QW Journal

NewViews on Accounting


~ Issue 4, January 2013 ~

Happy New Year Please note that throughout this publication, as well as in the current NewViews documentation and website, we refer to NewViews for DOS as NV1 and NewViews for Windows as NV2.

NewViews Version 2.25.3 Currently in Development

NewViews 2.25.3 is expected to be released shortly. It will include final 2013 tax tables for US Payroll and a performance fix that will make multiuser installations run faster.

NewViews 2.25.2 was released January 17 and includes updated 2013 tax tables for US Payroll.

Dealing With a Startup Problem After Installing NewViews

A few users have reported encountering a problem (as shown below) immediately after installing or updating NewViews and running it for the first time.

If you see this error, rest assured that your accounting data has not been compromised. The error can be resolved by modifying the startup script and/or desktop shortcut that is used to run NewViews. This is done as follows:

  1. From the Windows Start menu, click on All Programs.
  2. Click on the NewViews 2 folder.
  3. Right click on Workstation, then click on Properties.
  4. Modify the command line in the Target field to include > log.txt (e.g. c:\nv\nv2.exe  >  log.txt).
  5. Click Apply, then click OK.

Right clicking a desktop shortcut for NewViews will allow you to change its properties as described above. If you are running the NewViews Server, modify the properties for the Server startup script/desktop shortcut in this way as well.

NewViews Version 2.25 Released December 19, 2012

Highlights of Version 2.25

  • Updated Interface
  • Three New Database Utilities Commands
  • Transaction proof check upgraded
  • Help>TeamViewer Support menu command
  • Mail Merge templates can now include Notes
  • Print Account Ledger Open View
  • Print AP Checks can now display detail cross accounts

The user interface has been streamlined by by the removal the Access/Audit window tabs that were present on every window pane. These tabs have been replaced with a global Audit command that is accessed via the menu. In addition, redundant Column Define () windows were removed and replaced wtih a a single Column Define window for every login. As an added benefit, these two changes produce smaller, slightly faster workstation databases.

Three new Database Utilities commands have been added:
File>Database>Utilities>Repair Transaction Amounts checks transaction amounts only, since most index record integrity problems occur in transaction header amounts. In addition, the command repairs any problems found on the spot so a reorganize is not necessary.
File Database Utilities Reorganize Transactions rebuilds all index records associated with a selected date range of transactions, reducing the need to reorganize an entire database when the problem is known to lie within specific transactions. File Database Utilities Repair Floating Addresses is only used as directed by customer support.

The Tools>Proof Check command has been upgraded to detect all occurences of transactions that would cause a proof account to go out of balance. In addition, reporting of diagnostic information has been enhanced.

TeamViewer - an extremely useful tool used by Q.W.Page technical support staff to quickly resolve customer issues - can now be launched directly from the NewViews menu with the command Help>TeamViewer Support.

The upgraded Tools>Mail Merge command can be used to print Notes using Microsoft Word's Insert Merge Field list.

The Print>Account Ledgers>Advanced command can be used to print the open view of a ledger, with an opening balance that corresponds to the ending balance on the closed view.

the Print>AP Checks command now supports ITEM_CROSSACCOUNT. If the invoices being paid are simple transactions, this new field will display the cross account name.

NewViews Versions 2.24 and 2.23

Highlights of Version 2.24:

  • Updated Interface
  • Two New Scripts
  • Updated 941 Printing Templates

Version 2.24 continues the simplification of the user interface that began with version 2.23. Novice window pane control (first introduced in version 2.23) is now standard, which prevents 'control' window panes (i.e. windows displaying summary data) from being covered by companion window panes displaying detail (this was causing some users to lose track of their position in the books).

Non-essential title bars have been removed (making windows appear less cluttered), and a new Window Splitter button is provided in the top right corner. This button is highlighted when a hidden detail window is available. Clicking the Window Splitter button will open the detail window, without saving any changes to the active item.

A new script named setup_account_aging_date1.qw_script can be used to age into the future. For example, if a transaction Order Date column is retitled Due Date and used as an invoice due date, then running the script on a table of accounts will display which invoices are coming due and when.

A new script named setup_account_day_of_week_analysis.qw_script can be used to see which days of the week transactions are occurring. Simply run the script on any table of accounts and configure the first (i.e. control) column.

Four new 941 print templates have been added. These 941 templates are designed to be used by Payroll Report.

Highlights of Version 2.23

Version 2.23 was the first release in a series that was developed in response to user survey suggestions. It includes several new user options.

  • Enable/disable Automatic Pick Boxes
  • Multiple Pick Roots
  • Purchase Item Entry Mode
  • Create New Books from a template
  • Export window templates

Enable/disable Automatic Pick Boxes controls the automatic display of pick/select boxes. When set to yes, typing an account/journal name in a field will cause the select box to pop up automatically. When set to no, the select box does not pop up, allowing the user to type a name directly into the field. If you misspell the account/journal name, an error message will be displayed. F3 can also be pressed to bring up the select box while positioned on the field/

Multiple Pick Roots can now be set to select from more than one list. For a Sales Journal, for example, the pick root for selecting a customer might be set to AR (Accounts Receivable). If you want the ability to also pick a bank account for cash sales, you can append BANK to the Pick Roots field. A pick operation then becomes a two step process. First, you pick a list of accounts (e.g. AR or BANK), then you pick an account from that list.

Purchase Item Entry Mode controls the behaviour of purchase journal tax calculations. Non-Profits and For-Profits, for example, have different tax calculation requirements. The fixed_item_total setting locks the Item Total value. In other words, the item total will not change if the value in the tax field is adjusted. In these cases, the value in the amount field is increased or decreased automatically to accommodate any changes made to tax. The floating_item_total setting lets the Item Total value float. If the tax field value is adjusted, the item total field is automatically recalculated to reflect the change.

Create New Books from a template was added for the purpose of exporting the basic structure of a set of books, and then importing it into a newly created database. This is useful for creating a new set of books and then importing a database template to set up a chart of accounts and the financial reports.

Export window templates exports window setups to a boxed-set of template files. These files are used by NewViews to set up new windows whenever they are created. Exporting window templates enables you to override factory default behavior with your own custom setups.

Getting Help - F1

In many programs, pressing the F1 key for Help, or clicking on Help in the menu, will launch a search box. This is not very useful if you are not familiar with the specific terminology used by a software program.

In NewViews, pressing the F1 key launches the user manual, positioned on the topic that corresponds to your location in the books. For example, if you are in the Reconcile View of the Bank, F1 will launch the Reconcile Bank chapter in the manual.

The Accounting Primer

NewViews now includes an Accounting Primer as part of the online documentation. The Accounting Primer is geared to users with little or no background in accounting. It describes basic accounting concepts required to understand the why behind the how when using NewViews.

The Accounting Primer is accessible from the main menu and also from within NV2's Help menu. It is illustrated with NV2 screen shots and presents a case study of two friends starting a business partnership providing computer services.

Various types of transactions are analysed and presented in T-form as well as NV2 format. The set of books used for the Accounting Primer is included in the demobooks workstation. These books demonstrate various accounting activities such as loans, purchases, sales, payments, deposits and payroll.

Duplicating Transactions

Most bookkeeping entries are repetitive, e.g. the same vendor charging for the same or similar service(s). In the majority of cases, only the date and amounts are different from the last invoice.

The Tools>Create Transactions>Duplicate command is convenient for duplicating an existing transaction. This command is issued while you are positioned on the transaction you want to duplicate.

The prompt above is set up to create one copy of the original transaction. It will copy the original date and put the text copy in the reference field. Any number of copies can be created. Press the Help button for additional information.

Another tool is Create Transactions>Post Dated. To add recurring transactions in NewViews, you position on the original transaction and issue the Tools>Create Transactions>Post Dated command. The original is copied a number of times up to a specified end date. The new transactions are post-dated according to the specified frequency (e.g. weekly, monthly, etc.).

General Journals

The previous issue of the QW Journal contained the second of a series of articles discussing the use of journals in NewViews. In that article, we learned that NV2 provides two Bank Journals. Now, we will explore the General Journals in greater detail.

The General Journal folder is made up of a group of General Journals. General Journals are commonly used for transactions that don't really have a type, like adjusting entries. They are also used for budget entries and other recurring entries such as depreciation, bank transfers, etc.

Four entry methods are used for General Journals. The method used depends on the transaction type and the level of detail required on the accounts ledger level.

Type 1, simple transaction: One account is debited and one account is credited by an equal and opposite amount. The text in the comment field will be displayed on both the debit and credit account ledgers.

(click on images to enlarge)
Type 1, simple transaction

Type 2a, complex transaction posting to one debit account and many credit accounts: One account is debited in the transaction header, and several accounts are credited in the transaction detail items. Note that once the header account is selected it is displayed on each item in the details, to show that it is inherited. Attempting to edit the debit account on a detail item will produce an error.

Type 2b, complex transaction posting to one credit account and many debit accounts (shown below): One account is credited in the transaction header, and several accounts are debited in the transaction detail items. As described for Type 2a, once the header account is selected it is displayed on each item in the details and attempting to edit the credit account on a detail item produces an error.

Type 2, transaction

Type 3a, complex transaction posting to one debit account and many credit accounts but displaying full detail on the debit ledger:. No accounts are debited or credited in the transaction header, only the date is set. Both debit and credit accounts are set in the transaction detail item table/window.

Type 3b, complex transaction posting to one credit account and many debit accounts but displaying full detail on the credit ledger: As above, no accounts are debited or credited in the transaction header, only the date is set. Both debit and credit accounts are set in the transaction detail item table/window.

Type 3, transaction

Type 4, a complex transaction posting to several debit and credit accounts. None of the individual amounts equal, but total debits equal total credits (shown below):

Type 4, transaction

Example: Monthly Tenant Charges

A General Journal can be used for monthly rental charges for landlords. This involves method type 3a described above. One monthly entry is used for all tenants. Set the date in the header but no accounts, and expand into the detail table/window below. Enter the tenant's AR account in the debit account column, and enter the revenue account in the credit account column. Use the same tenant's AR account in the debit column for each additional charge to the tenant. Leave a blank line between tenants if you wish, then start posting the next tenant's charges as shown below.

Tenant transaction

Below is the tenant's ledger that correspends to the journal entry above. Note that each line on the Journal is represented on the ledger.

Tenant ledger

Three months have been highlighted on the tenant's ledger above. The cross account column of the ledger clearly shows the revenue accounts that the charges are posted to. If your customer/tenant ledgers show journal_bal, that means you are not using the type 3 journal method.

Additional General Journals can be added as needed. For example, you may want to add General Journals to segregate year end adjusting entries.

In the next issue of the QW Journal, we will take a look at Purchase Journals and how they are used in NewViews.

Notes on Payroll

NewViews version 2.25 is required by all payroll users. Canadian payroll tables have been updated for 2013 with new rates and regulations as per CRA publication T4127(E) Revision 13 - 96th Edition and Quebec publication TP-1015.G-V Revision 2013-01.

Newviews version 2.25.2 (Service Pack 2), released January 17, contains updated US tax tables for 2013 and processes payroll using the new employee tax rate for social security (6.2%). Version 2.25.3 (Service Pack 3) is currently in development and will contain final US tax tables.

Note: If you have processed US payroll in 2013 with NewViews version 2.25, you must make adjustments for employee social security tax underwithholdings after you install Service Pack 1/2. Additional details can be found on the NewViews website.

Version 2.25 also provides several enhancements to payroll, including:

  • Payroll Paylist supports menu command Tools>Fill Column
  • Canada Payroll 53 period ROE templated printing
  • USA Payroll Fringe Benefits
  • USA Payroll Vacation Pay Summary
  • USA Payroll User Edit W2 Boxes 12DD and 12W

Tips and Tricks

Instant Navigation Using Bookmarks

You can used Bookmarks in NewViews to create a collection of shortcuts to specific locations in a set of books. When you click the Bookmarks button on toolbar and choose Add, NewViews saves the view and location of the table you are on with the name and description of your choice. New bookmarks can be added at any time, and bookmarks that are no longer used can be removed from the list. To navigate using bookmarks, simply click the Bookmarks button on the toolbar and choose the bookmark corresponding to the desired location.

Speeding up Your Database Utilities Check (previously NVCHECK)

It's essential to check the integrity of your data on a regular basis to detect any corruption that may be caused by things like faulty memory chips, power surges, etc. NewViews includes a Database Utilities Check (previously known as NVCHECK) for this purpose. However, some users with large sets of books delay or avoid running NVCHECK because they feel it takes too long. The time it takes to run NVCHECK on larger books can be reduced significantly by simply minimizing the progress bar while the utility is running. Make sure you take advantage of this important feature!

NVCHECK can be run from the workstation login table or from within a set of books using the command File > Database Utilties. Enter the full path to the books in the File field (or click the folder to the right of the field to browse), then click All Checks.

Support Q & A

The questions and answers in this section are among those most frequently encountered by the NewViews Support Team. Please note that extensive support related information can also be found on the NewViews website.

Q: Why is Payroll setting Pay Period #27 as the last payroll in the year?

A: Bi-weekly payroll has 26/27 pay periods a year, just as weekly payroll has 52/53 par periods a year. As an example, let's assume your pay day is Friday - most years have 52 Fridays, but some have 53. In 2010, January 1 was a Friday and so was December 31, so all weekly employees received 53 pay checks in 2010. This happens approximately every 7 years depending on leap years.

If your bi-weekly cycle in 2010 ended on Friday, January 1, your organization would have produced the 27th pay check on December 31. If your bi-weekly cycle in 2012 ended on Sunday, January 1, your last pay period for 2012 would have been pay period 27 on Sunday, December 30.

This only affects salaried employees who are paid an agreed upon annual gross salary. It does not affect hourly employees.