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How to create a Prepaid Accounts PAYABLE Invoice?
Answer:
There may be instances when you have an invoice for a future period which must be paid in an prior period.
Some examples are rent, health insurance, etc. which must be paid prior to incurring the expense.
In order to pay that bill on time you enter the invoice in the normal fashion, but you still do not want the expenditure to reflect on your financial statement for the month for the period in which you are entering the invoice.
In order to properly account for this scenario, MIP Fund Accounting allows you to accomplish this type entry in a single document.
The simplest solution is to utilize a Prepaid type account.
The first step in this process is to set up a Prepaid type account by navigating to: Maintain>Chart of Account Codes and establishing a Prepaid type account:
Once the Prepaid account is established, access Transactions>AP>Enter AP invoices. When entering your invoice, you will debit your Prepaid and credit your AP type accounts respectively. This ensures that the invoice date and effective date remain the same.
By using the same document, you can easily record the expense in the appropriate period by changing the effective date. Debit your expense type accounts and credit the prepaid type account with the effective date corresponding to the economic event. This is illustrated below:
The net effect of this transaction allows you to pay your bills in accordance to your vendors’ terms while recording your transactions according to Generally accepted accounting Principles (GAAP).
The effect on your financial statements is as follows for an expense paid in January against your cash account that will be reflected as an expense in February:
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How to Use Keywords in Drillpoint Reporting
Answer:
On your DrillPoint Reporting you can use keywords to dynamically link information into your report that comes from your Abila MIP database.
Keywords are single words, or more commonly strings of words, that represent the content of an Excel file. Keywords are strategically intended to help your viewers to understand information with the Drillpoint Report.
. Keywords can be used in the following places:
Column Description,
Report Header\Footer
FRO Header Row.
The table below shows what keywords can be used in which area of your reports.
Keywords MUST contain the brackets < > at the beginning and end of the keyword. Keywords may also be used in cell range A1:A3.
Keywords used in the FRO Header Row only apply when using the Report Refresh Option "Create One Worksheet per Segment Value."
The following keywords: <SEGMENT_CODE>, <SEGMENT_TITLE>, when used in cells A1:A3 only apply when using the Report Refresh Option "Create One Worksheet per Segment Value."
To enter the Report Header/Footer keywords, you will just enter the Keywords into the Excel Header/Footer.
It can be accessed through “Insert” in the Ribbon, and then in the Text > Header & Footer button. Keywords entered in both that Header and Footer will be updated at Run Time.
FRO Header Row and Cells A1-A3
Key Word | Description |
|---|---|
<EFFECTIVEDATE> | Displays the effective date for the report as selected a runtime. |
<SEGMENT_CODE> | Displays the Segment Code for that section of the report when using the Break By Segment Option |
<SEGMENT_TITLE> | Displays the Segment Title for that section of the report when using the Break By Segment Option |
Example: (<Segment_Code>) <SEGMENT_TITLE> would display (101) Housing Grant, if breaking the report by Grant and filtering on Grant 101. |
Column Title
Key Word | Description |
|---|---|
<EFFECTIVEDATE> | Displays the effective date for the report as selected a runtime. |
<STARTDATE> | Displays the start date for the period being reported in that column |
<ENDDATE> | Displays the end date for the period being reported in that column |
Example: <STARTDATE> to <ENDDATE> would display 01/01/2010 to 12/31/2010 in the column heading if running a report with the Annual amount for the current year. |
Report Header\Footer
Key Word | Description |
|---|---|
<EFFECTIVEDATE> | Displays the effective date for the report as selected a runtime. |
<SEGMENT_CODE> | Displays the Segment Code for that section of the report when using the Break By Segment Option |
<SEGMENT_TITLE> | Displays the Segment Title for that section of the report when using the Break By Segment Option |
There are several options for learning More about Keywords witin Drillpoint – or any other module of Abila MIP Fund Accounting.
1. In Excel on the under the Drillpoint Tab Click on >Help>Contents and Index and type in “Keyword”
2. Use Abila knowledgebase, KB.abila.com and search for article number 12171
3. Contact your Abila Business Partner regarding customized training and consulting services.
Your business partner is your best resource for custom designed training and consulting to suit the specific needs of your organization and staff. If you do not have a relationship with a Certified Abila Software Business Partner, Abila MIP Professional Services department can assist. What about advice for “best practices” and advice? Your Abila Business Partner or Abila MIP Professional Services are the best source for tailored information specific to your organization.
4. Contact the Abila MIP Learning Services Department regarding training options. Contact the Abila MIP Learning Services Department regarding training options. Visit: Abila Training for information regarding classes and professional services offered by our staff. You can choose different learning options, including Classroom, Real-time (web-based online) or Anytime (pre-recorded) training. You may also contact our Training Department at 800-647-3863.
5. Contact Customer Support at 800-945-3278 or log a support request online at Abila Support. The Support Agreement specifically excludes training as a covered service, but our support analysts will be happy to answer any specific questions you may have about an error or problem with the software. They can give you a brief overview of a module, but we encourage you to select Options 1-4 above for the module training you need. The Customer Support Department is not designed to provide module or product training.
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SMTP - not all emails are being sent
Answer:
Please Note: Configuring SMTP is outside of the scope of your Abila M&S agreement. The following solution has been provided as a courtesy to our Fund Accounting customers. Please contact your Abila Business Partner or your local IT consultant for assistance in maintaining or troubleshooting your SMTP settings.
Before reviewing the information below, ensure you or your IT have already set up your SMTP settings in MIP or followed the instructions found in article 2016.
The below troubleshooting possibilities are only if you are receiving error messages from MIP after successfully sending a test email in MIP itself. If you DO NOT receive an error from MIP, the emails have successfully gone out of the program and emails not being received by recipients would most likely have to do with your email server setup, filters, anti-viruses, etc. and would be the responsibility of your IT or organization to troubleshoot.
All of the possible solutions listed below should be confirmed and Implemented by your IT.
There can be limits per second, minute, or day if your email provider or email server has these set up. You can research this or contact your IT for verification.
Antivirus programs sometimes have connection limits or filtering that will only allow some emails to go out. Certain anti-virus limits can be changed but that is outside of support.
The Port setup in MIP may not be the best port for the amount of emails you are sending (for large email batches often times you may want to use port 25 if the port you are using is not working).
If you are using Google Apps for Education and not all emails are going out, you can find the specific setup here KB 17081.
If you are using Exchange Server this can cause issues with outgoing emails. The emails may only be going to email addresses inside your organization and no outside recipients. Please review article KB 9196.
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What are the user types and their abilities within Drillpoint ?
Answer:
Drillpoint allows you to have two user Types: Designers and Viewers
The number of each type available is established by the license key used when installing and Setup of the administration Drillpoint module.
Designer Type:
You can use this form to assign the organization database, add a Financial Report Outline (FRO) to a report, and set up default run-time options for the report.
You can choose whether or not these options are "Available" and can be changed by a "Viewer" at the time the report is run.
Use this tab to assign an organization database and add a Financial Report Outline (FRO) to a report.
Note: You can also create a new FRO by selecting "Add New FRO" from the drop-down list or by clicking the plus sign (+).Use this tab to specify which report options will be available to users running this report and set their default value. Checking "Include" will enable that feature for the report. Clicking "Lock" for any feature will prevent report viewers from being able to modify the setting when they refresh the report.
Use this tab to specify which report options will be available to users running this report and set their default value. Checking "Include" will enable that feature for the report. Clicking "Lock" for any feature will prevent report viewers from being able to modify the setting when they refresh the report.
Viewer Type:
Able to run a refresh on previously created reports. Limited to changes that have been granted by designers for this particular report
These users are set up so that reports are accessed by users who need a report but do not need to make extensive changes to the report
Note: Advanced Security Settings (set through Abila MIP) will affect the report output. Features of the Report, such as drill down, will also have the Abila MIP Advanced Security settings of the selected Viewer applied.
Exclusive View users in MIP can only be Viewer users in Drillpoint.
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