The company contributions for payroll expenses can be accrued to the general ledger at the time payroll is processed before the expense is actually paid. This option will produce an automatic journal entry for each paycheck run to post the accrued contribution to both a payable account and an expense account. If you choose not to accrue contributions, these amounts will be reflected on the general ledger until they are paid. The amounts can be viewed in the appropriate report relating to the type of contribution.
Contributions may be set as accrued for the following areas in BIS:
Union – the UN tab in System Wide Parameters.
Workers’ Compensation – the PR tab in System Wide Parameters.
Social Security – the FICA Social Security tab on the Federal Tax Information form in System Wide Parameters.
Medicare – the FICA Medicare Tax tab of the Federal Tax Information form in System Wide Parameters.
FUTA – the FUTA Tax tab of the Federal Tax Information form in System Wide Parameters.
SUTA – the SUTA tab of the State Tax Information form for the state selected in System Wide Parameters.
Tax Deferred Programs – the Company tab of Tax Deferred form found in List, Payroll Adjustments in the menu.
To begin accruing company contributions to the general ledger:
- Go to the appropriate form and tab for the type of contribution listed above.
- Check the option to accrue that type of contribution.
- Enter a default payable account and expense account.
- Save the changes on each form.
In BIS®, the Accounts Payable Journal is a listing of accounts payable invoices by date for a particular account. This can be compared with the actual records to verify that they have been entered correctly.
To access the Accounts Payable Journal, go to Reports, Accounts Payable and select Accounts Payable Journal or select the Accounts Payable Journal link in the blue area to the right of the My Desktop, Accounts Payable area.
To start, note that there are two settings that must be initially set in order to yield the correct results. This form requires that the AP account be entered or selected in the General Ledger Account field along with the appropriate Fiscal Year. From there, more specific query settings may be set to narrow the report results.
Report Type
Summary – displays the account number and name, invoice date, invoice number, due date, discount date, purchase order number, vendor ID and name, invoice amount and monthly totals.
Detail – also displays line-item detail including account number, inventory item number, description, line-item amount.
Extended – in addition to Summary and Detail information, shows report code, job number, cost code, change order, cost type and User Id if the “Show User Id” option is selected.
Order By
This report can be ordered by Invoice date, Session Date, Session Date + Invoice Date, or Session Date + Invoice Number.
Ascending and Descending buttons allows the user to change the report information as either ascending or descending when generated.
Options
Options available on the Accounts Payable Journal are:
Show Report Criteria – Allows the criteria defined to appear at the end of the report.
Reversing Entries – Allows the reversing entries created automatically when a transaction is deleted, changed, or voided to be displayed in the report.
Show Invoice Notes – Displays any text entered on the Notes tab of related form.
Show GL Extended Description – This option includes the Extended Description details entered via the ellipsis button from the Description column.
Show User Id – Will display the User Id on the Extended report only.
Filter
The filters can determine how broad or how narrow the report information can potentially be.
Field filters include:
Invoice Date
Invoice Number
Vendor Id
Vendor Name
Session Date
User Id
Operator
Operator options include All, Equal to, Between, Greater Than, Less Than, Greater Than or Equal To, Less Than or Equal To and may include In and Tag.
Previewed Report Sample:
The BIS® Password and Security module provides both a user password functionality and administrative control of access throughout the modules in BIS.
The Password portion is discussed in a separate Knowledge Base article.
The User Access functionality grants up to four levels of administrative control. In the Standard Edition, the system administrator can grant or deny access to each module and menu choice. In the BIS® Professional Edition, security is increased to the Function level and in the Enterprise Edition, the administrator can also control user Field access within forms.
Prior to setting a user’s security/access privileges, the user’s master records must be created using the Users form in the Administrator menu by the BIS Administrator.
User Access (User Security Settings)
User access to every part of BIS® can be controlled for each user by module and menu options. Secured access to specific functions and actions can be established for each user. Redirection of reports to specific printers can be established by user and report.
To access the User Access form, you must have BIS administrative rights. Go to Administrator and select User Access, in the menu.
With the form open, enter or select the User Id using the magnifying glass icon.
Selecting a User Id will populate the form with the user’s current security settings which may be modified:
Click the + sign button in the lower right to expand the tree structure in the main window. Doing so will reveal the individual areas in the program.
A red dot in front of an area (form or report) indicates the access is currently denied.
A green dot indicates access is currently allowed. Access to an individual area may be changed by highlighting it in the window and clicking the appropriate “Allow” or “Deny” button in the lower right area of the form.
Optionally, right-clicking on an item in the tree structure provided a popup menu with available options “Allow Menu Option”, Deny Menu Option” to be applied, as well as “Expand Menu Option” and “Collapse Menu Option.”
Modules
Access can be given or restricted to Modules by checking or unchecking the corresponding check box in the list of Modules in the upper right portion of the form. Note: A greyed out module indicates a module that is not currently unavailable with the Company’s current license.
An initial check gives full access to that specific module. If any area within that module is then set as denied, the modules checkbox will then reveal a “square” rather than a “check mark.”
User Actions (Field Level Security)
If additional security is required besides Menu, Module and User Actions, the BIS® Enterprise Edition provides Field Level Security. The administrator can turn off Fields, Tabs and Commands from any form. There may be areas within BIS where you may wish to limit the type of actions a user is capable of performing like adding, editing, or deleting records and information or printing, previewing, exporting, and emailing reports as well as job access.
To set an action, select the specific area in the window tree structure and check or uncheck the action, as needed.
User Defined Fields
Like User Actions, a user’s access may be limited for User Defined Fields or UDF’s found on 10 different master files. UDF’s can be created in the Professional and Enterprise Editions of BIS provided you have the module in which they belong. Select which actions you want to allow per user by placing a check in the box next to the option. If an option is grayed out, it means it is not available for the menu item.
Printer
A printer selection may be assigned for any given report by selecting and allowing the report in the tree structure, and then selecting a specific printer (driver) in the dropdown in the lower right of the form.
Global
The global button allows for quickly administering settings throughout or “globally” for the user. Simply click the Global button, adjust the settings as desired and click “OK.” The settings will be applied to all available modules throughout BIS for that user.
Reset Printer
The Reset Printers button will allow the printer options to be reset to the original default setting throughout for the user. A prompt will appear to confirm the request:
Copy Profile
The Copy Profile option allows a previous User’s settings to be copied to the current selected user’s settings. Click the Copy Profile button, enter or select the user ID to copy from and click “OK” on the Copy Access form.
Reset Field Level Security
Clicking the Reset Field Level Security option will reset the field level security back to the default settings.
Closing the form will prompt you to Save the changes, click Yes to do so.
Atascadero, California (May 8, 2014). Management Information Control Systems, Inc. (MICS) is honored to announce that it has been recognized as one of the 10 Most Promising Accounting Software Providers for 2014 by CIO Review Magazine. From their interview with Cesar Bosio, President of MICS, they stated that BIS is a Contractors One Stop Accounting Suite.
Atascadero, California; Management Information Control Systems, Inc. (MICS), producers of BIS® construction software announces the launch of the BIS® Forms Division website. To help serve our customer’s check and form needs better, MICS, Inc. partnered last month with National Document Solutions; the website is now available. On the website you’ll find:
1. Online Chat (8 AM to 7 PM CST)
2. Exceptional Quality
3. Competitive Pricing
4. Expedient Deliveries
5. Premium Papers
6. 17 Ink Colors
7. Outstanding Service
Please go to www.bisformsdivision.com or call one of the dedicated customer specialists at 888-629-9640.
Builder Information System’s® Cloud Timecard is a cloud-based subscriber service that allows secure payroll timecard entries to be made from the jobsite or anywhere that there is Internet access. The flexible cloud application allows company designated Cloud Users to enter and manage timecard information which is subsequently available for review and modifications (if needed) by a Cloud Supervisor prior to approval and downloading to BIS®. Designated users may optionally be set to provide their own Cloud Timecard approval.
The BIS® Cloud Timecard frees up timely payroll entry by office personnel! And, it’s easy! Call today! 1(800) 838-6427