GeeDee for Windows

2017 November Newsletter

2017 November Newsletter

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2017 November Newsletter

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tipbulb This newsletter contains important information about the GeeDee software program. It is important that all users of the system receive and read a copy.  Please forward this email on to all users in your office.  To subscribe to this newsletter please click here.

 

GeeDee News Update

 


 

Title - Remember Web Updates

 

Please be advised that the latest Build Version 292 for GeeDee has been updated

After running your Web Update you may be prompted to run a GeeDee Index. See Index steps below.

    How to run a GeeDee Index

 Step 1. Launch GeeDee Backup Index.
 
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  Step 2. Enter initials and login.

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  Step 3. Select Index and click OK to the 2 “OK” prompts to complete Index process. Close when completed

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     NEW & ADDITIONAL CHANGES within GeeDee Realty Systems Build 292

Note   Work Order Report altered

Note   Work Order under Property screen reflects date details

Note   Lessor, Property & Trust receipts Deft payment date field added

note   Creditors setup to process by BPay- Biller Code (currently available for Macquarie Bank, Westpac and Commonwealth (Commbiz account) and Bankwest

note   Creditors processing payments by BPay and ABA files

note   End of Year Procedures 2018

 


    Work Order Reports

 

Work Order Report now appears in Work Order number (previously was by Property ID)

work order 1

 

work order 2


    Work Orders under Property card

This now shows when a work order was Entered, Invoice Date and Date paid to reflect individual details.

work order 3a

 


    Lessor, Property & Trust receipts

Lessor, Property and Trust Deft receipts now has a pop up where the date can be selected when it appeared on your bank statement

lessor 1

   

lessor 2

       Creditors setup to pay by BPay- Biller Code

 

You are now able to pay Creditors by BPay. This is now available for Westpac, Commonwealth, Macquarie Banks and Bankwest.

For ANZ  & National, once you have the BPay import facility available at your bank please contact GeeDee to activate.

 

Bpay is useful for paying bills such as water, council rates, strata levies and any other creditor who has a BPAY biller code. Similar to the ABA file for EFT payments, GeeDee creates a BPAY file that you can upload to the bank  paying creditors invoices in bulk without the hassle of remittances slips and cheques.

 

Files created by GeeDee are

ANZ                                          ANZBpay.txt               Clients need to have "ANZ Transactive product" for importing BPay files https://www.anz.com/aus/promo/anz-transactive/ Help Video

Bankwest                                BWABPay.csv            Available now for clients

Commonwealth                      CBABPay.txt              Available now however clients need to have "Commbiz" it is not available for "Netbank"  

Macquarie                               MBLBPay.Bpay         Available now for clients

National                                   NABBpay.bpb            Clients need to have it activated on their bank software, it must be "National Online Corporate and Direct Link". Clients also require a BPay                                                                                                                                                             Batch Customer ID supplied by NAB

Westpac                                  WBCBPay.csv            Clients need to have "Westpac Corporate product"for importing Bpay files

 

Once activated you are required to set up information in GeeDee.

 

Note  Go to System Setup Bank Tab and select your bank and enter a BPay code any 4 digit number eg 1234 (Please note NAB supply a Customer ID) and close System Setup.

bpay1a

Note  Go into GeeDee for Windows and Creditor Details can be changed under Maintain Creditor.

To change the method of payment you need to complete the details under the individual creditor. Creditor/ Maintain/ Select Creditor/ Edit

To pay by BPay you need to add the Biller Code and tick Pay By BPay and Ok

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   To pay Electronic by ABA file add the BSB & Account No and tick Pay By Transfer and OK

 

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To pay by Cheque don't select anything

 

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Once you have selected how the creditor is to be paid close out of GeeDee and once reopened the method of payment registers under Creditor maintain either by Chq, Bpay of EFT.

creditor bpay1


         Creditors processed by Bpay- Biller Code or ABA file

Note  When creating Creditor accounts you must ensure you enter the BPay reference number and Tab through. If the BPay reference number is not entered the account will not be paid

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Note  Go to Creditor Pay Accounts.

(Please note if accounts have already been entered prior to activating BPay details these will need to be re entered if you want them to be paid by BPay).

creditor bpay5

 

Always Print report first to enable checking before processing, it will register the type of payment and also the Bpay reference number.

If there is no ref number the account will not get paid see examples below. You would then need to remove the account and re enter correctly.

 

bpay17

 

 

 

 

bpay15

 

 

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Once checked then go back in and Print Report and Pay Creditors

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You will then be prompted to Pay Creditors and select Yes

 

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You will then be prompted to create a banking file and click OK

 

bpay5

 

You will then be taken to the Direct Payment File screen. Note you can print or email remittance for a ABA file. The ABA file creates 1 total for the Creditor and the remittance breaks down what each payment is for.

 

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Select ABA and Make ABA File. Once file is made it saves in new location for ABA files.

 

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and then the Batch has been closed.

 

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Then you will be prompted if you also have a BPay to pay.

 

creditorbpay13

 

To process this payment select Bpay and Make BPay File. Note a remittance slip is not required as these are individual payments for each property and has been connected to their individual reference number.

 

bpay7

 

Once files are made they appear in C:\GDReports\Bankfiles as a ABA & BPay ready for you to upload to the bank

 

creditorbpay15

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Once processed they will also appear in the Bank Statement Reconciliation

 


         End of Year Procedures

tipbulb IMPORTANT! YOU MUST NOT PROCESS ANY 2018 TRANSACTIONS OR MAKE ANY CHANGES IN THE GEEDEE SYSTEM UNTIL THESE PROCEDURES ARE COMPLETED

 

Please Remember:   December may be the end of the Real Estate year but it is no different to any other Period End.

 

1.On the first working day of the new calendar year, you are required to print your Audit Reports for the calendar year close of business.
2.These reports MUST be printed before entering any data for the New Year.
3.Make a BACKUP of your system onto your chosen media device and retain separately in case of any further enquiries from your auditor.

 

Bank Statements:

1.Arrange with your bank prior to 31 December to pick up a statement on your FIRST trading day of the new commencing year.
2.Or if you have access to ONLINE BANKING - Print a statement from the closing date of your last bank reconciliation to end of trading on 31 December.
3.This statement must contain all transactions continuing from the last statement you have reconciled to the end of trading on 31 December.
4.Referring to your bank statement; receipt all monies paid into the trust account up to and including the 31 December.
5.DO NOT Receipt monies that have been paid at the office or received in the mail.(as these items are not on the bank statement and will not be part of end of year).
6.You should then complete a Bank Reconciliation up to 31 December.
7.Complete and roll over the bank reconciliation.
8.Print another Trust Account Trial Balance, Lessor Trial Balance- Non-Zero Accounts and a Bond Listing which will include any transactions you entered from your 31 December bank statement.

  To print go to Trust Account /Drop down/ Trial Balance and print detailed reports.

end

  These reports should be kept with the Bank Reconciliation for your Auditor.

  Remember: YOU MUST NOT PROCESS ANY 2018 TRANSACTIONS UNTIL THIS IS DONE!

Once you have completed End or Year Procedures continue to receipt as usual.


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