On a network whenever you run a program, you get an "Open File" warning.
Vista & XP Issue
   This is being caused by the latest update to Internet Explorer version 7 and Microsoft changes in security protocol. To get rid of this warning, do the following steps:

1. Launch Internet Explorer program.
2. Click on the "Tools" button in the upper right and then "Internet Options".
3. Now click on the "Security" tab and select "Local Intranet" in the zone box at the top.
4. Click on the "Sites" button on the right side of window just under the box.
5. On the "Local Intranet" window, click on the "Advanced" button at the bottom.
6. In the box at the top which says "Add this website to the zone", clear whatever value is there and enter the name of your network server in the form of "\\Server".
7. Once the server name is entered, click on the "Add" button to the right. Your entry will be added to the "Websites" list below in the form of "file://Server".
8. Click "Close" and "OK" as needed to exit Internet Explorer.

That should do it. Any program that is located of the entered server will no longer give a "File Opening" warning. If you have more then one server, just repeat steps 6 and 7 above for each server.

Note1: If you do not know the name of your server, you can determine that by going to "My Network Places" and then clicking on the "Show Workgroup Computers" option.

Note2: If you are still getting another error message after making above changes you may have to delete you shortcut and create a new one.

The below are changes required for Microsoft VISTA operating system.

With changes that have been made by Microsoft. our programs will NOT work in the standard "Program Files" folder. It appears that a decision was made that the Program Files folder is to be consider restricted and as such, programs are not allowed to access files contain in that folder. Since our program stores it's data under the folder where the programs are, as well as a couple of files in the program folder itself, the program will fail with a access denied type of error.

Updating to Vista -
The responsiblity rests on the user to move the program files and all related subdirectories to a new folder as specified below.

After updating on a LOCAL COMPUTER, our recommendation is to create a folder off of the root called "Prosoft" and then install into a folder under that based on the program name. An example would be "C:\Prosoft\Gemini" for the Gemini program and "C:\Prosoft\PSClient" for PSClient. This restriction should only be required on the local drive and not on a network.

New Installations -

The install programs for all three programs in version 17 have been changed to default the installation folder to above suggested folder of "c:\Prosoft\[program]". If the programs have already been installed and run, the installation, and subsequent updates to the program will continue to use the saved folder (Current Default).

Problem: On a network whenever you run a program, you get an "Open File" warning.

This is being caused by the latest update to Internet Explorer version 7 and Microsoft changes in security protocol. To get rid of this warning, do the following steps:

1. Launch Internet Explorer program.
2. Click on the "Tools" button in the upper right and then "Internet Options".
3. Now click on the "Security" tab and select "Local Intranet" in the zone box at the top.
4. Click on the "Sites" button on the right side of window just under the box.
5. On the "Local Intranet" window, click on the "Advanced" button at the bottom.
6. In the box at the top which says "Add this website to the zone", clear whatever value is there and enter the name of your network server in the form of "\\Server".
7. Once the server name is entered, click on the "Add" button to the right. Your entry will be added to the "Websites" list below in the form of "file://Server".
8. Click "Close" and "OK" as needed to exit Internet Explorer.

That should do it. Any program that is located of the entered server will no longer give a "File Opening" warning. If you have more then one server, just repeat steps 6 and 7 above for each server.

Note: If you do not know the name of your server, you can determine that by going to "My Network Places" and then clicking on the "Show Workgroup Computers" option.

If the invoice has not been paid and is still in your open items select AP | Add/Edit AP Invoices | Reverse Posted. First select the vendor which the invoice is for and then the invoice you would like to reverse out of the system.

Click on [OK] and you will be asked to confirm the invoice reversal, and then asked if you would like a copy of the original invoice to make corrections to. If you answer No you will have loaded in the add/edit AP Invoices an invoice clearing the original entry. If answered Yes the system will load the above and an additional invoice for you to make corrections to. Once you have printed a proofing report and posted the entries you will have completed the reversal / correction.

To add a new company you must be logged in as supervisor. Go to File | Supervisor | Company Maintenance and select [Insert]. The company number will be automatically assigned for you but may be changed to another number as long as it is not in use. Type in the company name you wish to call the new company. You will have several options to select from they are shown below on the sample screen. If you select Do Not Copy Anything you will have a company with no chart of accounts, vendors, cost codes and etc.. If you select Copy and select to have the options available added that will be all that is added to new company. (Note: The company you are in is the what the new company data that will be structured from.) Duplicate All Information will give you an exact copy of structure and data from the company you are currently in. This may be done so you can play in your new company without having an effect on your original companies data.

This report allows you to calculate and print a percent complete statement. No postings are actually made to the accounting system. Therefore, you can manipulate the layout as necessary and print statements whenever you wish.

Preparation of a percent complete financial statement requires setup of the General Ledger line summary numbers that are going to be affected. Gemini will properly adjust the percent complete statement even on jobs that have been partially transferred to get correct financial reports on a percent complete basis.

Therefore, you MUST have accurate budgets on all jobs. This means that both job COSTS and REVENUES must have a budget! If you do not make this commitment the statements produced will NOT be correct. We also urge you to get your financial professional (CPA, etc.) involved in making sure of the setup the company needs. You might initially set up individual line summary numbers to see exactly what information is being printed out compared to your standard income statement. Please note that this is not normally done on an actual statement.

As an example, the screen, below, is typical. It shows separate line summary numbers for each percent complete element. Again, consult your CPA.

A,B,C:-Would be separate line summary numbers

D=F=I:-Would be same as each other.

E=J: Would be same as each other

G= WIP Line Summary

H= Draw Line summary

NOTE: If Layout changes are made during testing you must completely exit from GL PRINT OPTION and RE-Enter for above changes to be effective.

A = Work in Process report “Billing in excess” calculation. This needs to be a liability account and will be posted as a credit to that account.

B = Work in Process report “Costing in Excess” if value would/ should be asset and which would be posted as a debit to that account.

C = Should be actual amount that would be posted as income on P&L before adjustment of (L&M) LAN Year Real/Eed profits

D = This amount comes from the WIP report and is posted against the sales as a credit to adjust for transferred JOBS.

E,F,G,H = Needed to adjust P&L for jobs that have possibly been transferred or closed and the trial balance and JOB DETAIL are not the same. We would not want to impact the P&L two times on a job that was transferred (which would happen based on A,B,C calculations).

E&F (And offset to Balance G&H) are needed because in a percentcomplete situation you need to zero any “work in process draws” out of asset and liabilities. Hence:

E = Amount of money in the trial balance that is WIP(Not Transferred). This amount needs to be posted to an expense as a debit. The offset to this account is “G”.

F = Amount of money in the trial balance that is draws (not transferred) will be G= posted as credit to P&L income. The OFFSET to this account will be H.

G = Need to balance E above and should be posted to the asset WIP area.

H = Needed to balance F above and will be posted to the liability (DRAW) area of balance sheet.

I,J,K, & L&M are needed to adjust the P&L and balance sheet for prior years(s) realized income or loss on JOBS that have activity in the current year. Since the percent complete statement does not actually “Post” you need to manually, on your CPA’s instructions enter the adjustment in dollars into option L&M.

I = This would be the income line and would actually adjust the line with the amount entered as a value in line with the amount entered (last years real zero income) as a value in line “L

1.) Gather employee PR information for the below as separate totals.

a.) 1/1/01 through 3/31/01
b.) 4/1/01 through 4/30/01

2.) Print payroll deduction report.

3.) Change all deduction general ledger accounts to 999999.

4.) Enter payroll in total by employee through 3/31/01

a.) Use additional pay and enter gross dollar amount.
b.) Charge all payroll to 999999.

5.) Run calculate Proof Report with dates of 3/31/01

6.) Validate all deductions and net check amounts.

a.) Correct as needed using "edit deductions" and lock deductions as needed.
b.) Repeat step 5 and 6 until all employees have correct numbers.

7.) Set the 999999 account to "cash account" using GL maintenance.

8.) Backup data.

9.) Print payroll checks using 999999 suspense account.

10.) Verify that there was a zero change in the trial balance.

11.) Repeat the above process for the next quarter (or partial) as needed.

12.) Once payroll records are updated change PR deduction GL accounts back to the original definitions as defined in report.

Beginning Balances – Job Costing (Typical % complete)

To get costs in a job without effecting the GL, follow the below procedures. This process is normally used when bringing balances from your “old system” to the “new system”. This would not be used if your “old system has WIP (work in process) account(s) that are equal to the jobs in progress.

1. In Gemini make sure that all needed cost codes have been added to the system.
2. Select: GL / Add/Edit GL Entries
3. Using the “old system job report” make a GL entry for each and every cost within the job. This entry will be done by cost code.
4. Once every cost code in the 1^st job has been entered you will be left with a balance. Enter the remaining balance to your “suspense account”.
5. DO NOT POST THESE ENTRIES
6. Each job should be entered using the above procedures.
7. Once completed verify your entries by printing: GL / Proofing Report
8. THE FOLLOWING STEPS ARE CRITICAL
9. Make sure all other users are “NOT POSTING” any entries. It is suggested that you remove the posting authority under supervisor, user maintenance.
10. Select the cost item list and change every cost code in the list to your “suspense account”. This can be done by one of two methods.
    1. JC / Cost Item List Maintenance (not recommended because of speed)
    2. File / Supervisor / Job Costing / Global Item List Maintenance
11. Immediately POST the Job beginning Batches (GL / Post GL Entries)
    1. Verify that the “suspense account” has not changed after the posting.
    2. Verify all postings were completed.
12. CHANGE THE COST CODE CLOSE OUT ACCOUNTS back to the proper accounts.
    1. Print a Cost Item List report
    2. Validate/verify that NO COST CODES CLOSE TO SUSPENSE
13. You have now completed the process.

For certain business accounting software packages, you can export records of issued checks to an ASCII or text file. By using Microsoft Excel, you can reformat these records into a PC file format that can be transmitted via modem to Bank of America.

1. Follow instructions for creating a file of issued checks from your accounting software package. Files will most likely be saved as a print or formatted text file (.PRN
filename extension), text file (.TXT filename extension), or ASCII file (.ASC filename extension).

2. Open Excel and from the File, Open command, select the file. Remember to change the file type in the Open command window to “All Files” so that you can access your
check issue file that may be saved with a .PRN, .TXT or .ASC filename extension.

3. When you open these types of files, a Text Import Wizard window will open to guide you through the import process.

3A. In the Import window step 1, select Fixed Width and click on Next.

3B. In the Import window step 2, follow the instructions to move existing lines or insert new ones to parse the record into the discrete data fields you will need to
either send to the bank or discard from the file.

3C. In the Import window step 3, select each column one at a time. After highlighting a particular column, do the following:
If you wish to use the column as a field in your transmission file, click on the appropriate radio button in the Column data format section of the import window.

• For the account number and serial number columns, click on the General radio button.
  • For the amount and additional data columns (such as payee name), click on the Text radio button. Note – the “Text” designation is important as it will retain your commas and decimal places for the dollar amount of each check issue.
  • For the date column, click on the Date button and make sure the MDY format is selected in the drop down box.
• If you wish to exclude a column from your transmission file, click on the Do not import column (Skip) radio button.
• Click on Finish to complete the import process.

4. Within the Excel worksheet, you may need to rearrange the columns to match Bank of America’s standard format which is as follows:

Field #	Field Name	Length	Type	Start Position	End Position	Remarks
1	Account Number	12	Numeric	1	12	· Right justified, zero filled
2	Void Indicator	1	Numeric	13	13	· Void is indicated by the number “2” · Valid issues indicated by a blank space or any other alphanumeric character
3	Blank	2	N/A	14	15	· Literal Blank
4	Serial Number	10	Numeric	16	25	· Right justified, zero filled
5	Amount	12	Numeric	26	37	· Right justified, zero filled · 9(10)v99 - Do not include decimal point, our system will assume the two right-most digits as decimals
6	Issue Date	8	Numeric	38	45	· MMDDYYYY format
7	Additional Data	15	Alphanumeric	46	60	· Optional data such as payee name

4A. Your check register export may not have a field for your account number at Bank of America or for the void indicator. To add these columns in Excel, do the following:

• Click on column A to highlight the entire column.
• From the menu bar, select Insert, then select Columns.
• Repeat this step to insert another column.

4B. The fields in your check register export file may not be in the same order as our standard format. To reorder the columns in Excel, do the following:

• Highlight the column you wish to move.
• From the menu bar, select Edit, then select Cut.
• Highlight the column you wish to move the cut column in front of and select Insert from the menu bar and then select Cut Cells.
  Note – If you make an error during this process, simply select Edit from the menu bar and select Undo Cut Cells.

5. Format column A which should be the account number.

• Type in your account number in the first row and then copy that number to the remaining rows under column A.
• Highlight the column and, from the menu bar, select Format, then select Cells.
• In the Format Cells window, select Custom under the Category list.
• In the Type field, enter eleven zeros, followed by the # sign (00000000000#) and click OK.
• Note – make sure the column is right justified.

6. Format column B which should be the void indicator.

• For any voided check issue, enter a “2” in the field. Valid check issue records may have this field left blank or they can be filled with any other alphanumeric character. We recommend that you just leave the field blank.
• Note – make sure the column is left justified.

7. Format column C which should be the serial number.

• Highlight the column and, from the menu bar, select Format, then select Cells.
• In the Format Cells window, select Custom under the Category list.
• In the Type field, enter nine zeros, followed by the # sign (000000000#) and click OK.
• Note – make sure the column is right justified.

8. Format column D which should be the amount.

8A. Depending upon your software package, your amount fields may have imported with one of the following formats: (1) Even dollar amounts without the decimal distinction, (2) Fractional dollar amounts with only one decimal place or (3) Currency-type format with two decimal points.

For example, a check for five hundred dollars may have imported as 500 instead of 500.00 or a check for two hundred dollars and sixty cents may have imported as 200.6 instead of 200.60. Under the currency type format, Excel cannot automatically convert this to a text format that is required for conversion. To ensure that this amount is transmitted correctly to us, do the following steps:

• Highlight the column and, from the menu bar, select Format, then select Cells.
• In the Format Cells window, select General under the Category list. (This will allow you to perform a calculation on a cell that was previously in a text format or currency format).
• Highlight column E, which is the date field and from the menu bar, select Insert, then select Columns.
• In the first row under the new column E, type in the following formula: =D1*100
• This will, in effect, remove the decimal point problem as outlined above.
• Copy this formula to the remaining rows under column E.
• In order to keep the values created from the formula and to keep only one Amount column, you must do the following:
  • Highlight column E and, from the menu bar, select Edit, then select Copy.
  • Keep column E highlighted, do not select another column. From the menu bar, select Edit, then select Paste Special.
  • In the Paste Special box, select the Values radio button under the Paste category and click OK, then press the ESC key.
  • Highlight column D and, from the menu bar, select Edit, then select Delete to remove the column.
    
• Highlight the column and, from the menu bar, select Format, then select Cells.
• In the Format Cells window, select Custom under the Category list.
• In the Type field, enter eleven zeros, followed by the # sign (00000000000#) and click OK.
• Note – make sure the column is right justified.

8B. If your amount fields have imported correctly with two decimal places, make sure it is already in a text, not a number or currency format. If not, you will have to perform
step 8A. If it is in a text format, do the following steps:

• Highlight the column and, from the menu bar, select Edit, then select Replace.
• In the Replace box, type a “.” in the Find What field. In the Replace With field, leave it blank and click on Replace All.
• If there are commas in the amounts, repeat the above step but replace the comma with a blank.
• Highlight the column and, from the menu bar, select Format, then select Cells.
• In the Format Cells window, select Custom under the Category list.
• In the Type field, enter eleven zeros, followed by the # sign (00000000000#) and click OK.
• Note – make sure the column is right justified.

9. Format column E which should be the date.

• Highlight the column and, from the menu bar, select Format, then select Cells.
• In the Format Cells window, select Custom under the Category list.
• In the Type field, enter MMDDYYYY and click OK.

10. Save the file both as a regular Excel file (for your records) and also as a print or formatted text file (.PRN filename extension).

• From the menu bar, select File, then select Save As
• In the Save As box, enter the desired filename in the File name field. Click on the Save as type drop down box and select the Formatted text (Space delimited) (*.prn) option.
• Note – the .PRN file is the ASCII formatted file you will send to the bank.

NOTE: Be sure to delete the column heading rows when you are finished reformatting the data rows.

The ACH (Automated Clearing House) file format (which some may also refer to as NACHA--National Automated Clearing House Association) is a specific file format used by most, but not all, banks in support of Direct Deposit Payroll activities. We have implemented the ACH file creation protocol within our Payroll module to support Direct Deposit. As noted, not all banks use ACH. Those banks will usually have a proprietary format which is implemented using special software which they provide. Prosoft does not support those proprietary formats.

Please note that, although the basic format of the Gemini ACH file conforms to the NACHA-specified “standard”, the final file may be slightly different. The differences primarily relate to data fields that some banks require to contain information other than that which is specified in the ACH standard. This is acceptable because the ACH file you will generate will be submitted directly to your bank. Your bank will subsequently reprocess it along with other ACH files they receive and they will then submit it to a clearing house for final processing. For this reason, the bank’s representative, hereinafter referred to as “bank”, may have questions for you relating to the specific ACH format they require. The information contained in the chart in Step 2.1(d)(1) will assist you with answering such questions.

The following information outlines the steps required to set up and create the ACH file within Gemini.

Step 1 – Check With Your Bank to Arrange for Direct Deposit:

Once you have decided to implement Direct Deposit, the first thing you must do is arrange with the bank to pay your employees using it. They will explain their schedule of charges and other requirements with which you must comply. There are also a few things you need to find out up front from them:

1. Will the bank accept a data file in the “standard” ACH (NACHA specification) format even
though the bank itself may require “non-standard” ACH information in some fields?

COMMENT: If they require a proprietary format using software they provide, we cannot
support it.

2. If the bank does accept the “standard” ACH data file format, how do they want it
delivered to them (i.e., communications software and protocol)?

COMMENTS: Typically, ACH files are electronically transmitted via modem (the most
common method used, primarily for security purposes) or Email and the bank will often
provide pre-configured/proprietary software for that purpose. Usually, they will also
specify the ACH file naming convention you must use. Regardless of the method used,
file transmission setup and support is an arrangement between you and the bank.

3. Does the bank require “prenotes” (Pre-Notification)?

COMMENTS: Essentially, a prenote is a “one-time test run” whereby the bank verifies
that ACH file information submitted to them for a given employee is in the correct ACH file
format and that names, account and routing numbers, and so on, are all correct. If
desired, once an employee is set up for Direct Deposit, Gemini can generate an
“out-of-cycle” prenote ACH file. This means that a Prenote ACH file may be
generated and, depending on the bank’s approval time, approved before the next
payroll period, i.e., during the time between pay periods.

Step 2 – Set Up Gemini (General Ledger and Payroll Employee Data Files):

After initial arrangements have been made with the bank, you will need to set up the direct deposit checking account in the General Ledger and update the employee data files in Payroll.

1. General Ledger Module: Set up the bank checking account from which ACH payments
will be made. Select GL | Chart of Accounts Maintenance to display the Chart of
Accounts browser window.

a. If you need to add a new checking account to be used for payroll purposes, select
Insert and add the new checking account. If the payroll checking account already
exists, highlight it and select Change.

b. Verify the Cash Account checkbox is checked.

c. Enter/verify the bank account number in the Checking Acct # field.

d. Select the ACH DD setup button at the bottom of the Account will be
Added/Account will be Changed window to display the ACH will be Changed
window. If the ACH DD setup button is not visible, it is because the Cash Account
box is not checked.

(1) The bank will provide most of the information required on the ACH setup window.
There are a few fields which we complete by default from information which should
already be in your company’s configuration area (File | Supervisor |
Configuration, Company Info and Additional tabs) but the information in these
fields may also be entered or changed as necessary. Also, you may wish to
update your company configuration for any missing/incorrect information.

DATA FIELD COMMENTS

Batch Header Company Name Required by all banks. It is the default company name truncated to 16 characters.

Batch Header Company EIN Required by all banks. Company federal tax identity number. It is
extracted from and may only be changed in the Company Configuration area.

Immediate Origin Routing Number Required by all banks. Normally, it is the routing number for the
bank account from which Direct Deposit payments are made. Provided by bank.

Immediate Origin Name Required by all banks. It is the default company name truncated to
23 characters. Bank may require specific company naming information.

Immediate Destination Routing # Required by all banks. It is the routing number of the bank handling the transfer of your ACH file data to the clearing house (i.e., your bank).

Immediate Destination Name Required by all banks. The name of the bank handling the transfer of your ACH file data to the clearing house (again, your bank).

Batch Routing Number If left blank, will be the same as the Immediate Origin Routing
Number, above. Otherwise, will be provided by bank.

ACH Filename Your bank will usually provide guidelines for naming your ACH files.
You will determine and specify where the file is to be created and maintained within your system (we recommend you create a sub-folder within the Gemini folder called ACHFILES and that you create and store your ACH files in it).

Bank Login String Normally not required but, if it is, specific information will be
provided by the bank. When required, login data pre-pended to the beginning of the ACH file. Further, if a login string is required, it almost always requires the CrLf (Carriage Return-Line Feed) delimiter option, below, be checked.

Bank Defined EIN Prefix Normally not required but, if it is, specific requirements will be
provided by the bank.

Bank Defined Service Class Default is 220 (Debits Only) and is normal. Change only if directed to do so by the bank.

Include CR/LF Normally not required but, if it is, the bank will specify. It is usually
required if the Bank Login String, above, is required.

(2) When the ACH file setup information is complete, select OK to accept it and exit
back to the main Gemini window.

2. Payroll module: Update the employee data files for Direct Deposit employees. From
the main Gemini window, select PR | Employee List Maintenance to display the
Employee List browse window. Select Insert to add a new employee or highlight an
existing employee for whom Direct Deposit needs to be set up and select Change. In
either case, the employee Update Records… window will appear and, if you are
changing an existing employee’s record, the employee’s name will be displayed in
parentheses.

NOTE: After updating employee data records, if prenotes are required and the bank
accepts out-of-cycle prenote ACH files, refer to Step 4.3 to create the Prenote
ACH file.

a. Select the Direct Deposit tab and make sure the Direct Deposit checkbox is
checked to activate the data fields on the tab. With the exception of the Prenote
Required checkboxes, the information on this tab concerns the employee’s bank
information. I.e., the information required, below, is furnished to you by the employee.

(1) Primary Bank:

(a) Enter the Bank Routing and Account Number information for the
employee’s primary bank.

(b) Check the Prenote Required checkbox if one is required (it usually will be).
Please note that prenote flags are automatically cleared when the Direct
Deposit data file is created.

(c) Specify whether the Account Type is a Checking or Savings account. At
this point, please note that, unless there is a Secondary Bank amount to be
deducted, Direct Deposit is all or nothing. I.e., there is no provision to split
an employee’s pay between a check and Direct Deposit.

(2) Secondary Bank: NOTE: In order to be able accept Secondary Bank information,
Primary Bank information, above, must also be entered. I.e., there is no Direct
Deposit provision using the Secondary Bank option all by itself.

(a) Enter the Bank Routing and Account Number information for the
employee’s secondary bank.

(b) Check the Prenote Required checkbox if one is required (it usually will be).

(c) Specify whether the Account Type is a Checking or Savings account.

(d) Enter the Deposit Amount to be deposited to the Secondary Bank.

b. When finished updating the employee data, select OK to accept the record data and
exit back to the Employee List browse window. When finished updating all
employee records, exit back to the main Gemini window.

Step 3 – Processing Payroll:

1. Payroll is entered as usual using the PR | Add/Edit PR Entries option.

2. When payroll is calculated, the Calculate/Proofing Report provides feedback on how
employees are to be paid.

a. Employees who are set up for Direct Deposit will have an information entry to the right
of their names:

(1) If a prenote is not required, “Direct Deposit” will follow their name. Their pay will
be deposited directly to their specified bank and account.

(2) If a prenote is required, “Prenote & Check” will follow their name. That means that
employees for whom a prenote is to be generated will receive a regular paycheck—
they are not eligible for Direct Deposit during the current pay period. The
prenote record will be generated within the ACH data file that is submitted to the
bank. Printing the employee’s paycheck automatically clears the prenote flag.
Unless you are notified by the bank that there are problems with an employee’s
prenote data, you should be able to make future payments to the employee using
Direct Deposit. For information, it may be that your bank will accept and process a
non-payroll prenote file. If there are no problems with the file, the prenote require-
ment can be cleared and the employee’s pay can be deposited directly to their
account during the next regular pay cycle–check with your bank.

b. If an employee is not set up for Direct Deposit (or prenote), there will not be a notation
of any type to the right of their name.

3. Printing checks:

a. The only way to post payroll (in the General Ledger) is by printing Payroll checks and
accepting them. Payroll checks are printed as usual for all employees using the PR |
Print/Post PR Checks option. We recommend you actually print a regular payroll
check for Direct Deposit employees. Give the employee one of the vouchers, keep the
other voucher for your records, and either keep or destroy the actual check.

b. You have the option of printing checks for All Employees, Approved Direct Deposit
Only, or Receiving Checks Only. Please note that, regardless of which option you
use, if you have Direct Deposit/Prenote employees in the check run and you use a
General Ledger Payroll checking account that is not set up as an ACH DD type
checking account and you ignore the subsequent warnings that will be generated,
checks will print as usual but the Direct Deposit/Prenote ACH file will not be created
for Direct Deposit/Prenote employees. The only way this situation can be corrected is
to void the check(s), re-enter PR for the affected employees, and print the checks
again using the correct checking account.

(1) All Employees: Checks will print for all employees and an ACH file will be
created for Direct Deposit/Prenote employees when the check run is accepted.
The legend “VOID – Direct Deposit” will appear above the signature line(s) on
checks for Direct Deposit employees. The legend “Direct Deposit PreTest
Sent” will appear on the check vouchers/stubs for Direct Deposit employees for
whom the prenote flag is set to On/Yes.

(2) Approved Direct Deposit Only: Checks will print for Direct Deposit employees
only and an ACH file will be created for Direct Deposit and any prenote employees
when the check run is accepted. The legend “VOID – Direct Deposit” will appear
above the signature line(s) on checks.

(3) Receiving Checks Only: Checks will print for all non-Direct Deposit employees
as well as any employees who are set up for Direct Deposit but for whom the
prenote flag is set to On/Yes.

Step 4 – Direct Deposit Utilities and Reports:

Payroll information can be obtained from various existing reports but they don’t provide feedback concerning Direct Deposit and/or the ACH file itself. Therefore, a new utility option has been added to the Payroll menu to deal with the Direct Deposit option. Select PR | Direct Deposit Utilities to display the Direct Deposit Utilities window. There are four menu options–ACH File Proofing Report, PR Direct Deposit Report, Employee Prenote Maintenance, and Recreate ACH File.

1. ACH File Proofing Report: This report routine reads the specified ACH file, to include file and batch header record data, and outputs a report showing the actual information within the ACH file. It allows you to proof the ACH file before sending the file to the bank and also provides a hard copy record of what has been sent. To generate the report, enter the ACH filename in the field provided and select either the Preview or Print button.

NOTE: As previously noted, your bank will usually specify the naming protocol for the
ACH file. If the filename never changes, it means that, unless you manually change the
filename after the ACH file is created, the next time you process payroll, the existing ACH
file will be overwritten by the newer file. If this is the case, the result is that the ACH File
Proofing Report becomes your only source documentation. Therefore, we strongly
recommend you print out the proofing report, review it for correctness before you send the
ACH file to the bank, and retain it for your records until it is no longer required.

2. PR Direct Deposit Report: Essentially, this is a summary of the pertinent payroll information within the ACH file in an easy-to-read format. It includes the employee name, bank routing and account numbers, transaction type (checking or savings), and the amount to be deposited. If prenote data is included in the file, it will be annotated with a “P” in the far right column. To generate the report enter the Payroll Ending Date, check the Include Voided Transactions box if desired, and select either the Preview or Print button.

3. Employee Prenote Maintenance: Prenote maintenance can either be performed within the employee data file or within the prenote maintenance option. The prenote maintenance option is easier to access and is dedicated to prenote maintenance only. It is used for initial setup for those banks requiring prenotes, as a quick reference to check their status, and to remove prenote flags for employees for whom Direct Deposit prenotes have been approved out-of-cycle (see the Create File option, below).

a. The Primary and Secondary buttons simply toggle the primary and secondary
account prenote flags, respectively, either on or off (Yes or No) for employees for whom
Direct Deposit has been set up within their employee data file. If their Direct Deposit
information has not been set up or if a required data element is missing, the prenote
flag cannot be set.

b. The All Yes button is used to set the prenote flags to on (Yes) for all employee Direct
Deposit accounts at once.

c. The All No button is used to set the prenote flags to off (No) for all employee Direct
Deposit accounts at once.

d. The Apply button is used to accept and update any changes to the prenote flags.

e. Select the Create File button to create a prenote ACH file for submission to the bank.
The file will contain Direct Deposit prenote information only for employees for whom an
account prenote flag is set to on (Yes). This is the option which is used to create an
out-of-cycle prenote ACH file.

f. Select the Cancel button to ignore any changes and close the prenote maintenance
window.

4. Recreate ACH File: Select this option to recreate the ACH file for a given payroll period.

a. Enter the Checking Account number.

b. Enter the Pay Ending Date and, if desired, the New Effective Date. The New
Effective Date field is used as the ACH file transaction date. If it is left blank, Gemini
will use the Pay Ending Date. The Pay Ending Date is the same as the Pay Period
Ending date used within Payroll.

c. Enter the ACH filename in the ACH File name field if/as necessary.

d. Select OK to accept the file creation data entered on the Recreate ACH File window
and create the ACH file.

e. Select the Cancel button to ignore any changes and close the Recreate ACH File
window.

Prosoft, Inc. - Barcode Scanning for PO Receipt

            In order to implement the barcode scanning of PO???s for receipt option for the Prosoft, Inc. Gemini accounting application, three different stages must be accomplished.  The first stage is installing and configuring the scanner.  The second is installing the barcode font on the workstation where PO???s will be printed.  The third is configuring Gemini to print and read barcodes on PO???s.

            The scanner which this document addresses it the Metrologic MS9250 manufactured by Metrologic, Inc.   The web address is  WWW.Metrologic.com.  This the scanner used to develop and test this option and therefore the scanner we recommend.  However, any serial or USB barcode scanner which will install on COM1, COM2, COM3 or COM4 ports, work in POS emulation mode vs. keyboard emulation mode and read a 3x9 Barcode format should also work.

            The first step in installing the MS9250 is to assemble the scanner and USB POS cable model MX009-3MA8CN. To install the drivers on an XP workstation: 

1.      Boot the workstation and login as an administrative user.

2.       Plug the USB connector into one of the USB ports.  In a few seconds the computer should recognize that new hardware has been installed.

3.       The Found New Hardware Wizard will be displayed and you will choose to Install from a specific location.  Note: We provide drivers for this hardware configuration with our program distribution.

4.       Answer the questions on this screen as above.  This will allow you to navigate to a subfolder in the Gemini program directory named Scanner which holds the drivers for the MS9520 scanner.

5.       If a warning screen appears continue the process

            When the driver installation is complete,  you must configure the scanner to properly use the POS emulation.  To do this find the page in the MX009 USB Converter Programming Guide which refers to the MS9500 Voyager Series (Page 19 in our manual).  Scan to required barcodes in order.  This concludes the installation and configuration of the barcode scanner hardware.

            The second phase is to install the 3 x 9 barcode font on the workstations which are printing PO???s.  This can be accomplished through Control Panel|Fonts.

It will be located in the Scanner subfolder in the Gemini program folder.
The next phase will be to enable and configure PO scanning in Gemini.

  The first thing to do is update your registration which will enable the PO scanning option.

Because the scanners will be on specific workstations, File|Terminal Configuration is the menu option used to enable scanning.  If the registration has not been updated, the PO Scanner Port drop-down will be disabled.

After the registration has been entered you will be able to identify the port on which the scanner is installed.

The last step is to enable barcode printing on PO???s in File|Supervisor|Configuration.

Go to PO|Add/Edit Documents to use the scanner to scan PO???s and receive those PO???s.

When a PO barcode is scanned, if that PO exists and is not closed, the PO is marked for receiving on this screen.  If the PO does not exist, the cursor is repositioned, but nothing else happens.  If the PO is closed, the cursor is repositioned to that PO, but nothing else happens.