CLIENT BOOKKEEPING SOLUTION

Tutorial
version 2007.x.x
TL 22537 (06/09/09)

Copyright Information
Text copyright 1997-2009 by Thomson Reuters/Tax & Accounting. All rights reserved.
Video display images copyright 1997-2009 by Thomson Reuters/Tax & Accounting. All rights reserved.

Thomson Reuters hereby grants licensees of CS Professional Suite® software the right to reprint this
document solely for their internal use.

Trademark Information
The trademarks used herein are trademarks and registered trademarks used under license.

All other brand and product names mentioned in this guide are trademarks or registered trademarks of
their respective holders.
Contents
1 Introduction .......................................................................................... 1 
Before you begin ..............................................................................................1 
Using this tutorial ..............................................................................................2 
Tutorial conventions .....................................................................................2 
Additional resources .........................................................................................4 
CBS getting started guides ..........................................................................4 
CBS help topics ...........................................................................................5 
PDF documents ...........................................................................................5 
Frequently asked questions .........................................................................5 
Your accountant...........................................................................................6 

2 Setting Up a New Company Database ............................................... 7 

Scenario ......................................................................................................7 
Start the program .............................................................................................7 
Client Bookkeeping Solution main window .......................................................8 
Select global program options ..........................................................................9 
Sample data ...................................................................................................12 
Locate and restore or open the tutorial sample client data ........................13 
Select security options ...................................................................................15 
Company Properties .......................................................................................17 
Chart of Accounts setup .................................................................................18 
Checkbook setup ............................................................................................20 
Add a new checkbook ................................................................................21 
Rename a checkbook ................................................................................24 
Select default checkbooks .........................................................................24 

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Financial institution setup (for online banking)................................................25 

Set up a CBS checkbook for online banking (optional) ..............................25 
Other time-saving items..................................................................................28 
User-defined lists .......................................................................................28 
Keyboard shortcuts ....................................................................................30 
Add power to your reporting ...........................................................................31 

3 Checkbook Data Entry....................................................................... 37 

Configure the CBS status bar .........................................................................37 
Enter checks...................................................................................................39 
Handwritten checks ...................................................................................39 
Unprinted checks .......................................................................................43 
Print a check from the Checkbook data-entry window ....................................47 

4 CheckWriter Vendors ........................................................................ 51 

Add a vendor on the fly...................................................................................51 
Add a vendor record .......................................................................................53 
Add another vendor ...................................................................................55 
Enter a vendor check .....................................................................................55 

5 Memorized Transactions ................................................................... 57 

Set up a new memorized transaction .............................................................57 
Memorize a transaction ..................................................................................61 

6 Printing Reports and Checks............................................................ 63 

Consolidate checks ........................................................................................63 
Print reports ....................................................................................................65 
Print checks ....................................................................................................69 
Enter future-period checks .............................................................................72 
Enter non-vendor checks................................................................................72 

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7 Deposits and Other Bank Items........................................................ 75 

Enter a deposit ...............................................................................................75 
Enter a payment .............................................................................................77 
Transfer funds ................................................................................................78 
Void or delete a check ....................................................................................80 
Print the Checkbook Register report ..............................................................82 

8 Noncalculating Payroll ...................................................................... 85 

Employee setup ..............................................................................................85 
Modify employee information .....................................................................87 
Payroll check entry .........................................................................................90 
Enter noncalculating payroll checks...........................................................90 
View the Unprinted Payroll Checks report ......................................................93 
Print payroll checks ........................................................................................93 
Void, delete, or duplicate a payroll check .......................................................95 
Preview the Printed Payroll Checks report .....................................................96 

9 Journal Entries and Other Features ................................................. 99 

Journal entries ................................................................................................99 
Filter transactions .........................................................................................100 
Sort transactions ..........................................................................................102 
Find transactions ..........................................................................................103 

10 Checkbook Reconciliation ............................................................ 105 

Enter opening and ending balances .............................................................105 
View transaction details ................................................................................106 
Add interest income transactions .................................................................107 
Edit menu options .........................................................................................111 
Clear Check Range .................................................................................111 
Finalize the reconciliation .............................................................................112 

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11 Export to Accountant .................................................................... 115 

Print the Transactions List report..................................................................115 
Specify locations for export and backup data ...............................................117 
Export and back up to a local folder.........................................................117 
Export to a secure server location ...........................................................117 
Export data to your accountant.....................................................................118 
Reverse an exported transaction .............................................................119 
Automatic back up of files and export data ...................................................120 
Conclusion....................................................................................................121 

12 Setting Up the Company Database .............................................. 125 

Scenario ..................................................................................................125 
Restore the company database ....................................................................125 
Select security options .................................................................................126 
Company Properties .....................................................................................128 
Chart of Accounts setup ...............................................................................135 
Checkbook setup ..........................................................................................136 
Modify a checkbook setup .......................................................................136 
Add a new checkbook ..............................................................................141 
Select default checkbooks .......................................................................142 

13 CBS CheckWriter ........................................................................... 145 

Enter beginning checkbook balance .............................................................145 
Enter a handwritten check ............................................................................146 
Enter a non-vendor check ............................................................................148 
Display checkbook balances in the status bar .........................................151 
Print a non-vendor check .........................................................................152 
Consolidate checks ......................................................................................154 
Preview the Unprinted Regular Checks report .............................................156 
Print checks ..................................................................................................159 
Enter a deposit .............................................................................................160 
Memorized transactions ...............................................................................162 

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Transfer funds between accounts ................................................................164 

Void or delete and duplicate a check ............................................................165 
Data-entry filters ...........................................................................................167 
Preview the Checkbook Register report .......................................................169 
Journal entries ..............................................................................................170 

14 CBS PayCheck ............................................................................... 173 

View tax tables .............................................................................................173 
Update tax tables .........................................................................................174 
Set up benefit accruals .................................................................................175 
Employee setup ............................................................................................176 
Employee templates .....................................................................................179 
PayCheck departments ................................................................................182 
Edit PayCheck employee records ................................................................183 
Add a new employee record .........................................................................185 
Transfer changes to multiple employee records ...........................................192 
Enter PayCheck checks ...............................................................................194 
Preview unprinted paychecks .......................................................................196 
Create paychecks for salaried employees ....................................................200 
PayCheck reports .........................................................................................202 
View employee paycheck details ..................................................................204 

15 CBS Accounts Payable ................................................................. 207 

Set up Payment Terms .................................................................................207 
Update an accounts payable vendor record .................................................209 
Set up a recurring payable ...........................................................................210 
Set up a PayCheck vendor ...........................................................................212 
Enter an AP vendor check ............................................................................214 
Create an on-demand AP transaction ..........................................................216 
Enter invoices ...............................................................................................218 

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Add a new vendor on the fly .........................................................................220 

View 1099 totals ......................................................................................222 
Attach a note to a transaction .......................................................................223 
Enter manual payments................................................................................224 
Handwritten checks .................................................................................225 
Cash payments ........................................................................................226 
Credit memos ..........................................................................................227 
Prepayments............................................................................................228 
AP journal entries .........................................................................................230 
Apply AP payments ......................................................................................231 
Print AP checks ............................................................................................234 
Remove a payment ......................................................................................236 
Accounts Payable reports.............................................................................237 

16 CBS Accounts Receivable ............................................................ 239 

Set up payment terms ..................................................................................239 
Set up sales tax entities................................................................................240 
Set up finance charges .................................................................................241 
Set up a new sales department ....................................................................243 
Set up a new salesperson ............................................................................243 
Set up invoice items .....................................................................................244 
Set up a new customer .................................................................................246 
Edit customer information .............................................................................250 
Description editor and glossary items ...........................................................251 
Set up a memorized transaction ...................................................................252 
Enter receivable transactions .......................................................................255 
Create additional invoices ........................................................................257 
Enter a credit memo .....................................................................................258 
Enter a customer payment ...........................................................................261 
Enter a check payment ............................................................................261 
Enter a cash payment ..............................................................................262 
Enter a payment directly on an invoice .........................................................263 

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Issue a customer refund ...............................................................................265 

Enter a historical invoice to assess a finance charge ...................................266 
Print customer invoices ................................................................................266 
View a customer’s open balances and YTD balances ..................................271 
Apply finalized payments to finalized invoices ..............................................273 
Record a deposit ..........................................................................................274 
Print customer statements ............................................................................277 
Print accounts receivable reports .................................................................279 

17 Export to Accountant .................................................................... 281 

Print the Transactions List report..................................................................281 
Verify export data location ............................................................................282 
Export to accountant ....................................................................................283 
Reversing an exported transaction ..........................................................284 

18 Proper Database Maintenance ..................................................... 287 

Delete old transactions .................................................................................289 
Close and compact the database .................................................................290 
End of CBS Tutorial ......................................................................................290 

Appendix: Downloading and Applying CBS Software Updates..... 291 

Download CBS software updates .................................................................291 
Apply CBS software updates ........................................................................292 

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x Client Bookkeeping Solution Tutorial

 1
Introduction
Welcome to the Client Bookkeeping Solution® (CBS) Tutorial. This
tutorial is designed to teach you how to use your CBS software by
stepping you through the common tasks that you will most likely perform
while using CBS for your company. The goal of this tutorial is to help you
feel comfortable with the program and to show you how to use it most
effectively in your business.
Please remember that there is often more than one way to perform many
of these tasks. In this tutorial, you will learn different methods for
completing the various tasks. As you become more familiar with the
program, you will find your own preferred methods.

Before you begin

Before you start this tutorial, you will find it helpful to review the
information presented in the getting started guide for each Client
Bookkeeping Solution module for which you are licensed. For more
information on the CBS getting started guides, please refer to the
“Additional resources” section starting on page 4 of this tutorial.
You will also find it helpful to be familiar with Microsoft® Windows®
keystrokes and conventions.

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Introduction

Using this tutorial

This tutorial is divided into two separate sections.
ƒ CBS CheckWriter™ only. This section is intended for users who
are licensed for CBS CheckWriter only. It includes information that is
relevant to CBS CheckWriter users, including information on
noncalculating payroll and 1099 vendors.
ƒ CBS CheckWriter and Add-on Modules. This section is intended
for users who are licensed for CBS CheckWriter and one or more of
the add-on modules (CBS PayCheck,™ CBS Accounts Payable, and
CBS Accounts Receivable). It includes a chapter for each of the four
main CBS modules. You must go through all of the steps in the CBS
CheckWriter chapter in this section (not in the CBS CheckWriter
only section) before you can continue with the add-on module
chapters.
To complete this tutorial, we recommend that you start at the beginning
and work your way through each applicable section in sequence.

Tip
As you work through the procedures in this tutorial, you can view pop-up
help for the selected field by pressing F1 or by clicking the right mouse
button on the field name, or you can press CTRL+F1 to see overview
help for the active window or dialog.

Tutorial conventions
This tutorial uses the following terminology throughout. Note that this
tutorial assumes you are using a right-handed mouse.
ƒ Click means to press the left mouse button once.
ƒ Double-click means to press the left mouse button twice in quick
succession.
ƒ Right-click means to press the right mouse button once.
ƒ Mark a checkbox means to click the checkbox or checkbox label
once with the left mouse button so that a 9 appears in the checkbox.

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 Introduction

ƒ Choose an option means to click the option circle or option label

once with the left mouse button so that a dot appears within the
option circle.
ƒA window is a view that can be minimized or resized. When you are
working in a window, you can access the menu bar, shortcut bar,
toolbar, and other windows or dialogs.
ƒA dialog is an area of the program that you cannot minimize or
resize. When you are working in a dialog, you can access only the
fields and context menu in that dialog. You must close the dialog
before you can access the menu bar, shortcut bar, toolbar, or other
windows or dialogs.
ƒA context menu is a menu that appears when you press F3 or when
you right-click in an unused gray area of a window or dialog. The
context menu lists several of the commands that also appear on the
Edit menu and that pertain to the type of record or item that is
currently selected in the active window or dialog. If you right-click in
an area and a help topic appears instead of the context menu, simply
reposition your cursor in a different part of the gray area and right-
click again.
This tutorial uses the following conventions throughout.
ƒ Text that appears in all capital letters (for example, TAB, ENTER, or
CTRL+F1) in a procedural step represents function keys and
shortcut keys that you should press on the keyboard.
ƒ Text that appears in bold text in a procedural step generally
represents commands or options that you should choose or text that
you should enter.
ƒ Text that includes forward slashes (/) in procedural steps represents
commands that you should choose from a menu or submenu.
For example, if a procedure tells you to “choose File / Import / From
Accountant,” you would click File on the CBS menu bar, choose
Import from the pull-down menu, and then choose From
Accountant from the cascading submenu.
ƒ CBS relies on the Windows standard convention of using the TAB
key to move from field to field within a window or dialog. However, if
you prefer to use the ENTER key rather than TAB to move the cursor
from field to field, you may do so by selecting the Enter as Tab
option on the General tab of the Utilities / Options dialog.

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Introduction

Additional resources
It is not possible to cover all setup possibilities or to address all questions
in this tutorial. As you work through the procedures in this guide, you
may find the resources listed in this section helpful if you encounter any
issues or have any questions.

CBS getting started guides

Before you start performing the steps in this tutorial, you should read
through the getting started guide for each Client Bookkeeping Solution
module for which you are licensed. CBS includes a copy of the
CBS CheckWriter Getting Started guide. This guide includes information
on program features, installing and starting the program, using the
program’s help system, opening a company database, using the menu
commands and toolbar buttons, navigating through windows and dialogs,
using keyboard shortcuts, using the robust Layout Editor, and more. It
also includes information on the various features of the CBS CheckWriter
module.
You can view a Portable Document Format (PDF) version of the CBS
CheckWriter Getting Started guide while you are working in the program.
And if you are licensed for any of the optional CBS modules, you also
can view a PDF version of the getting started guide for each licensed
module. To view these getting started guides, choose Help / PDF
Guides, choose the appropriate CBS module, and then select the getting
started guide from the list.
ƒ The CBS PayCheck Getting Started guide includes information on
the additional calculating payroll features that are included with this
optional module.
ƒ The CBS Accounts Payable Getting Started guide includes
information on the additional payables processing features that are
included with this optional module.
ƒ The CBS Accounts Receivable Getting Started guide includes
information on the additional receivables management features that
are included with this optional module.

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CBS help topics

The primary documentation for your CBS software is provided in the
comprehensive Client Bookkeeping Solution help system. You can use
the CBS help system to quickly find information you need, when you
need it.
To access the CBS help system, choose Help / Client Bookkeeping
Solution Help Topics. You can use the Index tab to search for specific
topics or you can use the Find tab to search for specific text within a help
topic. In addition, you can view popup help for a particular field or button
by pressing F1 or right-clicking the field name. You can also view
overview help for a specific window or dialog by pressing CTRL+F1.
For detailed information on using the CBS help, refer to the Client
Bookkeeping Solution CheckWriter Getting Started guide.

PDF documents
The CBS help includes a number of PDF documents that provide
detailed information about various features in the program. You can view
or print any of these documents, including getting started guides for each
CBS module, directly from CBS. To view these PDFs, choose Help /
PDF Guides, choose the appropriate CBS module, and then select the
desired PDF from the list.
You must have Adobe® Reader® version 7.0 or higher installed on your
computer to view any of the PDF documents. If you do not already have
this program, you can install it from the Client Bookkeeping Solution CD
or download it from the Adobe website (by choosing Help / Adobe on the
Web from within CBS. For details, search on Adobe Reader from the
Index tab of the Help Topics dialog.

Frequently asked questions

The CBS help includes answers to a number of common questions about
each of the CBS modules and features. The Frequently Asked Questions
help topic provides links to help topics and procedures that answer these
questions. You can access these Frequently Asked Questions by
choosing Help / Frequently Asked Questions.

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Introduction

Your accountant
Your accountant is a valuable resource when you have questions about
your CBS software. Your accountant can explain basic procedures and
answer questions about CBS, including specific questions about how to
customize CBS for your company.

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Setting Up a New Company
Database
Before you begin using Client Bookkeeping Solution, your accountant will
provide you with the initial setup files that include basic information to
help you get started quickly. If you would like to familiarize yourself with
CBS before using your own data, you can use one of the sample
company databases — CheckWriter Sample Company.cbs or CBS
Sample Company.cbs — that are included with the program to explore
the program without worrying about making any errors in your own data.

Scenario
The CheckWriter Tutorial sample data is intended to represent data
that is typical of many small businesses.

Start the program

Open Client Bookkeeping Solution using any of the following methods.
ƒ If you chose to add the CBS shortcut to your desktop during
installation, double click the shortcut on the desktop.
ƒ If you chose to add CBS to the Windows Start menu during
installation, click the Start button on the Windows taskbar and
choose Client Bookkeeping Solution 200x.x, where 200x.x
represents the current CBS version number.
ƒ In Windows Explorer,® double-click any CBS company database file.
All CBS company databases use the CBS filename extension.

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Setting Up a New Company Database

Client Bookkeeping Solution main window

The CBS main window includes several distinct elements such as the
title bar, menu bar, toolbar, shortcut bar, and status bar. When a CBS
company database is open (as shown in the following illustration), the
title bar displays the company database name, and additional menus and
shortcut icons are available in the CBS main window.

Title bar Menu bar

Toolbar

Shortcut bar

Status bar

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 Setting Up a New Company Database

Select global program options

You can customize your CBS software by selecting or deselecting
specific data-entry options. All program data-entry options are global —
that is, the options you choose stay in effect until you or any other user
changes them, regardless of which company database is open.
To view and/or modify the data-entry options for your CBS program,
choose Utilities / Options.
There are three tabbed pages in the Options dialog. The General and
CBS Data Folders tabs are always available. The Status Bar
Configuration tab is available only when you have a company database
open.
ƒ Use the General tab to select the options that will affect general data
entry in CBS, such as memorizing new transactions, using the
ENTER key as TAB, compacting the database each time you close
the program, and more. When you click an option, CBS displays a
brief description of that option in the Option Description group box.
Refer to the CBS help topics for a detailed description of each data-
entry option.
ƒ Use the CBS Data Folders tab to specify the default file locations
for your CBS data and layouts.
ƒ Use the Status Bar Configuration tab to select the information you
want to display in the status bar of the main CBS window. You can
choose to display the multi-user status, the next export date for CBS
transactions, and the checkbook balances.

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Setting Up a New Company Database

Utilities / Options / General tab

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 Setting Up a New Company Database

Utilities / Options / CBS Data Folders tab

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Setting Up a New Company Database

Utilities / Options / Status Bar Configuration tab

Sample data
Before you begin processing transactions for your company in CBS, your
accountant will provide you with an accountant’s transfer file, which
contains the initial setup data for your CBS company database. You
need to import these setup files. During the import procedure, the
program creates the company database and saves it in your Client
Bookkeeping Solution Data folder.

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 Setting Up a New Company Database

For this tutorial, the initial setup files have already been imported for you.
For information on importing initial setup data, search on Importing:data
from your accountant from the Index tab of the Help Topics dialog.

Locate and restore or open the tutorial sample client data

The sample database you will use for this tutorial is available in two
locations — on the Client Bookkeeping Solution CD and on the Internet.

Restore the sample client data from your Client Bookkeeping Solution CD
You can restore the data from the Tutorial folder on the Client
Bookkeeping Solution CD using the steps below.
1. In CBS, choose Utilities / Options and click the CBS Data Folders
tab.
2. In the Backup / Restore field, enter or browse to D:\Tutorial, where
D represents the letter of your CD drive.
3. Click OK to save the Backup / Restore path.
4. Cho ose File / Restore / Database.
5. In the Restore Company Database dialog, double-click the
CheckWriterTutorial.zip file.
6. When the database has been restored, CBS displays a message
prompt. Click OK.

Note: If you recently updated your CBS software, the program may
display a message prompt informing you that you must update your
company data before the program can open it in the current version.
Click Yes to continue.

7. In the Enter Password for <company database> dialog, enter admin

in the Password field. Note that the password is not case-sensitive.

Download the sample data from the Internet

Data for the Client Bookkeeping Solution Tutorial is also available on the
Internet. You can download the data using the steps below.
1. Point your web browser to CBSDownload.com.

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Setting Up a New Company Database

2. On the Client Bookkeeping Solution page, click the Download Now

link in the “Client Bookkeeping Solution Tutorial” section.
3. If your browser displays a File Download - Security Warning prompt,
click the Save button.
4. In the Save As dialog, enter the path to the folder to which you want
to download the data, and then click the Save button.
5. In the Download Complete prompt, click the Open Folder button to
open the folder in which the tutorial data was saved.
6. Dou ble-click the cbstutorial.exe file.
7. In the Open File – Security Warning prompt, click the Run button.
8. In the Choose Destination Location dialog, click the Next button to
save the data to the default location, which is your CBS company
data path. Or you can click the Browse button to specify a different
location, and then click the Next button.
9. In the Start Installation dialog, click the Next button.
10. In the Installation Complete dialog, click the Finish button.
11. Open CBS, and then choose File / Open Company. In the Open
Company Database dialog, select either of the tutorial sample
companies that you just downloaded — CheckWriter Tutorial.cbs or
CBS Tutors, Inc..cbs.
12. In the Enter Password for <company database> dialog, enter admin
in the Password field. Note that the password is not case-sensitive.

Notes
ƒ When you download the sample data from the Internet, there is no
need to restore the data. When you place the data in the Company
data location specified on the CBS Data Folders tab of the File /
Company Properties dialog, it is ready for you to use in CBS.
ƒ There are two sets of tutorial data on the CBSDownload website —
one is for users of the CBS Application Service Provider (ASP)
version, and one is for users of the local or network version.

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 Setting Up a New Company Database

Select security options

Depending on how your accountant has set up your CBS software, you
may be able to use the multi-level security feature of CBS to control
which users have access to specific windows or commands. A user’s
password determines which CBS commands and features he or she will
be able to access. (Note that other users may be unable to access the
Security window, depending on their own password settings.)
1. To access the CBS security options, choose File / Security. There is
a tabbed page for each licensed CBS module.
2. Select Administrator from the drop-down list in the Description field.
The Administrator description is a default classification, which means
that you cannot delete it. For the purpose of this tutorial, you will step
through all of the procedures as the CBS administrator.
Before you can set up additional classifications, you must establish
an Administrator password. This has already been done for this
tutorial client. However, when you set up a new company database,
the Administrator password is blank by default. If you choose to add
users, you would follow the steps below.
3. Highlig ht (New classification) in the listview pane.
4. Enter the user name (for example, “Mary”) or classification name (for
example, “Sales staff”) in the Description field. Enter a password (for
example, “Password”) in the Password field.
5. Mark the checkbox associated with each security option you want to
allow this user or classification to access. You can click the Select
All button to mark all checkboxes on the active tabbed page at once.

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Setting Up a New Company Database

6. After you have selected the applicable security features for the user
or classification, click Save and close the Security window.

Tips
ƒ To view a description of any security option, click the desired option.
The program displays a short description of that option in the
Description group box.
ƒ If your CBS login allows you to set up checkbooks in CBS, you can
secure each checkbook so that only specific users can access the
checkbook data. To limit access to a checkbook, choose Checkbook
/ Setup, select the desired checkbook, and then click the Security
tab.

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Company Properties
When setting up your CBS company database for you, your accountant
specifies several general properties for the company database.
1. To view the company properties for your database, choose File /
Company Properties. Review the information that has been set up
for this sample company. Notice that this company is licensed for the
CBS CheckWriter module only.

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Setting Up a New Company Database

The date in the Next scheduled export field is based on the

processing frequency selected by your accountant. If you have not
yet completed an export in CBS, you may override this date with a
prior period date.
2. Click the Payroll tab. You can specify how you want CBS to handle
FICA amounts during data entry for noncalculating payroll checks.
ƒ If you choose the Accept FICA as entered option, you would
enter individual amounts for FICA-Med and FICA-SS during
payroll check entry.
ƒ If you choose the Adjust FICA-Med to <percent>% of Gross
Pay option, you would enter the total FICA amount in FICA-SS
field, and CBS will automatically calculate FICA-Med amount
from the FICA-SS amount.

3. For the purpose of this tutorial, you do not need to change anything
in this dialog, so click Cancel to close the Company Properties
dialog.

Chart of Accounts setup

If your accountant has set up your CBS software to allow you to modify
the Chart of Accounts, you can add, modify, or delete accounts in the
Chart of Accounts window.
1. Cho ose Setup / Chart of Accounts (or click the Chart of Accounts

icon on the CheckWriter shortcut bar).

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 Setting Up a New Company Database

2. In the Chart of Accounts window, enter 661 in the Number field.

3. Select E from the drop-down list in the Type field.
4. Enter Utilities in the Description field.

5. Click Save.
6. Your accountant may have set up restrictions for accounts with
special purposes. Enter 302 in the Account Number field, select L
from the drop-down list in the Type field, and enter Preferred stock
in the Description field. Click Save.
CBS displays a prompt stating that you cannot enter account number
302 because it falls within the restricted range established by your
accountant. Click OK to continue.

7. Click the Close window button in the Chart of Accounts window.

8. Click the No button when the program prompts you to save the
account number.

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Setting Up a New Company Database

Checkbook setup
You can set up as many as 100 accounts or checkbooks for each CBS
company database. In CBS, a checkbook can be something other than a
traditional checking account. For example, you can set up checkbooks
specifically to pay credit card charges incurred by your employees who
use a company credit card. This allows you and your accountant to
easily track credit card expenses. CBS includes the Checkbook
description on all reports and uses the bank name when printing checks.
1. Cho ose Checkbook / Setup.
2. In the Checkbook Setup window, select City Bank from the drop-
down list in the Checkbook description field.
3. Verify that the Regular Checks checkbox is marked and select
Vendor CSI Forms 800L from the Layout column.
4. You will not be using this checkbook for payroll in this tutorial, so
clear the Payroll Checks transaction type checkbox.
5. Mark the Deposit Slips checkbox and select Deposit Slip CSI
Forms 437L MICR from the drop-down list in the Layout column.

6. Click Save.

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 Setting Up a New Company Database

7. CBS automatically opens the Savings checkbook record.

Note: If you cleared the Move To Next Record After Save

checkbox on the General tab of the Utilities / Options dialog, CBS
does not move to the next record.

8. In the Setup group box, select Savings from the drop-down list in the
Type field.
9. CBS requires you to select a check layout for the Regular Checks
type, even if you will not be printing checks from this checkbook.
Select Vendor Top Check in the Layout column associated with the
Regular Checks transaction type, and clear the checkbox associated
with the Payroll Checks and Deposit Slips types.
10. Click Save. The program automatically highlights (New Checkbook
Setup) in the Checkbooks listview pane.

Add a new checkbook

1. In the Checkbook Setup window, enter Payroll Bank in the
Checkbook description field and press TAB.
2. Enter or select the following information on the General tab of the
Checkbook Setup window.

GL account number 103

Type Checking
Next check number 1000
(MICR) Bank Name Third Fifth Bank
Bank account number 333-333333
Routing number 223334444

3. Mark the checkbox associated with the Payroll Checks type and
select the NonCalc Top Check layout.

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Setting Up a New Company Database

4. Click the Security tab. If your accountant set up your CBS software
to allow you to set up checkbooks and security settings, you can
specify which users can access the checkbook data on a checkbook-
by-checkbook basis.

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 Setting Up a New Company Database

5. Depending on how your accountant set up your CBS software, the

Checkbook Setup window may include the Financial Institution
Information tab. If your financial institution allows you to access
your account information via the Internet, you can use the fields on
this tabbed page to set up CBS to use the online banking feature.
6. Depending on how your accountant set up your CBS software, the
Checkbook Setup window may include the MICR Information tab.
You can print MICR-encoded checks on blank (rather than
preprinted) check stock. Please consult with your accountant if you
have questions about setting up your checkbooks for MICR check
printing.
7. Click the Options button. In the Checkbook Setup Options dialog,
you can select the date format to use when printing checks and
specify whether or not you want CBS to void unused check stock
when printing multiple checks on each page. Click OK to close the
Checkbook Setup Options dialog without making any changes.
8. Click Save.

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Setting Up a New Company Database

Rename a checkbook
You may sometimes find it necessary to change the name of one or
more of your CBS checkbooks.
1. Select City Bank from the drop-down list in the Checkbook
description field.
2. Click the Rename button.
3. In the Rename Checkbook dialog, enter Operating in the field.

4. Click OK to save the new checkbook name.

5. In the Checkbook Setup window, click Save. All transactions that
were entered for the City Bank checkbook are now saved in the
Operating checkbook.

Select default checkbooks

For each licensed CBS module, you need to select the default
checkbook. This is the checkbook you use most often during data entry.
CBS uses these as your default checkbooks when printing checks and
reports.
1. Cho ose Checkbook / Default Checkbook.

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 Setting Up a New Company Database

2. Note that the default checkbook for CBS CheckWriter is the

Operating checkbook. You could select a different default
checkbook, but you do not need to do so for this tutorial.
3. Click Cancel to close the Default Checkbook Setup dialog.

Note: When you click the Checkbook icon on the CheckWriter

shortcut bar, CBS opens the default checkbook.

Financial institution setup (for online banking)

If your financial institution allows you to access your bank transactions
electronically through online banking, you can retrieve your transactions
directly into CBS or you can download your transactions to a file that
CBS can read later. You can use these transactions to reconcile your
account in CBS or to add transactions to your CBS checkbook. You can
also use CBS to send payment and funds-transfer transactions to your
financial institution.
If you do not have access to your account transactions electronically, you
can manually enter the transactions in CBS from your hardcopy
statement.

Set up a CBS checkbook for online banking (optional)

Before you can retrieve data from or send data to your financial
institution, you must first set up a CBS checkbook for online banking.
1. In the Checkbook Setup window, enter the name of the checkbook in
the Checkbook description field, or select an existing checkbook
from the drop-down list.
2. On the General tab, enter the general checkbook information, as
described in the “Checkbook setup” section of this tutorial, starting
on page 20. See the CBS help topics for additional information on
the fields on this tabbed page.
3. Click the Financial Institution Information tab.
4. In the Financial institution field, select the name of the financial
institution with which you established this account. The drop-down
list includes all financial institutions assigned to other CBS

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Setting Up a New Company Database

checkbooks. The list will be empty the first time you enter data on
this tab for this checkbook.
If the drop-down list is empty or if you want to select a different
financial institution, click the Update List button. In the Financial
Institution List dialog, select the name of the appropriate financial
institution from the list, and then click the Select button to return to
the Checkbook Setup window.
5. In the User ID field, enter the user ID assigned to you by the financial
institution. If you do not have a user ID, contact your financial
institution to request an ID that will allow you to access your
account(s) online.
6. In the CBS checkbook account ID field, CBS automatically enters the
bank account number you entered on the General tab of the
Checkbook Setup window. You can override that ID if necessary.
Your bank may append additional digits to the beginning or end of
this account number to identify the type of account.

Important! If you change the number in this field, do not change the
account number on the General tab. CBS uses the bank account
number when printing MICR checks.

7. If you want CBS to prompt you when it encounters any transactions

with the same check number and amount as a previously retrieved
transaction, mark the Prompt when duplicate transactions are
retrieved checkbox.
If you mark this checkbox, when CBS encounters a duplicate
transaction, it will display a message prompt giving you the option to
skip the transaction, skip all duplicate transactions, add the
transaction to the statement data, add all duplicate transactions to
the statement data, or quit (stop the data transfer).

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 Setting Up a New Company Database

8. You can validate the checkbook during checkbook setup, or you can
wait until you are ready to view the transaction information from your
financial institution. When you validate a checkbook, CBS sends
your user ID and personal identification number (PIN) to the financial
institution to access your account information. For information on
validating a checkbook, search on Validating:CBS checkbook for
online banking from the Index tab of the CBS Help Topics dialog.
9. Close the Checkbook Setup window.

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Setting Up a New Company Database

Other time-saving items

User-defined lists
Client Bookkeeping Solution allows you to maintain lists of different items
that can be recalled from several windows and dialogs throughout the
program. You determine the entries that appear in the drop-down list for
these fields. You can add items to the user-defined list on the fly during
data entry, or you can add them by choosing Setup / Maintain Lists and
then choosing the specific list to update. Depending on the CBS modules
licensed for your company, you may be able to set up user-defined lists
for the following fields.
ƒ All CBS modules: City, Detail Descriptions, Zip
ƒ CBS PayCheck: Sales Department, Sort Codes
ƒ CBS Accounts Payable: Sort Codes
ƒ CBS Accounts Receivable: Area Codes, Credit Card Vendors,
Customer Type, Shipping ID, Shipping Method, Sort Codes, Titles,
Unit of Measure
For example, you can add a city to the City user-defined list as follows:
1. Cho ose Setup / Maintain Lists / City.
2. Enter Livonia in the data-entry grid. If you want to add more cities at
this time, you can enter additional cities in the grid. When you have
finished, click OK to close the List of Cities dialog.

3. Cho ose Checkbook / Open / Operating and click the Address tab.

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 Setting Up a New Company Database

4. Click the arrow in the City drop-down list. Notice that Livonia is now
included in the list of cities available for selection.

5. Close the Checkbook data-entry window.

Notes
ƒ You can add items to user-defined lists on the fly. If you enter a
unique name in any of the user-defined list fields, CBS displays a
message prompt asking if you want to add the new name to the
system. If you click the Yes button, CBS automatically opens the
applicable user-defined list dialog. You can then save the new entry
or add more items to the user-defined list.
To disable the add-on-the-fly capability for CBS, mark the Disable
add-on-the-fly for user defined lists checkbox on the General tab
of the Utilities / Options dialog.
ƒ User-defined list fields are not case-sensitive. So if you want to
change an existing entry from MI to Mi, for example, you can either
delete the MI entry from the list and then add Mi as a new entry; or
you can modify the name by adding or deleting characters (for
example, MICH), save the change, and then change the case as
needed.

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Setting Up a New Company Database

Keyboard shortcuts
A keyboard shortcut is a combination of keys that you press
simultaneously. These shortcuts give you the same result as using the
left mouse button to click a menu option. You can see which CBS menu
commands have keyboard shortcuts by looking at the options on the pull-
down menus.
Listed in this section are a few shortcuts that you may find helpful as you
work in CBS. For a complete list of keyboard shortcuts, search on
Keyboard:shortcut keys from the Index tab of the Help Topics dialog.
ƒ F2 (Save). You can press F2 to save the current record.
ƒ F3 (Display context menu). You can press F3 to display a context
menu that includes a list of commands that you can execute in the
current window or dialog.
ƒ F4 (Calendar). With the cursor in
any date field in CBS, you can
press F4 to display a popup
calendar. Use the arrows to scroll
to the desired month, and then
double-click the desired date. CBS
automatically enters that date in
the date field.

Note: For any date field in which a date has already been entered,
you can press the + (plus) key to increase the date by one day or
press the – (minus) key to decrease the date by one day.

ƒ F4 (Display drop-down list). With the cursor in any field with a

drop-down list, you can press F4 to view the list of items available for
selection.
ƒ F5 (Refresh screen). In several of the CBS data-entry windows, you
can press F5 to have CBS update the information in the current
window or dialog. You may find this feature helpful in the following
situations.
ƒ If you add an item on the fly and CBS does not update the
window immediately.

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 Setting Up a New Company Database

ƒ If you run CBS in multi-user mode and more than one person is
working in the same company database at the same time. If any
of the other users add transactions to the window or dialog you
are working in, CBS will not automatically update your window or
dialog to show those transactions; you must refresh your window
to view those transactions. At times, CBS may prompt you to
refresh your screen.

Note: If you have trouble refreshing your window using the F5 key,
close the window and then reopen it.

ƒ F7 (Calculator). With the cursor in any

amount field in CBS, you can press F7 to
display a popup calculator. Use the calculator
as you would any other calculator. When you
have calculated the appropriate amount,
press the ENTER key on your keyboard or
click the = Enter button on the calculator to
transfer the calculated amount to the amount
field.

Add power to your reporting

You may find it helpful to group certain types of information for reporting
purposes. In CBS, you can set up report groups for the following
information.
ƒ All CBS modules: Checkbook, GL Account, Vendor
ƒ CBS PayCheck: PayCheck Items
ƒ CBS Accounts Payable: Vendor
ƒ CBS Accounts Receivable: Customer, Invoice Item, Sales Tax
Entity
For example, you can use the GL Account Groups window to group GL
accounts together for reporting purposes. When printing a Transactions
List, you can select the GL account group to print, so that only
information for those GL accounts within the group will appear on the
reports.

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Setting Up a New Company Database

1. Cho ose Setup / Groups / GL Account.

2. Enter Sales in the GL account group field.
3. Select accounts 401 and 405 from the Available GL accounts list.

4. Click Save, then close the GL Account Groups dialog.

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5. Cho ose File / Queue

Reports and click the
Options button
associated with the
Transactions List.
6. In the GL accounts to
include group box, click
the Group option, and
then click the arrow in the
drop-down list. Notice
that the Sales report
group is now available in
the list.
7. Click Cancel to close the
Transaction List dialog,
and then close the
Queue Reports dialog.

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Setting Up a New Company Database

34 Client Bookkeeping Solution Tutorial

SECTION 1
Client Bookkeeping
Solution CheckWriter Only
This section is intended for clients who are licensed for CBS CheckWriter
only (no add-on modules)

Use sample company CheckWriter Tutorial.cbs

 3
Checkbook Data Entry
If you are licensed for CBS CheckWriter but not for any of the optional
CBS add-on modules, continue with this section. If you are licensed for
one or more add-on modules — CBS PayCheck, CBS Accounts
Payable, and/or CBS Accounts Receivable — skip this section and
proceed to Section 2 of this tutorial, entitled “Client Bookkeeping Solution
Add-On Modules.”
In Section 1, you will learn how to enter, manage, and print checks in
CBS CheckWriter. You will also learn how to set up CheckWriter vendors
and noncalculating payroll employees and how to export your company
data to your accountant.
If you closed the company database after completing the steps in the
company database setup chapter, open it at this time.

Configure the CBS status bar

With a company database open, you can customize your CBS status bar
to display the running balances of one or more of your checkbooks. This
allows you to track your balances at all times without having to open the
Checkbook data-entry window.
1. Cho ose Utilities / Options and click the Status Bar Configuration
tab.
2. In the Display on status bar group box, mark the Checkbook
balances checkbox.
3. In the Configure balances group box, verify that the Operating
checkbox is marked, and clear the Payroll Bank and Savings
checkboxes.

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Checkbook Data Entry

4. Enter Operating in the Checkbook group description field.

5. Click OK. Notice that the Bal and TBal amounts now appear on the
CBS status bar.

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 Checkbook Data Entry

Enter checks
Use the Checkbook data-entry window to enter transactions that affect
your CBS checkbooks. The listview pane in the Checkbook data-entry
window is similar to the register in your manual checkbook system.

Handwritten checks
In order to keep your checkbook in balance in CBS, you may need to
enter checks that were printed in another system or that were written by
hand.
1. Cho ose Checkbook / Open / Operating to open the Checkbook
data-entry window.

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Checkbook Data Entry

Note: Because you selected the Operating checkbook as the

default checkbook for CBS CheckWriter, you can press CTRL+K to

open the Operating checkbook, or click the Checkbook icon on

the CheckWriter shortcut bar.

2. Select GREEN from the drop-down list in the ID field.

Notice that CBS automatically marks the Vendor check checkbox,

indicating that CBS used the information already set up in the vendor
record for Green Tree to populate several of the data-entry fields,
including the Payee, Memo, Account, Description, and 1099 fields.
The Payee field contains the name that CBS will print on the check.
You can use the same payee name for more than one vendor, but
you must use a unique Vendor ID and Name for each vendor record.
For example, you may do business with the vendor ACME Corp., but
you write checks to authorized dealers who offer and service ACME
products. In this case, ACME is the vendor and the dealer is the
payee.

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 Checkbook Data Entry

3. Select Handwritten from the drop-down list in the Pay preference

field. CBS automatically enters the current date in the Date field and
the next available check number in the Check # field. If the current
date is not in the same period as the next export date, CBS displays
a warning message notifying you that the check you are about to
enter is for a different period (either a prior period or a future period,
depending on the current date). Click OK.

Note: As you record checks for this checkbook, CBS automatically

increments the check number to the next available check number.

4. Enter 4/01/07 in the Date field.

5. Enter 1400. (be sure to include the decimal point) in the Amount field
and press the TAB key.

6. Click Save. The check now appears in the listview pane at the
bottom of the window. Notice that the beginning balance Adjustment
for this checkbook has already been set up for this sample company.
Highlight the Adjustment transaction in the listview pane and look at

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Checkbook Data Entry

the transaction record. Notice that CBS does not export adjustments
to your accountant.

Tip
If you prefer to enter whole dollar amounts without the decimal point, you
can mark the Implied Decimal On Amounts checkbox on the General
tab of the Utilities / Options dialog. When this checkbox is marked, the
program assumes that the decimal point follows the last digit if you do
not enter a decimal point.
Example: If you enter 1000 in an amount field, CBS will enter the
amount as $1,000.00. If the checkbox is not marked, CBS will enter the
amount as $10.00.

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 Checkbook Data Entry

Unprinted checks
CBS allows you to record checks that you can print at a later date. The
program saves these transactions as unprinted checks. Each printed or
handwritten check, by definition, has already been assigned both a
check number and a transaction date. An unprinted check record does
not yet have a check number but may or may not include a transaction
date.
You can choose to print unprinted check records at any time, individually
or in batches.
1. Highlig ht (New checkbook item) at the bottom of the listview pane
and select Check from the drop-down list in the Type field.
2. Select Paper from the drop-down list in the Pay preference field.
3. Clear the Date field.
4. Select ACE from the drop-down list in the ID field.
5. Enter 55.45 in the Amount field and press the TAB key.
6. You do not need to record any memo text for this check, so press the
TAB key again to move to the distributions grid.

Note: You can set up the program to skip the Memo field during data
entry by using the Skip command. Simply place your cursor in the
Memo field and choose Edit / Skip. When you press TAB to move
from the Amount field to the next field, the cursor will skip the Memo
field. You can still access the Memo field by clicking that field.

7. On the Distributions tab, select 605 from the drop-down list in the
Account column and enter 24.20 in the Amount column.
8. On the next distribution row, select 620 in the Account column.
Because the Preserve Totals checkbox is marked, CBS
automatically enters the remaining distribution amount of $31.25.

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Checkbook Data Entry

9. Click Save. Notice that the TBal amount on the status bar reflects
the tentative checkbook balance as if all checks were printed. The
Bal amount reflects the balance with printed checks only.
10. Click the Options button.
11. On the CheckWriter Checks tab of the Checkbook Data Entry
Options dialog, clear the Select by vendor ID checkbox and mark
the Select by vendor’s payee name checkbox. Click OK to close
the Options dialog.

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 Checkbook Data Entry

Note: If you typically use a single GL account distribution for your

vendors, or if you set up default distributions in the vendor record,
you may want to clear the Default to Distributions tab checkbox to
have the program display the Address tab on top each time you open
the Checkbook data-entry window.

12. Select Ace Hardware from the drop-down list in the ID field.
13. Enter 68.30 in the Amount field.
14. Click the Address tab. The address displayed on this tab is the
address that CBS will print on the check.
15. Click the Details tab. Use this tabbed page to record additional
details about the transaction for your own records, and to aid in
reconciling your bank statement. For example, if you purchased
several items with a single check, you could record the exact
description and amount for each item. CBS does not export these
details to your accountant.
You can include the detail information in reports when you select the
User-Defined Detail format option. If you do not enter any detail
information, CBS will use the payee name for the description.
16. Enter Shelving in the Description column for the first row in the
details grid, and then press the TAB key. The program displays a

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Checkbook Data Entry

message prompt asking if you would like to add this new description
to the system. Click Yes.
17. In the List of Detail Descriptions dialog, press the TAB key to move
to the next blank field and enter Tools. Click OK.

18. In the Checkbook data-entry window, enter 35.20 in the Amount

column associated with the Shelving item.
19. Select Tools in the second distribution line. Note that CBS
automatically calculated the remaining distribution amount.

20. Click the Note to Accountant button. CBS allows you to attach
a note to any transaction. The program exports these notes with the
transactions so that your accountant can follow up on any questions
or information you have about the transaction.
21. Enter Bought $33.10 spark plug wrench at Ace. Should this be
for Auto expense? Click OK to close the Note To Accountant
dialog.

22. Click Save. Notice the small yellow note next to the unprinted check
for Ace.

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 Checkbook Data Entry

Note attached

Print a check from the Checkbook data-entry

window
You can print a single check directly from the Checkbook data-entry
window instead of using the File / Print Checks dialog.
1. In the Checkbook data-entry window, select Green Tree LAWN from
the drop-down list in the ID field.
2. Enter 100. in the Amount field.
3. Click the Details tab.
4. Select Snow Removal from the drop-down list in the Description
column for the first row.
5. Change the amount in the Amount field from 100 to 70.

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Checkbook Data Entry

6. Select Lawn Care from the drop-down list in the Description column
for the second row.
7. Click the Print button.
8. In the Check Printing dialog, enter 4/15/07 in the Check date field.
Note that CBS automatically enters the next check number, but you
can overwrite it if necessary. Leave the default check layout
selected.

9. Click the Continue button.

10. After printing the checks, CBS displays a message prompt asking if
all checks printed correctly. Click No.

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 Checkbook Data Entry

11. In the Select Checks That Did Not Print dialog, mark the checkbox
for Green Tree and click the Done button.

Notice that CBS saved the check as an unprinted check, and the
running balance is not affected.

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Checkbook Data Entry

50 Client Bookkeeping Solution Tutorial

 4
CheckWriter Vendors
CBS makes it easy for you to keep track of information about each of
your company’s regular vendors. The vendor record serves as a
template for creating new transactions. When you record a check for a
vendor in CBS, the program recalls the applicable information stored in
the vendor record so that you do not need to re-enter that information.
You can set up an unlimited number of vendor records in the Setup /
Vendors window or you can add vendors on the fly from the Checkbook
data-entry window. CBS exports vendor data to your accountant at the
end of your current CBS processing period.

Add a vendor on the fly

1. In the Checkbook data-entry window, highlight (New checkbook
item) in the listview pane and then select Check from the drop-down
list in the Type field.
2. Mark the Vendor check checkbox.
3. Enter DTE in the ID field.
4. Enter Detroit Edison in the Payee field.
5. Enter 80. in the Amount field.
6. On the Distributions tab, select account 661 from the drop-down list
in the Account column in the first distribution row.

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CheckWriter Vendors

7. Click Save. CBS displays a message prompt informing you that this
vendor does not exist and asks if you would like to add this vendor.
Click Yes. CBS opens the Confirm New Vendor Data dialog, where
you can verify the vendor ID, payee name, and vendor name. Click
OK to return to the Checkbook data-entry window.

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 CheckWriter Vendors

Add a vendor record

When you verified the vendor information in the previous section, CBS
created a vendor record with that information. Now you can set up the
rest of the vendor record in the Vendors window.
1. Cho ose Setup / Vendors.
2. Select DTE from the drop-down list in the ID field. Enter or select the
following information on the General tab.

Street 1 234 Main Ave.

City Ann Arbor
State MI
Zip 48105
Ven desc. Utilities

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CheckWriter Vendors

3. Click the Distributions tab. Notice that CBS automatically selected

account 661 and entered the amount of 80.00. The program recalled
this information from the vendor record that you set up in the
previous section.

4. Click the CW Details tab. Enter Electric in the first Description field.
Press the TAB key. A prompt appears, asking if you would like to
add this new description to the system. Click Yes.
5. In the List of Detail Descriptions dialog, press the TAB key to move
to the next row in the grid and enter Gas in the next description line.
Click OK to close this dialog and return to the Vendors window.
6. Change the amount associated with the Electric detail to 30. (Again,
you must enter the decimal point.) Select Gas on the second line.
Press the TAB key on your keyboard. CBS automatically distributes
the remaining balance to the Gas item.
7. Click Save.

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 CheckWriter Vendors

Add another vendor

1. On a new vendor record, enter MAX in the ID field.
2. Enter Office Max in the Name field.
3. Enter or select the following information on the General tab.

Street 1 123 Main Street

Street 2 Suite 102
City Plymouth
State MI
Zip 48170

4. Click the Distributions tab. In the first distribution row, select 622
from the drop-down list in the Account column.
5. Click Save.

Enter a vendor check

1. In the Checkbook data-entry window, select Office Max from the
drop-down list in the ID field. Notice that CBS automatically recalls
information from the new vendor’s record.
2. Enter 90. in the Amount field.
3. Click Save, then close the Checkbook data-entry window.

Client Bookkeeping Solution Tutorial 55

CheckWriter Vendors

56 Client Bookkeeping Solution Tutorial

 5
Memorized Transactions
In CBS, memorized transactions can speed data entry for all types of
transactions. For example, if you pay the same amount of rent every
month, you can set up a recurring memorized transaction for CBS to use
to automatically create a check for you to print each month. Your
accountant can set up memorized transactions to help you complete a
checkbook reconciliation. Two memorized transactions have been set up
for this sample company.

Set up a new memorized transaction

1. Cho ose Setup / Memorized Transactions.
2. Highlig ht Bank Service Charges in the listview pane. Notice that the
transaction amount is zero. If the transaction amount will vary for
each transaction created from the memorized transaction, you may
want to leave the amount blank on the memorized transaction
record. You can enter the correct amount when you create a
transaction.

3. Click the New Item button on the toolbar or highlight New

Memorized Transaction in the listview pane.
4. Enter the following information in the appropriate fields.

Type Check
ID Monthly Rent
Vendor ID GREEN
Amount $1400

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Memorized Transactions

5. Click the Recurring transaction tab and select Monthly from the
drop-down list in the Frequency field.
6. Select Operating in the Prompt to create when opening field. CBS
will prompt you to create recurring transactions that may be due
when you open this checkbook.
7. In the Recurrence date field, enter 4/01/07.
8. In the Days in advance to enter field, enter 0.

9. Click Save and close the Memorized Transaction window.

10. Cho ose Checkbook / Open / Operating. CBS displays a message
prompt informing you that there are recurring transactions scheduled
to be created.

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 Memorized Transactions

11. Cho ose the Selected option and click OK.

12. In the Select Memorized Transactions to Use dialog, verify that the
check to GREEN is in the Selected transactions pane.

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Memorized Transactions

13. Click OK to create a transaction for GREEN based on the

memorized transaction you set up.
14. If there are multiple transactions due to be created at this time
(based on your current system date), the Update & Confirm
Transactions to Create dialog opens where you can select the
transactions to create at this time.
For this tutorial, clear all checkboxes except for the 4/01/07 check
and click OK.

15. CBS displays a message prompt informing you that it has finished
creating the transactions. In the Checkbook data-entry window, note
that CBS created an unprinted check for Green Tree.

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 Memorized Transactions

Memorize a transaction
1. In the Checkbook data-entry window, navigate to a new record and
then select Office Max from the drop-down list in the ID field.
2. Enter 80. in the Amount field. When you move the cursor to the next
field, CBS updates the distribution to match the total amount. If you
know that you will write a check for $80 to Office Max again, you may
want to memorize this transaction.
3. Cho ose Edit / Memorize Transactions, then click Save.
4. To view this new memorized transaction, select Office Max from the
drop-down list in the ID field. Notice that the program populated the
Amount field with the $80 amount.

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5. Click Save.

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Printing Reports and Checks
Your CBS software includes a number of helpful reports that you can use
to verify and analyze your company data. You can customize each report
to your specific needs by selecting print options for each report.
You can also use your CBS software to print checks on blank or
preprinted check stock.

Consolidate checks
CBS allows you to combine multiple unprinted checks written to the
same vendor into one check for check printing.

Important! Once you consolidate checks, you cannot reverse the

consolidation. Therefore, you should be very careful when selecting
checks to consolidate.

1. Cho ose Checkbook / Consolidate Checks / Operating.

2. In the Consolidate Checks dialog, notice that both Ace Hardware and
Office Max have checks available for consolidation. Highlight Office
Max in the Payees available for consolidation pane at the top.
3. CBS displays the three checks to Office Max that you can
consolidate into one check. Click the Select All button.

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4. Click the Consolidate button. When the program displays a prompt

informing you that all checks were successfully consolidated, click
OK.
5. Click the Close button to return to the Checkbook data-entry
window.
Notice that a single check to Office Max in the amount of $250.00
appears in the listview pane. CBS combined the distribution amounts
by account. On the Details tab, CBS combined the amounts by
description.

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6. Close the Checkbook data-entry window.

Print reports
Before printing checks, you may want to print the Unprinted Regular
Checks report to verify the information on the checks and avoid printing
checks with errors and wasting check stock.
1. Open the Queue Reports dialog using any of the following methods.

ƒ Click the Print Reports button on the toolbar.

ƒ Click the Reports icon on the shortcut bar.
ƒ Cho ose File / Queue Reports.
Notice that CBS selects the Operating checkbook because it is the
default checkbook.

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2. Mark the Unprinted Regular Checks checkbox and click the

associated Options button.
3. In the Unprinted Regular Checks List dialog, choose the Selected
option in the Unprinted Checks to Include group box. Click the
Select Checks button.
4. In the Select Regular Checks dialog, double-click the check for
Office Max to move it to the Selected checks pane. Click OK.

5. In the Unprinted Regular Checks List dialog, click OK.

6. In the Queue Reports dialog, click the Print Preview button. CBS
displays the report as it would appear when printed.

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7. Close the Preview window by clicking the Close window button in

the upper right corner, or by pressing ALT+F4.
8. Click the Options button associated with the Unprinted Regular
Checks checkbox.
9. Cho ose the All option in the Unprinted Checks to Include group box.
10. Cho ose the User-defined detail option in the Format group box.
Click OK.
11. In the Queue Reports dialog, mark the Unprinted Regular Checks
checkbox and click the Print Preview button. Check the preview to
ensure that all items are displayed correctly.

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12. Close the Preview window and then close the Queue Reports dialog.

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Print checks
After you have previewed the Unprinted Checks report to verify that all
information is correct, you can print your checks.

1. Cho ose File / Print Checks, or click the Print Checks button on
the toolbar.
2. Verify that Vendor ID is selected in the Sort by field on the Regular
tab.
3. Cho ose Selected from the drop-down list in the Checks to print field
and then click the Select Checks button.
4. In the Select Regular Checks dialog, click the Select All button to
move all checks to the Selected checks pane, and then click the
Consolidate button.

5. In the Consolidate Checks dialog, click the Select All button to mark
the two Ace Hardware checks and then click the Consolidate
button.

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6. When the program displays a message informing you that all checks
were successfully consolidated, click OK. Close the Consolidate
Checks dialog.
7. In the Select Regular Checks dialog, select the new combined check
for Ace Hardware and click OK.
8. In the Print Checks dialog, click the Print/Pay button.
9. In the Check Printing dialog, enter 41507 in the Date field. Note that
CBS automatically adds the slashes (/) to the date.

10. Click Continue. When CBS displays a message prompt asking if all
checks printed successfully, click Yes.
11. Open the Checkbook data-entry window. CBS displays a message
prompt asking you to select the transactions to create. Click Cancel.
In the Checkbook data-entry window, notice that the program
retained the 4/01/07 date for the Green Tree check and entered
4/15/07 for the undated checks.

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Tips
ƒ If you want CBS to display the check numbers in sequence, you can
select Order Entered in the Sort by field in the Print Checks dialog
when printing checks.
To sort the checks by number while working in the Checkbook data-
entry window, click the Number column heading in the listview pane.
When you close the Checkbook data-entry window, CBS will return
the transactions to the Date sort order.
ƒ If there are transactions scheduled to be created, CBS will continue
to display the message prompt asking you to select the transactions
to create each time you open the applicable data-entry window until
all transactions have been created.
If you do not want the program to display this prompt each time you
open the data-entry window, select NONE in the Prompt to create
when opening field in the Recurring Transaction tab of the Setup /
Memorized Transactions window for each memorized transaction.

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Enter future-period checks

CBS allows you to enter checks that are dated in a future period. You will
now record a check for lawn care service to be generated and printed on
May 15, 2007.
1. In the Checkbook data-entry window, select Handwritten from the
drop-down list in the Pay preference field. If your current system date
is before the next export date, CBS displays a message prompt
informing you that you have entered a date in a future period. Click
OK.
2. Enter 51507 in the Date field.
3. Select Green Tree LAWN from the ID field.
4. Enter 45. in the Amount field.
5. Click the Details tab and select Lawn Care in the Description
column of the first distribution row.
6. Click Save.

Note: CBS will not export future-period checks to your accountant until
you have moved CBS into the period for that check. For example, CBS
will not export a check written for May 15, 2007 until you export your May
data.

Enter non-vendor checks

Until now, you have been entering checks that are used to pay vendors.
CBS allows you to enter other types of checks as well. In this example,
you will enter a check for a charitable donation.
1. In a new checkbook record, select Paper from the drop-down list in
the Pay preference field.
2. Enter 4/30/07 in the Date field.
3. Enter Girl Scouts in the Payee field.
4. Enter 9. in the Amount field. Press TAB to move the Account column
on the Distributions tab and select 700.

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5. Click the Print button. CBS will print a check for nine dollars to the
Girl Scouts on your default printer.
6. Click Continue in the Check Printing dialog. Click Yes when the
program asks if all checks printed successfully.

Note: CBS does not track total amounts for non-vendors.

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Deposits and Other Bank Items
In addition to writing and recording checks, you can use CBS to enter
deposits, fund transfers, and other financial transactions that affect your
accounts. You can also easily export these transactions to your
accountant.

Enter a deposit
1. Enter the following in the Checkbook data-entry window.

Type Deposit
Date 4/30/07
Description Monthly Sales
Amount 1847.15

2. On the Distributions tab, select 401 from the drop-down list in the
Account column for the first row.
3. Click the Details tab, and select Checks from the drop-down list in
the Description column of the first row. Enter 1047.15 in the Amount
column.
4. Select Cash in the Description column for the second distribution
row. CBS automatically enters the remaining amount for you.
5. Save this transaction as a memorized transaction by choosing Edit /
Memorize Transaction. In the Confirm New Memorized Transaction
Data dialog, enter Sales in the ID field and click OK.

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6. In the Checkbook data-entry window, click the Print button.

7. In the Print Deposit Slips dialog, click the Print button. CBS prints
the deposit slip and saves the deposit transaction.

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Tips
ƒ If the deposit amounts will vary for each deposit transaction, you may
want to memorize the transaction before you enter any amounts for
the distributions. Or you can choose Setup / Memorized
Transactions and set up a memorized deposit transaction with
blank amounts.
ƒ CBS allows you to print deposit slips using the layout selected in the
Checkbook Setup window. The deposit slip may include MICR
encoding, the check number and amount for each individual check
being deposited, the total cash amount, a signature line, and other
option variables.
ƒ CBS includes a number of predefined deposit slip layouts that
include a detailed deposit report on the deposit slip.

Enter a payment
CBS makes it easy for you to record other bank items, such as ATM
transactions or bank service charges. In this example, you will enter a
$20.00 bank service charge.
1. In the Checkbook data-entry window, select Other Payment from
the Type drop-down list.
2. Enter 43007 in the Date field.
3. Select Bank Service Charges: 621 from the Description drop-down
list.
4. Enter 20. in the Amount field.
5. Click Save.

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Transfer funds
You can use the Checkbook data-entry window to transfer funds
between accounts in CBS. In this example, you will transfer money from
your Operating checkbook to your Payroll Bank checkbook.
1. In the Checkbook data-entry window, verify that Other Payment is
selected in the Type field.
2. Enter 43007 in the Date field.
3. Enter Transfer to Payroll in the Description field.
4. Enter 2000. in the Amount field.
5. Press the TAB key to move to the first row on the Distributions tab.
Press F4 in the Account column and select 103.

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6. Click Save. The program transfers the $2,000 from the Operating
checkbook to the Payroll checkbook.

7. Cho ose Checkbook / Open / Payroll Bank.

8. In the listview pane, highlight the payroll transfer transaction you just
created. The fields on the Distributions tab are grayed out because
the transaction was created in a different checkbook. Notice that the
transaction type is Other Deposit.

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9. Click the Delete button. Because you created this transaction in the
Operating checkbook, CBS does not allow you to delete it from this
checkbook. The program displays a message explaining that this
item was created in the Operating checkbook and must be deleted
from that checkbook. Any changes you make to the transaction in
the Checking Account checkbook will be reflected in the Payroll
checkbook.
10. Click OK and close the Payroll Bank Checkbook data-entry window.

Void or delete a check

It appears that you paid rent twice this month. CBS allows you to void or
delete a check record. In addition, if you need to reprint the check, you
can choose to duplicate the check for reprinting.
1. Select Check # 100 for Green Tree from the listview pane.
2. Click the Delete button.

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3. In the Void or Delete Printed Check dialog, the Void the check
option is selected by default.
4. Mark the Duplicate the check on void or delete checkbox, then
click OK.

CBS now displays the text **VOID** in the Payment column for the
deleted check. Notice that CBS also created a duplicate unprinted
check.
5. Highlight the unprinted check and click the Delete button.
6. CBS displays a message prompt asking if you are sure you want to
delete this check. Click Yes.

Note: CBS does not allow you to void or delete an exported transaction
or an EFT (Submit) transaction that has been processed by your
financial institution. Instead, you must reverse the transaction. When you
attempt to void or delete one of these transactions, CBS displays a
message prompt asking if you would like to create a reversal transaction.
If you click Yes, CBS creates a negative-amount transaction to reverse
the original transaction. This transaction will be exported to your
accountant at the end of the processing period.

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Print the Checkbook Register report

The Checkbook Register report is very much like a check register in a
manual checkbook system. It shows all activity for the selected
checkbook, including handwritten or printed checks, deposits, other bank
items, and checkbook adjustments. If you need a hardcopy statement
listing all of your transactions for a particular CBS checkbook, you can
print the Checkbook Register Report.

1. Click the Print Reports button on the toolbar.

2. Mark the Checkbook Register checkbox and click the associated
Options button.
3. In the Checkbook Register dialog, choose the Current export
period option, and then click OK.

4. In the Queue Reports dialog, click the Print Preview button.

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CBS displays the Checkbook Register report, showing all

transactions that will export to your accountant, including any voided
checks. The future-period check will not be exported at this time. To
see the future-period check, select All in the Print Options dialog.
5. Close the preview window and the Queue Reports dialog.

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Noncalculating Payroll

Employee setup
CBS makes it easy to keep track of information about each of your
company’s employees. The employee record serves as a template.
When you record a payroll check for an employee in CBS CheckWriter,
the program recalls the applicable information stored in the employee
record so that you do not need to re-enter that information.
CBS exports information for each employee to your accountant at the
end of each CBS processing period.
1. Cho ose Setup / Employees.
2. Enter the following information for the new employee.

ID 103
Name Julie L. Adams
Address 123 Main
Canton, MI 48188

Note: The employee ID must be a number between 1 and 30,000.

3. Enter a minus sign (-) in the SSN field. When you move the cursor to
the next field, the program automatically enters “Applied for” in the
SSN field. You can overwrite this at a later time when you have the
employee’s social security number.
4. Enter www.webaddress.com in the Web page field.

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5. Select 1 from the drop-down list in the Dept. # field. The program
displays a message prompt asking if you want to update the
employee distributions based on the department. Click Yes.

Note: CBS CheckWriter does not allow you to add departments.

Your accountant sets up the departments for you.

6. Click the Check Distributions tab. Notice that the account numbers
have been assigned to the payroll items.
7. Enter 626 in the Account column associated with the Gross Pay 1
item to overwrite the default account number.
8. Press the TAB key. The program displays a message prompt asking
if you want to add this new account to the system. Click Yes.
9. In the Chart of Accounts window, select E in the Type field and enter
Wages in the Description field.

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10. Click Save to save the new account number and press CTRL+F4 to
close the Chart of Accounts window.

11. In the NCP Employees window, click Save.

Modify employee information

Once you have added employee information, CBS allows you to modify
those records quickly and easily.
1. In the NCP Employees window, select 101 from the drop-down list in
the ID field.
2. Click the Check Distributions tab.
3. Click inside the Units field and press F1. The program displays the
popup help for the distribution grid. The help includes an explanation
of the grid and the type of data that the program expects. Press ESC
on your keyboard to dismiss the help topic.

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4. Enter 1 in the Units field.

5. Click Save. CBS automatically moves to the record for employee
102.
6. On the Check Distributions tab, note that CBS recalled the
distribution amounts from Sue’s employee record. If an employee
receives the same amount on each check, you may want to save the
amounts in the employee record. The program will then save you
time by automatically entering the correct amounts in the check
record during data entry.
7. Click inside the Account field for the Other W/H A item and press F4.
Scroll down until you see account 210 – Payroll taxes payable.

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Select this item to create a withholding item for this employee’s

payroll taxes.

8. Click Save to record your changes.

Tip
If your accountant has set up your CBS software to allow you to view,
transfer, and/or delete payroll department information, you can use the
Setup / View NCP Payroll Departments window to view the earning,
withholding, and deduction items selected for the payroll departments set
up by your accountant. From this dialog, you may also be able to transfer
information to employee records, unexported check transactions, and/or
exported checks, and you may be able to delete payroll departments that
are not used in any employee record.

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If your CBS software is not set up to view, transfer, or delete payroll

department information, you may want to use the same generic item for
the same pay or withholding item for each employee. For example, if you
deduct a fixed amount for union dues, you would reserve one of the
Other W/H items for union dues for all employees. You would then enter
the union dues amount in the employee record for those employees who
pay union dues, and leave the amount blank for those who do not pay
union dues.

Payroll check entry

CBS allows you to enter noncalculating payroll checks using the
information you set up in the employee records.

Enter noncalculating payroll checks

1. Cho ose Checkbook / Open / Payroll Bank.
2. Select 101 from the ID drop-down list. Press the TAB key. Notice the
Amount field is grayed out.
3. Enter the following amounts on the Distributions tab.

Gross Pay #1 1000.00

FICA-SS W/H 62.00
FICA-Med W/H 14.50
Federal W/H 89.90
State W/H 40.00

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4. Click Save.
Because you are not using all the payroll items, you may choose to set
up the data-entry options to hide these rows.
1. Click the Options button, then click the Payroll Checks tab.
2. Mark the Gross Pay #4, Gross Pay #5, and Gross Pay #6
checkboxes in the Hide Line Item group box. Click OK.
3. In the Checkbook data-entry window, select 102 from the ID drop-
down list. Note the amounts in the Distributions grid.

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4. Click Save to save this check.

5. Select 103 from the ID field and enter the following values.

Gross Pay #1 500.00

FICA-SS W/H 31.00
FICA-Med W/H 7.25
Federal W/H 44.00
State W/H 20.00

6. Click Save.
Note the TBal (tentative balance) on the status bar represents the
checkbook balance after these checks are printed. In other words, it
is the current checkbook balance minus any unprinted check
amounts.
7. Close the Checkbook data-entry window.

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View the Unprinted Payroll Checks report

The Unprinted Payroll Checks List shows complete detail for unprinted
checks entered for the selected checkbook . Detailed information for
each unprinted check includes the employee number and name, work
units, all distribution information, and the net pay amount. The report also
includes company totals for all distributions and for FICA and federal
payroll tax liabilities.
To print or view this report:

1. Click the Reports icon on the shortcut bar, or select File /

Queue Reports.
2. Select Payroll Bank from the drop-down list in the Checkbook field.
3. Mark the Unprinted Payroll Checks checkbox.
4. Click the Print Preview button.
5. Review the report and then close the Preview window.

Print payroll checks

1. In the Queue Reports dialog, mark the Print Payroll Checks
checkbox and click the associated Options button.
2. In the Print Payroll Checks dialog, select Employee ID from the
drop-down list in the Sort by field.
3. Select All in the Checks to print field.

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4. Click the Print button.

Note: You cannot preview checks in CBS.

5. In the Check Printing dialog, enter 4/30/07 in the Date field and click
Continue. The program displays a message prompt asking if all
checks printed successfully. Click No.
6. In the Select Checks that Did Not Print dialog, click the Check
Printing Diagnostics button. Note that there are alternative print
strategies you can try if you are having trouble printing.
7. Click Cancel.

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8. Mark the checkbox associated with check # 1000 for Tom Johnston.

9. Click the Done button, then click OK to close the Print Payroll
Checks dialog.
10. In the Queue Reports dialog, clear the Print Payroll Checks
checkbox.
11. Click OK to close the Queue Reports dialog.

Void, delete, or duplicate a payroll check

You may sometimes find it necessary to void or delete a payroll check
from your CBS company database.
1. Open the Payroll Bank checkbook if it is not already open.
2. Highlig ht check 1001 (for Sue Quincy) in the listview pane.
3. Click the Delete button.
4. In the Void or Delete Printed Check dialog, choose Void the check
and mark the Duplicate the check on void or delete checkbox.
Click OK.
5. In the Checkbook listview pane, the program now displays the word
**VOID** in the Payment column for Check 1001. Notice that CBS
also created a duplicate unprinted check for Sue Quincy.

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6. Highlight the unprinted check to Sue Quincy and mark the

Handwritten checkbox.
7. Enter 43007 in the Date field.
8. Click Save to record this action.

Preview the Printed Payroll Checks report

You can use the Printed Payroll Checks report to view information about
printed payroll checks for the selected checkbook. The report includes
both checks printed in CBS and those that have been entered as
handwritten checks.

1. Click the Print Reports button on the toolbar.

2. In the Queue Reports dialog, select Payroll Bank from the
Checkbook drop-down list.

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3. Mark the Printed Payroll Checks checkbox and then click the
associated Options button.
4. In the Checks to include group box, choose the Current export
period option.
5. In the Format group box, choose the Detail (Sorted by type) option.
6. Select Check Number from the Print Order drop-down list.
7. Click OK.
8. In the Queue Reports dialog, click the Print Preview button.

9. Click the Next Page button on the toolbar.

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10. When you have finished reviewing the report, close the preview
window, and then click OK to close the Queue Reports dialog.

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Journal Entries and Other
Features
CBS allows you to enter journal entry transactions, which do not affect
the balance of any of your CBS checkbooks.

Journal entries
1. Cho ose Setup / Memorized Transactions.
2. Select Journal Entry from the drop-down list in the Type field.
3. Enter Depreciation Adjustment in the ID and Description fields.
4. On the Distributions tab, select 161 in the first row of the Account
column. Leave the Debit and Credit columns blank.
5. Select 163 in the Account column of the second distribution row.
6. Select 608 in the Account column of the third distribution row.
7. Click Save and close the Memorized Transactions window.

8. Click the Journal Entries icon on the CheckWriter shortcut bar.

9. Enter 4/30/07 in the Date field.
10. Press F4 in the Summary Description field and select Depreciation
Adjustment.
11. Enter 30.00 in the Credit column of the first distribution row.

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12. Press the down-arrow key on your keyboard and enter 50.00 in the
Credit column of the second distribution row.
13. Press the down-arrow key again and then click the Balance Entry
button. The program enters 80.00 in the Debit column.

14. Click Save and close the Journal Entries window.

Filter transactions
In CBS, you can use filters to limit the number of transactions that are
displayed in the Checkbook listview pane.

1. Click the Checkbook icon on the shortcut bar. If CBS displays

a message prompt informing you that there are recurring
transactions scheduled to be created, choose the None option and
click OK.
2. Cho ose Edit / Filter Transactions or click the Filters button.

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3. In the Checkbook Filters dialog, enter New in the Filter Name field.
4. Enter 100 to 103 in the Number From and To fields in the Ranges to
Include group box. Click OK.

5. CBS displays a message prompt asking if you want to save the filter.
Click No.
6. Notice the program now displays only checks 100 through 103 in the
listview pane.

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7. Click the Filters button.

8. In the Checkbook Filters dialog, select All from the Filter Name drop-
down list and then click OK. CBS now displays all transactions in the
listview pane.

Sort transactions
You can sort the transactions displayed in the listview pane to make it
easier to find a particular transaction or group of transactions. Click a
column heading in the listview pane to sort the list according to the data
in that column.
For example, click the Number column heading in the listview pane. The
program sorts the transactions by check number.

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Notice that CBS no longer displays the balances in the Balance column.
You must sort the transactions by date in order to display the running
balance.

Find transactions
You can use the Find feature to search for a specific transaction in the
Checkbook data-entry window. Follow the steps below to search for a
particular check number.

1. Cho ose Edit / Find Checkbook item or click the Find button on
the toolbar.
2. In the Find dialog, enter 103 in the Text to Find field.

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3. In the Field(s) to Search field, select Number from the drop-down

list.

4. Click Find. CBS opens the transaction record for check #103. Click
the Close button in the Find dialog to view the information for the
check.
5. Close the Checkbook data-entry window.

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Checkbook Reconciliation
If your accountant has enabled the checkbook reconciliation feature in
your CBS software, you can make the job of reconciling your checkbook
much faster and easier. If your financial institution offers any online
banking services, you can use CBS to retrieve bank statements and
reconcile your CBS checkbooks against these statements.

Enter opening and ending balances

1. Cho ose Checkbook / Reconcile / Operating (or click the

Checkbook Reconciliation icon on the CheckWriter shortcut

bar).
2. Click the Summary tab. The Summary tab displays the following
information from your account statement.
ƒ Statement beginning and ending dates
ƒ Statement beginning and ending balances
ƒ Total amount in checks cashed during this statement period
ƒ Total amount deposited during this statement period
3. In the Statement Opening Balance group box, enter 4/01/07 in the
Date field and 4150.25 in the Amount field. This was the beginning
balance adjustment amount. Adjustments do not appear with the
Checkbook Reconciliation transactions.
4. In the Statement Ending Balance group box, enter 4/30/07 in the
Date field and 993.00 in the Amount field.
5. Click the Checkbook Transactions tab. Notice the Statement date
and amounts in the bottom portion of the window.

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View transaction details

CBS allows you to display transactions details (entered on the Details
tab of the Checkbook data-entry window for deposits, other payments,
and other deposits), with each component of the transaction displayed
on a separate line.
1. In the View group box, choose the Details option. CBS now displays
the Cash and Checks separately for the deposit you entered.

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2. Because the cash deposit was posted immediately, you can mark
this as cleared using any of the methods listed below. The program
places an X in the Cleared column for all cleared items.
ƒ Double-click the item you want to clear.
ƒ Right-click the item you want to clear and choose Mark as
Cleared from the context menu.
ƒ Highlight the item you want to clear and press the ENTER key or
the SPACEBAR on your keyboard.

Note: You can clear a range of checks using either of the following
methods.
ƒ Click the first item you want to clear, hold down the SHIFT key
on your keyboard and click the last item in the range, and then
press ENTER.
ƒ Cho ose Edit / Clear Check Range. In the Clear Check Ranges
dialog, specify up to five ranges of items to clear, and click OK.
See the “Clear Check Range” section on page 111 for details.

Add interest income transactions

1. This checking account earns interest so you will need to add the
interest to the CBS checkbook. You can do this right from the
Checkbook reconciliation window. Click the Add button.
2. In the Add Transactions to Checkbook dialog, select Other Item,
Deposit from the drop-down list in the Type field.
3. Select Interest Income from the drop-down list in the Description
field. This was a memorized transaction that your accountant set up,
so the program automatically enters the account number. You may
overwrite this number if needed.
4. Enter 4/30/07 in the Date column.
5. Enter 16.5 in the Amount column. Notice that the program adds the
trailing zero to the amount.
6. Since this is a Recurring transaction, select Recurring from the
drop-down list in the Recurring column.

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7. Leave EOM (End of Month) in the Recurring Frequency field.

8. Click the Create All button.

9. Click OK when prompted that the item was created, and then click
the Done button. Note that the Interest Income item is already
marked as cleared and the Unreconciled Difference is now
$3,973.75.

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10. Click Save.

11. Open the Checkbook data-entry window. Notice that the program
added the Interest Income item to the checkbook.

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12. The C next to the transaction description indicates that the item is
selected to clear. The P next to the Deposit item indicates that this
item is partially cleared.

13. Close the Checkbook window and return to the Checkbook

Reconciliation window.

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Edit menu options

When the Checkbook Transactions tab of the Reconcile Transactions
window is active, the Edit menu includes some commands that you may
find helpful as you reconcile your checkbook in CBS. These commands
include Detail Options, Filter Reconciliation, and Clear Check Range.
Let’s look at the Clear Check Range command.

Clear Check Range

1. Cho ose Edit / Clear Check Range.
2. In the Clear Check Ranges dialog, you can enter up to five ranges of
check numbers to clear at once. Enter 100 in the first From field and
105 in the corresponding To field.

3. Click OK. CBS clears all of the checks in the range, as indicated by
the X notation in the Cleared column for checks 100 through 105.

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Finalize the reconciliation

1. On the Checkbook Transactions tab of the Reconcile Transactions
window, clear the two Other Items (Bank service charge and
Transfer to Payroll). Notice that the unreconciled difference is now
zero.
2. Click the Finalize button. CBS displays a message prompt
confirming that you want to finalize the reconciliation. Click Yes.
3. CBS displays a message prompt asking if you want to Preview the
Checkbook Reconciliation report. Click Yes. The program displays
the report in the Preview window. You can print the report by clicking
the Print button on the toolbar.

Note: If you modify or delete any transaction detail after you have
finalized the reconciliation, the reconciliation report will include a line
item labeled “Report adjustment for transactions modified or
removed.”

4. Close the Preview window. CBS automatically closes the Reconcile

Transactions window.
5. Cho ose Checkbook / Reconcile / Operating and note that the
program removed the cleared transactions and advanced the
statement ending date.

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6. Close the Reconcile Transactions window.

7. Cho ose Checkbook / Open / Operating. Note that an X appears in
the Status column for the cleared transactions.

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8. Close the Checkbook data-entry window.

Note: If you set up CBS to retrieve your transaction data directly from
your financial institution or from an electronic file, the program fills in the
dates and amounts for you. As you clear transactions during checkbook
reconciliation, the program calculates cleared amounts, ending balances,
and unreconciled differences.

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Export to Accountant
Now that you have entered your checks, vendor information, employee
records, and journal entries, you are ready to export this information to
your accountant.

Print the Transactions List report

Before you export any data, you may want to print the Transactions List
report for your records and set up a location for your export and backup
files. The Transactions List shows all transactions in CBS, sorted by
general ledger account number and date.
When printing this report just prior to creating an export disk for your
accountant, choose the Current export period option so that the report
represents an accurate list of all transactions to be exported.
1. Cho ose File / Queue Reports.
2. Mark the Transactions List checkbox and click the associated
Options button.
3. Cho ose the Current export period option in the Activity to Include
group box.
4. Cho ose the All option in the GL accounts to include group box.
5. Click OK to close the Options dialog, and then click the Print
Preview button.

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Note that the Transactions List report shows transactions for all
checkbooks. Because adjustments do not transfer to your
accountant, they are not shown on the report.
6. Close the Preview window and the Queue Reports dialog.

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Specify locations for export and backup data

Before exporting data, you will need to set up a file location for your
export and backup files.

Export and back up to a local folder

1. Cho ose Utilities / Options, and then click the CBS Data Folders
tab.
2. Click the Browse button associated with the Export to Accountant
field. In the Modify Location dialog, scroll to the top of the folders list
and click Desktop.
3. Click OK to return to the Options dialog. CBS populates the Export to
accountant field with this location.
4. With the path still highlighted, right-click in the Export to accountant
field and choose Copy from the context menu. Highlight the path in
the Backup/Restore field. Right-click and choose Paste. CBS stores
your export and backup files on your desktop.
5. Click OK to close the Options dialog.

Export to a secure server location

Your accountant may have set up your CBS software to automatically
export data to a secure server location. Your accountant has set up the
program to automatically send the export data to the secure server.
However, if the export process fails for any reason, CBS will display a
message prompt giving you the option to export the data to a local folder
location or to try to export to the secure server again.
Note that you must have an active Internet connection in order for CBS
to export the data to the secure server.

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Export data to your accountant

1. Cho ose File / Export To Accountant or click the Export to

Accountant icon on the CBS shortcut bar.

2. The program displays a message prompt recommending that you
back up your data before exporting to the accountant. Click Yes to
create a backup of your data. Both the backup file and export file are
stored on your desktop.
3. Click Save in the Backup Company Database dialog.
4. CBS displays a message prompt informing you when the backup is
complete. Click OK.
5. When the backup is complete, CBS opens the Export Details dialog.
Note the dates in the Current Export Date and Next Export Date
columns. You can override the next export date if needed.

6. If the current export date is beyond the system date (today’s date),
the program will display a warning prompt. Do not ignore this
warning. Contact your accountant before continuing with the
export.
7. Click Continue. When the export is complete, CBS may display a
message prompt asking if you want to email the file to your
accountant. For this exercise, click No.

Note: You must have a MAPI-compliant email program installed on

your computer for CBS to prompt you to send an email message to
your accountant.

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8. The program prompts you when the export is complete. Click OK.
Notice the CW Date in the lower, right corner of the status bar is now
5/31/07.

Reverse an exported transaction

Let’s assume that something was wrong with one of the checks you
exported to your accountant, and you need to reverse the check.
1. Cho ose Checkbook / Open / Operating. Notice that the exported
transactions are now gray and unavailable. Only the unexported
transactions, such as the check for LAWN, are not gray.
2. Highlight Check # 102 for Detroit Edison in the listview pane, and
click the Delete button. The program displays the following prompt.
Click Yes.

3. CBS creates a negative-amount transaction to offset the exported

transaction and automatically clears the transaction for the next time
you reconcile this checkbook, as indicated by the C notation.

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Reversal
transaction

Automatic back up of files and export data

CBS creates a number of automatic data backups. During the export
process, CBS automatically backs up the pre-export company data and
export data, and stores this information in the CBS Archive folder,
whether or not you choose to back up your data manually. Also, when
CBS software updates require the data to be converted, CBS
automatically backs up the data before converting it.
When you perform a manual data backup, CBS automatically saves
another copy of the data on the hard drive to guard against the risk of file
corruption and data loss. If your accountant has given you security rights

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to view the list of these backup files, you can choose Utilities /
Administrator Utilities and click the Archive Folder Maintenance.

Conclusion
Now that you have learned how to use CBS CheckWriter, you may want
to start using CBS to process your own company data. Or you may want
to continue to learn how to use the program by using the CheckWriter
Sample Company.cbs sample data that is included with your Client
Bookkeeping Solution software.

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SECTION 2:
Client Bookkeeping
Solution
Add-on Modules
This section is intended for clients who are licensed for
CBS CheckWriter and one or more of the following add-on modules.
CBS PayCheck
CBS Accounts Payable
CBS Accounts Receivable

Use sample company CBS Tutors, Inc..cbs

 12
Setting Up the Company Database
If you did not complete Section 1 of this tutorial, you may want to review
the “Start the program” and “Select global program options” sections
beginning on page 7 of this Tutorial.

Scenario
Sample company CBS Tutors, Inc. represents a firm that provides on-
site employee training to various companies. In addition, the firm sells
textbooks and training materials.

Restore the company database

You will use the CBS Tutors, Inc..zip sample database for this part of
the CBS tutorial. Locate the sample data as described in the “Locate and
restore or open the tutorial sample client data” section starting on page
13 of this tutorial. If you will restore the data from the Client Bookkeeping
Solution CD, follow the steps below. If you downloaded the data from the
Internet, the data has already been copied for you.

Note: If you completed the exercises in Section 1 of this tutorial, the

restore path is set to your Windows Desktop. To change the path, click
the CBS Data Folders tab, and enter the correct path in the
Backup/Restore field.

1. Cho ose File / Restore / Database.

2. In the Restore Company Database dialog, double-click the CBS
Tutors, Inc..zip file.
3. When the database has been restored, CBS displays a message
prompt. Click OK.

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Note: If you recently updated your CBS software, the program may
display a message prompt informing you that you must update your
company data before the program can open it in the current version.
Click Yes to continue.

4. In the Enter Password dialog, enter ADMIN in the Password field

and click OK. Note that the password is not case-sensitive.

Select security options

Depending on how your accountant has set up your CBS software, you
may be able to use the multi-level security feature of CBS to control
which users have access to specific windows or commands. A user’s
password determines which CBS commands and features he or she will
be able to access. (Note that other users may be unable to access the
Security window, depending on their own password settings.)
1. To access the CBS security options, choose File / Security.
2. Select Administrator from the drop-down list in the Description field.
The Administrator description is a default classification, which means
that you cannot delete it. For the purpose of this tutorial, you will step
through all of the procedures as the CBS administrator.
Before you can set up additional classifications, you must establish
an Administrator password. This has already been done for this
tutorial client. However, when you set up a new company database,
the Administrator password is blank by default. If you choose to add
users, you would follow the steps below.
3. Highlig ht (New classification) in the listview pane.
4. Enter the user name (for example, “Mary”) or classification name (for
example, “Sales staff”) in the Description field. Enter a password in
the Password field.
5. Mark the checkbox associated with each security option you want to
allow this user or classification to access. You can click the Select
All button on each tabbed page to mark all checkboxes at once.

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6. After you have selected the applicable security features for the user
or classification, click Save and close the Security window.

Tips
ƒ To view a description of any security option, click the desired option.
The program displays a short description of that option in the
Description group box.
ƒ If your CBS login allows you to set up checkbooks and to configure
security in CBS, you can secure each checkbook so that only
specific users can access the checkbook data. To limit access to a
checkbook, choose Checkbook / Setup, select the desired
checkbook, and then click the Security tab.

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Company Properties
1. Cho ose File / Company Properties. Review the information that
has already been set up for this sample company. Notice that there
are several tabbed pages in this dialog. This sample company is
licensed for the CBS CheckWriter, CBS PayCheck, CBS Accounts
Payable, and CBS Accounts Receivable modules, and the direct
deposit feature has been enabled for this company database.
On the General tab, the date in the Next Scheduled Export field is
based on the processing frequency selected by your accountant. If
you have not yet completed an export in CBS, you may override this
date to a prior period date.
The GL account mask is set up by your accountant to help with
your reporting needs. The size of the mask determines the maximum
number of digits you can use for any new GL accounts. Your Chart
of Accounts mask may include the following characters.

L Alpha or numeric location character (for location segment

of mask only)
D Alpha or numeric department character (for department
segment of mask only)
C Alpha or numeric core account character (for core segment
of mask only)
A Alpha-only core account character (for core segment of
mask only)
# Numeric-only core account character (for core segment of
mask only)
./- Optional separators (decimal, forward slash, hyphen)

Depending on how your CBS software is set up, when you add a
new GL account, the account number must use at least all of the C
digits and one D and/or L digit. For example, if your account mask is
LLDDCCC.C, you may add an account number of 101400.1 but not
400.1 or 11400.1.

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The Allow 1099 item selection notation indicates that your

accountant has set up your CBS software to allow you to select 1099
items for vendors when entering regular checks in CBS.

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2. Click the PayCheck tab. You can change the default Payroll
frequency (frequency at which you pay your employees) on this
tabbed page. Note that the changes you make in this dialog will
affect all employees in the company database. You cannot edit the
Payroll Next Export Date; CBS payroll data must be exported
monthly.
Your accountant has set up the SUTA Rate and Limit. You may set
up these rates for additional states as needed for your business.

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3. Click the Accounts Payable tab. This sample database uses the
Net Purchase discount method. Ask your accountant which method
would be best for you.
ƒ Net purchase method. The program adjusts the discount
amount to the actual purchase accounts, so you do not have to
track the discount amounts in a special GL account.
ƒ Discounts taken method. The program tracks the total amount
of discounts used when you issue an AP check within the
allowable discount period.
ƒ Discounts lost method. The program tracks the total amount of
discounts that were once available but expired or were forfeited
by the time the payment was made.

Important! If you change the discount method, CBS will not update
existing open payables to take into account the different discount
method. Please consult with your accountant before choosing a
different discount method.

4. Mark the Automatically consolidate selected checks to the same

vendor checkbox. Later in this tutorial you will learn how to use this
feature to make the check printing process easier.

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5. Click the Accounts Receivable tab. You can specify default

accounts for the program to use in cases where no account is
specified during data entry. While most default accounts are optional,
you must specify account numbers for the Unearned Revenue,
Undeposited Payment, and Accounts Receivable accounts.

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By default, CBS uses the company name and address specified on

your CBS license for the remittance information. You can modify this
information as necessary for printing forms.

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6. Click the Accounts Receivable – Data Entry tab to set up or modify

options that apply to the accounts receivable data-entry windows and
dialogs.

7. Click OK to close the Company Properties dialog.

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Chart of Accounts setup

Your accountant may have set up your CBS software to allow you to add
to or modify the Chart of Accounts.
1. Cho ose Setup / Chart of Accounts (or click the Chart of Accounts

icon on the CheckWriter shortcut bar).

2. In the Chart of Accounts window, enter 702 in the Number field.
3. Select E from the drop-down list in the Type field.
4. Enter Miscellaneous in the Description field.

5. Click Save.
6. Your accountant may have restricted certain accounts with special
purposes. Enter 302 in the Account Number field, select L from the
drop-down list in the Type field, and enter Preferred stock in the
Description field. Click Save.

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CBS displays a prompt stating that you cannot enter this account
number because it falls within the restricted range established by
your accountant. Click OK to continue.

7. Click the Close window button to close the Chart of Accounts

window.
8. You are not going to save this account, so click the No button when
the program asks if you want to save the account number.

Checkbook setup
In CBS, you can set up as many as 100 accounts or checkbooks for your
company database. CBS includes the Checkbook descriptions on all
reports and uses the financial institution name when printing checks on
blank (not preprinted) stock.

Modify a checkbook setup

1. Cho ose Checkbook / Setup.
2. Select Checking Account from the drop-down list in the Checkbook
description field.
3. Select Vendor CSI Forms 800L from the drop-down list in the
Layout column associated with the Regular Checks transaction type.
4. Clear the checkbox associated with the Payroll Checks and
PayCheck Checks types. You will not be using this checkbook for
payroll.
5. Select AP CSI Forms 800L Payment Detail for the Accounts
Payable Checks transaction type.

Note: In order to account for all the check stock used in a print run, if
you are using pre-numbered/preprinted check stock, you must make
sure the Blank Stock field is not marked.

6. Mark the Deposit Slips checkbox and select Deposit Slip CSI
Forms 437L MICR from the Layout column.

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7. Click the Security tab. If your accountant set up your CBS software
to allow you to set up checkbooks and the security for each
checkbook, you can specify which users or user classifications can
access the checkbook data. You can set up this security on a
checkbook-by-checkbook basis.
For example, because you will not use this checkbook to process
payroll or PayCheck checks, clear the checkboxes for those modules
for both classifications.

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8. Depending on how your accountant set up your CBS software, the

Checkbook Setup window may include the Financial Institution
Information tab. If your financial institution allows you to access
your account information via the Internet, you can use the fields on
this tabbed page to set up CBS for online banking.
9. If you have an active Internet connection, click the Update List
button. The Financial Institution list dialog lists the financial
institutions that support at least some form of online banking.
Contact your financial institution for information on accessing your
account information online.

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10. Click Cancel.

11. Depending on how your accountant set up your CBS software, the
Checkbook Setup window may include the MICR Information tab.
You can print MICR-encoded checks on blank (rather than
preprinted) check stock. Please consult with your accountant if you
have questions about setting up your checkbooks for MICR check
printing.

Note: CBS installs MICR fonts with the program. If you do not see
the font characters on this tabbed page, restart your computer to
initialize the fonts.

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12. Click Save. The program automatically moves to the next checkbook
record in the listview pane; in this example, that is the Savings
account.

Note: If you cleared the Move To Next Record After Save

checkbox on the General tab of the Utilities / Options dialog, CBS
does not move to the next record.

13. Click the General tab and select Savings from the Type drop-down
list.
14. CBS requires you to select a layout for at least the Regular Checks
transaction type even if you will not be printing checks from this
checkbook. If you mark the checkbox for any other transaction type,
you must select a layout for that type. Select Vendor Top Check
from the drop-down list in the Layout column for the Regular Checks
transaction type.
15. Clear the checkboxes for all the other transaction types.

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16. Click Save.

17. Because this checkbook was originally selected as the default
checkbook for PayCheck checks, CBS displays a prompt informing
you that your default checkbook will no longer be set for PayCheck
check types. Click OK. Choose Checkbook / Default Checkbook,
and notice that there is no checkbook selected for CBS PayCheck.
18. Click Cancel to close the Default Checkbook dialog.

Add a new checkbook

After you save the Savings checkbook, the program automatically moves
to a new checkbook record. You are going to set up a new checkbook to
use for payroll.
1. Enter Payroll Bank in the Checkbook description field and then
press the TAB key.
2. Enter or select the following information on the General tab of the
Checkbook Setup window.

GL account number 108

Type Checking
Next check number 1000
(MICR) Bank Name Third Fifth Bank
Bank account number 333-333333
Routing number 223334444

3. Mark the checkbox associated with the PayCheck Checks type and
select PayCheck CSI Forms 800L 3 Col from the drop-down list in
the Layout column.

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4. Click Save.

Tip
If you have a bitmap file of a company logo or a signature, you can have
CBS print them on your checks or deposit slips. Simply click the Logo &
Signature Paths button and specify the location for these files. For more
information, search on Logo:specifying logo and signature bitmap file
locations for CBS checks from the Index tab of the CBS Help Topics
dialog.

Select default checkbooks

For each licensed CBS module, you need to select a default checkbook.
This is usually the checkbook you use most often during data entry. CBS
uses these as the default checkbook when printing checks and reports.
1. With the Checkbook Setup window active, press F3 and choose
Default Checkbook Setup from the context menu.

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Checking Account is the default checkbook for all CBS modules

except for CBS PayCheck. This was the first checkbook you set up
for this company database. You can select a different default
checkbook for any licensed CBS module enabled for that transaction
type.

Notes
ƒ You can access the Default Checkbook Setup dialog at any time
by choosing Checkbook / Default Checkbook.
ƒ The drop-down list in the Default Checkbook column includes
only those checkbooks for which you selected the corresponding
CBS module as a transaction type in the Checkbook / Setup
window.

In other words, because you selected the Regular Checks and

Accounts Payable Checks transaction types for the Checking
Account checkbook, Checking Account will be listed in the drop-
down lists for CheckWriter and Accounts Payable in the Default
Checkbook Setup dialog. All CBS checkbooks are listed in the
drop-down list for Accounts Receivable.

2. You do not need to change any of your selections for this tutorial, so
click Cancel to close the Default Checkbook Setup dialog.
3. Close the Checkbook Setup window.

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 13
CBS CheckWriter
CBS CheckWriter is the core module of the Client Bookkeeping Solution
program. With CBS CheckWriter, you can record and print vendor and
noncalculating payroll checks, and you can generate and print many
helpful reports. All of your CBS data integrates seamlessly with your
accountant’s software.
When you add any of the optional modules to your CBS system, you
expand the number of capabilities and specialized features available to
you in a single, easy-to-use program.

Enter beginning checkbook balance

When you set up a new checkbook in CBS, you need to enter a
beginning balance. For this tutorial, your accountant has set up a
checking account for you.
1. Cho ose Checkbook / Open / Checking Account. (Or you can
press CTRL+K to open the default checkbook.)
2. Select Adjustment from the drop-down list in the Type field.
3. Enter 4/30/07 in the Date field. If the current date is not in the same
period as the next export date as seen in the status bar, CBS
displays a warning message that the check you are about to enter is
for a different period (either a prior period or a future period,
depending on the current date). Click OK.
4. Enter Beginning Balance in the Description field.
5. Enter 4150.25 in the Amount field.
6. Click Save.

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Note: CBS records the adjustment as a deposit amount because you

entered a positive number for the amount. CBS does not export
adjustments to your accountant. Adjustments appear gray in the listview
pane and are automatically marked as cleared by the program. Your
accountant will instruct you when to make an adjustment, if needed.

Enter a handwritten check

If you manually write a check from any of your CBS accounts, you can
record that check in CBS as a handwritten check. This allows you to
keep accurate records of all checks written from that account.
1. Select Check from the Type drop-down list.
2. Select Handwritten from the drop-down list in the Pay preference
field.
3. The program automatically enters the next available check number,
but you can overwrite that number. Change the Check # to 101.

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4. Enter 5/15/07 in the Date field. If the program prompts you that the
date is in a different period, click OK.
5. Select LAWN from the drop-down list in the ID field. Notice that the
program automatically marks the Vendor check checkbox and enters
data for the Account and Memo fields on the Distributions tab.
6. Enter 1400. in the Amount field. Be sure to include the decimal point
when you enter the amount.
7. Click the Address tab. Notice that CBS automatically fills in the
address for this vendor.

8. Click Save.

Tips
ƒ If you prefer to enter whole dollar amounts without the decimal point,
you can mark the Implied Decimal On Amounts checkbox on the
General tab of the Utilities / Options dialog. When this checkbox is
marked, the program assumes that the decimal point follows the last
digit if you do not enter a decimal point.

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Example: If you enter 1000 in an amount field, CBS will enter the
amount as $1,000.00. If the checkbox is not marked, CBS will enter
the amount as $10.00.
ƒ If you prefer to have CBS display the Address tab by default when
you open the Checkbook data-entry window, click the Options button
and clear the Default to Distribution tab checkbox.

Enter a non-vendor check

1. In the Checkbook data-entry window, select Paper from the drop-
down list in the Pay preference field.
2. Enter Office Max in the Payee field.
3. On the first distribution line of the Distributions tab, enter 640 in the
Account column and 68.3 in the Amount column.
4. On the second distribution line, select 641 from the drop-down list in
the Account column and 22. in the Amount column.
5. When you move to the next field, the program automatically
calculates the check total and enters the amount of $90.30 in the
Amount field in the Checkbook data-entry window.

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6. Click the Address tab.

7. Enter 234 Main Ave. in the Street field.
8. Enter Newtown in the City field. The program displays a message
prompt asking if you want to add the city to the list of cities. Click
Yes.
9. In the List of Cities dialog, press ENTER to add the new city to the
user-defined list of cities and to close the dialog.

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10. Select MI from the drop-down list in the State field, and then select
48130 from the drop-down list in the Zip field.
11. Click the Details tab.

Note: You can press CTRL+TAB and CTRL+SHIFT+TAB to move

between the tabbed pages in any CBS window or dialog.

12. On the first distribution line, select Printer paper and toner from the
drop-down list in the Description column and enter 30.25 in the
Amount column.
13. On the second distribution line, select Computer accessories in the
Description column and enter 42. in the Amount column. As you
enter detail amounts, the program automatically calculates the
balance and enters it in the Amount column.
14. On the third distribution line, select Other office supplies in the
Description column.

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15. Now assume that you want to ask your accountant a question about
this transaction. Choose Edit / Note to Accountant or (click the
Note button).
16. In the Note to Accountant dialog, enter the following text.
Should a new computer keyboard be classified as office
supplies?

17. Click OK to return to the Checkbook data-entry window.

18. In the Checkbook window, click Save. Notice that the Office Max
transaction includes the yellow note symbol, which indicates that
there is a note attached to the transaction.
Notice also that the TBal amount on the status bar reflects the
checkbook balance as if all checks were printed. The Bal amount
reflects the amount of the printed checks only.

Display checkbook balances in the status bar

You can display the running balance of one or all of your CBS
checkbooks on the status bar, even when the Checkbook data-entry
window is not open.
1. Cho ose Utilities / Options and then click the Status Bar
Configuration tab.
2. Mark the Checkbook balances checkbox and then clear the Payroll
Bank and Savings checkboxes.

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3. In the Checkbook group description field, enter Checking Account

and click OK.

Notice that the Checking Account TBal and Bal amounts are now
displayed on the CBS status bar, next to the CheckWriter and PayCheck
export dates.

Print a non-vendor check

CBS allows you to print checks right from the Checkbook data-entry
window for times when you need to print a check right on the spot.
1. Clear the date in the Date field.
2. Enter Girl Scouts in the Payee field.

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3. Enter 12. in the Amount field.

4. Enter Girl Scout cookies in the Memo field.
5. On the Distributions tab, select 620 from the drop-down list in the
Account column of the first distribution row.
6. Click the Print button.
7. In the Check Printing dialog, enter 5/16/07 in the Check date field
and click the Continue button.

8. The program displays a message prompt asking if all checks printed

successfully. Click No.

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9. In the Select Checks That Did Not Print dialog, mark the checkbox
associated with the Girl Scouts check and click the Done button.

Now, enter another check for Office Max.

1. Enter Office Max in the Payee field.
2. Enter 55.45 in the Amount field.
3. On the Distributions tab, select 641 from the drop-down list in the
Account column on the first distribution row.
4. Click the Details tab and select Computer accessories from the
drop-down list in the Description column on the first row.
5. Click Save. Notice that the program adjusted the tentative balance
amount for the unprinted check amounts, while the balance remains
the same.

Consolidate checks
CBS allows you to consolidate multiple unprinted checks written to the
same payee into a single check.

Important! Once you consolidate checks in CBS, you cannot reverse the
consolidation. Therefore, you should be very careful when selecting
checks to consolidate.

1. Cho ose Checkbook / Consolidate Checks / Checking Account.

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2. In the Consolidate Checks dialog, click the Select All button to mark
all checks in the Checks to consolidate pane.

3. Click the Consolidate button.

4. CBS displays a message prompt when it finishes consolidating the
checks. Click OK and then close the Consolidate Checks dialog.
5. In the Checkbook window, notice that there is now a single $145.75
check for Office Max. Highlight this check in the listview pane.
6. On the Distributions tab, notice that CBS combined the distribution
amounts by account.
7. Click the Details tab. Notice that CBS combined the detail amounts
by description.
8. Close the Checkbook data-entry window.

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Preview the Unprinted Regular Checks report

Before printing checks, you may want to print the Unprinted Regular
Checks report to verify the information on the checks. This way you can
avoid printing checks with errors and wasting check stock.
1. Cho ose File / Queue Reports. Note that the Checking Account
checkbook is selected because it is the default checkbook.
2. Mark the Unprinted Regular Checks checkbox and click the
associated Options button.
3. In the Unprinted Regular Checks List dialog, choose the Selected
option in the Unprinted Checks to Include group box and click the
Select Checks button.

4. Double-click the check for Office Max to move it to the Selected

checks pane and then click OK.
5. In the Unprinted Regular Checks List dialog, click OK to return to the
Queue Reports dialog.
6. Click the Print Preview button to view the report on your computer
monitor.

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7. Close the Preview window by clicking the Close window button in

the upper right corner or by pressing ALT+F4.
8. In the Queue Reports dialog, mark the Unprinted Regular Checks
checkbox and click the Options button.
9. In the Unprinted Regular Checks List dialog, choose the All option in
the Unprinted Checks to Include group box.
10. Cho ose the User-defined detail option in the Format group box.
11. Click OK.
12. In the Queue Reports dialog, click the Print Preview button.

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13. Note that there are no Vendor IDs listed for Office Max or Girl
Scouts. That is because they are not vendor checks, and these
payees will not appear in the Vendor List report. In addition, the
program will not calculate year-to-date vendor totals for these
payees.
14. Close the Preview window.
15. Click OK to close the Queue Reports dialog.

Tips
ƒ You can customize each CBS report by selecting the print options
that fit your specific needs. Click the Options button associated with
each report to select these options.
ƒ You can choose the number of copies of each report to print
(between 1 and 99 copies) by changing the number next to the
Options button.

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ƒ You can preview the reports on your computer monitor before

printing them to paper, as you did in the previous exercise. This
allows you to make any adjustments to the print settings before you
print them. From the Preview window, you can click the Export
button on the toolbar to save the reports in a variety of formats (PDF,
HTML, XLS, DOC, and many more). You can then choose the
destination for these saved reports (disk, folder, MAPI-compliant
email message, and more).

Print checks
1. Click the Check Printing icon on the CheckWriter shortcut bar,
or choose File / Print Checks.
2. On the Regular tab of the Print Checks dialog, select Vendor ID from
the drop-down list in the Sort by field.
3. Click the Select Checks button.
4. In the Select Regular Checks dialog, click the Select All button.
5. Click OK.
6. In the Print Checks dialog, click the Print/Pay button.
7. In the Date field of the Check Printing dialog, enter 5/20/07.
8. Click Continue.
9. The program displays a message prompt asking if all items printed
successfully. Click Yes.
10. Cho ose Checkbook / Open / Checking Account, or press CTRL+K
to open the default checkbook. Notice that the date on the previously
undated checks is now 5/20/07.
Also notice that the TBal amount on the status bar is the same as
the Bal amount after these checks are printed.

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Enter a deposit
1. In the Checkbook data-entry window, select Deposit from the Type
field.
2. Enter 5/30/07 in the Date field.
3. Enter Monthly Sales in the Description field.
4. Enter 1847.15 in the Amount field.
5. On the first line on the Distributions tab, select 401 from the drop-
down list in the Account column.
6. Change the amount in the Amount column to 1230.04.
7. Select 402 from the drop-down list in the Account column in the
second distribution row.

8. Click the Details tab.

9. Enter Cash in the Description column for the first row.

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10. The program displays a message prompt asking if you want to add
the description to the list of descriptions. Click Yes.
11. In the List of Detail Descriptions dialog, press the TAB key to move
to the next row in the grid, and then enter Checks in the next row of
the list.
12. Click OK to return to the Checkbook data-entry window.
13. Enter 870.15 in the Amount column for the Cash item.
14. Select Checks from the drop-down list in the Description column of
the second row.

15. Right-click in any gray area and choose Memorize Transaction

from the context menu that appears.
16. The Confirm New Memorized Transaction Data dialog opens. Enter
SALES in the ID field and click OK.

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17. In the Checkbook data-entry window, click Save.

Tips
ƒ If the deposit amounts will vary for each deposit transaction, you may
want to memorize the transaction before you enter any amounts for
the distributions. Or you can choose Setup / Memorized
Transactions and set up a memorized deposit transaction with
blank amounts.
ƒ CBS allows you to print deposit slips using the layout selected in the
Checkbook Setup window. The deposit slip may include MICR
encoding, the check number and amount for each individual check
being deposited, the total cash amount, a signature line, and other
optional variables. To print the deposit slip from the Checkbook data-
entry window, select the desired deposit transaction and click the
Print button.
ƒ CBS includes a number of predefined deposit slip layouts that
include a detailed deposit report on the deposit slip.

Memorized transactions
In CBS, you can use memorized transactions to speed up data entry for
all types of transactions. For example, if you pay the same amount of
rent each month, you can set up a recurring template that CBS will use
to automatically create an unprinted check record each month for you to
print. Your accountant can set up memorized transactions for completing
a checkbook reconciliation. These have been set up for this tutorial.
1. Cho ose Setup / Memorized Transactions.

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2. Notice that CBS saved the Monthly Sales deposit as a memorized

transaction.
3. Select Other Payment from the Type drop-down list.
4. TAB to the ID field and enter ATM Withdrawal.
5. Enter Cash in the Desc field.
6. On the Distributions tab, select 109 from the Account drop-down list
on the first distribution row. Leave the Amount field blank.

7. Click Save and close the Memorized Transactions window.

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Transfer funds between accounts

You can use the Checkbook data-entry window to transfer funds
between checkbook accounts in CBS.
1. In the Checkbook data-entry window, select Other Payment from
the Type drop-down list.
2. Mark the EFT checkbox. When you mark this checkbox, the program
designates the transaction as an Electronic Fund Transfer on
reports.
3. Enter 5/30/07 in the Date field.
4. Enter Transfer to Payroll in the Description field.
5. Enter $2000.00 in the Amount field.
6. Select 108 from the drop-down list in the Accounts column of first
row on the Distributions tab.

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7. Click Save.
8. Close the Checkbook data-entry window.
9. Cho ose Checkbook / Open / Payroll Bank.
10. Highlight the transfer transaction you just created. The fields on the
Distributions tab are grayed out and unavailable because you
created the transaction in a different checkbook. Notice that the
transaction type is Other Deposit.
11. Click the Delete button. CBS displays a message explaining that this
item was created in the Operating checkbook and must be deleted
from that checkbook. Any changes you make to the transaction in
the Checking Account checkbook will be reflected in the Payroll
checkbook.
12. Click OK and close the Checkbook data-entry window.

Void or delete and duplicate a check

1. Cho ose Checkbook / Open / Checking Account.
2. Highlig ht check 101 in the listview pane.
3. Click the Delete button.
4. In the Void or Delete Printed Check dialog, choose the Void the
check option and mark the Duplicate the check on void or delete
checkbox.

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5. Click OK. Notice that the program now displays the text **VOID** in
the Payment column for check 101. The program also created a
duplicate check for LAWN as an unprinted check.

6. Select the unprinted check for LAWN and then select Handwritten
from the drop-down list in the Pay preference field.
7. Enter 5/15/07 in the Date field.
8. Click Save.

Note: CBS does not allow you to void or delete an exported transaction
or an EFT (Submit) transaction that has been processed by your
financial institution. Instead, you must reverse the transaction. When you
attempt to void or delete one of these transactions, CBS displays a
message prompt asking if you would like to create a reversal transaction.
If you click Yes, CBS creates a negative-amount transaction to reverse
the original transaction. This transaction will be exported to your
accountant at the end of the processing period.

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Data-entry filters
CBS allows you to limit the number of transactions displayed in the
listview pane of the Checkbook data-entry window.
1. Cho ose Setup / Filters / Checkbook(s). Notice that there are three
filters set up for you — All, Current transactions, and Data entry
session. You cannot modify or delete any of these pre-defined filters.
2. Highlig ht (New Checkbook Filter) in the listview pane.
3. Enter Current checks & deposits in the Filter Name field.
4. Clear the following checkboxes.
ƒ CW Other Payments
ƒ AP Other Payments
ƒ Adjus tments
ƒ Exported
ƒ Void

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5. Click Save and then close the Checkbook Filters dialog. Return to
the Checkbook data-entry window and click the Filters button. Select
Current checks & deposits from the drop down list in the Filter
Name field and click OK.
6. Notice that the listview pane in the Checkbook data-entry window
includes only current checks and deposits. Click the Filter button
and select the All filter.

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Preview the Checkbook Register report

The Checkbook Register report is very much like a check register in a
manual checkbook system. It shows all activity for the selected
checkbook, including handwritten or printed checks, deposits, other bank
items, and checkbook adjustments.
1. Cho ose File / Queue Reports.
2. Mark the Checkbook Register checkbox and click the associated
Options button.
3. In the Checkbook Register dialog, choose the Current export
period option. When you choose this option, the report will show the
information that will transfer to your accountant when you next
export.
4. Mark the Include payee memo and Show totals checkboxes.
5. Click OK.
6. In the Queue Reports dialog, click the Print Preview button.

7. Close the preview window and the Queue Reports dialog.

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Journal entries
Journal entries do not affect your checkbook, but CBS does export them
to your accountant. You can set up a memorized journal entry for
recurring entries.
1. Cho ose Setup / Memorized Transactions.
2. Select Journal Entry from the Type drop-down list.
3. Enter Depreciation Adjustment in the ID and Description fields.
4. Select 161 from the drop-down list in the Account column in the first
distribution row. Leave the Debit and Credit columns blank.
5. Select 163 from the drop-down list in the Account column in the
second row.
6. Select 710 from the drop-down list in the Account column in the third
row.

7. Click Save and close the Memorized Transactions window.

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8. Cho ose Tasks / Journal Entries or click the Journal Entries

icon on the CheckWriter shortcut bar.
9. Enter 5/31/07 in the Date field.
10. Press F4 in the Description field and select Depreciation
Adjustment.
11. Enter $30.00 in the Credit column in the first distribution row.
12. Enter $50.00 in the Credit column in the second distribution row.
13. Place the cursor on the third distribution row and click the Balance
Entry button. The program enters $80.00 in the Debit column.

14. Click Save.

15. Close the Journal Entries window.

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CBS PayCheck
CBS PayCheck adds full-featured calculating payroll to your CBS
CheckWriter software. It can handle federal, state, and local tax
withholdings, as well as special deduction calculations for both salaried
and hourly employees, and it offers a number of specialized payroll
reports.

View tax tables

Depending on how your accountant set up your CBS software, you may
or may not be able to view and edit tax tables. The tax tables feature has
been enabled for this tutorial sample client.
1. Cho ose Setup / Tax Tables / Federal Tax Tables.

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Note: To view the state or local tax tables, you would choose Setup /
Tax Tables / State Tax Tables or Setup / Tax Tables / Local Tax
Tables.

2. Click the Federal Tax Tables tab. Select the tax table you want to
view from the drop-down list in the Table field.

3. Close the Federal Tax Tables window.

Update tax tables

You can update tax tables in CBS using any of the following methods.
ƒ Manually update the tax tables by editing the values in the Federal
Tax Tables, State Tax Tables, or Local Tax Tables windows. Note
that the amounts in these tax tables are annualized.
ƒ Import data from an accountant’s transfer file. Your accountant can
update the tax tables in the accountant software and then generate a
transfer file for you. You can then import the updated tax tables by
choosing File / Import / Payroll tax data from your accountant.
ƒ Import data from the generic accountant’s transfer files. When you
download CBS via CBS Connect, the program copies generic
accountant’s transfer files to a subfolder in the CBS runtime folder.
These files contain the updated tax tables. If your accountant gives

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you security rights to import these files, you can update the tax
tables by choosing File / Import / CBS Payroll tax data updates.

Set up benefit accruals

CBS uses benefit accrual items to track the amount of an employee’s
accrued time. Once you set up the accruable benefit items, you can
select them in the employee’s record.
1. Cho ose Setup / Benefit Accruals.
2. Add a new benefit accrual using the following information.

Description Personal Time

Method Per PayCheck
Allowance 0.25
Benefit accrual type Other

3. Click Save and close the Benefit Accruals window.

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Employee setup
CBS PayCheck allows you to maintain personnel information about each
of your company’s employees, track payroll and benefit accrual
information, and record and print paychecks. When you print paychecks
from CBS PayCheck, the program automatically updates the earnings
information for each employee.
1. Cho ose Setup / Paycheck Employees.
2. Select 1 from the drop-down list in the ID field.
3. Click the Personal tab.
4. Select Married from the drop-down list in the Marital status field.
5. Click the Departments tab.
6. Enter 1 in the Units field.
7. Since this employee is a salesperson, enter Sales in the Sales Dpt.
field.

Note: The optional CBS Accounts Receivable module uses this

information.

8. The program displays a message prompt asking if you want to add

this department to the system. Click Yes.
9. Click OK to save and close the List of Sales Departments dialog.

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10. Click the Benefits tab.

11. Select Vacation from the drop-down list in the Description field.
12. Select Monthly from the drop-down list in the Method field.
13. Enter 10 in the Allowance field. This tells the program that the
employee accrues 10 hours of vacation time each month, regardless
of the number of hours worked. When you close the current month
(by exporting to your accountant), the accrued amount will appear in
the Accrued field and the program adds this amount to the Available
field.
14. Click the Earnings tab.
15. Charles is a salaried employee. Enter 26000. in the Rate field. This
represents his annual salary. The program automatically calculates
the correct bi-weekly amount.
16. Click the Tax W/H and Deds tab.

17. Click the Details button associated with the Federal W/H item.

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18. In the Employee-level Federal Tax W/H Item Information dialog,

select Married from the Table drop-down list. You can use this
dialog to set up allowances claimed on the employee’s W-4 form.
19. Click OK.

20. Click the Details button associated with the State W/H item.
21. In the Employee-level State Tax W/H Item Information dialog, select
Married from the Marital Status field and click OK.

22. Click the Details button associated with the 401(k) % of Gross
item.
23. In the Additional Employee-level Deduction Item Information dialog,
enter 5. in the Percent field and 12,000. in the Calendar year
maximum amount field.

Note: Contact your accountant for specific information on setting up

a 401(k) plan or other benefit plan in CBS for your company.

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24. Click the Tax Calculation Details button to view the tax treatment
for the 401(k). The 401(k) wages in this example are not subject to
federal, state, or local withholding.
25. Click OK to close the Edit Deduction – Tax Calculation Details
dialog.
26. Click OK to close the Additional Employee-Level Deduction Item
Information dialog.
27. Click the Employer Expenses tab. Your accountant set up these
account numbers but you can change them if necessary. For
Michigan SUTA, change the liability account from 233 to 235.
28. Click the Direct Deposit tab. If your accountant has enabled the
optional direct deposit feature in your CBS program, you can use the
fields on this tab to set up your employees for direct deposit of their
paychecks. You can choose Help / PDF Guides / Direct Deposit /
CBS guide to direct deposit to view a PDF guide with detailed
information on using the direct deposit feature.
29. In the PayCheck Employees window, click Save.

Employee templates
Marshall Mortenson (Employee 2) is a salesperson and a tutor. You
need to add another department so that you can track his activities for
each department separately. In CBS, departments use information from
the employee templates.
Your accountant will most likely set up initial employee templates for your
company. Depending on how your accountant set up your CBS software,
you may be able to edit or add templates as needed. Employee
templates can save you considerable amounts of time when setting up
employee records because CBS recalls information from the templates
and enters that information in the appropriate fields in the employee
record. You can overwrite any default information as needed in the
individual employee records.

1. Click the Employee Templates icon on the PayCheck shortcut

bar.
2. Select Salaried from the drop-down list in the Description field.

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3. Select Sales from the Sales dept field.

4. Click the Benefit Accruals tab.
5. Select Vacation from the Description column in the first row.
6. Click the Tax W/H and Deductions tab.
7. Enter Insurance in the Description column in the first blank row of
the table.
8. When you move to the next field, CBS displays a message prompt
asking if you would like to add a new item to the system. Click Yes.
9. The program displays a message prompt asking if this is a new
deduction item. Click Yes.
10. The program opens the PayCheck Items window. Enter IN in the ID
field.
11. Cho ose the Fixed dollar amount option in the Deduction type group
box, and clear all checkboxes in the Special timing group box except
for Week 5. This is a monthly deduction and is only taken with the
last paycheck of the month.

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12. Click Save and close the PayCheck Items window.

13. In the Employee Templates window, click the Details button

associated with the newly created Insurance item.
14. In the Additional Template-level Employee Deduction Item
Information dialog, select 230 from the drop-down list in the GL
Account # field.
15. Enter $5.00 in the Amount field in the Calculation Specifics group
box.

16. Click OK.

17. Click Save and close the Employee Templates window.

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PayCheck departments
CBS uses PayCheck departments for reporting purposes and for
distributing certain payroll setup information to individual employee
records. You can set up departments to reflect actual departments in
your company, or you can set up departments to help categorize groups
of employees (different physical locations within the company, different
job families, and so forth) for reporting purposes.
1. Cho ose Setup / PayCheck Departments.
2. Enter 2 in the Number field.
3. Enter Tutoring Department in the Description field.
4. Select the Hourly template.

5. Click Save and close the PayCheck Departments window.

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Edit PayCheck employee records

1. Cho ose Setup / PayCheck Employees.
2. Select 2 from the ID drop-down list.
3. Click the Personal tab and select Single from the Marital status
drop-down list.
4. Click the Departments tab. Select Sales from the Sales Dpt drop-
down list.
5. Select Tutoring Department from the drop-down list in the Desc
field for the next department.
6. Mark the Home Dpt checkbox associated with this department.
Notice that the program clears the Home Dpt checkbox associated
with the Sales department. You can specify only one home
department for each employee in CBS. CBS uses the Home
department for reporting purposes both in CBS and in your
accountant’s software.
7. Enter Tutoring in the Sales Dpt field.
8. When you move to the next field, CBS displays a message prompt
asking if you want to add the sales department to the system. Click
Yes.
9. In the List of Sales Departments dialog, click OK.

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10. Click the Benefits tab. Notice that the Tutoring department is now
listed first. CBS lists the Home department first.
11. Click the Earnings tab and enter 10. in the Rate column for the
Wages item for both departments.
12. Click the Tax W/H and Deds tab.
13. Select Single from the Table field for the Federal W/H item in the
Tutoring department. Notice that the program automatically selects
the same table for the Sales department.

14. Click the Details button associated with the State W/H item.
Select Single from the drop-down list in the Marital Status field and
then click OK.
15. Select 401(k) % of Gross from the drop-down list in the Description
field in the first blank row for the Sales department.

16. Click the Details button associated with the 401(k) % of Gross
item.

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17. In the Additional Employee-Level Deduction Item Information dialog,

select 230 from the GL Account drop-down list.
18. Enter 5. in the Percent field.
19. Click OK to return to the PayCheck Employees window.
20. Click Save.

Add a new employee record

1. In a new employee record, enter the following information to set up a
new PayCheck employee.

ID 3
Name Julie L. Adams
Address 123 Main St.
Plymouth, MI 48170
Social Security - (minus key) See note below.
Web page www.webaddress.com

Note: When you enter a minus sign in the SSN field and move to the
next field, the program enters “Applied for” in the field. You can
overwrite this at a later time when you have the employee’s Social
Security number.

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2. Click the Personal tab and select Single from the Marital status
drop-down list. By default, CBS will use the single federal tax table
for this withholding item.
3. Select Female from the Gender drop-down list.
4. Click the Departments tab.
5. Select Sales Dept from the Desc field.
6. Select Salaried from the Template field. CBS displays the following
message prompt. Click Yes. (If you click No, only the template
description changes.)

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7. Delete the data in the Sales Dpt field. You will select the sales
department for Julie in the “CBS Accounts Receivable” chapter of
this tutorial.
8. Click the Benefits tab.
9. The Vacation item is selected in the first blank row in the distribution
grid. Select Per Paycheck in the Method column and enter 5. in the
Allowance column.
10. Click the Earnings tab.
11. Enter 26000. in the Rate field for the Salary item.
12. Select VC Vacation from the Description column in the next blank
row.

13. Click the Details button associated with the Vacation item.
14. In the Additional Employee-Level Pay Item Information dialog, select
Use of Accrual from the Wage Type field and Vacation from the
Benefit field.
15. Enter $12.50 in the Rate field. Julie is a salaried employee, but the
salary is based on a 40-hour work week (as set up on the
Departments tab).

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16. Click OK to return to the PayCheck Employees window.

17. Select 510 for the GL Account associated with the Vacation item.
18. Click the Tax W/H and Deds tab. Notice that the Insurance item
from the template is included. Also notice that CBS selected the
correct tax table based on the Marital status selected in the Personal
tab.
19. Enter Direct Deposit in the Description column of the first blank row.
Click Yes at the message prompt asking if you want to add a new
item to the system and at the message prompt asking if this is a new
deduction item.
20. In the PayCheck Items window, enter DD in the ID field.
21. Cho ose the Percent of net pay option in the Deduction type group
box.
22. Select CBS Direct Deposit from the drop-down list in the Direct
Deposit Preference field.

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23. Click Save and then close the PayCheck Items window.
24. In the PayCheck Employees window, enter 100. in the Amount
column. This tells the program that 100% of Julie’s net paycheck
amount will be deposited.
25. Click the Direct Deposit tab.
26. Enter 101 in the Bank ID field. The program displays a message
prompt asking if you want to add a new Direct Deposit bank. Click
Yes.
27. In the Direct Deposit Bank Information dialog, enter Fifth Third
Bank in the Name column and 072405455 in the Routing Number
column. Note that the program automatically adds the dash in the
appropriate location for you.

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28. Click OK to return to the PayCheck Employees window.

29. Enter or select the following information in the Direct Deposit
distribution grid.

Account Number 7911291359

Account Type Checking
Method Percent
Amt / Percent 100
Status Approved

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30. Click Save and close the PayCheck Employees window.

Tips
ƒ You can have CBS automatically delete inactive employee records at
year-end. Simply enter a date in the Inactive date field on the
Personal tab of an employee record to activate this feature.
ƒ CBS allows you to renumber employees IDs. Choose Tasks /
Renumber Employee IDs and then select the employee IDs to
renumber. You should consult with your accountant before
renumbering employee IDs, as your accountant’s W-2 processing
software uses these IDs.

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Transfer changes to multiple employee records

You can quickly add, update, or delete data for multiple employees at the
same time using the Transfer Changes to Employees dialog.
1. Cho ose Tasks / Transfer Changes To Employees.
2. Select the following items from the Value column in the grid.

Transfer Action Modify

Data Type Deduction Item
Deduction to Update 401(k) % of Gross

3. Mark the Percent checkbox and enter 2.0 in the Value column.
4. Cho ose the Update single department on selected employee
records option in the Departments to Update group box and then
select Sales Dept from the drop-down list in the Department to
Update field.

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5. Click Continue. In the Select Employees to Transfer Changes To

dialog, verify that all employees appear in the Selected Employees
pane.
6. Click the Finish button. Click OK when the program prompts you
that the employee records have been updated.
7. Return to the PayCheck Employees window and verify that the
change was made to each employee record. The program should
have updated only those employees in the Sales department who
have the 401(k) deduction.

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Enter PayCheck checks

1. Cho ose Checkbook / PayChecks / Payroll Bank.
2. In the PayChecks data-entry window, enter 5/31/07 in the Date and
Period End Date fields.
3. Select 1 from the ID drop-down list. Notice that CBS automatically
fills in the check information and the check is ready to print.
4. Cho ose Edit / Tax Calculation Diagnostics.
5. By default, the program displays the FICA calculations. Select
Federal W/H from the drop-down list in the Payroll Item field.
Notice that the current taxable wages take into account that the
401(k) is not taxable for Federal withholding. Also, the program uses
the annual taxable wages and divides by the number of periods. For
a bi-weekly payroll there are 26 periods.

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6. Click the Close button.

7. Click Save to save the unprinted check.
8. Select 2 from the ID field. Since Marshall is an hourly employee you
will need to enter the number of hours he worked before the program
can calculate amounts for his check.
9. Enter 40. in the Reg Hrs column for Wages in the Tutoring
department.
10. Scroll down to the Sales department and enter 40. in the Reg Hrs
column for Wages.
11. Enter 8. in the OT Hrs column.
12. Enter 4. in the DT Hrs column.

13. Click the Totals tab. CBS combines the amounts for both
departments. Notice that the program deducted the 401(k) from the
total Gross Pay amount ($20), but it should apply to the Sales
department only.

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14. Cho ose Setup / PayCheck Items. (Keep the Checkbook data-entry
window open, but do not save the check.)
15. Press F4 in the Description field and select 401(k) % of Gross.
16. Mark the Department specific calculation checkbox.
17. Click Save and close the PayCheck Items window.
18. The program displays a message prompt asking if you want to use
the updated deduction item for this check. Click Yes. Now the 401(k)
amount ($12) is based on the Sales department only.
19. Click Save and then close the PayChecks data-entry window.

Preview unprinted paychecks

1. Cho ose File / Queue Reports and click the PayCheck tab.
2. Mark the Unprinted Checks report checkbox and click the Print
Preview button.

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3. Notice that the program displays the check for Marshall Mortenson
with the combined total amounts. Close the Preview window.
4. In the Queue Reports dialog, mark the Unprinted Checks report
checkbox and click the associated Options button.

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5. In the Unprinted Checks dialog, mark the Check list checkbox in the
Format group box and select Department #/Employee ID from the
drop-down list in the Print Order field.
6. Click OK to close the Options dialog.
7. In the Queue Reports dialog, click the Print Preview button.

8. Now the report displays two checks for Marshall Mortenson with
detailed information by department. The program always prints the
actual checks with the combined total amounts.
Close the Preview window and click OK to close the Queue Reports
dialog.
9. Cho ose File / Print Checks and click the PayCheck tab.
10. Select Employee ID from the Sort by field drop-down list.
11. Click the Select Checks button.

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12. In the Select PayCheck Checks dialog, click the Select All button.

13. Click OK.

14. In the Print Checks dialog, click the Print button.
15. In the Check Printing dialog, notice that the Check Date and Period
end date fields are grayed out. This is because you entered dates on
the paychecks. If you had left the date fields blank in the paycheck
records, you could enter the date for CBS to use on these checks.
16. Note that the Combine withholdings by tax type checkbox is
marked by default. When this checkbox is marked, the program will
combine state and local withholding amounts if you have amounts for
multiple states and/or localities on a single check.

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17. Click Continue.

18. The program displays a message prompt asking if all checks printed
successfully. Click Yes.
19. CBS displays a message prompt informing you that one new payable
was created. You will learn about PayCheck payables in the “CBS
Accounts Payable” section of this tutorial. Click OK.

Create paychecks for salaried employees

1. Click the PayChecks icon on the PayCheck shortcut bar or

choose Checkbook / PayChecks / Payroll Bank.
2. Cho ose Tasks / Create Salaried Checks. In this dialog, you can
specify calculations to exclude or overwrite for this data-entry
session.
3. Click the Create button. When the program prompts you that the
salaried checks have been created, click OK.

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4. In the PayChecks data-entry window, highlight the unprinted check

for Charles Ingram.
5. Click the Options button and click the PayCheck Calculation tab.
6. Clea r the Federal withholding checkbox in the Calculations and
accruals group box and then click OK.
7. Notice that the federal withholding amount on the check is now zero.
Click the Options button and click the PayCheck Calculation tab.
8. Mark the Federal withholding checkbox in the Calculations and
accruals group box.
9. Clea r the Calculate all deductions checkbox in the Deductions to
turn off group box and then mark the 401(k) % of Gross checkbox.
10. Click OK. Notice that the 401(k) amount is now zero.
11. Click the Options button and click the PayCheck Data Entry tab.
12. Clea r the GL Account # checkbox in the Pay Items group box within
the Hide Data Entry Column/Row group box.
13. Mark the Sort codes checkbox in the Skip Cells group box.

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14. Click OK. Notice that the program now displays the account numbers
for the pay items in the grid.
15. Place your cursor in the Date field and then press the TAB key until
the cursor is in the Reg Hrs field. Note that the cursor did not stop in
the Sort Code field. (To see the normal tab order, clear the Sort
codes checkbox in the Options dialog.)
16. Highlig ht New checkbook item in the listview pane. When the
program displays a message prompt asking if you want to save the
modified check, click No.
17. Select 3 from the drop-down list in the ID field.
18. Notice that the program did not calculate the Insurance amount
because you specified that this item is to be calculated in Week 5
only (in the Deduction Item tab of the PayCheck Items window).
Enter 5/31/07 in the Period end date field. When you move the
cursor to the next field, the program calculates the deduction.
19. Enter 76. in the Reg Hrs column for Salary.
20. Enter 4. in the Reg Hrs column for Vacation. Note that the program
adjusts the salary amount for the reduced hours.
21. Click the Benefits tab. Note that CBS calculates the number of
vacation hours used and the number available when you print the
check.
22. Click Save and then close the PayCheck data-entry window.

PayCheck reports
1. Cho ose File / Queue Reports and click the PayCheck tab.
2. Mark the Payroll Journal checkbox and click the associated
Options button.
3. In the Payroll Journal dialog, mark the Check list only checkbox and
click OK. The program will print the report without subtotals or
company totals. To have the program print the report check detail
and company totals only, clear the Check list only checkbox and
mark the Omit subtotals for selected print order checkbox.
4. In the Queue Reports dialog, click the Print Preview button.

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5. Close the Preview window and click the Payroll Journal Options
button again.
6. In the Payroll Journal dialog, clear all checkboxes and then select
Department from the Print Order drop-down list.
7. Click OK.
8. In the Queue Reports dialog, mark the Payroll Journal checkbox
and click the Print Preview button. Notice that the program displays
subtotals by Employee and by Department. Scroll through the pages
by clicking the Go to next page arrow on the toolbar at the top of the
preview window.
9. Close the Preview window.
10. Mark the Earnings Report checkbox and then click the associated
Options button.
11. In the Earnings Report Options dialog, clear all checkboxes in the
Earnings to include group box.
12. Select Department from the Print Order drop-down list, and then
click OK to close the Options dialog.
13. In the Queue Reports dialog, click the Print Preview button. Notice
that the program now displays only total amounts for each employee.

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14. Close the Preview window and the Queue Reports dialog.

View employee paycheck details

1. Cho ose Setup / PayCheck Employees.
2. Select 2 from the ID drop-down list.

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3. Click the Details button. The program displays the earnings detail for
the employee. The information on the Earnings report is the same as
the information in this dialog.
4. Mark all three checkboxes in the Periods to show group box.
5. Cho ose the Totals option to have the program combine department
information.
6. Mark all checkboxes in the Hours to show and Amounts to show
group boxes. Notice that the data becomes difficult to read.
7. Clea r the Current period and Quarter-to-Date checkboxes in the
Periods to show group box. Now you can view the details for year-to-
date hours and amounts.

8. Click OK to close the Detail dialog.

9. Close the PayCheck Employees window.

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CBS Accounts Payable
CBS Accounts Payable is an optional module that enables you to enter
information about each of your payables, to schedule payments, and to
track discount deadlines and total discount amounts taken or lost. With
CBS Accounts Payable, you have a clear picture at all times of the
amount you owe to your vendors, the payment schedule, and the amount
you’ve paid each vendor over time.

Set up Payment Terms

Payment terms are normally defined by your vendors. You can set up
payment terms in CBS to calculate a payable’s due date and discount
date (last date on which a discount is available) and the discount
amount.
You are going to set up a new payment term. The vendor will give you a
2 % discount if you pay the invoice within 10 days; otherwise, the invoice
is due within 30 days.
1. Cho ose Setup / Payment Terms, and enter the following:

Code 2%N30
Description 2%10;Net30
Method Percentage
Amount 2.00
Discount date Click the Days Based option and then enter
10 in the # of days from invoice date field.
Due date Click the Days Based option and then enter
30 in the field

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2. Click Save.
3. Close the Payment Terms window.

Tip
If you choose the End-of-month (EOM) option for the discount date or
due date, you can have the program calculate the discount date or due
date based on a specific number of days before or after the end of the
month in which the invoice is dated by entering that number in the
Number of days (+/-) from EOM field.

Note: To specify a number of days before the EOM date, enter the
number followed by the “-” (minus sign) character. For example, to
specify a due date that is ten days before the EOM, you would enter 10 -
in this field.

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If you want the date to be a specific end-of-month date, leave this field
blank and specify the appropriate month in the Month to be based on
field.
For more information on setting up payment terms, search on Payment
terms:Setting up payment terms for AP transactions from the Index
tab of the Help Topics dialog.

Update an accounts payable vendor record

1. Cho ose Setup / Vendors.
2. Select OFFICE from the ID drop-down list.
3. Click the Payable Setup tab.
4. Select 2%N30 from the drop-down list in the Payment terms field.
5. Click Save.

Tips
ƒ If you deal with a particular vendor only once or on rare occasions
and do not need to maintain year-to-date balances or 1099
information for that vendor, you can designate that vendor as a
temporary vendor by marking the Temporary vendor checkbox. If
there are no open balances for the vendor after you export data to
the accountant, CBS will automatically delete the vendor record from
the company database.
ƒ If your accountant needs 1099 information for a vendor, you must
mark the 1099 checkbox on the General tab. CBS will then export
the information to your accountant.
ƒ If you are licensed for the optional CBS PayCheck module, you can
mark the PayCheck vendor checkbox on the Payable Setup tab of
the Vendors window to have the program automatically create
accounts payable invoices for your tax liabilities as they accrue. Note
that this checkbox is gray and unavailable when the 1099 checkbox
is marked on the General tab.

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Set up a recurring payable

A recurring payable is a fixed expense, such as rent or a loan payment,
that you incur on a regular basis. You can set up CBS to automatically
create invoices for these payables, saving you time and preventing
potential errors.
1. Cho ose Setup / Memorized Transactions.
2. Select AP Payable from the drop-down list in the Type field.
3. Enter GMAC Auto in the ID field.
4. Enter GMAC in the Vendor ID field.
5. When you move to the next field, CBS displays a message prompt
asking if you want to add a new vendor to the system. Click Yes. In
the AP Vendors window, enter GMAC Financing Co. in the Name
field.
6. Enter the following address information.

Street 4487 W. 120th Ave.

City Sacramento (Click Yes when prompted to add the city.)
State CA
Zip 94281 (Click Yes when prompted to add the zip code.)

7. Enter 800-888-8888 in the Phone # field.

8. Clea r the 1099 checkbox.
9. Select Check from the drop-down list in the Pay type preference
field.
10. Enter Truck Payment in the Ven desc field.
11. Click the Mailing Address tab. You can use the fields on this tabbed
page to enter a separate or alternate address for the vendor.
12. Enter P.O. Box 100 in the Street #1 field.
13. Enter 94280 in the Zip field and click Yes when the program prompts
you to add the new ZIP code to the list.

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14. In the AP Vendors window, click Save and then return to the
Memorized Transactions window.
15. Enter $600.00 in the Amount field.
16. Select 260 from the Account column in the first distribution row of the
Distributions tab.
17. Enter $500.00 in the Gross column in the first distribution row.
18. Select 701 from the Account column in the second distribution row
and leave the default amount of $100.00 in the Gross
column.

19. Click the Recurring transaction tab.

20. Select On Demand from the drop-down list in the Frequency field.
21. Select Occurrences from the drop-down list in the Base recurrence
on field.
22. Enter 36 in the Number remaining field.

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23. Click Save.

Set up a PayCheck vendor

As demonstrated earlier, CBS Accounts Payable tracks payables for
your payroll tax liability for your PayCheck vendors when you print a
paycheck, save a paycheck as handwritten, or void/delete a PayCheck
check.
1. Cho ose Setup / Vendors.
2. In the AP Vendors window, enter STATE in the ID field.
3. Enter State of Michigan in the Name field.
4. On the General tab of the AP Vendors window, enter Treasury
Building, Lansing, MI 48922 in the appropriate address fields.
5. Clea r the 1099 checkbox.
6. Select Direct Deposit from the Pay type preference drop-down list.

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7. Enter Payroll in the Ven desc field.

8. Click the Payable Setup tab.
9. Mark the PayCheck vendor checkbox.
10. Click the Distributions tab.
11. Select 233 from the drop-down list in the Account column for the first
distribution row.

Note: You should select the account number specified in the

employee record for the withholding or deduction item you want to
create for the AP payable.

12. Click the Direct Deposit tab.

13. Select State/Local from the drop-down list in the Direct Deposit type
field.
14. Select 101 Fifth Third Bank from the drop-down list in the Deposit
bank field. Note that this is the bank you set up in the Bank
Information dialog during PayCheck Employee setup.
15. Enter 7911291359 in the Deposit account number field.
16. Verify that Checking is selected in the Account type field.
17. Select Approved from the drop-down list in the Account status field.
18. Enter 6/30/07 in the Period ending date field.
19. Click Save.

Tips
ƒ To have the program clear the 1099 checkbox by default, clear the
Default new vendors as 1099 checkbox on the General tab of the
File / Company Properties dialog.
ƒ If you print payroll checks on a weekly basis but send a check to the
payroll vendor on a monthly basis, you can consolidate the individual
weekly invoices before printing the check.

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Notes
ƒ You can use each GL liability account for only one PayCheck
vendor.
ƒ If you delete or void a check in CBS PayCheck and there is an
invoice for the tax liability, CBS will create a negative payable to
offset that liability for AP aging and reporting purposes.
ƒ CBS does not allow you to manually create payables for PayCheck
vendors because it cannot combine payroll liabilities with other
payables when consolidating payables. You can set up multiple
vendor records using the same payee name (but different vendor IDs
and vendor names). For example, you may want to set up two
separate vendor records for the same vendor — one for routine
purchases and one for payroll liabilities.

Enter an AP vendor check

1. Cho ose Tasks / AP Transactions. If CBS displays the Confirm
Transaction Date prompt, click OK.
2. By default, CBS uses the current date as the AP date, but you can
change it. Click the Options button.
3. In the AP Transactions Data Entry Options dialog, enter 5/31/07 in
the New AP date field and then click OK.

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4. CBS displays a message prompt asking if you would like to update

the invoice date to match the AP date. Click No.
5. In the AP Transactions window, create a vendor check record using
the following information.

Type Payable
Ven ID OFFICE
Date 5/18/07
Reference # 123456
Total $235.00

6. On the Distributions tab, mark the Preserve Totals checkbox and

enter the following distribution.

Row 1: Account 640

Row 1: Description Paper
Row 1: Gross $35.00
Row 2: Account 642
Row 2: Description Ink

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Row 2: Gross $65.00

Row 3: Account 646
Row 3: Description Use default description.
Row 3: Gross Use default amount.

7. Click Save.

Create an on-demand AP transaction

1. Cho ose Tasks / Create On Demand Transactions / Payable
transactions.
2. In the Select Memorized Transactions To Use dialog, enter 5/31/07
in the Date to use for On-Demand transactions field and click OK.

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3. In the Update & Confirm Transactions to Create dialog, verify that

the checkbox is marked for the GMAC transaction and click OK.

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4. CBS displays a message prompt informing you that it has finished

creating transactions. Click OK.

Enter invoices
1. In the AP Transactions window, use the following information to
create an invoice.

Type Payable
Ven ID LAWN
Date 5/22/07
Reference # Mow
Total $35.00

2. Click Save. The cursor moves to a New AP Transaction row.

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3. Create another invoice for LAWN using the following information.

Type Payable
Ven ID LAWN
Note: You can press ENTER with your cursor in
the Ven ID field to use the same ID as the last
transaction.
Date 5/24/07
Note: You can press the + key on your keyboard to
increment the date.
Reference # Plants
Total $250.00

4. Click Save.
5. Create another invoice for LAWN using the following information.

Type Payable
Ven ID LAWN
Date 5/30/07
Reference # Mulch
Total $45.00

6. On the General tab of the AP Transactions window, enter the

following information.

P.O.# 01234
Memo to Payee One-time fee

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7. Click Save.

Add a new vendor on the fly

The program allows you to add new vendors on the fly during accounts
payable data entry.
1. In the AP Transactions window, enter Smiths in the Ven ID field.
2. When you move the cursor to the next field, the program displays a
message prompt asking if you want to add the new vendor to the
system. Click Yes.
3. The program automatically opens a new record in the AP Vendors
window. Enter the following information for the new AP vendor.

Name Smith’s Garage

Address 11453 Jackson Rd.
Dexter, MI 48130

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4. Be sure that the 1099 checkbox is marked, and select

Nonemployee compensation from the Item default drop-down list.
5. Click the Save button.
6. Press CTRL + F6 to return the AP Transactions window.
7. Enter 1001 in the Ref # field.
8. Enter $475.00 in the Total field.
9. Select 663 from the drop-down list in the Account column.

10. Click the General tab.

11. Enter Truck repair in the Memo to Payee field.
12. Click Save.

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View 1099 totals

1. Highlight one of the LAWN transactions in the listview pane and
choose Edit / Vendor Detail / 1099 Totals. CBS tracks 1099 totals
for each vendor. You can use this dialog to view the 1099 amounts
for LAWN for the current year and prior years. Depending on how
your accountant has set up your CBS software, you may be able to
edit these amounts.

2. Click the Done button.

Note: You can access this dialog from the Setup / Vendors window by
selecting the desired vendor and choosing Edit / 1099 Totals.

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Attach a note to a transaction

You can attach a note to any transaction for your accountant to review.
The note will be exported along with the transaction. You can edit or
delete the note any time before exporting data to your accountant.
1. Highlight the invoice for Smith’s Garage in the listview pane.
2. Open the Note to Accountant dialog using any of the following
methods.

ƒ Click the Note to Accountant button.

ƒ Click in the Note column (next to the Vendor ID column).
ƒ Cho ose Edit / Accountant Note.
ƒ Press CTRL+A.
3. In the Note to Accountant dialog, enter Please verify the GL
account number.

4. Click OK to save the note and return to the AP Transactions window.

5. In the AP Transactions window, click Save. Note that the program
adds a yellow note symbol in the column for that transaction.

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Note to Accountant

Enter manual payments

In CBS, you can record payments for an open payable in the AP
Transactions window.
ƒ Apply a payment to a specific open payable by selecting the open
payable and entering the payment information on the Payments tab.
ƒ Record an unapplied payment transaction, which you can then apply
to an invoice at any time.

Note: You can specify how you want payments to be applied by

choosing the following options on the Accounts Payable tab of the File /
Company Properties dialog.
ƒ Apply payments balance forward. CBS will apply the payment to
the oldest outstanding payable for the selected vendor.

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ƒ Use best match. CBS will look for a payable that exactly matches
the payment amount. If no match is found, the program will apply the
payment to the oldest outstanding balance.

Handwritten checks
You are going to record a handwritten check as an unapplied payment.
1. In the AP Transactions window, select Unapplied Payment from the
Type drop-down list.
2. Select LAWN from the drop-down list in the Ven ID field.
3. Enter 295. in the Total field.
4. On the General tab, select HW Check from the drop-down list in the
Type field.
5. Select 101 from the drop-down list in the Credit GL Acct field (if it is
not already selected).

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6. Click Save. Because you entered this check as a handwritten check,

you will need to apply the payment to the appropriate open
invoice(s).

Cash payments
1. In the AP Transactions window, highlight the $35.00 open payable
for Greenscape Lawn Service (Ref # MOW) and click the Payments
tab.
2. Select Paid by cash from the drop-down list in the Type column.
3. Select 109 from the drop-down list in the Credit GL Acct column.
4. Enter 5/31/07 in the Pmt Date column.

5. Click Save.

Note: Once you apply a payment to an open payable in CBS, the

program will display a zero amount for that payable in the listview pane.

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Credit memos
1. In the AP Transactions window, highlight the open payable for
Smith’s Garage and click the Payments tab.
2. Select Credit Memo from the Type column.
3. Select 663 from the Credit GL Acct column.
4. Enter 2345 in the Check/CM # field.
5. Enter 5/15/07 in the Pmt Date field.
6. Enter 50. in the Pmt Amount column.

7. Click Save and close the AP Transactions window.

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Prepayments
There may be times when you need to issue a prepayment check to a
vendor even though you have not received an invoice.

Note: A prepayment record will remain in the company database after

you print the check. You can then match it to one or more open payable
items once they are entered.

1. Cho ose File / Print Checks and click the Accounts Payable tab.
2. In the Print Checks dialog, enter 5/31/07 in the AP date field and
then click the Prepayment button.
3. Select Carlson Publishing from the Vendor name drop-down list.
4. Enter $2,000 in the Prepayment amount field.

5. Click OK to close the Prepayment Information dialog.

6. In the Print Checks dialog, click the Select/Apply/Consolidate
button. Notice that the unprinted prepayment is selected to print.

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7. Click OK.
8. Click the Print/Pay button.
9. In the Check Printing dialog, click the Edit Memo to Payee button.
10. In the Edit Memo to Payee dialog, enter Reference books in the
Memo column for the Carlson Publishing invoice.

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11. Click OK.

12. In the Check Printing dialog, click Continue.
13. When the program displays a message prompt asking if all checks
printed successfully, click Yes.

AP journal entries
If you record a payment in CBS that does not credit a CBS checkbook
account, the program automatically creates the appropriate journal entry.
1. Cho ose Tasks / Journal Entries.
2. Note that the program created a Petty Cash entry for Greenscape
Lawn Service and a credit memo entry for Smith’s Garage.

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3. Close the Journal entries window and any other open windows.

Apply AP payments
When you are ready to pay invoices, you can use the Apply AP
Payments dialog to select open payables for full or partial payment.
1. Open the Apply Payments dialog using any of the following methods.
ƒ Cho ose Tasks / Apply AP Payments.

ƒ Click the Apply Payments icon on the Payables shortcut

bar.
ƒ In the AP Transactions window, highlight the transaction and
click the Apply Pmts button.
ƒ On the Accounts Payable tab of the File / Print Checks dialog,
click the Select / Apply/ Consolidate button.

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2. Notice the checkboxes in the Pay column. Because the

Automatically consolidate selected checks to the same vendor
checkbox is marked on the Accounts Payable tab of the File /
Company Properties dialog, you can simply mark the checkbox
associated with any invoices to pay.

3. Select 1 Apply Payment Group 1 from the drop-down list in the

Apply Pmt column for the Greenscape Lawn Services payment.
4. Select 1 Apply Payment Group 1 from the drop-down list in the
Apply Pmt column for the two Greenscape invoices.

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5. Click the Apply Pmt button to apply the payment to the invoices.
6. Click OK to close the Apply AP Payments dialog.

Tips
ƒ You can sort the transactions displayed in the Apply AP
Payments dialog by choosing Sort Based on Vendor ID or Sort
Based on Payee Name from the F3 context menu.
ƒ You can set up a filter to display only those payables with a
discount that expires in the near future or those that are due by a
specific date.
ƒ For each unapplied payment you want to apply, select a
payment group number (1 through 9) from the drop-down list.
Then select the same payment group number for each open
payable (for the same vendor) to which you want to apply this
payment. CBS will consolidate all payments with the same group
number into one payment that you can apply to one or more
payables.

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Print AP checks
1. Cho ose File / Print Checks and then click the Accounts Payable
tab.
2. In the AP Check Options group box, clear the Automatically
consolidate selected checks to the same vendor checkbox.

3. Click the Select/Apply/Consolidate button in the Check Properties

group box.

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4. Select Check 1 Pay with first check from the drop-down list in the
Pay column associated with the Office Depot invoice.

5. Click OK.

Note: If there were two invoices for OFFICE, you could consolidate
the two by selecting Check 1 for both.

6. In the Print Checks dialog, click the Print/Pay button.

7. In the Check Printing dialog, click the Continue button.
8. Click Yes at the prompt asking if all checks printed successfully.

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Remove a payment
1. Open the AP Transactions window. If CBS displays a message
prompt informing you that the system date is different from the AP
date and asking if you would like to change the AP date, click No.
2. Select the transaction for the LAWN invoice with a PO # of 01234
and choose Edit / Remove payments.
3. In the Remove Payments dialog, select Void from the drop-down list
in the Remove column.

4. Click OK to close the Remove Payments dialog.

5. Close the AP Transactions window.
6. The program displays a message prompt asking if you want to save
the transaction. Click Yes.
7. Cho ose Checkbook / Open / Checking Account. Notice that check
#105 for LAWN is now a voided transaction.
8. Close the Checkbook data-entry window.

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Accounts Payable reports

1. Cho ose File / Queue Reports and then click the Accounts Payable
tab.
2. Mark the Aging Schedule checkbox and click the associated
Options button.
3. In the AP Aging Schedule Options dialog, choose the All option in
the Vendors to include group box.
4. Cho ose the Summary option in the Format group box.
5. Cho ose the Due date option in the Aging basis group box.
6. Click OK.
7. In the Queue Reports dialog, click the Print Preview button.

8. Notice that, based on the AP Date of 5/31/07, the two bills from
Greenscape Lawn Service and the bill from SMITHS are overdue.
9. Close the preview window and the Queue Reports dialog.

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CBS Accounts Receivable
CBS Accounts Receivable is an optional module that is designed to help
you manage receivables by providing flexible, powerful, solutions for
completing daily tasks, summarizing customer activity, and reporting
critical sales information. You can create invoices and process
payments, track and project cash receipts, and produce statements.

Set up payment terms

As described in the CBS Accounts Payable chapter, CBS uses payment
terms to calculate discount date, discount amount, and payment due
date. Even if you don’t offer discounts to your customers, you can still
use payment terms to calculate due dates. The setup is similar to that in
CBS Accounts Payable.
1. Cho ose Setup / Payment Terms.
2. Set up a payment term using the following information.

Code DuDate
Description Due Date Only
Due date Days Based, 30 days

3. Click Save.
4. Close the Payment Terms window.

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Set up sales tax entities

CBS allows you to set up an unlimited number of sales tax entities in
order to calculate state and local sales taxes that apply to the products
and/or services that your company provides.
1. Cho ose Setup / Sales Tax.
2. Set up a new sales tax entity using the following information.

ID OH
Description Ohio Sales Tax
Rate 6.00
GL Account 251
Include Shipping Mark this checkbox

3. Click OK.

Notes
ƒ If a sales tax applies to shipping costs, mark the Include Shipping
checkbox; CBS will add the shipping to the taxable amount before
calculating the sales tax. If a sales tax applies to discounts, mark the
Include Discount checkbox to have CBS subtract the discount
amount from the taxable amount before calculating the sales tax.

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ƒ For more information on sales tax entities, search on Sales

tax:setting up sales tax from the Index tab of the Help Topics
dialog.

Set up finance charges

CBS allows you to set up finance charges that you can use to assess a
fee for late payment. You can have the program remind you when
finance charges need to be calculated by selecting a finance charge
assessment frequency.
1. Cho ose Setup / Finance Charges.
2. Set up a new finance charge using the following information.

ID 15%
Description 15% 10 days grace
Annual Rate 15.00
GL Account 470 (default)
Grace Period 10 select Days
Compound Mark this checkbox
Finance charge On Demand
reminder frequency
Minimum finance 1.00
charge
Invoice open balance 10.00

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3. Click Save and then close the Finance Charges window.

Tip
Enter the minimum outstanding invoice amount allowed in order for
your company to assess this finance charge. For example, if you do
not want to calculate finance charges on an invoice open balance of
$50 or less, you would enter 50.00 in the Invoice open balance field.

Note: For more information on setting up finance charges, search on

Finance charges:setting up finance charges from the Index tab of the
Help Topics dialog.

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Set up a new sales department

CBS uses Sales Departments for transaction reporting purposes. By
default the program uses the Sales Department assigned to the
customer (on the Invoice Information tab of the Setup / Customers
window). The drop-down list in the Sales Department fields are user-
defined lists. You can add new sales departments in the Setup / Maintain
Lists / Sales Department dialog or you can add one on the fly when
setting up a new invoice item or customer, or when entering a
transaction.
1. Cho ose Setup / Maintain Lists / Sales Department.
2. Notice that the Sales and Tutoring departments were set up earlier in
this tutorial.
3. Click OK.

Set up a new salesperson

In CBS Accounts Receivable, any employee who has been assigned to a
sales department is considered a salesperson. To set up a salesperson,
choose Setup / Sales People and select the appropriate sales
department in the employee record.
If you are licensed for the optional CBS Paycheck module, select the
sales department on the Department tab in the employee record.
Otherwise, select the sales department on the General tab of the NCP
Employees window. Because this tutorial sample client is licensed for
CBS PayCheck, we will set up the salesperson in the PayCheck
Employees window.
1. Cho ose Setup / Sales People.
2. In the PayCheck Employees window, select 3 from the ID drop-down
list.
3. Click the Departments tab and select Sales from the drop-down list
in the Sales Dpt field.
4. Click Save and close the PayCheck Employees window.

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Set up invoice items

In CBS, you can set up four different types of invoice items for the
products and services you sell to your customers.
ƒ An Item is a product or item you sell to your customers.
ƒA Service is a service you provide to your customers for which you
generate revenue. Services are usually not taxable.
ƒA Format is not related in any way to an item or service you provide.
CBS uses format items to format the detail sections of your invoices.
For example, you may want to define header and/or footer format
items.
ƒA Credit is used when you issue a credit memo to a customer for
something other than the return of an item. For example, you may
issue a credit if your customer receives poor service.
1. Cho ose Setup / Invoice Items.
2. Set up a new invoice item using the following information.

ID AR TEXT
Type Item
Description CBS Accounts Receivable textbook
GL acct Sales 401 (default)
Price 45.00
Unit of Measure Each (Click Yes to add to the list.)

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3. Click Save.
4. Set up another invoice item using the following information.

ID AR CREDIT
Type Credit
Description AR tutoring credit

5. Click the Format text button.

6. In the Description Editor, highlight the text and change the font to
Times New Roman 12 pt.
7. Click the B (bold) button on the toolbar.

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8. Click OK to close the Description Editor.

9. In the Invoice Items window, select 410 from the drop-down list in the
Sales field in the GL Accounts group box.
10. Mark the Tax exempt checkbox, and then click Save.
11. Enter another invoice item record using the following information.

ID TEXTBOOK
Type Format
Description CBS Textbook

12. Click Save and close the Invoice Items window.

Set up a new customer

CBS Accounts Receivable allows you to set up an unlimited number of
customer accounts. The program maintains information about each
customer, and recalls some of that information when you select that
customer for an invoice transaction.
1. Cho ose Setup / Customers.

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2. Enter the following information in the Customers window.

ID BOOK
Name Bookkeeping Wonders
Type Service (Click Yes when prompted to add the
item.)

3. Enter the following information on the General tab.

Address 100 Main Street

Dexter, MI 48130
Phone 734-555-5555
Contact Pam Smith

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4. Click the Invoice Information tab and enter the following

information.

Sales Tax ID MI
Payment Terms DuDate
Finance Charge 15%
Sales Dept Sales
Sort Code Manual (Click Yes to add to the list.)

5. Click the Account Status tab and enter the following information.

Data Entry Message Only Pam Smith can charge this

account.
Credit Limit 2000.00
Credit Limit Warning 1800.00

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6. Click the Shipping tab.

7. Enter OFFICE in the ID field. The program will prompt you to add it
to the system. Click Yes.
8. Enter FedEx in the Method field and choose to save it to the system.

9. Click the Details button, and verify the address information.

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10. Click OK to close the Shipping Address dialog.

11. In the Customers window, click Save.

Note: If your accountant set up the Shipping GL account number in the

File / Company Properties dialog, the program will automatically enter
the appropriate account number in the GL account field.

Edit customer information

1. In the Customers window, select A1 from the ID drop-down list.
2. Click the Invoice Information tab.
3. Select DuDate from the drop-down list in the Payment Term field.
4. Select 15% from the drop-down list in the Finance Charge field.
5. Click Save.
6. CBS moves to the next customer (ACCT). Select DuDate from the
drop-down list in the Payment Term field.
7. Select 15% from the drop-down list in the Finance Charge field.
8. Click Save.

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9. Select MUSIC from the ID drop-down list.

10. Select DuDate from the drop-down list in the Payment Term field.
11. Select 15% from the drop-down list in the Finance Charge field.
12. Enter Sort-1 in the Sort code grid. CBS displays a message prompt
asking if you want to add this sort code to the system. Click Yes.
13. Click Save.

Tip
CBS uses sort codes to group transactions for reporting purposes. You
can specify multiple sort codes for each customer. The sort codes you
specify for the customers will be used as the default sort code in the
Tasks / Receivable Transactions window.

Description editor and glossary items

The Description editor is a rich text editor that allows you to enter and
format text for the Description field in a number of CBS Accounts
Receivable windows or dialogs. In the Description editor, you can enter
as much text as necessary to describe the transaction or item. To open
the Description editor, click the Format text button next to any
Description field. For more information on the Description editor, search
on Description editor from the Index tab of the Help Topics dialog.
If you will use a formatted description for more that one transaction or
invoice, you may want to save the item as a glossary item by clicking the
Save as Glossary Item button in the Description editor and assigning a
glossary ID.
You can use the Setup / Glossary Items window to define and format
several items in one session. Assign each glossary item a unique ID. All
glossary items are available from the drop-down list in the Description
fields. For more information on glossary items, search on Glossary
items from the Index tab of the Help Topics dialog.
1. Cho ose Setup / Glossary Items.
2. Enter REMIT in the ID field.

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3. Place your cursor in the text editing section and enter the following
message in the text entry section.
Please remit payment. If you have already mailed the payment,
thank you!
4. Highlight the text and change the font to 12 point and click the Bold
text button on the toolbar.

5. Click Save, and then close the Glossary Items dialog.

Set up a memorized transaction

You can use memorized transactions to create a recurring receivable or
to set up a template for a specific customer. Once you switch to
Memorized transaction mode (by choosing the Memorized option in the
Edit / Receivable Data Entry Options dialog), CBS will remain in that
mode until you close the Receivable Transactions window or until you
choose Normal mode in the Receivable Data Entry Options dialog.
1. Cho ose Tasks / Receivable Transactions.

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2. Cho ose Edit / Receivable Data Entry Options or click the Options
button.
3. In the Receivable Data Entry Options dialog, choose the Memorized
option in the Set data entry mode group box.

4. Click OK to close the Receivable Data Entry Options dialog.

5. In the Receivable Transactions window, select I (Invoice ) from the
drop-down list in the Type field.
6. Select ACCT from the drop-down list in the ID field.

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7. Enter the following information on the Memorized Transaction tab.

ID ACCT PLUS
Frequency On Demand

8. Click the Items tab and enter the following information.

Item Quantity
AR TEXT Change quantity to 0
AR INSTRUCT Change quantity to 0

9. Click Save and click Yes when prompted to save a zero amount
invoice.
10. Click the Options button.
11. Cho ose the Normal option in the Set data entry mode group box,
and click OK to close the dialog.

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Enter receivable transactions

You can use the Receivable Transaction window to enter invoices and
payments. Enter the following information.
1. In the Receivable Transactions window, select I (Invoice) from the
drop-down list in the Type field.
2. Select BOOK from the drop-down list in the ID field. Note that if you
prefer to select the customer by name, you can select the client from
the Customer drop-down list instead.
3. The program displays the following Customer Status message.

4. Click OK to close the Customer Status dialog.

5. Enter 5/15/07 in the Date field. Notice that the program enters the
Due date based on the payment term.
6. On the General tab, select Ingram, Charles S. from the drop-down
list in the Salesperson field.
7. Click the Shipping tab. Notice that the program automatically fills in
the customer shipping information using the information entered in
the customer record.

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8. Click the Items tab and enter the following information.

Item Quantity
TEXTBOOK
AR TEXT 4.
AR INSTRUCT 1.
Blank Line
TUTOR
AR Tutor

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Notes
ƒ CBS automatically enters the price and description using the
information in the invoice item record.
ƒ CBS prints the items on an invoice in the exact order you select
them on the Items tab of the Receivable Transactions window.
You can use the grid control toolbar to rearrange the
order of the items.

9. Click the Computations tab and verify that the correct sales tax
entity (MI) is selected for this invoice.
10. Click Save.

Tip
Service items are normally tax exempt. To quickly verify the tax status of
an item during data entry, click the Details button next to the item
description in the grid.

Create additional invoices

1. In the Receivable Transactions window, select I from the Type drop-
down list.
2. Select MUSIC from the ID drop-down list. CBS displays a message
prompt informing you that the customer has been put on credit hold
and asking if you would like to continue. Click Yes.
3. Enter 5/20/07 in the Date field.
4. On the General tab, select Charles Ingram as the salesperson.
5. Select Sales from the Sales Dept field.
6. Click the Items tab and enter the following information.

Item Quantity
AR TEXT 10.
AR INSTRUCT 1.

7. Click the Computations tab and verify the sales tax.

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8. Mark the Final checkbox. Notice that the Applied Payments tab
appears.

Note: Before you can apply a payment to an invoice, you must

finalize both the invoice and the payment.

9. Click Save.
10. The program displays a message prompt informing you that the
customer’s outstanding opening balance exceeds their credit limit.
Click the Yes button to continue saving the invoice.
11. Select I (Invoice) from the drop-down in the Type field to create
another invoice.
12. Select A1 from the drop-down list in the ID field.
13. Click the Items tab and select the AR Tutor item from the drop-down
list.
14. Click Save.

Enter a credit memo

1. In the Receivable Transactions window, select M (Credit Memo) from
the drop-down list in the Type field.
2. Select A1 from the drop-down list in the ID field.
3. Enter 5/22/07 in the Date field.
4. Click the Items tab.
5. Select AR CREDIT in the Items column and enter $50.00 in the
Amount column.
6. Mark the Final checkbox.
7. Click Save.

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Notes
ƒ The Credit type invoice items are included in the drop-down list
on the Items tab only when you are entering a M (Credit Memo)
type receivable transaction.
ƒ Enter all amounts for Credit memos as positive amounts.
Because the type you selected is a Credit memo, CBS knows
how it affects the customer balance and displays credit amounts
as negative amounts in the Open Bal column.

8. Enter another invoice using the following information.

Type I (Invoice)
ID ACCT
Date 5/18/07

9. On the General tab, select 2%N30 from the drop-down list in the
Terms field.
10. Click the Items tab and enter the following information.

Item Quantity
AR TEXT 30.
AR INSTRUCT 8.

11. Enter $100.00 in the Shipping field.

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12. Click the Computations tab.

13. Enter 40. in the Amount field in the Discount group box. Notice that
CBS changes the text color to red. This is because the program
displays all override amounts in red.
14. Click Save.

Note: If you specified GL account numbers for Shipping and Discount on

the Accounts Receivable tab of the File / Company Properties dialog,
CBS automatically enters the appropriate account numbers in these
fields during data entry.

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Enter a customer payment

Enter a check payment

1. In the Receivable Transactions window, enter the following
transaction information.

Type K (Check, PMT)

ID BOOK
Ref # 2345
Date 5/31/07

2. On the Payment Information tab, enter 309.70 in the Payment total

field.
3. Mark the Final checkbox, and then click Save.

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Enter a cash payment

1. Enter the following transaction information.

Type C (Cash, PMT)

ID MUSIC
Ref # Cash
Date 5/20/07

2. On the Payment Information tab, enter $250.00 in the Payment

total field.
3. Mark the Final checkbox, and then click Save.

4. The program displays the Select Treatment Option for Open

Payment prompt. Choose Save as unapplied and click OK.

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Notes
ƒ CBS displays this prompt when there are open, finalized invoices
and open, finalized payments in the database. If you want to
apply payments later, you can mark the Turn off this prompt
for the current session checkbox.
ƒ If you marked the Apply Payments Balance Forward checkbox in
the Accounts Receivable – Data Entry tab of the File / Company
Properties dialog, CBS will not display this message. Instead,
CBS automatically applies the payment to the oldest invoice.

Enter a payment directly on an invoice

For point of sale transactions you may want to immediately apply a
payment while entering the invoice information.
1. In the Receivable Transactions window, enter the following.

Type I (Invoice)
ID ACCT
Date 5/31/07

2. Click the Items tab.

3. Select AR INSTRUCT from the drop-down list in the Item column.

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4. Mark the Final checkbox. CBS displays the Apply Payments tab.
5. Click the Applied Payments tab and enter the information below.

Row 1
Date 5/31/07
Reference # POS 1234
Type R Credit Card
Vendor Visa (add to list)
Amount Applied $60.00
Row 2
Date 5/31/07
Reference # POS cash
Type C Cash

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6. Click Save.

Issue a customer refund

If you need to issue a refund to your customer for an overpayment or
return of merchandise, or if your customer is dissatisfied with a purchase
and requests a refund, you can use the Edit / Issue Customer
Credit/Refund command to create the necessary refund transactions.
For detailed information on issuing customer refunds, search on
Refunds from the Index tab of the CBS Help Topics dialog, and then
select the applicable refund help topic.

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Enter a historical invoice to assess a finance

charge
Now you are going to create an invoice dated in the past so that you can
see how CBS assesses finance charges.
1. Select I (Invoice) from the drop-down list in the Type field.
2. Select A1 from the drop-down list in the ID field.
3. Enter 01/01/07 in the Date field. CBS displays a message prompt
telling you that you have entered a date from a prior period. Click
OK. Notice that the program enters 1/31/07 in the Due date field
because of the payment term assigned to the customer.
4. Click the Items tab and select AR TEXT from the drop-down list.
5. Mark the Final checkbox.
6. Click Save.
7. The program displays a message prompt asking how you want to
handle the invoice. Choose the Save as open option and click OK.
8. Close the Receivable Transactions window.

Print customer invoices

1. Cho ose File / Print Forms.
2. You can assess finance charges before printing the invoices. When
you assess a finance charge for late payments, CBS creates an
invoice for each occurrence of the finance charge. Click the Assess
Finance Charges button.
3. In the Finance Charge Assessment dialog, double-click the 15% item
to move it to the Selected pane.
4. Enter 05/31/07 in the Finance charge date field.

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5. Click OK.
6. In the Finance Charge Confirmation dialog, the program will assess
a finance charge of $2.94 on customer A1’s account because the
customer has not yet paid their invoice.

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Notes
ƒ Because this is the first time you are assessing finance charges
for this customer, the Last Date customer was assessed as of
field is blank.
ƒ CBS divides the amounts subject to finance charge by 365 days
and multiplies that amount by the rate entered in the Setup /
Finance Charges window (in this case 0.15) to determine the
Daily Rate.

The program then multiplies the daily rate by the number of days
past due to calculate the total finance charge.

7. Click the Create finance charges button.

8. In the Finance Charge Assessment dialog, enter FINANCE
CHARGE in the Starting invoice # field and mark the Use the same
reference number for all invoices checkbox.

9. Click OK. CBS displays a message prompt informing you that one
finance charge transaction was created. Click OK.

Note: You can access the Finance Charge Assessment dialog

directly by choosing Tasks / Finance Charge Assessment.

10. In the Print Forms dialog, change the date to 5/31/07 in the
Statement Activity to include group box. Notice that the program
automatically changes the invoice date to the same date.
11. In the Forms to print grid, mark the checkbox on the first row and
select AR Blank Paper Narrow Invoice from the drop-down list in
the Layout column.

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12. Select Inv from the drop-down list in the Form Type column.
13. Notice that the program automatically entered 3 in the # of forms to
print column and Pending in the Selection Filter column.

14. Click the Edit Messages button.

15. In the Edit Form Messages dialog, enter Thank you! in the Standard
Message field. Notice that the drop-down list in each message field
includes the glossary item you set up earlier in this chapter.

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16. Click OK to close the dialog.

17. In the Print Forms dialog, click the Print button.
18. After printing the invoices, the program displays the message prompt
asking if all items printed successfully. Click Yes.

Note: For more information on printing Accounts Receivable forms in

CBS, search on Printing accounts receivable forms:overview
from the Index tab of the Help Topics dialog.

19. Open the Receivable Transactions window. If CBS displays the date
prompt, click OK. Notice that there are no pending invoices now.
When you print an invoice, the program automatically marks it as
Final and changes the status from P to F.

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View a customer’s open balances and YTD

balances
You can view customer account balance information for any customer at
any time from either the Receivable Transactions window or the
Customers window.
1. In the Receivable Transactions window, highlight one of the
transactions for customer A1.
2. Cho ose Edit / Customer Detail / YTD Balances.

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3. In the Display totals for fields, enter 01/01/07 and 05/31/07 in the
date range fields.
4. Click the Refresh Totals button.

5. Click the Done button.

6. Cho ose Edit / Customer Detail / Open Balances.
7. By default, the program uses the current date for the As of Date.
Change the date to 5/31/07, and then click the Refresh Totals
button.

8. Click the Done button to close the dialog.

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9. Close the Receivable Transactions window.

Note: To access these customer balances dialogs from the Customers

window, highlight the customer whose balances you’d like to view, and
then choose Edit / View Open Balances or Edit / View YTD Balances.

Apply finalized payments to finalized invoices

Use the Apply Customer Payments dialog to match unapplied payments
or credit memos to open invoices. Use the Apply Pmt column to select a
payment group for the payment and then select that same group for all
invoices being applied to the payment.
1. Cho ose Tasks / Apply Customer Payments.
2. For customer A-1 Mobile Homes, select Apply Payment Group 1
from the drop-down list in the Apply Pmt column for the $50.00 credit
memo (Ref # 4) and the $50.00 invoice (Ref # 3). This customer has
two remaining open invoices totaling $50.64.
3. For customer Bookkeeping Wonders, select Apply Payment Group
1 from the drop-down list in the Apply Pmt column for the $309.70
payment (Ref # 2345) and the $309.70 invoice (Ref # 1).
4. For customer Music City, select Apply Payment Group 1 for the
$250.00 payment (Ref # cash) and the $545.90 invoice (Ref # 2).
This leaves the customer with an open balance of $295.90.

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5. Click the Apply Pmt button.

6. Click OK to close the Apply Customer Payment dialog.

Note: The Apply Customer Payments dialog displays only those

customers with both final unapplied payments and final open invoices.

Record a deposit
CBS includes all finalized payments in the Deposits window. You select
the payments to include in the deposit record. Once you make the
deposit, CBS creates a deposit record in the selected CBS checkbook
and adds the deposit date and description to the payment record in the
Receivable Transactions window.
1. Cho ose Tasks / Deposits.
2. Change the Date to 5/31/07.

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3. Enter $50.00 in the Amount field in the Deposit reduction group box.
Notice that the program automatically entered 109 in the GL account
field. This is the account specified in the Deposit reductions field in
the File / Company Properties dialog.

4. Click the Select Payments button. If you are not going to deposit all
payments, you can deselect them in this dialog.
5. Leave all payments marked for this deposit. Click OK.
6. Click the Summary button. The Deposit summary dialog displays
detailed information about the deposit as it would appear on the
deposit slip and in the Reconcile Transactions window when you
choose the Detail format option. Click OK.
7. Click the Print Deposit Slip button. Use the Print Deposit Slips
dialog to choose options for printing a deposit slip for the current
deposit. CBS uses the layout you selected in the Checkbook / Setup
window.

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8. You do not need to print a deposit slip at this time, so click Cancel to
return to the Deposits dialog.
9. Click the Make Deposit button and then close the Deposits window.
10. Cho ose Checkbook / Open / Checking Account. Notice that the
AR Deposit has been added to the listview pane.

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11. Close all open CBS windows.

Print customer statements

After printing the invoices, you can print the customer statements. A
statement is a summary of what a customer owes your company. It
usually includes the beginning open balance and any additional
purchase amounts, less amounts credited to their account.
1. Cho ose File / Print Forms.
2. Enter 5/31/07 in the Date field in the Statement activity to include
group box.
3. Mark the checkbox in the first blank row of the Forms to print grid,
and then select AR Blank Paper Statement from the drop-down list
in the Layout column.
4. Select Stmt in the Form Type column.

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5. Select Open Balance from the drop-down list in the Selection filter
column.
6. Click the Refresh button. Notice that there are three statements to
print.

7. Click the Details button.

8. In the Select Statements to Print dialog, verify that the Advance
Print Cycle checkbox is marked.

Note: By default, CBS marks the Advance print cycle checkbox and
advances the print cycle dates. CBS uses the print cycle dates to
distinguish new activity from older activity when you choose the New
option in the Print Forms dialog. If you print mid-period statements
for your customers and still want to provide an end-of-period
statement that includes all activity for the period, clear the Advance
Print Cycle checkbox and then mark it again for an end-of-period
statement. CBS will update print cycle dates only if the New option is
marked in the Statement activity to include group box.

9. Click OK.

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Note: If you selected Customer or Contact in the Email to use for

AR form delivery field on the General tab of a customer’s record,
you can email the statement to that address by marking the Email
checkbox. When you click the Print button in the Print Forms dialog,
CBS will generate an email message with a PDF of the invoice
and/or statement attached, and then send the email message to your
customer.

10. In the Print Forms dialog, click the Print button. The first time you
print statements, the program will display the following prompt.

11. Click the Continue printing button.

12. When the program displays a message prompt asking if all items
printed successfully, click Yes.

Print accounts receivable reports

1. Cho ose File / Queue Reports and click the Accounts Receivable
tab.
2. When printing accounts receivable reports, you can choose which
transactions to include by selecting a filter. Click the Filter button.
3. In the Receivables Filters dialog, enter BOOK in the Filter Name
field.
4. Select Bookkeeping Wonders from the drop-down list in the
Customer field in the Limit selection to group box.

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5. Click Save and then click OK.

Note: Most CBS Accounts Receivable reports include a Limit

selection to group box, so you can specify filter criteria for individual
reports.

6. In the Queue Reports dialog, mark the Invoice / Payment List

checkbox.
7. Click the Print Preview button. Notice that the program displays only
the invoices and payments listed for Bookkeeping Wonders.

8. Close the Print Preview window.

9. Click the Clear Filter button, and then click OK when prompted that
the filter was cleared.
10. Click OK to close the Queue Reports dialog.

Notes
ƒ When you select a report filter, that filter will remain selected until
you click the Clear Filter button or until you select a different filter.
ƒ For more information on setting up report filters in CBS Accounts
Receivable, choose Help / PDF Guides / CBS Accounts
Receivable / Report filters in CBS Accounts Receivable.

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Export to Accountant
Once you have finished entering transactions for the processing period,
you must export these transactions to your accountant for processing.
Your accountant will then retrieve your transactions into his/her
accounting software and address any notes you may have sent.

Print the Transactions List report

Before you export your data to your accountant, you may want to print
the Transactions List report from the CheckWriter tab of the Queue
Reports dialog.
When printing the Transactions List before an export, you can choose
the Current export period option to include only those CBS transactions
that will be exported to your accountant.
1. Cho ose File / Queue Reports.
2. In the CheckWriter tab of the Queue Reports dialog, mark the
Transactions List checkbox and then click the associated Options
button.
3. In the Transaction List options dialog, choose the Current export
period option in the Activity to include group box.
4. Click OK.
5. In the Queue Reports dialog, click the Print Preview button.

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6. Note that the report shows transactions for all checkbooks. Because
the checkbook adjustments do not transfer to your accountant, they
do not show up on the report, and the Net Change for account 101
will not match the Checkbook balance.
7. Close the Preview window and the Queue Reports dialog.

Verify export data location

Before you export data to your accountant, you should verify the file
location for the program to use when creating the export file.
1. Cho ose Utilities / Options and click the CBS Data Folders tab.
2. Click the Browse button next to the Export to Accountant field.

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3. In the Modify Location dialog, scroll to the top of the folders list,
highlight Desktop, and click OK.
4. In the Options dialog, highlight the path in the Export to Accountant
field, right-click in the field, and choose Copy from the context menu
that appears.
5. Highlight the text in the Backup/Restore field, right-click in the field,
and choose Paste from the context menu.
6. Click OK to close the Options dialog.

Export to accountant
1. Cho ose File / Export To Accountant or click the Export to

Accountant icon on the CBS shortcut bar. If you have any CBS
windows open, the program will prompt you to close all windows
before starting the export process. Click OK at the prompt and close
all windows.
2. The program displays a message prompt recommending that you
back up your data before exporting. Click Yes.
3. Click Save in the Backup Company Database dialog, and then click
OK when prompted that the backup is complete. Both the backup file
and the export file will be stored on your desktop.
4. When the backup is complete, CBS opens the Export Details dialog.
Note the dates in the Current Export Date and Next Export Date
fields. You can override the Next Export Date if needed.

5. Click the Continue button.

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Important! If the Next Export Date is beyond the system date

(today’s date), the program will display the following warning prompt
when you click the Continue button. DO NOT ignore this message.
Click No and contact your accountant.

6. CBS displays a message prompt asking if you want to email the file
to your accountant. Click No for this tutorial.
7. CBS displays a message prompt informing you that the export is
complete. Click OK. Notice that the CW and PC dates in the lower-
right corner of the status bar are now 6/30/07.

Reversing an exported transaction

1. Cho ose Checkbook / Open / Checking Account. Notice that the
exported transactions are now grayed out.
2. Highlight check #104 for Greenscape Lawn Services in the listview
pane.
3. Click the Delete button. The program displays a message prompt
informing you that the transaction that has been exported to your
accountant and asking if you want to create a reversal. Click Yes.
4. CBS creates a negative-amount transaction to offset the exported
transaction.

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Proper Database Maintenance
At the end of each CBS processing period, just before you create the
export disk for your accountant, the program prompts you to make a
backup copy of your data to save as an archive or send to your
accountant with the export disk.
For maximum protection, you should keep an additional copy of the
archive disk for each CBS processing period at another, off-site location.
It takes only a few more minutes to make a second backup copy, but it's
well worth the effort.
1. Cho ose File / Backup / Database. Because you set the
Backup/Restore location to your Windows Desktop (in the Utilities /
Options dialog), the Backup Company Database dialog opens to that
location. If you plan to back up your data to a form of removable
media, place that media in the appropriate drive before starting the
backup process.

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2. Click Save.
If you discover that you need to make a correction to one or more
transactions that have already been exported, be sure to consult with
your accountant before proceeding. You may view exported transactions
as historical items in CBS data-entry windows and in certain reports, and
your accountant can provide instructions on how to create one or more
new transactions to make correcting entries.

Important! CBS does not allow you to restore data from an export file
created for your accountant. Export data is formatted for your
accountant’s software. You must restore data from backup files.
Note: When you restore data from a backup file, the backup data
replaces all data currently saved on your computer for that same
company database. If you need to restore data and do not want to lose
your current information, back up your current data to a fresh backup file
before executing the Restore command.

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Delete old transactions

At the end of the year you may want to remove prior-year transactions
from the database. This is not necessary, but it may help to improve
performance.

Important! Be sure you back up your data before deleting transactions.

Use the Delete Old Transactions dialog to choose the number of months
of historical transactions to preserve on your hard drive based on the
current system date. Alternatively, you may specify a date to represent
the transaction date of the oldest transactions to be retained on your
hard drive. (The program automatically updates the Number of months
field to correspond with the date you specify, or vice versa.) The program
will not delete any transactions until you click the Perform Transaction
Deletion Now button.
1. Cho ose File / Database Maintenance / Delete Old Transactions.

2. You will not delete any transactions for this tutorial, so click the Done
button.

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Close and compact the database

By default, when you close CBS, the program automatically compacts
the company database to clean up temporary files and reduce the size of
the data file. This will improve performance and decrease the amount
disk space required when making a backup copy. Because CBS
compacts the data when you close the program, it is important that you
close CBS before you turn off your computer.
If you do not want CBS to compact the database each time you close the
program, clear the Compact Database on Close checkbox on the
General tab of the Utilities / Options dialog.
You can manually compact the company database as follows:
1. Close any open CBS databases and choose File / Database
Maintenance / Compact Database.
2. In the Compact Database dialog, select CBS Tutors, Inc. and click
the Compact button.
3. When CBS prompts you that the database was compacted, click OK.

End of CBS Tutorial

This is the end of the CBS Add-on Modules tutorial. Please contact your
accountant if you have any questions regarding any of the procedures
outlined in this guide.

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Downloading and Applying CBS
Software Updates

Download CBS software updates

From time to time your accountant may ask you to update your CBS
program files. If you have access to the Internet and your accountant has
set up your CBS software to allow you to download CBS software
updates, you can do so as the updates become available.
1. With your CBS company database open, choose File / Update CBS.

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2. In the CBS Connect window, choose the Download now option, and
then click the Download button. If there are any updates available,
CBS will display the list of updates. After the updates have been
downloaded, CBS will prompt you to apply them.

Note: If you do not want to download updates at this time, you can
specify a different time to download them. Choose the Download
later option, enter the specific date and time for CBS to initiate the
download, and then click the Countdown button. On that date and
time, CBS will connect to the CBS host computer and begin
downloading any available updates. Note that the computer must
have an active Internet connection at the scheduled time in order for
CBS to download the updates.

3. Close the CBS Connect window.

Apply CBS software updates

If you do not have access to the Internet or if your accountant has not set
up your CBS program to allow you to download CBS software updates,
your accountant will download the updates and make a backup copy for
you.
1. Copy the software update files provided by your accountant to the
location specified in the Backup / Restore field on the CBS Data
Folders tab of the Utilities / Options dialog.
2. Open your company database and choose File / Restore / CBS
Updates.

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3. Use the Look in field to browse to the appropriate file. Highlight the
appropriate ZIP file and click the Restore button.
4. The program will display a message prompt asking if you want to
apply the updates. Click Apply Now.
5. Click the Apply Software Updates button. When the process has
finished, open your company database in CBS.

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