Intelec Release 6.2
June 1, 1999
Following is the documentation for Release 6.2 of “Intelec”. We have made several changes that will no doubt increase efficiency and productivity. There were many ideas (enhancements) presented at our Users Meeting and you will see that some of those ideas have made it in the release. More of your ideas will be implemented in the future releases.
We plan to send out at least one more tape before the end of the year (Sept-Oct) with some more PTF’s and enhancements. We do not however have any plans on making any major changes until after the Year 2000.
There are no major Y2K changes in this release. However, there will be some PTF’s on the tape that you will use to install Release 6.2 which means that this release should be installed as soon as you receive it.
The installation of Release 6.2 will be much quicker than Release 6.0, but will still require a dedicated system.
If you are currently running release 6.1 or 6.1.1 you will already have seen some of these enhancements contained in Release 6.2 but not all of them so please read this document.
Client Reference Field: Many people use this field to enter check numbers. However the field was located at the bottom of the payment entry screen forcing people to tab through many fields that they did not need at that time. We have moved the Client Reference Field to the same line as the case number since this field is being used more than some others.
Client Account Numbers and Secondary Balances: When entering a payment and the Account Summary Screen is presented, you will now have a new option (F6) which will present an Alternate Format. The new screen will show you Client Account Numbers, the Secondary Balance Types that have any balance due in them and the amount due in Interest.
The S/B (Secondary Balance) column is a 3 digit field. Thus it will show you up to 3 different balance types that have any amount due in them. Example, if you saw 246 in the S/B column, that would mean that there balance types,2,4 and 6 have an amount in them. The Sec.Bal$ column, is a total of all the Secondary Balance Types. Regardless of how many are being displayed. To go back to the original format, use the F6 key again.
Entering one payment and applying it to multiple balance types: You now have the ability to enter one payment ($100) and distributing it among different balance types without having to go back to the first payment entry screen. If you entered a payment in the amount of $100 and applied $20 to balance type 4, Intelec will tell you that you have a remaining amount of $80 yet to apply somewhere else.
To do this, you enter the full payment amount on the first screen. Once the account summary is displayed, use the new F6 key to show you the accounts that have secondary balances due. Enter the amount you want applied to that account, in the column next to Comm% is a column called “S/B”, there you will enter the balance type to apply the payment to.
Posting Payments if there are more than 10 Linked Accounts: The problem of posting payments if a debtor has more than 10 linked accounts has been resolved.
When entering payments and once the Account Summary Screen has been presented to you, on the right hand bottom corner of the screen you will see the message (-More) if the debtor has more linked accounts. If the account you want to post the payment on is not on the first screen, you can either Page-up or Page Down to get to the next screen.
If you want to enter a payment on the first screen and the remaining amount on one of the accounts on the other screen, you must first hit enter and apply your payment on the first screen before going to the next screen. The system will take the remaining amount of the payment and apply it to the accounts on the second screen based on your distribution selection. If you want to override the payment distribution, read the next enhancement.
Manual Payment Distribution: Currently the payment entry operator can select to distribute payments on linked accounts proportionately, by age, by commission, oldest first and newest first by using the F10 key. There is a new option that has been added to the F10 (User Defined) which will allow the payment entry operator to pick the accounts they want to post the payments to. This feature can be useful if for example you wanted to post payments to all the accounts that are in legal. The system will allow you to enter $100 on one account and keep track of how much is left of the payment that can be applied to other accounts.
Batch Totals: Currently if you start a session Intelec keeps track of how many transaction you have entered as well as the amount of this particular batch. If for some reason you sign off prior to finishing your batch, your totals from the prior batch would be gone. There is a new option (F20) when you go into payment entry that will provide you with a Session Total. This total is all transactions entered by this user id.
If you entered 5 transactions for $1000.00, your batch total would be 5 transactions at $1000.00. Now if you signed off, went to lunch and started entering payments again using this new feature, we will show you your totals prior to going to lunch and start accumulating the new transactions onto that total.
Payment Transaction Edit: We have added the following on the payment Transaction Edit for Client/Agency Transactions.
1) We now show the invoice number that the payment transaction is being posted to.
2) In the “warning” column we will show you if the payment applied is a partial payment.
3) There is a column called “Omit”. If payment code 52 has been used and you chose to omit that transaction from the statement, there will be a “Y” in that column indicating that it will be omitted from the statement.
Client/Agency Transaction Entry: In the past when you used Cmd9 to display the Client Receivables window which shows you the open invoices and selected an invoice, we would automatically fill in the field called “Invoice Number” with the invoice number selected. We will now also automatically fill in whatever the amount of that receivable happens to be. This will cut down the number of keystrokes the payment entry operator has to enter as well as entering a payment for the wrong amount.
If you use “Cmd9” to display open invoices and there is only one opened invoice to chose from, we will automatically fill in the Invoice Number & Payment Amount fields.
Pre-Authorized Payments (PAP’s): Instead of taking payments via checks, post dated checks or direct checks, you can deduct the funds directly from the debtors checking account (with their permission of course). The options for PAP’s can be found on the Post Dated Check menu. Note, you will require custom programming to be able to use this feature.
Post-dated Check Report: On the Post-dated Check Reports by entry and presentation dates, we have added the message "Direct Check", “Post-Dated Check” or PAP’s to print if applicable. In the past there was no way of differentiating these transactions from P/D's. This should eliminate the confusion.
Post Dated Check – Direct Check & PAP’s Inquiry: In the past if a debtor had given you a series of Post Dated Checks or Direct Checks (and now PAP’s) the user had no way of seeing what was scheduled to be processed. We have created a new option, CMD10 (PD/Check) from the CMD23 (Payment Summary Screen) which will show you a list of check numbers, date entered, amount of payment and when the payment should be posted.
Next Working Date: We have modified the screen where you entered the Next Working Date when you started the nightly. We are now forcing you to enter the next working date twice. This will allow the user to verify that the date they entered is correct. In some instances we look at the Next Work Date and use that date when Smart Codes are being applied. Thus if you entered the wrong date, your Smart Codes would also have the wrong dates in the notes. This will help to eliminate that from happening in the future.
Nightly Back-up and Saving Intelec Files: We have made changes to the back-up that will decrease your recovery time drastically in case of a hardware failure. We have modified the back-up to start saving the access paths (logical files) as well as the standard data files and programs. Logical files are files that make accessing (finding) information much faster. If you have ever had to restore your system, you know how long it could take to rebuild the logical files. Now that we will have them backed up during the nightly, it could improve recovery time by as much as 24 hours.
In the past tapes could not store as much data as they do now and were much slower. Now that tapes can store much more information and are much faster than in the past, saving this additional data should not be a problem.
Account Load Edit (Special Options Menu): In the past an account entry person could only edit and post New Business from the display station they used to enter the accounts. Now we will allow them to edit their batches from more than one display station. The Warning Message will still be displayed.
New Business Load/ Unposted Batch Warning: A message will be displayed if you have entered a batch of accounts, not posted them and try to load another batch of accounts. This message will only be displayed if the batches were created electronically. It will not be displayed if the accounts were entered manually.
Currently if you put a “**” in the note code, it will highlight the date of the note in red. We have 5 new options available to you. (*B *T *R *Y *P) You will only see the different colors if you do a Cmd11 to display all of the notes on the account.
STATEMENTS & CHECKS
Last Date Statements Were Run: A new feature has been added when you take the option to run your statements and checks. When you take that option, we will present you with the last date you ran your statement and checks . This should help eliminate the problem of running statement and checks with the wrong date. You will not see this message when you run Statement & Check Test.
Preliminary Statement Reports: In the past when you ran a Preliminary Statement Report we would combine all statements regardless if some were Separate Statements for Directs, or Separate Statements for Balance Types or Returned Checks. We will now produce separate reports for those clients that require separate statements.
The Trust Report however has not been changed. The purpose of the Trust Report is to provide information about amounts that need to be remitted to your clients and is based on a single statement being produced therefore the numbers may not may not match the Preliminary Statement Report. It does not take into consideration clients requiring separate statements.
If accurate numbers are required, a Preliminary Statement Report or Test Statement should be run in place of the Trust Report.
Other Accounts May Exist For Debtor: This is a new message that you will see on the first detail screen as well as “Other Accounts May Exist” which you will see from the Account Summary Screen (Cmd 5) if the debtor may have other accounts which are not linked to the account you are viewing. (The system users a series of intelligent tests to find the other accounts) To go to the other possible account, use Cmd 6 from the Account Summary Screen and you will see a list of all the other possible debts this debtor may have. (Each line may represent several linked accounts.)
If you want to link the possible matches after reviewing the accounts, from the “Other Possible Accounts for Debtor” screen, use Cmd 9. The next screen that appears will look just like the screen you use for regular linking. The Case Number that you originally searched the possibles from, will be entered in the “Case Number to be Linked To”. Press enter and the first group of possible matches will be displayed. Press enter a second time and the second possible group will be linked. Press Cmd 12 to link the accounts as you would with manual linking.
If your client has been set up to not link, you will not see the “ Other Accounts May Exist for Debtor” message.
Multiple Smart Code Assignment: When running a Multiple Smart Code Assignment or Simulation, you will now see the name of the company you are currently in. No more running Multiple Smart Code Assignments for the wrong company.
Detailed Listing from Work-Q: We have added a column on this report to show you the Worker Code on the account.