Data Resource Management

Version 2.2.128

New features in revision. 2.2.128

Ending your pre-pays:

1. In utilities, Posting words, drop the arrow and choose Charges. Add a new charge. Name it  PRE-PAY ADJMT. Use GL acct 4290. In the amount box put 1.00. Put a check in: Is a rate?

2. When you post, note that both remaining Prepay Gallons and Dollars are displayed right after you choose a fuel. Finish posting the line. If a customer's prepay account is exhausted, both the remaining Prepay Gallons and Dollars change color becoming red. Let’s pretend the gallons read “40.1”.

3. Post a PRE-PAY ADJMT. For quantity type, “-40.1” (note the minus sign). For the rate, replace the 1.00 with their pre-pay rate and press Enter. Adjust the amount if it doesn’t quite match the remaining dollars. When you press Enter, the red remaining Prepay Gallons and Dollars will be set to 0. Post the transaction but remember the 40.1 gallons.

4. Post another invoice. Do another PRE-PAY ADJMT of quantity “40.1” (no minus sign) and for the rate use today’s price for this fuel. Press Enter on the amount. Escape and change the transaction type to “Regular”

Overdue notices now have greater flexibility.

• You can now use criteria to pick the list of customers. You can also pick the notice to be printed or let the computer decide based on aged balances.

• You may now also print them on the new laser statement form.

You can print Postcards.

• Go to Utilities (F7) and choose Postcards (F8) to edit or add a new postcard. Hint: To import your old ones, click “Load Text File”. Double click on the folder that reads C:\. Scroll down to DRM and click it. Your old postcards will be listed. Choose one. Click on “Save Postcard”. Delete the “.TXT” and click OK. You can set-up as many postcards as you want.

• To print postcards, go to Reports. Choose postcards from the list of Reports. You can choose to print either the message side or the address side. If you are printing the address you can also elect to print your company address in the return address section.

Reset YTD Gallons changed

• You pick the date from which to start tracking gallons. Choose Next and the Year-To-Date amounts will be updated for all scheduled fuels. Use the start of the heating season. Change to Jan 1. Change back.

You can now choose to print a Ticket when saving an Invoice

You can choose to print multiple tickets for a customer in the Meter Ticket Screen.

You can now Post a Payment from the Invoice screen

• WARNING… Posting a credit automatically lowers the balance on the invoice. The downside to this is that when you view the transaction history, you will no longer see the original invoiced amount. Because of this you may decide that this feature is not for you and if so there is nothing to do as it is currently "turned off."

• OTHER WARNINGS… You should only use this feature when you are paying off just the invoiced amount. If the payment is for more than the invoiced amount, you should post it as you do today: as a separate credit.

• You can only post credits for Regular transactions. F5 will display the list of Credit posting words.

• If you decide that this is feature you want to use, you first need to "turn it on." by going to Utilities (F7) / Company (F7). Drop the arrow to choose Posting. Change the setting for "Allow Credits in an Invoice."

You can now elect to give back taxes when posting Credits / Discounts.

• First be sure that this is permissible by your State and County.

• This feature is "turned off" and must be "turned on" if you wish to use it. You setup Tax Discounting for each individual Posting Word.

• Simply go to Utilities / Post Words and fix each Charge or Fuel Posting Word by looking in the “Tax Discounting” box and checking "Allowed in Credit"

The Fuel and Tax Summary report now shows totals on the last page.

You can now decide whether to show the Site or Billing address on this report.

You can also choose to show the Billing address on the Post Totals report.

• Go to Utilities (F7) / Company (F7). Drop the arrow to choose “Printing” and change the setting for "Show Bill Name on Post Totals Report"

You can use F12 to print a Screen.

• This will take a picture of the screen and print it on your default printer. The feature is only available for the main Daily Work screens. Let us know if you would like other screens to be printable.

You can decide how much delivery history to show in the Meter Ticket Screen.

• Unless you choose otherwise, the last 6 deliveries are shown. To change this number, go to Utilities (F7) / Company (F7). Drop the arrow to choose “System”. Change the setting for "Delivery History Recs - Meter Tkt Screen". 99 is the biggest number you can choose.

• Note: This has no effect on the information printed on your ticket.

Choose which date to use for your statement date.

• Currently when printing statements, the statement date is automatically filled in with the month-end date, which you can always change. Now if you like, you can instead choose to have the statement date filled in with the posting date.

• Go to Utilities (F7) / Company (F7). Drop the arrow to choose “Printing” and change the setting for "Use Posting date by default for Statements"

Charge Words can now be set-up with a rate accurate to six decimal place.

You can now delete customers but only if they have NO transactions.

When you save a Custom report, your printing options are also saved.

• When you re-run a Custom report, any changes you had made to column widths are remembered.