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In situations where we have contracted extra vacation weeks for an employee, most situations are handled in:
Intranet > Utilities > Employee info > Info

This program handles 99% of the situations where we have given an employee an extra week. Enter the start date of the agreement, and the minimum numbers of weeks of vacations. The number of weeks of vacation rises as any employee works longer at Frontier. Once the standard number of weeks matches the employee's agreed number of weeks, the agreement terminates.

There is room for 2 'agreements'. For example, if we agreed to 3 weeks vacation, then the start date of the first agreement is their hire date, and the minimum number of weeks is 3 weeks. Once they have completeed 4 years, their vacation pay automatically rises to 6% = 3 weeks vacation. (And yes, it rises the first day of the 5th year of employment, which is the day after the end of completing 4 years.)

Never retroactively change the start date for extra vacation, even decades later. If you do, you will mess up the vacation pay calculations, which recalculate vacation for each year that the person has worked with Frontier.

Anything that cannot be handled by these 2 'extra vacation agreements' on this page is done manually:

- pay an extra week @ standard time
- then deduct this extra week as vacation time
= an extra weeks vacation pay due

Do this annually for each employee where we have made special vacation pay arrangements.

First, make sure that there are no bad debts by ensuring that nothing goes out the door unless we know we are going to get paid.

Contact customers with overdue accounts to see what they can do. Record each contact (email, conversation, letter) in the customer file. You can do this in Foxpro > Customers > Collect; or Intranet > Customers > View customer > Add credit info. Always write down the date, a brief summary of what was communicated, any promises make, and your initials. (The Intranet adds the date and name for you.)

Escalate any unresolved issues to the owner/managers of both the customer and Frontier. Make sure that there are enough notes in the files so that anyone could follow the story. Record the full names of key players.

If we have to write off a customer debt:

• do a journal entry recording the doubtful account, credit a/c 1105 (doubtful accounts) and charge a/c 8480
• make a note in the customer record of the total amount owing, including service charges. Provide a detailed breakdown. You can simply copy and paste their statement into the credit info field
• when the debt becomes truly uncollectable, undo the above journal entry, and record the loss using our invoice program. (Note that with US currency customers you need to use Canadian amounts, as the US exchange rate will have changed from the time of the original invoice)
• when the accounting is completed for the period, the customer record can be moved to the "flake" file. At this point, 3 new pieces of information are added: one word description of the problem (bankrupt, receivership, fled-country); the full amount owing (including service charges), and the full names of the 2 most egregious individuals in the 'contact' and 'contact2' field. These fields are then included in every customer search that is done forever, so we should recognize these names if they reappear under different circumstances.

With any bad debt, it is important to recognize if there are any lessons to be learned. What were all the causes of the loss. Could we have done something differently so that the debt wouldn't have happened? Rather than assigning blame, use this as an opportunity to rethink Frontier's processes, and train people. Make sure that we don't waste this opportunity!

When we purchase something for resale, we are exempt BC Provincial Sales Tax. When it is for our own use in the Delta branch, or a/c 1151 for a Delta employee, Frontier pays the PST. There are 2 ways of paying the PST: (1) ask the vendor to charge PST on the invoice, or (2) self-assess the PST

When the vendor forgets to add PST to the invoice, we should self-assess it, rather than adjusting the vendor's invoice. This makes it easier for them, and means that we are less of a "nuisance" customer.

Here is how to self-assess PST
- calculate 7% PST
- when entering the invoice using Merchandise Purchased:
- enter the GST in the usual place, in the usual way
- put in a MINUS amount to a/c 3051 for the self-assessed PST
- the remaining amount includes PST
- charge the whole amount, including PST to a/c 1151, or wherever.

example #1:

- we purchase computer parts from Synnex. They do not charge us PST. (This the only way they will sell items to us.... so we should never adjust their invoices)
- the invoice total is $100 + $7 GST = $107. We enter it as:
$ 7.00 GST
((7.00) a/c 3051 - self assessed PST
107..00 a/c 8030 - software & office supplies
$107.00 total amount entered.

example #2:
- an employee orders something for his personal car from United Automotive. They forget to add the PST to the invoice. Invoice amount is $53.50, which includes $3.50 GST
$ 3.50 GST
(3.50) a/c 3051 - self assessed PST
53.50 a/c 1151 - purchases by employees
$ 53.50 total invoice amount

• to enable this option for a vendor, go into Vendor > Edit address. At the bottom of the page there is a new option "Prompt pay?" Change to "Y" for any vendor who offers a prompt payment discount.
• Each time we enter an invoice from this vendor, enter the FULL amount of the discount. (Don't subtract the discount to figure out the net amount.) The second page of the Merchandise Purchased program will pop up a little box for you to enter the prompt payment discount.
• The program will then do some magic behind the scenes and create a second pseudo-invoice for the prompt payment discount, and enter that into the payables along with the undiscounted invoice.
  • So the a/p entry will look like this for a $1618 invoice with a $22.80 prompt payment discount:

  •  Generac Mar24/03 130904 $1618.00
     

  •  Generac Mar24/03 130904%   -22.80
    

  • Notice the tricky "%" designator for the Prompt Payment Discount entry. I chose this way of doing it because sometimes we need to handle this entry separately from the invoice (e.g. deleting it because we paid too late). This also keeps both invoices next to each other in all our listings.
• When we do any A/P listing, any vendors with prompt payment discounts attached to any current invoices will be flagged on the A/P listing %) Just select both the invoice and the discount pseudo-invoice when writing the cheque.

• Start up Deere host system (JD3270)
• choose Electronic Settlements
• [f4] to list due items now
• S - for settle
• if you want to change the amount, also change the QTY from 001 to 000. Cannot pay MORE than what we owe Deere, but we can pay less.
• [f9] recap. Tab to the comments section if we are underpaying
• type 2 to get a credit balance into our account
• type 4 to pay the amount
• 1) After we do the transfer we should get a printout of the transaction. In order to get the printer to work you have to log completely out of Internet Explorer. Sign back into JD and then click on the printer (nrg01b19). Then magically the printout will come out.
• Sometimes (but not always) the engine invoices show seperately on the JD screen. You need to select them individually to pay. There is a maximum number of lines you can pay at one time. so if there are a lot of engines you may have to make two or more payments.

Here's how to transfer money from the Cdn account to the US account.

1) do the Credit Union part of the transfer online on their website. This way you can see the exact US$ and CA D$ amounts.

2) go into the Cash Receipts program.
- deposit to a/c 1011 - US funds
- customer code is 'XXX' for non-a/r
- amount is the amount of US$ that went into the US account
- the CR program will use Frontier's current US exchange rate (0.62 at the moment)
- the CR program will update the JOURNAL and the USBANK subledger automatically

3) The journal entries for a US$10,000 transfer look like this

- Do not touch the a/c 1011 amount--this needs to stay exactly as it is to balance with the subledger.
- You can play with the a/c 1010 amount to make it fit exactly with the Cdn account withdrawl--I would probably add the adjustment as a separate entry.
- if you wanted, you could change the 'cr' journal designation to 'gj', which would make it easier to understand (as the 'cd' and 'cr' journals create their own offsetting entries to 'cash'). The end result is exactly the same if you leave all the journal designators as 'cr'

Say the CAD$ amount was $16,429.03, here's how it could look

Semi-automated journal entries:

• workorder labour costs, to a/c 1900, a/c 2150, a/c 8130 and a/c 8251, done by the SHOPCLOS program near the beginning of each month. SHOPCLOS can be re-run anytime, and it will correct & update the month's labour charges (in case we have adjusted the shop time entries)
• the PartsWIP program transfers the amount of parts currently charged to open workorders to a/c 2151. You can rerun this at any time and it will recalculate each month from the first allowable time period (m.lowlimit) to the present
• service charges, done by the FINCHARG program, when customer statements are run. From a/c 6992 to a/c 1100
• income tax, done by the RETAINED program, run monthly. This can be re-run anytime. From a/c 8999 to a/c 3500
• equipment transfers, done by the EQRECON program, run monthly. This can be re-run anytime
• US exchange on accounts payable, done by the BACKDATE program monthly. This can be re-run anytime--except that you need to re-run all the subsequent months. From parts inventory accounts & a/c 1499 to a/c 3011.
  This program calculates the USX the following way: it knows how much we owed the vendor at the end of the month, but it cannot tell exactly which invoices were unpaid (because that information is lost when the A/P file is packed).
  The program starts with the most recent invoice and goes back day by day until it finds enough unpaid invoices to match the total owing. Then it calculates the outstanding USX on those invoices. If the vendor invoices were not paid in order and there are different accounts for different invoices (a rare circumstance) the program will not find the correct accounts for the USX.

Manual journal entries:

• prepaid insurance (liability and propertly) done annually at insurance renewal
• WCB accruals, done monthly. Use the WCB program to help you calculate them
• land taxes, done annually when we get the land tax invoices
• depreciation, done annually

How do we combine, for example, US(3,094.07) @ 0.62 in the US Bank account, with the positive amount in the 0.63 USX rate?

Two parts to this entry... the JOURNAL, and the USBANK subledger entry.

US $3094.07 @ .62 = Cdn $4990.44
US $3094.07 @ .63 = Cdn $4911.22
different = CAD $79.22

Journal entry:

Then, in the USBANK subledger:

Run the BANKREC program for a/c 1011 (US Bank) before and after these entries, to make sure (1) you get the results you want, and (2) the journal and sub-ledger balance.

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