Toolbox Year End Reconciliation Processes

Toolbox is well suited to provide you with the functionality necessary to clean up the books at year-end.

We’ve produced a write-up to help with your year-end. The main topics include:

Toolbox Software Year End Reconciliation Processes

Retained Earning Tie Out to Prior Year End Financial Statements

Aging to GL Reconciliation Report

Valid Entry Date Range Concepts

Automated Accrued Wages Process

Tie Out between the Summary of Contracts and the Income Statement

Verify the Trial Balance Balances

Applying Over/Under Allocated indirect Costs

Reports for the Accountant at Year End

Access the write-up by clicking the following link:

Toolbox Year End Reconciliation Processes

If you have issues with accounts not reconciling. We can provide guidance. Please note that helping you reconcile your books is outside the scope of our maintenance agreements. However, we can give direction, and if necessary we can provide services to help you with your reconciliations. We do provide a class on the “Year End Reconciliation Process.” If you are interested in the class, please contact support.

Speeding up Toolbox

Multi User Systems

You can dramatically increase the speed of Toolbox if you have sufficient RAM on your file server, and if you have correctly allocated RAM to your SQL database engine.

To check the total RAM your file server:

Start | Control Panel | System

The total RAM will be listed on the bottom right of the General Tab.

(i.e. 2.99 GB of RAM)

When determining how much RAM to allocate to the database engine:

Use 256K increments.

Allocate less than 1/2 of the RAM to the SQL database engine.

For example:

512 128 (recommend adding RAM ASAP)

1GB 256 (recommend adding RAM)

2GB 256*3 = 768

3GB 256*5 = 1280

4GB 256*7 = 1792

Edit your server.cfg file with notepad. The server.cfg file is located in your \toolbox\database folder on your file server. Modify line one to include the ram allocated to your database server. For example, if you have 2GB of RAM on your file server, the first line of the server.cfg file should read.

-c 768M

Single User Systems

If you have a single user system, you specify the RAM allocated to your database engine in your ODBC settings.

Start | All Programs | Toolbox | ODBC Administrator

(or Start | All Programs | SQL Anywhere 9 | Adaptive Server

Anywhere | ODBC Administrator)

Double click on the ODBC User Data Source that labeled with your company name.

Click on the Database tab.

Place the following in the second row or start line:

C:\Program Files\Sybase\SQL Anywhere 9\win32\dbeng9.exe -128m

ODBC Settings (Multi-Users)

Speed can also be impacted by your ODBC settings.

For Example.

If your internal ip address on your file server is 192.168.1.253.

Start | All Programs | Toolbox | ODBC Administrator

(or Start | All Programs | SQL Anywhere 9 | Adaptive Server

Anywhere | ODBC Administrator)

Double click on your ODBC driver that is set up for Toolbox.

Click on the Network Tab

Type to the right of TCP/IP: host = 192.168.1.253

You can retrieve you file servers IP address from within Net Meeting on your file server. Click Help | About while in Net Meeting.

Setting up Departments, Divisions and Companies

Toolbox offers three additional ways to break down your financial statements and entities.

Department, Division and Company digit lengths are set under Utilities | Preferences | GL.

Departments and Companies are dynamic with respect to gl accounts, and thus do not expand your GL. Divisions on the other hand require a new GL account each time you want to associate a GL account to a division.

Departments are set up under G/L | Departments.

Companies are set up under G/L | Companies.

Divisions are set up under G/L | Divisions.

Departments are associated to each GL Account in the Setup tab of the GL Account notebook (G/L General Ledger List and double click on a GL Account). When you assign 1 or more digits to the length of Departments, a Departments Grid appears in the Setup tab of the GL Accounts. For each department you want to associate to a particular GL account, check the box to the left of the department in the Departments grid in the Setup tab. You will need to repeat this process for each GL Account you want to associate to the department(s).

Divisions are assigned to a particular GL Account in the Setup tab of the GL Accounts notebook (G/L General Ledger List and double click on a GL Account). Unlike Departments and Companies, only one division can be assigned to a G/L Account. You must set up additional G/L Accounts if you choose to associate multiple divisions to a G/L Account Number.

Toolbox facilitates two types of Multi-Company setup. You can set-up multiple companies within the same database, or you can set up new companies using different databases.

Multi-Company in the same Database:

Companies are associated to each GL Account in the Setup tab of the GL Account notebook (G/L General Ledger List and double click on a GL Account). When you assign 1 or more digits to the length of Companies, a Companies Grid appears in the Setup tab of the GL Accounts. For each Company you want to associate to a particular GL account, check the box to the left of the Company in the Companies grid in the Setup tab. You will need to repeat this process for each GL Account you want to associate to the Company(s).

Multi-Company in the separate Databases:

You will set-up multiple ODBC drivers for each database in your installation process. This will allow you to select the particular database you want to work on when logging into Toolbox.

Financial Reporting using a Single Database:

You can choose the Department, Division, and/or Company to filter for when generating financial statements.

Financial Reporting using Multiple Databases:

If you set up separate databases for multiple companies, you can run consolidated financial statements under G/L | 8. Print Consolidated Financials. Note: This report requires additional set-up that requires that you identify which companies you want to include. There is a write-up on this additional setup called:

Consolidated Financial Statements via Crystal File

Contact support if you need help associating the Companies to your Consolidated Financial Statements report.

Note about length of digits assigned to Departments, Divisions and Companies: Be careful not to assign more digits than necessary. If you do, the software will not allow you to reduce the length. If you need to reduce the length, we will need to do it for you with a support call. You can assign additional digits at any time. The reason we do not allow you to automatically reduce the length is because we have a business rule disallowing duplicates. Reducing the length may cause duplicates.

Posted Help Documents

Click on the link below to retrieve the document.

Accounting Concepts

Contractor Concepts

Heavy Equipment Contractor Concepts

Project Oriented Entity Concepts

Tie your Month End Summary of Contracts to your Income Statement

Year End Closing

Accounting Reconciliation Write-ups

Aging to General Ledger Difference

Expecting Accurate Financial Information

Grid Conditional Selection Operators

How to save a database to the Toolbox FTP site

Accounting utilities

Utilization of Burdening Utilities

Training Write-ups

Bid Item Grid Help

Creating Work Orders and the Bid Item Grid

Job List Grid Help

Toolbox Accounting Transactions

Toolbox Crystal Class 1: How to create a basic AR invoice

Toolbox Crystal Reports Class 2: Adding Additional Fields

Toolbox Crystal Reports Class 3: Procedure and Advanced Topics

Procedural Write-ups

Automated Backup Procedure

Billing Retention through an AR Invoice

Commitment Conversion Process

Consolidated Financial Statements via Crystal File

Customer Pre Payments

Direct Deposit Instructions

Install New Cheque Process

Payroll - 3rd Party Sick Pay

Selecting AP check forms and alignments

Writing off a Bad Debt

Other Write-ups

Database Connection Issue

How to Fix Missing Crystal Help

To insert a custom report into Toolbox

How to retrieve a database from the Toolbox FTP site (Single user)

How to retrieve a database from the Toolbox FTP site (Multi User)

Data Imports

Reset Toolbox Database Log File

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