Select Contacts/Company Contacts from the Setup menu.
Use the Data Bar buttons at the top of the screen to scroll through contact records, access a listing of contacts, set Contact Manager options, and save changes.
Merging Contacts:
From time to time, it is necessary to merge contacts when duplicate records with slightly different spellings have been created. To merge contacts, go to Utilities/Search Contacts. For more information, go to the Help topic for Utilities/Search Contacts.
Most of the fields in the Contact Manager are self-explanatory. Following are explanations for fields with a specific use:
Lookup
- The Lookup is used to
identify the contact with a transaction.
For example, when a check is being written or recorded in the Quick Check
screen, the Lookup is used
in the Pay to the order of
field.
However, the name that appears on the printed check will be the Display Name. Create Lookups that help you locate
contacts with a minimum of keystrokes. The Lookup
in the example shown is the same as the vendor's name, in which case typing
"all" in the Pay to the
order of field input screens will bring up Allied
Supplies.
Organization - provides the ability to associate contacts in any group that you define. To create an organization item, just type it in the Organization field of any record, and it will be available in the drop-down list for all contact records. A good example of the use of Organization is the name of a client's business that all employees are associated with.
EIN/SSN Enter the Social Security or Employer Identification Number. (Hyphens must be entered.) Note: When an EIN or SSN is added to a new or existing contact, if the value in this field matches a Global Contact an import dialog box will appear. Select Import to update the contact with information from the Global Contact or Cancel if no import is desired.
Status - provides the ability to further identify contacts in groups (see Organization). To create a Status item, just type it in the Status field of any record, and it will be available in the drop-down list for all contact records. Other examples of Status are Active, Inactive, and Prospect.
Name: Title, First, Middle, Last, Suffix, and Gender are fields that need to be completed for Payroll Employees.
Display Name - is the name that appears on printed checks, invoices, and reports.
Business Name - is used in addition to the Display Name where both need to be printed. If both are the same, just use Display Name and leave Business Name blank.
Select Customer, Employee, Vendor, and/or Other at the bottom of the screen, to include the contact in the appropriate reports or Search categories. A contact can belong to more than one category.
Click New to save data and clear the screen for creating another account.
From the Setup menu, select Contacts, then click the Vendor tab.
Use the Vendor tab to record contact information about the vendor.
Account Number - Enter your account number with the vendor for your reference.
Default Check Memo - Enter the Memo that you normally want on the Memo line of the check. This default Memo can be overwritten when checks are created.
EIN/SSN - Enter the Social Security or Employer Identification Number.
Val Code
- Enter a validation code, if desired. Validation codes are used
to verify that you have selected the proper vendor when creating a check.
This can be helpful when you have several vendors with similar names,
in which case, it helps prevent a check being written to the wrong vendor.
Remember Prior Transactions - When this option is selected, all of the detail of the previous check for the vendor selected, including accounts and amounts will be shown in the Check screen as soon as the vendor is selected.
Defaults - When this option is selected, checks written to this vendor will be completed with the information recorded here as soon as the vendor is selected.
1099 Settings - Use this section if the vendor will be receiving one or more 1099s at the end of the year. Select the accounts to which the 1099s apply and the 1099 Type (if your are not sure what Type to use, contact your Business Advisor). Enter a Start Year and Start Balance only if you are beginning to write checks to the vendor in the middle of a year and have already paid amounts previously this year.
The Accounts Receivable system is an extra charge module which may or may not be activated for your software installation. Please contact Dillner's Support for further information.
In general, the Accounts Receivable system is designed to manage the creation of Accounts Receivable Invoices, the recording of Accounts Receivable Payments and issuing of Accounts Receivable Statements and Drafts. Accounts Receivable Invoices can be generated individually or automatically using Repetitive Billing Groups. As an aid to the creation of Accounts Receivable Invoices, Invoice Items and Sales Tax items can be pre-defined. Also available is the ability to charge customers using Credit Cards or ACH Drafting.
This section deals strictly with the Setup/Contacts/Customer tab. For complete Accounts Receivable information see the Accounts Receivable Manual.
Automatic payment information and repetitive billing information is entered on the Customer tab.
Select Setup/Contacts/Customer
tab.
Select the Bank Account to Draft from the drop-down list created by accounts on the Banking tab.
Select the desired
Group from the drop-down list or type a new group name in this
field.
Group – This is the payment group. Different groups
may be defined for different payment dates.
To create a payment group:
Type the desired group name in the Group field.
Press Enter.
The following dialog box will appear. Click
Yes only if it is correct.
A group cannot be edited or deleted once it’s been created.
Enter the amount to be printed on the bank draft as the maximum allowable amount in the Max Draft field.
To set up Repetitive Billing:
Select the desired Group
from the drop-down list or type a new group name in this field.
The group here is the Repetitive
Billing Group. Select the desired
Group from the drop-down list or type a new group name in this
field.
To create a Repetitive Billing Group:
Type the desired group name in the Group field.
Press Enter.
The following dialog box will appear. Click
Yes only if it is correct.
A Repetitive Billing Group
cannot be edited or deleted once it’s been created.
Enter the desired Item Lookup or select the desired Item from the drop-down list. These items are created in Setup/Invoice Items. The program will populate the Type, Account, Description and Tax fields with values from the Invoice Item.
Leave 1.00 in the Qty field.
Enter repetitive billing amount in the Price or Amount field.
Select the appropriate Area from the drop-down list in the Tax field, if this item is taxable.
There is no limit to the number of repetitive billing items or groups that may be entered for a customer.
Example of completed Customer tab:
Custom marketing messages can be recorded here for Accounts Receivable
statements. The Lookup
is what you will select on the Contact
Manager Customer
tab for a customer and the Description
is the line that will print on the statement for customers where it is
selected. Select
Options 
in the Contact
Manager screen to record Marketing
Message 1, Marketing Message 2 and Draft
Message.
The Employee tab contains employee information. Some fields are required for after the fact payroll and payroll checkwriting. Other fields are required for payroll checkwriting only.
SSN – Enter the employee’s social security number. Dashes MUST be entered.
Type – This is a user defined field that can be used to separate one type of employee from another. Enter any alphanumeric combination in this field.
Class – This is a user defined field that can be used to further identify employees. It may be used to separate employees for workman’s compensation purposes. Enter any alphanumeric combination in this field.
Hired – Enter the employee’s hire date in this field.
Terminated – Enter the employee’s termination date in this field. Entering a termination date will suppress the employee on the Payroll Time Sheet.
Pay Rate – Enter the employee’s hourly pay rate or salary for the pay period in this field for payroll checkwriting clients only.
Pay Period – Select the appropriate pay period from the drop-down list for payroll checkwriting clients only. Select Annual, Biweekly, Daily, Default, Monthly, Quarterly, Semiannual, Semimonthly or Weekly. The system will withhold federal and some state income tax based on the pay period selected. If Default is selected, the system will use the pay period defined on the Company Payroll Defaults tab in the Setup/Options screen.
Department – Select the employee’s default department from the drop-down list.
Pay Template – Select the appropriate pay template from the drop-down list.
WH State – If this employee’s withholding tax state is the default withholding state that was entered on the Company Payroll Defaults tab, leave Default in this field. If this employee’s withholding state is different from the default state, select the appropriate state from the drop-down list.
UI State – If this employee’s unemployment tax state is the default unemployment state that was entered on the Company Payroll Defaults tab, leave Default in this field. If this employee’s unemployment state is different from the default state, select the appropriate state from the drop-down list.
DI State – If this employee’s disability tax state is the default disability state that was entered on the Company Payroll Defaults tab, leave Default in this field. If this employee’s disability state is different from the default state, select the appropriate state from the drop-down list.
Locale – Select the appropriate default tax area for this employee from the drop-down list.
DOB – Enter Employee’s Date of Birth.
Last Raise – Enter date of last raise.
Previous Rate – Enter the previous rate of pay.
Seasonal – Checking this box will cause the employee to be noted as a seasonal employee on the appropriate state unemployment return. This field may also be used for internal informational purposes.
Officer – Checking this box will include this employee’s wages in the Total Exempt Officers’ Wages box on the appropriate state unemployment returns. This field may also be used for informational purposes.
Salaried – Checking this box will cause this employee to be noted as a salaried employee on the appropriate state unemployment return. Any employees without a check will be noted as hourly. This field may also be used for informational purposes.
Pension Plan – Any employee with a check in this field will receive a W2 with an ‘X’ in the Retirement Plan box. This field may also be used for informational purposes.
Cafeteria Plan – This field may be used for informational purposes.
Deferred Income – Any employee with a check in this field will receive a W2 with an ‘X’ in the Retirement Plan box. This field may also be used for informational purposes.
Statutory – Any employee with a check in this field will receive a W2 with an ‘X’ in the Statutory Employee box.
Inactive – Checking this box will remove the employee from the drop-down list in the payroll check entry screen. This field may also be used for informational purposes.
Deceased – This field may be used for informational purposes.
Insured – Checking this box will cause employee to be treated as an insured employee for Vermont State Unemployment Tax Return purposes.
Employee File
W4/I9 – This field may be used for informational purposes.
Exemptions
FWH – Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A check mark in this box will cause the employee’s wages to be excluded from federal withholding taxable wages on the 941, W2s and W3.
SWH - Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A check mark in this box will cause the employee’s wages to be excluded from state withholding taxable wages on the state withholding return, W2s and W3.
LWH - Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A check mark in this box will cause the employee’s wages to be excluded from local withholding taxable wages on the local withholding return, W2s and W3.
FUTA – Check this box if the employee is exempt from Federal Unemployment Tax. (See Chapter 1 of the Payroll Reference Manual for rules regarding FUTA exempt employees.)
NHA 2010 - Check this box if the wages for this employee are eligible for exemption from the Employer Social Security tax for 2010 per the New Hire Act.
SS Emp – Check this box if the employee is exempt from Social Security withholding. (See Chapter 1 of the Payroll Reference Manual for rules regarding Social Security exempt employees.)
SS Co – Check this box if the employee is exempt from the company portion of Social Security Tax. (See Chapter 1 of the Payroll Reference Manual for rules regarding Social Security exempt employees.)
Medi Emp – Check this box if the employee is exempt from Medicare withholding. (See Chapter 1 of the Payroll Reference Manual for rules regarding Medicare exempt employees.)
Medi Co – Check this box if the employee is exempt from the company portion of Medicare Tax. (See Chapter 1 of the Payroll Reference Manual for rules regarding Medicare exempt employees.)
SUI Emp – Check this box if the employee is exempt from State Unemployment withholding. (Check with the state tax authority for rules regarding exempt employees.)
SUI Co - Check this box if the employee is exempt from State Unemployment tax. (Check with the state tax authority for rules regarding exempt employees.)
SDI Emp - Check this box if the employee is exempt from State Disability withholding. (Check with the state tax authority for rules regarding exempt employees.)
SDI Co - Check this box if the employee is exempt from State Disability tax. (Check with the state tax authority for rules regarding exempt employees.)
NHA 2010 – Check this box ONLY if the employee has submitted a signed W11. The program will treat wages paid between 03/19/2010 and 12/31/2010 appropriately for the 2010 New Hire Act. The 941 Forms will show credits.
The program will remember multiple pay rates for one employee who works in different departments within a company.
Click on the Dept. Pay Rates button to open the Departmental Rates window.
Select the appropriate department from the drop-down list in the Department field.
Enter the appropriate rate for the selected department in the Rate field.
Do NOT enter the employee’s default department and pay rate in the Departmental Rates screen.
In the example above, Susan Davis usually works as a waitress for $3.50 per hour. She sometimes works in other departments at different rates per hour. If the department in the check entry screen from default, the rate will change according to the Departmental Rates table above.
Click on the Item Limits button to enter standard deduction or accrual items, amounts or rates, limit types and limits on the Item Limits screen.
Select the desired Item from the drop-down list.
Enter the rate or amount in the Rate field.
Select the appropriate limit type from the drop-down list, if necessary.
Enter the limit amount in the Limit field, if necessary.
In the above example, the following deductions will be taken.
$45.12 will be deducted from each paycheck until the limit of $90.24 has been reached each month.
$40.00 will be deducted from each paycheck until the lifetime limit of $800.00 has been reached.
6% of the employee’s gross pay will be taken for the 401K deduction.
4.3% of the employee’s gross pay will be accrued as the company match for the 401K plan.
$25.00 will be deducted from each paycheck as a direct deposit into her savings account.
100% of the remaining net pay will be direct deposited into her checking account.
Enter withholding tax information on the Taxes screen.
Click on the Taxes button.
Federal
Select M or S from the drop-down list in the Table field.
Enter the number of dependents shown on the W4.
Enter an additional amount or % in the WH Extra field, if desired. If the employee wants an extra $10.00 withheld from each paycheck, enter 10.00. If the employee wants an extra 2% withheld from each paycheck, enter 2.00%.
Note: If
an employee is claiming to be exempt from withholding because he had no
tax liability last year, set him up as Married with 99 dependents.
If an employee wants a flat amount withheld from each check, set him up
as Married with 99 dependents and enter 250.00 in the WH
Extra field. If an employee wants 29% withheld from each
check, set him up as Married with 99 dependents and enter 29.00% in the
WH Extra field.
EIC
Select the appropriate from the drop-down list in the Table field.
State Withholding.
Select the state the employee resides in from the drop-down list in the State field.
Enter the appropriate table name in the Table field.
Enter the number of dependents, if applicable, in the Dependent field.
Enter an amount or percent for extra withholding in the Extra field.
Local Withholding - Select the Tax Entity from the drop-down list in the Local field. (You MUST have Local Withholding Tax Tables set up. See Appendix A.)
Enter the appropriate table name in the Name field.
Enter an extra amount or percent in the Extra field, if desired.
Click OK to save your changes.
Use the Banking tab to record the information necessary for generating Electronic Funds Transfers (EFT) using ACH Processing.
From the Setup menu, select Contacts.
Select the Contact that you will be sending payments to or receiving funds from via EFT, then click on the Banking tab.
Select the bank from the drop-down list in the Lookup field or click New to create a new record.
Checking or Savings Type
Make the appropriate selection for Business or Personal accounts. This required field is used to identify the type of checking or savings account.
Do NOT enter any of the special MICR characters unless there is one embedded within the Routing or Account numbers. Use the following capital letters to represent the MICR characters.
Note: If A = A appears above rather than the MICR character, then MICR fonts are not installed properly installed on this computer. From the Control Panel, select Fonts. Locate the MICR fonts and open them.
Opening and closing this file will usually install the fonts to the system. If this does not work or if the MICR fonts are not listed in the Fonts folder, contact Support for help.
Make the appropriate selection for the type of checking account in the Business/Personal drop down list. This information is required in the NACHA file.
Select the appropriate Credit Card Type from the drop-down
list.
Enter the Credit Card Account Number in the Credit Card Num field.
Enter the Credit Card Expiration Date in the Exp. Date field. Type the "/’s.
Enter the 3 or 4 digit Security Number from the back of the card in the Verification Num field, if available.
Enter the Cardholder and Billing Information in the appropriate fields.
Click Ok.
Use the Notes tab to enter any desired information about a specific Contact. Hold the Ctrl key and press Enter for a new line.
If the current contact has a value in the EIN/SSN field and it does not exist in a Global Contact the Add to Global button will be available. Click Add to Global if you wish to add this contact to the Global Contact table. The following dialog box will pop up when this contact has been added.
When a contact is opened and there is a contact with a matching EIN/SSN set up in Global Contacts, Import Global is an option. Select Import Global to see the information in the Global Contact screen.
Select Import to overwrite existing information with information from the Global Contact. Select Cancel to cancel the import.
