April  / 2008

 Go Paperless with Jonas DMS!! April's edition introduces you to a new module that will help you save time, money and storage. Jonas DMS integrates seamlessly into Jonas Software and any MS Windows application making it easy for users to get started. Please take a look at our online demo to see how you can make Jonas DMS the centerpiece of your organization!!
 
Announcing our 2008 Jonas Webinar Training Sessions!! We are conducting our WebEx on-line sessions to ensure that you consistently achieve rapid and sustainable results using Jonas Software. Register now to learn more about Job Costing. Our exceptional customer- focused training will enable you to get the most from your Jonas Software.

What's new in 11.8!! Our new version features greater enhancements and improvements. Learn how you can access the direct deposit feature in Accounts Payable to process your payments electronically. Achieve your team goals with collaborative ease and benefit from new modules, enhancements and greater functionality. 

Are you a Jonas Expert? Test your knowledge using our frequently asked questions. We have solutions to common questions on direct deposit and accounts payable. Build your skills using our helpful hints section. We have new tips that will assist you in maintaining your Jonas Software on a regular and ongoing basis.

Your opinion matters!! We’d like to know what you think of our newsletter and how we can improve it to make it the best information tool possible.  Please forward your suggestions to us via email.

Feature Article -  Jonas Document Management System!!
Important Reminders - 6 Reasons to GO Paperless!
News & Events - New Webinar Training Sessions!!
FAQ’s
Helpful Hints
Product Enhancements
Product Updates
Comic Relief
 

What is Jonas DMS?

Jonas DMS is a powerful document management system designed for all your document management needs. It is fully integrated with Jonas Software and any MS Windows program such as Word, Excel, Access Outlook etc., allowing you to import any paper based or electronic document into one central location.

Why go with paperless with Jonas DMS?

A paperless office does not mean that you no longer require printers, file folders or file cabinets; it means the information used to drive the organization exists primarily in electronic format.

Imagine no more stacks of invoices, receipts, bills and any other paperwork cluttering desks or overloading your filing cabinets. You will never look for or lose a single piece of paperwork - it's available electronically right on your computer screens. You can easily click on any customer, vendor or job transaction in Jonas DMS and view the associated paperwork in seconds. If necessary, you can print a stored document on demand. Think of the total time savings you will regain when it is no longer necessary to search for, file or re-file hard copy paper documents.

Anyone can easily locate and access any document no matter who initially stored it, if given the privileges to do so. Documents can be made public for shared viewing or private just for sharing with a select few.

Core Functionalities
• Automatically syncs with Jonas Software enabling F2 lookups.
• Quick search, advanced search and documents search available.
• Email any document from Jonas DMS
• Approval process to streamline work flow.
• MS Windows Compatible ex. Word, Access, Excel, Outlook
• Check out/Check out feature allows sharing of documents among different users, locations and companies.
• Text and document attribute search capabilities
• Web-enabled functionality
• Configurable document filing structure
• CD Burn/Download feature to assist in archiving and additional back-up
• Export to Excel to generate detailed reports

Click here to request an online demo.

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6 Reasons to GO Paperless with Jonas DMS!!

1. Cost savings
One of the biggest hidden costs that paper-intensive businesses face is the time it takes to work with paper files. Most cost savings come in the form of reduced labor to handle paper records, followed by savings due to reduced storage and production costs.		  

2. Security
Organizations today must take all threats seriously from competition, identity thieves, disgruntled employees and employee theft to protect all the information they are responsible for. Jonas DMS provides several layers of security.		  

3. Disaster recovery
Jonas DMS will protect your paper records by creating electronic copies that can be backed up in multiple ways. Easily burn your documents to a c.d. or download them to a file. This will ensure that a fire, flood, or break-in won't cripple your business. 		 

4. Compliance
Jonas DMS provides structure, security and audit ability that will help your organization meet your particular legal compliance requirements for the effective management of confidential information. 		 

5. Instant Access to your information
Even as the Web makes it easier and easier for employees to work remotely, paper records remain a serious roadblock to organizations. Jonas DMS allows your employees to access vital records from wherever they are. Allowing more than one employee to look at a file at the same time is a significant improvement over paper files. 		 

6. Process consistency
Another key benefit of Jonas DMS is that it will enforce consistency to the degree you want it. Jonas DMS is designed to help you easily manage, organize and retrieve all documents.		  

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JONAS is offering Webinar sessions led by well-known and experienced team members of Jonas. The upcoming Webinars are designed to help your business learn more about the Jonas modules, focusing on trouble-shooting procedures,  common questions and tips and tricks to help you get the most out of your Jonas software. Your specific questions about features and functionality are welcomed and always answered as part of the presentation. These courses offer valuable insight for experienced Jonas users as well as those who are new to Jonas.  Be sure to check back often, as new courses and dates are constantly being added. 

HELPING YOU GET
EVERYTHING YOU CAN
 OUT OF ALL YOU HAVE

Job Costing
Date & Location: Friday, May 9th, 2008
Session Length:  2 hours
Session Time:  1:00pm EST
Location: Webex
Fee: $200 per connection
Trainer:  Gary Nowack
Course Description: This course will cover everything there is to know about Job Costing. You will quickly learn how to trouble-shoot common problems in areas of progress billing, job scheduling, estimating, take-offs, subcontractors and much more.  We will teach you how to set up a job and understand the how key flags and options control the flow of information. Also, you will quickly learn how to use and design informative project management reports. Spots are limited so register now.

Job Costing (Time & Material Billing)
Date & Location:  Thursday, May 29th, 2008 
Session Length:  2 hours
Session Time:  1:00pm EST
Location: Webex
Fee: $200 per connection
Trainer: George Jackson
Course Description: This course will cover everything there is to know about Job Costing focusing on Time & Material Billing. You will quickly learn the setup and system terminology followed with a detailed overview of how to set up tables, prepare billings, edit and cancel invoices and much more. Key reports will be reviewed followed with an open discussion to cover trouble-shooting areas. Spots are limited, so register now.

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U.S. Payroll
How Do I Reverse/Cancel An Employee’s Direct Deposit?

You can only cancel a direct deposit from a PREVIOUSLY updated pay period. The first step is to setup a new pay period; you can use the same pay ending date as the original or choose a new date.

Note: This process will remove the pay from payroll and any distributions but will NOT send a reversal across to the bank.

Next go into Manual Pay/Correct Prev Pay and complete the following steps:

1. Enter Company Code.
2. Enter P/R Code.
3. Enter Employee Code.
4. Choose "Adjustment To An Earlier Pay".
5. Enter 1 under Manual Pay # (or hit enter).
6. Hit Enter through State and City Fields (change if necessary).
7. Click on the Earnings button.
8. Enter in the applicable earning code (e.g. E01 for regular earnings).
9. Enter in distribution (where the earnings were charged to initially).
10. If hours, enter in hours as a negative, if amount (other earnings) enter in the amount as a negative.
11. Hit enter to accept the default pay rate or change if required.
12. Repeat steps 9-12 for any additional earnings.
13. Click on Ok and then Click on the Deductions button.
14. Simply enter in all applicable deductions (again enter in as a negative).

On the right hand side you will see the totals for earnings and deductions and the resulting net pay so you can ensure it matches the direct deposit and you have not missed any deductions.

15. Enter memo/wage information (FUTA/SUI/Social Security/SDI wages). To enter these amounts you can either page down further in the Deduction screen to codes M01-M04 or just click on OK and the system will prompt you to go to these codes.

If you are unsure what amounts go into these fields, refer to the Pay Journal. At the bottom of each employee record is a Misc/Wages section that lists these amounts. Only enter those that are shown (again as negatives). For example, if FUTA wages are not shown on the Pay Journal then do not enter any amount under the code for FUTA wages.

It is very important that these fields are entered as they affect Quarterly Tax Reporting such as the 941 report.

Once the Memo/Wage information is entered you can click on OK and then click on Post as long as the net amount is correct. You can then enter in the next direct deposit to cancel or if that is it click on F4 to print.

In order to update the record to the employee's file you must continue through the payroll process as normal, print the Pay Journal, Cost Allocation Report and Payroll Update. If required you may enter in any new pays through your regular time entry method and then continue through the normal process.

Canadian Payroll
How Do I Reverse/Cancel An Employee’s Direct Deposit?

You can only cancel a direct deposit from a PREVIOUSLY updated pay period.
The first step is to Setup a New Pay Period; you can use the same pay ending date as the original or choose a new date.

Note: This process will remove the pay from payroll and any distributions but will not send a reversal across to the bank.

Next go into Manual Pay/Correct Prev Pay and complete the following steps:

1. Enter Company Code.
2. Enter P/R Code.
3. Enter Employee Code.
4. Choose "Adjustment Correction For An Earlier Pay".
7. Enter 1 under Manual Pay # (or hit enter).
8. Hit Enter through the Union Field (change if necessary).
7. Click on the Earnings button.
8. Enter in the applicable earning code (e.g., E01 for regular earnings).
9. Enter in distribution (where the earnings were charged to initially).
10. If hours, enter in hours as a negative, if amount (other earnings) enter in amount as a negative.
11. Hit enter to accept the default pay rate or change if required.
12. Repeat steps 9-12 for any additional earnings.
13. Click on Ok and then Click on the Deductions and Benefits button.
16. Simply enter in all applicable deductions and benefits (again enter in as a negative).

On the right hand side you will see the totals for earnings and deductions and the resulting net pay so you can ensure it matches the direct deposit and you have not missed any deductions.

17. Enter the memo/wage information (EI Insurable Earnings (M01), CPP Pensionable Earnings (M06) and Pension Adjustment (M07, if applicable). To enter these amounts you can either page down further in the Deduction/Benefits screen to codes M01-M07 or just click on OK and the system will prompt you to go to these codes.

If you are unsure what amounts go into these fields, refer to the Pay Journal. At the bottom of each employee record is a Misc/Wages section that lists these amounts.
 
It is very important that these fields are entered in, as they will affect T4’s at the end of the year.

Once the Memo/Wage information is entered you can click on OK and then click on Post as long as the net amount is correct. You can then enter in the next direct deposit to cancel or if that is it click on F4 to print.

In order to update the record to the employee's file, you must continue through the payroll process as normal: print the Pay Journal, Cost Allocation Report and Payroll Update. If required you may enter in any new pays through your regular time entry method and then continue through the normal process.
 

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Tip of the Day

In Accounts payable, you can use "hold codes" if you do not want to pay your supplier for a particular reason. Hold codes are commonly applied because items are back ordered, the invoice is being disputed or a credit note is on its way. 

Step 1

To set up your hold codes, go to Accounts Payable > Files > Hold Codes

Step 2

When creating an invoice, you can apply the hold code located in the field "due date".

Step 3

When processing your cash requirement list, the invoices on hold will be highlighted in red. 

Step 4

To quickly edit the "on hold" code on an invoice, go to Accounts Payable > Processing > Edit Invoice. Here you can easily change the on hold code to a specific due date.

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Go Paperless!!

Accounts Payable
Electronic Fund Transfer (EFT)

The Accounts Payable EFT module enables you to process payments to your vendors electronically.

This is a highly useful feature that is a must-have in today’s competitive world of electronic commerce.

What are the advantages of direct deposit?

• It's reliable - your payment will always be on time
• It's secure - there's no risk that your payment will be lost, stolen or damaged.
• It saves money since you don't have to print and mail cheques.
• It's confidential
• It's environmentally friendly because you use less paper.

Click here to receive more information on this module.

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IS IT TIME FOR YOUR NEXT UPDATE???

It is important for Jonas users to be performing Product Updates on a regular basis to ensure that you keep your Jonas software current and problem-free. Check the website weekly as a new download is available every Tuesday and install it immediately.

CURRENT VERSION
The current version for Jonas Software is 11.6.

HOW TO UPDATE??
There are two procedures to choose from to obtain the latest Release.

  1. Downloading from the Website.
  2. Installing the Product Update from a CD.

Before You Begin:

Determine the version of Jonas that you are currently running. If you are unsure, open Jonas and check the version number located in the bottom right hand corner of the screen. Ex. Version 11.6.034 (the release .034 indicates the release level).

 Downloading the Product Update from the Website

  1. Click on the Product Update that matches the version of Jonas software you are currently running. (Ex. 11.4 or 11.6) You cannot change versions via the website, only by loading a CD. Note that you might have to be above a specific Release level to be able to run a Product Update from the website. Notes at the side of the Product Update will tell you this.
  1. Choose the Save option. You will be presented with the SAVE AS screen display below.  Save the Product Update in the X:\GJCWIN\CUSTOM directory (where the X: is the logical drive letter that contains the Jonas programs - usually J:). Note: This is just a suggested directory, but not a mandatory location to save the Product Update. Then you can open and run it. After successful installation, log off Jonas and log back in order for the changes to take place.

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 Installing the Product Update from a CD

Advanced Release versions do require all users to be out of Jonas for the introduction of new data structures. Loading an update from a CD sent by Jonas will always require all users to be out of the system regardless of the version.

  1. Jonas recommends that if you are installing on a network that the Product Update be installed from a workstation. However, if installing the Jonas Product Update via Citrix or Terminal Server, it must be installed at the server console.

Note: Some operating systems, for example Windows 2000, may require you to log onto the server with full administrator / supervisor privileges.

  1.  Locate the Product Update using any technique (e.g. Windows Explorer or via the Run command on the Start button). Double click on the saved PUxxx.exe file.
  1. Wait 5 – 20 seconds and a window will appear. Step your way through the Welcome screens by clicking on Next.
  1. Choose the Destination Directory.  If the drive is not correct, please select browse and indicate the correct location. When the correct path is shown, click on Next.
  1. The Installation Complete screen will appear upon completion of the installation.
  1. Click on the Jonas for Windows icon. The program will automatically start rebuilding the screens and data files.

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