Series 2000 MAS90/200 Integration Module User Guide

Last Modified: May 6, 2005

MAS 90 Integration Module Table Of Contents

OVERVIEW..................................................................................................................... 3 MAS 90 SETUP QUESTIONS ........................................................................................ 4 SERIES 2000 SETUP FOR INTEGRATION WITH MAS90 ............................................ 5 MAS 90 SETUP FOR INTEGRATION WITH SERIES 2000 ........................................... 6 SERIES 2000 DATA EXPORT ....................................................................................... 9 MAS 90 DATA IMPORT ................................................................................................. 9

Overview Financial information is moved from Series 2000 to MAS90 via several Visual Integrator import routines. Data from S2k flows into the following MAS90/200 modules: General Ledger, Accounts Payable, and Accounts Receivable. General Ledger & Bank Reconciliation A department summary of Sales, Cash Receipts, EFT Transactions and Cash Payouts will be exported from S2k and imported into new un-posted batches in MAS90’s G/L General Journal Entry, and also into B/R Check, Deposit and Adjustment Entry. Once approved, these batches will then be posted and made permanent. Accounts Payable Vendor activity entered into S2k will flow either into AP Invoice Data Entry (in the case of invoices that have not been manually paid) or into AP Manual Check Entry (in the case where the invoice has already been paid). The S2K export will carry with it full detail, including vendor address information in case a new vendor needs to be created on-the-fly. As in the General Ledger, the invoices are posted to data entry files, wherein they can be reviewed and posted. Accounts Receivable If anything is sold on account (terms), that transaction will be imported into the Accounts Receivable Invoice Data Entry. As in the Accounts Payable import, the S2K export will carry with it all the detail needed if a customer needs to be entered on-the-fly. As in the General Ledger, the invoices are posted to data entry files, wherein they can be reviewed and posted.

MAS 90 Setup Questions Please answer all the questions below. They relate to the MAS 90 company to which you will be integrating MAS 90. The accurate answer to these questions is essential to the delivery of a working system. When you are finished with answering the questions, please copy and fax this page to (208) 248-4864. General Ledger & Bank Reconciliation What is your GL Account Structure (example 4-2-1)? _________________ Is the Bank Reconciliation module turned on? (Y/N) _______ (if Yes, then please answer the below questions) Is the BR module integrated with MAS 90’s G/L module? (Y/N) _______ If so, please outline below all the Cash Accounts and related Gl Accounts: __________________________________________________________________

Accounts Payable Do you have a default Sales Tax Schedule for Vendors? (Y/N) _______ If so, what is the code? _____________ The default for the Import is “DEFAULT” for the Sales Tax Schedule. If you provide no information above, this is the codes the system will use. Do you use Divisions in A/P? (Y/N) ________ Accounts Receivable Do you have a default Sales Tax Schedule? (Y/N) _______ If so, what is the code? _____________ The default for the Import is “DEFAULT” for the Sales Tax Schedule. If you provide no information above, this is the codes the system will use. Do you use Divisions in A/R? (Y/N) ________

Series 2000 Setup for Integration with MAS90 Data Migration & Population Sigma Oil will assist you in copying your GL, AR and AP accounts from MAS90 into Series 2000. To export your G/L chart of accounts, go to the Xchange folder in the General Ledger module, and select Export Account Data. Define an export file name (in a convenient folder), and click on a Delimited File Format. Then select All Accounts, and click the Proceed Button. E-mail that file to Sigma Oil. After all the data is imported into your system, we will erase those files from our system. GL Account Mapping and Bank Code Setup The Accounting Mapping Setup option under the Accounting Integration module is where you map the POS Departments to GL Accounts. When this option is selected, you will see 5 tabs into which the setup is categorized; Inventory, Receipt Types, Payment Terms, Default Accounts, and Bank Codes. Under the Inventory tab, click on the “+” sign next to C-Store to display all the C-Store departments. Here, you will need to assign an Inventory, Sales and Cost Of Goods Sold accounts for each POS department (the same series of accounts can be used across more than one POS department). Click in the alternating blue/yellow cells to display your MAS90 chart of accounts (they must have been imported first).

Go to each tab and fill-in the appropriate GL accounts. During the first set of exports to MAS90, Series 2000 may find that it needs to establish additional GL accounts links, such as a Fuel Invoice Adjustment Account, or a Sales Tax Payable accounts. These may not display during initial setup, but the user will be advised that their setup is needed before the first data export can be completed. Supplier / Vendor Setup When setting-up new Vendors in Series 2000 (after the initial data conversion is done), access Supplier Setup and enter the MAS 90 7-digit code used for that vendor. If you use Divisions in AP in MAS90, then you will need to enter a 9-digit number in that field (do not use a “hyphen” or “dash” to separate the 2-digit division number from the 7-digit vendor number). Also enter the name of the Vendor. Please, double-check to make sure the S2k Supplier Number matches the Vendor Number in MAS90/200. Customer Setup TBD

MAS 90 Setup for Integration with Series 2000 Create System Folders Within the C:\Series2000 folder, please create the following folders: MAS90 MAS90old Load Programs Load the Visual Integrator programs from CD. To do this, access the Job Import program from Main folder of the Visual Integrator module. Click on the folder search icon and locate/select the 11 .exp files on the CD. Accept the import of these VI programs. Load file APWMCG from the CD into the … MAS90/AP folder. Insure that the APWMCG file does not have a suffix (like .dat) assigned to it during this copy effort. It must be suffix-less. If it is assigned, here’s how it can be removed: Save the file to somewhere easy like c:/temp Go to command prompt (DOS window) Type CD /temp Type REN APWMCG.DAT APWMCG

Setup Library Master Common If you do not have a Default Sales Tax Schedule already setup, then you must set one up with the code of “DEFAULT”. When new vendors or customers are automatically created in MAS 90, they will be assigned this default Sales Tax Schedule. It will be your responsibility to make any adjustments to Tax Schedules in the newly created Vendor Records.

Setup General Ledger and Bank Reconcilication In order to properly handle COD vendor deliveries, a unique Bank Code will be used for Cash Payments and for Check Payments. As a default, the system uses Bank Code “A” for the real checking account, and Bank Code “C” for the Register. The following Source Journals must be setup in GL Source Journal Maintenance: “JE” – for Sales Journal Entries “EF” – for Electronic Funds Transfer type transactions “CP” – for Cash Payout type transactions. Accounts Payable When Series 2000 automatically creates a new Vendor, the system will: • Assign the Division Number and the Terms Code to “00” unless you supplied different codes in the MAS90 Setup Questions form. • Assign the following defaults. Please make sure that these codes are setup in AP, if they don’t already exist. Sales Tax Schedule = Default Exempt Number on File = N Misc Box 9 = N Batch Fax = N Temporary = N Hold = N 1099 Vendor Type = N Separate Check = N Credit Card Vendor = N

Accounts Receivable When automatically creating a new “terms customer”, the system will: • Use the last seven digits of the customer telephone number setup in Series 2000 as the Customer number in A/R. • Assign the Division Number and the Terms Code to “00” unless you supplied different codes in the MAS90 Setup Questions form. • Supply the following defaults: IT Enabled = N Batch Fax = N Terms Code = 00 Salesperson Number = 0000 Temporary = N Open Item = Y Print Dunn = N Credit Hold = N

Series 2000 Data Export Within the Daily Books module, select Export Data To Accounting. When that is done, a screen will display with several radial buttons. When any of these radial buttons is selected, and the Next button is clicked, you will see both Posted and Un-Posted batches of data that can be exported to your accounting program. When batches are selected, a file will be created in the c:\Series2k\MAS90\ folder with the following naming structure: S2k Data Fuel Invoices Other Sales Receipts Detailed Invoices Accounts Receivable Cash Payouts EFT Bank Transfers EFT Credit Card Fees

Export File Name fuel.txt sales.txt receipts.txt detailed.txt ar.txt cash_payouts.txt eft_transfers.txt eft_cc_fees.txt

MAS 90 Data Import Visual Integrator To move these transactions into MAS90, the user will access the VI Jobs Menu folder in the Visual Integrator module, then the VI Jobs Menu, and then the “S2k Vendor” import. There is an individual VI import for each of the exports listed above. The user will first execute the “S2k Vendor” import, and the rest of the imports will chain off of that one. ?? Check to see if the chain fails when a file can’t be found on a subsequent import. When the VI program has successfully imported the file, it will move that file to the following archive folder: c:\Series2000\MAS90old\ This is not completed yet. Below is very important information about how the imports work across modules. Please read this carefully. General Ledger POS sales transactions will be imported into G/L General Journal Entry, and must be reviewed and posted. The Source Journal will be “JE”, with the actual journal being the next one as defined in Source Journal Maintenance. Receipts, EFT and Cash Payout type transactions will be imported into both G/L Journal Entry and the Bank Reconciliation module (since these transactions will affect bank account balances). The Source Journal for EFT type transactions will be “EF”, and the Source Journal for Cash Payout transactions will be “CP”.

Accounts Payable 1. Vendor invoices for which there are terms (unpaid or open invoices) are imported into the A/P Invoice Data Entry portion of MAS90. Invoices/deliveries which were immediately paid for by cash or check are imported into the A/P Manual Check Entry portion of MAS90. The transaction registers must be printed and posted for a permanent record to be made to MAS90. 2. New Vendor – If the Vendor does not exist, it will be added with the following defaults. Existing vendors will not have data overwritten by (possibly old) address and constant data from Series 2000. a. Terms Code = “00” b. Tax Schedule = “Default” c. Most other fields set to “N” for no. 3. Terms Code – Except for cash paid invoices. The default Terms Code setup for the vendor will be the one that is used. 4. Taxes - Since all property, plant and equipment purchases are managed outside of Series2k, all vendor purchases will be imported into MAS90 as non-taxable. With respect to Prepaid Fuel Taxes, those amounts will be posted to the appropriate GL account number, and will not populate the tax fields.

Accounts Receivable 1. Customer invoices for which there are terms (unpaid or open invoices) are imported into the A/R Invoice Data Entry portion of MAS90. The transaction registers must be printed and posted for a permanent record to be made to MAS90. 2. Customer Number – Since Series2k does not use customer numbers, the last 7 digits of the Customer’s telephone number will be used as the Customer Number. 3. New Customer – If the Customer does not exist, it will be added with the following defaults. Existing customers will not have data overwritten by (possibly old) address and constant data from Series 2000. 4. a. Terms Code = “00” b. Salesperson Number = “0000” c. Open Item = “Y” for Yes d. Most other fields set to “N” for no.