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Can I delete an AP Tax Dollar Adjustment (TAXADJ) batch in Vista if it has not been posted?

Yes, you can delete the entire TAXADJ batch. However, you cannot delete only one transaction from within the batch. To delete the entire TAXADJ batch, go to A/P > Invoice > Invoice Entry and use Batch>Delete Batch to delete the unposted TAXADJ batch.


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Can I retransfer an Independent Contractor Report or File in Vista?

Yes. You must select either Report or Magnetic Media, and then select the proper company and currency. In the Date field, you must enter the date of the original transfer file. Then select the Retransfer option and press Enter.


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How can I access my reports (PDFs .vis etc.) on Global Vista?

First you must move your reports from Global Vista to your local computer. From your Global Vista database go to Tools>Citrix Tools>File Transfer>Get from GV. This process will move all your reports to your c:discgv_tranferreport folder where you can then access them.


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How can I access my reports (PDFs .vis etc.) on Vista Exchange?

First you must move your reports from Vista Exchange to your local computer. You can do this by clicking on the Start button within your VE session. Select Tools>Get from VE. This process will move all your reports to your c:reports folder where you can then access them.


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How can I run a Tax Report in Vista if I do not have my company’s TCC number available?

For the purpose of running a Tax Report, you can enter any valid character in the TCC field in Tax ID Setup. This will allow you to run a Tax Report. However, be sure to obtain a valid TCC number and modify the record as soon as possible. If 1099 forms or an electronic file is generated with an invalid TCC number, the IRS will reject the file and penalties could be assessed.


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How can I tax a third-party vendor in Vista?

The Petty Cash module in Vista allows for a third-party vendor to be taxed. The third-party vendor can be entered in Petty Cash in the column labeled Tax Vendor located to the right of the lines of distribution. For non-petty cash transactions, or to tax a third-party vendor after the transaction has been entered, do a dollar adjustment for the vendor in question.


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How can I undo or reverse a dollar adjustment made for a vendor in Vista?

To reverse a dollar adjustment, you must enter another dollar adjustment for the offsetting amount and post the TAXADJ batch.


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How do I download my payroll from VPO?

In your Global Vista database, go to Payroll > Invoice Processing > Payroll Receive . In the Payroll Receive module, go to Password > Setup. Enter your VPO Payroll username and password. Save and close the Password Setup window. Under Receive From, select VPO. In the File tab, click on the three small dots. Select the invoice(s) you want to download and press Enter. Press Enter again to begin receiving the selected payroll.


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How do I download my payroll?

It depends on how your system is set up to receive payroll. There are three possible options: modem, VPO, or CD. If you are unsure how your system is set up to receive payroll, contact EP Client Services at 818.955.6299.


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How do I download payroll from a CD?

Copy the payroll file from the CD into your c:discgv_transferpayroll folder. From your Global Vista database, go to Tools > Citrix Tools > File Transfer > Send to GV . In your Global Vista database, go to Payroll > Invoice Processing > Payroll Receive . Under Receive From, select Disk Drive. In the File tab, click on the three small dots. Select the invoice(s) you want to download, and press Enter. Press Enter again to begin receiving the selected payroll.


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How do I make corrections to my payroll edit?

After proofing the edit, advise your Entertainment Partners paymaster of any modifications or updates by return fax or email. To ensure accuracy, no changes will be accepted by telephone.


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How do I set up a vendor to become eligible for Independent Contractor Report in Vista?

In Vendor Entry, go to the Income Tax section. Enter Y in the Taxable Status field. In the Tax Entity field, select either Code 1 for a sole proprietor with an EIN or Code 2 for a sole proprietor with an SSN. These are the acceptable codes for Independent Contractors.


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How do I set up the Tax ID in Classic Vista?

In the Vista menu, go to A/P > Tax Cycle > Tax ID Setup. The required fields are Company, Currency, Tax ID, Contact Name, Contact Phone No., and State of Incorporation. The EDD Limit amount is $600.00. The IRS Tax Limit amount is also $600.00. NOTE: Although the IRS sets the federal Tax Limit amount, a production’s corporate accounting department may have different requirements. The user should confer with his/her corporate accounting department for the proper input to this field.


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How frequently does my Global Vista password expire?

Global Vista passwords expire and must be changed at least every 90 days. The last eight passwords cannot be used again.


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How frequently does my Vista Exchange password expire?

Vista Exchange passwords expire and must be changed at least every 90 days. The last eight passwords cannot be used again.


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I did a dollar adjustment in Vista but it does not appear in the 1099 Report. Why?

If you performed a dollar adjustment but it does not appear in the Tax Report, be sure that the dollar adjustment batch was posted successfully. When saving the dollar adjustment, a batch named TAXADJ will be created in either the A/P or P/C module depending on the source code of the adjusted transaction. The dollar adjustment will not be entered into the Tax Cycle system until the A/P or P/C batch has been posted.


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I get an error when I try to log on to Vista Exchange that says I’ve exceeded the concurrent connection limit. Why?

Exceeding the concurrent connection limit means that you are already logged in to Vista Exchange. Check your task bar for a minimized VE session. If you’re logged in on a different computer, you will need to log off before you can log in again on a different computer. If you have confirmed that you are not logged in, but are still getting the error message, contact EP Service and Support.


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I ran the Independent Contractor Report file in Global Vista. How can I access this file?

Once the file is created, you must move it to your local computer by going to Tools > Citrix Tools > File Transfer > Get from GV . Once this step is completed, you can access your file inC:DISCgv_transferExportEDD00000 .


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I received a Client File Security message requesting access to my local client files. How do I respond to this message?

You must check the two boxes labeled Full Access and Never Ask Me Again.


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I received my new Classic Vista application. How can I confirm my system is ready to begin processing data?

Review your System Setup and add any needed records. Begin by being sure your system has a Chart of Accounts and your vendors have been set up. Then go to the Setup menu. Pull up the Bank Account, Petty Cash, and Payroll Interface records, one at a time. Do a Function Inquire in each of these modules to see if any records have been set up. If no record exists, proceed to add it. EP will typically set up your Company and Currency records. We recommend that you review these records as well. If your production is a multi-currency or multi-company production, you may need to set up additional records. Please search for keyphrase “Vista Jumpstart” or “Vista Tips” in the Support section of our website.


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I received my new Global Vista system from Entertainment Partners. How can I confirm my system is ready to begin processing data?

Review your System Setup and add any missing records. Begin by being sure your system has a Chart of Accounts and your vendors have been set up. Then go to the Setup menu. Pull up the Bank Account, Petty Cash Custodian, and Payroll Interface records, one at a time. Do a File>Inquire in each of these modules to see if any records have been set up. If no record exists, proceed to add it. EP will typically set up your Company and Currency records. We recommend that you review these records as well. If your production is a multi-currency or multi-company production, you may need to set up additional records. Please search keywords ‘Vista Jump Start’ in the Support section of our website.


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If I correct a 1099 vendor after submitting my 1099 forms to the IRS do I need to notify the IRS of this change?

Yes, you must send Form 1096 to the IRS.


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If Marketing confirmed I am set up for modem how do I download my payroll?

  • In your Vista menu, go to Interfaces > Communications > Payroll > Get P/R > Edit/Invoice.
  • Enter your payroll username and password, all in uppercase, and press Enter. You will get a message telling you how many files have been received.
  • Next go to Payroll > Invoice Processing > Payroll Receive.
  • For Vista Local users: Make the File Location c:discdownload, all in lowercase, and press Enter. Select the invoice you want to download, and press Enter. Press Enter again to begin receiving the selected payroll.

    For Vista Exchange users: Make the File Location u:download, all in lowercase, and press Enter. Select the invoice you want to download, and press Enter. Press Enter again to begin receiving the selected payroll.


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Is there anything I need to install or do when logging in to Global Vista for the first time on a new computer?

Yes. You will need to install the Citrix Online Plug-in for your operating system and/or browser. Downloads are available on the Accounting Systems page. Click the appropriate link to download.


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Is there anything I need to install or do when logging in to Vista Exchange (VE) for the first time on a new computer?

Yes. You will need to install the Citrix Online Plug-in for your operating system and/or browser. Downloads are available on the Accounting Systems page. Click the appropriate link to download.


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My one-liner won’t print. How do I correct this?

If you try to print the one-liner, but it won’t open or appear in Print Preview, this may be because you have not assigned any cast IDs to your cast members. Simply uncheck the Header Board in the Print/View box.


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What are PDF files?

The full version of Adobe Acrobat is necessary to create pdf files in VPO. This is different from the free reader plug-in that is distributed online. Adobe Acrobat is a desktop application that users will need to create .pdf files. Go to Adobe.com for more information on this product.


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What are the requirements for creating my Global Vista password?

The requirements for creating your password can be found here.


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What are the requirements for creating my Vista Exchange password?

The requirements for creating your password can be found here.


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What causes my Global Vista account to be locked out?

Your Global Vista account will become Locked Out automatically on the third unsuccessful attempt to log in. Global Vista accounts unlock themselves within 30 minutes. Contact EP Service and Support should you need your Global Vista account to be unlocked immediately.


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What causes my Vista Exchange account to be locked out?

Your Vista Exchange account will become locked out automatically on the fifth unsuccessful attempt to log in. VE accounts unlock themselves within 30 minutes. Contact EP Customer Support if you need your VE account to be unlocked immediately.


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What do I need to set up to run an Independent Contractor Report in Global Vista?

You must set up both your company record and your vendors. To set up your company record, go to Setup > Company. Complete the Tax Information section, as well as the ICR Information section. To set up your vendors for an Independent Contractor Report, go to Vendor Entry. Fill in the Business Type field, and then complete the Tax Information section for each Independent Contractor.


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What do the stars mean in the Tax Report in Vista?

The stars in the Tax Report reference vendors who either are missing a Tax ID or have an invalid Tax ID. To verify, please pull up the vendor’s information in Vendor Entry and adjust the Tax ID number appropriately.


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What is a -509 error message?

The —509 error message means that you are running low in resources. If your data is on Vista Exchange, logging out and logging back in will resolve the issue. If your data is installed locally, you will need to reboot your computer.


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What is a -899 error message?

The —899 error message typically appears when the user is receiving payroll into Vista or working in a payroll module. This error means that you are running low in resources. If your data is on Vista Exchange, logging out and logging back in will resolve the issue. If your data is installed locally, you will need to re-boot your computer.


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When I select Form in the Independent Contractor Report module in Global Vista, nothing happens. Why is this?

The Forms feature in the ICR module is currently unavailable.


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Where can I perform a Code Adjustment in Global Vista?

Code adjustments can be performed in both the AP Invoice Entry module. To perform the Code Adjustment, simply use the File drop-down menu located in the upper left-hand corner of the screen. Select Tax Adjustment. Then bring up the transaction in question.


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Where can I perform a dollar adjustment in Global Vista?

A dollar adjustment can be performed using the Tax Amount Adjustment module found in Reports > Tax Cycle > Tax Amount Adjustment . Once the dollar adjustment has been made and saved in this screen, the dollar adjustment will be reflected in the vendor’s Tax Report.


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Where can I update the 1099 Tax Contact information in Global Vista?

Modifications to the Tax Contact information can be made by going to Setup> Tax Setup > Tax Contact.


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Where do I log in to Global Vista?

Log in to Global Vista at http://www.ep.com/accounting_systems/.


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Where do I log in to Vista Exchange?

To log in to Vista Exchange, go to http://www.ep.com/accounting_systems/.


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Where do I set up minimum Tax Limits in Global Vista?

To set up the minimum Tax Limit amounts in Global Vista, go to Setup > Tax Setup > Tax Form. Select the Aggregate Across Tax Code box, and then enter the IRS Tax Limit amount to the right.


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Why are vendors missing from the Independent Contractor Report in Global Vista?

Be sure that the missing vendors have (1) a correct Business Type, (2) the correct Tax Information in Vendor Entry, and (3) met the minimum Independent Contractor Report Limit. For further assistance, please contact Service and Support at 818.955.6300 or via email.


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Why do I get an error —8 when downloading my payroll?

An error 8 or —8 when downloading payroll typically means that the user is typing the username and/or password in lowercase letters. Be sure your Caps Lock is turned on and log in again


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Why do I get an error that reads No Files Found or No Files Available when downloading my payroll?

This error could mean one of two things. (1) If it has been less than 30 minutes since your paymaster released the payroll, the payroll might still be unavailable for download. Wait a few more minutes and try again. (2) The payroll log in that you’ve entered does not have access to this particular payroll.


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Why do I get the error payroll interface control record not found or not selected when downloading payroll received?

This error message means that a payroll interface record has not been set up for this company. In your GV database go to Setup > Payroll Interface . Set up your payroll interface record and save it. Then return to Payroll Receive and try again.


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Why do I receive a TCC Setup message when I try to run my Tax Report in Vista?

The Transaction Control Code (TCC) identifies the transmitter of your federal tax data to the IRS. The production company can obtain its own TCC by filing Form 4419 with the IRS. To enter the TCC information, go to A/P > Tax Cycle > Tax ID Setup and add the appropriate information. You can then run the Tax Report.


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Why doesn’t the Company information appear on the 1099 forms in Global Vista?

If the company address is not printing on the 1099 forms, please check both the Company record and the Parent Company record in Global Vista to confirm that the company is set up as a 1099 and not as a corporation.


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Why is Global Vista not accepting my username and password?

On the Global Vista login page, scroll to the bottom of the page and look for the red text. The red text will let you know what the problem is.


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Why is my PDF report cutting off the amount column in the right-hand side?

The Adobe PDF Writer’s graphic resolution is probably set to SCREEN. To correct the problem, go back to Vista and run the report again. In the Printer Selection box, select PDF Writer. Once you’ve selected PDF Writer, click on Setup. In the bottom-right corner, change the Graphic Resolution to 600dpi.


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Why is the invoice I want to modify in Vista not listed as an option in Code Adjustment?

If a distribution change has been made on an invoice, the invoice cannot be accessed in Code Adjustment. If this is the case, please use the Dollar Adjustment mode to perform the desired adjustment.


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Why is Vista Exchange not accepting my username and password?

On the Vista Exchange login page, scroll to the bottom of the page and look for the red text. The red text will let you know what the problem is.


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Add the Production Title to Print on A/P Checks in Global Vista (GV) or Classic Vista (CV)

To set up the system to allow the Production Title to print on A/P checks:

  • Go to the Vista menu and click on Setup. Select Bank Accounts from the drop-down menu.

  • This will open the Bank Account window.

  • Go to the Bank Account menu and click on Function. Select Modify from the drop-down menu.

  • Right click in the Company field and select the bank to be modified. This will populate many of the fields.

  • In the Check Print section of the Bank Account window, check the Print Production Title box.

  • Press Enter on the keyboard. This will open a window asking if the user wishes to modify the bank account. Click on Yes to save the record.

  • The production title will now be printed on AP checks.

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Adding a Program Icon to Your Quick Launch Toolbar

  • Click on Start menu and select All Programs.
  • Right-click on the program icon you want to add.
  • Select Add to Quick Launch from the menu that appears. This will add an icon to the Quick Launch toolbar.
  • You can now click once on the newly added icon and the program will launch.

Note: If you don’t see the Quick Launch toolbar, right-click an empty area of the taskbar click Toolbars and then select Quick Launch.


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Adding Accounts to the Chart of Accounts

To add accounts to the Chart of Accounts in Vista 5:

NOTE: There are three standard segments for production accounting. The most common are Company, Location, and Production and Detail. The Account Configuration used in this example is LO PROD DETL SET.

In order to setup a Balance Sheet or Cost account, a valid Company and Production must already exist in the system. The Company is created under Setup > Company and the information is usually entered by EP at the show setup.

Setting Up a Production

  • Go to General Ledger > Chart of Accounts > COA Entry.

  • Under Account Segment, select the PROD option. Enter the PROD number and description as shown in the example.

    NOTE: It is vital to determine if the account is going to be a cost account or balance sheet account.

    NOTE: If the Balance Sheet Only box is checked off, the production number (account) can only be used as a Balance Sheet Account.

    NOTE: If the Balance Sheet Only box is NOT checked off, the production (account) can be used for both Cost Accounts and a Balance Sheet Account.

Setting Up a DETL Account as Either a Cost Account or a Balance Sheet Account

  • In Account Segment, select the DETL option.

    NOTE: All DETL accounts are created in the DETL account segment, regardless of whether they are Asset/Liabilities or Cost accounts.

  • Enter an Account, Description, and Reporting Description, and note whether it is a Header (not available for posting) or Active (available for posting) account.

  • Under break level, determine where the account will sum to. For example, if the header has a break level of 4 and the accounts have a break level of 3, the accounts will sum to the header account.

  • The Account Type determines if the account should be one of the following:
    • A – Asset
    • L – Liability
    • EA – Above the Line
    • EB – Below the Line
    • EC – Below the Line Post Production
    • ED – Below the Line Other Charges
    • EE – Below the Contingencies
    • EF – Completion Costs
    • EG – Cost Recovery/Transfer
    • EX – Production Cost-Expense

    NOTE: The Account Tags field is currently not available.

Setting Up Balance Sheet Accounts

  • In Account Segment, select the Balance Sheet option.

  • In Account Segments for Balance Sheet, you have the option to associate DETL accounts to Balance Sheet PROD accounts.

  • Enter the full account number, starting with the Location, PROD, and DETL accounts previously created in the DETL section. Then enter the Description and Reporting Description. Under the Account section, enter an A (Asset) or L (Liability). Once all of the information has been entered, click on the Save icon.

Setting Up SET Accounts

  • In Account Segment, select the SET option.

  • Enter the SET number(s), description, and click on the Save icon. Once the set has been added, any accounts can use that set.

    NOTE: In V5, you do not need to create a Blank Set, as was necessary in CV and GV.

Setting Up Reporting Descriptions

  • In Account Segment, select the Report Desc option.

  • For a new reporting description, enter the Location, PROD, DETL, and/or SET. The system will pull up the original description and under Reporting Description, and you can then enter the new description. Once the information is entered, click on the Save icon. Going forward, the new Reporting Description will appear on all reports in V5.

    NOTE: The reporting description for existing accounts can also be modified under Reporting Descriptions. You will need to change the Entry mode to Search and enter the desired account that needs modification.

Activating Production Segments

NOTE: When you create any new LO and PROD, you must associate the existing accounts in Production Setup. If the Production Segment is not associated, when you try to use the account range in any modules, you will receive a warning message stating Production account entered is not valid in Production Setup.

  • Go to General Ledger > Chart of Accounts > Production Setup.

  • If you are adding only one account string, go into the distribution grid and enter the account to be added. For example, if you added PROD 1000, you will need to add the entire account string in order to activate that account.

  • You have the ability to add multiple new accounts. In Auto Populate, click on the LO drop-down list and select the accounts you want to add.

  • Select the necessary accounts and click on OK.

  • You will see in the LO field that the accounts you selected have been added. Then click on PROD and select the relevant accounts.

  • Once the relevant accounts are selected, click Ok.

  • You will see in the PROD field that the accounts you selected have been added. Once all the accounts have been selected, click on Create.

  • The system will create the accounts and will make them active. The last step is to click on the Save icon to complete the process.

  • Click OK to confirm.

  • A message will appear on the bottom of the module stating, Production Setup saved successfully, to let you know that the Production Segment has been associated.

    NOTE: The Director, # of Days, and Lic. Fee Reimb. fields are not currently available.


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Adding the Default Columns for the Trial Balance in Classic Vista

To have the default column read ABC for the Trial Balance:

  • Go to the Vista menu and click on Setup. Select Positional T.B./Ldgr Bible/List Maint from the drop-down menu.

  • This will open the Positional T.B./Ldgr Bible/List Maint window.

  • In the Positional T.B./Ldgr Bible/List Maint window, click on the Function drop-down menu and select Modify.

  • Click on the arrow to the right of the Report Name field and select 1. Positional Trial Balance from the drop-down menu.

  • Right-click or press F12 in the Report ID field. Select a desired Report ID from the Ldgr 105 (Reports) window. Select a desired Report ID and click on Done.

  • Click on the Enter Column Defaults button at the bottom of the Positional T.B./Ldgr Bible/List Maint window.

  • This will open the Column Choices window.

  • The default is set to add A, B and C to the columns. Leave the default as is unless there is another specific need. Click in the column boxes to modify the letter.

  • Press Enter on the keyboard to save the column defaults.

  • Press Enter on the keyboard to modify the report.

  • This will open a window asking if the user wants to modify the report. Click on Yes.

  • When running the Trial Balance, the default columns will appear in the report once the chosen Report ID is selected.

  • To confirm, go to the Vista menu and click on Per Close. Select Positional Trial Balance from the drop-down menu.

  • This will open the Positional Trial Balance window. In the Report ID field, right click or press F12 on the keyboard to select the previously chosen Report ID.

  • The default columns will now appear in the Positional Trial Balance window.


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Balance Sheet Accounts in Classic Vista

The Balance Sheet Accounts that you may consider using might go something like this.

These are some of the basic Accounts that Vista needs to work with and the structure often recommended.

01 20 Assets
01 20 1000 Bank Accounts
01 20 1001 (Your 1st bank)
01 20 1002 (Your 2nd bank if you do)
01 20 2000 Petty Cash Accounts Custodian
01 20 2001 PC Custodian
01 20 3000 Petty Cash Accounts Staff
01 20 3001 PC staff 1
01 20 3001 PC staff 2
01 20 4000 Deposits
01 20 4001 Deposit #1
01 20 4002 Deposit #2
01 20 5000 Accounts Receivables
01 20 5001 A/R #1
01 30 Liabilities
01 30 1000 A/P Bank Controls
01 30 1001 A/P Bank Offset
01 30 1002 A/P Bank Suspense
01 30 2000 P/R Controls
01 30 2001 Labor Offset
01 30 2002 Fringe Offset
01 30 2003 P/R Suspense
01 30 2004 Vacation Accrual Offset
01 30 2005 Holiday Accrual Offset
01 30 2006 Per Diem Offset
01 30 3000 Production Advances
01 30 3001 Company1 Advance
01 30 3002 Company2 Advance

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Budget / EFC Entry Not Showing Accounts

  • Check the box Include zero balance accounts.

  • Press Enter.


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Calculating the Bank Reconciliation Book Balance Amount for History Bank Reconciliation

To calculate the Bank Reconciliation Book Balance amount for History Bank Reconciliation in Global Vista:

NOTE: The following calculation has been tested on “Posted” or “Finished” bank reconciliations. It may not work for “In Progress” bank reconciliations. Be sure to use the book balance in the last page of the bank reconciliation report. Do not rely on the book balance amount shown in the bank rec screen as it is not always updated.

  • Go to Accounts Payable > Payment > Check Register History.

  • Run a Check Register History report by Check Date from inception to the Bank Statement Date (Bank Reconciliation).

    NOTE: Go to the bottom of the Check Register Report and you will find the Report Total. That is the amount you will need for the calculation.

  • Go to Reports > General Ledger Reporting > Ledger Inquiry.

  • Run a Ledger Inquiry for the Bank’s Cash Account. Under Date Type, select Posted Date (from inception to the Book Balance date). The Book Balance date will be on the last page of the Bank Reconciliation Report. Select JE for Source Code and under Sort By, select Posted Date.

    Look for the Account Balance in the last page of the report. That is the amount you will need for the calculation.

    NOTE: This KB assumes that ALL transactions affecting the bank account are either AP transactions or are transactions booked through a Journal Entry. Any transactions affecting the bank account that are not AP or JE source code will need to be added in separately.

  • Subtract the Check Register History amount from the Ledger Inquiry (JE) amount. This will give you the Book Balance amount.


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Calculating the Ledger Balance and Book Balance on an Unposted Bank Reconciliation

To see how the system calculates a Ledger Balance and Book Balance on an unposted Bank Reconciliation in Global Vista:

  • Generate a Ledger Inquiry to obtain the Deposits. Then generate a Check Register History report to obtain the Disbursements.

  • From the GV Tool bar, go to Reports > General Ledger Reporting > Ledger Inquiry.

  • Select the Default Template, Company, and Currency. Enter the Bank Cash Account in the G/L From field. In the Source Code field, select JE.

  • The results will display and you will need to take note of the Report Total. In this example, the report total is $224,895.00.

  • From the GV Tool bar, go to Accounts Payable > Payments > Check Register History.

  • Enter the Company, Currency, and Bank Code information. Select the Check Date option and enter the date of the Bank Statement Date. In this example, the date is 07/31/2014.

  • The results will display and you will need to take note of the Report Total. In this example the report total is $94,604.57.

  • Now that the information has been gathered, you will then subtract the Ledger Inquiry amount (Deposits) by the Check Register History (Disbursements). For this example, view the details below.

    Ledger Inquiry – Check Register History = Ledger/Book Balance

    Ledger Inquiry Check Register History Ledger/Book Balance
    $224,895.00 $94,604.57 $130,290.43


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Cancelling and Reissuing an AP Check

To cancel and reissue an AP check in Vista 5:

  • Go to Payments > Cancel/Stop Pymt.

  • Verify that the Process Type is set to Cancel Payment. Verify the Company, Currency, and Bank is selected for the check you wish to cancel. Use the arrow to access the options in the drop-down menu to change the information if necessary.

  • Enter the check number you wish to cancel or use the arrow of the drop-down menu to select from the list of available checks. Click on Find to bring up the check information.

    NOTE: Choosing the check will auto-populate the module.

  • Confirm the information populated correctly and select Process.

  • Choose Yes when prompted to confirm cancellation. The Check Register Report and AP Posting Report for the cancelled check will then be created. Print or save the relevant reports for your records.

  • Choose Yes if you wish to reissue the check.

  • Choose No if you do not want to reissue the check at this time. When No is selected, the cancellation is complete. Once cancelled, the check information will still be available in the Reissue module to cut a check at a later date, if desired.

  • If Yes was selected, the Reissue module will populate the screen with the desired check information.

  • Select Process to complete the reissue.

  • The user then has the option to reissue immediately as a Quick Check, or to create an AP Open Item for the Reissue. If the user chooses Yes, the Quick Check Screen will populate for the reissue.

  • If the user chooses No, an Open AP Batch will be created in the AP Invoice Entry module.

  • Go to Accounts Payable > Invoice Entry to search for the Reissue Batch and/or Invoice number. The batch is named REISSUEXX (the XX designates the initials of the user who performed the reissue). Make any changes necessary for the reissue and save the invoice.

  • Once finished, go through AP Audit, AP Post, and Check Process to complete the Reissue process.

    NOTE: If the AP check has already been reconciled in the Bank Reconciliation Module, it will not appear in the Cancel/Reissue module.


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Changing Ledger Descriptions or Edit Free Field Codes on Posted Transactions in Classic Vista

Classic Vista (CV) Ledger Description changes, Additions/Deletions to a Memo Field, and Additions/Deletions to reference information can be made in the Ledger Adjustment Module.

  • Go to the Vista Menu. Click on the Journal Entry (J/E) drop-down menu and click on Ledger Adjustment.

  • In the Ledger Adjustment window, enter the entire transaction number (including zeros) in the Transaction field.

  • Press Enter on the keyboard. This will bring up the transaction information.
  • Information may be edited in the memo (IN F) Description and REFERENCE fields.

  • Make the necessary adjustments.
  • To save changes press Enter on the keyboard. This will bring up the Ledger Adjustment. Click Yes.

  • Click on the Print Adjustments button to print out the edited information.

  • This will bring up the Select Printer window. Select the desired printer and click OK.

  • No further action is needed. If desired, a Ledger Report may be run to see the changes.

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Changing the Title Appearing on a Cost Report

To change the title appearing on a Cost Report in Vista 5 (V5):

  • From the Vista 5 Menu, go to Budget/EFC > Cost Reports.

  • Scroll down to Report Format and expand the module by clicking on the arrow.

  • Type in the Report Title you would like to have on the cost report, and then click Run Cost Report.

  • Your Report Title will display as typed from the Report Format option.


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Characters Allowed in 3rd Party Payroll Entry Module Reference Field

  • The system will allow you to enter 20 characters in the Reference field.

    NOTE: When you run the Payroll Audit, only 10 characters will appear on the report. However, the ledger inquiry has the ability to show all 20 characters.


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Citrix Receiver Install for Mac

We have a new login page exclusively for VE access: https://ve.ep.com This affects log in access for Classic Vista, Global Vista, and Residuals Historical Portal. Please note that the applications have not changed and your password remains the same.

To ensure a smooth transition, it is recommended that you upgrade to the latest Citrix Receiver for your operating system. Important Note: some organizations may require Administrator permissions to upgrade.

We strongly encourage you to start using this new log in page immediately and to bookmark the new URL. The current log in page will be deactivated on January 11, 2016.

Below you will find step-by-step instructions on how to upgrade. A downloadable PDF is also available for the below steps.

If you have any questions, please contact EP Support at support@ep.com.

To install the Citrix Receiver on Mac:

  • Navigate to Vista Exchange login page at https://ve.ep.com/

  • In the bottom left of the window, click on the link for Citrix Web Receiver for Mac.


    The Citrix webpage will appear in a new tab.

  • Click the light blue hyperlink for Receiver 12.1 for Mac.

    The Receiver 12.1 for Mac page will appear.

  • At the bottom of the page, under Receiver 12.1 for Mac, click the light blue hyperlink for Download File.

    A window will display asking for the location to save the install file.

  • Find the desired save location, and click the Save button.

  • Once the download has finished, locate the file and double-click on the file name.

  • The installer window will display. Click the icon for Install Citrix Receiver.

  • A window will appear stating that verification will be performed to determine if the software can be installed. Click the Continue button.

  • The Install Citrix Receiver window will display. Click the Continue button.

  • Scroll down to read the Software License Agreement. Once finished, click the Continue button.

  • A screen will appear to confirm agreement with the terms listed. Click the Agree button.

  • The next screen will determine the type of install that will be performed. To change the installation location, click the Change Install Location… button. Otherwise, click the Install button to proceed.

  • The installer will ask to confirm the password for the active account on the Mac machine. This is the same password that would be entered when logging on to the Mac. Enter the password and click the Install Software button.

    The installation will begin, displaying the progress in the middle of the Install Citrix Receiver window.

  • The installer will ask if the Receiver needs to be set up with an account based on an email or server address. An account is not needed for this installation. Leave the check box unchecked, and click the Continue button.

    The Install Citrix Receiver screen will announce that the installation was successful.

  • Click the Close button.

  • Return to the Vista Exchange login page and enter the User Name and Password.

  • Click the Log In button.

    The Vista Exchange page will appear. Once an App is launched, it will utilize the newly installed Citrix Receiver.

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Citrix Receiver Install for Windows

We have a new login page exclusively for VE access: https://ve.ep.com This affects log in access for Classic Vista, Global Vista, and Residuals Historical Portal. Please note that the applications have not changed and your password remains the same.

To ensure a smooth transition, it is recommended that you upgrade to the latest Citrix Receiver for your operating system. Important Note: some organizations may require Administrator permissions to upgrade.

We strongly encourage you to start using this new log in page immediately and to bookmark the new URL. The current log in page will be deactivated on January 11, 2016.

Below you will find step-by-step instructions on how to upgrade. A downloadable PDF is also available for the below steps.

If you have any questions, please contact EP Support at support@ep.com.

To install the Citrix Receiver on Windows:

  • Navigate to Vista Exchange login page at https://ve.ep.com/

  • In the bottom left of the window, click on the link for Citrix Web Receiver for Windows.


    The Citrix webpage will appear in a new tab.

  • Click the button for Download Receiver 4.3.100 for Windows.


    A pop-up window will ask where to save the install file.

  • Select a location to save the install file and click the Save button.

  • Locate the install file in the chosen directory. Open the installer by double-clicking the file.

  • A security warning may appear to confirm running the file. Click the Run button.

  • The Citrix Receiver install window will appear. To begin the installation process, click the Start button.

  • Read the license agreement. Once finished, click the check box next to I accept the license agreement.

  • Click the Next button.

  • The next screen will ask whether or not to send feedback to Citrix to improve customer experience. Make a selection using the radio buttons, and click the Install button.

  • The Citrix Receiver will be installed to the machine. Once finished, a window will appear confirming that the installation was a success.

  • Click the Finish button.

  • Return to the Vista Exchange login page and enter the User Name and Password.

  • Click the Log In button.


    The Vista Exchange page will appear. Once an App is launched, it will utilize the newly installed Citrix Receiver.

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Closing a Year Period in Vista 5

To close a year period in Vista 5:

  • Go to General Ledger > Update Year Period.

  • Confirm the Current and New Year Period dates are correct and make changes if necessary to the Next Year Period.

  • Confirm the Start Dates and End Date are correct, and make changes to the End Date if necessary. When finished, select Close Current Year Period.

    NOTE: If you need to make changes to the Start Date, this needs to be done in Setup > Period Maintenance.

  • Select Yes to confirm the period will be closed.

  • A confirmation message will appear at the bottom of the screen.

  • The next time the user accesses the Update Year Period module, the updated dates will appear.


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Completing a Bank Reconciliation

The Vista 5 Bank Reconciliation module allows users to reconcile their bank accounts in the system based on statements received from their banking institution. To reconcile a bank account in Vista 5:

  • Go to Payments > Reconciliation.

  • In the Bank Reconciliation module, select the Bank Account.

  • Enter in the Statement Date and Ending Balance. This information can be obtained from the Bank Statement.

  • Under Clearing Items, there are two sections. The Payments section and the Cash 1, Cash 2 section.
    • The Payments section displays all checks posted against the selected Bank Account.
    • The Cash 1, Cash 2 section displays all Journal Entries posted against the bank’s cash account.
  • The Show Date Thru field is used to control what items display in the Bank Reconciliation module. The Show Date Thru defaults to the Statement Date entered; however, this date can be changed if the user wants or needs to see items posted after the Statement Date.

  • Under the Payments section, there is the option to Clear Payment From/To. Enter in a check range and press Clear to auto-clear payments within the specified range.



  • All items that appear on the Bank Statement must be cleared in the Bank Reconciliation module.

  • To clear an item, simply check off the Clear checkbox using your mouse pointer.

  • The user has the ability to save the Bank Reconciliation at any point by using the Save icon. Press the Save icon and choose OK to save the Bank Reconciliation.

  • When saving an unfinished Bank Reconciliation, the module will clear.

  • To bring back the saved Bank Reconciliation, select the Bank Account. A confirmation window will appear asking if you would like to load the unfinished Bank Reconciliation. Select OK.

  • Once both the Statement Difference and G/L Difference are reconciled to zero, they will appear green with a zero balance.

  • In the top portion of the Bank Reconciliation module, you will notice two columns: Bank Information and G/L Information. The items appearing underneath are used to calculate both the Statement Difference and G/L Difference.

  • The Statement Difference is calculated by taking the bank’s Beginning Balance minus the Ending Balance, plus Deposits & Fees, minus Total Payments, minus Reconciling Items, if any.

    • Beginning Balance
      Starts at zero for the first bank reconciliation, then reflects the ending balance from the previous month’s bank reconciliation.
    • Ending Balance
      Amount entered in the Bank Statement section.
    • Total Deposits & Fees
      This is the total amount of all items that have been cleared in the Cash 1, Cash 2 section (Journal Entries for Bank Fees, Deposits, etc.).
    • Total Payments
      This is the total amount of all items cleared in the Payments section (Checks, Wire Transfers, etc.).
    • Reconciling Items
      This is the total of all items listed in the Reconciling Items section, if any. Reconciling Items will be explained in detail later in this document.
  • The G/L Difference is the difference between the Adjusted Statement Balance minus the G/L Balance.

  • The Adj Statement Balance is calculated by taking the Ending Balance, plus Outstanding Deposits & Fees, minus Outstanding Payments, plus Reconciling Items, if any.
    • Ending Balance
      Amount entered in the Bank Statement section.
    • O/S Deposits & Fees
      This is the total amount of all items that have not been cleared in the Cash 1, Cash 2 section (Journal Entries for Bank Fees, Deposits, etc.).
    • O/S Payments
      This is the total amount of all items not cleared in the Payments section (Checks, Wire Transfers, etc.).
    • Reconciling Items
      This is the total of all items listed in the Reconciling Items section, if any. Reconciling Items will be explained in detail later in this document.
  • The G/L Balance is the Ledger Inquiry balance for the Bank’s Cash Account as of the date selected. By default, the G/L Balance date is the Statement Date.

  • If there is a G/L Difference or Statement Difference in the Bank Reconciliation module after all items in the bank statement have been marked as cleared, further research is required to identify and account for the difference.

  • Once the user has identified the items making up the G/L Difference or Statement Difference, the user has the option to add a Reconciling Item by clicking on the Reconciling Items tab.

    • The Reconciling Items section is used to account for items yet to be booked in the system or booked after the Show Date Thru date.
    • Items booked after the Show Date Thru date will automatically show up in the Reconciling Items section and will appear grayed out and non-editable. These items are there for reference and are taken into account by the system to calculate the Adjusted System Balance.
  • The table below shows some examples of Reconciling Items and how they will appear in the Reconciling Items window:
    Type of Reconciling Item Statement Date Posted Date
    of JE or
    Payment
    Displays as
    Reconciling Item?
    User Entered 4/30/2014 5/20/2014 Y
    User Entered 5/31/2014 5/20/2014 Y
    System Generated – Cash 4/30/2014 5/20/2014 Y
    System Generated – Cash 5/31/2014 5/20/2014 N
    System Generated – Payment 4/30/2014 5/20/2014 Y
    System Generated – Payment 5/31/2014 5/20/2014 N


  • Items that appear in the Bank Statement but have not been booked in the system will need to be manually entered as Reconciling Items.

  • To add Reconciling Items, click on the Reconciling Items tab.

  • A window for Reconciling Items will appear. To add a row, right-click in a blank field and choose Add Row.

  • Type in a Description and the Amount you would like to enter for the Reconciling Item. Completing this function will adjust the G/L Difference appearing on the Bank Reconciliation.

  • Checking off the Bank Adj checkbox will include the amount to both the Statement Difference and G/L Difference total. This option is used to account for errors made by the Bank on the Bank Statements provided to the user.

  • User-entered Reconciling Items are not grayed out and can be modified. These items will carry over indefinitely until the user either modifies or removes the reconciling item.

  • To remove a user-entered Reconciling Item, simply overtype the amount with zero (0) and save the record by selecting OK. Upon re-entry of the Reconciling Items section, you will see the line item has been removed as seen in the screen shots below.

  • It is recommended that the user runs a Bank Reconciliation Report to make sure the items match. How to run a Bank Reconciliation Report will be covered later on in this document.

  • To complete the Bank Reconciliation, choose Reconcile located in the bottom right-hand corner of the module.
    • This button is only accessible once the Bank Reconciliation has been reconciled to a zero balance.

  • Once selected you will receive a prompt that the Bank Reconciliation has been reconciled. Press OK to confirm the message and complete the reconciliation.


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Correct the Account Description Appearance on a Summary Trial Balance

To correct the account description appearance on a Summary Trial Balance in Global Vista (GV):

  • From the Global Vista Menu, go to Reports > General Ledger Reporting > Flex Report Setup.

  • Go to File > Modify.

  • In Modify mode, right-click (F12) in the Report Name section and choose the Trial Balance Flex Report Template in need of modification.

  • Go through the Balance Sheet Accounts and select the Balance Sheet checkbox.

  • Once all the Balance Sheet Accounts have been modified, press Enter on your keyboard and confirm the modification.

  • Re-run the Trial Balance to confirm the Reporting Description changes now appear as they should.

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Correcting 3rd Party Payroll Invoice Errors

To correct 3rd Party Payroll Invoice posting errors in Classic Vista:

Payroll File with Account Coding not in Database

  • If the payroll file contains any account coding that does not exist on the database receiving the file, you will receive the following error:

  • Click Yes for Error Report. You will then receive this message that posting will not be done:

  • The error report will identify invalid account numbers with an asterisk (*).

    In this instance, Detail account 6597 is not in the database. The client would have to set up the account.

Debits and Credits Totals Do Not Match

  • If the total of the Debits and Credits do not match you will receive this Warning:

  • After clicking on OK, you will be prompted to continue with post. It is recommended to choose NO and not post an out of balance download.

  • The 3rd Party Payroll Company will need to be notified and to send the production a balanced file. A common mistake from payroll companies is to not include the labor and fringe offsets.

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Correcting the No Records Found Error Warning in Invoice Entry

To correct the “No Records Found – No records were found for the selected criteria” error warning when trying to pull up a PO in Invoice Entry in Classic Vista:

  • When trying to apply a Purchase Order while entering an invoice, the warning message may appear: No Records Found – No records were found for the selected criteria. For more help, click Done, then press F1.

  • In the Purchase Order Maintenance screen, the PO still shows a PO Balance and shows it is in the Current Year Period.

  • Run a Purchase Order History report to confirm which Year Period the PO was entered to.

  • Once confirmed that the PO was entered into the Next Year Period, either modify the PO to be in the Current Period or change the invoice to the Next Year Period in Invoice Entry.

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Creating a Manual AP Check

To create a Manual AP Check in Vista 5:

  • Go to Accounts Payable > Manual Check.

  • In the Manual Check module, enter the Vendor, Bank Account, Check Number, Check Date, Amount, and Memo.

    NOTE: The Memo field auto-fills the Description column in the distribution area.

  • There are three options to enter the distribution in this module:
    1. Enter the Document Number, Amount, and Description in the distribution area.

      NOTE: Details will default to the suspense account. This can later be modified in the Invoice Entry screen.

    2. Click on the blue bar located under Details to enter distribution line items.

      The Detail Distribution Grid window will then appear. In this screen, you will need to enter the Invoice #, Invoice Date, Invoice Amount, Distribution, and Descriptions. Once the information has been entered, click on Update Details.

    3. If an AP Invoice was entered in Invoice Entry, you have the ability to select that invoice. You will need to select the Vendor and Bank Account. If the Check # is populated, you must clear out the check number. Then, click on Find.

      A list of all available invoices will appear. Select the invoice needed and click OK.

  • Once the information has populated, select Process.

  • The following warning may appear. If so, choose Yes to continue. The check will not print, but it will create the check register posting report for the manual check.

  • If you run the Check Register History, it will now show the manual check information.

  • Any errors will appear in red and will be noted at the bottom of the screen.

  • Correct the errors and select Process. The following confirmation will appear:

  • The Check Register Posting Report and Positive Pay Transfer Report will appear on the screen when ready.

  • Go to Accounts Payable > AP Invoice Entry and click on the Entry icon to change it to Search.

  • Select Unposted Paid from the Trans Status and click on the magnifying glass icon. This will bring up a list of all transactions that are currently available for modifications.

  • Select the transaction to be modified and click OK.

  • Modify as necessary, and then audit and post the AP batch.

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Delete a Payroll Invoice

To delete a payroll invoice from the Global Vista (GV) system:

  • Go to the Global Vista menu and click on Payroll. Click on Invoice Processing and select Payroll Receive.


    This will open the Payroll Receive window.

  • In the Payroll Receive window click on the File drop-down menu and select Delete.

  • Once the Delete option is selected the window will be altered.

  • Go to the Show Invoices Where Checks section and select the applicable radio button.
  • For invoices that have been run:
    • Please contact a Service and Support representative.
  • For invoices that have not been run:
    • Go to the Invoice field and either right-click or press the F12 key on the keyboard within the field.

      Note: If the invoice number is already known it may be typed directly into the field.

    • This will open the P/R Invoice Selector. Choose the desired invoices.

    • The invoice number will populated in the Invoice field.

    • Press Enter on the keyboard.
    • This will open a Confirm window. Click on Yes to delete the invoice.

    • This will open an Information window notification that the invoice has been deleted successfully. Click on the OK button to close the window.


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Deleting an Unused Company, Company Currency, or Source Code

To delete an unused Company, Currency, or Source Code in Global Vista:

  • Go into Setup > Company > File > Delete.

  • In Delete mode, select a company from the company scrollable. To complete the deletion, either hit the new Delete icon at the top of the screen:

    Or hit Enter on the keyboard, or use shortcut key Ctrl+D, or use the new Delete option on the file menu:

  • A message prompt will appear.

  • If you do want to go ahead and delete this company, click on Yes.

    NOTE: If the company has already been used somewhere within the system, the following message will appear:

  • If the company has not been used, you will get a blank Company screen.

Company Currency

  • In exactly the same manner as described to delete a Company (above), entries can now be deleted in the Company/Currency module.

Source Code

  • In exactly the same manner as described to delete a Company (above), entries can now be deleted in the Source Code module.

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Deleting Unposted Third-Party Payroll Files

To delete third-party payroll files you do not wish to post and want to delete instead:

  • Go to the Vista Menu and click on Interfaces. Select Transfer File Maintenance from the drop-down menu.

  • This will bring up the Transfer File Maintenance window.

  • Click on the Incomplete Download button.
  • This will tab the cursor to the Incomplete Batch Detected field.

  • Right-click or press F12 in the Incomplete Batch Detected field and select the Batch or Invoice Number to be deleted.
  • Press the Enter button to delete the selected batch.

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Downloading 3rd Party Payroll into Global Vista

To download 3rd Party Payroll into Global Vista:

NOTE: The Payroll file should have an .out extension. There must be a Payroll Interface record setup in Setup > Payroll Interface for this payroll company to identify the vendor number and source code.

Step 1 – Move the Payroll File to Global Vista

  • If using a PC, the payroll file needs to be saved in C:DISCgv_transferimport.

  • Move the payroll file to GV. Go to GV Menu > Tools > Citrix Tools > File Transfer > Send to GV.

  • Global Vista will prompt a message when File Transfer is Complete.

Step 2 – Payroll File Import

  • Go to GV Menu > Payroll > 3rd Party Payroll > Payroll Entry.

  • Once the Payroll Entry screen appears, right-click or press F12 on the keyboard to choose your Company and Currency. Enter a batch name and press Enter to create the batch.

    NOTE: If you do not have a Payroll Interface record setup, the following warning will appear:

  • The Payroll Interface record is necessary to identify the Source Code and the 3rd Party Payroll Vendor Number.

  • To set up the Payroll Interface record, go to Setup > Payroll Interface.

  • Note that while the Site and Suffix are identifiers for EP payroll, these fields must have values to complete the Payroll Interface setup. The user can use any values in these fields, but it is recommended to use values that identify the country the payroll company is located in.

    The below example uses CN for Site (Canadian Payroll Company) and BC as the Suffix (Canadian Provence):

  • If Payroll Interface is already set up, the cursor will move down to the Source Code and Vendor Name fields, right-click or press F12 on the keyboard to populate those fields.

  • Click on the Import icon to download the payroll file.

  • The Import Screen will appear and the payroll file will be visible. Click on the payroll file, and then click on Open to continue the process.

  • The distribution will automatically populate in the distribution grid.

  • Press Enter on your keyboard or click on the Save icon to continue.

    NOTE: You will receive the following Warning if there are any invalid accounts in the distribution. Invalid accounts will be highlighted in red:

  • If necessary, correct the fields highlighted in red with valid account numbers. Press Enter on your keyboard or click on the Save icon to save the record again.

    NOTE: If the payroll company sends an out of balance file, you must create the balancing entries in order to save the record.

Step 3 – Payroll Entry Audit

  • Go to GV Menu > Payroll > 3rd Party Payroll > Payroll Entry Audit.

  • Run Payroll Audit Report.

    A sample Payroll Transaction Audit Report is pictured below:

  • After reviewing the audit, if you determine you need to make adjustments, return to Payroll > 3rd Party Payroll > Payroll Entry and bring up the batch in Modify Mode.

  • You can make any necessary adjustments directly in the field by clicking into the field and overtyping the content. In order to access Split, Cut, Paste, Insert, or Delete options, right-click on the line number in the distribution grid. If splitting a line item, the split lines must total to the original line amount:

Step 4 – Payroll Entry Post

  • Go to GV Menu > Payroll > 3rd Party Payroll > Payroll Entry Post.

  • Run Payroll Entry Post.

    A sample Payroll Entry Post Report is pictured below:

    NOTE: Posting a payroll invoice from a 3rd party source will not create the AP invoice, that must be done manually in AP > Invoice Entry.

Please contact one of our EP affiliates if you need assistance with 3rd party payroll companies in these locations:


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Drilling Down Information in the Production Cost Report of Global Vista

To view more detailed information regarding a specific cost account balance while running a Cost Report:

  • Go to the Global Vista menu and click on Reports. Click on Cost Reports and select Production Cost.

  • This will open the Production Cost window.

  • Right-click or press F12 on the keyboard in the Report ID field.

  • This will open the Flex Report Template Selector window. Select the PRODCOST template and click on Accept. This will populate the Report ID and Report Title fields.

  • Enter Company, Currency, and Prod Number information in the corresponding fields. To select from existing entries, right-click or press F12 on the keyboard in the desired field.

    Note: Required fields are highlighted in yellow.

  • In the Report Type section, select the Detail radio button and check the Show Sets box.

  • Click on the Preview icon.

  • This will generate the Prod Cost Report.
  • The Detail Level of the report may be viewed by double-clicking on a dollar amount in the Actual This Period, Actual To Date, and Commitments to Date (PO) columns.

  • This will open a sub report.

  • Double-click on the Description, Reference, Doc Number, SC, Trans (Transaction), YR/PD, or Amount columns to see the details of the corresponding sub report.

    Note: The system will not bring up records with the Source Code PR or SC.

  • After double-clicking on a transaction line, the related source code module will appear.

  • From this screen, the user may make a Ledger Adjustment, Distribution Change, Tax Adjustment, or Reversal.

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E-Filing 1099s

To E-file 1099s in Vista 5 (V5):

  • From the Vista 5 Menu, go to Vendors > Tax Cycle > Tax Report.

  • In the Company Information panel, use the drop-down selection arrows to select the Company, Currency, and Tax Form (1099). Enter the year for which you are reporting 1099s in the Tax Year window.

  • Once the Company Information panel has been completed, go to the E-File section of the Tax Report module. Use the arrow drop-down to expand.

  • Once the E-File section has been expanded, you will have the following File Types to select:
    • Original – Original E-File
    • Correction – Correction E-File
    • Replacement – Replacement E-File
    • Test File – Test E-File

    Once the correct File Type is selected, use the Generate File button located on the bottom right-hand corner of the module to create the E-File.

  • Once the Generate File button is selected, a new window will pop up prompting you to select where you would like the file saved on to your computer. Choose a location using the Save In section, then press the Save button.

  • You should have now successfully created your E-File for electronic transmission to the IRS. Please visit www.irs.gov for more information about Filing Information Returns Electronically (FIRE).

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Entering an AP Invoice

To enter an AP Invoice in Vista 5:

  • Go to Accounts Payable > AP Invoice Entry.

  • In the Invoice Entry screen, verify that the Company, Currency, Year Period, and Bank are pre-selected. If not, enter that information in the fields by using the drop-down box or by hitting F12.

  • Clicking on the Vendor Name drop down selection box, will pop open a browsing window from where you can search through and select your vendor.

  • Enter in the Invoice #, Invoice Date, and Invoice Amount.

  • Enter a description in the Memo field.

  • Upon tabbing out of the Memo field, the Memo description and Invoice Amount will auto-fill into the Distribution Grid.

  • Enter a 3rd Party Vendor if applicable.

  • Press F12 on the keyboard while in the PO # field to open a window of available POs entered for the vendor.

  • In the PO Selection box, choose the PO you would like this invoice to relieve, if applicable.

  • If applicable, use the Z and C options to Zero or Close a line item from a PO being relieved.

    Z (Zero) will zero out the PO line item. Zeroed PO line items can be over-relieved and/or adjusted.

    C (Close) will zero out the PO line item and will close the line so that it cannot be used again (i.e., over-relieved and/or adjusted). PO lines marked as closed can be excluded from PO History Reports. Clicking on the C will allow a user to keep that line from being used again, unless they decide to reopen it.

  • Enter in the coding for the invoice.

  • Save the invoice by either pressing Enter on your keyboard, or by choosing the Save icon.

  • Press OK to save the record.

  • Upon saving, you will receive a message that the invoice saved with a specific Transaction Number.


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Error Message ‘Check Already Used’ When Running Invoice Select in Global Vista

Issue:

Getting Java error when running AP Invoice Select: Check Already used SQL state: null.

Solution:

Look for an open item invoice with a manual check attached, and verify that the attached manual check is not already used in the Check Register history for another vendor number as computer issued (CI) or manual check (MI).

  • If attached manual check is already used for another vendor, client will need to assign the open item invoice a different check number. If the check in question is not already in the Check Register history for another vendor, then proceed with Step 2 below.c

    Additional Info: This issue will most likely come up for checks that already have been canceled/reissued and client is reissuing it to multiple invoices.

    If check is issued to the correct vendor and client is getting the Java error, then do the following as a workaround (CR Submitted):

  • Go to AP modify open items and remove the manual check from all the open item invoices except from one (this means assign the check number only to one invoice).
  • Once there is only one open item invoice with the check number attached to it, proceed to do invoice select on that one invoice run the check register and check register post. (If you assign the manual check to more than one invoice it will give you a Java error at AP Invoice Select).
  • Now go to the AP Cancel/Reissue program, and cancel and reissue the check.
  • On the reissued invoice, attach the manual check and post the invoice. Now all invoices are back in Open Items.
  • Go to Modify Open items and assign the manual check to all invoices that were paid on this manual check.
  • Run AP Invoice Select and post the manual check to the check register.

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Error Message “Check Already Used” When Running Invoice Select in Global Vista

Issue:

Getting Java error when running AP Invoice Select: Check Already used SQL state: null.

Solution:

Look for an open item invoice with a manual check attached, and verify that the attached manual check is not already used in the Check Register history for another vendor number as computer issued (CI) or manual check (MI).

  • If attached manual check is already used for another vendor, client will need to assign the open item invoice a different check number. If the check in question is not already in the Check Register history for another vendor, then proceed with Step 2 below.c

    Additional Info: This issue will most likely come up for checks that already have been canceled/reissued and client is reissuing it to multiple invoices.

    If check is issued to the correct vendor and client is getting the Java error, then do the following as a workaround (CR Submitted):

  • Go to AP modify open items and remove the manual check from all the open item invoices except from one (this means assign the check number only to one invoice).
  • Once there is only one open item invoice with the check number attached to it, proceed to do invoice select on that one invoice run the check register and check register post. (If you assign the manual check to more than one invoice it will give you a Java error at AP Invoice Select).
  • Now go to the AP Cancel/Reissue program, and cancel and reissue the check.
  • On the reissued invoice, attach the manual check and post the invoice. Now all invoices are back in Open Items.
  • Go to Modify Open items and assign the manual check to all invoices that were paid on this manual check.
  • Run AP Invoice Select and post the manual check to the check register.

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Error Message: Cannot Connect to the Citrix Presentation Server. There is no Citrix SSL Server Configured on the Specified Address

  • First, clear the client’s internet temporary files by doing the following: (For Internet Explorer user)

    • In the Internet Explorer window, go to Tools->Internet Options.

    • In the Internet Options window, under the General tab, click on the Delete button for Browsing History.

    • In the Delete Browsing History window, click on the Delete Temporary Internet Files checkbox.

    • Click the Yes button on the Delete Files prompt window.

  • After the Temporary Internet Files are deleted, restart the browser and try logging back into GV/VE show.
  • If steps above did not work, reinstall ICA Web client program. (If you do not know how to uninstall/reinstall an ICA web client program, see Tech Support for instruction.)
  • If reinstalling ICA client did not work, reboot the computer and try logging back into GV/VE show.
  • If reboot did not work, escalate or check with Tech Support.

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Error Message: Lock Request Time Out Period Exceeded in Global Vista

  • This error occurs when a client is attempting to post an AP Check Register while another user in the show is running a Bank Reconciliation.
  • To fix this, the client in the Bank Reconciliation module needs to close out.
  • Once this is done, the affected client can post the Check Register.


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Exporting a Classic Vista file .vis to Excel

To export a Check Register History file (.vis) to Excel:

  • In Vista, go to the AP module and select Check Register History.

  • Select Create Export File.

  • Fill in the required fields defining the report, such as Company, Currency, and Bank Code.
  • Press Enter.

  • Select an output device and press OK.
  • Clear the template *.vis in the file name box. In ths example, *.vis has been replaced with the file name CHECKREG. Any name can be used that is eight characters or less. Do not use spaces or special characters.

  • Determine the destination of the export file. In this example, the directory C:DISCTEMP has been used.

    NOTE: For Vista Exchange users, the default file destination is U:EXPORT, and does not need to be changed. Rather, move the file using the Start > Tools > Get From VE option.

  • After naming the file and the file destination, press OK.
  • The file will print in its normal fashion.
  • Now, open a spreadsheet application such as Microsoft Excel.
  • In Excel, click on File > Open.

  • In the open file box, locate the destination of the file by clicking the drop-down arrow of the Look in box.

  • Type “*.vis” in the file name box to filter the file names to only those with a .vis extension.
  • Highlight the file and press Open.
  • This will bring up the Excel TEXT Import Wizard.
  • Select the Fixed width radio button for the Original data type which allows the column information to be defined.

  • Click Next.
  • Define the columns by clicking on the colunn information. In the example below, the column information defines: Check Type, Check Number, Check Date, Check Year Period, Vendor Number, Vendor Name, and Check Amount.

  • When finished defining the column information, click Next.
  • Set the column data format to General.

  • Click Finish. The text file is now in Excel. Be sure to format it and save it as an Excel file.

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Finding Out When an Item Was Posted and by Whom When Running a Flex Ledger Report

To find out when an item was posted in Vista 5 and by whom when running a Flex Ledger report:

  • Go to General Ledger > Flex Ledger.

  • In the Date field, select Posted and enter the relevant date range. This report can be run by either Posted date or Effective date.

  • Click the drop-down arrow next to Optional Filters to enter a specific account number, Transaction Number, or Source Code.

  • In the V5 GL Fields section, select which columns you would like to see in the report. Select User Name to see which user entered the information.

    NOTE: Any Selection Criteria or Optional Filters chosen in the above sections will need to have their corresponding boxes checked in the V5 GL Fields section below. For example, if you selected Posted dates above, make sure Post Date is checked below. If you selected Transaction Numbers, make sure Transaction Number is selected below.

  • If desired, the V5 Vendor Details, 3rd Party Vendor Details, or External Reference Fields can also be expanded to select criteria for the sort order.

  • When finished selecting criteria, confirm that the correct information appears in the Preview section, and then click on Generate File.

  • The system will then prompt you to save an Excel file to your computer. You can leave the file name as is, or rename it and click Save when finished.

  • Open the file in Microsoft Excel and you will see the information given for the specific selection criteria chosen.


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Generating AP Positive Pay Information

To generate Positive Pay information in Vista 5:

NOTE: Positive Pay is a way of preventing check fraud by transmitting the daily AP check information to a corporation’s bank to help detect fraudulent or altered checks.

  • Go to Payments > Banking > Positive Pay.

  • In the Report Selection field, select how the report is to be generated.

  • Fill in the Selection Criteria with the Bank Account information.

  • Select Generate Positive Pay at the bottom right-hand corner of the screen.

  • The Report tracker will open with the Building Report message.

  • The Viewer will open with your report, which can be saved or printed. The Positive Pay file will save in the same location where you save your report.


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Generating VPO Payroll Reports in Payroll Package Print

To generate VPO payroll reports in the Vista 5 Payroll Package Print module:

The Payroll Package Print module allows users to generate the VPO payroll reports in multiple formats within Vista 5.

NOTE: Payroll invoices must first be downloaded in Payroll Edit, but they do not need to be posted.

  • Go to Payroll > Payroll Package Print.

  • Under Report Selection, choose the report(s) that you would like to run by checking the box to the right for the printing option of choice (Viewer, Print, and/or PDF).

    The available reports are: Invoice Cover Sheet, Payroll Register Report, Labor Distribution Report, and Fringe Distribution Report:

  • Under Selection Criteria, select the Week Ending As Of date. The report will pull up a list of all invoices from this date to the present.

  • If desired, select a specific Invoice Number and/or Client # to narrow down the results.

  • Click on Update Detailed Selection to list any un-posted and saved payroll invoice(s) that are available to print. Everything that is currently in Payroll Edit will appear.

    NOTE: Choosing Historical Report will allow you to print reports for posted payroll invoices. The results will be limited to the Week Ending date, Invoice Number and/or Client # previously entered under Selection Criteria.

  • The relevant invoices will then appear on the grid. Check the boxes for the invoices you wish to run reports for.

  • Select Run Payroll Package Report to generate the reports.


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How to Change the Tax Limit Amount in Tax ID (1099) Setup

  • To access window go to: A/P Tax Cycle Tax Report.

  • The following window will appear. To change the minimum amount reported on in the 1099 Report simply change the Tax Limit amount field as highlighted below:

  • Press the Enter key to save your changes.

    Note: The current IRS Tax Limit is $600.00

  • Once this change is made in the Tax ID (1099) Setup Module the client can run the report for the minimum limit amount listed.

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How to Import a Budget from EP Budgeting

To import a budget into Global Vista from EP Budgeting (EPB):

  • In EPB, go to Setup > Budget Preferences.
  • In the Budget Preference window, look for the second box on the left-hand side labeled Fringe.

    Image 1

  • For the Aggr. Fringe % Computation field, click the drop-down arrow and select Fringe total / Line total.
  • For the Post Fringe By field, there are four different choices. GV only accepts Category or Account level. NOTE: selecting Production Level will give a Java error in GV.
  • In the Fringe Category Acct No field, enter 99.
  • Select OK to close the Budget Preference window.
  • Go to File > Export and select Tab Delimited.
  • Save file to your hard drive under Program Files/Disc/GV Transfer.
  • Launch Global Vista.
  • Go to Tools – Citrix Tools > File Transfer > Send to GV
  • Select Interfaces > Interactive Budget Entry.
  • Select Company and Currency.
  • Import the file as a Movie Magic Budget instead of EPB.

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How to Import a Classic Movie Magic Budgeting (CMMB) Budget into Classic Vista

  • In CMMB select the proper export (based upon the Chart of Accounts detail).
    • Export A And B will allow users to create accounts in Vista without the headers.
    • Tab Delimited will not create Accounts although there are Account headers.
    • The best export to use is Tab Delimited as it will read into any Vista Account structure; however, Accounts must exist in the COA.

  • If the show is on Vista Exchange, save the export file into: c:discdownload. After creating the file, the user will need to transfer the file to VE (via Start Tools Move Download (Receive) Files to VE).
  • Note: Vista does not recognize file names longer than eight characters. It replaces longer names with ~1. Vista can also throw an application error when the file names are too long. For best results, we recommend that the client keep the name under eight characters.
  • In Vista select Budget Movie Magic Budget Interface.

  • Clients should always backup before beginning the interface. Improper export formats can create bad accounts in the expl glm and act.
  • The process will stop if the user selects No.
  • There are four reports created during the import:
    • Budget Amts for Accts that Exist
    • Budget Amts for Accts that Do Not Exist (or are inactive as with the case with the header accounts)
    • Posted Budget Amts for Accts that Exist
    • Created Accounts
  • The user should look at the first two reports. Verify that the account structure is proper before answering Yes to creating accounts. The prompts come up quicker than the reports print. So, again, verify the accounts are correct before selecting Yes.

  • Clicking on NO will stop the process from completing; once corrected, the user must go through the complete process again to download the budget.
  • Note: Depending on how the budget is set up in CMMB, Fringes may not come over into Vista correctly; this can cause discrepancies between the CMMB file and the export file. Further items can cause discrepancies (such as contingencies), the best method to find differences is looking at the budget Topsheet and comparing it to the Summary Cost report.

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How to Import a Classic Movie Magic Budgeting Budget into Classic Vista

  • In CMMB select the proper export (based upon the Chart of Accounts detail).
    • Export A And B will allow users to create accounts in Vista without the headers.
    • Tab Delimited will not create Accounts although there are Account headers.
    • The best export to use is Tab Delimited as it will read into any Vista Account structure; however, Accounts must exist in the COA.

  • If the show is on Vista Exchange, save the export file into: c:discdownload. After creating the file, the user will need to transfer the file to VE (via Start Tools Move Download (Receive) Files to VE).
  • Note: Vista does not recognize file names longer than eight characters. It replaces longer names with ~1. Vista can also throw an application error when the file names are too long. For best results, we recommend that the client keep the name under eight characters.
  • In Vista select Budget Movie Magic Budget Interface.

  • Clients should always backup before beginning the interface. Improper export formats can create bad accounts in the expl glm and act.
  • The process will stop if the user selects No.
  • There are four reports created during the import:
    • Budget Amts for Accts that Exist
    • Budget Amts for Accts that Do Not Exist (or are inactive as with the case with the header accounts)
    • Posted Budget Amts for Accts that Exist
    • Created Accounts
  • The user should look at the first two reports. Verify that the account structure is proper before answering Yes to creating accounts. The prompts come up quicker than the reports print. So, again, verify the accounts are correct before selecting Yes.

  • Clicking on NO will stop the process from completing; once corrected, the user must go through the complete process again to download the budget.
  • Note: Depending on how the budget is set up in CMMB, Fringes may not come over into Vista correctly; this can cause discrepancies between the CMMB file and the export file. Further items can cause discrepancies (such as contingencies), the best method to find differences is looking at the budget Topsheet and comparing it to the Summary Cost report.

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How to Import an EP Budgeting Budget into Classic Vista

  • In EP Budgeting (EPB), you must export your budget file using EP Vista Accounting (Native) Tab format.
    • EP Vista Accounting (Native) Tab: Account headers must exist in COA to create new Detail Accounts. (Will create/import Fringes if Fringe Account numbers are set up in the budget.)
    • Tab Delimited: Will not create new Detail Accounts although Account headers exist in COA. (Will not create/import Fringes although Fringe Account numbers are set up in the budget.)

  • If the show is on Vista Exchange, you need to save the export file into: c:discdownload. After creating the file, the user will need to transfer the file to VE (via Start Tools Move Download (Receive) Files to VE).
  • Note: Vista does not recognize file names longer than eight characters. It replaces longer names with ~1. Vista can also throw an application error when the file names are too long. For best results, we recommend that the client keep the name under eight characters.
  • In Vista select Budget Movie Magic Budget Interface.

  • Clients should always backup before beginning the interface. Improper export formats can create bad accounts in the expl glm and act.
  • The process will stop if the user selects No.
  • There are four reports created during the import:
    • Budget Amts for Accts that Exist
    • Budget Amts for Accts that Do Not Exist (or are inactive as with the case with the header Accounts)
    • Posted Budget Amts for Accts that Exist
    • Created Accounts
  • The user should look at the first two reports. Verify that the Account structure is proper before answering Yes to Creating Accounts. The prompts come up quicker than the reports print. So, again, verify the Accounts are correct before selecting Yes.

  • Clicking on NO will stop the process from completing; once corrected, the user must go through the complete process again to download the budget.
  • Note: Depending on how the budget is set up in Movie Magic, Fringes may not come over into Vista correctly; this can cause discrepancies between the MMB file and the export file. Further items can cause discrepancies (such as contingencies). The best method to find differences is looking at the budget Topsheet and comparing it to the Summary Cost report.

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How to Import an EP Budgeting Budget into Classic Vista


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How to Receive Payroll and Do Labor Corrections in Payroll Edit

To receive Payroll and do labor corrections in Payroll Edit:

NOTE: You must have payroll access to receive payroll files. Access requests should be forwarded to the EP Client Services department.

  • Go to Payroll > Payroll Edit.

  • Select Get More Invoices to locate the invoice(s) that you are looking for.

  • Click on Portal to download the invoice from VPO.

    • Only Non-Downloaded Invoices lists all available invoices that have not yet been downloaded.
    • Only Downloaded Invoices lists all invoices that have previously been downloaded.
    • Both lists all invoices, regardless of their download status.
    • The Receive From: Disk Drive option is used to manually upload invoices into V5 from where the payroll file is located on your computer.

    NOTE: If you still are unable to locate an invoice, or if you receive an error stating User doesn’t have permission to download packages, please contact the EP Service and Support department for assistance.

  • Once the relevant invoices appear, check the box next to each invoice number and select Receive.

  • The system may then prompt you to confirm If a Fringe Table exists for this client, do you want to overwrite it?

    • Choose Yes if you would like to overwrite the Fringe Table with the information that is currently on file with our Client Services department.
    • Choose No if you would like the Fringe Table to remain in its current state.
  • Click OK to confirm that the Receive was successful.

  • The downloaded invoice(s) will then appear in the list at the top of the Payroll Edit screen. Choose the first invoice that you would like to view or edit.

  • Edit the labor account number and/or tax code for each line item on the selected invoice. Information may be found faster by entering an employee’s name in the Find Employee field, or by sorting each of the columns.

  • Click the plus icon (+) to the left of each line item to see the specific Job Costs and Fringe Distribution for each check.

  • Adjustments can be made to coding including free fields and sets. In addition, a line item can be split if desired.

    • Right-click on the relevant line item and select Split.

    • The line can be split Evenly or by Custom. The total of the split must equal the line item’s original amount. Press OK to confirm the split. Upon making this split, the user can then further adjust the account coding if necessary.

  • Select Recalculate Fringes to see the updated fringe amounts in the Fringe Distribution grid.

  • Select Update Changes to save your changes and return to the invoice.

  • When finished making the rest of the changes to the invoice, click on the Save icon (or press the Enter key).

  • Select OK to confirm your changes will be saved.

  • If there is an exclamation point (!) in the Err column, there is an error or warning on the payroll invoice.

  • Reopen the invoice and view the error/warning list at the bottom of the Payroll Edit screen.

  • Click on Show only Errors/Warnings to see the just line items that need to be adjusted. Correct the errors and resave the changes.

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How to Reissue Unprocessed Checks in Classic Vista

  • On your Vista menu, go to A/P Check Cycle Check Print.

  • Right-click inside the Company field and select your Company Currency and Bank.
  • In the Starting Check No. field, enter the number of the first good check on your A/P check stock.
  • Enter the check date.
  • Click on Yes for restart.
  • Any checks that are unusable/damaged and Vista has processed them (they show up in the check register) need to be entered in the Range of Checks to be voided fields.
  • Press Enter.

    NOTE: When you click on Yes for restart, the following message will appear to remind you that you should verify your check register before printing checks.


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How to Reverse a Journal Entry in Global Vista

To reverse a posted Journal Entry in Global Vista, go into Journal Entry – File – Reversal. Create a batch and bring up the transaction number. Save the Reversal batch. Then audit and post the batch.

Create a New Reversal Batch

  • Go to the Global Vista menu and click on Journal Voucher. Select Journal Entry from the drop-down menu.

  • This will open the Journal Entry window.

  • Go to the Journal Entry menu and click on File. Select Reversal from the drop-down menu.

  • Enter the Journal Entry company and currency in the respective fields. Enter a new batch name in the Batch field.

  • Press Enter on the keyboard.
  • This will open a confirmation window stating: This Batch Name does not exist. Would you like to create it? Click on Yes.

  • Click in the Journal No field. Right-click or press F12 on the keyboard in this field to open the Journal Number Selector window.

  • Select the Journal to be reversed and click the Accept button.

    Note: To populate the Journal No field, the user may also enter or select the associated transaction number in the Transaction No field.

  • This will open the selected Journal Entry and a Confirmation window asking the user to confirm the reversal.

  • Click Yes to reverse the Journal Entry.
  • Press Enter on the keyboard to save the reversal and create a Transaction Number.
  • This will open an information window asking the user to record the Transaction Number.
  • Record the Transaction Number and click OK.

Audit the Reversal Batch

  • Go to the Global Vista menu and click on Journal Voucher. Select Journal Audit from the drop-down menu.

  • This will open the Journal Audit Report window.

  • Enter the associated company and currency in the respective fields.
  • Enter the name of the Batch just created and press Enter on the keyboard.


    Note: The user may also right-click in the Batch field or press F12 on the keyboard to open the Batch Selector window and view all batches.

  • This will open the Print window.

  • Select the desired method of viewing the Audit and click OK.

Post the Reversal Batch

  • Go to the Global Vista menu and click on Journal Voucher. Select Journal Post from the drop-down menu.

  • This will open the Journal Post window.

  • Enter the associated company and currency in the respective fields.
  • Enter the name of the Batch just audited and press Enter on the keyboard.

  • This will open a Confirmation window. Click on Yes to post the Batch.


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How to Set Up a Payroll Interface Record in Classic Vista?

Be sure the clients payroll interface record in Vista is configured to accept Fringe changes and/or additions performed by EP. To do this, have the client follow the steps below.

  • In Vista, click on Setup then Payroll Interface.

  • The box below will appear:

    Notice that when you first bring up this table it is in ADD mode. You will need to change it to MODIFY mode as explained below.

  • Click on Function, then Modify.

  • Once in Modify mode, right-click inside the Invoice Prefix box.

  • Note: There are three different things that could happen when you right-click in the Invoice Prefix box.
    • You will get a message that reads: No records found. If this is the case, the client should speak to a Support Center Representative.
    • The screen will automatically populate with the Payroll Interface record. If this is the case, proceed to next step.
    • A selection box (Disc104 below) will come up. If this is the case, select the proper Company/Currency/Bank combination record by clicking on it. Then click on Done.

  • Confirm that you are in MODIFY mode.
  • Confirm that the first question: Do you want to update Fringe/Journal tables with EPs? is set to Y (for YES). If it says N,change it to Y. If you had to change it to Y, be sure to press the ENTER key on your keyboard to save the change.

  • You have now configured your Vista system to update your Fringe/Journal tables with EP’s. The update will occur with the next invoice that you receive into Vista provided the invoice was created after Marketing updated your Fringe Table.
  • If the invoice was created before the Fringe/Journal table was updated by Marketing, an invoice remake will be necessary.

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How to Set Up the Payroll Interface Record in Global Vista

Issue: Vista requires that the Payroll Interface table is set up in order to be able to receive EP payroll invoices. If there is no Payroll Interface record set up, user will get an error in Payroll Receive that reads: Transfer information missing.

Solution: Set up the Payroll Interface record by following the steps below.

Important Note: There are two requirements that you will need before you can set up your Payroll Interface record:

  • Entertainment Partners must already be setup in your system in Vendor Entry.
  • Your bank account must already be set up (you can do this under Setup>Bank Account).

Be sure your vendor and your bank account is setup. Then proceed as follows:

  • In Vista, click on Setup then Payroll Interface.

    Note: The box below will appear. Be sure you are in ADD mode.

  • For Invoice Prefix:
    • Enter C for California if your payroll is been processed at EP in Burbank.
    • Enter N for New York if your payroll is been processed at EP in NY.
    • Enter T for Toronto if your payroll is been processed at EP Canada.
    • Enter F for Florida if your payroll is been processed in Florida.
  • In the Suffix field, you may enter any alpha or numeric character. The Suffix is only used as an identifier for this Payroll Interface record.
  • Enter the Company Number, Currency, and Bank Code that you will want to charge this payroll to.

    Note: Right-clicking or pressing F12 in the Company box will automatically populate these fields with your bank information unless there is more than one bank account in your system. If there is more than one bank account, the system will ask you to select which bank you want to use for this payroll by giving you a selection box.

  • In the Vendor field, press F12 and select your payroll vendor from the list (most likely Entertainment Partners).
  • For Payroll Source Code, enter PR.
  • For AP Source Code, enter AP.
  • Answer the last three questions with either a Y for Yes or an N for No (these questions are explained in detail below).

    • Question 1: Do you want to update Fringe/Journal tables with EPs? This question must be set to Y at least when the first payroll is received.
    • EP’s Marketing department sets up a Fringe/Journal Table for your show as part of the setup process. The information in this table is what determines your Payroll Offset Accounts as well as which Labor Accounts should fringe to which Fringe Accounts.

      This Fringe/Journal Table is not set up in your Vista system until you receive your first payroll invoice. When you receive your first payroll invoice into Vista, the Fringe/Journal Table will automatically load into your system provided Question #1 in the Payroll Interface record is set to Y. If it is set to N, the fringe table will not load and your Labor List report will be filled with warning messages.

    • Question 2: Do you want to fringe to set? This can be either Yes or No depending on your needs. This is asking if when labor is charged to a specific Set number, the Fringes associated with that Labor Account should also fringe to that Set number.
    • Question 3: Do you want to fringe to memo? This can be either Yes or No depending on your needs. This is asking if when labor is charged to a specific memo field (such as a free field or an insurance field), the Fringes associated with that Labor Account should also fringe to that memo field.
  • Once you have entered all the above information in the Payroll Interface record, press the Enter key to save the changes.
  • Your system is now ready to receive payroll.

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How to Turn Off the Shading Option in Report View in Classic Vista

  • When client views the report on the screen via Report View, some Header Accounts are missing the border. For example, account 1200 in the report below is missing the borders.

  • To correct the issue, in the ReportView window go to View and uncheck the Shading option.

  • You will see the borders return to the subtotal Accounts. You should not need to re-run the report.


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How to Use Batch Modification Module in Utilities (Util) Menu in Classic Vista

Note: The Util feature in Vista will only work if the batch in question has NOT been posted. To change the company, currency, bank, or batch name of an unposted batch, follow the steps below.

  • In your Vista menu, go to Util.
  • In the Util submenu, click on Batch Modification.

    The Batch Modification screen will open up.

  • Select the type of batch you are looking to modify by clicking on the appropriate tab (circle in red below).

    Note: The first letter of the type of batch youve selected will automatically fill in the Selection box, and the type of batch will be identified on the top right-hand side corner. The batch choices will disappear from the screen. If you clicked on the wrong batch by mistake, go to Function Clear Screen. This will bring back the batch choices for you to choose again.

  • Right-click or F12 in the Company field in the Original Batch Heading portion.

    Note: If there is only one unposted batch for the system you’ve selected, the Original Batch Heading fields will automatically populate with the batch information.

    If more than one unposted batch exists for the system you’ve selected, a Batch Selection screen will pop up where you can select the correct batch you are looking to modify.

  • Move down to the New Batch Heading portion by using the tab key on your keyboard and enter the new batch heading as you want it to be.

Your batch should now reflect the change.


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How to Use Yellow Pages Category in Vendor Entry in Classic Vista

This feature allows Vista users to list entered Vendors in a Yellow Pages category or sub-category.

  • To be able to run this feature in Vista, a categorical entry must be made first in AP/Vendor Entry as seen below:

  • In either Add or Modify Mode within the Vendor Entry module, a category key word can be entered in the Yellow Pages submenu. This is where the Yellow Pages Listing refers to when the report is generated. Press the Enter key to save the addition/modification.

  • Once Vendors are modified/entered with a Yellow Pages category, you can run the Yellow Pages Listing report. To do this, go to A/P Vendor Yellow Pages Listing as seen below.

  • Once selected, the following window will appear. Select the appropriate currency and type in the category you would like to report on.

  • Press the Enter key to run the report, and select the appropriate print action.

  • Based on the Selection, your Yellow Pages Listing will report on the category entered previously. This report will list each vendor by category and provide the user with relevant information such as Vendor Number, Vendor Name, Address, and Telephone Number information.


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Java Errors Running Large Reports in Global Vista

  • Running large reports results in one of several errors:

  • Currently, the way to address these issues is to run large reports in sections. Print the report in sections. If possible, create a PDF. Then transfer the PDF to your local drive and then send it to your printer. This also applies if attempting to create and export a file in Excel. Create the corresponding report as a PDF.

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Java Errors Running Large Reports in Global Vista


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Large Reports Not Completing in Global Vista

  • Client will receive the following Java Errors when attempting to save large reports. Large reports take too long to complete and may not complete due to file size limit:

  • Currently, the way to address these issues is to run large reports in sections. If possible, create a PDF and then transfer the PDF to your local drive then send to your printer.
  • This also applies if attempting to create a file to export to Excel. Create the corresponding report as a PDF.

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Loading a 3rd Party Payroll Invoice

To load a 3rd Party Payroll Invoice after setup is complete in Classic Vista:

Step 1

  • Move the payroll file to Vista Exchange by first saving the file to the c:discdownload folder on your local PC.

  • On Vista Exchange, click on Start > Tools > Send to VE.

Step 2

  • On the Vista Menu, go to Interfaces > Data Transfer.

  • When the Data Transfer screen appears, right-click in the Template box.

  • Once the comm250 screen appears, you will see the 3rd Party Payroll option. Click on the 3rd Party Payroll option to highlight it, then click Done.

  • The program will look to the U:upload folder for any 3rd Party Payroll Files with a .dnd extension.

    NOTE: The program assumes a certain file naming convention, but the payroll company can use any file name convention as long as it is eight characters or less and has a .dnd extension. To view all files in the U:upload folder, type asterisk-period-asterisk (*.*) into the File Name field and hit Enter on the keyboard.

  • Any payroll file in the U:Upload folder will now display. Click on the payroll file to highlight it and click the OK tab.

  • The program will display the number of records and debit and credit amounts as the file is processing.

  • When processing is complete, the Select Printer box will appear to either print the download report, send to Report View, or create a PDF.

  • The dowload payroll report will look like this:

    NOTE: There is no ability to edit a 3rd Party Payroll file after it has been downloaded.

Step 3

  • To post the download file, return to Interfaces > Data Transfer and right-click in the Template field. Choose the POST option and click Done.

  • You will be prompted to confirm that you want to post to this license. Click Yes.

  • If no errors are found, you will be prompted to confirm the post. Possible errors will be included in the Additional Notes section.

  • The Select Printer options will appear to either print, send to Report View, or save as PDF.

    NOTE: The download will not validate correct account coding or a balanced debit to credit file. These validations occur on the posting of the invoice.


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Login Error Message: ICA File Not Found

Temporary Internet files need to be deleted.

  • From the top of any IE web page, click on Tools and then Internet Options.

  • On the General tab, under the Temp. Internet Files section, click the Delete Files button.

  • Hit the OK button on the Delete Files window that pops up.

  • An hour glass will appear until files have been deleted. When complete, you can then hit Ok and have client try to log back in to VE.

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Making a Payroll Post

To make a Payroll Post in Vista 5:

Payroll Post is used to post transactions to the general ledger and also has the option to post the invoice(s) to accounts payable for payment to the payroll vendor.

  • Go to Payroll > Payroll Post.

  • The invoice(s) that are ready for posting will automatically appear in the Labor/Fringe Post screen.

    • Click the box under Post to select the invoice(s) you wish to post. If you wish to create an Open A/P item for that invoice, click the Create AP box.
    • The Journal Table information for that invoice will automatically populate below. Account number changes can be made here by typing in the correct coding or pressing F12 on the keyboard to select from the drop-down list of accounts.
  • Under Report Selection, choose the output format for the report by clicking on the appropriate box for Print, PDF, Word, etc.
  • Under Sort/Group, click on the arrow to the left of the Sort/Group heading to bring up the sorting options. The report can be sorted by Union, Employee, or Account by clicking on the appropriate radio button.

    Report Format is currently non-operational in V5 and can be ignored.

  • After all options have been selected and any applicable changes have been made to the Journal Table, select Post Transaction(s).

  • Click OK to confirm the number of transactions that will be posted.

  • The Payroll Posting Report will begin to build in the Report Tracker module. Once the report is done generating, it will automatically appear on the screen.


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May 23-25

Entertainment Partners is fully committed to improving efficiency and maintaining your data in the most secure environments. To this end, EP will be performing a significant infrastructure upgrade at our hosting facility. As previously communicated, the actual upgrade will occur over the Memorial Day weekend.

We hope this advance notice enables you to better plan and minimize any inconvenience to your work activity.

Estimated Downtime:

Start Time End Time Systems
Friday
5/23/2014
9:00 pm

(Pacific)
Sunday
5/25/2014
9:00 am

(Pacific)
• Vista 5
• Global Vista
• Classic Vista
• SmartTime and SmartTime Mobile
• VPO
• EP Access Card
• EP Website
• EP Webstore
• Residuals hosted systems

NOTE: Movie Magic users will be unable to license software during the downtime. However, any machine that already has Movie Magic licensed on it is unaffected.

We anticipate completion within this time frame; however, every effort will be made to minimize this window. Please contact Product Support at 818.955.6300 with any additional questions you may have.

We apologize for any inconvenience this may cause and thank you for your patience and ongoing support of Entertainment Partners.


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Memorial Day Weekend Website and Hosted Systems Maintenance Downtime — May 23-25, 2014

Entertainment Partners is fully committed to improving efficiency and maintaining your data in the most secure environments. To this end, EP will be performing a significant infrastructure upgrade at our hosting facility. As previously communicated, the actual upgrade will occur over the Memorial Day weekend.

We hope this advance notice enables you to better plan and minimize any inconvenience to your work activity.

Estimated Downtime:

Start Time End Time Systems
Friday
5/23/2014
9:00 pm

(Pacific)
Sunday
5/25/2014
9:00 am

(Pacific)
• Vista 5
• Global Vista
• Classic Vista
• SmartTime and SmartTime Mobile
• VPO
• EP Access Card
• EP Website
• EP Webstore
• Residuals hosted systems

NOTE: Movie Magic users will be unable to license software during the downtime. However, any machine that already has Movie Magic licensed on it is unaffected.

We anticipate completion within this time frame; however, every effort will be made to minimize this window. Please contact Product Support at 818.955.6300 with any additional questions you may have.

We apologize for any inconvenience this may cause and thank you for your patience and ongoing support of Entertainment Partners.


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Missing Button on File Download Window in Vista Exchange

You must uncheck the Do not save encrypted pages to disk option on the Advanced tab under Internet Options.

  • On the Internet Explorer menu bar, go to Tools, then click on Internet Options.

  • Under Internet Options, choose the Advanced tab. Under Security, uncheck Do not save encrypted pages to disk if it is checked.

  • This should bring back the Run option.


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Modifying a Payroll Interface in Setup in Classic Vista

Be sure the client’s Payroll Interface record in Vista is configured to accept Fringe changes and/or additions performed by EP. To do this, have the client follow the steps below.

  • In Vista, click on Setup then Payroll Interface.

  • The box below will appear. Notice that when you first bring up this table it is in ADD mode. You will need to change it to MODIFY mode as explained below.

  • Click on Function, then Modify.

  • Once in Modify mode, right-click inside the Invoice Prefix box.

  • There are three different things that could happen when you right-click in the Invoice Prefix box.
    • A: You will get a message that reads: No records found. If this is the case, please advice the client to speak to a Support Center Representative.
    • B: The screen will automatically populate with the Payroll Interface record. If this is the case, proceed to next step.
    • C: A selection box (Disc104 below) will come up. If this is the case, select the proper Company/Currency/Bank combination record by clicking on it. Then click on Done.

  • Confirm that you are in MODIFY mode.
  • Confirm that the first question: Do you want to update Fringe/Journal tables with EPs? is set to Y (for YES). If it says N,change it to Y. If you had to change it to Y, be sure to press the ENTER key on your keyboard to save the change.

  • You have now configured your Vista system to update your Fringe/Journal tables with EP’s. The update will occur with the next invoice that you receive into Vista provided the invoice was created after Marketing updated your Fringe table.
  • If the invoice was created before the Fringe/Journal table was updated by Marketing, an invoice remake will be necessary.

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Modifying a Purchase Order with Taxable Line Items in Global Vista

Users who entered a P.O prior to the 6.28 release may have a problem with modifying the money amount on that P.O. if it is a taxable vendor with taxable line item entries. When saving the record, they will get a Java error: P.O. Header record not copied properly.

The workaround to fix this is:

  • Make note of each Line Item that has been taxed and its tax code. (Unfortunately, running a P.O. History or P.O. Print report will not show the tax codes. If the user happens to know the batch name this P.O. was entered in, then you can print an Audit report.)
  • Uncheck each line that has the tax code checked and save the record.
  • Re-check the correct lines and add in the tax code if the default wasn’t set up. Save the record.
  • The user will now be able to modify the money amount and save the P.O.

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Payroll Receive Instructions

Posting an AP Invoice

To post an AP Invoice in Vista 5:

  • Go to Accounts Payable > AP Invoice Post.

  • Select Company, Currency, Batch ID, and then choose Update Detailed Selection.

  • Choose the invoices you wish to post, then select Post Transaction/s.

  • Click Yes to confirm the posting.

  • Once you receive the Confirmation, select OK.

  • The system will then generate an AP Posting Report.


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Posting the AP Check Register

To post the Check Register in Vista 5:

  • Go to Payments > Check Register Post.

    There are multiple Actions available when doing a check run. Depending on your needs, you will need to flag each check item with the appropriate action.

    • Verify
      Select this option to confirm your checks printed correctly.
    • Restart
      Select this option for the checks you need to reprint.
    • Exclude
      Select this option to tell the system that this check was never processed. It will allow you to use this check number for a different invoice. This will also put your AP invoice back into the Process Payments module.
    • Void
      If your check was damaged, choose this option to void the check.

Action – Verify

  • Action – Verify is used to confirm the checks that were printed accurately. From the drop-down list, select Verify.

    NOTE: If your checks did not print correctly, then skip to Action – Restart below.

  • Select Process to post the Check Register (if applicable, the Positive Pay report will also run automatically).

  • When the Confirm screen appears, select Yes. The Check Register posting report and (if applicable) the Positive Pay report will populate.

  • Select OK to acknowledge that the payment has been posted.

Action – Restart

  • Action – Restart allows the user to reprint AP checks that require a reprint. Select Restart from the drop-down list for each check to be reprinted.

  • Verify the restart check number to be used and press Process to send the new print job to the printer.

  • When the Confirm screen appears, select Yes.

  • A warning will appear to prepare your printer. When ready, select Yes.

Action – Restart/Void

  • If needed, select Void in addition to Restart if you need to void an existing check and restart the printing on a new check number. Verify the restart check number to be used and press Process to send the new print job to the printer.

  • When the Confirm screen appears, select Yes.

  • You will get a warning to prepare your printer. When ready, select Yes.

  • The Check Register Posting report and (if applicable) the Positive Pay report will populate.

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Print Copies of Payroll Checks in Classic Vista

To print copies of Payroll Checks:

Note: Vista will only print Check Copies for invoices with Location Check Print capability. Vista will NOT print copies for invoices whose checks were printed at Entertainment Partners.

  • Go to the Vista menu and click on P/R. Select Payroll Reporting, and then choose Location Check Print.

  • This will open the Location Check Print window and the PIN ID window.
  • In the PIN ID window, enter the pin number in both the Enter PIN Number and the RETYPE TO AUTHENTICATE fields.

  • In the Location Check Print window, click on the Function drop-down menu and select Print Copies.

  • Enter the Invoice number in the Invoice No fields. Click on the ENTER button or press Enter on the keyboard.

  • A Location Check Print prompt will appear alerting the user that the application is ready to print copies and to mount plain paper in the paper tray. Click OK to print check copies.


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Printing 1099s and Form 1096

1099-MISC Form

To print 1099s in Vista 5 (V5):

  • From the Vista 5 Menu, go to Vendors > Tax Cycle > Tax Report.

  • In the Tax Report module under the Report Selection panel, change the Run selection to Tax Form (1099). Select Print and confirm that the Printer Name shown is correct.

  • In the Company Information panel, use the drop-down selection arrows to select the Company, Currency, and Tax Form (1099). Enter the year for which you are reporting 1099s in the Tax Year window.

  • Next, go to the Forms section of the Tax Report module. Use the arrow drop-down to expand.

  • Within the Tax Form section, make sure the correct No. of Copies is listed. Choose either New or Correction for the Mark Form as. You have now entered the required criteria for printing your 1099-MISC forms. The Transmittal Form option is only used for Form 1096, to be covered later in this document.

  • Choose the Run Report/Form button at the bottom right-hand corner of the panel to send the 1099 print job to your printer.

Form 1096

Form 1096 must be included for all paper filings to the IRS. Currently, the IRS will accept 1099 filings only through its Filing Information Returns Electronically (FIRE) upload site if there is an excess of 250 1099s. For more information regarding Form 1096, please contact the IRS.

  • From the Vista 5 Menu, go to Vendors > Tax Cycle > Tax Report.

  • In the Tax Report module under the Report Selection panel, change the Run selection to Tax Forms (1096). Select Print and confirm that the Printer Name shown is correct.

  • In the Company Information panel, use the drop-down selection arrows to select the Company, Currency, and Tax Form (1099). Enter the year for which you are reporting 1099s in the Tax Year window.

  • Within the Tax Form section, ignore the correct No. of Copies and the Mark Form as sections; these are used for 1099-MISC forms only. Select the Transmittal Form – Mark as Final Return option if needed.

  • Choose the Run Report/Form button at the bottom right-hand corner of the panel to send the 1096 print job to your printer.


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Printing a Sample PR Check in Classic Vista

To print a Vista PR check sample to see if it is aligned properly and establish printer LCP/MICR font and system capabilities for Location Check Printing:

  • Go to the Vista menu and click on P/R. Select Payroll Reporting and then choose Location Check Print.

  • This will open the Location Check Print window and the PIN ID window.
  • In the PIN ID window, enter the pin number in both the Enter PIN Number and the RETYPE TO AUTHENTICATE fields.

  • In the Location Check Print window, enter the desired invoice number in the third Invoice No field and type ‘ALIGN’ in the Passcode field.

  • Click on the ENTER button in the Location Check Print window. This will print a sample payroll check.


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Printing AP Checks through the Process Payments Module

To print AP Checks through the Process Payments module in Vista 5:

  • Go to Payments > Process Payments.

  • If not pre-selected, enter the appropriate Company, Currency, and Bank Information.

  • Optional Filters can be used to search for specific transaction numbers, entry dates, year periods, source codes, etc.

  • The Transactions Including the Accounts filter can also be used to search for a range of accounts, or for a specific Location, Production, Detail, or Set.

  • Choose Update Detailed Selection to list all available, posted, unpaid invoices. Invoices that are available to select and pay will appear under the Detailed Selection.

  • If not pre-selected, check the Pay box to choose for which transactions to cut a check.

  • Verify the Payment Type, Check #, Check Date, and Printer. Modify the information if necessary.

    NOTE: Check Alignment can be performed by clicking the Check Alignment button.

  • Selecting the Pre-Check Register option will generate a Pre Check Register Report that shows the Bank Account, Payment number, Vendor Name, Amount, Type, Payment Date, and Year Period.

  • Choose Process Payment to print AP checks.

  • You will get a warning to prepare your printer with check stock. When ready, select Yes.

  • When finished printing checks, the Check Register Post module will automatically appear in V5.

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Receiving Payroll and Doing Labor Corrections with the Payroll Edit Module

To receive payroll and do labor corrections with the Payroll Edit module in Vista 5:

The Payroll Edit module is used to Receive Payroll cost packages and allows the user to edit coding for employees and Labor Corrections, if needed.

NOTE: The user must have payroll access to receive payroll files. Access requests should be forwarded to the EP Client Services department.

  • Go to Payroll > Payroll Edit.

  • Select Get More Invoices to locate the invoice(s) that you are looking for.

  • Click on Portal to download the invoice from VPO.

    Download options include:

    • Only Non-Downloaded Invoices
      Lists all available invoices that have not yet been downloaded.
    • Only Downloaded Invoices
      Lists all invoices that have previously been downloaded.
    • Both
      Lists all invoices, regardless of their download status.
    • Receive From: Disk Drive
      Used to manually upload invoices from your computer into V5.

    NOTE: If you still are unable to locate an invoice, or if you receive an error stating User doesn’t have permission to download packages, please contact the EP Service and Support department for assistance.

  • Once the relevant invoices appear, check the box next to each invoice number and select Receive.

  • The system may then prompt you to confirm If a Fringe Table exists for this client, do you want to overwrite it?

    • Choose Yes if you would like to overwrite the Fringe Table with the information that is currently on file with our Client Services department.
    • Choose No if you would like the Fringe Table to remain in its current state.
  • Click OK to confirm that the Receive was successful.

  • The downloaded invoice(s) will then appear in the list at the top of the Payroll Edit screen. Choose the first invoice that you would like to view or edit.

  • Edit the labor account number and/or tax code for each line item on the selected invoice. Information may be found faster by entering an employee’s name in the Find Employee field, or by sorting each of the columns.

  • Click the plus icon (+) to the left of each line item to see the specific Job Costs and Fringe Distribution for each check.

  • Adjustments can be made to coding, including free fields and sets. In addition, a line item can be split if desired.
    • Right-click on the relevant line item and select Split.

    • The line can be split Evenly or by Custom. The total of the split must equal the line item’s original amount. Press OK to confirm the split. Upon making this split, the user can then further adjust the account coding if necessary.

  • Select Recalculate Fringes to see the updated fringe amounts in the Fringe Distribution grid.

  • Select Update Changes to save your changes and return to the invoice.

  • When finished making the rest of the changes to the invoice, click on the Save icon (or press the Enter key on the keyboard).

  • Select OK to confirm your changes will be saved.

  • If there is an exclamation point (!) in the Err column, there is an error or warning on the payroll invoice.

  • Reopen the invoice and view the error/warning list at the bottom of the Payroll Edit screen.

  • Click on Show only Errors/Warnings to see the just line items that need to be adjusted. Correct the errors and resave the changes.

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Reopening a Closed Year Period

To reopen a closed year period in Vista 5:

  • Go to Setup > Period Maintenance.

  • Select the previously closed period and click on Re-open.

    NOTE: If there are transactions that have already been posted in the Current or Next year period, the previous year period cannot be reopened.

  • If the Current Ending Date needs to be changed, double-click on the date in the Ending Date field and select a new date from the calendar.

  • If the Current ID date needs to be changed, double-click on the date in the ID field and type in a new Year Period date.

  • The system may give you a warning that the period dates are not in sequence. Select OK to proceed or Cancel to make further changes.

  • The Next period date can also be modified if necessary (it can also be modified when closing the period in the Update Ledger Period module).

  • When finished, click the Save button to save the changes and select OK to confirm.

  • A confirmation message will then appear at the bottom of the screen.


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Retransferring AP Positive Pay Information

To retransmit Positive Pay information in Vista 5:

  • Go to Payments > Banking > Positive Pay.

  • In the Selection Criteria, choose a Bank Account. Check the Retransfer box and select the transfer code from the drop-down box.

  • Select Generate Positive Pay Report to print the report only. Select Generate Positive Pay to send the file to the bank and print the report.

  • The Report Tracker will pop up with a Building Report… message.

  • The Viewer will then generate the report. You may choose to Save or Print at the bottom of the window. The Positive Pay file will save in the same location where you save the report. However, if the account is set up for automatic bank transfer, the file will not be available.


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Retransmitting a Posted-Unpaid AP Invoice

To retransmit Positive Pay information in Vista 5:

  • Go to Accounts Payable > AP Invoice Entry.

  • Click on the Entry button to change the mode to Search.

  • Select one of the search criteria to locate the Posted-Unpaid Invoice you wish to reverse, and then click the Search button.

  • Once the invoice information appears, click on the R button to reverse the Posted Unpaid Invoice.

  • Select OK on the confirmation prompt to proceed.

  • Select Yes to complete the AP Invoice Reversal.

    NOTE: There is no batch to be posted. The changes will automatically display on the General Ledger.


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Reversing a Posted AP Transaction in Global Vista or Classic Vista

To reverse an AP invoice that has already been posted but the check has not been cut, follow the steps below.

Note: If the check has already been cut then the check will need to be cancelled in the AP Cancel/Reissue module.

  • Go to the Vista Menu and click on A/P. From the drop-down menu, choose Invoice and then Modify Open Items.

  • This will open the Modify Open Items window.

  • Click on Function and select AP Reversa l.

  • This will create a Reversal Batch.

  • In the Bank Code field, enter the Bank in which the invoice was posted.

  • Press Enter to exit the Bank Code field.
  • Enter the vendor name of the Invoice in the Vendor field.
  • Enter the invoice number in the Invoice field and press Enter. Note: Right-click or hit F12 in the Invoice field to see which invoices are posted for this particular vendor.

  • This will open the Modify Open Items window that will prompt the question: ‘ Are you sure you want to create a reversal for this invoice?
  • Click Yes.

  • Record your Transaction Number for the reversal.

  • Go to the Vista Menu and click on A/P. Click on Invoice, and select Invoice Audit.

  • Go to the Vista Menu and click on A/P. Click on Invoice, and select Invoice Post.

  • Enter the batch number in the Batch field. Click on ENTER.

Once the reversal batch has been posted, this entry will offset the original posted transaction. These changes will still need to be posted to the check registry to void the checks. Both the original invoice and the reversal invoice should be run through these pieces of the Check Cycle : Invoice SelectCheck Register and Check Register Post Report.


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Reversing a Posted Payroll Invoice

To reverse a Posted Payroll Invoice in Vista 5:

The Reversal function within the Payroll Post module allows users to reverse posted payroll invoices from the system.

  • Go to Payroll > Payroll Post.

  • Select Posted to bring up all previously posted payroll invoices. Each of the columns can be sorted to help you find an invoice faster.

  • Select the relevant invoice(s) by checking the box for Reverse.

  • Under Report Selection, select the desired report output format.

  • Under Sort/Group, select the Sort By, Fringe To, and Billover types if desired.

  • Select Reverse Transaction(s) to complete the reversal.

  • Select OK to confirm the transaction will be reversed.

  • The Reversal Posting Report will automatically generate, showing the items that have been reversed.


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Reversing a Posted Unpaid AP Invoice

To reverse a posted unpaid AP Invoice in Vista 5 (V5):

  • Go to Accounts Payable > AP Invoice Entry.

  • Click on the Entry button to change the mode to Search.

  • Select one of the search criteria to locate the Posted Unpaid Invoice you wish to reverse. Then, click the Search button.

  • Once the invoice information appears, click on the R button to reverse the Posted Unpaid Invoice.

  • Click OK on the confirmation prompt to proceed.

  • Click Yes to complete the AP Invoice Reversal.


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Running a Bank Reconciliation Report

To reconcile items in the Bank Reconciliation process for Vista 5:

  • Go to Payments > Banking > Reconciliation Report.

  • From the Report Selection criteria, choose from Summary, Detail (All), or Detail (Outstanding Only), followed by the print output method.
  • Choose the Bank Account and Statement Date, then press the Run Bank Recon Report button.

  • The user has the option to run three types of Bank Reconciliation Reports: Summary, Detail (All), and Detail (Outstanding Only). Regardless of which Report Type is selected, each section will display on a different page. For example, one page would list the Cleared Deposits & Fees. The next page would list Cleared Payments, etc.
    • Summary
      This report provides a summary of the Bank Information, GL Information, Cleared Items, Outstanding Items, and Reconciling Items based on the selected Statement Date as seen in the sample below:

    • Detail (All)
      This report includes the summary information listed in the Summary Report, plus a detailed listing of all checks and Journal Entries, both cleared and uncleared:

    • Detail (Outstanding Only)
      This report includes only outstanding checks and Journal Entries that have not been cleared:


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Running a Cost Transaction with a Memo in Global Vista

To run a cost transactions report with memo fields:

  • Go to the Global Vista menu and click on Reports. Click on Cost Reports and select Memo Cost.

  • This will open the Memo Cost window.

  • In the Required section, right-click or press F12 in the Company, Currency, and Prod Number fields to select the desired information.

  • In the Date Range section, enter the desired To and From dates.

  • In the Report Type section, select the Transaction radio button.

  • If POs are not to be included, click in the Include POs box to deselect it.

  • In the Memo Field section, select the desired memo fields by clicking in the associated radio buttons.

  • Press Enter on the keyboard to run the report.

NOTE: To easily re-run the same report without having to re-enter details, save the report criteria as a Profile. To do this, enter a profile name in the Select Profile field.


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Running a Payroll Audit Report

To run a Payroll Audit Report in Vista 5:

The Payroll Audit report allows users to verify coding and amounts for labor and fringes before proceeding to post the transactions to the general ledger.

  • Go to Payroll > Payroll Audit.

  • The Payroll Audit screen has the following options:

    Output Formats – Choose the desired report format by checking on the appropriate box:

    • Viewer
      This format displays the report on the screen.
    • Print
      This format sends the report to a selected printer. Click the drop-down arrow to see a list of your available local and network printers. Click a printer to select it and click OK to close the list. Click Cancel to close the list without selecting a printer.
    • PDF
      This format produces a downloadable PDF version of the report.
    • Word
      This format produces a downloadable Word version of the report.
    • Excel
      This format produces a downloadable Excel version of the report.
  • Next, select your Vendor and Invoice # and click on Update Detailed Selection.
    • Historical Report will allow you to run an audit for all posted invoices. However, you will only be able to choose posted invoices from the Invoice # drop-down list.
    • Sort options include Union, Employee, or Account.
    • You can choose to display fringes in Summary or Individual/Check.
    • You can choose Billover information (if applicable) in Summary or Detail.
  • After clicking Update Detailed Selection, the invoice will appear in the Detailed Selection list. Click on Run Payroll Labor/Fringe report to generate the report.

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Running a Payroll Earnings Report

To run a Payroll Earnings Report in Vista 5 (V5):

  • From the Vista 5 menu, go to Payroll > Payroll Earnings Report.

  • Select the Report Names and output formats.

    Report Names
    Vista 5 will default to run both the Summary and Detail versions of the Earnings Report.

    • Earnings Report – Summary provides totals for each employee and category.
    • Earnings Report – Detail provides details for each payment by employee and category.

    Output Formats
    Vista 5 can output a report in a variety of formats, as follows:

    • Viewer
      This format displays the report on the screen.
    • Print
      This format sends the report to a selected printer. Click the drop-down arrow to see a list of your available local and network printers. Click a printer to select it and click OK to close the list. Click Cancel to close the list without selecting a printer.

    • PDF
      This format produces a downloadable PDF version of the report.
  • Choose a Selection Criteria for the report.

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Running an Open Items Aging Report

To run an Open Items Aging Report in Vista 5:

  • Go to Accounts Payable > Open Items/Aging.

  • There are four types of reports to choose from under Report Selection:
    1. Summary
      Reports Vendor, Amount, and Number of Invoices.
    2. Detail by Vendor
      Reports in the order of Details.
    3. Detail by Due Date
      Reports in the order of Due Date.
    4. Open Items Cash Requirements
      Reports how much money you need to cut checks.

  • To run a search, enter the Company, Vendor, Currency and Bank information in the Selection Criteria. Pay Through Date includes the Open Items and Cash Requirement reports. When finished, select Run Open Items Report.

  • The Report Tracker tab will pop up. You will see the message: Building Report.

  • The Viewer will then generate the report. You may Save or Print the report at the bottom of the window.


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Running AP Audit Reports

To run an AP Audit Report in Vista 5:

  • Go to Accounts Payable > AP Audit Report.

  • Choose how to run the report in the Report Selection, either by Transaction or by Distribution. Transaction will sort the report in Transaction Number order. Distribution will sort the report in Account Number order

  • Select the Company, Currency, and Batch ID.

  • Check the Historical Report box to choose from AP batches that have already been posted.

  • The user also has the ability to choose other Optional Filters to run the report by Transaction, Entry Date, Due Date, and Invoice Date.

  • The user can also choose Account Filters to further expand the report options, if desired.

  • Once all of the report criteria have been chosen, click on Update Detailed Selection.

  • Click on Run Audit Report.

  • Prior to posting, the Audit Report is then used to verify the accuracy of the information entered.


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Self Service Password Reset

To perform a Self Service Password Reset:

  • Navigate to Vista Exchange login page at https://ve.ep.com.

    sspr_image001

  • Click the Forgot Password link.

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  • Under Password Reset Email, enter your Username.

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  • Click the Send Email button.

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    An email will be sent to the email address that is associated with your Vista Exchange account.

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  • Navigate to your email inbox and open the message from Entertainment Partners.

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    NOTE: If you do not receive an email within a few minutes, check your email’s spam folder. You may also contact support at 818 955 6300, or by email at support@ep.com.

  • Click the Click Here to Reset Password button.

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    The New Password page will appear.

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  • Create and enter a password in the Create a new password field by using the following criteria:

    Password Rules:
    Cannot use 9 prior passwords
    Cannot use your name or username

    Must Contain at Least:
    1 uppercase and 1 lowercase letter
    9 characters
    1 number
    1 symbol

    A check sign will indicate your password meeting the required criteria.

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  • Enter your password again in the Confirm your new password field to confirm.

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  • Once finished, click the Reset Password button.

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    A confirmation message will appear in the top right of your screen once your password has been reset.

    sspr_image011

  • Proceed to signing in using your new password.

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Setting Up Required Records for 1099s and Tax Reporting

To set up required records for 1099s and tax reporting in Vista 5 (V5):

Company Setup – Tax Contact Setup

  • From the Vista 5 Menu, go to Setup > Company.

  • Change the mode from Entry to Search.

  • Once in Search mode, bring up the Company record. If more than one company record exists, you will need to repeat these steps for each company for which you will be filing 1099s.

  • Once the Company Information populates into the fields, confirm that all Company and Tax Information have been set up and are accurate.

  • The ICR Information section is not required for filing 1099s. However, you will need to have the ICR info sub-panel set up completely and accurately for ICR Reporting.
    • State of Incorporation
      The two-digit abbreviation of the state in which the production company is incorporated is input into this field. This information can be verified with the production’s corporate accounting office.
    • State Tax ID
      Input the State Tax ID Number assigned to the production company by the company’s state of incorporation. This information should be verified with the production’s corporate accounting office.
    • Reportable Amount
      Input the dollar limit that you will report to the Employment Development Department (EDD) for Independent Contractor Reporting (ICR), currently $600.00 for California.
    • Income to Report
      For income to report to the EDD, the options are: 7, for non-employee compensation; NEC Only, required by the state of California; or All, which will include all 1099 earnings regardless of tax code.

  • Once you have updated the Company Information, select the Add’l Information tab to create a Tax Contact.
  • Navigate to the lower portion of the Add’l Information module to add in Contact Information (Including Tax Contact).
  • Type in the Contact Name. Move your mouse pointer to this column and single-click to access the cell to type in the name. This will be the name of the person at the production or studio (not Entertainment Partners) to whom the production’s vendors or CA EDD may direct questions regarding their 1099s or ICR filings.
  • NOTE: If the production’s accounting office is only a temporary entity, then a contact name and phone number at the production’s corporate level is appropriate.

  • The Comments section is optional and will not have any bearing on the 1099s.

  • Use the Type field to select the method of communication that will be designated to the Contact Name. Move your cursor to this field and use the F12 key to pull up the following types: Business Phone, Email, Fax, Mobile, or URL. Select the Type you wish to use in the pop-up window, and then press Ok.
  • Enter the tax contact’s phone number or email address under Value column.
  • Use the Save icon or press Enter on your keyboard to save the Company and Tax Contact records.

Tax Setup

  • From the Vista 5 Menu, go to Setup > Tax Setup.

  • In the Country field, use the drop-down selector and choose USA to populate the 1099 Tax Form information. Please contact EP if this this information does not exist.
  • You can apply an Aggregate Across Tax Codes which will apply the Aggregate Minimum Tax Limit across the codes listed. You can enter in minimums to set a different amount. If you would like Vista 5 to produce a 1099 regardless of income, set the Minimum to $0 and do not use the Aggregate Across Tax Codes option.
    • The IRS Federal Tax Limit remains at $600 in aggregate for boxes 01, 03, 06 and 07.
    • Box 02 amount = $10
    • Box 14 amount = $600
    • Box 04 and 16 amount = $0

    Tax Report

    • From the Vista 5 menu, go to Vendors > Tax Cycle > Tax Report.

    • This will open the Tax Report module. Enter the Report criteria as explained below.

    • In Report Selection, select either Tax Report – Detail OR Tax Report – Summary.
      • Tax Report – Detail
        Lists detailed earnings for all transactions, including document number, transaction number, description, date, and state breakdown for reported vendor(s).
      • Tax Report – Summary
        Lists the total amount of earnings per state for each vendor.
    • In Company Information, use the drop-down selection arrows to select the Company, Currency, and Tax Form (1099). Enter the year for which you are reporting 1099s in the Tax Year window.
    • Optional Criteria allows the user to select a single or combination of vendors to run a Tax Report. Use the arrow drop-down to choose a vendor or multiple vendors. Leaving this field blank will produce a report for all vendors.
    • Tax Report (Detail and Summary) Options:
      • Sort By allows sorting of the 1099 Tax Report by Vendor Name, TIN Name, or SSN/FID.
      • Include determines which vendors will be included in a Tax Report: All will produce a report of all vendors regardless of taxable amounts or taxable status; 1099-able vendors will produce a Tax Report of only vendors that are set up as taxable for 1099 in Vendor Entry, regardless of income; Non 1099-able vendors will produce a Tax Report for non-1099 vendors (e.g., vendors marked as Corporations under the Tax Information section of Vendor Entry).
    • Once all of the required fields have been selected, you are ready to run your Tax Report. Please select one of the printing options to view the report. You are now ready to audit for 1099 processing.
    • For instructions on printing 1099s from Vista 5, please go to Does this answer your question? (0) (0)

Setting up the Necessary Records for 2016 1099 Tax Reporting

If you are filing yourself, here are instructions on how to set up the necessary records for 1099 reporting in Classic Vista for 2016.

NOTE: A two-part training video is also available on our BroadcastEP YouTube Channel:

To verify that everything is ready for 1099 reporting:

  • From the Classic Vista Menu, go to Setup > Company.

  • Bring up your company record by pressing F12 or right-clicking. Confirm that all fields have been set up correctly. Verify that there is a valid Federal Tax ID number and Tax Contact. If more than one company record exists, repeat these steps for each company.

Tax ID (1099) Setup

  • From the Classic Vista menu, go to A/P > Tax Cycle > Tax ID Setup .

  • Select the appropriate function: Add, Modify,or Inquire, depending on if the record already exists or if it needs to be set up.
  • Select the Company and Currency for which the production will be reporting 1099s.

    NOTE: If the production has established several company numbers, then the process described here must be repeated for each company through which 1099s will be generated.

Federal

Data input into the Federal section of the Tax ID (1099) Setup is required for reporting to the IRS.

  • Tax ID
    Input the company’s assigned Federal Tax ID Number. The production’s corporate tax accounting department should be able to provide this information.
  • Enter the Transmitter Control Code.

    NOTE: If EP is filing 1099s for your company, please call EP Service and Support at 818.955.6300 to obtain EP’s TCC number. If your company is filing their own 1099s, please check with the studio controller for your company’s TCC number.

  • Tax Limit Amount (Boxes 1, 3, 6, and 7)
    The federal Tax Limit Amount for filing 1099s to vendors is $600.00. When typing into this field, input both the dollar amount and the decimal point. Omit any dollar signs and cents. For example, to input the federal Tax Limit Amount of $600.00, input 600.
    • Vista can print a 1099 for each vendor to whom any amount has been paid. To do so, set the Tax Limit Amount to zero in Tax ID (1099) Setup.
  • Contact Name, Phone Number, and Email Address
    Input into these fields the Name, Phone Number, and Email Address of the person at the production or studio (not Entertainment Partners) to whom the production’s vendors should direct questions regarding their 1099s.
  • State of Incorporation
    Input the two-digit abbreviationfor the state in which the production company is incorporated. This information can be verified with the production’s corporate accounting office.
  • State Tax ID
    Input the Tax Identification Number assigned to the production company by the company’s state of incorporation. This information should be verified with the production’s corporate accounting office.
  • EDD Limit Amount
    Input the dollar limit that you will report to the Employment Development Department (EDD) for Independent Contractor Reporting (ICR), currently $600.00 for California.
  • Income to Report to EDD
    For Income to Report to the EDD, the options are 7 for non-employee compensation only (required by the state) or A for all. This would include ALL 1099 earnings.

Tax Report

  • From the Classic Vista menu, go to A/P > Tax Cycle > Tax Report.

  • Select the Report option under Filing Options. This function produces a list of vendors and their taxable income totals.

  • Input the Company, Currency, and Tax Year.
  • Use the Vendor and Tax ID fields to select a single vendor for reporting. Leaving these fields blank will produce a report for all qualifying vendors.
  • Do not enter a Bank Code. This feature is currently unavailable.
  • Select a sorting option in Report Options.

    NOTE: Vendors who are missing or have invalid Tax ID information will always show up first in the Tax Report, regardless of sorting option chosen.

  • Press Enter to run the report.
  • Run your Tax Report. In addition to auditing for proper tax amounts, make sure the Tax Report is error-free. Verify that all taxable vendors have a valid Tax ID Number. Invalid Tax ID Numbers will show up first in the Tax Report and they will have an asterisk under the Tax ID Number column as shown below. If there are any invalid Tax IDs, go to AP > Vendor > Vendor Entry and make the corrections. Upon completion of updating the vendor records, re-run the report and check that there are no more errors.
  • Once the Tax Report is error-free, you are ready to print 1099s.


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Setting up the Necessary Records for 2016 1099 Tax Reporting

If you are filing yourself, here are instructions on how to set up the necessary records for 1099 Reporting in Global Vista for 2016.

NOTE: A two-part training video is also available on our BroadcastEP YouTube Channel:

To review that everything is ready for 1099 Reporting:

Tax Contact

  • From the Global Vista menu, go to Setup > Tax Setup > Tax Contact.

  • Go to File > Modify.
  • Once in Modify Mode, bring up the record by right-clicking or using F12. Confirm that all required fields (required fields are in yellow) have been set up. If you do not have a Tax Contact set up, you will need to add one and Save the record. To add a record, go to File > Add .

Tax Form

  • From the Global Vista Menu, go to Setup > Tax Setup > Tax Form .

  • Go to File > Modify.
  • Right-click or press F12 on the keyboard while in the Form field to populate the 1099 Tax Form.
  • Enter the Transmitter Control Code (TCC) .

    NOTE: If EP is filing for your company, please call EP Service and Support at 818.955.6300 to obtain EP’s TCC Number. If your company is filing their own 1099s, please check with the studio controller for your company’s TCC number.

Tax Code

NOTE: The Tax Code module is for reference only. Amounts entered in the Min column will not have any effect on what information lists on the Tax Report. The current IRS Tax Code limits are hard-coded in the GV application.

Company

  • From the Global Vista menu, go to Setup > Company.

  • Go to File > Modify.
  • Select the company record for which the production will be reporting 1099s. If the production has established several company numbers, then the process described here must be repeated for each company through which 1099s will be generated.
    • Address
      The production company’s information must be completed accurately for the IRS to accept the 1099 data and for the production to avoid costly penalties.
    • Tax Information
      To access this field, please select the Add New icon.
      • Right-click or press F12 in the Tax Form field to populate the 1099 Form.
      • Right-click or press F12 in the Tax Contact to bring up your contact record.
      • Enter your company’s Tax ID Number . The production’s corporate tax accounting department should be able to supply the Federal Tax ID number.
    • ICR Information
      The ICR Info section is not required for filing 1099s. However, you will need to have this set up for Independent Contractor Reporting.
      • State of Incorporation
        The two-digit abbreviation of the state in which the production company is incorporated is input into this field. This information can be verified with the production’s corporate accounting office.
      • State Tax ID
        Input the State Tax ID Number assigned to the production company by the company’s state of incorporation. This information should be verified with the production’s corporate accounting office.
      • EDD Limit Amount
        Input the dollar limit that you will report to the Employment Development Department (EDD) for Independent Contractor Reporting (ICR), currently $600.00 for California.

    Tax Report

    Once you have all of the Tax Setup complete, you are able to run your Tax Report.

    • From the Global Vista menu, go to Reports > Tax Cycle > Tax Report.

    • This will open the Tax Report. Enter the Report criteria as explained below:

      • Report Type
        Select Report.
      • Tax Information
        Right-click or press F12 in the Tax Form field to populate the 1099 Form record.
      • Currency Information
        Select the appropriate Company and Currency.
      • Limit by Vendor
        Use this option to select a single Vendor for reporting. Leaving this field blank will produce a report for all vendors.
      • Report Level
        • Only 1099 Vendors
          This option will produce a report of only vendors that are set to use the 1099 Form in Vendor Entry and who meet the minimum IRS tax limits.
        • Include Vendors with Zero Taxable Income
          This option will produce a report of all vendors who have received any payment in the reporting year, regardless of taxable status or income earned.

          NOTE: Selecting both options above will produce a report of all vendors that are set to use the 1099 Form in Vendor Entry, regardless of taxable amounts.

      • Sort By
        A user can sort the Tax Report by Vendor Name Tin Name, or Tax ID.

        NOTE: Vendors with invalid tax ID records will be listed first on the report, regardless of sorting option selected.

    • Once all criteria have been selected, you are ready to run your Tax Report. Please select one of the printing options to view the report. You are now ready to audit for 1099 processing.
    • In addition to auditing for proper tax amounts, make sure the Tax Report is error-free. Verify that all taxable vendors have a valid Tax ID Number. Invalid Tax ID Numbers will show up first in the Tax Report with an asterisk under the Tax ID Number column as shown below. If there are any invalid Tax IDs, go to Accounts Payable > Vendor > Vendor Entry and make the correction. Upon completion of updating the vendor records, re-run the report and check that there are no more errors.
    • Once the Tax Report is error-free, you are ready to print 1099s.


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Setting Up the Payroll Fringe Table

To set up the Payroll Fringe Table in Vista 5:

The Fringe Table Setup module contains all of the Fringe, Memo, and Journal Table account information for each client number.

NOTE: PR interface record must be set up first and the client number must exist. The client number will load into the system with the first payroll invoice that is received.

  • Go to Payroll > Fringe Table Setup.

  • The Fringe Table, Memo Table, and Journal Table tabs will populate on the screen. By default, the Fringe Table account information will appear first.

  • Select the relevant Client Number and Country.

  • In the Range Setup area, enter the production account range in the Production From and Production To fields. Click in the field and press F12 on the keyboard to see a list of available accounts.

  • Enter the cost account ranges in the Account From and Account To sections. This should include the detail account ranges for each specific fringe account.

  • In the far right-hand column is the Fringe Setup Per Range table. Click on the first Account From/Account To line that you would like to set up fringe accounts for.

    For example, if you select the account line for 60001-64401 ZZ, you can then enter the Fringe Setup Per Range in the right-hand column with the MAJMN fringe account 69001.

  • When finished, click the Save icon (or press Enter on the keyboard) to save your changes.

  • Use the Memo Table to categorize special conditions for memo codes and to overwrite default fringe categories.

  • Navigate to relevant fringe, click in the memo column to be changed, and press F12 on the keyboard to see a list of available memo codes.

    For example, if all fringes need to be tagged with memo code A except for FICA1, you can enter a memo code of B for FICA1.

  • When finished, click the Save icon (or press Enter on the keyboard) to save your changes.

  • Use the Journal Table to enter the corresponding offset accounts for posting payroll to AP. Please refer to your chart of accounts to locate or create the accounts needed.

  • When finished, click the Save icon (or press Enter on the keyboard) to save your changes.


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SSL Error 70 at Vista Exchange (VE) Log In

  • Check date and time within Windows. From the desktop, double-click the time in the bottom right-hand corner.

  • Date And Time must be up-to-date with the current date and time reflected. It is important that the day month and year are current.

  • After updating the day, month, and year, hit OK and then try to log in to VE again.

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System Requirements

Local Install
Vista Exchange
Printer Specifications

Local Install
Classic Vista can be installed locally on Windows-based PCs. This option is NOT available on Mac.

  • Computer(s) – Windows Certified PC
    • Windows XP 32-bit
    • Windows Vista 32-bit/64-bit (after upgrade to Classic Vista 32-bit programs)
    • Windows 7 32-bit/64-bit (after upgrade to Classic Vista 32-bit programs)
  • Network – Ethernet
    • 10/100 or 10/1000
    • Wireless NOT recommended
  • Printers
    • PCL 5, PCL 6, or Post Script compliant printers
      • Host-based printers NOT supported
      • Wireless printers NOT recommended

      NOTE: MICR Toner is required for Location Check Printing (P/R) and AP MICR Checks.

  • Recommended Software – PDF Printing
    • Local installations of Classic Vista do not include a PDF printer. If you need reports to be in PDF format, you will require additional PDF Printing software.

Vista Exchange
Classic Vista can be hosted on Vista Exchange and accessed using Citrix ICA Client.

  • Computer(s)
    • Windows Certified PC
      • Windows XP 32-bit
      • Windows Vista 32-bit/64-bit
      • Windows 7 32-bit/64-bit
    • Mac
      • OSX Snow Leopard
      • OSX Lion
        • Location Check Print (P/R) NOT available on Mac
        • AP MICR NOT available on Mac
        • Bootcamp and PC Emulation NOT supported
  • Network – Ethernet
    • 10/100 or 10/1000
    • Wireless NOT recommended
  • Network – Broadband Internet Access
    • At least 256 kB per session of dedicated bidirectional bandwidth required per user (1 MB highly recommended)
    • Best results experienced when accounting staff has their own dedicated line
  • Printers
    • PCL 5, PCL 6, or Post Script compliant printers
      • Host-based printers NOT supported
      • Wireless printers NOT recommended

      NOTE: MICR Toner is required for Location Check Printing (P/R) and AP MICR Checks.

Printer Specifications
Please check the Citrix Ready Product Catalog to verify that your printer works with Citrix. This list includes the latest printers from multiple manufacturers.

  • HP Printers are the most thoroughly tested with Citrix and therefore are highly recommended. To verify of you HP printer is compatible with Citrix, please see HP Printers Supported In Citrix XenApp Server Environments.
    • Although HP has approved the HP LaserJet P2035 for use with Citrix, we have found that this model has proven very problematic and therefore is NOT recommended by EP.
  • Brother offers PCL 5 drivers for several of their printers that support Citrix. If you are having difficulty printing with your Brother printer, please use the Brother Citrix Presentation Server Homepage to verify if you have the correct driver installed.
  • Lexmark offers a Citrix friendly Universal Print Driver for several printer models. If you are having trouble printing, please see Lexmark’s Universal Print Driver webpage for more information on using the UPD.

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System Requirements

To run Global Vista, your computer must meet the following system requirements:

  • Windows
    • CPU Minimum Pentium III 300MHZ or higher
    • Microsoft® Windows® 2000 or higher
    • Broadband internet access
  • Recommended
    • Printer – HP4 Series, HP4000 Series, Lexmark® 4039 10-16L plus or equivalent

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Understanding the Difference Between C and Z for POs

To understand the difference between C (closed line items) and Z (zero balances) for Vista 5 (V5) POs:

  • Z (zero) will zero out the commitment. Zeroed PO line items or entire POs can be over-relieved and/or adjusted, just like in previous Vista programs.

  • Clicking on the Z will allow a user to continue to relieve that PO line, regardless of how much money is left in it.

  • C (close) a PO line item will zero out the line item and will close the line so that it cannot be used again (i.e., over-relief and/or adjusted). PO lines marked as closed can be excluded from PO History Reports.

  • Clicking on the C will allow a user to keep that line from being used again, unless they decide to reopen it.

  • Users can choose to view closed PO line items on reports if they wish, just as they can also view POs with zero balances. Please note that users can choose to reopen a closed PO line item if they so desire. This should give the user greater flexibility and control.


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Updating a Vendor in AP Invoice Entry Relieving a PO

To update a Vendor in AP Invoice Entry relieving a PO in Vista 5 (V5):

  • Go to Accounts Payable > AP Invoice Entry > Search Mode.

  • Use the Search icon to pull up the AP invoice needing the Vendor modification.

  • Go to the Vendor Name field and change the Vendor information. This can be done by either using the Vendor Name drop-down, Vendor # drop-down, or Change Remit Address, depending on the desired change.

  • Make the change to the vendor’s information will result in the following message: Changing header Vendor will delete the distribution lines that relieve PO. Do you want to continue?

  • Selecting Cancel to the message will not allow any changes to the record. Selecting OK will clear in the PO Distribution.

  • Press Cancel and remove the PO# from the distribution.

  • Use the Save icon to save the record.

  • Go to Purchase Orders > PO Entry > Search Mode.

  • Use the Search icon to pull up the PO needing the Vendor modification.

  • Update the Vendor information for the PO and save the record.


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Using Payroll Location Check Print

To use the Payroll Location Check Print in Vista 5:

The Location Check Print (LCP) module is used to print payroll checks.

NOTE: Production must be set up with Location Check Print capabilities.

  • Under Action, select Print, Reprint, or Copies to load the available invoices on the screen:

    • Print
      Used for the first time printing of an invoice.

    • Reprint
      Used to reprint any checks that did not print correctly.

      An LCP Reprint requires the user to send an email to techsupport@ep.com with the following information:

      • Vista 5 license number (G0XX)
      • Payroll Client number (12345) if available
      • Invoice number (ABCXXX)
      • Reason for the reprint (i.e., checks printed on plain paper, printer disconnected, etc.)

      The tech support team will process your request and will contact you to let you know when the checks are ready to be reprinted.

    • Copies
      Used to generate VOID check copies.
  • Under Payroll Invoices, select the relevant invoice(s) to be printed. Choose Select All to print checks for all available invoices.

  • Filter Invoices can be used to find a particular invoice by Invoice Number, Check Date, or Client #. Select the necessary criteria and click Apply Filter to update the grid.

  • Under Detailed Selection, each check from that particular invoice will be listed. Select the relevant check(s) to send to the printer by checking each box in the Print column.

  • Filter Checks can be used to locate a particular check by Name, Check Number, or Invoice Number. Select the necessary criteria and click Apply Filter to update the grid.

  • The box for Print Flush Page is checked automatically. If the user does not wish to print an extra page to flush out the MICR toner before printing checks, uncheck this box before continuing.

  • Select a Printer and make sure the correct printer is loaded with the correct check stock and/or toner.

  • Click the Print button to send the checks to the printer, and confirm that everything was printed correctly (if they did not, please see the Reprint section above).


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Using Payroll Receive in Global Vista


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Using the Additional Payees Feature in Vendor Entry

To use the Additional Payees feature in Vendor Entry in Vista 5:

NOTE: Payees button is used to enter additional addresses for a Vendor only.

  • Go to Vendors > Vendor Entry.

  • Either enter a new vendor or search for an existing vendor. Click on the Additional Payees button.

  • To enter an additional address, click on the + (plus sign) to the right of the phone number field.

  • Do not enter a Payee name. The only information needed is:
    • Address 1: Street Name, building number
    • Address 2: Suite, Apt, etc.
    • City: City
    • State: State
    • Zip code: Zip code
    • Attention: Optional (Attn: John Doe)
    • Phone number: Optional
  • When these items have been entered, click Ok to save.

  • To use an additional address in AP Invoice Entry, enter the vendor you are making the payment to and click on the Change Remit Address button.

  • Another menu will appear where the additional address may be selected.


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Using the Copy function in Positional TB/Ldger Bible/List Maint in Classic Vista

Possible reasons for wanting to copy an existing T.B. include a new location/company is created in Vista, client wants a T.B. for the new location and/or a consolidated T.B.

  • In the Vista menu, go to Setup. Then choose Positional T.B./Ldgr Bible/List Maint.

  • The following screen will appear. Click on Function, then click on Copy.

  • Once in Copy mode, right-click inside the Report ID field. This will give you the ldgr105 program with a list of the existing reports. Select the one you want to copy and click on Done.

  • Click on the arrow in the Report Name field for a drop-down menu of report names. Select a name from the list for your new T.B.
  • In the Report ID field, type a name for your new T.B.
  • In the Description field, type a description for your new T.B.

  • Click on the tab for Enter Column Defaults. The Column Choices box will appear. The standard column choices are A B C, but you can select any three column choices from the box and enter the corresponding letters under Column 1, Column 2, and Column 3.
  • Press Enter to process the Column choices.

  • Press Enter again to begin the copy process. The following box should appear asking if you want to begin the copy process. Answer Yes.

    Your report has now been copied.

  • In the Positional T.B./Ldgr Bible/List Maint. Screen, change your function to Modify.
  • Click on the drop-down arrow in the Report Name field and select the report you just created.
  • Right-click in the Report ID. Select the report you just created.

  • Go through each line and change the company number in the From and To fields to the new company. Use Page Up and Page Down on your keyboard to move back and forth.

  • When done, press Enter to process the changes. Your new T.B. is now completed.

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Using the PER Option in 21USA MICR Check Stock Type

Use the PER option in Global Vista for Canadian Checks.

  • From the Global Vista Menu, go to Setup > Bank Account.

  • Under Payment Type > Check Image, choose 21USA MICR.

  • The Check Configuration screen will appear. The PER option is next to the Signature line. Select the box to use this feature, then save the Bank Account record.


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Using the Show Sets Option to Reveal Missing Cost Accounts in a Cost Report

To reveal missing Cost Accounts in a Vista 5 Cost Report by using the Show Sets option:

  • Go to Budget > EFC > Cost Reports.

  • Choose the checkbox to Show Sets and run the Cost Report.


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Where to Locate an Imported File on a Mac

Please read this KB in its entirety before attempting your first file transfer.

Classification of Vista Exchange (VE) Files Transferred

    Please refer to the following table to assist with:

    • Locating files exported from EP Vista Exchange
    • Local placement of files imported to EP Vista Exchange


    Accessible through START button.

Vista Exchange File Transfers from a Mac

  1. Go to the VE Start icon

  2. Navigate along the toolbar to the Tools
  3. Navigate across to the appropriate Move option.

    NOTE: A “move” places a file at its target location removing or deleting it from its starting or source location. This is not a copy function and the client will no longer be prompted to delete moved files; it is done automatically.

    • Move Download (receive) files to VE . Removes files from local hard drive and places them on VE.

      The Move Download option moves files from local hard drive and places them on VE. The location to place files that are to be moved. Save files to be moved to VE in the User FolderDiscDownload directory.

    • Move Reports/Files (send) Local.

      Move Reports option moves files from VE and places them on local hard drive. The location of moved files on local hard drive. Saved files moved to local hard drive are saved in the User FolderDiscUpload directory or the User FolderDiscReport directory depending on the type of file (see “Classification of VE Files Transfered” above for details on file types).


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Year-End Tax Filing Information for 2015

Year-End Tax Filing Information for 2015


EP’s Personalized 1099 Tax Filing Assistance

As you begin to prepare 1099 filings for 2015, please bear in mind that EP offers tax filing assistance for Classic Vista, Global Vista, Ease Accounting, and Vista 5.

** The cutoff date to submit your request to EP is Friday, January 22, 2016. **

EP services include the following:

  • EP will print and mail your production’s 1099s.
  • EP will transmit to the IRS on your production’s behalf using EP’s TCC number.
  • EP will interact between the production and the IRS to ensure completeness of filing.
  • EP will provide you with access to all 1099 data that was reported on your behalf via our VPO website.

EP 2015 1099 Processing Fees*
Per License
$200**
Per Company within each License
$60
Per each 1099 Printed within a License
$5
* The $200 per license fee includes the first FIRE upload. Additional IRS FIRE uploads cost $100 per company.

Additional Fees**
Per each 1099 Reprint Request
$5
Incomplete Data Fee (per each License Request with incomplete 1099 setup)
$100
Rush Fee (per each License Request received after January 22, 2016)
$100
** Any license(s) submitted to EP for 1099 processing will be subject to the $200 per license fee regardless of whether has any 2015 1099 information or not.


NOTE: In recognition of members of our loyalty program, the 1099 fee is waived for exclusive clients.

To avoid additional fees, please be sure to audit your data prior to submitting your 1099 request to EP. To avoid possible IRS penalties, ensure your database contains the correct company name and Tax ID number. Entertainment Partners will process 1099 forms based on the information you provide. We will not audit or verify the data you have submitted.

If you are engaging EP to process your 1099 filing, please download and complete the 2015 Client Authorization Form. Email the completed form to 1099@ep.com by January 22, 2016.

Should you have any questions, please contact our 1099 Processing Team at 818.955.6296 or send your inquiries to 1099@ep.com.

If your production is affiliated with a major studio, please contact the studio’s tax professional or contact your Client Services Account Manager for additional help and information.


Helpful Documents If You Are Filing Yourself

If you are filing yourself, these materials will help! The PDFs, KB articles, and videos below will walk you through the tax reporting processes for Ease Accounting, Vista 5, Global Vista, and Classic Vista.

Ease Accounting

Vista 5


Global Vista


Classic Vista

Should you have any questions, please contact our Service and Support Team at 818.955.6300 or send your inquiries to 1099@ep.com.


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