October 14th 2015 Office Meeting

Office Meeting Schedule & Outline

Date: 14 October 2015
Time: After Payroll - 2 Sessions
Session #1 A/R 11:30AM - 12:30PM
Session #2 A/P 12:30PM - 1:30PM
 Notes:

• Session outlines / attendees listed below
• If those sessions conflict with lunch schedules or coffee breaks, they can be swapped accordingly 

Session #1 Accounts Receivable 11:30AM - 12:30PM

Attendees: Michael & Vito - Vinny May Sit In

A. Accounts Receivable - Short Term Projects:
 
I. Revamp Tax Code System
Prior to the quarterly close,10/31/2015, a proposal to overhaul the method in which we process and report sales tax collections and automate the entire process.

Proposal: Remove the dual (taxable / non-taxable) codes per jurisdiction [TYO/NYO] that were implemented 15 years ago and set up all MCR customer accounts accordingly:
 
1) Exempt Governmental / NGO Accounts - Tax Code = XOR / MCR Taxable Flag = N


2) Valid Resale Customers (Wholesalers on File) - Tax Code = XRE / MCR Taxable Flag = N

3) All Non-Exempt Accounts (Excluding Job Accounts) - No Change from Current Set-UpTax Code = Blank / Taxable Flag = Y

4) All Non-Exempt Accounts With Taxable [Private] Job AccountingTax Code = Jurisdiction of Delivery Address / Taxable Flag = Y

5) Accounts With Non-Taxable / Exempt Job AccountingTax Code = Jurisdiction / Taxable Flag = Y / [Misc] Tax Override Plan T=Y

That set-up essentially designates all materials as taxable, but then makes materials left on the jobsite exempt from sales tax. I only set up one jurisdiction (Yonkers) -- and am not convinced we have to set up jobs as tax exempt material plans for each jurisdiction because (1) The differences between rates (7.375 in Westchester up to 8.875 in NYC) is miniscule, and (2), Auditors could never prove whether the non exempt tools / equipment purchased was deliver ed or picked-up separately. 


If approved:We will no longer require or expect the sales staff to know which tools, equipment and non-exempt items on exempt jobs need to be rung up as separate taxable materials on different invoices. 
What we will not know until testing it live is how sales are reported on RTX. It can not be worse than the present day set-up showing "taxable" net sales in exempt N## codes as they are currently reported.

II. Level 25 Prep
All office staff should watch the Level 25 watch the video and familiarize themselves with the enhancements pertaining to them. A signon is required - once done, they can be viewed here:

http://www.activant.com/eagle-customer-support/education/documentation/What's%20New%20L25%20Phase%203.pdf



III. Change Passwords
Office Employees with Manger’s Override Abilities must change their password, as clerks are manually typing in known user’s passwords. There are way too many non-remote overrides by clerks in the logs...

 
B. Accounts Receivable - Longer Term Projects:

1) Dormant / Defunct Account Consolidation
Perhaps it would be wise to move all such accounts under one master "Defunct" account as individual jobs via CCJ

2) General MCR Clean-up
a. Erase credit card #s
b. Shit like cell #s off the credit message and onto the Contacts tab
c. VIIY and other pollution to Custom Fields (Tab 9 in MCR)
When every account has a credit message - clerks no longer read them. The only "valid" message I can think of is warnings about similarly / identically named accounts. Even specific customer requests i.e. job name on all tickets should be handled via PO Required field so clerks are forced to put in job name.

3) Scanning Phase 2.0
We should begin scanning of signed delivery tickets. Please review the procedures here:

http://masonrydepot.blogspot.com/2015/06/receivables-payables-purchase-receipts.html 

4) Speak to the accountant about
a. Cleaning Up Holding Layaways that are > 3 years old
b. The tax liability on pallets vis-a-vis beer bottles
5) Set Up All Stations with Virtual Printer Option
Essentially sending every document sent to a printer into DOC regardless of printer errors.

Session #2 Accounts Payable 12:30PM - 1:30PM

Attendees: Michael, Rachel & Seepol

Discussion of the following problems / projects

1) A/P Invoices Direct from Suppliers
How much time is wasted scanning vendors invoices from vendors that can (or do) provide pdf's of their invoices? In conjunction with buyers and supplier's customer service departments, we will contact every major vendor we purchase from and establish or enter the known intra-web addresses and our company's password in the custom fields tab of MVR. In much the same way our customers can access a pdf of invoices we bill them, we should be able to get a lot of invoices electronically. Once we identify them and add them in MVR, we will import those invoices into the Eagle in lieu of scanning.

Importation can only be done from the scanning license terminal. See procedures here:http://masonrydepot.blogspot.com/2015/10/import-pdf-vendor-invoices-into-eagle.html

Depending how much scanner time is freed up, the A/R department can no longer blame receiving for tying up the scanner and preventing them from scanning signed deliver tickets into the Eagle

2) Level 25 Prep and Large Field Size Implementation 
All office staff should watch the Level 25 watch the video and familiarize themselves with the enhancements pertaining to them. A signon is required - once done, they can be viewed here: http://www.activant.com/eagle-customer-support/education/documentation/What's%20New%20L25%20Phase%203.pdf

Note: After switching the system over to large field size capabilities following update to level 25, keep an eye out for the "large field size" checkbox on receiving reports, etc..

3) General Annoyances
a. We still have not come up with a solution for CODs - especially credit card purchase from salesmen. In the last 2 weeks, Ray's last two purchases were charged sales tax. One possible solution for the credit card side of the equation is to require all material purchases on credit cards to be billed under a one (new) specific credit card that all buyers could use.The pat to vendor could be changed to that specific credit card in the receiving - A/P process.  

b. Do we want to get rid of store specific packing slip directories in NRDatastor. Given the number of misfiled packing slips (in the wrong store) - perhaps we should put them into non-store specific vendor folders

c. What other steps can we take to streamline the receiving -> A/P processes.
- Is someone still required to hand write retails on receiving reports?
- With scanning of slips now fully up and running, what type of paperwork should we be giving VF when he signs checks?
- What type of audit tools from Compass will help identify open and questionable vouchers?