Main Window Prompts

Company Control Record Name

Displays the Company Control Record Name, which is always 000COMP.

Tip:  You can not edit this field.

To save changes to the Company Control Record, click Save or press [ENTER].

Company Name

Enter the company name to appear on report headings.  (up to 30 characters)

Tip:  The company name for the Title Bars in the Gui Windows is controlled by the datacomp record.

Street Address

Enter the street address for the company.  (up to 20 characters)

City, State

Enter the city and state for the company.  (up to 20 characters)

Zip Code

Enter the Zip Code for the company.  (up to 12 characters)

Federal ID#

Enter the Tax ID to print on W-2 forms.  (up to 15 characters)

State Code

To specify one of the following State Codes for the company location, click the State Code in the drop-down list.

Examples:

• 0 - New Hampshire

• 1 - Massachusetts

• 2 - Maine

• 3 - Vermont

• 4 - Maryland

• 5 - Oregon

• 6 - Pennsylvania

• 7 - Connecticut

• 8 - Michigan

General Setup Tab Prompts

General Ledger Account Number Format

For character-based applications, enter the format for the General Ledger Account Number.  (X.Y - where X = number of digits before delimiter and Y = number of digits following delimiter)

Examples:

• 0 - Municipal

• 42 - (4.2) 1234.50

• 80 - (8.0) 12345678

Notes:

• If the decimal part of the format varies, enter 80 for the format and set the Department File Flag to V.

• The decimal separator is also called the "decoration" or "delimiter."

• This option must be 0 for Gui G/L.  In the Gui G/L, the Account format and delimiters are handled by the Application Option Parameters (G/L Parameters).

Jump - Use Track Buffers

For character-based programs, to specify if you want to use track buffers to improved efficiency for .jump commands, click one of the following options in the drop-down list:

• Y(es) - Use the track buffers.
  Tip:  This is almost always the proper setting for modern systems.

• N(o) - Do not use this option.

Tip:  This option does not apply to Gui modules.

Display Company Name on Status Line

For character-based programs, to specify if the company name should display on the status line, click one of the following options in the drop-down list:

• Y(es) - Display the company name on the status line.

• N(o) - Do not display the company name on the status line.

Tip:  This option does not apply to Gui modules.

Turn on Help

For the character-based programs, to specify if you want help comments on the file maintenance screens for each data field, click one of the following options in the drop-down list:

• Y(es) - Display help for fields.

• N(o) - Do not display help for fields.

Tip:  This option does not apply to Gui modules.

Print Cover Pages on Reports

To specify if a cover page containing the selection options should print at the beginning of each report, click one of the following options in the drop-down list.

• Y(es) - Print cover pages.

• N(o) - Do not print cover pages.

Primary Company Volume

Enter the name of the primary data volume for the company.

Alternate Company Volume

Enter the name of the alternate data volume for the company.

Tip:  Leave blank if there is no alternate.

Note:  The following fields pertain only to sites using the Interactive Fiscal Years feature.  This deals with the ability to copy a current volume to a prior year volume, where the user has access to the data.

Current Year Company Volume

Enter the name of the current year volume.

Note:  If there are no interactive years on the system, enter the Primary Volume Name.

Prior Year Company Volume

Enter the name of the prior year volume.

Note:  If there are no interactive years on the system, leave blank.

Fiscal Year Flag

To specify the fiscal year processing, click one of the following options in the drop-down list:

• N - No Dual Fiscal Active:  There are not interactive years on the system.

• C - Current:  This is a current year company.

• P - Prior:  This is a prior year company.

General Ledger Account Numbers with 6 Digits

For character-based programs, to specify if the six-digit option is active, click one of the following options in the drop-down list:

• Y(es) - This applies only to the Augusta Sanitary District.

• N(o) - This applies to all customers except the Augusta Sanitary District.

Tip:  This option does not apply to gui modules.

Show COLD Codes on Reports

This option is obsolete.

Note:  Always click N(o) in the drop-down list.

Use Sign On Security

To specify if the user wants to implement Sign On Security, click one of the following options in the drop-down list:

• Y(es) - The user must enter an operator ID and password.

• N(o) - The user is not required to enter an operator ID and password.

Payroll 1 Tab Prompts

Check History Active Flag

To control the updating of the Check History File during the Payroll Post, click one of the following options in the drop-down list.

• 0 - None:  No check history.

• 1 - No Detail:  No detail updates for regular pay, but Other pay details are updated.

• 2 - Summary Detail:  Summary detail to post by employee by department.

• 3 - Full Detail:  All detail to post by check.

Check Reconciliation Active

To specify if check reconciliation is active, click one of the following options in the drop-down list:

• Y(es) - Activate the check reconciliation program.

• N(o) - Disable the check reconciliation program.

Post to Expense Detail by Summary

To specify if posting to the Expense Detail file is by summary or detail, click one of the following options in the drop-down list:

• Y(es) - Post department totals to the Expense Detail file in summary.

• N(o) - Post in detail (one record for each check) to the Expense Detail file.

Department File Active Flag

To describe department file activity, click one of the following options in the drop-down list:

• N - Not Active:  For municipalities without departments.
  Tip:  Disables Department Master Maintenance and Department Titles Maintenance.  The Account Master Search does not search departments; rather it searches the Appropriations Masters or the General Ledger, depending on the module interface settings.

• M - Municipal:  For municipalities with departments.

• H - Handbook II:  For municipalities with Handbook II accounting.
  Tip:  During Department Master Maintenance, the Appropriations Account Number field is only active if option H = Handbook II.

• S - Standard:  For standard sites without appropriation accounting.

• V - Variable:  For standard sites with variable G/L master formats.
  Tip:  During Department Master Maintenance, the General Ledger Account Number displays in place of the Appropriations Account Number only for option V - Variable.

Tip:  For more information about this setting, refer to Understanding Municipal vs. Commercial Department Numbers in the Payroll WebHelp.

Update Month To Date Expended

To specify if there is an update to Month-to-Date Expended, click one of the following options in the drop-down list:

• Y(es) - The site has Appropriation Accounting Version 2.0.

• N(o) - The site has Appropriation Accounting Version 3.0 or higher.

Print Social Security Number on Check

To control printing the Social Security Number (SSN) on the employees' checks, click one of the following options in the drop-down list:

• N - No:  Do not print the SSN.

• L - Left:  Print the SSN in the upper left portion of the check.

• M - Middle:  Print the SSN in the upper middle portion of the check.

Print SUTA on Employer's Contribution Report

To control printing State Unemployment Tax Authority (SUTA) amounts, click one of the following options in the drop-down list:

• Y(es) - Print SUTA data on the Employer's Contribution Report.

• N(o) - Omit SUTA data from the Employer's Contribution Report.

Print Available Sick and Vacation on Checks

To control printing available sick time and vacation time on checks, click one of the following options in the drop-down list:

• Y(es) - Print available sick time and vacation time on the check stubs.

• N(o) - Omit available sick time and vacation time from the check stubs.

Create Automatic Vendor Invoices/Checks

To control updating the Vendor Invoices/Checks file, click one of the following options in the drop-down list:

• N - No:  Payroll Vendor System not active.
  Note:  Enter this option for all non-municipal sites.

• 1 - Single Post:  Post directly to the file as part of the Payroll Post.

• 2 - Dual Post:  To post these transactions separately from the Payroll Post, add an additional option to the Payroll Daily Work menu for the Post to Vendor Transaction Files program.

Notes:

• Single vs. Dual Post:
  
  The Single Post option means that the Payroll Post program handles the generation of the invoice transactions.  The dual post options means that a separate program, Post to Vendor Transaction Files, handles the generation of the invoice transactions.
  
  Tip:  For more information, refer to Understanding Vendor Invoices and Checks in the Payroll WebHelp.

• The advantage of dual post is that it simplifies control and troubleshooting by separating the invoice processing from the rest of the Payroll Post.  The disadvantage of dual posting is that it is adds another program to the list of programs that must be run for each payroll period.

• This option is applicable only with Appropriation Accounting Version 3.0 or higher.

• Vendor Invoice Number, Vendor Due Date, Vendor Invoice Amount, and Vendor Invoice Date are applicable only if this setting is 1 - Single Post or 2 - Dual Post.

• Because Fringe Benefits are an option of the Vendor Invoices and Checks feature in Payroll, to use Fringes the Company Control Option for Create Automatic Vendor Invoices/Checks must be set to 1 - Single Post or 2 - Dual Post.
  
  Tip:  For more information, see Understanding Fringe Benefits in the Payroll WebHelp.

• The following programs are activated only for Option 1 - Single Post or Option 2 - Dual Post:

• PR A/P Check Post

• PR A/P Check Preparation

• PR A/P Check Register

• PR A/P Check Transaction Maintenance

• PR A/P Print Checks

• PR F/A Invoice Post

• PR F/A Invoice Transaction Journal

Laser Check Format

To specify if using a laser check format, click one of the following options in the drop-down list:

• Y(es) - The user prints laser checks.

• N(o) - The user does not print laser checks.

Show Payroll History Detail

To specify if detail history displays in the inquiries and prints on the reports, click one of the following options in the drop-down list:

• Y(es) - Show history detail.

• N(o) - Do not show history detail.

Payroll 2 Tab Prompts

Direct Deposit Flag

To control direct deposit, click one of the following options in the drop-down list:

• N - No:  No direct deposits or done manually.

• E - Electronic Transmission:  Electronic direct deposits using a PC and modem.

• P - Paper Transmission:  Direct deposit system depositing with a paper report.

Update Employee Fringes During Post

To control employee fringe updates, click one of the following options in the drop-down list.

• Y(es) - Fringe Benefits are active for this facility.  Update the Employee Fringes from the Employee Deductions during the Payroll Post.

• N(o) - Do not update the masters.
  Note:  Enter N(o) if the facility does not use the fringe files.

Tip:  For more information, see Understanding Fringe Benefits in the Payroll WebHelp.

General Ledger Journal Format

To specify the type of General Ledger interface, click one of the following options in the drop-down list.

• N - Standard:  NDS version.

• V - Versyss:  VERSYSS version.

• C - CUSA:  CUSA version.

• G - NDS GL:  Gui General Ledger.

Accrued/ Available Sick/ Vacation Maximum

To control the displayed fields in the Employee Totals Master Maintenance - Vacation/Sick Detail Area, click one of the following options in the drop-down list:

• 1 - Accrued:  Maximum Accrual Sick and Maximum Accrual Vacation fields display.  Displays the maximum amount that can be accrued.

• 2 - Available:  Maximum Available Sick and Maximum Available Vacation fields display.  Displays the maximum amount available.

• 3 - Reset If Over Max

Print Payroll Checks on 80 Column Printer

To control the printer width for checks, click one of the following options in the drop-down list:

• Y(es) - Print payroll checks on an 80 column printer.

• N(o) - Print payroll checks on a 132 column printer.

Note:  To print checks and check stubs that are properly aligned, they should be printed on a 132 column printer.  When using dot-matrix printers, this option, if set to Y(es), will allow the checks to be printed on an 80 column printer, but the data and values may not align properly within the boxes because of the printer's compression setting.

Print Hourly Rate on Check stub

To control printing the hourly rate on check stubs, click one of the following options in the drop-down list:

• Y(es) - Print rates for hourly employee's on the check stub.

• N(o) - Omit hourly rates from the check stub.

EDD: Debit Direct Deposit or Net Pay

To control EDD, click one of the following options in the drop-down list:

• D - Direct Deposit Only

• N - Total DD + Net Pay:  The Town of Bel Air is the only town that should use option N.

Include Employee SS # on Direct Deposit

To control the inclusion of the Social Security Number in direct deposit, click one of the following options in the drop-down list:

• Y(es) - Include the Social Security Number (SSN) in the Direct Deposit file.

• N(o) - Exclude the SSN from the Direct Deposit file.

• Zero Fill

• FED ID#

Automatic Fringe Distribution Active

To specify the Fringe Distribution option, click one of the following options in the drop-down list:

• Y(es) -  Fringe Benefits are active.  Display the Automatic Fringe Distribution program on the menu.  The program creates a cross-reference that links Appropriation Account Numbers to Department Numbers for distributing the Fringe Amounts.

• N(o) - Fringe Distribution is disabled.

Tip:  For more information, see Understanding Fringe Benefits in the Payroll WebHelp.

Post to General Ledger by Retirement Code

To specify if you want to post to G/L by Retirement Code, specify one of the following options in the drop-down list:

• Y(es) - Post by Retirement Code.
  Tip:  This option is used by only one NH customer.

• N(o) - Do not post by Retirement Code.
  Tip:  Usually specify this option.

Print Check Stub First

To specify if you want to print the check stub first for laser checks:

• Y(es) - Print the stub before the check.

• N(o) - Print the check before the stub.

Tip:  This option only applies to laser checks.

Positive Pay Format

Positive pay is a method of fraud deterrence for checks.  The process entails a daily reconcilement of your company's issued checks with the checks presented for payment to the bank.  To specify the formats used by the Positive Pay Control Record Maintenance program, click one of the following options in the drop-down list:

• 0 - Not Used

• 1 - Brunswick

• 2 - Lewiston

• 3 - Derry

Tip:  Additional options may be added for customers new to the Positive Pay feature.

Appropriations Tab Prompts

A/P Check Format

To specify the A/P check format, click one of the following codes in the drop-down list:

• 1

• 2

• 2S

• 1L

• 2L

• SL

Tip:  "L" indicates laser.

Distribute Item/Account Separately

To specify the type of purchase order distribution system, click one of the following options in the drop-down list:

• Y(es) - Dual Distribution:  Items can be distributed to multiple accounts.

• N(o) - Single Distribution:  Distribution is to only a single account, unless the item is entered multiple times.
  Tip:  Enter N(o) if the Purchase Order System is not used.

Vendor Purchase From File Active

To specify if you want to activate the Purchase From File, click one of the following options in the drop-down list:

• Y(es) - Activate the Purchase From File to enter and print a name and address on the purchase order other than the vendor's primary name and address.

• N(o) - Print the vendor name and address on the purchase orders.
  Tip:  Enter N(o) if the Purchase Order System is not used.

Print Purchase Orders Default

To specify if you want the Print PO? prompt during Purchase Order Entry, click one of the following options in the drop-down list:

• Y(es) - Display the Print PO? prompt.

• N(o) - Do not display the Print PO? prompt.
  Tip:  Enter N(o) if the Purchase Order System is not used.

Common AA/GL Account Numbers

To specify the option for Common AA/GL Account Numbers, click one of the following options in the drop-down list:

• Y(es) - For HealthReach Network only.

• N(o) - For all other sites.

By-pass Inquiry Interface

To control the By-pass Inquiry Interface, click one of the following options in the drop-down list:

• Y(es) - Never enter this option.

• N(o) - Always enter (N)o.

A/P Check Reconciliation Active

To control if A/P Check Reconciliation is active, click one of the following options in the drop-down list:

• Y(es) - Reconcile checks on the system.

• N(o) - Reconcile checks manually.

Purchase Order Format

To specify the Purchase Order format, click one of the following options in the drop-down list:

• 1

• 2

• 3

• 4

• 5

Use 1099 Default

To control the display of the 1099 code, click one of the following options in the drop-down list:

• Y(es) - Display the 1099 code from the vendor as the default during Invoice Entry.

• N(o) - Manually enter the 1099 code during Invoice Entry.

Appropriation Inventory Active

To specify if Appropriation Inventory is active, click one of the following options in the drop-down list:

• Y(es) - Activate Appropriation Inventory.

• N(o) - Disable Appropriation Inventory.

Hold/Rel Default for Inv Entry

To specify the Hold/Release default for Inventory Entry, click one of the following options in the drop-down list:

• H(eld) - Invoices default to a Held status during Invoice Entry.

• R(eleased) - Invoices default to the Released status.

• Blank - Leave blank for no default.  The status must be entered for each invoice.

G/L Account Numbers Only

To specify if both Appropriation and G/L Account Numbers are used, click one of the following options in the drop-down list:

• Y(es) - Use G/L Account Numbers only.

• N(o) - Use Appropriation and/or G/L Account Numbers.

Print A/P Checks Stub First

To specify if check stubs print before or after the checks, click one of the following options in the drop-down list:

• Y(es) - Print the A/P stub before the check.

• N(o) - Print the A/P check before the stub.

APPMAST:  Add Revenues to Adjusted or Subtract from Expended

Click either of the following options in the drop-down list:

• A

• E

Note:  This setting is obsolete.  Either option is acceptable.

Show Negative Encumbrances on Appropriations Master?

To specify if negative encumbrances are allowed, click one of the following options in the drop-down list:

• Y(es) - Purchase orders can bring the Encumbered field on the Appropriation Master File to negative.

• N(o) - The Encumbered field can only be brought to zero.

Tax System Tab Prompts

Note:  The following options apply to the Cash Receipts and Tax Billing modules.

Group Setup Active

(Cash Receipts)

You can set up the Cash Receipts module to use different groups within the municipality for segregating the transactions when entering and posting cash receipts.  For example, you can set up groups relating to offices, units, or individuals.  The concept is similar to the batching feature available in other NDS applications, and includes extensive security and separation of data.  To specify if you want groups, click one of the following options in the drop-down list:

• Y(es) - Use multiple cash receipt transaction files.

• N(o) - Use a single cash receipt transaction file.

Tips:

• You can create up to 99 groups per municipality.  The groups must be defined in sequential order, with no break in the sequence.

• If you implement Group Setup, modifications are required for some filesets and several new files must be created.

• You can set up passwords for groups.

• If Group Setup is active, you must enter the Group Number (and possibly a password) when launching any of the commands from the Daily Work Menu or its sub-menus.

Print Tax Receipt Default

(Cash Receipts)

To specify if you want to activate the Printer Area for printing the Tax Receipt during Tax Receipt Entry, click one of the following options in the drop-down list.

• Y(es) - Focus moves from the Tax Receipt Entry Payment Area to the Printer Area when you press [ENTER].

• N(o) - The Printer Area is skipped, the Tax Receipt Entry window is cleared and focus moves to the Account Number Area, where you can start the next Tax Receipt.

Separate Tax Bill Revenue $

(Tax Billing)

To specify if you want to print the taxable value detail for General, School, and County on the Tax Bill, click one of the following options in the drop-down list.

• Y(es) - Print the General Tax Due Amount, School Tax Due Amount, and County Tax Due Amount.

• N(o) - Do not print the detailed values.

Display Lot Size on Tax Bill

(Tax Billing)

To specify if you want to print the Lot Size on the Tax Bill, click one of the following options:

• Y(es) - Print the Lot Size.
  Note:  If you specify Y(es), the Tree Growth will not print.  Lot Size and Tree Value cannot print together.

• N(o) - Do not print the Lot Size.

Display Tree Growth on Tax Bill

(Tax Billing)

To specify if you want to print the Tree Growth on the Tax Bill, click one of the following options:

• Y(es) - Print the Tree Growth.
  Note:  If you specify Y(es), the Lot Size will not print.  Lot Size and Tree Value cannot print together.

• N(o) - Do not print the Tree Growth.  Instead, combine the amount with the land value and print the combined amount as land value.

Cash Receipts Print Missing Receipt # Report

(Cash Receipts)

To specify if you want to print the Missing Receipt Number Report after the Tax and Treasurer's Receipt Journals, click one of the following options in the drop-down list.

• Y(es) - Print the Missing Receipt Number Report.

• N(o) - Do not print the Missing Receipt Number report.

Cash Receipt Post to RCPTHIST

(Cash Receipts)

To specify if you want to retain history on the system, click one of the following options in the drop-down list:

• N - No History:  Do not retain receipt history on the system.

• X - Tax Receipts Only:  Retain Tax Receipt History only.

• A - Tax and Treasurer's:  Retain all receipt history.

Tax Code

(Tax Billing & Cash Receipts)

To specify the appropriate state tax code, click one of the following options in the drop-down list:

• 0 - Maine

• 1 - New Hampshire

• 2 - Maryland

Tip:  Each state has various requirements where the logic is specific to only that state.

Cash Receipts Form Type

(Cash Receipts)

To specify which type of Tax Receipt to print, click one of the following options in the drop-down list:

• 1 - Standard:  Print tax receipts on a standard printer using the standard format.

• 2 - Custom:  Print tax receipts on a register tape.
  Tips:  Enter Type 2 to print...

• Tax Receipt message lines

• Treasurer's Receipt message lines

• Endorsements

Round Tax Bills

(Tax Billing)

To specify the rounding instructions for tax bills, click one of the following options in the drop-down list:

• Y(es) - Round the tax bill amounts.
  Tip:  Enter this option if NDS prints your tax bills.

• N(o) - Tax amount is "actual."
  Tip:  Enter this option if NDS does not print your tax bills.

Print 1 Stub for NH Bills

(Tax Billing)

To specify whether to print one or two stubs for New Hampshire tax bills, click one of the following options in the drop-down list:

• Y(es) - Print 1 stub.
  Note:  Enter this option for New Hampshire sites.

• N(o) - Print 2 stubs.
  Note:  Enter this option for non-New Hampshire sites.

Itemize by Year

(Tax Billing & Cash Receipts)

To specify if the Tax System uses the year (YY) for the General Ledger Account Number suffix, click one of the following options in the drop-down list:

• Y(es) - The YY suffix of the General Ledger Account Number in the GL# table & TXCHARGE table is replaced by the year portion of the Due Date entered for the transaction.
  Example:  If the General Ledger Account Number in the table is 5003, and the Due Date is 0104, then the transaction posts to General Ledger Account Number 5004.

• N(o) -The entire General Ledger Account Number in the GL# table & TXCHARGE table, including the YY suffix, is used for the transaction General Ledger Account Number.
  Example:  If the General Ledger Account Number in the table is 5003, then the transaction posts to General Ledger Account Number 5003.

Tip:  This option is used by the following programs:

• Post Tax Bills

• Tax Charge Entry

• Tax Charge Journal Report

• Tax Charge Post

Post Tax Receipts to Revenue in Summary

(Cash Receipts)

To specify whether to post tax receipt transactions as detail entries or as a summary transaction, click one of the following options in the drop-down list:

• Y(es) - One summary revenue detail entry is posted for each revenue account affected.

• N(o) - Each tax receipt transaction posts as a separate revenue detail entry.

Motor Vehicle Tab Prompts

Town Code

Enter a valid Town GEO Code for the municipality.  (up to 5 characters)

Notes:

• IMPORTANT:  This code must be supplied by the state BMV and must not be changed without the state's written authorization.

• This code appears on the reports.

• The Town GEO Codes table contains the list of valid codes.

• You can set up the default Town Code in Owner Vehicle Default Maintenance, which really applies to the registrant's town of residence.  The default code does not appear on the reports.   The maintained default is usually the same as the Company Control Town Code.  However, the default may be changed to a different Town Code for towns that handle registrations for neighboring municipalities.

Use Background Partition

To specify if some programs such as the Search can use the operating system's background partition, click one of the following options in the drop-down list:

• Y(es) - Use the background partition for efficiency.

• N(o) - Do not use the background partition.

Authorization Type

To specify the state's authorization level for the municipality, enter the single-digit authorization number.  This restricts the municipality to performing only certain functions within MVR.

Notes:

• IMPORTANT:  This code must be supplied by the state BMV and must not be changed without the state's written authorization.

• If the user attempts to run a program that exceeds the municipality's authorization, a message appears.

Assign Control Number

To specify if the Control Number (the registration form number) is assigned by the user or the program, click one of the following options in the drop-down list.

• Y(es) - The programs automatically assign the Control Number.
  Tip:  NDS recommends this option.

• N(o) - The user must manually enter the Control Number for every form.

Accounts Receivable Tab Prompts

Is Revenue Category # Used in G/L Tables

Note:  This posting option is obsolete.  Either setting (Y/N) is okay.

Statement Form Type

To specify the type of statement, click one of the following options in the drop-down list.

• 0 - Standard

• 1 - Custom