as Agent General Reports, Agent Earnings Reports, and Real Estate Inquiry options.
Select this tab for Agent Receivables, Cash Receipts Processing, and Agent Statement options.
4
Overall Changes – Shortcuts
The example below explains how the shortcut is created by either entering the shortcut or using the mouse. In this example, the keystrokes/mouse clicks required to arrive at the Name/Address input screen are
RE-5-1
.
Entering the Shortcut
key and the – From any menu, press the the shortcut, including the dashes:
RE-5-1 F1
function “Enter Menu Shortcut” dialog box will display. Enter . Use the mouse to select the
Submit Submit
button, or use the button and then press
Enter Tab
key to highlight the . Refer to the next page.
Using the Mouse
- Select the “Re Reporting” tab, then select the Agent General Reports option, and then select the Name/Address List option. Refer to the next page.
1) Select Re Reporting 2) Select Agent General Reports 3) Select Name/Address List 5/24/10 Enter the shortcut here 5
Overall Changes – Shortcuts
The shortcut displays on the screen and report headers: 5/24/10 6
Overall Changes – Shortcuts
As mentioned earlier, the Real Estate options are divided among three tabs. When selecting any option from the Agent A/R tab, remember that the number
9
must precede the option number.
For example, the user is going to add Agent Charges using the Agent A/R Processing option. The shortcut to access the Agent A/R Processing option is
RE-9-1-1
. The shortcut entered displays in the header on the Agent Charges screen: 5/24/10 7
Overall Changes – Shortcuts “Cheat Sheet”
Below is a list of shortcuts for some of the most commonly used options: • • • • • • • • • •
General Ledger
Journals File – GL-1-4 Journal Entry Processing – GL-2-1 Recurring Journal Entry Processing - GL-3-1 G/L Trial Balance – GL-4-11 G/L Schedule of Accounts Reports – GL-4-21 Journal Summary – GL-31 Journal Summary Out of Balance Batches – GL-4-40-3 Financial Reporting – GL-5 Account Balance/Activity/Schedule – GL-6-1 Budget Description File – GL-8-1 • • • • • • • • • • •
Accounts Payable
Payee - AP-1-1 Invoice Processing – AP-2-1 Recurring A/P - A/P-3-1 Print Check Register/Prt Checks/Update – AP-4-3 Enter Manual Checks – AP-5-1 One Step Invoice/Check – AP-6-1 Void Check – AP-6-3 Open Items by Payee Report – AP-7-1 Open Items Inquiry – AP-8-2 Print Outstanding Checks – AP-9-4 Print Deposit Slip – AP-11 • • • • • • •
Subsidiary Ledger
Owners – SL-1-3 Control Numbers & Activity Inquiry – SL-2-1 Control Number Chart – SL-3-1 Monthly Activity Report – SL-3-3 A/R Aging by Account – SL-3-30-1 Cash Receipts Processing – SL-4-1 Unapplied Payment Processing – SL-5-1 • • • • • • •
Broker Held Escrow
Transaction Code – ES-1-1 New Escrow Processing – ES-2-1 Change Non-Financial – ES-3-1 Input Financial Changes – ES-3-10 Transaction Processing – ES-4-1 Check Writing – Process Checks – ES-5-1 Daily Trial Balance – ES-8-21 • • • • • • •
Listings
Add a Listing – LS-2 Active Listings – LS-3 Listings by Property Address Report – LS-8-1 Listings Due to Expire Report – LS-8-8 Listings Detail by Agent Report – LS-8-12 Hot Sheet – LS-9 Inquire by Agent – LS-11 5/24/10 8
Overall Changes – Shortcuts “Cheat Sheet”
Below is a list of shortcuts for some of the most commonly used Real Estate options:
Real Estate
• •
Configuration
Add/Change Agent Data – RE-1-6-1 Recruited Agents - RE-1-6-32 • •
Sales Contract Processing
• Add a Contract – RE-2-1 Process Fallthroughs – RE-2-10 Process Changes to Updated Pendings – RE-2-20-1 • • •
Commission Processing
• Input Commissions – RE-3-1 Agent One Step Invoice/Check Print Deposit Slip – RE-3-30 – RE-3-13-1 Change Seller/Buyer Data – RE-3-22 • •
Contract Registers
• • • Closed Contracts by Office Closed Contracts by Agent Referral Register – RE-4-1-3 – RE-4-2-3 – RE-4-3-2 Tax Authority Register – RE-4-6 Buyers/Sellers List by Property – RE-4-22 • •
Agent General Reports
• Commission Level List – RE-5-10 Production Detail Garnishment List – RE-5-30 – RE-5-50-7
Agent Earnings Reports
• Detail Earnings by Accounting Period – RE-6-2 • Anniversary Earnings Detail – RE-6-33 • •
Management Reports
• Ranking (template) – RE-7-1 • Agent Quartile by Office New Hires – RE-7-11 Uncovered Expenses – RE-7-2-1 – RE-7-32
Inquiry
• Show One Contract – RE-8-1 • Contract Inquiry by Agent – RE-8-3 • • • • •
Agent Receivables
• Agent Receivables Processing – RE-9-1-1 • Agent Cash Receipts/Unapplied Pmts – RE-9-4-1 Open Receivables Report – RE-9-10 Receivables History Report Open Receivables Inquiry – RE-9-14 – RE-9-20 Laser Open Item Statement – RE-9-32 Laser Balance Forward Statement – RE-9-33
Agent Adjustments
• • Add Agent Adjustments Void Agent Check – RE-10-1 – RE-10-4 5/24/10 9
Overall Changes – PDF Printing
PDF Printing is now available in REBS Desktop. This feature is used to print reports and statements to PDF instead of the printer.
Select the report or statement to be printed, enter the print criteria, and the “Print” dialog box will display. Select the
button refer to the next page.
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Overall Changes – PDF Printing
The the “Select a File” dialog box displays next and the report name defaults as the PDF name. Accept the name displayed by selecting
OK
button, or change the name if necessary.
NOTE:
Reports printed to PDF are saved and stored on the user’s workstation in C:\DpnWork unless the user selects the
Browse
button and saves the report in another location.
If the PDF name has not previously been used, the report will open in Adobe PDF – refer to page 13 for an example. If the PDF name has previously been used, a warning message will display - refer to the next page.
Browse Button 5/24/10 11
Overall Changes – PDF Printing
If the PDF name on the previous screen matches a PDF name that was saved previously, a message will alert the user that the name already exists, as shown in the “Warning” dialog box below. If
Yes
is selected, the previous Agent/Name Address List PDF document created will be overwritten. If
No
is selected, the user will be prompted to enter a new PDF name.
Refer to the next page for an example of the PDF that is created.
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Overall Changes – PDF Printing
The Agent Name/Address List opens in Adobe PDF: 5/24/10 13
Overall Changes – PDF Printing Printing Letter and Legal Landscape
Previously, upon selecting a report option that prints Legal or Letter Landscape, the user was required to enter the printer name that was set up to print Legal or Letter Landscape. Now, the correct printer name will default for the user if it is set up in the File for their REBS Desktop User ID User’s Authorization – contact DPN Customer Support for assistance. If the Legal and Letter printer names aren’t set up to default, when the “Print” dialog box displays, the user can select the
Change Defaults
button and enter the printer name set up for that type of printing and the report will print.
The report layout for Letter and Legal Landscape reports are now indicated in the report description – refer to the next page.
Legal Landscape Letter Landscape 5/24/10 14
Overall Changes – PDF Printing Printing Letter and Legal Landscape
Previously, when a report that printed Letter or Legal Landscape was selected, the report layout type message would display as follows: Previous Now, the message will display in a dialog box. Select the
OK
button acknowledging the message – refer to the next page.
New 5/24/10 15
Overall Changes – PDF Printing Printing Letter and Legal Landscape
In this example, the user’s Letter Landscape printer name is LD01 and is set up in the User’s Authorization File. As shown in the example “Print” dialog box below, the printer name LD01 defaults. If the Letter Landscape printer was not set up, the user’s regular default printer would default and the user would have to manually change the printer using the
Change Defaults
button.
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Overall Changes – PDF Printing Printing Letter and Legal Landscape
When printing Letter and Legal Landscape reports to PDF, the report will be created and open in PDF. Refer to the next page.
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Overall Changes – PDF Printing Printing Letter and Legal Landscape
When selecting to print Legal Landscape reports, the user can actually choose to condense the report and it will print Letter Landscape on 8 ½ x 11 paper, or the user can choose to print the report Legal Landscape on legal paper (8 ½ x 14).
In this example, Adobe Reader version 9 is being used. When the report is opened (as shown on the previous page), Adobe automatically sets the report paper size to 8 ½ x 11 landscape as shown in the “Print” dialog box on the left. By clicking the “Choose paper source by PDF page size” option, the report changes to the 8 ½ x 14 landscape as shown in the “Print” dialog box on the right.
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Print Dialog Box Options -
PDF Printing
Printing Edits to PDF
Edits can also be printed to PDF. Edits are your “paper trail” in DPN and can frequently be requested by DPN Customer Support to assist in resolving issues.
Before making the decision to allow edits to be printed to PDF, it is strongly recommended you define PDF naming schemes to insure users are not writing over previous PDF edits for the day.
If you have not done so already, you may also want to implement Edit Archive so the edits will always be stored on your DPN Accounting Server allowing you to find them by batch number, user, or date and reprint at any time. Contact DPN Customer Support for assistance.
Refer to the next page.
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Overall Changes – PDF Printing Printing Edits – Step 1
The PDF Printing procedures for edits are the same, however, printing the edits along with the update process requires a couple of additional steps. This example explains printing and updating a Journal Edit to PDF.
Select the Edit/Update option (GL-2-3), enter the accounting period and edit date. The
button to save the edit report as a PDF document. Refer to the next page.
“Print” dialog box will display. Select the 5/24/10 20
Overall Changes – PDF Printing Printing Edits – Step 2
The “Select a File” dialog box displays next, and the edit report name defaults as the PDF name. Accept the report name displayed by selecting the stored on the
OK
button, or change the name if necessary.
user’s workstation in C:\DpnWork unless the user selects the location.
NOTE: Browse
Edit reports printed to PDF are saved and button and saves the edit report in another If the PDF name has not previously been used, the report will open in Adobe PDF – refer to the next page for an example. If the PDF name has previously been used, a warning message will display and will be discussed in Step 7.
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Overall Changes – PDF Printing Printing Edits – Step 3
The Journal Edit opens in Adobe PDF allowing the user to review the edit on the screen or print the edit to the printer. Once the user has verified that the edit is correct – CLOSE the PDF. Refer to the next page.
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Overall Changes – PDF Printing Printing Edits – Step 4
The “Verify Edit Data – Press Yes to Update” dialog box displays. Since the example Journal Edit was reviewed and was correct, select the
Yes
button and the update process will begin. Refer to the next page.
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Overall Changes – PDF Printing Printing Edits – Step 5
The “Journal Update Complete “ dialog box displays. Select the
OK
button. Refer to the next page.
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Overall Changes – PDF Printing Printing Edits – Step 6
The “Select a File” dialog box displays again, this time allowing the user to save both the edit AND the update banner. Again, the report name defaults as the PDF name. Accept the report name displayed by selecting the
OK
button, or enter a different name for this edit and update banner, such as
3-15-09-Journal Edit-1
.
It is suggested that users come up with naming conventions to prevent overwriting existing edit and update banner PDF documents.
If the report name that defaulted in Step 2 is accepted again, or if the name matches a PDF name that was saved previously, a warning message will display - refer to the next page.
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Overall Changes – PDF Printing Printing Edits – Step 7
A message will alert the user that the name already exists, as shown in the “Warning” dialog box below - in this case we are overwriting the previous PDF as this edit PDF document now has both the edit AND the update banner and this is the document/file that the user wants to keep. It is important that the user closes the original PDF document the
Yes PRIOR
to selecting button on the warning message otherwise the PDF document cannot be rewritten to include the update banner. Refer to the next page.
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Overall Changes – PDF Printing Printing Edits – Step 8
The final PDF has both the edit and the update banner. The example below shows that the PDF document contains two pages – the edit is on page 1 and the update banner is on page 2. Refer to the next page.
This PDF document contains two pages.
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Overall Changes – PDF Printing Printing Edits – Step 9
In this example, the update banner is on the 2 nd page and is shown below. If your company uses Edit Archive, edits and their associated update banners are stored on the DPN Accounting Server.
The user’s edits are also stored on their workstation in C:\DpnWork as long as the edit/update banner PDF documents are saved each time with unique names.
Caution: If the user accepts the report name defaulted as the PDF name for each edit that is printed, only the last edit printed will be stored on the user’s workstation.
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Real Estate – Reports with Multiple Agent Range Printing
“Reports with Multiple Agent Range Printing” means multiple batches of agents printed in
N
(numeric) order can be printed for the same report criteria without having to re-enter the criteria for each batch. Several DPN Real Estate Reports and Agent Statements currently have this capability (refer to the list on the next page) when printing to the printer, but this update includes an enhancement to this capability when printing to PDF, F(file) or Save As (where applicable).
This example is going to show how this works when printing the Agent Production Detail Report (RE-5-30) to PDF. After entering the report criteria, the user enters the first range of agents to be printed. The PDF name that defaults is AGPRD005 followed by a sequential number. For each range of agents printed in this batch, the sequential number will be incremented by 1. This allows the user to print the same report criteria for multiple batches of agents without overwriting the previous batch (NOTE: If the user exits the program and comes back later and prints additional batches, the sequential number will begin again at 0000000001).
Once the PDF name displays, select the
OK
button and the PDF document will open. The cursor will return to the Beginning Agent No. field allowing the user to enter the next range of agents to be printed for the selected criteria. Each report printed to PDF will be written to the C:\DpnWork folder as discussed in the PDF Printing section, unless changed by the user. Refer to that section for further information.
When printing the batches to F(file), the file name will display with an .xls extension, and when printing to Save As the file name will display with a .txt extension.
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Real Estate – Reports with Multiple Agent Range Printing
The following Real Estate reports have the multiple agent range printing capability when the report is printed in order:
N
(numeric) • • • • • •
Agent Contract Registers
Pending Contracts Inventory (RE-4-2-1) Current Pending Contracts (RE-4-2-2) Closed Contracts (RE-4-2-3) Fallthrough/Rejected Contracts (RE-4-2-4) All or Pending/Closed Contracts (RE-4-2-5) Transaction Fee Detail (RE-4-14) •
Agent General Reports
Production Detail (RE-5-30)
Agent Earnings Reports
• • • •
Earnings by Acct Period
Detail Earnings (RE-6-2) Detail Earnings/Volume/Units (RE-6-3) Agent Earnings Statement (RE-6-6) Earnings by Pay Code (RE-6-7) • • • •
Calendar Year Earnings
Detail Earnings (RE-6-11) Detail Earnings/Volume/Units (RE-6-12) Agent Earnings Statement (RE-6-15) Earnings by Pay Code (RE-6-16) •
1099 Earnings
1099 Detail Earnings (RE-6-21) • • • •
Agent Statements
Open Item (RE-9-30) Balance Forward (RE-9-31) Laser Open Item (RE-9-32) Laser Balance Forward (RE-9-33) Revised 6/9/10 30