Multiple Defaults? Yes Please!

Everyone is a fan of meeting deadlines.  Everyone is an even bigger fan of finishing them ahead of schedule.  Decreasing the amount of time it takes to complete a task can make life easier on yourself and your supervisor.

Defaults are a user’s best friend in OpenRDA.  Preset ranges can give the user instant access to information with a limited number of mouse clicks.  But for a vast number of users, only one default can be saved at a time.  It’s nice to have a single default to view a report a particular way.  But would it not be better if a user had multiple defaults to view information for different circumstances?  Enter Group Defaults!

Are you looking for an activity report to show salary expenditure information for a specific period?  What about that same report only showing expenditures used for materials and supplies?  Heck, how about that SAME report that shows recognized revenue created from receipts for a specific month AND for a specific dimension?  Group defaults allows you to save all of these preset options with a simple two-step process.

The group defaults capability is not just limited to one set of reports.   It can be utilized for summary, activity, detail, trial balance and net asset reports among others.  Have a look at the video below to get a better idea of how group defaults work!

Did you notice a little surprise in the video?  My previous blog talked about creating new range groups to limit the amount of information you prefer to see on a report.  Imagine combining the range groups with group defaults?!  If you’re looking to get the most out of our RDA reports, you would hard pressed to find a better combination than this.

Fiscal Year End

For those of you on a July-June fiscal year, fiscal year end is fast approaching. We are thrilled to offer you software in which each year (as well as each month and quarter) stands on its own, because that means you won’t have a formal closing or opening of these periods. There are, of course, procedures you should follow at the change of a fiscal year. Rest assured that we have you covered! Please click the links in this post to access our fiscal-year-end-related recommendations and tools.

  • MULTIPLE MODULES: You can access our Fiscal Year End Procedures document with this link. The suggestions contained within will help you ensure a smooth fiscal year end, and a clean start to your new year.

  • LEAVE MANAGEMENT: If you have the Leave Management module, then in a few short weeks, you will be moving your employees’ leave balances to the new fiscal year. We want to make that task easier, and also allow your Leave processing to be more streamlined in the upcoming fiscal year and beyond. With that goal and timing in mind, we want to get the word out about something that you may not realize is a feature in our software. NOW is the time, BEFORE you use the Move Leave Balances process, to take a look at all your Leave ID’s, and determine which of the same type may be able to be combined into one, with a table applied that would determine employees’ earnings based on their years of employment. Once tables have been set up, you can use the Move Leave Balance process to move balances into the new year, and at the same time, move them into the unified Leave ID. Please click this link to read more about utilizing Leave Tables.

  • LEAVE MANAGEMENT: We created a Year End sub-menu, under Maintenance, in order to group together the processes and reports that are most commonly used at fiscal year end, when employees’ leave balances need to be zeroed out or carried over, in part or full, to the new fiscal. A new, comprehensive guide of that sub-menu can be accessed via this link. In the guide are links to the wikis that provide more details on each of the individual processes and reports under Year End, including the Move Leave Balance process itself.

  • PAYROLL: We also have guidance on running Contract Payrolls in June. We recommend that you read through this documentation, so that you understand all your options regarding July and August payrolls. It can be accessed with this link.

We hope that you find value in our recommendations and instructions. If you have questions regarding fiscal year end, please submit a cyber support request.

?Updates for the 2015 ACA Reporting Requirements:


RDA is happy to provide you with additional processes to ease the transition with the new requirements from the IRS.

  • The 1095C will be available to download from RDA

  • Mass updates of safe harbor coverage codes in Personnel Demographics

  • For self-insured employers, monthly reporting for dependents’ eligibility

  • Back load of Group Health Insurance codes

Since these are mass updates, you will still need to review each employee separately to ensure setups are correct.

You should still refer to the IRS site for any specifics.

The release will be in mid to late Summer 2015.


It’s All About the Base–No Trouble (With Accruals)

Base. noun. A fundamental principle; foundation.

It is all about the base or foundation. And, software founded on sound accounting principles makes it no trouble to book accruals (as well as pre-paid expense as mentioned in my posting last month). And, by no trouble, I mean no journal entries! There are expense accruals as well as revenue accruals and both are easily handled in the OpenRDA software. Pre-paid expense pertains to affecting cash in the current fiscal year with expense affected in subsequent fiscal year. But with accruals, cash is affected in current fiscal year and expense (or revenue) is affected in the previous fiscal year.

How OpenRDA Handles AP Accruals

When an invoice is received (usually during the first 60 days of the new fiscal year) that is for services or products provided in/for the previous fiscal year, it is entered using the previous fiscal year and the virtual month of post-year. That will cause the expense to be in the previous fiscal year along with an accounts payable amount (a credit).  And, because the checks/electronic transmittals will be dated in the new fiscal year, the balance sheet activity that creates when clearing the checks/transmittals will automatically be in the new fiscal year (which will cause the accounts payable amount to be relieved). Why should these invoices be entered to the post-year virtual month? Remember the schedule of Accounts Payable that I mentioned in the “auditoscopy” blog a couple of months ago? Run the Voucher Transactions Report by Account Code and range on FY-Month (e.g., 2014-13) and you’ll be able to produce the schedule for your auditors. It sorts by Account Code and shows the vendor ID/vendor name, invoice identification, check/EFT number and date, amount, credit code, and voucher description.

How OpenRDA Handles Receipt Accruals

Receipt (whether revenue or expenditure) accruals are often referred to as accounts receivable. The OpenRDA financial receipt process is designed so that knowing whether a receipt is a receivable (accrual) isn’t necessary at the time of data entry. The fiscal period (year and month) for a receipt should always correspond to when the money is deposited. Once the receipt has been processed, the Finance Director (or business manager) would review receipts for accounts receivable status. And, then use the Classify Revenue as Prior Fiscal Year feature (a button on the Accounting tab of the receipt record) to “move” the revenue to the previous fiscal year while leaving cash in the current fiscal year. This process uses the appropriate receivable code (from the receipt journal or entered on the screen if different) to establish the accounts receivables amounts. What’s a good report for the auditors (since they need to know what the receivables were as of the last day of the fiscal year)? Try the Receipts Report by Fiscal Year, Bank ID, and Account Type as it will display totals for accruals and reclassified receipts. Range on the first months of the new fiscal year (the fiscal year in which the money was received/deposited) in conjunction with the Select for When Reclassified is true. Or, you could use the same report and range on the fiscal year that is being audited and Select When Accrual. If totals by account code are desired, try the other receipt reports (all of the receipt reports are accessed via Detail Reports).

W2 and 1099 Reminders for 2014

W2 and 1099 FormIt’s almost that time of year again….W2 and 1099 season!  As you all know, there is some prep work to do to ensure successful printing and filing.  We have provided a list of reminders to help you with these efforts.

  • Perforated paper, forms and envelopes should have been received by now. Please open the packages and review your order asap. Contact Mimi English if you have any issues with your order.
  • December program updates are required before loading your W2 and 1099 masters and printing your forms.  These programs will be available to download by Wednesday, December 17th. If you are not using our automatic program update service, RDA can download programs and run updates for you. There is a $50 fee and you must be on a linux or cloud server. Contact Dona Todd to schedule.
  • W2 Printing: As you have all heard, OpenRDA software will be creating and printing the entire W2 form on plain/perforated paper for 2014. Be sure to read this year’s W2 online documentation carefully. We will provide tips on how to ensure the forms print correctly on the front and back of your plain or perforated paper.
  • 1099 Printing: There are multiple options for printing 1099s this year. Please read the 1099 printing instructions in our online documentation carefully to ensure you are following the steps that pertain to the option you selected when ordering supplies.
  • A note on 1099 perforated paper: If you elected to buy perforated paper for 1099s, we explained that you should expect it to be plain on the front and back. The paper shipped to you actually has the 1099 instructions printed on the back. We have modified the 1099 print menu to “not print instructions” so this will not be an issue. If you have more questions, please contact Mimi English.
  • If you have signed up for RDA’s W2/1099 Print Service, you should have received an email with instructions detailing what you need to do prior to sending RDA your data and how to send RDA your data. Contact Mimi English if you did not receive this email.

As always, you may contact support for additional help with W2 and 1099 questions. Keep in mind the fastest and most accurate way to get your help request on our call board is to use cybersupport.

All of us at RDA hope you are enjoying this merriest of seasons! Merry Christmas!