The inventory item categories need to be setup with the proper OD Type. The types are a little confusing because they appear to be a different list. If an item is setup as a Door Model then it will show up under Doors, and if it is Operator Model then it will show up under Operators, and if not OD Type is selected then they will show up under General Part.
Applies to: ParaDoor
Q: How can I pay my door installer (which is a vendor) through accounts payable?
A: Follow the steps below…
The Bill as shown above can also be created automatically from the scheduler window. Simply right-click on the schedule that you want to pay, and select “Pay Installer”. (See illustration below)
Applies to: ParaDoor, Paradigm, ParaClock, ParaPay
Various places through out the Paragon software there are lists that are shown for quick searching. See an example of an inventory list below.
Above each list the user can enter some criteria, and then press the Tab or Enter key. The search will show only the matching criteria, based on the selected “Match” type of “Start of Field”, “Any Part of Field” or “Whole Field”. The On/Off toggle button must be depressed for the search to be activated.
These lists can be easily customized.
These lists can be customized to best meet the needs of your company. Notice: The settings are company wide so all users will see the same list.
Applies to Customers and Vendors
Each customer can have a single type specified in the top-right of the customer General tab. Additionally a customer can have multiple types assigned from the “Customer Types” button at the bottom of the window (see illustration). These types can be used to track leads, mailings, etc.
Applies to: Paradigm Accounting, ParaDoor
Relates equally to:
· Customer Contact Logs
· Vendor Contact Logs
· Employee Contact Logs
· Job Contact Logs
· Personal Contact Logs
Intro: The contact logs are accessible from the “Log” tab on the contact window and from the main menu.
Printing a contact log: Open the “Contacts” report menu and select the contact log of choice.
To view the contact log of just one customer, click “Select Records” and choose the desired customer. Then click “Run”.
A report will open showing the contact log that you chose.
Q: How can I filter the vendor list in the Purchase Order screen?
A: Simply click the little filter button to the left side of the ID. See illustration below.
This applies to all combo boxes that have an associated filter button.
Applies to: Paradigm Accounting, ParaDoor
This tutorial will explain how to make customer labels using the mail merge of MS Word and linking to the live Paradigm data file. The same principal can be applied to other data as well for example Vendors, Employees, Jobs, Personal Contacts, Inventory, etc.
Open a Word document that is formatted for the desired label.
Select the “Mailings” from the Ribbon and then choose “Select Recipients” and “Use Existing List…”.
Select “New Source”
Follow the wizard to link the ODBC DSN. Click Next.
Choose the desired DSN and click Next.
Turn OFF the “Connect to a specific table” option. Click Next.
Save the connection by clicking Finish.
Next you’ll be asked to choose a table. In this illustration select “tblARCustomer” which is the customer list.
Here are a few other common tables to use:
· Vendors tblAPVendor
· Customers tblARCustomers
· Employees tblPREmployee
· Jobs tblJCJob
· Personal Contacts tblSMPersonalContact
· Inventory tblICInventory
Now the document is linked to the Customer List. Choose “Match Fields” to tell MS Word which fields are which. This makes it easy to set up the address block in MS Word.
Click on “Preview Results” to see what the address labels will look like when printed.
Filtering:
Perhaps you don’t want to print out all the customer labels. In this case you can filter the results to choose only the desired ones.
To do this click on “Edit Recipient List”, and then choose “Filter…” (see illustration below). In the Filter Records tab, add any fields you want to filter by and enter your criteria. For example, you could filter on the field “strCustomerType” and only display the records that are equal to “Residential Customers”. Press OK to save these changes and go back to the main label window. The list will only show what you have chosen.
Modify Report Criteria Settings Semi-Technical
Many reports have settings that allow the user to set criteria (such as date range, customer ID, etc). These settings can also be modified. Below is an example of how to change the criteria on the report “Inventory List by Product ID” from Product ID to Vendor ID. Notice - use caution when changing the sort field.
Now you can run the report as usual. Click “Select Records” and then enter the desired “Vendor ID”. You can also change the sort order as desired.
Changing the Sort Field:
The sorting options can be used to easily change the order in which the items on a report are shown. Reports such as “Invoice Totals”, “Customer List”, and “Physical Inventory” are not grouped. For these the sorting can be changed successfully.
However, it is important to not change the Sort Field for grouped reports, since the report’s accuracy depends on it being sorted by the outer-most group. The “Orders Open” report is a good example. The first group shows the Order and the second group shows the items on the order. If a user changes the sort field the report will be inaccurate.
You enter a customer overpayment in the Receive Payments form. When a customer sends you a payment for outstanding invoices you create a new customer payment for that customer. Enter the amount of their payment in the Amount Paid field. Note: When you tab out of amount paid field the Unapplied Amount field displays the same amount you entered into the Amount Paid field.
Next, you enter the amounts you wish to apply to each invoice in the subform using the Payment field. As you enter amounts for each invoice you will notice the Unapplied Amount field continually decreases. If there is any amount left over in the Unapplied Amount field after you are finished entering all the amounts in the Payment fields, it will get transferred to the Overpayment field when you Post the transaction.
Paradigm Accounting will automatically create an Overpayment transaction for that customer that can be applied to their next Invoice or even refunded at a later date.
Apply Customer Credits in Accounts Receivable (Prepayments, Credit Memos, or Overpayments)
In accounts receivable you can apply a negative amount just as you would do a positive. If you have only customer credits that you want to apply, simply enter the Amount Paid (this would be a negative) and enter each Payment in the subform (these would also be negatives, that should total up to the full amount paid). When you post this transaction, the customer credit will be applied and won't appear again.
If you want to apply a customer prepayment against a sales invoice you'll do it as follows: Let's say customer ABC owes $300, but he has a prepayment of $100. When you go to Accounts Receivable and receive money from ABC, both the Invoice and Prepayment will appear. In the Amount Paid field enter $200 since this is the net amount being received. Then receive the total of each transaction. ($300 + -$100 = $200). When posted, this will remove the customer prepayment and sales invoice from AR.
See highlighted areas in the illustration below.
Apply Vendor Debits in Accounts Payable (Prepayments or Debit memos)
You pay a negative just as you would do a positive amount. If you have only Vendor prepayments that you want to "pay" (actually receive), simply enter the Amount Paid (this would be a negative) and enter each Payment in the subform (these would also be negatives, that should total up to the full amount paid). When you post this transaction the Vendor prepayments will be paid and won't appear again.
If you want to apply a Vendor prepayments against a Purchase Invoice or Bill you'll do it as follows: Let's say you owe vendor ABC $500. Also you have a Vendor prepayment of $100 for this same vendor. When you go to Accounts Payable and make a payment for ABC, both the Invoice and Prepayment will show. In the Amount Paid field enter $400 since this is the actual amount being paid. Then "pay" the total of each transaction. ($500 + -$100 = $400). When posted, this will remove the Vendor prepayment and purchase invoice from AP.
See highlighted areas in the illustration below.
If you have a long term outstanding invoice for a customer and need to remove the item from your receivables and declare it a bad debt you can do this through the Receive Payments form. You will want to find the customer in question and select your Bad Debt Expense account as the deposit account (see illustration below*). You still want to leave the accounts receivable account in place. You then select the outstanding invoice and enter in the amount of the Bad Debt. This will remove the transaction from the Receivables, update your accounts receivable account and enter that amount of money in your Bad Debt Expense account clearing the transaction.
*Notice the highlighted field in the illustration. This should be set to the Bad Debt Expense account.
How to setup a Loan for an Asset
Applies to: Paradigm Accounting, ParaDoor
1. Setup or choose which Asset and Liability accounts to use.
2. Create the loan using a Journal Entry
3. Make periodic payments on the loan using Write Checks.
The first step is to choose which Asset and Liability accounts to use.
In this example we will choose “1-3110” as the asset account and “2-2100” as the liability account.
Issue a Check based on a Credit or Overpayment
If your customer requests a check be issued for a credit or overpayment you will need to do the following two steps in the program.
By following these steps, you are removing the Receivables entry and issuing a check to your customer for the refund amount.
How to transfer funds between accounts
From the main menu select General Ledger | Journal Entry. Click “Add” to create a new transaction. Insert a new line by selecting the Account ID drop-down and then enter the amount you wish to debit or credit. This amount then can be divided between as many other accounts as you wish, as long as the transaction ends up having the same amount of debits and credits (the “Out of Balance” must show zero).
The illustration below shows a simple transfer of $1,000.00 from a business checking account into a business savings account.
Note: when posting to a bank account you will be asked if you want to add an entry to the Checkbook Register (see illustration below). You should always click “Yes” to this, unless this entry is to correct the GL account balance.
Applies to Paradigm, ParaDoor and Stand Alone ParaPay
From the main menu select General Ledger | Journal Entry. Click “Add” to create a new transaction. Insert a new line by selecting the Account ID drop-down and then enter the amount you wish to debit or credit. This amount then can be divided between as many other accounts as you wish, as long as the transaction ends up having the same amount of debits and credits (the “Out of Balance” must show zero)
Anytime you are posting to a bank account you will be asked if you want to add an entry into the Checkbook Register (see illustration below). You should always click “Yes” to this, unless this entry is used only to correct a GL account or move values to another account then this is not needed.
Issue a Check based on a Credit or Overpayment
Applies to Paradigm , ParaDoor
If your customer requests a check be issued for a credit or overpayment you will need to do the following two steps in the program.
By following these steps, you are removing the Receivables entry and issuing a check to your customer for the refund amount.
In most cases you may need to issue a Credit Memo to a customer for a return of items purchased. A Credit Memo is simply a negative invoice. Select the customer you wish to give credit. Then select Credit Memo in the Transaction Type combo box. Fill in the appropriate detail in the subform and make sure you enter the quantity in negative. For example, if your customer is returning 10 widgets, simply put -10 in the quantity. When you post the Credit Memo the 10 widgets will be put back into inventory and reverse all the accounts affected. (I.e., A/R, Sales Income, Inventory Assets and Cost of Sales) If you want to change any of these accounts for a particular credit memo, you can select the yellow folder to the left of the inventory item being returned and select the Edit Accounts button. This will display a form that shows which accounts will be affected when you post your credit memo. (Some companies may want to change the Sales Income account to some sort of Return and Allowance account to be able to track the return of merchandise.)
When you post the Credit Memo you will be creating a Receivable showing the amount of money in the form of a negative number. You can then apply this credit to any other outstanding invoices for this customer. You can also leave it in place to apply to any future orders that this customer places.
If your customer requests a check to be issued for the credit in their account you will need to do the following two steps:
1) You will need to go into the Receive Payments and clear the transaction.
2) Then cut a check from the Write Checks. Below is a list that describes how to handle both of the above steps.
Open the Receive Payments form and select your customer. You will want to use the Return and Allowance account in the deposit account field instead of your usual checking account or undeposited funds account. You will want to leave the A/R field defaulting to the accounts receivable ID. Then, select the line item that displays the credit and enter the credited amount in the amount paid field and in the payment field. Then you want to Post the Customer Payment.
The remaining step is to cut a check for that customer. You will want to go into the Write Checks form and select the bank account you want to issue funds from. Enter the amount of the refund. In the subform of the Write Check you will once again select the Return and Allowance account.
By following these steps, you are removing the Receivables entry and issuing a check to your customer for the refund amount.
Note: The following Q&A is just an example that applies to most areas of the software. (Vendors, Customers, Employees, Inventory, Jobs, Warehouses, etc)
Q: I have 2 employees who are changing offices so I want to change their Employee ID’s. What is the easiest way to accomplish this?
A: To change an employee ID, simply move to the desired employee in the employee form, then type in a different Employee ID. When you click tab or enter, the software will ask if you are sure you want to change the ID. To save the change click "Yes".
Q: What are the Pros and Cons of closing the fiscal year? Some of our data disappears, right? But does it speed up how fast Paradigm functions? What happens if we don’t do it? Is that why it takes so long for the Chart of Accounts to open, now?
A: It's a good practice to close the fiscal year every year. Before closing, you'll want to make sure that all your books are as accurate as possible for the fiscal year that is being closed. Closing then summarizes the activity in each income and expense account and plugs that in as opening balances for the new year. All GL entries for the year being closed are removed. Notice: No transactions can be posted or unposted prior to the opening date of the new fiscal year.
Yes, the GL will no longer show any record of what happened in the closed year. However, the data can be archived and still viewed with a report such as "General Ledger Archive". As to speed, you'll likely find that the COA opens faster as well as many of the financial reports such as "Balance Sheet", etc. This is because there is a year's worth of data gone from the GL. Not a big deal, but if you close the fiscal year and don't archive the data, you will notice at least some reduction in the data file size as well.
Q: How do I go about closing the fiscal year?
A: Go to General Ledger and select Close Fiscal Year:
