Dossier Control Sheet
In our last seminar on “Keeping Track of all Letters from/to the IRD/CR”-
Ms. Jess Cheng and Mr. Vince Chiu of Cheng & Cheng CPA have gracefully shared their experiences with the attendees. Here, we would like to take this opportunity to express our appreciation for their wonderful participation in this unique user experience sharing session.
We would like to invite you to our coming seminar “Job Assignment Control Sheet”.
This feature was introduced by Mr. Eric Mayer, Solicitor of Thomas, Mayer & Associates, a French law firm with offices in Hong Kong and Paris. This report is their main tool to monitor all the money matters about a job assignment. User can just have a quick but comprehensive look of a job’s status in a second to know what is going on. This report is great for partners and managers who devote most of their time on client development but would like to know what is going on about all the on-going jobs.
The beauty of this report is to capture almost everything about a job so that partners and managers can just look at one report and know it all. The information presented here are all automatically captured from the system and updated instantly whenever the data changes. It is good for time billing as for lawyers as well as for fixed billing as for CPA and Company Secretary.
The information captured here include:
- Fee
- Advance and deposit
- Disbursement
- Misc. charges
- Issued invoices
- Billable amount
- Pending and unbillable amounts
- Trust deposit and withdrawal
- Time charged and spent
Enclosed please find the two sample reports, one for fixed fee and the other for time charge, for your information. Even if you are not using CPAnywhere, you will get a lot of insight into the “new” way of doing things. In the French version of CPAnywhere we called this report “Dossier Control Sheet”. That really sound French to our ears! Thank you Eric for your wonderful contribution.
As usual, we will prepare the CPE record for those who needs it. Please be sure to give us the full name and company when doing the registration. The space is limited because we want to keep a cozy and comfortable environment for participants for question and answer. In our last seminar, the seats were full within a few hours.
So please do call Mr. Aki Ho at 2521-3110 as soon as possible if you are interested in this great tool from Paris.
Sincerely,
Harry Tsui CPA
“Letter to/from IRD/CR”
As promised, we are going to conduct a seminar on the use of the correspondence management system for IRD, CR and other government letters.
The main functions are:
1. To keep track of all the extensions, deadline and payments to cut down the penalties.
2. Tie all correspondences to related job.
3. To be able to charge time to letters handling.
4. To view all outstanding letters in the CRM subsystem on mobile phone.
5. To keep a copy of the letter in the folder for review and record keeping purpose.
Today, we are fortunate to have Ms. Jesse Cheng, manager of Cheng and Cheng CPA, to present to you their experience in how to handle over ten thousands active letters at any given time of the day by their over 250 staffs.
They are also the initiator of this letters management system five years ago. We are grateful for their willingness to share their extensive experience to the professional community. Mr. Cheng CPA, the initiator, has ample of working experience with the IRD. This is an one time opportunity to know the secret of how the IRD works and we surely don’t want you to miss it.
Again as a reminder, we will not repeat this seminar in the near future, unlike other seminars on billing, accounting and HRMS topics.
“Automation”
Since over half of the CPAnywhere users are CPA firms, we need to consider how to further improve the system in order to cut down their manpower by implementing the following automation process:
1. Audit procedure documentation
2. Bank confirmation.
In order to do that, we will add a pull-down list of audit procedures to speed up the works preformed and status.
In bank confirmation, auditor can print out the bank confirmation based on client’s bank account management section and discrepancy if any.
The most up-to-date bank information can be transferred from CSA.
We hope all these “little” things can help auditors to perform better and faster in their work.
Optimization requests from Users
We have constantly received so many constructive ideas towards our software from our users!:
1.)
A law firm F. Zimmern has requested the addition of the detailed information of:
who did what, how long, time charged and when as part of the billing item.
This information will be added to the end of the Description automatically in Billing Schedule function.
2.)
A real estate listed company has suggested to change the Journal Entry listing by adding an Outstanding Only sort order and to change the order listing of the General Ledger by Account ID. In the automatic numbering of journal entry, they also suggested that the system can auto renew by month.
3.)
Fung Yu & Co. CPA has suggested to add a Remark section in Job Assignment so that more information can be presented in Job. In addition, they have suggested to include Correspondence as part of the Global Search function with in the Customer ID and Customer name search.
We like to express our appreciation to all the CPAnywhere users for their contributions.
Transaction Date vs. Recording Date
This is referring to the timing difference between the transaction date and journal entry recording date in reporting the proper sales and expenses.
Right now, we only have one date, that is the transaction date, on the automatic or manual journal entry system.
We will add another date of choice, namely, Recording Date, in the system. Normally, the two dates are the same.
By adding an extra date, user can have a choice to change the recording date at will to reflect the true nature of the journal entry transaction.
Rental Management
We have modified the system to accommodate rental management functions and added many reports on vacancy list and lease detail reports.
The Executive Portal will display critical information about units for rent and up-to-the-last-second rental pictures to decision makers to follow up.
If any of your clients are looking for a cloud-based system for rental management please contact us for detail.
Misc. Changes
We have been working on the suggestions from Andrew of Sun Hing Group on the various suggestions. Aki, our System Consultant, has agreed to the following:
Dear Andrew,
- Confirmation status will be shown on pro forma invoice
- Updated
- Add Discount field on Billing schedule
- A new Discount field will be added next to Billing Schedule.
- We will install a special COPY button on Billing Schedule to copy the description and amount to the next one in order to save time.
- An independent Pick Up List to be installed for copying from previous billing description.
- Updated
- Add Discount field on Misc. Charge
- A new Discount field will be added next to the Misc. Charge item.
- Updated
- Using post-it function for the attachment on Job assignment confirmation
- An independent pop up screen for Post-it function.
- This will be readied by the end of July.
- Settlement receipt and Receipt report Updated
- Account Analysis Code for invoicing and settlement (NEW Amendment) Updated.
- Outstanding statement report with reminder alert
- This will be readied by the end of July.
- Proforma invoice recap the outstanding amount on previous invoice (NEW Amendment)
- This will be readied by the end of July.
- Add a schedule billing date on the invoice (NEW Amendment)
- This will be readied by the end of July.
- Print Voucher on JE (NEW Amendment)
- This will be readied by the end of May.
- Misc. Charges – Daily Reports
- This will be readied by the end of May.
- Fix the Printing receipt No
- This will be readied by the end of May.
- Balance Sheet & Income Statement don’t show zero amount (NEW Amendment)
- This will be readied by the mid of July.
- Aging Report – Invoice Register Add option for print outstanding only (NEW Amendment)
- This will be readied by the mid of July.
- Petty Cash system (NEW Amendment)
- To be confirm.
- Contract Description – Job Description display on invoice Main page & copy to invoice head description (NEW Amendment)
- This will be readied by the end of July.
- Invoice & Receipt add company address (NEW Amendment)
- Invoice updated & receipt will be readied by the mid of July.
- Contract Description – Job Description display on invoice (NEW Amendment)
- This will be readied by the end of June.
- Print statement add to main menu
- Updated
- Report for the Contract information
- Updated
- Cancel status on Deposit, Settlement, JE,
- This will be readied by the end of July.
Please advise.
Thanks & Regards,
Ho Tan Ki
Technical Support Specialist
A/P System
“Accounts Payable“.
We can always learn something from seminar participants. This time, we have two things:
1. Installing AP module
2. Print voucher or journal entry.
We will quickly implement the AP module that can print out checks, or connect with the bank payment systems.
AP is just the reverse of our Customer system. After completing the AP module, we can quickly install the all-important Cash Flow Projection Report.
The printing of journal entry will be done tomorrow. It is nice to have this reminder to keep us making the system as user friendly as possible.
Executive Summary
We are going to create a page called Executive Summary and a special designation for executives who can access to this special page in web and mobile pages.
This page will list the summaries of what is happening in real time in the enterprises. We will first create an usual list of summaries. However, we do encourage you to add any kind of information that you may want to know in this Executive Summary page.
Approving proforma invoices
Currently, we have one level of invoice approval in action.
However, one user needs to get the multiple levels of approval for proforma invoice.
Therefore, we have added this feature into Proforma Invoicing. This special feature is incorporated into Invoice Template.
That means you can designate the level of approval for different sets of invoices.