2010 mip user group meetings - schneider downs cpas€¦ · 6/18/2010 2 mip fund accounting...

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June 8 2010 Cleveland

2010 MIP User

Group Meetings

© 2010 Schneider Downs

June 8, 2010 – Cleveland

June 9, 2010 – Pittsburgh

June 10, 2010 – Columbus

Today's Agenda Welcome & Introductions

MIP Version 10.2.X

Intro to New Human Resources Modules

Year End Processing


Accounting Tips and Tricks

MIP – the Road Ahead

Intro to MS Office 2010 and Integration Opportunities

Open Forum / Q & A

MIP Fund AccountingVersion 10.2.x


What’s New

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MIP Fund Accounting Versions

MIP Version 10.2

• Released in Fall 2009

• Scheduled update, released on CD

• Contains:

10.2 version history

• 10.2.1 released Dec 2009

– End of year tax updates

• 10.2.1 - 10.2.3 - Jan 2010

– Latest tax, withholding, and


• Contains:

– New Customer portal / On-line forums

– Reporting Enhancements

– Improvements to e-Req, Imports, and general functionality

Latest tax, withholding, and SUTA changes for payroll

• 10.2.4 - March 2010

– Misc. changes to Inventory, PO, HR, multi-currency

• 10.2.5 - May 2010

– Cumulative update includes all prior versions

Which Version do I need?

• Recommend all users upgrade to version 10.2to remain current

• Since 10.2.5 includes all prior versions

• Essential if you use Payroll, 1099 tax reporting

• Important for Purchase Order / Inventory users

Recommended (not


prior versions, recommend you download and install it

• Recommended (not mandatory) for others

NOTE: you must install 10.2 first (from the CD), and then install the 10.2.5 upgrade (from MIP Knowledgebase)

What’s New? Your Voice is Heard!

• New Customer Enhancement portal


• New On-Line Customer Communities

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Customer Communities / On Line forums

New Online Communities:

allows you to connect with other Sage customers

– participate in community forums

– Get free advice, keep track of issues and product developments in your industry


developments in your industry

• Last year the IRS introduced the new Form 990 reporting requirements

• Form 990 reporting within MIP now includes Part 1, 8, 9, and 10

Reporting Enhancements: Form 990


, , ,– Both summary and detailed format

• You may choose to map your data to the historical 2007 Full Form 990, or use the new 2008 Form 990EZ

• New SUTA reporting fields in Payroll– Better tax history reporting

• GASB and Inventory module improvements– Better reporting for government users

Other Reporting Enhancements


Better reporting for government users

– More detail and better status checking for inventory

• Improved Report Drilling capabilities– General enhancement for all Financial Stmt users

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• Improved E-mail Functionality which makes it easier to send mail directly from MIP e-Req

• Expanded Import Functionality – including Timesheets and Purchase Orders

Other Features Worth Noting


• Backward Compatibility will not be available in the next version

• Scheduler module now allows you to schedule the allocation process, including the calculations

Backward Compatibility

Starting with next year’s release, MIP will no

longer support:

SQL Server 2000

Over the next year, users should migrate to:

SQL Server 2005/2008


Windows 2000

Microsoft Desktop Engine (MSDE)

Windows 7 or XP

SQL Server 2005 Express

www.techsoup.org – has heavily discounted software for nonprofit organizations

HIRE ActMarch 18 2010


March 18, 2010

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• Hiring Incentives to Restore Employment

• Unemployed less than 40 hrs for > 60 days

• Hired Feb 4, 2010 to Dec 31, 2010

• Not replacing existing employee w/exceptions

HIRE ACT


• Not replacing existing employee – w/exceptions

• Not related to employer

• Does not own 50% or more of business

• Additional tax credit if retained for at least 52 consecutive weeks

• Change Section 179 amount - doubled to $250K

• Tax forgiveness of Social Security Tax– 6.2% of 2010 wages paid to employee

– Equal to ER Share of Social Security Tax

– Max savings of $6,621 per new employee

HIRE ACT


– Received on quarterly 941

• Business tax credit– Retain employee for 52 consecutive weeks

– Credit on Income Tax Return

– Lesser of $1,000 or 6.2% of wages

– 10.2.5 Update – currently available

– New benefit code with ID “HIRE” needs created

– Will calculate the “Exempt wages and tips paid this quarter” on 941

HIRE ACT – MIP Payroll


– Benefit will flow to W-2, box 12, code CC

– New report available OASDI Exempt

– Setup instructions and additional information in

MIP Article #312918

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New Modules


New Module - Human Resource Module

• Completely integrated module for your Human Resource department

• Process to manage entire employee l


cycle

• Compliance reporting tool

HRM – Benefits

• Maintain All HR and MIP Payroll info in one place

• Eliminates duplicate entry of employee info

• Employee data is easily and efficiently tracked

• Boost productivity and reduces errors


• Quick and easy HR reporting

• Ability to schedule important events with reminders

• Computes complex benefit calculations

• Creates benefits and deductions on default time sheets

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HRM – Other Key Functionality

• Easy navigation

• Full Audit trail

• Custom Query function


• Mass Update feature for benefits, earnings, deductions, etc.

• Tiered pricing by employee count• Scalable for all company sizes

HR DEMO


New Module – Employee Web Services

• Fully integrates with MIP HR & Payroll modules• Employee self service to manage personal info• Web time entry and timesheet approval• All employees can send & receive messages


p y gfrom organization or managers

• Web access to employee information, benefits, deductions and payroll check history, reducing informational requests made to HR staff

• Available soon for Sage Virtual Services(hosted)

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Employee Web Services - Login

Option to disable


Employees set up their own

login and password

information

Employee Web Services – Personal


Message Center

Employee Web Services – Personal

Benefit Information


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Employee Web Services - Schedule

• Reminders available

• Items added from the i t t


internet

• Managers have access to their employeescalendars

Employee Web Services – Time Entry


• Time entry using payroll defaults

• Check-in and check-out time entry w/option to track unpaid breaks

• Entry with hours only

• Ability to check vacation and sick balances with HR

Employee Web Services – Expense Entry


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Employee Web Services – Reporting


Employee Web Services – Check/W-2

Employee’s can print


Employee s can print their own W-2’s

Click on check number to see detail (paystub)

Employee Web Services – Check Detail


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• Employee options– Enter time

– Enter expenses

– Enter requests and

• Manager options– Same functions as

employees

– Review and approve

Employee Web Services - Recap


send messages for change in personal information or benefits

– Enter schedule items

– Run reports on personal time entry

employee time

– Review & modify schedules

– Run reports on self and employees

Application Comparison


• ABRA– Additional modules

Attendance &Training available

• MIP HR Module– Complete integration

with MIP Payroll

– Requires MIP Payroll

Schneider Downs HR Applications


– Manages OSHA and other federal safety standards

– Customization and integration available

– One service contract

– Limited customization available

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• SD inSITE– Interfaces with in-house

and outsourced payroll providers (MIP included)

Different time entry

• MIP EWS– Complete integration

with MIP HR/Payroll

– Requires MIP HR & Payroll Modules

Schneider Downs Web Based Applications


– Different time entry options available

– Handles complex payroll allocations

– Expense Reporting into Payables

– Ability to customize the look and feel

Payroll Modules

– Expense Reporting into Payroll

– Additional self service functions

– No customization options

Additional functionality

• Reporting Portal–Board Members

–Employees & Managers

Schneider Downs SD inSITE


Employees & Managers

• Performance Review Management–Management Review

–Peer Reviews

• Hosted environment available

Year End Processing


Year End Processing

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What is Year End Processing?

Activities Close Fiscal Year will:– Automatically post opening balances for all asset

and liability accounts based on year end amounts

– Automatically consolidate all revenue and


expense entries into the appropriate Net Asset accounts, and post opening balances

– Does not remove entries from the closed year; you can still report in detail on any closed year

– You can post entries to the closed year, but system will warn you and you must use appropriate controls

Is Year End Processing Required?

Close Fiscal Year is not required!

If you do not close the year, the system


y , ywill automatically simulate the close when running financial reports

Benefits of Year End Processing

Why should you Close the Fiscal Year?

• System will run faster

• Reports will run faster

• Less danger of posting to a prior year


• Less danger of posting to a prior year

• It’s easy!

• System will automatically roll forward your entry dates (so you do not have to remember to do this in the Administration module)

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Other Year End Processing Considerations

• Closing Account assignments must be set up

• If using Fixed Assets, all completely depreciated assets will be closed from further depreciation

• If you need to go back to a closed year to make


If you need to go back to a closed year to make an entry, must use the Adjust Current Year button when making the entry– This will automatically bring the entry forward to the

current year

– Available for all types of transactions

Accounting Tips and Tricks


• The Problem with Shady (“special”) Characters in ID fields:

– Can cause unclear or complex error messages when running reports or reconciling bank statements

– May be unable to find a Commonly Used item in the drop down list

Avoiding Shady Characters


drop down list

– May cause incorrect data when trying to create a Report Group

• Why is this a problem?

– MIP uses query language that assigns special meanings to these characters. Therefore when it comes upon these characters in the ID field, the system gets confused.

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& * ’ Ampersand, Asterisk, Apostrophe

< > [ ] Greater than, Less than, Brackets

= + ? Equal sign, Plus sign, Question mark

$ % # Dollar sign, Percent, Pound

Special Characters to Avoid


~ ` Tilde, Grave accent

( ) ! @ Parentheses, Exclamation, At sign

“ { } Quotes, Braces

\ / - ^ Slashes, Dash, Caret

, . : ; Comma, Period, Colon, Semicolon

MIP JeopardyKeyboard Shortcuts

Entry Defaults Wizard Entry Defaults Docking & Undocking

$100 $100 $100 $100 $100

$200 $200 $200 $200 $200


$200 $200 $200 $200 $200

$300 $300 $300 $300 $300

$400 $400 $400 $400 $400

$500 $500 $500 $500 $500

Hiding Default Reports in Report Writer

• What is this?

• How do I use it?

Answer:

• Under Customize Workstation Settings, Reports


p– Hide Default Reports

from drop down lists

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F5, F6, F7 keys

• What is this?


Answer:

• F5 – copies cell above

• F6 – copies row


F6 copies row above

• F7 – pulls in ALL entry defaults

Other keyboard shortcuts

• What is this?


Some Examples:

• Ctrl+S = Save

• Ctrl+R = Start

• Ctrl+N = Undo


• Alt+C = Activities menu

• Alt+A = Maintain menuAlt+A+V = Maintain Vendors

Alt+C+M+P = Post Transactns

Transaction entry defaults

• What is this?


Answer:

• Use the Transaction Entry Defaults button on the toolbar


• Defaults will apply to:– This workstation

– This transaction type

– Will stay until you change them

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GL Account Setup – using the Wizard

• What is this?


Answer:

• Wizard automatically comes on when you add a new GL code


• Don’t forget to check the boxes!!– Offset Accts

– Closing Accts

– Financial Stmts

– Report Groups

Using the Find Button and Records Per Page

• What is this?


Answer:

• FIND button is on every “maintain” window– An easy way to locate

d th th “ i k


records rather than “quick search”

• Don’t forget to update the Records per Page to be a high number so you can see them all.

Using Distribution codes as a shortcut

• What is this?


Answer:

• Use Maintain, Distribution Codes to create a 1-line entry


y– Enter in all the codes

• During entry of anytransaction, click the Distribution code button– All the coding will be filled in

automatically for you

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Dock/Undock – using Help and Checklists

• What is this?


Answer:

• HELP button is on every transaction

• Also the HELP panes on


the right have articles listed– All of this is context-sensitive

• Use the “pushpins” to dock and un-dock the panes

Adding Custom Links to favorite sites

• What is this?


Answer:

• If you have a favorite folder on the network that you frequently use, set up


a Custom Link in the Favorites pane– e.g. a shared EXCEL folder

where you keep all your accounting worksheets

– Can access quickly via MIP

Sage MIP


The Road Ahead

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Product Vision – Fund Accounting

• Market trends– New era of regulatory scrutiny

– Single vendor preference, integrated solutions

– An unclear direction of preference between SaaS and Licensed

– Online collaboration


• Product plans – Licensed Core App+ Web based Portal Access

– HR/EWS (web based)

– Grant Management (web based)

– Paperless (electronic)

– Advanced Budgeting (web based)

– Cash Management

– Procurement (web based)

Fund Accounting – V10.2.6

• Targeted Release – Fall 2010 (Sept./Oct.)

• Themes incorporated in release include– Usability & Customer Feedback

– Compliance


Compliance

– Technology


• Usability & Customer Feedback– Accounts Payable Credit Memos

• Create credit memos without offsetting to an existing AP invoice

• Use credit memos during payment of outstanding AP invoices

• Generate better aged payable reporting


• Generate better aged payable reporting

– Payroll• Additional fields added to dozens of reports throughout

– Filters, content, items by page, better formatting, export to excel, etc…

• Wage garnishment functionality added

• Check default date changed to “today” to help avoid closed year issues

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• Usability & Customer Feedback (cont’d)– Sales Order

• Orders now use the transaction date rather than the system date

• Orders now capture the user and date/time entered for reporting purposes


purposes

– Links to Sage NPS Online• Facebook

• Twitter

• Customer Community


• Compliance– Taxes

• Local taxes renamed to “Local/Other” taxes

• Unlimited Local/Other taxes available on each employee timesheet (no more cap of 2)


(no more cap of 2)

• Local/Other now supports SUI, SDI, and TDI tax calculations

– Leave• % of Leave on Timesheet available

* will also be available in HR Management


• Technology– Encryption

• Database encryption Whitepaper available for SQL 2008 and higher

• Field level encryption settings now available with the Advanced Security module (watch out for new state regulations in this area)


Security module (watch out for new state regulations in this area)

– Encrypting Social Sec #, Vendor EIN/SS, and other private pieces of data

– Product Enhancement Project• Collecting valuable feedback and data about the hardware that you

are using

– Enables Sage to better serve you and migrate their technology based on your needs

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• Technology (cont’d)• Windows 2000 and SQL 2000 Migration Information

• Details available during upgrade, final migration required for V11.0

• New versions of .NET require that Sage move away from older versions of SQL and Windows


Fund Accounting – V11

• Targeted Release – TBD

• Main Theme

- Paperless• Document Management


Document Management

• Emailing of Forms

• Reporting

• Alerting


• Sub Themes– Cash Management

• Credit & Loan management

– Integration/Fundraising Improvement


– Audit Trail

– Customer Usability Focus• PO & Encumbrance processing

• Sales Order creation (for inventory and non-inventory)

• Report drilling on more reports

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• Sub Themes (cont’d)– Usability

• AP check printing process

• Multiple Vendor Addresses

• AR Reporting


• AR Reporting

• Payroll W2 processing with filters by segment

• Encumbrance Close Year

– Technology• Updated grid controls

• Enhanced QlikTech (Visual Analyzer features)

• Better printing controls (follow user)

Fund Accounting – All

– Your Feedback is Important!

– Add your own feedback for future enhancements• www.ideascopeanywhere.com/sagemip


Grant Management - V.1.0

• Targeted Release – January 2011

• Theme is focus on Grant Receiving– Track grant applications (contacts, mission, owners, demographics)

– Budget for grant money (work with accounting budget format push/pull)

– Record notification (what was awarded when how timeframe extensions


Record notification (what was awarded, when, how, timeframe, extensions, flow thru)

– Accept grant money (put money into bank, move budget over to operations, start the clock)

– Track grant spending (integrated with Fund Accounting so that you can run reports on success metrics, spending progress, AP, AR, reimbursements)

– Report to grantor (spending, balances, services performed, key performance indicators, etc…)

– Close out grant (wrap up spending, lock transaction entry, submit final payment or receipts)

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Grant Management - V.1.X

• Targeted Release – TBD

• Theme is focus on Grant Giving– Post grants for application (list grant, requirements, measures, applicant

targets, online)

– Track applicants (keep online applications for review, workflow approval/review


pp ( p pp , ppprocess)

– Award applicant (keep score, rank, choose best/highest, notify)

– Post rules (post awardee, send money, send contracts and rules)

– Track (spending, success, flow thru, documents, AP, AR, reimbursements)

– Close out grant (send final letter, retrieve final documents, flag as possible grantee for the future, extend grant)

Grant Management - V.1.X

• Other themes– Email/Word/Spreadsheet integration

– Document Management

– Supports multiple organizations in one database

– Grant level security & menu based security


– Contacts integration and management

– Mash ups

– Workflow, Alerting & Audit tracking

– User defined fields

– Import/Export/SharePoint

– API

– Reporting (simple, advanced, user based persona)

– Business Intelligence with dashboards and KPI’s


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Grant Management

– Sage is looking for interested customers to test usability• Beta version estimated release date of October 2010

– Again…Your Feedback is Important!

– Add your own feedback for future enhancements


y• www.ideascopeanywhere.com/sagemip

Sage, Schneider Downs and You

Sage Summit 2011• Sage Partners and Sage Customers• Product Hosted User Group Meetings• National Harbor, MD @ Gaylord National Resort• July 13, 2011 – July 15, 2011


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Sage Business Care• Available July 1, 2010• Two Plan Options:

• Silver: • Current Plan (20%)

I l d U d t U d d U li it d S t


• Includes Updates, Upgrades and Unlimited Support • Gold:

• Premium Plan (20% + $995)• Includes: Updates, Upgrades, Unlimited Support,

Extended Hours, 1 hr Call Back Extended, System Check, Summit Conference Discount, 20% off Sage Training.


Monthly Webinars

SD Customer Account ManagementTeresa Grady, 614-586-7268 or [email protected]


SD Help Desk1-866-999-SDCO (7326)

Introduction to Office 2010Microsoft Integration Opportunities


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• Microsoft Office 2010– What is it?

– Why is it changing?

– New Features

Today's Topics


New Features• Word 2010

• Excel 2010

• Microsoft Integration• What’s going on?

• What can I do differently?

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Office 2010 – What is it?• Office 2010 is the collection of office software modules,

including:

– Word

– Excel

– PowerPoint


– Publisher – brochures, postcards, newsletters

– Outlook - mail

– InfoPath - forms

– SharePoint – web-based collaboration

– One Note – notepad, storage of clippings

– Communicator – presence (what is everyone doing) and instant messaging

What is Changing?• Integrate all applications

• Use a Ribbon toolbar to expose features, common look and feel (began with Office 2007)

• Use Ribbon concept in all software modules, including accounting applications


• Improve the ease of use

• New features (will demo some of these)

• Open Office XML/XBRL – communicate data and financial information in standard format

• Open Office Document Format ODF (Oasis)

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Global Features

• 64 bit support – more powerful PCs

• Office Web Apps: On-line versions of Word, Excel, PowerPoint, OneNote– Collaborate with others using web-based versions of


gWord and Excel

– Will be free

• Outlook and Exchange (mail) will support much larger mailboxes (more email storage)

Word 2010• Not a lot of changes – already has a lot of features that

no one uses!!

• One useful new feature: Navigation Pane

– Organization of the document by headings with quick


– Organization of the document by headings, with quick jump

– Thumbnails of each page

– Search pane – to search the document, tables, charts

• Improved document appearance: New text effects, picture editing, graphics handling

Excel 2010• New graphing capability

– Sparklines

• New data display capability


– Slicers

• New data analysis capabilities– Power Pivot

– Millions of rows

– Very quick data analysis

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Excel and Word Demo’s


Let’s look at a couple of these new features!

Email is Changing – Outlook 2010• Actually provides productivity improvements!

• Conversation View

– Shows email threads in a useable manner

– One or multiple people

– Small triangle beside an email

• Triangle shows every email that has more than one message


• Triangle shows every email that has more than one message in a thread

• Click triangle to see a chronological list of every message in the conversation

• Conversation can show the messages you’ve sent and received

– Conversation can be confusing if the subject line is used in other emails, ex. “Status Followup”

Conversation Clean Up

• Clean up will go through a conversation and delete any messages that are redundant

• Ignore – all future messages in this thread will


Ignore all future messages in this thread will be routed to your Deleted Folder

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Outlook Presence

• Get an email, should you reply or make a phone call?

• With presence, you will see whether the person is:


– on their computer

– on their phone

– in a meeting

• Requires the Microsoft Communication Server

• Provides secure instant messaging

Let’s Look at Outlook 2010


Outlook 2010 Demo

Microsoft Integration

• What’s Going On?


• What Can I Do Differently?

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Microsoft Integration

SearchE-Mail (Google)


ServersDatabases

Applications – MIPE-mail

Documents

“Cloud” Computing

Really, REALLY, BIG Data Centers

Microsoft


Amazon

Very, VERY Inexpensive Servers

• Microsoft (Azure)– 750 hours of usage

– 10 GB of storage – good for a small organization

– 1,000,000 storage transactions per month


– Cost $59.95/ month; 6 month commitment

• Amazon Elastic Cloud (EC2)– Small Windows server - $.12/hour; $26.40/month*

– Large Windows server - $.48/hour; $105.60/month** Assumes 220 hours of use per month

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The Future ??• More software applications delivered through the Internet

• Data files are stored and backed up on the Internet

• Redundant data centers assure continuous operation

• Data center staff responsible for:

– Uptime


– Uptime

– Monitoring

– Periodic server software updates

– Power, cooling

– Application software updates

Questions ??


Thank You

Schneider Downs News

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• Nonprofit• State and Local Tax (SALT)• OnPoint Newsletter• International Financial Reporting Standards (IFRS)

Visit: https://www.schneiderdowns.com/subscribe

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Schneider Downs Help Desk

1-866-999-SDCO (7326)All calls are trackedPriority assignment

• Low


• Normal• High • Emergency – Consultant call back within an hour

Wait time is reduced• No more tracking down a consultant yourself

Almost 100% live coverage of phone line

Open Forum


Q & A