GivenHansco Keystone Help - User contributions [en]

Main Page

2026-01-23T13:24:14Z

Chanson: /* A/P 2025 Year End Changes */

__NOTOC__
{| border="0" cellspacing="5" cellpadding="5" align="right"
[[Image:KeystoneBanner.gif|200px]]
|

:[https://givenhansco.com/support-2/e-support/ Contact Us]
:[https://givenhansco.com/support-2/quicksupport/ Quick Support]
|}








{|border="0" cellspacing="5" cellpadding="5" align="center"
|[[Billing & Accounts Receivable|A/R]]
|[[Inventory|Inventory]]
|[[Accounts Payable|A/P]]
|[[General Ledger|G/L]]
|[[Payroll|P/R]]
|[[Quote System|Quote]]
|[[Cash Management|Cash]]
|[[Job Cost|J/C]]
|[[Ticket Printing|Tickets]]
|[[Keystone Dispatch|Dispatch]]
|}






=Software Updates=
'''[[New Keystone Releases|Latest Release]] 5.2.3''' (12/29/2025)
Customers on version 5.2.2 with remote/stand-alone ticketing should update to version 5.2.3 or higher as soon as possible.
Please update to version 5.2 or higher before exporting A/P 1099 forms to the Web Portal.
Customers using iSolved for payroll should update to version 5.0.2 or higher as soon as possible.

:'''[[Payroll: Year End#PayrollEOL|Keystone Payroll End of Life Announcement]]'''
:'''[[Import_iSolved_Transactions|iSolved import for G/L, C/M and J/C transactions]]'''




===A/P 2025 Year End Changes===

Keystone 5.2 (now available) supports Federal and State E-Filing and printing of 1099 forms for 2025 through our third-party partner.
'''Do Not Purchase Paper 1099 Forms!''' Keystone no longer directly prints these forms.


=DOT E-Tickets via HaulHub=

For those customers who need to send E-Tickets to their state DOT for certain jobs, Keystone uses a third-party service (HaulHub.) This service requires an increased level of data security that is only supported on modern versions of Windows. See the Keystone 5 section below for the minimum Windows versions supported.

=Windows 10 End of Life=

Microsoft is discontinuing support for Windows 10 as of October 14, 2025. This means that Microsoft will no longer offer security updates after this date. We strongly recommend if you are still using Windows 10 on any PC running Keystone that you upgrade to Windows 11 as soon as possible.

If you are unable to upgrade to Windows 11, Microsoft offers paid options to continue to receive Windows 10 security updates. More information can be found here: https://learn.microsoft.com/en-us/windows/whats-new/extended-security-updates

=Keystone 5 is HERE!=

Keystone 5 incorporates significant changes related to security and functionality. Many of these changes leverage improvements in Windows that simply did not exist in older Windows versions. Additionally, there have been many improvements in the database engine (InterBase) that provide higher performance and reliability.


===Windows Versions===

Keystone 5 requires a minimum of one of the following Windows versions:
* (Server) Windows Server 2016 or higher
* (Desktop) Windows 11 or higher

If you are running any versions of Windows prior to the above (on server and desktops) please ask your IT provider to coordinate Windows upgrades with us as soon as possible so that you can continue to receive updates to your Keystone software.
To ensure a smooth upgrade process, we strongly recommend installing the most current version of Windows on a new server or virtual machine. This will allow any upgrade issues to be worked out without impacting your daily operations.

There are other reasons to keep your Windows versions up-to-date:
* Microsoft provides regular security updates for current Windows versions to help protect your systems from ransomware/malware/virus attacks.
* Keystone increasingly interfaces with third party applications using REST/JSON protocols that require higher levels of security than older Windows versions are capable of.
* Keystone uses cloud-based services that also require these higher levels of security.

===InterBase===

In addition to upgrading older Windows versions, you may need to upgrade the database engine that Keystone requires to a newer version. Please contact support to determine whether this is necessary. If a database upgrade is required we will prepare a quote for you.

Keystone 5 requires the following minimum version of InterBase:
* InterBase 2017 with Update 3 (build 13.3.0.328)















=[[HOWTOs]] and [[Best Practices]]=

:*[[Keystone Database Backup]]
:*[[Quick Backup to USB Flash Drive]]
:*[[Emergency Backup - Quick Simple Solutions]]
:*[[Did You Know... (Dispatch)]]
:*[[Version 2.5 Key Changes]]

=KEYSTONE Applications=

[[Billing & Accounts Receivable]]

[[Inventory]]

[[Accounts Payable]]

[[General Ledger]]

[[Payroll]]

[[Quote System]]

[[Cash Management]]

[[Job Cost]]

[[Ticket Printing]]

[[Keystone Dispatch]]

Product Maintenance

2025-03-07T17:00:11Z

Chanson: /* Key Fields */

:Billing and Accounts Receivable
::File Maintenance

==About This Program==
Product Maintenance is a standard [[File Maintenance Program]] used to maintain products in Keystone. Products in Keystone can be standard selling products, assembly products including concrete mix designs, and components including concrete ingredients.

==Using this Program==

[[Image:ArtProdMntIng.png]]

===Key Fields===
*'''Product Base:''' specifies the part of the product specific to the product,e.g. if a product code at plant 2 is 38C-02, the product base would be 38C. This is essential for cross shipping capability in Dispatch.
*'''Plant ID:''' The home plant for this product. Dispatch, Ticket Printing and Ticket Maintenance limit selection of products for a ticket based on this value.
*'''Product Class:''' is the key selection value for product and sales reports, and also used for special pricing capability.
*'''Auto Qty:''' See Below
*'''Default Qty:''' See Below
*'''Product Type:'''
**'''Concrete Mix:''' Identifying as mix is essential for proper dispatch handling
**'''Ingredient:''' for ingredients of a concrete mix
**'''Aggregate:''' Aggregate sold to directly to customer. When aggregate is used in a mix it is type Ingredient with a Ingredient Type of Course or Fine Agg.
**'''Delivery:''' Rarely used - for special handling of delivery products. (Do not use this unless instructed to do so)
**'''Add-On Admixture:''' Sale component to selling an Admixture. This price is rolled into mix prices for KPIs and other reports.
**'''Add-On Delivery:''' Delivery Charges. This price is rolled into mix prices for KPIs and other reports.
**'''Other:'''

*'''Ingredient Type:''' Used for ingredients of a concrete mix. See Below
**'''Cement'''
**'''Course Aggregate'''
**'''Fine Aggregate'''
**'''Water'''
**'''Admixture'''

*'''Stocked:''' This controls whether inventory should be maintained on this product.
*'''Sellable:''' Indicates a product can be sold. Can be used to indicate a product is strictly an ingredient or compenent used for costing and inventory purposes.
*'''Price Rollup:''' is a special feature where an item, such as transportation, can be entered separately on tickets, but rolled into another product for tickets and invoicing.
*'''Dispatch Export:''' Product should be exported to detached dispatch system. Not needed for online dispatch or Keystone Ticket Printing.
*'''Order Req OK:''' Product should be on primary selection lists in the Keystone Online Order Request system.
::For mixes this will be a primary dropdown
::For Add-on products with automatic product configured this will be a check box (e.g. Fibermesh)
::For "Other" products this will be a dropdown on a secondary grid. (e.g. expansion joint)

*'''U/M:''' Default Unit of Measure used for inventory and sales. NOTE: items such as concrete aggregates are typically set to TN for a primary u/m and then set to LB on the mix design tab.
*'''List Price:''' Default Selling Price.
*'''Std Cost:''' Standard cost for purchasing this item. NOTE: for assemblies, such as concrete mixes, this can be calculated by using [[Product Cost Rollup]]
*'''Std Disc:''' Standard Discount.
*'''Sales G/L:''' Sales G/L account number.
*'''UPC:''' Alternate code that can be used for the product by bar code scanners (or just by typing).
*'''Specific Gravity:''' This is used extensively to determine yield of product when creating mix designs. It also can be used for the translation of quantities between volume and weight units of measure (e.g. Gallons to Pounds).
*'''Mix Design U/M:''' The default u/m to use when this product is added to a mix design. e.g. an admixture may be stored in gallons, but the mix design u/m could be set to OZ or /C (per hundred weight).
*'''Batch U/M:''' Only use this when the mix is sold in a different u/m than the batch control expects. This will trigger a conversion of quantities.

Accounts used by Inventory Reconciliation:
*'''Cost of Sales G/L:''' Used for sales cost report and to generate transactions when running inventory reconciliation.
*'''A/P Clearing G/L:''' Used for Inventory Transfer AND for sites that match non-PO purchases to A/P purchases (rarely used process).
*'''Production In G/L:''' Used for Inventory production to track the In cost from lower level components.
*'''Production Out G/L:''' Used for Inventory production to track the Out cost from higher level assemblies.
See: '''Inventory Reconciliation''' for more details on Inventory G/L accounts.

==Auto Qty and Default Qty==
The Auto Qty and Default Qty Fields are essential for making data entry easy and accurate whenever entering ticket and order information. Programs including Ticket Maintenance, Dispatch Order Maintenance, Ticket Printing Order Maintenance and Ticket Printing establish default quantities based on these settings.

Auto Qty Values:
*'''Yes:''' Set the quantity of the Ticket (Order) to the value in Default Qty field. This quantity will apply to each ticket on an order. This is commonly used for transportation charges that apply to each ticket on an order.
*'''No:''' Enter the quantity manually
*'''Bring Down:''' Match the quantity of the main product. (Typically used for admixes and per load charges, e.g. Calcium by the yard or delivery by the TN)
*'''Order Quantity:''' The amount entered as the order amount should be used for each ticket. Useful for transporation by the hour. (infrequently used) This is very similar to the "YES" setting except the quantity is specified in the order.
*'''Order Remaining:''' Useful for items such as expansion joint, rebar, brick, block and hardware items AND good for once per order transportation costs such as Short Load Charges. For products with this setting, when the order quantity is specified it is assumed to go on the next ticket. If some of it is not taken the remain balance is assumed to go on the next ticket. (For example assume 10 expansion joints are ordered... The first ticket default to a qty of 10. If this were overridden to 8 the next ticket would default to 2)
**In Ticket Printing, use the balance of the order on the ticket. If less is shipping, the user will lower the amount, and the balance ships on the next ticket.
**In dispatch, the lower of the order '''Load Size''' or the remaining balance will ship.
*'''Mix Multiplier:''' Multiply the product's Default Qty * Order Qty. Useful for items like Color

==See Also==
*[[Creating Mix Designs]]

Job Cost Transaction Entry

2025-02-19T20:10:35Z

Chanson: /* Tips and Tricks */

==About==
:Job Cost
::Transaction Entry

==Using the Program==

This program is a [[Batch Entry Program]]. Follow the link to learn about creating batch IDs, editing existing batches and recurring batches.

===Batch Information===
Batch Header Information:
*'''Description'''
*'''Trans. Date''' This is the default j/c transaction date to be used for all entries in the batch.

===Transactions===
Each line of the grid holds an individual transactions.

Transaction Fields:
*'''Job ID'''
*'''Bud Cat'''
*'''Trx Type'''
*'''Asset ID'''
*'''Date'''
*'''QTY''' Optional
*'''U/M''' Optional
*'''Amount'''
*'''Description'''

==Tips and Tricks==
:'''F7''' Copy Down: Within the grid, hit F7 to copy the value for the same field of the previous line.

==System Options==

Accounts Payable Invoice Vouchering

2025-02-19T20:09:55Z

Chanson: /* Tips and Tricks */

==About==
:Accounts Payable
::Invoicing/Checks

==Using the Program==

This program is a [[Batch Entry Program]]. Follow the link to learn about creating batch IDs, editing existing batches and recurring batches.

===Batch Information===
Batch Header Information:
*'''Description'''
*'''Trans. Date''' (Active if not using the Set Transaction Date to Invoice Date feature). This is the g/l transaction date to be used for all invoices in the batch.
*'''Division''' *Only active when AP Divisions feature is active.

===Invoices===
Each line of the grid holds an individual invoice.

[[File:APVouch.PNG]]

Invoice Fields:
*'''Vendor ID'''
*'''Invoice No.''' You will be warned if this is a duplicate invoice.
*'''Invoice Date'''
*'''Description'''
*'''Invoice Gross''' Total amount of the invoice including tax, and before taking discounts. RED indicates that g/l distributions do not match Invoice Amount.
*'''Tax Auth''' Only use this when tracking Use Tax.
*'''Due Date''' This will be set to the default based on the Vendors Payment Terms.
*'''Disc Date''' This will be set to the default based on the Vendors Payment Terms if discount is applicable.
*'''Inv Disc''' Discounts can be entered as a dollar amount or as a percentage by using a '''%''' sign. This may come from the Vendor Payment Terms or be set manually.
*'''Hold''' Specifies to hold the invoice.
*'''To Pay Amount''' The amount entered here will be paid on the next check run.
*'''Disc Amount''' Amount of discount to take when paid.

===Distributions===

[[Image:APVouchDist.png]]

====Credit Distributions====
*'''A/P G/L Account'''
*'''Cash G/L Account'''
*'''Disc G/L Account'''
*'''Use Tax G/L Account'''

====Debit Distributions====
*'''Expense G/L'''
*'''Account Description'''
*'''Dist. Description'''
*'''Dist. Amount'''
*'''1099 Class''' Used for detail 1099 reporting. Defaults to vendor settings. You can override when a vendor has multiple 1099 classes or where only a portion of payment applies to a 1099, e.g. separating Interest vs. principal for a 1099-INT
*'''1099 State''' Starting in 2022, used to track 1099 state. Defaults to vendor setting.
*'''Job ID''' When Entering Job Cost information, Job ID, Bud Cat and Type must all be entered.
*'''Bud Cat'''
*'''Type'''
*'''Asset''' Optional when Job Cost information is entered, to track specific asset used.

==Tips and Tricks==
:'''F7''' Copy Down: Within the grid, hit F7 to copy the value for the same field of the previous line.

==System Options==
:'''Job Cost System Active'''
:'''P.O. Number Required'''
:'''Print Invoice Description'''
:'''Report Sequence'''
:'''Post Voucher Transactions by Invoice Date'''
::When this feature is active, the transaction date is set to the invoice date for each invoice. If not the transaction date for the batch applies to all invoices. The advantage of using this feature is that the g/l and invoice aging remain tightly integrated.
:'''Voucher as Net'''
::This feature is used to automatically reduce AP Debit Distributions by a proportion of discount. This reduction if offset by a debit to the Discounts Pending account. When the check is paid, the Discounts Pending account is credited by the amount of the discount.

Main Page

2025-01-30T16:29:10Z

Chanson:

__NOTOC__
{| border="0" cellspacing="5" cellpadding="5" align="right"
[[Image:KeystoneBanner.gif|200px]]
|

:[https://givenhansco.com/support-2/e-support/ Contact Us]
:[https://givenhansco.com/support-2/quicksupport/ Quick Support]
|}







{|border="0" cellspacing="5" cellpadding="5" align="center"
|[[Billing & Accounts Receivable|A/R]]
|[[Inventory|Inventory]]
|[[Accounts Payable|A/P]]
|[[General Ledger|G/L]]
|[[Payroll|P/R]]
|[[Quote System|Quote]]
|[[Cash Management|Cash]]
|[[Job Cost|J/C]]
|[[Ticket Printing|Tickets]]
|[[Keystone Dispatch|Dispatch]]
|}




=Software Updates=
'''[[New Keystone Releases|Latest Release]] 4.7.13''' (1/23/2025)
Customers using iSolved for payroll should update to version 4.7.13 or higher before using the Keystone Import Payroll Transactions option in G/L.
Payroll customers should update to the latest Keystone version before processing your first payroll of 2025.
Accounts Payable and Payroll customers should update to version 4.7.6 or higher before e-filing/printing 2024 year-end tax forms.



{|
|
:'''[[Payroll: Year End#PayrollEOL|Payroll End of Life Announcement]]'''
|
:'''[[Payroll: Year End]]'''
|
:'''[[AP: Year End]]'''
|-
|
:'''[[Payroll: ACA Reporting]]'''
:Ready for 2024
|
:'''[[W-2 Filing Web Service]]'''
:Ready for 2024
|
:'''[[Import_iSolved_Transactions]]'''
:Notes for importing G/L, C/M and J/C
:(via File or API)
|}

=DOT E-Tickets via HaulHub=

For those customers who need to send E-Tickets to their state DOT for certain jobs, Keystone uses a third-party service (HaulHub.) This service requires an increased level of data security that is only supported on modern versions of Windows. See the Keystone 5 section below for the minimum Windows versions supported.

=Keystone 5 is coming--prepare now!=

Keystone 5 incorporates significant changes related to security and functionality. Many of these changes leverage improvements in Windows that simply did not exist in older Windows versions. Additionally, there have been many improvements in the database engine (InterBase) that provide higher performance and reliability.

We strongly recommend upgrading your Windows servers and desktops and your InterBase database engine as soon as possible. These new versions of Windows and InterBase will work with your current version of Keystone.

Please make this a priority within your organization and feel free to contact support if you have any questions.

===Windows Versions===

Keystone 5 will require a minimum of one of the following Windows versions:
* (Server) Windows Server 2016 or higher
* (Desktop) Windows 11 or higher

If you are running any versions of Windows prior to the above (on server and desktops) please ask your IT provider to coordinate Windows upgrades with us as soon as possible so that you can continue to receive updates to your Keystone software.
To ensure a smooth upgrade process, we strongly recommend installing the most current version of Windows on a new server or virtual machine. This will allow any upgrade issues to be worked out without impacting your daily operations.

There are other reasons to keep your Windows versions up-to-date:
* Microsoft provides regular security updates for current Windows versions to help protect your systems from ransomware/malware/virus attacks.
* Keystone increasingly interfaces with third party applications using REST/JSON protocols that require higher levels of security than older Windows versions are capable of.
* Keystone uses cloud-based services that also require these higher levels of security.

===InterBase===

In addition to upgrading older Windows versions, you may need to upgrade the database engine that Keystone requires to a newer version. Please contact support to determine whether this is necessary. If a database upgrade is required we will prepare a quote for you.

Keystone 5 will require the following minimum version of InterBase:
* InterBase 2017 with Update 3 (build 13.3.0.328)

=Keystone 4.0=

Our newest release of Keystone, version 4.0 is now available. A few of the many new features include:
* Windows 11 and Windows Server 2022 support
* Truck Routing on Dispatch Map (NOTE: This is in development and routes should not be sent to Keystone On-Delivery Tablets until further notice)
* Parent Jobs
* Cloud Backup
* Ability to restore user's custom grid settings

In order to ensure a smooth update to your existing system, here are a few items to help you prepare for this version.

===Windows Versions===
Because Keystone 4.0 is based on newer software technology, the requirements for Windows have been updated.
Here are the supported versions of Windows for client/standalone PCs:
*Windows 8.1 (Microsoft support ends 1/10/2023)
*Windows 10 (Microsoft support ends 10/14/2025)
*Windows 11
**NOTE: Windows 10 S is NOT supported.
**NOTE: Windows for ARM is NOT supported.
Here are the supported versions of Windows for servers:
*Windows Server 2012 (Dispatch Map and Keystone News not supported)
*Windows Server 2012 R2 (Microsoft support ends 10/10/2023)
*Windows Server 2016
*Windows Server 2019
*Windows Server 2022
**NOTE: Windows Server Essentials (formerly Small Business Server) is NOT supported.
In ALL of the above cases, you should always have the latest updates installed (especially security updates.)
Please contact your IT vendor if you need assistance with updating Windows operating systems.


If any of your PCs are still running Windows 7, 8, 8.1, Windows Server 2008, 2012 or 2012-R2 contact your IT vendor as soon as possible to get these PCs upgraded to the latest Windows versions so that you will continue to receive security updates from Microsoft.







===InterBase===
The supported versions of InterBase are as follows:
* InterBase XE with Update 5 (build 10.0.5.595) [Windows 8.1 and Server 2012 only]
* InterBase XE3 with Update 4 Hotfix 4 (build 11.0.4.828) [Windows 8.1 and Server 2012 only]
* InterBase XE7 with Update 7 (build 12.0.7.384)
* InterBase 2017 with Update 3 (build 13.3.0.328)
Please [http://www.givenhansco.com/contact.html contact us] if you need assistance with updating your InterBase version.





=[[HOWTOs]] and [[Best Practices]]=

:*[[Keystone Database Backup]]
:*[[Quick Backup to USB Flash Drive]]
:*[[Emergency Backup - Quick Simple Solutions]]
:*[[Did You Know... (Dispatch)]]
:*[[Version 2.5 Key Changes]]

=KEYSTONE Applications=

[[Billing & Accounts Receivable]]

[[Inventory]]

[[Accounts Payable]]

[[General Ledger]]

[[Payroll]]

[[Quote System]]

[[Cash Management]]

[[Job Cost]]

[[Ticket Printing]]

[[Keystone Dispatch]]

Import iSolved Transactions

2025-01-30T16:28:15Z

Chanson: Chanson moved page Import Isolved Transactions to Import iSolved Transactions without leaving a redirect

There are 2 options for Importing iSolved general ledger, cash management and job cost transactions into Keystone
*The iSolved/Keystone API interface. This option is a Keystone menu option the imports directly from iSolved into g/l, c/m and j/c batches. This is rolling out - you will be notified by iSolved when available to you.
*The Export and Import Process where you export a file from iSolved, save it and then select options in Keystone to import the data into g/l, c/m and j/c batches.

=Export/Import via the iSolved API=

This option pulls data directly from iSolved into Keystone. It will only be available when activated by iSolved and then Keystone is configured with proper credentials by GivenHansco support.
NOTE: Keystone can be configured for various levels of consolidation from extremely detailed to summarized.

==Importing from the API==
*In Keystone, select Import Payroll Transactions from Genderal Ledger - Entry/Inquiry Menu.
[[File:GL_Payroll_Import_iSolved.png]]
*Select the Run to import. By default the latest run will be first.
[[File:GL_Payroll_Import_SelectRun.png]]
*Select which items to import, General Ledger, Cash Management and Job Cost. All items are checked by default.
[[File:GL_Payroll_Import_SelectRunFull.png]]
*Hit OK
This will create batches for each application.

===Posting===
For each application, find the new batch and post as you would any other batch.
*General Ledger: Journal Entry on the Entry/Inquiry menu.
*Cash Manegment: Post Imported Transactions on the Entry/Reconciliation menu
*Job Cost: Transaction Entry on the Entry/Inquiry menu.

=Export/Import via transfer file=
This method involves exporting one file for General Ledger, which will include Job cost if needed, and one file for Cash Managment. These files must be downloaded from iSovled and saved in an easy to access (and remember) location. You might want to create a folder on your computer or network with a notable name, e.g. c:\iSolved_transfer.

*Make sure your iSolved team has provided you with the standard g/l and c/m reports designed for Keystone.
*See Tip below - Make sure browser settings allow you to select the save location of downloaded files.

==General Ledger==

NOTE: The General Ledger export will also include Job Cost Data.

===Export file from iSolved===

*Select the report menu from the main iSolved menu. This will normally be under Reports/Report Archive.
{|class="wikitable" style="width: 300px;"
|-
! iSolved Menu
|-
| [[Image:islvd_ExportScrollDown.png|frame|left|200px|alt=iSolved Menu]]
|}

*Scroll to the bottom of the list
[[File:islvd_Export Select.png]]
*Select the desired report.
*Pick the correct weeks payroll.
*Make sure to save in CSV format.
*Save to a convenient folder on your local computer.

===Import file into Keystone===

*Select Import Transactions from General Ledger Entry/Inquiry menu.
:[[File:Import GL Menu.png]]
:[[File:Import GL Screen.png]]
**You will need to select the file you exported from iSolved.

===Post the Imported batch===
*Select Journal Entry from the General Ledger Entry/Inquiry menu
:[[File:Post GL Menu.png]]
*Select the newly created batch
:[[File:Post GL Screen.png]]
*Hit the Post option

==Cash Management==

*Select the report menu from the main iSolved menu. This will normally be under Reports/Report Archive.
*Scroll to the bottom of the list
[[File:islvd_Export Select.png]]
*Select the desired report. (e.g. Keystone Cash Management Export)
*Pick the correct weeks payroll.
*Make sure to save in CSV format.
*Save to a convenient folder on your local computer.

===Import file into Keystone===

*Select Import Transactions from Cash Management Entry/Inquiry menu.
**You will need to select the file you exported from iSolved.
:'''NOTE:''' You must close this option at the end of each imported file when importing multiple files.

===Post the Imported batch===
*Select Post Imported Transactions from the Cash Management Entry/Inquiry menu
*Select the newly created batch
*Hit the Post option

==Tip: Configure Browser to ask for Save Location==

By default, most browsers save files to the specified download folder. This can be difficult to find from Keystone programs. Make your life easier by changing the browser settings to ask for a file location each time you download.

===Change save location in Edge / Chrome===
*Click the ... button in the top right corner
*Click Settings
*Click Downloads on the left
*Turn on the setting "Ask me what to do with each download"

2023-11-21T19:18:47Z

Chanson: /* Set Tax Information for Vendors */

=2022 Year End=


Keystone provides the ability to print the 1099-NEC form, along with the 1099-MISC and 1099-INT. For this year you will choose either the Traditional or the Web Services Process.

{|border="0" cellspacing="5" cellpadding="5" align="center"
|'''Traditional Process'''
Keystone can print 1099s directly for Federal 1099s when...
*Only one box number per form
*No State 1099s are required
*No E-FILE is required.
|'''Web Services'''
Starting this year, E-Filing and several new features are available when printing and E-Filing with our 3rd party partner NELCO. You must use this process if...
*State 1099s
*Federal E-File
*Multiple boxes on one form. (For each box on a form, e.g. 1099-NEC, add a new 1099 class in [[Accounts Payable 1099 Class Maintenance]].)

You may also choose this process for the convenience of having a 3rd party print and mail your forms.
See: [https://givenhansco.nelcoportal.com/Content/Filing_Information Web Services Pricing Information]
|}

=Year end processing=

===Setup Periods for the new year===
[[File:APSetPdsNewYr.PNG]]
#Select “Setup Periods” from the Accounts Payable Month End menu.
#Enter “2022” in the Year box and hit “tab”
#Follow the prompts to fill in the 12 calendar months automatically.
#Click OK or press F2 when done.
 

===Close Old Year (also see [[Setup Periods]])===
[[File:APSetPdsOldYr.PNG]]
#Select “Setup Periods” from the Accounts Payable Month End menu. 
#Enter “2021” in the Year box and hit “tab” 
#Mark the Status “C” for Closed
 

===Run Year End Processing===
[[File:APYrEnd.PNG|APYrEnd.PNG]]
#Open Month/Year End Processing from the Month/Year End menu of Accounts Payable
#Enter Month and Year
#Click OK
#When prompted to backup optionally Click YES to proceed.

'''Note:''' Running Year End Processing recalculates Year to Date Purchases and Payments for the new and prior year. If you make transactions into AP after running Year End Processing, run the process again.
 

=Processing 1099s=
==Preparation==

===Set up 1099 States (Web Services Process Only)===
[[1099 State Code Maintenance]] (new for 2021) is used when...
*State 1099s are required
*Federal 1099s with multiple boxes are used. (NOTE: This code is automatically created by Keystone)

For each state enter...
:*Description
:*State ID No.
:*Sequence - Your home state typically comes first.

===Set Tax Information for Vendors===
Review vendors using [[AP Vendor Maintenance]].
:*Modify the Name and '''1099 Name''' to handle dba vendors. Only fill in the 1099 name as needed.
:On the new Taxes Tab...
:*Verify 1099 Classes are setup properly. If necessary setup new 1099 classes in [[Accounts Payable 1099 Class Maintenance|1099 Class Maintenance]]
:*Verify '''Tax ID No.'''
:*Set the '''Type of TIN''' ***New for 2021!!!*** Required if you are using Web Services.
:*Set the '''Tax ID Type'''. NOTE: the Tax ID Types changed for 2011. This is used for W9 and not for 1099s.
:*Set '''Account No.'''
:*Use [[AP Vendor Maintenance]] to setup the 1099 address where needed. (Only use this when the 1099 address is different than the standard address. These fields hold larger values than the standard address.)

===Adjust 1099 Amounts for Vendors (Web Service Process)===
'''***New for 2021***'''
Both state and multi-box federal amounts are configured on the new "1099 Amounts" tab in [[AP Vendor Maintenance]]. Skip this section if yow want to rely on traditional 1099 method of reporting the Previous Year, Current Year or Transaction Amounts from the main Vendor record.

====State Amounts====
Make sure 1099 States are configured (from a/p file maintenance menu).

On the 1099 Amounts tab, for each state and 1099 Class that apply to the vendor enter the:
*Tax Year
*1099 Class (e.g. 1099-INT)
*State
*State Income
*State Tax (where applicable)

====Federal 1099 Amounts====
This is typically used for Federal 1099s with values in multiple boxes. Do not set this up if you want to rely on Previous Year or Current Year balance for the Vendor.

In this case, separate 1099 classes should be already configured to represent each box that could print on a 1099 form.

When entering amounts on the tab for Federal use "00" as the State ID. Add one line for each box with the appropriate 1099 class and amounts.

[[File:APVen1099Amts.PNG]]

'''NOTES:''' When using Web Process...
*Any Federal Amount entered will trigger a 1099 to print even if it's less than the "Minimum Amount for Federal 1099"
*When Federal Amount is entered for a 1099 class, it will override the "traditional" value for that class (e.g. "Prior Year Summary").
*Entering 0 for Federal Amount for a 1099 class will cause that class to be skipped, even if a value exist based on the "traditional" value.

==Steps to Printing 1099s - Traditional Method==
This is the traditional method of printing your own 1099s. You can use this option when...
:*No E-File
:*No State 1099s
:*Only one box per 1099 form.

#Verify that all preparation is complete and the '''Year End Processing''' has been completed.
#Print 1099 Audit List from the Month End menu of Accounts Payable note: Select Include Non-1099 Vendors and preview to check for vendors who may need to be setup for 1099s. [[Image:Ap1099 p2.png]] 
#Select [[AP: Print 1099 Forms|Print 1099 Forms]]
##Select the Form to be Printed [[Image:AP1099_P1.png]] 
##Select run with '''Prior Year''' or '''Transaction Detail''' option.
##Optionally Select the appropriate 1099 Class 
##Click Payer Info tab to set up company name and address. 
##Select Include Inactive as well as Include Active. 

===About the Payments From options===
:'''Previous Year''': This is the most common method. All payments for the year are recorded in the "YTD Payments" field in the Vendor record. When Year End Processing is run these roll into "Last Year Payments".
:'''Current Year''': This will print 1099s from the '''YTD Payments''' field. This only works if you print 1099s right after the year ends and have no new activity. Timing becomes quite tricky.
:'''Transaction Detail''': This takes advantage of the capability in invoice vouchering to record the 1099 class for each transaction with a vendor. For example you could mark just the interest portion of note payments for the 1099-Int. For 2021 this has way to activity distinguish by state.

==Processing Web Services 1099s==

New for 2021, Use Web Services option for E-Filing, State and Multiple boxes on single 1099 form. Instructions are developing. If you plan to process 1099s with Web Services before all instructions are complete, please contact GivenHansco support.

Use must this option if...
*Processing State 1099s
*E-Filing Federal 1099s
*Processing Federal 1099s with multiple boxes on a single form.

[[File:AP Web Portal Menu.PNG]]

#Select Federal & State 1099 Export from the Web Portal Export/Filing menu [[File:APWebEfile.PNG]]
##Verify Year is 2021
##Set Min. Amount for Federal 1099
##Select Payments From option
##Setup information on Company Info Tab
###Name/Address City/State/Zip
###Email
###Federl ID Number
###Iowa E-File Number
###Payer RTN
##Select Export
##Review report for accuracy
##Continue to Export. '''NOTE:''' Select a file location that will be easy to find for the Web Portal Upload.
#Upload To Web Portal
#Web Portal Dashboard



=Preparing for 2023=
*Use [[AP Vendor Maintenance]] to:
:*verify W-9 Tax Types
:*verify TIN types.
:*Set Default 1099 State Code - This will be the default used for 1099 vouchering detail for 2023.
*When using [[Accounts Payable Invoice Vouchering|Invoice Vouchering]] - you may choose to enter the appropriate 1099 Type along with the 1099 state. This will provide data you can use for next year's 1099s.
*Keep up to date on new rules. Prepare for 1099s going to all corporations.

Inventory Reconciliation

2023-10-26T18:03:33Z

Chanson: /* Products */

__NOTOC__
==Inventory Reconciliation==

==Basics==

The Inventory Reconciliation is designed to:
*re-sequence all unreconciled inventory transactions based on timestamp
*recalculate average cost and last costs
*create the g/l transactions that correspond with all inventory transactions
*update the cost of inventory and sales transaction and flag as reconciled.

The reconciliation process offsets purchase receipt transactions to an A/P Clearing account. As invoices for these items are vouchered, it is expected that they will be distributed to the A/P clearing account. The A/P clearing account should match the cost of unvouchered inventory and ideally at the end of posting all transactions for the month.

The inventory reconciliation process has the added advantage of improving system performance.

==Soft Reconciliation==

Keystone has the ability to do a "Soft" reconciliation. This is essentially the same process without general ledger output.

Soft Reconciliation improves system performance and improves cost reporting without the complexity of a full reconcile. It is useful for operations that rather make manual g/l entries for inventory transactions and for transitioning into using the full reconciliation process.

==TimeStamps==

One major feature of the reconciliation process, is the use of timestamps. This accommodates the fact that most of our customer post receipts for items after they are sold, leaving a negative qty on hand. With the proper use of timestamps, a much more accurate avg cost can be determined.

==Setup==

===Products===
In addition to the Sales G/L you will need:
*Cost of Sales G/L
*Inventory G/L
*A/P Clearing G/L
*Production In G/L
*Production Out G/L

===Balances===
Enter beginning balance transactions into Enter Inventory Balances on the Setup/Utilities menu.

For each item check:
*Date
*Time
*Bal Qty
*Unit Cost /Total Cost

NOTE on Balance Transactions:
Creating balance transactions does not create a g/l transaction. It creates a starting quantity and cost for the reconciliation process.

This is different than a physical balance transaction in that physical balance transactions will create a g/l transaction and will not change the average cost. Once the reconciliation process is up and running, use physical inventory entry, or miscelaneous transactions to record new inventory count.

The effect of the Balance Transaction is to have the Reconciliation process treat all previous transactions as nonexistant.

==Reconciliation Process==

===Prerequisites===
*No product can have a qty on hand go negative
*All inventory transactions for the period must be complete

When running Inventory Reconciliation, make sure to select the correct date and time. A report will print, and if there are no errors you will be given a chance to process the reconciliation.

The most likely cause of errors is from qty on hand going negative. The most likely causes are:
*Reciepts not recorded
*Transfer from plant to plant not made
*Bad timestamp on transaction

In the case of missing transactions, simply enter the transactions and process again.

In the case of a bad timestamp, two transactions will be needed. First enter the transaction with the original qty and the correct timestamp. Then reverse it using the incorrect date originally applied.

===Options===

====Prior Transactions====
This option has been removed from version 2.5. Prior transactions will always be calculated.

====Non Stocked====
NOTE: This is a system option introduced in 2.0.12.0. Default to not process Sales Trx for non stocked items.

When selected, this option causes the reconciliation procedure skip g/l transactions for non-stocked items. NOTE: these will still be processed for cost and the resetting of the reconciled flag.

==The Details==

===Sequencing Transactions===
Transactions are sequenced by the timestamp.

===Handling Backdated Transactions===

Backdated transactions are unreconciled transactions, dated before the most recent Balance transaction.

These transactions are processed in order or transaction date, but as if they follow all previously reconciled transactions.

===G/L Transactions===
{| class="wikitable"
! Trx Type !! Description !! INVENTORY !! OFFSET !! Default Cost(at time trx is created) !! Reconcile Cost !! Comment
|-
| B || Balance || . || . || || Running Avg. || No G/L. This is the starting point for the reconcile process for each product. It is also used for calculating on-hand and current costs in several Keystone programs.
|-
| C || Standard Cost || . || . || || Standard || Created in product maintenance when std. cost changes. Used to determine prior values of std. cost.l
|-
| L || Last Cost || . || . || || Actual || Last Cost from Purchase Reciept or PO Inventory Receipt or Previous Last Cost Record
|-
| D || Production Receipts (No Components) || Inventory GL || Production In GL || Standard || Standard || Item is produced without any components.
|-
| M || Miscellaneous || Inventory GL || Manually Entered || Standard || Running Avg. || Useful for unrecorded COGS, Inventory Adjustments and lost amounts.
|-
| R || Purchase Receipt (unlinked to AP/PO) || Inventory GL (D) || AP Clear GL(C) || Actual || Actual || The AP Clearing account amount from purchase receipts should wash against the AP Clearing amount from AP Vouchering.
|-
| I || PO Inventory Receipt (linked to AP/PO) || . || . || Actual || Actual || Related G/L created when linked to invoice and invoice posted. For Stocked items this is a Debit to Inventory, Credit to A/P, For Non-Stocked items this is Debit to Inventory and credit to Cost of Goods Sold.
|-
| S || Sale || Inventory GL (C) || Cost Of Sales GL (D) || Standard || Running Avg. || Record costs of Stocked Items.
|-
| P || Physical || Inventory GL || Manually Entered || Standard || Running Avg. || When Reconcile crosses a P entry, it will determine the qty difference between the physical inventory record and the current running inventory calculation. The G/L entry will be based on the current running avg. cost and this calculated qty.
Do not backdate before last Reconciled Transaction!
|-
| V || Production Rcpt Out (No components) || Inventory GL (C) || Production Out GL || Standard|| Running Avg.|| Reduction of inventory to the components during production when these component do not consist of other compenents (bottom level).
|-
| || Production Rcpt Out (Components) || Inventory GL (C) || Production Out GL || Matching Production In / Qty Out || Matching Production In / Qty Out || Reduction of inventory to the components during production when these component do consist of other compenents (Mid-Level). The Total matching Production In cost is used as the Total Production Out cost.
|-
| W || Production Rcpt In || Inventory GL (D) || Production In GL || Production Cost / Qty In || Production Cost / Qty In || Increase of inventory to the assembly product during production.
|-
| X || Transfer Out || Inventory GL || AP Clear GL || Standard || Running Avg. || Inventory Reduction from Transfer Out. Linked to Y record.
|-
| Y || Transfer In || Inventory GL || AP Clear GL || Transfer Out Cost / Qty In || Transfer Out Cost / Qty In || Inventory Increase from Transfer In. Cost comes from X record.
|}

===Resulting Output===
General Ledger (glttrx)
:Transactions for each transaction are created.

Sales Detail (artslsdt)
:Cost is updated
:Reconcile Flag is set to Y

Inventory Transaction (artprtrx)
:Each transaction is updated with:
::New average cost
::Reconcile Flag=Y
::Reconcile Session_no is set
::Reconcile Trans_no is set
:A new Balance record is set establishing:
::New average cost
::New on hand quantity

==Reconciling with A/P (Non PO Method)==

NOTE: This method is rarely used.
A/P Reconciliation is essential when using the Inventory System option Purchase Receipts. (When using the Keystone PO system, items are linked to A/P and all purchase transactions are recorded as they hit inventory). This option does not link to A/P, but instead records items to the AP Clearing Account. This method assumes the the AP Clearing account is used for distribution account of stocked items as they are vouchered in AP.

Complete all A/P inventory postings for the month. Make sure to post g/l transactions for both the A/R system and the A/P system.

At this point the A/P Clearing account should balance to 0.

If not, you will need to determine if the problem is on the inventory side or the A/P side.

If the problem is on the A/P side make adjustments to a/p and verify the a/p clearing account has cleared.

If the problem is on the Inventory side, then you will need to fix the transactions, and then RE-RECONCILE Inventory

===Re-Reconcile Inventory===
To Re-Reconcile Inventory simply run Inventory Reconciliation with the same date. All unreconciled transactions before the reconciliation date will be processed in date order, following the normal rules for any transaction that proceeds a reconcile date.

==See Also==
:[[Inventory Reconciliation Report Queries]]
:[[Inventory: Understanding Average Cost]]