Some answers may describe user-interface procedures.   Key combinations will be presented as: [Ctrl+Alt+Del], which means that you should press and hold down the Control key, the Alt key, and the Delete key at the same time.  An answer that requires a menu selection will appear as: File->Open, which means that you should open the File menu, and then select Open.

SETUP	ACCOUNTING
Administration	General Ledger
System Manager	Accounts Payable
Accounts Master	Accounts Receivable
	Bank Register
PURCHASING	SALES
Purchase Contracts	Sale Contracts
Material Receiving	Material Shipping
Scale Receiving	Service Invoicing
Purchase History	Sale History
Purchase Settlements	Sale Settlements
OPERATION/PRODUCTION	OTHER
Commodity Inventory	Purchase/Sale Pricing
Dispatch	Brokerage
Freight Accounting	Other

---

What report would I run to find a customer's payment history?

• To run a payment history report on a specific customer go to the Accounts Payable Aging program.  Indicate the customer you want to run the report on and either enter a specific through date or leave it blank to print all available information for the customer. 

Other sort criteria are available on the Aging screen to select from such as Account Group, Trader, Yard and Aging Method.

I have a sales contract on my status register that is showing closed contracts even though I am only running open contracts.  How do I get the status register to show only the open contracts?

• For the closed contracts, make sure that even though it is flagged as closed that it wasn't changed to closed after the register was printed.

  For the open contracts, check that it has a valid commodity.  Having an invalid commodity would prevent it from showing on the register.

How do you re-open a contract that was accidentally closed?

• To re-open a contract, go into Contract Entry, Detail tab and click on the 'Open' radio button. Click 'Save'.

I have been working on designing our sales contracts but I cannot get it to print right.  What can I do?

• One of the reasons that your document might not be printing correctly is the size.  Make sure the size that you have assigned the document actually meets the requirements of the form.

Another reason might be that some or all of the detail could have been moved from the detail section.  Depending on how many corrections are needed to get your form to look right, you might want to consider a fresh start.

I have noticed the Standards fields in Trip Entry in Dispatch.  How do I go about setting the service standards?

• Go into System Manager, Equipment Type to set up the service standards that are in Dispatch.

Is it necessary to enter the Equipment number on a call?  How is this information used?

• Pickup Equipment # fields are not required on Call Entry.  However, if entered, they will print on the Call and Trip Forms.  If the Dispatcher entering the Call knows the Equipment # or at least Equipment Type to be serviced, it is suggested that they enter the information. 

What is the best way to record a box that is dropped off in the yard and dumped later?

• The Dropped Equipment Register and Unload Equipment Entry programs are used to record when equipment is unloaded.

How is the Stored At field used?

• Stored At is a three-character field that is informational only.  It could be used to indicate what location in your yard the equipment is placed. (For example: MNT = Maintenance Shop.)

How is At Yard Time field used?

• Definition of Time fields:
  

  • Load Time: Driver begins to load equipment on his truck.
  • Start Time: Driver leaves your yard.
  • Arrive Time: Driver arrives at Service Location.
  • Depart Time: Driver leaves Service Location.
  • At Yard Time: Driver arrives back at your Yard.
  • Drop Time: Driver drops equipment in your Yard.
  • Total Time: (Drop - Load) or (Drop - Start) or (At Yard - Load) or (At  Yard-Start depending on what Time fields are entered.

Is trailer a required field?  What happens if we leave it blank?

• Trailer is not a required field.  It is informational only.  The Trailer and Truck codes are setup in the Truck Maintenance program.  Nothing happens if this field is left blank.

Can we setup multiple carriers for one customer with different freight rates?

• The key to setting up different rates and carriers for the same customer is to use different combinations of the City Code  + Ship Via + Carrier.  This would allow you to set up as many carriers and freight rates for a single customer as you need.

How do we set up freight rates in the Freight Plan Entry screen for use in the Dispatch module?

• This is not possible. You will not be able to setup freight rates in Freight Plan Entry because the Freight Accounting and Dispatch Module are not related in any way.

I am working in the Dispatch Trip Entry program but the time and mileage does not seem to be calculating the trip correctly.  Is there something else that I should be doing?

• For the mileage and time to show up, the status for the trip must be shown as closed.  This can be achieved by going to the top portion of the Trip Entry screen and selecting the 'Closed' option from the dropdown in the 'Status' field.

I am having problems posting a batch of shippers.  I keep getting an error that says that some of the shippers are unposted.  How can I correct this?

• While some of the shippers in the batch may be posted, for the others you might need to check the 'Negative Wgt Value' field in the Commodity Inventory Maintenance.  Make sure that this is set to 'Allowed' so the shippers will be able to post.  Also make sure that the 'Ship Type' on the Material Shipping entry screen is set to 'Invoice'.

Another area that would prevent posting is incorrect information in the Unit of Measure field on the contract.

If the 'Ship Type' is set to 'Shipper' in the entry program instead of 'Invoice', then it would also prevent the shipper from posting.

I changed the period on some of my shippers, but on the invoices the period keeps changing back to the current period.  Why is this happening?

• The period changed back because when the invoices are printed, the current period is assigned to that invoice.  On the 'Print Invoices by Batch' make sure that the 'Do Not Assign Period' box  is checked.

Why is it that when I enter scale tickets with contracts my open contracts are not available?

• Check the Station Defaults settings, use the F2 function key to view this screen.  When working with multiple yards if there is a yard specified in the Station Defaults, then only those contracts will appear.  To view all open contracts, clear the yard field on the Station Defaults screen.

When I enter a scale check it is putting the wrong period on the entry.  This only seems to be happening at my workstation.  How do I correct this?

• First of all, be sure that the period on the Station Default screen is set correctly.  Each workstation must set its own default.  Station Default is accessed by the F2 function key when you are in either the Full Entry or Retail Entry programs.  To make a correction to the entry you will need to go to the Scale Receiver Maintenance program in the Database tab and change the period manually.

I have a Scale Receiver that is printing zero for weights.  How do I fix this to show the correct weight?

• Change both the 'Invt on Wgt' and 'Pay on Wgt fields to 'Receiver'. Recalculate so the receiver prints correctly.

How can I make sure that my scale tickets will show up on the Aging Register?

• Scale Tickets will only show up on the Aging Register after they have been posted.

Can I get a grand total of scale tickets so that I can balance at the end of the day?

• Yes, by running the Receipts by Account Register program.

Where does the default scale check number come from?

• This is one of the defaults that you will be setting up through the System Manager.  First you will need to identify the bank that will be used and set this bank as the default in System Defaults Settings (SRCHKBANK).  In Bank Codes Maintenance there is a field 'Next Check #'.  Make sure that the bank 'Code' field at the top of the screen is the same default bank that was indicated in System Defaults.  Note the field at the bottom - 'Next Check #' - this is where the default scale check number will come from.

I keep getting a title page before printing.  How do I stop it from printing?

• To eliminate the Preview or title page Right-click anywhere on a menu or program screen.  A pop-up screen appears with a list of options.  Click the Configure option at the bottom.  Another screen appears with check boxes.  Find the one for Print Report Cover.  To prevent title pages from printing make sure that this box is not checked.

I printed a contract and indicated that it was acceptable.  Then I noticed there was an error and I needed to reprint the contract.  Is there a way to do this?

• To reprint a contract after entering changes, return to the Print Purchase Contract Forms screen and click the box Reprint.  Then enter the Contract number and click Forms.

I have setup my company with two divisions.  Many of the codes are shared between the two.  Is it possible to share the purchase and sale contracts.  If so, how would I go about entering them in the different divisions?

• Yes, it is possible to share the purchase and sale contracts but only if the Commodity Codes, Commodity Types and Yard Codes are exactly the same.  It is recommended  that you create separate contracts for each division in order to eliminate any confusion.

How large is the commodity code field?

• The Commodity Code in Commodity Inventory Maintenance is ten characters long.

We receive cans that are usually melted down.  How would I go about tracking these through the process of receiving them into inventory, melting them and then tracking the end product?

• In Commodity Inventory programs Process Codes and Production Entry you can setup a code for the processing of materials such as the cans.  By giving the cans an individual code and indicating that they will be processed, you can track the weight, yield and cost per processing for the commodity.  This program will also allow you to restock the remainder of the commodity after processing.

My A/R accounts do not balance.  They are off by the same amount.   Where should I begin to look for my errors?

• Since you are off the same amount, first check your Sales Accounts and compare them with your Cash accounts.  This would be the most likely place to start to find where you are out of balance.

I made an adjustment in Record Payment but now I want to reverse this.  How do I do this?

• To reverse an adjusted entry in A/R Record Payment, you will need to make another adjustment entry.

I have tried printing an A/R Aging report but no information is appearing from Material Shipping.  I have entered all the information correctly.  Why don't I see anything?

• Before an Aging report will show information, invoices from Material Shipping must be posted.  In Material Shipping Entry program, select the batch and close it.  Then go to the Post Invoices and select the batches that are to be posted.  Return to the Accounts Receivable module and select the Aging report.  Filter the report to view the information.

I am using the Customer Statements program, but have been unable to get anything to print.  Why?

• Customer Statements are driven from each account that is setup in the Accounts Master.  For each account that you want to print a statement for it will need to be setup in the Accounts Master.

1. Go to Accounts Master, A/R Header tab.
2. Click the box 'Send Stmt'.  This must be checked in order for a customer statement to print for that account.

I keep getting an error when I run G/L Update to Post.  Why?

• This may require some behind the scenes investigation.  Setting the Transaction Run numbers too high may cause an error to occur.  In this instance it is recommended to check the defaults for all run numbers in the System Manager, System Defaults Settings. All run numbers should be set low, such as 1001, but make sure each module has a different sequence of numbers, such as 1001, 2001, 3001, etc.

If I use the wrong bank for applying payments, is there any way that I can change this?

• Yes, prior to posting you can change the bank by going into A/R Transaction Maintenance.  You will need to change the 'Bank on the Header tab for that particular check.

I am receiving an error 'Invalid G/L#' when trying to post my Accounts Receivable.  I went into Transaction Maintenance to view these transactions and there was no G/L account on the distribution tab.  How can I get these records to post?

• Make sure that there is an A/R credit default account established in the Company Defaults tab (System Manager).  This could be one of the reasons that no G/L account showed on the Distribution tab.  To correct this you would need to go into Transactions Maintenance and manually put in the correct G/L account on the Distribution tab.

We have been using a recurring transaction for the last six months, however, we will no longer be using it in this manner.  How do I change the transaction so that it will no longer merge?

• The best way to prevent a recurring transaction from merging is to go into the Accounts Payable Recurring Transaction Maintenance program and add an expiration date.  Another way to prevent the transaction from appearing is to delete it.

My printer jammed in the middle of printing a batch of checks.  How will this impact my records and what should I do to fix it?

• This will not cause any problems with your records, i.e. no double payment.  But to complete printing the checks, go to the screen to enter options for printing and using the Account range fields, type in the range of the checks that you want to print starting with the check that was jammed.

How do I handle checks that are cut in a period prior to the invoice date?

• This is not possible to do because it will cause the aging for the account to be wrong.

I voided a check, but wanted to indicate that it will be reactivated. However, I didn't mark the 'Reactivate' box to show this.  What steps do I need to perform to reactivate the check?

• To reactivate a check, first:

1. Find the transaction that the check was intended for in A/P Transaction Maintenance and check the sequence for that transaction.  It should be a sequence '3' for the void action that was just performed.
2. In the Transaction Maintenance program delete the sequence on the transaction.
3. Next you will need to go through the process of voiding the check again.  This time, make sure that the 'Reactivate' box is checked.

How would you go about entering a wire transaction?

• To enter a wire transaction you would go into the A/P Manual/Instant Check Processing program and enter your transaction.  Click on the 'Wire' radio button to indicate the type of transaction.

How can I get a check to print a different address than what I already have in the vendor field?

• First in the Accounts Master Alternate Address Entry you will need to build a new account code.  Next in the A/P Default header there is a Pay Vendor field.  Check this box, but be sure to use it in conjunction with the new alternate code that was created.  This will cause a different address to appear on the check.

I was trying to print checks today, but the invoices were not showing up for me to select them for payment.  I know I entered them, why am I not seeing them?

• In order for an invoice to be available for payment, it must have information in the Terms and Due Date fields.  Make sure that all of the invoices you want to pay have this information.  If not, you will need to add this information to the invoices.

The A/P Select Transaction Register doesn't show any transactions.  The screen is blank.  Why?

• One reason that you might not see any transactions might be due to the check run batch number.  Make sure that your check run batch number conforms to the system criteria of a six character length.  Anything longer than that will not appear since that field will only accept six characters.  Find your Check Run Batch Number in System Manager, System Defaults, APCHKBAT#.

Another thing to check is the Due Date Limit field and make sure that the due date for that transaction falls within that date.

I have a Peddler account that I have established for several of my clients.  However, one of these clients has started to come more often than others attributed to the Peddler account.  When he comes in I would like to override the Peddler account so that his name will appear on the check.  Can I do this?

• If you want the name to appear differently when writing a check in Scale Receiving you can override the Peddler's name with the customer's name. However, for purposes of accurate accounting you might want to consider setting up a separate account for this client.

I need to make an adjustment to some payments that I made incorrectly.  How should I do this?

• There are several ways that you can make an adjustment to a payment that was made incorrectly.  However, it depends on where you are in the transaction process as to how you should handle it.

1. If you have processed the check and used the A/P Update Checks program, then you will need to Void the check and re-enter it through Transaction Entry.
2. If the Update Checks program has not been run, you can make changes to the transaction in the Transaction Maintenance program and print a new check.  However, you will still need to void the first check.

NOTE:  Should you decide to use the Maintenance program to make the necessary adjustments, please call SLG technical support first to discuss the situation.

I marked some checks in the bank reconciliation as cleared by mistake.  Is there any way that I can unclear these?

• Yes, use the Bank Register Maintenance program.

• On the Database tab click the Bank Register Maintenance program.
• Pull up the Check#/Dep # that was accidentally marked.
• At the bottom, on the right side of the screen there are three radio buttons with the options Cleared, Not Cleared and Void.
• Click the Not Cleared button.

Where can I find out more about the Close Audit Period and the Retained Earnings account in General Ledger?

• The Close Audit program transfers all closing balances from the prior year and makes them the beginning balances of the current year.  It then closes the Audit Period and posts the Net Income from the prior year to a Retained Earnings account.  This account must be setup prior to closing the previous year.

I received a message that said 'GLSUMMPOST system default is not found' when working in General Ledger.  I can't seem to get beyond this message.  What can I do?

• When a message appears that says a system default cannot be found, this is telling you that a code will need to be setup in the System Manager.

1. Go to the System Defaults Settings program in System Manager.
2. Open this program and locate the GLSUMMPOST code.  NOTE: If you do not see the code in in System Defaults Maintenance, then run the Load Defaults in the Administrator module under System Defaults Codes Maintenance.
3. When you click on this code a message will appear asking if you want to create it.
4. Click 'Yes'. 
5. Save and Exit the program.

You will now be able to access the program in General Ledger.

I have an account that is already setup that will need a 1099 at the end of the year.  If I go into Accounts Master and flag the 1099 box and enter the ID will I be able to print a 1099 for this customer?

• The 1099 ID field is for any number or identifier that you wish to apply to a customer/client.  This can be a social security number or customer number, as long as it is unique to that client.  It should be setup at the same time that you are setting up your client.  Also, the 1099 is used only for non-trade accounts.

I have a vendor that is an expense and a scrap vendor.  Do I need to have two vendor codes?

• If you are planning on filtering by group, then you will need to have two vendor codes setup in Accounts Master.  This will also help distinguish between the two.

How do I change my accounts so that I can search by Account instead of Name Key?

• Position the mouse on any RIMAS NT/P menu or program screen and Right-click.  This will bring up a list of options. Click on the Configure option at the bottom.  Another screen will appear with check boxes and radio buttons.  Click the radio button next to Account at the bottom of the screen.  This will change your sort so that you can search by Account.  

I keep trying to login into Administration but keep getting invalid user.  How do I access the Administration module? 

• Be sure that you are entering the login name for Administration as 'Admin' with the appropriate upper and lower case letters.  Be sure to have the correct security level setup to use this module.  You will also need a password.

I was trying to unzip the download, but kept receiving the error message 'Can't create output file.'  Why can't I download the update?

• When trying to download an update and you receive the 'Can't create output file' message it usually means that someone is in RIMAS NT/P while the executable is trying to be unzipped.  When this happens, everyone must be out of RIMAS NT/P so the server can be rebooted.  Then try the download again.

My database is slow at times.  Is there any way to speed up the processes?

• Performing a backup and restore weekly can help to remedy the sluggishness of your database.

How do I unzip the download?

• Before you begin to unzip the download be sure that everyone is completely out of RIMAS NT/P.  The path usually defaults to F:\RIMAS_NTP.  Make sure that you have the correct path before you unzip the download.  Go to the Shared Logic support website www.sharedlogic.com and click on the Support button.  When the next screen appears, select the Download.
• When the Download screen appears, click on Windows.
• Scroll down until you find the section that says 'Current Version of RIMAS NT/P for Windows and find .zipexe.  Click on this to start the download process. The Internet Explorer window appears.
• Select 'Save it to disk'
• The Windows 'Save As' screen appears.  You will be downloading and saving the file into the RIMAS directory on the server.  Click Save. 
• You will then be prompted that the download is complete.  Click Close.
• Go to Windows Explorer to find the file that you just saved.  Double click on this file.
• The WinZip Self Extractor screen will appear.  Make sure that your path is the correct one to the RIMAS NT/P directory before you continue.
• Click Unzip.
• A message screen appears asking if you want to overwrite the existing RIMAS NT/P file.  Click Yes.
• Another screen appears asking if you want to overwrite the midas.dll file.  Click Yes.
• The next screen should inform you that both files were unzipped successfully.  Click OK, then Close the WinZip Self Extractor window.

NOTE: There are separate download pages for RIMAS NT/P, RIMAS NT/P 2.0 and Trader Inquiry.  Make sure that you are on the correct page.

How do I download the Help File?

• OnLine Help is located in a separate file. It must be downloaded and unzipped similar to the executable file.
• Scroll down until you find the section that says 'OnLine Help for RIMAS NT/P for Windows' and find .zipexe.  Click on this to start the download process. The Internet Explorer window appears.
• Save the file to disk.  You will be saving it to the RIMAS_NTP/HELP directory.
• Next go to Windows Explorer to find the file that you saved.  Double click on this file.
• The WinZip Self Extractor screen appears.  Click Unzip.
• A message screen appears asking if you want to overwrite the existing help file, click Yes.
• Another screen appears asking if you want to overwrite the RIMAS_NTP.CNT file. Click Yes.
• The next screen will inform you that both files were unzipped successfully.  Click OK, then Close.

How large should the hard drive on the server be to run RIMAS NT/P?

• Obviously the larger the hard drive, the more memory that can be stored and the quicker the system will be.  The items mentioned below are the minimum that is recommended.

Server

Dual Processor Server P4/Athlon for less than 10 users

Xeon Based Server for more than 10 user
1 GB or more of CPU Memory - should be larger than the size of the database.
RAID Storage System - Mirror the entire system.  Mirror and Stripe the Database if reasonable.
DAT tape backup - Veritas Backup Exec with MS SQL Server Agent

 

Workstation Hardware
AMD or Intel Pentium CPU, 1GHz or higher
256MB or more of CPU memory
1024 x 768, 17" monitor is recommended, but not required.  At least an 800 x 600, 15" monitor should be used.
An ink-jet, bubble or laser printer must be used to achieve high quality font and graphics output.  If a dot-matrix printer will be used, be sure that it has a standard Epson interface.
A mouse, keyboard, NIC, Sound Card (Sound Blaster recommended) are all required.

How do I start the RIMAS NT/P for Windows application?

• You normally start the RIMAS NT/P for Windows application by (Double-)Clicking on an icon on the desktop, or a button bar, on your workstation.
  
• It is also possible to place the icon used to start the application in the "Startup" program group, which will cause the application to be run automatically when you boot your workstation.

I added users and setup their security, however, they keep getting a not authorized error.  Why?

• When setting up new users remember that they must also be setup with access to the Administration module.  This does not mean that they will have access to the programs within Administration, however, they do need to have security authority to this module to access RIMAS NT/P.
• To prevent a user from having authority to programs in the Administration module, simply set the Access Level for the user lower than the Access Level of the module.  Zero has the highest level of authority, so give the Administration module this access level and any user that is not supposed to have access to Administration programs a lower access level, such as 1, 3, 5.

I need to have two different addresses for an account.  How do I set this up?

• In Accounts Master, whenever you set up a new account, an Alternate Address account will automatically be set up to mirror that account.  This means that the alternate address account will have the same address.  To have a second address for that account you will need to setup an Alternate Address Code for that account with the second address.  To setup the second address:
  
• Click ( + ) to insert.
• Enter a new code in the Alt Code field, then select the Account from the dropdown list.
• Next enter the Name of the account and the address to be associated with the new code.
• Select an Address Type.   The Address Type indicates how the address will be used - whether billing or shipping statements will be sent to this address, etc.
• Save the new record.

NOTE: Changing the Name Key does not affect how the account name will appear in RIMAS NT/P.  The name change for the account must occur in the Name/Address section of the screen.

What happens at the end of a period? How is it closed?

• At the end of a period you will need to make sure that A/P, A/R, Payroll, Commodity Inventory and Freight Accounting are posted.  Each of these has their own posting program.  After each has posted to G/L you will need to print the posting register.
• Review the register to determine if any changes might need to be made. Make any changes, run the Update to Post for changes and then post to G/L.

NOTE: Closing a period is a system-wide procedure.  It is not a procedure that is workstation specific.

Do I need to enter the Period Balances for the accounts that have subledgers?

• Yes, you would enter these balances the same way that you entered the balances for the other accounts.

My Trial Balance is out of balance.  How do I go about making a one-sided journal entry to correct this?

• To correct a trial balance you will need to use a Memo account.  A Memo account does not show on a balance sheet.  If you do not already have an account created, you will need to go to the Chart of Accounts and create one.  Indicate the Account Type as Memo.  Next you will need to:

1. Enter the transaction in the General Journal Entry program.  Use the Memo account as the offsetting account for the account that needs correction.
2. After you are finished entering, close the batch.
3. Use the Update to Post program, then Post to G/L.
4. Go back to the Trial Balance.  It should be in balance now.

How and where do I enter my ending G/L account balances?

• There are two ways that the ending account balances can be entered.  One is through the Chart of Accounts Maintenance program and the other is by making General Journal entries for the accounts.

Can the G/L account number include letters?

• Yes, but they must be capital letters so they don't interfere with the G/L templates.

I received a warning about a contract being closed.  Will this effect the contract if I keep working with it?

• This is a 'soft' warning and should not impede your working with this contract.  It does not mean that changes cannot be made to the contract, but is meant to let you know that the contract has been closed and to be aware of the changes that you are making.