How do I back up and restore company data
with the 21st Century Accounting Backup/Restore commands?

TN Number
90001
 
Issue/Symptom
How do I back up and restore company data with the C21 
Backup/Restore commands?
 
Resolution/Workaround
Backup and Restore are built into the system. No setup is required.

Run Backup on your data after every data entry session that 
you don't want to risk having to repeat. 

If possible, for speed and efficiency, create the backup file 
on a computer hard drive, either the computer running C21 
or another computer on the same network.

WE DO NOT RECOMMEND USING FLOPPIES
Once a backup file has been created on a hard drive on the network, 
copy the backup file periodically to removable media such as a ZIP drive 
or a CDRW (Read/Write CD) drive. Although the backup command supports 
backing up to multiple floppies, floppies are no longer a good 
backup media choice – floppies are too slow and too low-capacity.  They  
often develop errors over time, making the floppy backup unrecoverable.

If you backed up on multiple floppies and are having trouble restoring, 
follow these instructions:

1.  Start up the Windows Explorer program and leave it running.  

2.  Then go start the restore process.  Each time you are prompted 
    to insert another disk of the set, do so, but before you press 
    a key to have the Restore continue, switch over to Windows Explorer 
    and highlight the diskette drive in the left pane to force 
    Windows Explorer to read the contents of the diskette. 
	 
3.  Then go back to the Restore window and press a key for Restore to continue.

When you back up a company, the paths you enter in the Backup Company
window will be there the next time you back up. If you have only one 
company, you will only need to select the company, open the Backup 
Company window, and click the OK button to back the data up. 
	 
Follow these instructions to back up and then restore a company:
  
1. Run System/Company/Backup/Restore/Backup.

   The system displays a window that lets you confirm the 
   (From) Company location and (To) Backup location paths.  
   The default company to be backed up is the currently selected 
   company, if one is selected.  The default backup location is 
   the most recent backup or restore location.  If necessary, you 
   can browse to select a different company to back up and a different 
   backup location.  The window also offers several more backup 
   options.  

2. If necessary to pick a company to back up, press the drop-down list icon.  
   Select the company you want to back up.  (Select Choose a different 
   location and browse to the correct drive and directory, if necessary.)  
   
3. If necessary to pick a backup file, press the Browse button.  
   In the "Backup location" field, select the location 
   for the backup and enter a name for the backup file, if you want 
   to give it a name different from the default.  (Browse to the 
   desired drive and directory, if necessary.)  Click Save.

4. To append today's date to the backup filename, click the 
   "Add date" box.

5. Click the Optimization and Verify Company options you want 
    the backup to use and click the OK button.

Boom! Backup backs up your company.  When it finishes, press any key 
to close the backup window.

The backup is a ZIP file with the name and location you specified
during the backup procedure.  

Make sure your backups are GOOD

Restore a backup now and then before you need to, just as a test.  
Verify that you can find your backups.  Verify that your backup 
medium can be read by the Restore command.  And verify that 
21st Century Accounting can open and read the restored data.  
Some customers who never had to restore backed-up data have discovered, 
too late, that their "regular" backups were not even happening.  
Make sure that yours are!

Regular tape backups may give you a false sense of security.  It 
is VERY IMPORTANT to verify that you can find, restore, and use 
backups on tape.  BEFORE you find out you need to.

If you need to restore a backup, go through the same process:
pick Restore and then give the location of the backup  
zip file.   Follow the first set of instructions above if Restore 
does not read multiple floppies.  BETTER YET, DON'T PUT YOUR BACKUP 
ON FLOPPIES TO START WITH (SEE "WE DO NOT RECOMMEND USING FLOPPIES" ABOVE).

Please, be very careful using Backup and Restore.  They are 
wonderfully simple and virtually bullet-proof, but you always 
want to be very sure before you restore an older set of data 
on top of newer. And, of course, you know to make a backup any time 
you have entered a significant amount of data... 
At least daily, probably more often.  The backup is quite fast.
 
Classification: P

Fix
NA

How can I create a nice-looking electronic 21st Century Accounting
report that I can send to clients by email? Answer: Get a PDF writer.

TN Number
90005
 
Issue/Symptom
How can I create a nice-looking electronic 21st Century Accounting 
report that I can send to clients by email?  Answer: Get a PDF writer.
 
Resolution/Workaround
You can use a PDF writer to create PDF files from 21st Century 
Accounting reports.  PDF is an acronym for Portable Document Format, 
originated by Adobe Systems.  Adobe's goal was to create a file format 
that would allow documents to be displayed on any computer using any 
operating system. 

PDF files are a widely accepted standard for exchanging information. 

A PDF writer produces PDF files that look exactly the same as the 
original document that you created with Word, Excel, FrameMaker, 
PageMaker, OpenOffice — and many other applications including 
21st Century Accounting. 

The recipient of your PDF file can read and print the file using 
the free Adobe Acrobat Reader.

Your PDF writer can be acquired in one of the following ways:

1.  Download a "PDF driver." A PDF driver is a software printer driver 
    that will create a PDF file from virtually any printable document.  
	
    Most downloadable PDF drivers have a free trial period, after 
    which you can purchase the driver for a price in the $10 - $60 range.
	
    We recommend that you enter "PDF driver" in an Internet search 
    engine and try some of the results until you find a PDF driver that 
    you like.
	 	
2.  Purchase Adobe Acrobat.  
    
    The current version of Adobe Acrobat is available for purchase 
    in the $250 - $300 range. (You can also usually find copies of 
    the previous version for considerably less.)  
    You need Acrobat (not just Acrobat READER, which is free) to 
    generate PDF files from your applications.  
	
When you install the PDF driver or Acrobat, you install a "PDF printer" 
(to file only).  Adobe's is called "Acrobat Distiller."  A downloadable 
PDF driver will have a "printer" name or a procedure for providing a name.  

This "printer" should automatically become available to all your 
applications that print, including 21st Century Accounting. Remember that 
the PDF "printer" does not print on paper.  It converts the document you 
select for printing into a PDF file, which you can then handle like any 
other file, including printing on paper and attaching to emails.

Follow these instructions for converting a 21st Century Accounting report 
to a PDF file.

1.  When you are ready to prepare a report in PDF format, in the 21st 
    Century Accounting Print Select Options window, click Select Printer.
2.  From the list of available printers in the printer selection window, 
    select Acrobat Distiller or the name of your downloaded PDF "printer."
3.  Click the Print button.  
4.  The Print Select Options window redisplays.  Click the Print button.
5.  In the Save PDF File window, select a location and a name for the 
    file.
6.  Click Save.

    The PDF file is generated in the location you indicated.  Acrobat 
    may then automatically open the file.  Inspect the report and close 
    Acrobat (Exit on the File menu).  The PDF report you generated is 
    ready to send electronically. 
    	
    When you send the PDF report to someone, you might want to include 
    the URL to the Adobe Acrobat Reader in the "cover letter" email 
    that you send to the client and to which you attach the PDF report 
    -- in case your intended recipient doesn't already have the Reader.

Classification:
P
 
Fix Available
NA

How do I record the purchase, distribution
to stores, and sale of inventory items in order to track
the value of my inventory?

TN Number
90006
 
Issue/Symptom
How do I record the purchase, distribution 
to stores, and sale of inventory items in order to track 
the value of my inventory?
 
Resolution/Workaround
Follow the instructions below for tracking inventory through the system  
in a way that makes the value of your inventory appear on the 
Balance Sheet as the inventory makes its way from company asset to 
multiple location asset to multiple location cost of good sold.

Modify the steps appropriately if your situation involves a 
single location. 

1. Purchase inventory from the vendor. Create a vendor invoice that 
   debits the purchase to a company-wide Inventory account 
   (an asset account). 21st Century Accounting automatically 
   credits the Payables control account when you post the vendor invoice.
   
2. Pay for that purchase with a Payables check (in Quick Checks, Create 
   Payments, or Manual Payments).  21st Century Accounting automatically 
   debits the Payables control account and credits the bank account for 
   the check. At this point, the Inventory account reflects the value of 
   the items purchased.

3. If inventory is transferred from a central warehouse to a specific store, 
   make a General Journal entry to transfer the value of the inventory from 
   the company-wide Inventory asset account (a credit) to store-specific 
   inventory asset accounts (debits). Since the inventory hasn't yet been sold, 
   this entry just reflects the distribution of assets to the different 
   stores.  The total value of inventory assets on the balance sheet remains 
   unchanged.

4. On some regular basis (for example, monthly), you need to account for 
   how much inventory has been sold. Since 21st Century Accounting does not 
   currently track cost of goods sold during customer invoicing, the value 
   of the sold inventory should be transferred (using a GJ entry) from the 
   store-specific inventory account (a credit) to a store-specific 
   Cost of Goods Sold expense account (a debit).

Classification:
P
 
Fix Available
NA

I receive this message when I print the Aging and Activity reports: Period calculated total does not equal control account balance.

TN Number
90007
 
Issue/Symptom
I receive this message when I print the Aging reports and Activity 
reports: Period calculated total does not equal control account balance.  
 
Resolution/Workaround
The messages are Accounting Integrity Warnings in Receivables and 
Payables, new in Version 2.3. 

You can configure User IDs in Version 2.3 to display a new 
"accounting integrity" warning message when the user prints the 
Receivables and Payables Aging and Activity Reports.  A new test 
has been built into the system that displays the message if a 
discrepancy exists between customer or vendor account balances 
and the G/L control account balances.

This message does not necessarily mean that there is a new problem 
in your data due to the 2.3 Upgrade. The discrepancy may have existed 
for some time. You may have posted in error to a control account. 
Or the discrepancy may have been introduced at some point by some 
other posting anomaly.

If you see the message in Receivables, try running 
the Receivables Verify commands. Make a backup of the company, just 
as a precaution. Then run the System/Company/Verify Verify A/R 
Statement Aging and Verify A/R Summary Information tests with Repair 
enabled.

If you see the message in Payables, run the Payables 
Verify command. Make a backup of the company, just as a precaution. 
Then run the System/Company/Verify Verify A/P Summary Information 
test with Repair enabled.

If you continue to receive the data integrity warning when you print 
the Receivables and/or Payables Aging and Activity reports,
go to these printable instructions for pinpointing and correcting 
the discrepancy.

Classification:
P
 
Fix Available
NA
     	

How do I FTP a backup of my data to Hilbert Software?

TN Number
90003
 
Issue/Symptom
How do I FTP a backup of my data to Hilbert Software?

 
Resolution/Workaround
First, try the Send Company Data to Hilbert Software command 
on the Help menu.  

If the command does not seem to work, follow these instructions.

Instructions for sending a backup of your company data to the 
Hilbert Software FTP server using the Windows' File Transfer Program 
(FTP) program.

First, do a backup using the 21st Century Accounting backup command.  
To do this:

1.  Go to the System/Company/Backup/Restore menu and select Backup.
2.  Set Company location to the folder location of the company 
    to send (typically, that will be the default value).
3.  For Backup location select a convenient place on your hard disk 
    (the root folder of drive C: is usually good) and, if applicable, 
    remove any spaces and special characters (such as '&' or periods) 
    from your company name (replace them with underscores if you like).
    (The backup path, if any, you type when you FTP a file also 
    cannot contain spaces or special characters.)
    For example:
	C:\company_name.zip
	C:\companyname.zip
4.  Select the Smallest backup optimization.
5.  Click OK to do the backup.

Once that is done you are ready to use the FTP program to 
transfer the data.  Before you start entering the FTP commands 
below you need to connect to the Internet.  Follow whatever 
steps you normally take to establish your Internet connection.
  
Now, to use the FTP program you will need to start an 
MS-DOS command window.  To do this you go to the Windows' 
Start\Programs menu.  The exact location and name of the menu 
item varies with different versions of Windows, but either 
on the main Programs menu or in the Accessories menu you 
should find an item such as MS-DOS Command Prompt or maybe 
just Command Prompt.  Once that window opens up you should 
see a line with a flashing cursor, usually preceded by 
some kind of prompt text, such as "c:\>" or "c:\Windows>".

Start typing in the following instructions.  In the 
instructions you are to type in the information following 
the word [TYPE] on each line, pressing the Enter key after 
typing each line.  (You may see various status information 
displayed after you press the Enter key each time.) 

Two pieces of information you type are based upon your 
situation.  They are:

<email address> : this is your personal or company email 
address, such as bsmith@isp.com.  What you type will not 
display on the screen, but don't be concerned about that.

<path\filename of company backup> : this is the full 
path\filename of the backup file that you created using 
the 21st Century Accounting backup command.  It should 
be the same as the contents of the 'Backup location' 
field (where you put the backup).

Now, you are ready to type in the FTP commands below.  
Note: After you type the line with "put ...." the backup 
should start transferring.  You should see 2 messages similar to:

200 PORT command successful.
150 Opening BINARY mode data connection for company_name.zip.

If there is a problem with the transfer, instead of 
"Opening BINARY…", you may see "File not found" 
or "Permission denied".  This could mean that the backup 
directory (the path) or the name of the backup file 
contains some character which is not acceptable ("not found")
or that a file with that name already exists on the FTP server
("Permission denied").  In either case, go change the name 
on the backup path and/or file and come back and reenter 
the "put" statement with the new path and file name.

Once you see the "Opening BINARY…" message, it will be 
some time before you get the next prompt line.  How long 
depends on the size of your company and the speed of your 
Internet connection.  The transfer can take a few minutes 
to an hour or more.

*** Following are the FTP commands to type ***
*** Press Enter at the end of each line ***
*** Type everything in lower case ***

c:\Windows> [TYPE] ftp
ftp> [TYPE] open ftp.hilbertsoft.com
User (hilbertsoft.virtual.io.com:(none)): [TYPE] anonymous
Password: [TYPE] your email address
ftp> [TYPE] cd incoming
ftp> [TYPE] binary
ftp> [TYPE] put path\filename of your company backup
ftp> [TYPE] close
ftp> [TYPE] quit
c:\Windows> [TYPE] exit

*** Following is sample output from a typical, successful 
FTP transfer ***

c:\Windows>ftp
ftp> open ftp.hilbertsoft.com
Connected to hilbertsoft.com.virtual.io.com.
220 hilbertsoft.com.virtual.io.com FTP server (Version wu-2.6.2-11.73.1) ready.
User (hilbertsoft.com.virtual.io.com:(none)): anonymous
331 Guest login ok, send your complete e-mail address as password.
Password:
230 Guest login ok, access restrictions apply.
ftp> cd incoming
250 CWD command successful.
ftp> binary
200 Type set to I.
ftp> put c:\my_company.zip
200 PORT command successful.
150 Opening BINARY mode data connection for my_company.zip.
226 Transfer complete.
ftp: 96263 bytes sent in 1.52Seconds 63.54Kbytes/sec.
ftp> close
221-You have transferred 96263 bytes in 1 files.
221-Total traffic for this session was 96765 bytes in 1 transfers.
221-Thank you for using the FTP service on hilbertsoft.com.virtual.io.com.
221 Goodbye.
ftp> quit

c:\Windows>

Classification:
P
 
Fix Available
NA

     	

Converting data from BPI: Print invoices
before converting to 21st Century Accounting.

TN Number
80000
 
Issue/Symptom
BPI Accounting printable invoices (customer invoices saved for printing)
are not converted to 21st Century Accounting 
by the BPI data conversion.
 
Resolution/Workaround
If you want or need to print BPI printable invoices, print them from BPI.  
You can print the BPI invoices from BPI after your data is converted.
You will not be able to print them from C21.
 
Classification: P

Fix
No fix required 

The data conversion from BPI Accounting
to 21st Century Accounting appears to be hung up.

TN Number
80001
 
Issue/Symptom
The data conversion from BPI Accounting to C21 Accounting 
appears to be hung up, especially while doing 
"GL Balances Adjusting Entries."
 
Resolution/Workaround
The amount of time required to convert BPI Accounting data to 21st Century Accounting 
is very dependent on --

- The processing power of your computer
- The amount of memory (RAM) in your computer
- Whether you run the conversion over a network
- The size of the company being converted

If any of these factors apply to your environment, we recommend that you
run the data conversion overnight or over a weekend.

When you start the conversion, the top bar on the conversion status bar 
on your desktop shows progress of the conversion as a whole.  
The bottom bar names the phase of conversion underway and shows the 
status of each "batch" converted during that phase.  Some phases 
actually post multiple batches -- so you might see the bar move 
from left to right several times during a phase. This is especially 
true of Receipts, which usually has many small batches of deposits.
The top bar moves with each phase of the conversion; the bottom bar 
moves with each entry of a batch being posted; the animated counter 
animates during the time the code is gathering, interpreting, and 
arranging information from the BPI files to prepare a C21 batch.  
So typically you see the top phase bar move, then the counter count 
for a bit, then the batch posting bar move.  Sometimes a phase may 
spend a long time gathering BPI information.  The G/L Balance Adjusting Entries 
phase almost always churns for some time before it starts posting a batch.

On very large batches over a network, the progress may seem slow.  
If you monitor the status bar(s), however, you will see progress being made.

If you'd like to see the order in which BPI data is converted,
this conversion algorithm shows the order 
and some of the decision-making involved in the conversion.
 
Classification: P

Fix
No fix required
 

Where do I put special charges on my sales invoices?

TN Number
80002

Issue/Symptom
Where do I put special charges on my sales invoices?

Resolution/Workaround

   BPI Order Entry could be configured to display a field
   for taxable special charges on the invoicing screen, where you
   could include not only freight but also any charge that is 
   supposed to be subject to sales tax. 

   In C21, the way to add such special charges to sales invoices 
   is to define one or more Product List items for special charges, 
   including freight, make them taxable or non-taxable as necessary, 
   then include them individually on your invoices as a separate line item.

Classification: P

Fix
No fix required in C21 for special charges on Sales Invoices.

Invoicing a job multiple times with all the sales tax
on the final invoice.

TN Number
80006

Issue/Symptom
User wants to invoice a job multiple times (for partial 
completion payments) with all the sales tax on the final invoice.  

Resolution/Workaround
Say, for example, the total invoice amount for the job
is $1,000.  The taxable amount is $1,000.  The user wants to 
send two invoices, the first for $500 (no tax) and the final 
invoice for $500 plus the tax on the $1,000.  To do this:

1.  Enter the first invoice with a single invoice detail
    line for $500.  Make sure that the taxable column is 
    not checked.  Distribute the $500 to the appropriate sales 
    accounts.  Print and post this invoice.
	
2.  When it is time to enter the final invoice, enter the first 
    invoice detail line for the full $1,000.  Make sure that 
    the taxable column is checked. 
	
3.  On the next line, enter the previous invoice amount ($500)
    as a negative amount, by entering either a negative quantity
    or a negative price.  
	
    The second (negative amount) line must not be checked as taxable.
    (You might want to enter an item description of "Previously 
    invoiced amount" for printing on the invoice.)
	
    C21 will calculate the tax on the full $1,000.  The invoice Total 
    and Amount Due is $500 plus the sales tax on $1,000.
	
4.  Print and post this invoice.  
	
    Posting the invoice distributes $500 to the appropriate	
    sales accounts and the amount of the tax to the appropriate tax
    accounts.  The Payables\Print\Tax Report will also show the
    total taxable amount and the amount of the tax for each Tax
    Authority setup in the Tax Group.

Classification: P

Fix
No fix required.

     	

Users can set "Implied decimal in currency" option in System/User IDs
to type cents without entering the decimal character (just like in BPI).

TN Number
80008
 
Issue/Symptom
Users can set "Implied decimal in currency" option in System/User IDs 
to type cents without entering the decimal character (just like in BPI).

Resolution/Workaround
The default setting in 21st Century Accounting follows Windows application 
standards for data entry of decimal numbers.  In dollar amount fields, if you 
enter "1 Tab," the entry is formated as $1.00.  

Check the "Implied decimal in currency" option in System/User IDs 
if you want to be able to type 198 for $1.98 or type 9 for $0.09 without 
having to type a decimal (period) character.
 
Classification: P
 
Fix
2.1B
     	

There's only one check form in each form type in Preferences.
How do I customize the check for all three kinds of checks
(Payroll, Payables, and Disbursements)?

TN Number

80011
 

Issue/Symptom

There's only one check form in each form type in Preferences.  
How do I customize the check for all three kinds of checks 
(Payroll, Payables, and Disbursements)?
 

The answer: One form, 3 stubs.

Each supported form type in Preferences ("generic laser," 
"generic tractor," etc.,) has a single check form that contains 
the stub specifications 
for the three kinds of checks currently produced — paychecks, 
payables payments, and general disbursements.  
Here are steps for customizing the three check stubs. 


   
Go to the System menu and double-click Customize Reports and Forms.
     		  
   


   
Run the System/Company/Preferences command, go to the Forms tab, 
   and click the Preview button beside Checks on the Forms menu to display 
   the check form that is appropriate for you.  		  
   

	
	

   Position your cursor on the check form and right-click the mouse.
   The right-click menu has the commands, "Show  Payables stub," "Show 
   Disbursements stub," and "Show Payroll stub."
   

   A check mark beside 
   one of the commands shows you which stub is displayed.
   
 

   
Select the stub you want to modify.
   Do your customizing to the stub section of the form.
   

   Right-click, select each of the other stubs that 
   you want to customize, and make your mods.
   
   
   
If you want to customize the single check face for all three checks, 
   do your customizing to the face section (the section with the payee and the 
   check amount in numbers and in words.)
   

   
To save your customized check form (all 3 stubs and the single check face) as the form that will 
   be used to print all checks, save the form (click "Create new custom form"), 
   enter a meaningful name, and click OK.
   

   
Then make sure the form you just created is displayed in the
   Checks field.  Now click "company preferences" to make this form the one that 
   is used by this company.  
   

   The system uses   —
 
the Payroll stub when you print paychecks —


the Payables stub when you print vendor invoice payment checks —


and the Disbursements stub when you print disbursements checks.
   
   
 
  
 

If you use the printer for other purposes, we suggest that in Windows 
Settings/Control Panel/Printers, you add a new printer definition 
(see Technical Note 80085) that 
is for the same physical printer, but one that you can configure solely 
for the number of copies of checks to print and whether or not to collate.  
Then in 21st Century accounting software Preferences, select that printer 
definition as the check printer and configure it for the number of 
desired copies of each check.

 
Fix: NA







     	

Users with tractor printers including Okidata ML18 Turbo,
Epson F100+ have problems printing financial reports.

TN Number
80012

Issue/Symptom
Users with tractor printers including the Okidata ML184 Turbo 
printer (IBM version) and the Epson F100+ have reported
problems printing financial reports.  When printing the YTD:
Trial Balance report, the first and last lines of each page
are lost.  Also, the captions and account names in the 
left-hand column do not print, although they appear in Preview.
Only the dollar amounts in the right-hand column print on the 
hard copy report.

Resolution/Workaround
This appears to be a problem between Crystal Reports and 
certain tractor printer drivers.  

The workaround involves installing the Epson FX-80 printer
driver using the "Add new printer" icon in the Printers folder.
Point this printer driver to the port that has the physical 
printer attached to it.  In C21, select the Epson FX-80 as 
the printer to print to.

You also must set the Dithering to None and set the Resolution 
to 120x144.  If the Dithering is set to Coarse and the Resolution 
is set to the lowest setting (120x72) (in the FX-80 Properties, 
Graphics tab), the account names will not print. 

General instructions for adding printer definitions (drivers) 
are in Technical Note 80031 after 
"Follow these steps to add a local (non-network) printer profile" 
and "Follow these steps to add a network printer profile."
In the step, "In the next window, select the manufacturer of your 
printer and then select the correct printer model from the list 
on the right," select Manufacturer Epson and Printer FX-80.

Classification: P

Fix
No fix required.



     	

What happens to my BPI data when I convert it to 21st Century Accounting?

TN Number
80014
 
Issue/Symptom
What happens to my BPI data when I convert it to C21?
 
Resolution/Workaround
Nothing!  Your BPI data is left perfectly intact.  The conversion 
program creates a new company in C21 and copies your BPI records
into the C21 data structures.  Please note that after conversion --

-  You can continue doing your accounting in BPI while you "play with"
   your data in C21.  In fact, we recommend that you run parallel 
   for awhile as you familiarize yourself with C21.
   
-  You can convert your BPI data repeatedly.  If you forgot to 
   post batches, age, and close your BPI applications before 
   converting, go back to BPI.  Post, age, and close.  Then 
   convert that company from BPI to C21 again.
 
Classification: P
 
Fix
NA

     	

What can I do about a batch of GJ entries accidentally entered
(but not yet posted) to the wrong posting period?

TN Number
80016
 
Issue/Symptom
What can I do about a batch of GJ entries accidentally entered 
(but not yet posted) to the wrong posting period? 
 
Resolution/Workaround
If you enter a number of entries in the General Journal and then
discover the wrong posting period was selected, you can use 
this workaround:

-  Save the batch as a Recurring Batch.  Highlight the batch 
   (now represented by a green folder) and press Post batch.
   
-  In the Batch options window that opens, change the Batch period
   to the period to which you want the entries posted.
   
-  Post the batch.  

-  Delete the temporary "recurring batch."

Currently, you can change the posting period after starting 
a batch in two data entry modules: Deposits and Vendor Invoices.

Classification: P
 
Fix
Allow changing batch period in all batch entry modules.
 
Fix Available
Under consideration by CPA advisors.

     	

21st Century Accounting data entry and report preview windows
are too big for my screen.

TN Number
80017
 
Issue/Symptom
21st Century Accounting data entry and report preview windows 
are too big for my screen.   
 
Resolution/Workaround
If you want to keep more VISIBLE windows open on your desktop
and if the default-size C21 windows seem to fill up your desktop,
you can change the resolution of your display.  Try different 
settings to find a display that is comfortable for you and a 
resolution your video card will support without flickering.  It 
may take awhile to get used to the new "look," but you'll be 
taking better advantage of the Windows desktop's flexibility.

Follow these steps to change your display -- 

1. Right mouse-click on an empty part of the desktop and select
   Properties.  (Or run Start/Settings/Control Panel/Display.) 
   
2. Select the Settings tab.
   
3. At Desktop area or Screen area or Screen resolution (depends 
   on your OS), move the slider towards More by one or two notches.  
   Click OK or click the Test button (depends on OS).   

4. At the message "Windows will now adjust..."  
   or "Windows will now resize...", click OK.
   On NTand XP, indicate whether you're satisfied with the test settings.
   
5. You can also change the Font Size (location depends on your OS) 
   for readability.

You can perform these steps repeatedly until you find the desired
display.  

Classification: P
 
Fix
NA

     	

Long customer, vendor, and payee names wrap and overprint
the next line on certain printers.

TN Number
80018
 
Issue/Symptom
Long customer, vendor, and payee names wrap and overprint the 
next line on certain printers. The report looks all right in the 
report Preview window, but when printed on certain printers, long 
names wrap and overprint the name on the next line.   
 
Resolution/Workaround
The C21 Check Register, Aged Payables, and several other reports
are set up properly to truncate long names when they are 
pulled out of the database.  The problem occurs when the report 
is printed on certain Epson and HP printers.  

If the printer that has the problem is either a HPLJ4, HPLJ5 or 
emulates one of those 2 printers, the user should try adding a 
printer definition for a HPLJIII that points to the printer with 
the problem.  Clients tried the HPLJIII driver with their Epson 
ActionLaser1100 and HPLJ5 printers and found that it fixed the 
word wrap problem.  

If the problem printer is a network printer, the new HPLJIII driver 
MUST be added first to the machine that the printer is attached to.  
Then the new printer must be set up to be shared.  Then the user 
can add the new HPLJIII printer definition to all of the work 
stations that need to use it.  Once set up, the user then selects 
the HPLJIII printer definition for all "Normal" C21 reports. 

General instructions for adding printer definitions are in 
Technical Note 80031 after 
"Follow these steps to add a local (non-network) printer profile" 
and "Follow these steps to add a network printer profile."
In the step, "In the next window, select the manufacturer of your 
printer and then select the correct printer model from the list 
on the right," select Manufacturer HP and Printer HPLJIII.

Classification: P
 
Fix
A less user-intensive fix for this problem is being pursued 
with Crystal Reports.

     	

How do I print checks in 21st Century Accounting with an approved MICR bank code?

TN Number
80020
 
Issue/Symptom
How do I print checks in C21 with an approved MICR bank code?
 
Resolution/Workaround
The MICR solution for Windows developed by Wellspring Software
(called PrintBoss) is now available for 21st Century Accounting.  
You can get in touch with Wellspring via the Wellspring Web site. 
 
Classification: P
 
Fix
NA
     	

The Print button on the report Selection options window is always dim.

TN Number
80021

Issue/Symptom
The Print button on the report Selection options window is always dim
and the report Preview window does not show the print button or 
the printer setup button.  

Resolution/Workaround
Your version of C21 was installed as an evaluation copy.  You may 
have made an error entering your serial number during installation.

Use the Help\About command to see if you have an evaluation copy.  
Look on the line following the version number to see if it says 
"Evaluation copy."  If it does, you will need to use the 
"Add\Remove Programs" command in the Windows Control Panel
(Start\Settings\Control Panel) to remove 21st Century Accounting.  
Then reinstall from your CD, making sure to enter the correct 
serial number.  The serial number is printed on a small label 
on the back of the manual and on the back of the box.  

The most common mistakes are failing to enter the hyphen ("-") 
or entering the hyphen ("-") in the wrong place.

Classification: P

Fix
No fix required.


     	

Customer reports that file opens that begins with these lines:
"WARNING: Your version of Windows has a problem
that disables the ability of 21st Century Accounting
to work properly in a network environment."

TN Number
80022

Issue/Symptom
Customer reports that file opens that begins with these lines:
"WARNING: Your version of Windows has a problem that disables the 
ability of 21st Century Accounting to work properly in a network 
environment."  This error occurs when selecting a company, 
creating a company, or converting a company from BPI data.

Resolution/Workaround
This is a Microsoft bug in Windows 98 and later revisions of 
Windows 95, and is described in their KB article at 
http://support.microsoft.com/support/kb/articles/Q192/2/76.ASP.

The workaround we have successfully used is to install the 
Microsoft Network Client on the machine having the problem.
You can follow these step-by-step instructions to install 
Microsoft Network Client.

(Microsoft's suggested workaround to install the Dial-Up Network 
Adapter does not work.)
 
Classification: P

Fix
The user will have to either upgrade their Windows 
software to a Service Pack that fixes the problem or apply the
Client workaround suggested in the Microsoft KB article in 
order to run C21 properly.

Fix Available
MS bug.  No fix possible in C21.
     	

After converting from BPI, my chart of accounts (COA) in
21st Century Accounting does not match the COA in BPI.

TN Number
80023

Issue/Symptom
After converting from BPI, my chart of accounts (COA) in C21
does not match the COA in BPI.  All of my income accounts are
in the "Income" category, all of my expense accounts appear
in the "Operating Expense" category, and some of my asset 
accounts are in the "Cash Equivalent" category in C21.

Resolution/Workaround
The conversion from BPI to C21 assigns all BPI income accounts,
regardless of BPI "subcategories" or "titles" to the C21 Income 
category. All BPI expense accounts are assigned to the C21 
Operating Expense category.  Asset accounts used as checkbook
accounts or credit card accounts in BPI are assigned to the 
C21 Cash Equivalent category.  

As mentioned in the window that displays after conversion 
completes, you can "Edit your Chart of Accounts to make use 
of the additional account categories in 21st Century Accounting."  
Use the General Ledger\Configure\Chart of accounts command to move 
accounts between categories.  Use the online help in the COA 
window (press F1) to find out how to cut and then paste the 
accounts into the appropriate categories.

See Technical Note 80024 for information on changing account 
category names on financial reports.

Classification: P

Fix
No fix required.


     	

How do I change general ledger account categories so my
financial reports look the way I want them to?

TN Number
80024

Issue/Symptom
How do I change general ledger account categories so my financial
reports look the way I want them to?

Resolution/Workaround
You cannot change the account categories in the COA - those 
categories are useful as categorizations for accounting purposes.
But you can change the category ("caption") names on financial 
reports.

To begin with, C21 is conceptually different from BPI in that the
lines that print on a financial report are not based on the COA, 
they are based on a financial report template. There are four
standard template types (Balance Sheet, Income Statement,
Trial Balance, and Cash Flow) and one custom template type 
("Other"). You can define as many templates of any 
type as you like, and C21 automatically provides two templates 
of each type. 

Each financial report is based on a specific financial report 
template. Conceptually, the financial report template specifies 
what the ROWS of a financial report are, while a financial report 
definition specifies what the COLUMNS of the report will be.

The caption names on the financial reports are specified in the 
financial report template that the report is based on, and they 
are easily modifiable. For example, to change the caption names 
on your trial balance reports, follow these steps:

1. Run the GL/Configure/Financial Report Templates command.
2. Double-click the Trial Balance folder.
3. Double-click the Trial Balance document.
4. Click the caption you want to change. You can open captions 
   by clicking the "+" to the left of the caption to see 
   subcaptions. Once you've highlighted the caption you want to 
   change, right-click on it to see your options. Choose 
   "Modify   F2".
5. In the Caption Properties dialog box, you can change the 
   wording of the caption and/or its subtotal, and can change 
   several print formatting attributes as well. Change the 
   properties you want changed.
6. After changing all the captions you want changed, click the 
   OK button in the Financial Report Templates window.
7. After changing all the templates you want changed, click the 
   Save Changes button.
   
Your Trial Balance reports will now show the new caption values 
you entered in the template.

Fix
No fix required.
     	

Where is the check selection report?

TN Number
80026

Issue/Symptom
Where is the check selection report?

Customer wants to get a check selection report (hardcopy) to 
mark off those vendor invoices that are to be paid off. 

Resolution/Workaround
A "check selection" report is available in the Payables/Create 
Payments command.  Select the vendor invoices you want to pay.
Before you press the Print checks button to complete the payments 
as displayed, you can use the Print selection button to print 
a report that shows the selected vendors, invoices, and payment 
amounts shown in the window at the time you print the report.  
Use this batch listing as a payment selection record for review 
and approval before you print the checks to vendors.

Classification: P

Fix
NA
     	

How do you change the date format in the financial reports?

TN Number
80030

Issue/Symptom
How do you change the date format in the financial reports?

Resolution/Workaround
C21 allows you to present dates on financial reports 
in one of two formats:
  a) Long
  b) Short
  
C21 uses the long and short date styles from your Windows 
settings.  

In Windows you can select from a number of Long and Short date 
styles with Start/Settings/Control Panel/Regional Settings, 
and click the Date tab.  

To select either the Windows long or short date format on a C21 
financial report, you modify the report:

1.  Click General Ledger on the C21 menu bar.
2.  Run Configure/Financial Reports.
3.  Open the folder for the type of report you want to modify 
    (i.e., Balance Sheet, Income Statement, Trail Balance, Cash Flow).
4.  Double-click the report you want to modify.
5.  Highlight the heading or column you want to modify.
6.  Right-click to view the options menu and click Modify or press F2.
7.  Highlight the substitution string for date 
    (%A for Short as of date, %A1 for Long).
8.  Right-click to view the print options.
9.  Highlight "As of Date" to view the date format options.
10. Select Short or Long, click OK, and save the changes.

Select "Period" in Step 9 to change the format of period and year 
start and end dates.

Classification: P

Fix
NA
     	

Windows 3.1: How do I change the printer page length on the
check printer to 8.5 X 7 inches and add a printer?

TN Number
80031

Issue/Symptom
Windows 3.1: How do I change the printer page length on the check 
printer to 8.5 X 7 inches and add a printer?

(See Technical Note 80084 for setting paper length in 
later Windows systems such as XP.)

You use the Windows Printer Properties window to 
change the paper length from 8.5 x 11 to 8.5 x 7 inches. 
 
Follow these steps to change the paper length in Windows 3.1:

1. Go to the Windows Start Menu and select Settings\Printers.
2. In the Printers window, right-mouse click the printer 
   used for checks and choose the Properties command.  
3. Go to the "Paper" tab and select the "Custom" icon 
   (scroll the paper types all the way to the right).  
4. This step depends on your printer driver.  Usually, at 
   the "User-Defined Size" window, you set the width to 850 
   and the length to 700.  Make sure that the "Unit" radio 
   button is set to "0.01 inches".  OK this window and the 
   printer properties.  
   
   Some printers may require you to set the width to 8.5 
   and the length to 7.  Look at the "What's This?" Help 
   for "Unit" to verify the unit of measurement being used.
   
The printer is now set up for 8.5 x 7-inch tractor feed check 
stock. 

If you use the tractor feed printer for both checks and other 
reports, then you should consider adding a new "printer" 
that you use to print only checks.  The new "printer" is 
actually a new profile for your existing printer.   

Follow these steps to add a local (non-network) printer profile:

1. Open to the Settings\Printers folder and select "Add Printer."
   This starts the Add Printer Wizard.  
2. In the first window, use the "Next" button to continue.  
3. In the next window, select "Local printer" and click "Next."  
4. If you are adding a local printer, the next window asks 
   which port to use.  Accept the highlighted port and click "Next."
5. In the next window, select the manufacturer of your printer and
   then select the correct printer model from the list on the right.
   Click the "Next" button.  
6. In the next window, turn ON the "Keep the existing driver 
   (recommended)" radio button and then click the "Next" button.  
7. In the Printer name window, add "Checks" to the end of the name
   that is provided as the default.  The next question asks if you 
   want this printer to be the default printer for Windows-based 
   programs.  Accept the default of "No" and then click "Next."
8. Choose the printer sharing option you prefer.  Click "Next."
9. The final window asks if you want to print a test page.  Accept
   the default ("Yes") and the select the "Finish" button.
10.Follow steps 1 - 4 above to change the paper length for this 
   printer.

Follow these steps to add a network printer profile:

1. Open to the Settings\Printers folder and select "Add Printer."
   This starts the Add Printer Wizard.  
2. In the first window, use the "Next" button to continue.  
3. In the next window, select "Network printer" and then
   click the "Next" button.  
4. Enter the network path or queue name of the network printer and 
   click "Next."
5. In the next window, select the manufacturer of your printer and
   then select the correct printer model from the list on the right.
   Click the "Next" button.  
6. In the next window, turn ON the "Keep the existing driver 
   (recommended)" radio button and then click the "Next" button.  
7. In the Printer name window, add "Checks" to the end of the name
   that is provided as the default.  The next question asks if you 
   want this printer to be the default printer for Windows-based 
   programs.  Accept the default of "No" and then click "Next."
8. The final window asks if you want to print a test page.  Accept
   the default ("Yes") and the select the "Finish" button.
9. Follow steps 1 - 4 above to change the paper length for this 
   printer.

Classification: P

Fix
NA


     	

How do I apply an "unapplied check amount"
or an "unapplied credit memo" to an
existing vendor invoice?

TN Number
80032

Issue/Symptom
How do I apply an "unapplied check amount" 
to an existing vendor invoice? I entered a manual check 
in Payables/Manual Payments but didn't apply it to the 
vendor invoice. 

-- OR --

How do I apply an "unapplied credit memo" 
to an existing vendor invoice?  I entered a credit memo 
in Payables/Vendor Invoices but didn't apply it to the 
vendor invoice. 

Resolution/Workaround
Print the Vendor Activity report to verify that the check 
or credit memo was not applied to the vendor's balance. 

Use Payables/Manual Payments to apply an unapplied payment 
(check or credit memo) to an invoice.  

1. Run Payables/Manual Payments, start a new batch, and set
   up the batch name and posting period you want.
2. Select the bank account of the original unapplied check.  
3. Enter a bogus check number -- one you will never use.  
4. Enter the date of the original unapplied check.
5. Leave the check amount blank.
6. Select the vendor to whom the check was paid or the credit 
   memo was entered.
7. At Invoice number, select the unapplied check payment or the 
   credit memo.  
   The unapplied check or credit memo appears in the invoice list 
   with the check number or credit memo number and a negative 
   amount. Tab to the next line.
8. At the next Invoice number field, select the invoice you want
   to apply the payment (check or credit memo) to. Be sure to 
   press Tab to register your selection. The system automatically 
   applies the unapplied payment amount to the invoice due amount.
9. Click OK, ignore "Warning: check amount is zero", save 
   and post the batch.
   
The vendor's amount due will now be reduced by the amount of the 
check or credit memo.

Classification: P

Fix
NA


     	

How do I deposit the day's receipts from a cash register
when they consist of cash, checks, and credit card slips?

TN Number
80033
 
Issue/Symptom
How do I deposit the day's receipts from a cash register when 
they consist of cash, checks, and credit card slips?  I want 
to show the credit card receipts as separate deposits, but 
tie them back to the cash register total for the day (or for
some period).
 
Resolution/Workaround
You can set up a special Cash Receipts Journal to use when you 
deposit a mix of cash and credit card receipts.  You enter the
receipts as a single entry in the Deposits window.  The system
records the cash and credit card portions as separate deposits.

Follow these steps:

1. Run General Ledger/Configure/Chart of Accounts and add cash 
   equivalent accounts for each credit card you want to track
   separately.

2. Run Bank Accounts/Configure/Credit Card Accounts and set up 
   credit card account(s)(at least one) by assigning the general 
   ledger account(s) set up to track credit card receipts to the 
   credit card account(s).   

3. Run Bank Accounts/Configure/Cash Receipts Journal and start a
   new journal. 
   a. Name the journal "Cash and Credit Card Receipts" (for example.)
   b. Select CJCR for the source code.
   c. Check the box to indent the credit column (optional but recommended).
   d. At Columns allowed, select "Debit - {credit card name} receipts."
      (The system appends "receipts" to the name you gave the 
      credit card account when you configured it.)
	  The system automatically inserts the G/L account associated
      with the credit card account name.  You can edit the Prompt
      if you wish.
   e. Repeat Step d for each credit card for which you want to 
      deposit receipts separately.
   f. Set up any additional accounts for distribution, such as 
      the income and sales taxes account(s) as Credit only entries.
   g. Click OK and save the new CRJ.
   
4. Run Bank Accounts/Deposits and start a new batch when you're 
   ready to enter a deposit consisting of mixed cash and credit 
   card receipts. Set up the appropriate batch options.
   a. At Receipt type, select "Cash and Credit Card Receipts"
      (or whatever you named the journal in Step 3.a. above).
   b. At Receipt amount, enter the total amount of cash to be 
      deposited in the bank (NOT INCLUDING credit card receipts).
   c. At each credit card prompt, enter the total receipts for 
      the credit card.
   d. Finally, credit the total receipt amount (INCLUDING the 
      credit card receipts) to the appropriate income account(s)
      and, if applicable, sales tax account(s).
      The Undistributed amount should be $0.00.
   e. Enter an optional Description, click OK, and save the batch.
   f. When you've completed data entry for the batch, post the 
      batch.
 
Classification: P
 
Fix
NA
     	

How do I record an advance payment received
from a customer and then enter the invoice
when the job or delivery is complete?

TN Number
80035
 
Issue/Symptom
How do I record an advance payment received from a customer and
then enter the invoice when the job or delivery is complete?
 
Resolution/Workaround
Follow these instructions for entering an advance payment sale
in 21st Century Accounting.
	
1. Set up an advance payments liability account.
   a. Run General Ledger/Configure/Chart of Accounts.
   b. Expand the "Current Liability" category 
      (click the + sign).
   c. Double-click <new> or press F9 to add the new account.
   d. Add an account for advance payments received. 
   e. Click the Save Changes button when you finish or press 
      the Alt+V keys to save.

2. Set up a Cash Receipts Journal to enter advance payments received.
   a. Run Bank Accounts\Configure\Cash Receipts Journal.
   b. In the left pane, double-click <new> or press F9.
   c. Enter a name for the journal; for example, "Advance Payments."
   d. In the Source Code field, select CJCR Cash Register Journal.
   e. Optionally, mark Indent credit column (recommended for 
      readability).
   f. In the Columns allowed field select Credit only.
   g. In the Account field, select the Advance Payment account 
      you set up in Step 1 above.
   h. Tab to the Prompt field and type your own prompt if you wish.
   i. Click OK and then click the Save Changes button.

3. Enter a deposit to record the Advance Payment received.
   a. Run Bank Accounts\Deposits.
   b. Double-click <new> or press F9.
   c. In the Batch Options window, enter the ID of the bank 
      account to which the payment is deposited.
   d. Enter the Deposit number or let the system generate one.
   e. Enter the Deposit date if different from the current date.
   f. Click the OK button.
   g. In the Deposits window, at Receipt type, select the Cash
      Receipts Journal (for example, "Advance Payments") 
      you created in Step 2 above.
   h. At Receipt amount, enter the amount of the advance payment.
   i. Change the Transaction date if different from the current date.
   j. In the credit column enter the amount of the advance.
   k. For the Description, you can enter the customer's name or any 
      information you wish to identify the advance payment. 
   l. Click OK to complete the transaction.
   m. Click Save Batch to save the transaction.
   n. Click Post Batch to record the transaction.

4. Run Bank Accounts\Print\Cash Receipts Journal and select the 
   journal (for example, "Advance Payments") to preview or print 
   the journal.

5. Create a Product List Item for advance payments received.
   a. Run Sales\Product List.
   b. Double-click <new> or press F9.
   c. Type an ID; for example, "AdvPayRec."
   d. Enter a description; for example, "Advance Payment Received."
   e. For the GL account, select the advance payments liability
      account you set up in Step 1 above.
   f. Click OK and then Save Changes.

6. Process the Sales Invoice when the job is complete.
   a. Run Sales\Invoices.
   b. Double-click <new> or press F9.
   c. Set up the Batch Options for the entry.
   d. Complete the top portion of the Sales Invoice as you 
      normally would.
   e. On the first line in the Invoice details table, enter the 
      product or service for which the advance payment was made.
   f. On the second line, select the Product List item you set 
      up in Step 5 above for advance payments received.
   g. In the Amount field, as a negative amount, enter 
      the amount of advance payment (which you have already 
      recorded as a deposit) to apply to this invoice. 
   h. Click the OK button when the invoice is complete.
   i. Click Save Batch and then Post Batch to record the transaction.
   
Classification: P
 
Fix
NA
     	

Harmless internal error: "Formula field is being held: <x>,
Count = <y>" in drill down from report Preview window.

TN Number
80036
 
Issue/Symptom
Harmless internal error: "Formula field is being held: <x>, 
Count = <y>" in drill down from report Preview window.
 
Resolution/Workaround
In some cases an internal error, "Formula field is being held: 
<name of field in report>, count = 
<number of times user attempted drill down>" is 
reported when you close a report Preview window after drilling 
down to another report. This is a harmless error returned by 
the Crystal Report Writer.  The problem has been reported to 
Seagate (Crystal Reports' manufacturer).

This is a harmless message that you should ignore.

Classification: P
 
Fix
NA
     	

What is the effect of changing the Financial Report Template
setting for "Include GL accounts" from "by category"
to "explicitly" and back to "by category"?

TN Number
80037
 
Issue/Symptom
What is the effect of changing the Financial Report Template
setting for "Include GL accounts" from "by category"
to "explicitly" and back to "by category"?
 
Resolution/Workaround
When you change a Financial Report Template setting for 
"Include GL accounts" from "by category" to "explicitly",
the captions are no longer associated with the general ledger
account categories and subcategories such as asset, liability, 
income, and so forth.  This allows you to explicitly place 
accounts of any account category under any caption.

When you change the setting on that same template back to 
"by category", you must reassign general ledger
account categories to the captions.  Follow these steps:

1. Run General Ledger/Configure/Financial Report Templates.

2. Open the report template folder and select the template
   you want to change.

3. Press Tab to move to the right pane for editing the template.

4. Make sure that "Include GL accounts" is set to "by category."

5. Highlight the first caption under which accounts appear, to 
   which you want to reassign the appropriate general ledger 
   account category.

6. Right-click or press F2 Modify to open the caption properties
   window.
   
7. Select the appropriate category from the Category drop-down
   list and click the OK button.
   
8. Repeat for each caption under which accounts appear.

9. Click OK and Save Changes.

Classification: P
 
Fix NA

     	

How do I consolidate or summarize account totals
on financial reports?

TN Number
80038
 
Issue/Symptom
How do I consolidate or summarize account totals on 
financial reports?
 
Resolution/Workaround
You can set up financial reports to consolidate or 
summarize the account totals into a single total 
for a caption, rather than showing all the accounts 
with their individual totals under the caption.  Using 
the same procedures, you can also group accounts in a 
category into subcategories, printing only the subcategory 
totals on the financial reports.

The key step is to select the option to suppress caption 
details in the Caption Properties window.  Say, for example, 
you want to show all salary expenses as a separate total 
on your Income Statement.  Follow these steps:

1. Run General Ledger/Configure/Financial Report Templates.

2. Open the Income Statement folder and select the appropriate 
   income statement template, if you have multiple templates.

3. Press Tab to move to the right pane for editing the template.

4. Make sure that "Include GL accounts" is set to "explicitly."

5. Click the Show All button or press Alt+S to show all the 
   captions, categories, and accounts.

6. Highlight "Operating Expenses and either right-click or 
   press F9 and insert a caption.

7. Enter the caption text, Salary Expenses, and select the 
   option to Suppress Caption details.  Select any other 
   options you want.  Do NOT check "Use bold font" if you want 
   the "summary" caption to look like the other accounts.
     
8. Click OK.

9. Now move the salary expense accounts you want to include 
   under the new Salary Expenses caption.  You may also wish 
   to adjust the indentation of the new caption.

10. Click OK and then click Save changes.

11. Print the Income Statement that is based on this template 
    to see your changes.
 
Classification: P
 
Fix
NA
     	

User tries to preview a report and gets the following error: "Error:
encountered error while setting up report properties.
DocumentProperties reported 124 error."

TN Number
80042

Issue/Symptom		
User tries to preview a report and gets the following error:
"Error: encountered error while setting up report properties.  
DocumentProperties reported 124 error."  The error number can
also be 6 instead of 124.  

Resolution/Workaround
Although an error message is displayed, the report still appears 
correctly in the preview window.  There are 2 known reasons for 
this error: 

1. The user is running on Windows NT and the printer they are 
   trying to use is no longer physically available to print to.  
2. The user's printer selection is based upon information saved 
   while running on Windows NT, but the error occurs when reports 
   are previewed from a Win95 or Win98 machine.
   
The workaround is to select a valid printer using the "Select
Printer" button.  Please note, C21 can maintain separate
printer destinations for checks, statements, invoices, and
normal reports.  Reports and each type of form has its own place 
for selecting the printer destination.  Printer destinations for
normal reports are set up using the Select Printer command
on the System menu.  The printer destinations for checks,
statements, and invoices can be set up wherever these documents
are printed using the Select Printer button on the C21 window.

Classification: P

Fix
NA
     	

Canadian customer reports a crash or fatal error during
conversion of BPI data.

TN Number
80046

Issue/Symptom
Canadian customer reports a crash or fatal error during 
conversion of BPI data.

Resolution/Workaround
If the customer's Windows Regional Settings in the Control
Panel show a date format other than mm/dd/yy (e.g. dd/mm/yy)
the conversion from BPI fails.

A workaround is to:
1. Exit C21.
2. Go to the Settings/Control Panel/Regional Settings window
   and change the short date format to MM/dd/yy.
3. Restart C21, and run conversion.

After all necessary conversions are complete, the user can 
go back to the Control Panel and change the regional settings
date format again. C21 works with dd/mm/yy just fine, it's 
only the conversion from BPI that has a problem.

Classification: P

Fix
No fix planned at this time.
     	

How do I write off a customer invoice as a bad debt?

TN Number
80049
 
Issue/Symptom
How do I write off a customer invoice as a bad debt? 
 
Resolution/Workaround
Two methods are available in C21 for removing a customer 
invoice from the system, each with slightly different 
accounting implications.  Method 1 is more similar to the 
use of Customer Adjustments in BPI for recording an invoice
as a bad debt in your general ledger. 

1. Run Sales/Invoices to record a credit memo for the customer,
   applying it to the original invoice. In the Item details tab 
   enter a single line that has a Description only (for example, 
   "bad debt"). The qty will default to -1 and you can enter the 
   amount of the original invoice in the price column.  The 
   resulting credit memo exactly voids out the original invoice. 
   In the GL distribution tab you can enter an expense account 
   for "Bad debt" or whatever you want. This will credit 
   Receivables and debit the "Bad debt" expense account.

2. Run Sales/Invoice Updates to void the original invoice. 
   This reverses the receivable and all the income 
   accounts associated with the original invoice, thereby 
   reducing income (and therefore your sales tax liability). 
 
Classification: P
 
Fix
NA
     	

How do I look up a customer by invoice number when
I enter a customer receipt?

TN Number
80051
 
Issue/Symptom
How do I look up a customer by invoice number when I enter a
customer receipt?
 
Resolution/Workaround
In the customer ID or name field in the Deposits window, 
right-click or press F3 to find the customer ID by the 
invoice number.

The receipt documentation (a check, for example) may provide 
only an invoice number (no customer ID or name), or the 
customer name may not correspond to the ID or name you 
know the customer by.  You can look up the customer ID by 
entering the invoice number in the Find dialog.  After you 
right-click or press F3 for the Find dialog, enter the 
invoice number and press Tab.  (Be sure to use the correct 
invoice number format and case.)  The system displays the 
customer in the field below the invoice number field.  Press 
the OK button in the Find dialog to continue.  The system then 
displays the customer in the Deposits window.

Classification: P
 
Fix
NA
     	

In Bank Accounts/Reconciliation I find transactions under the
Deposits Tab that are also included in another deposit.

TN Number
80053
 
Issue/Symptom

In Bank Accounts/Reconciliation I find transactions under the 
Deposits Tab that are also included in another deposit.

Resolution/Workaround
A customer payment tendered that you record in Sales/Invoices is 
posted to the Cash Receipts control account in the Control Account 
set that is assigned to that customer. (See Receivables/Configure/
Control Accounts.)  If you have defined a Cash Receipts control 
account that is also defined as a Bank Account, the system posts the 
payment to the bank account, where it shows up as a deposit when 
you run Reconciliation for that bank account.  

Since bank accounts are also available for entering deposits in 
Bank Accounts/Deposits, this situation could cause an 
overstatement of Deposits when you record the actual deposit 
if the payment already posted is AGAIN entered as a receipt in 
a deposits batch.

To avoid posting customer cash receipts twice, follow the 
instructions below:

1. In Receivables/Configure/Control Accounts, change the Cash 
   Receipts Account from your Bank Account to a Cash Equivalent
   account that is NOT defined as a bank account.  (Create such
   an account if necessary and call it Cash Clearing.)  This  
   allows payments entered into Sales/Invoices to be posted to 
   this cash clearing account instead of to your bank account. 
   This reflects the acceptance of the receipt from the customer 
   and the storing of that receipt in a cash drawer.  Customer 
   payments posted to this non-bank-account will not show up 
   when you run Reconciliation.  

2. You can deposit customer payments in one of two ways:

   When you are ready to make a bank deposit that includes payments
   recorded in Sales/Invoices, run Bank Accounts/Deposits. Assuming
   the payment was posted to the cash clearing account as described
   in Step 1 above, enter a "Receipt Type" of "Other" and press the 
   Tab key.  The "Other receipts" data entry screen is displayed. 
   Enter a name for the deposit. It is not necessary to identify  
   Invoice numbers for this type of receipt.  Cash payments have
   already been recorded against the invoices in Receivables.  
   For the distribution account, enter the cash clearing account you 
   defined as the Cash Receipts control account.  Enter the amount of 
   the deposit that represents the cash payment(s). Complete the 
   deposit, save, and post the deposit.
   
   OR
   
   Configure a Cash Receipts Journal that provides the cash clearing
   account described in Step 1 above as the account to be credited 
   for the deposit of customer payments from the cash drawer. Select
   this Cash Receipts Journal for the "Receipt Type" when you enter a 
   deposit that includes payments that were recorded in Sales/Invoices 
   and that were posted to the cash clearing account as described in 
   Step 1.
   
Classification: P
 
Fix
No fix required.
     	

How do I apply an "unapplied receipt amount" to
an existing customer invoice? Run Receivables/Apply Credit
Transactions.

TN Number
80054, 80054a

Issue/Symptom
How do I apply an "unapplied receipt amount" to 
an existing customer invoice?  Run Receivables/Apply Credit 
Transactions.

Resolution/Workaround
You entered customer receipts in Bank Accounts/Deposits 
but didn't apply them to the customer invoices the receipts
were intended to pay (you applied the receipt to "all"). 

Run the Receivables/Apply Credit Transactions command 
to apply the receipts to invoices.    

1. Use the Receivables/Apply Credit Transactions window 
   to apply customer credit against open invoices for the 
   customers you specify through the date you specify, 
   starting with the invoices with the earliest due dates.
   
   Run this command to apply customer credits that were 
   inadvertently left unattached and to avoid showing 
   credit transactions as negative amounts on customers’ 
   statements.

This process is also performed automatically for balance forward 
customers when you print statements.

Classification: P

Fixed

     	

User receives message "Error: Unable to set up report ...
failed to create CDO32 object for table 'chk' (or 'arij'
or 'brec')... Unable to register cdo32".

TN Number
80055
 
Issue/Symptom
User receives message "Error: Unable to set up report ...
failed to create CDO32 object for table 'chk' (or 'arij'
or 'brec')... Unable to register cdo32".
 
Resolution/Workaround
You may receive the error message and not be able to proceed
if the registered drive and path of the CDO32.DLL file do 
not correspond to the actual location of the file for any 
reason or if there are missing .DLLs.  This can happen if you 
have multiple 21st Century Accounting instllations or if the 
registered drive letter is taken by a new device.  The simple 
solution is to register the correct location of the CDO32.DLL 
file, which is in your C21 BIN directory.  If the registration 
attempt reports missing .DLLs, the user can reinstall or we 
can provide the missing .DLL files.

FIRST, if possible, uninstall all installations of C21 and 
reinstall C21 in the desired location.  As with any Windows
application, having multiple copies of the software on a 
computer or on a network can create problems.

If uninstalling and reinstalling a single copy of C21 do not 
solve the problem, follow these steps to register CDO32.DLL --

1.  Open a DOS window.  (Start/Programs/MS-DOS Prompt)

2.  Change directories into the 21st Century Accounting BIN
    directory of the C21 installation you are running.
    (CD C:/C21/BIN if you installed in the default location.)
	
3.  Type "regsvr32 cdo32.dll" (no quotes).  

    If Windows reports that the registration was successful, 
    try the action that gave the error in C21. If the attempt 
    gives the same error message, get in touch with 
    Hilbert Software.

    If the registration attempt reports missing .DLL files, 
    reinstall C21.  If you then continue to receive the error
    message, get in touch with Hilbert Software.
 
Classification: P
 
Fix
No fix required

     	

Printing 21st Century Accounting reports from workstations on a LAN, user
receives "Btrieve error: I/O error" from all
workstations due to embedded blank in path.

TN Number
80056

Issue/Symptom
Printing C21 reports from workstations on a LAN, user receives 
"Btrieve error: I/O error" from all workstations due to embedded blank in path. 
 
Resolution/Workaround
The errors are caused by an embedded blank in the path due to
the mapping of the workstations to the C21 installation on the
server.  The reports print from the server (where C21 is installed).
From workstations, the following errors are generated:

1. Btrieve error: I/O error.

2. Error opening file.  File could not be opened: "<FILENAME>",
   at file location: "pathToCompany/<filename>.btr"

3. Unable to get last error from CRW on an error return from
   start print job.  Do you want to see more detail?

4. Error: unable to get last error from CRW on an error return
          from start print job.
   Error: error while starting print job for report filename.rpt
   Error: print engine reported error Error detected by database
          DLL. (534) at location PEClosePrintJob

The customer's path to the data was: "\\server\server c\c21\data\Company."
The embedded blank in the drive volume "server c" seemed to cause 
the problem.  In this case, on each workstation, the customer mapped 
drive E: to "\\server\server c" thus making the path from the workstation
"E:\c21\data\Company" which causes reports to print correctly from the
workstations.

The user should check the "Reconnect at logon" checkbox to maintain 
the correct mapping.

Classification: P

Fix
N/A
     	

On certain Laser and ink jet printers, dates in the
Windows format MM/DD/YYYY are not printing
the first character of the date on statements.

TN Number
80057

Issue/Symptom
On certain Laser and ink jet printers, dates in the Windows 
format MM/DD/YYYY are not printing the first character of 
the date on statements.  Thus "12/01/2000" is printing on the 
statement as "2/01/2000." 
 
Resolution/Workaround
Customers have reported the truncated date on both Laser forms: 
the Laser statement (plain paper) and the Laser statement (side
by side).

Change the Windows short date format to MM/DD/YY.  Follow these 
steps:

1. Close 21st Century Accounting.

2. Run Start/Settings/Control Panel and select Regional Settings.

3. Click the Date tab.

4. At Short date style, select MM/DD/YY from the drop-down list.

5. Click OK and close the Control Panel window.

The long date is currently only used for financial reports.
Long dates in financial reports are not truncated due to 
length because the dates only appear in fields that can word wrap.

Classification: P

Fix
This problem will be fixed on a future build.
     	

After installing and running Version 2.0 of 21st Century Accounting,
a Win95 or Win98 machine hangs when you shut down the computer.

TN Number
80058

Issue/Symptom
After installing and running Version 2.0 of C21, a Win95 or 
Win98 machine hangs when you shut down the computer.

Resolution/Workaround
It seems that on W95/W98 a conflict between Pervasive software 
and Microsoft's OS software can cause this hang condition.
 
To stop hanging upon shut down, Pervasive suggests the following:

1. On the computer that has the problem use the 
   Start/Programs/Pervasive/Pervasive Control Center menu item 
   to start the Pervasive Control Center.

2. You will see a screen that says "Control Center Root" in the left pane,
   and an icon for Pervasive.SQL 2000 Engines in the right pane. 
   Double-click on the Pervasive.SQL 2000 Engines icon.

3. You should then see an icon representing the name of the 
   computer in the right pane. Double-click that icon.

4. You should then see 2 icons in the right pane, one called 
   Databases and one called Configuration. Double-click on Configuration.

5. You should then see 3 icons in the right pane: Server, 
   Client, and Client-16 bit. Double-click on Server.

6. You should then see several folders in the right pane. 
   Double-click on Communication protocols.

7. In the right pane is a list of parameters, one of which is 
   Supported protocols. Double-click on Supported protocols.

8. You should see a popup window showing the selected protocols 
   on the right. In the Selected panel, click on NETBIOS and 
   then click on the "<" button to deselect that protocol.

9. Exit the Pervasive Control Center. It may tell you that the 
   configuration changes will only take effect when Pervasive 
   is restarted. Answer Yes.

10.Reboot the computer.

Computer shut-down should now happen without hanging.
Classification: P

Fix
No fix planned at this time.
     	

After installing Version 2.0 of 21st Century Accounting on a Win95
or Win98 computer, the Dial-Up Networking connection dialog
pops up whenever I select a company on a different computer
on the network.

TN Number
80059

Issue/Symptom
After installing Version 2.0 of C21, a Win95 or Win98 computer 
pops up the Dial-Up Networking connection dialog whenever I 
select a company on a different computer.

Resolution/Workaround
This is a Windows 98/95 problem, on computers configured for 
Dialup Internet access. When C21 attempts to access a database 
on another computer, the operating system automatically attempts 
to connect to the Internet, even though C21 is NOT attempting 
to access the Internet.

There are two possible workarounds for this situation:

When the Dial-up Connection dialog pops up, simply cancel 
out of it. The dialog should only pop up the first time a 
non-local company is selected.  Subsequent company selections 
should not cause it to pop up.

Use the Start/Settings/Control Panel command to bring up the 
Windows control panel. Double-click on the Internet icon, then 
click on the Connections tab. In the Connection tab, select the 
"Connect to the Internet using a local area network" option, 
and be sure the "Connect to the Internet with Modem" option is 
cleared. Click OK. After making this change, connecting to the 
Internet will have to be done manually by going to the Dialup 
Networking section in the Start/Programs menu and double-clicking 
on the desired connection icon.

Classification: P

Fix
This is a Windows problem. Check with Microsoft for possible updates 
to Windows 95 or 98, or upgrade to Windows 2000.

     	

How do I apply a credit card payment to a posted invoice?

TN Number
80062

Issue/Symptom
How do I apply a credit card payment to a posted invoice?

Resolution/Workaround
Because there is not currently a straightforward way to apply 
credit card payments to posted invoices, we suggest this procedure: 
Do not post the invoices until you know what the method of payment 
is going to be. You can save the invoices in an open batch, 
and you can still print those invoices to hand to customers 
without posting them.  Then, after you know the method of
payment, enter it as appropriate in the open invoice batch and post.

However, if you still need to post credit card payments to posted 
invoices, follow these steps:

(1. You have already posted a batch of invoices for customers for
    whom you now now need to enter the credit card payments.)

2.  Run the Sales/Invoices command to create a new invoice batch.

3.  For each customer for whom you have a credit card payment, enter 
    a Credit Memo (Trans. type of Credit Memo/Return).
	
    Do NOT specify an invoice number in the Apply to field.  The 
    desired result for applying a credit card payment will not be 
    achieved.
		
4.  Enter a single Invoice detail Description that says something like 
    "Payment tendered", with a zero amount.
	
5.  Then, in the Payment Tendered part of the screen enter the credit 
    card used and the amount of the payment as a positive number.
	
    This will result in a negative balance for the credit memo.
	
6.  In the Statement Descr. field you might want to say 
    "Credit card payment" or something other than Credit Memo/Return.
	
When this entry is saved and posted, it will properly reduce the customer's
balance by the amount of the payment, and the credit card payment will be
properly recorded in the credit card register report. The credit card G/L
account will be debited and the Receivables account will be credited for the
amount of the payment. The only thing missing is that the CM will not be
"applied" to the invoice.  The Customer Activity report will show both
transactions as outstanding. These two transactions can be tied together
using the procedure documented in Tech Note # 80054 if it is important to do so, 
otherwise you can ignore this fact.

The payment will show properly in the Receivables Receipts Journal. The only 
thing that looks unusual is the customer statement, which shows both
the credit card payment and the credit memo. The balance on the statement is
correct; it's just that the credit memo really shouldn't have to be there.
We will investigate the possibility of getting statements to leave off that
transaction, since it actually has zero effect on the customer's balance.

After posting the credit memo with the credit card payment, the payment
amount is in your G/L as a debit in the credit card account, the same as if
the credit card payment had originally been applied to the invoice at
posting time. You still have to "move" that amount from the credit card
account to your bank account using the Bank Account/Deposits program, as
described in the Help topic "Depositing Credit Card Receipts." 
When you do this deposit step, you don't need to do a separate receipt 
for each credit card payment.  A single receipt for the daily total should 
be sufficient.

Classification:P

Fix
Future release.
     	

After installing 21st Century Accounting Version 2.0, when user tries to run
21st Century Accounting they get an error stating that "W3BTRV7.DLL"
could not be found.

TN Number
80063

Issue/Symptom
After installing Version 2.0, when user tries to run C21 they 
get an error stating that "W3BTRV7.DLL" could not be found.

Resolution/Workaround
This is caused by the PATH environment variable not referencing 
the PVSW\BIN folder as it should after the Pervasive install. 
To verify that this is the cause of the problem, start a DOS box 
(MSDos Prompt in W98, Command Prompt in NT).  Type &q