Are You Using Adagio ePrint?

Adagio ePrint

It always surprises us at AccSys when we come across a client who is not using Adagio ePrint. ePrint saves paper, reduces the need for physical filing space, and makes document search and retrieval so much easier!!

When Adagio ePrint is installed, all reports and forms in Adagio can be automatically “printed” to PDF and saved with unique, meaningful, auto-generated names in a filing system of your choosing. ePrints features include:

  • Force all reports to PDF prior to printing – only create paper when absolutely necessary.
  • Protect your audit trail, making certain that critical audit reports are safely saved.
  • Save PDF output in separate Folders for Audit, Transaction, General, Financial Statement and Forms “printouts”.
  • Decide whether a specific report is an “audit” or “transaction” report, and make sure it is filed in the correct Folder.
  • Browse and scan generated printouts to quickly locate a specific report.
  • Quickly pays for itself in paper and staff time saved from manual filing.

If you’d like a quick online demo, we’d be happy to give you one. Contact Us today to line it up.

No one ever regrets setting up Adagio ePrint!

The Adagio Ledger Upgrade Essentials

Adagio Ledger has received a substantial functionality upgrade to 9.2B, and with that comes the following enhancements to this core module and its accompanying Financial Reporter:

  • You can now print the Trial Balance and Detail Listing reports to Excel using ExcelDirect.
  • ExcelDirect buttons have been added to the batches, entries and details grids.
  • An option to print a General Ledger Distribution Summary on the Posting Journals has been added.
  • A subtotal of Units by period on the GL Detail Listing has been added.
  • All Fiscal Period finders now show all 12 (or 13) periods.
  • A Find feature has been added to the Edit Departments function.
  • Ledger has been updated for Adagio Cloud.
  • The finder on the GL Department field is now restricted to the departments for the account selected.
  • The GL Department Description is now available to be added to the GL Account finder using the Column Editor.

Updates to the Financial Reporter include:

  • New SmartSheet commands “.Sort”, “.SortCase” and “.SortEnd” are available to sort a section of a financial statement into alphabetical (or some other) order.
  • The new Header/Footer code “$G” is now available to print the UTC date and time in the section.
  • An “Expression Notepad” has been added to improve the entry of complex formulas.
  • You can now “Pin” fiscal periods and Department choices so that they are applied to every sheet in the financial statement.
  • Conditional cell formatting using Styles and the formula editor has been added.
  • Net Changes, Budgets, Forecasts, Statistical Units and Provisionally posted amounts can now be easily summed over arbitrary fiscal periods.
  • GLUPDATE() has an optional additional parameter to select the Budget Year to update.
  • When drilling down into transactions, the displayed Grid will be banded according to the User Preference settings for color and banding frequency.

Upgrade Notes:

  • Adagio Ledger 9.2B requires Adagio Lanpak (if used) to be version 9.2B or higher.
  • Adagio Ledger 9.2B requires Adagio MultiCurrency (if used) to be version 9.2A or higher.
  • Adagio Ledger 9.2B requires Adagio FX (if used) to be version 9.2A or higher.
  • Adagio Ledger 9.2B requires Microsoft Server 2008 R2 SP1 or higher if running under Remote Desktop Services (Terminal Services).
  • If you have modified any of the standard reports installed by Adagio Ledger 9.2A, you will have to redo those modifications for Ledger 9.2B.

Many of these updates will be welcome features for Ledger and Financial Reporter users. If you are on maintenance with Softrak, you are eligible to receive this upgrade for free. You can download it from the Softrak website, or give us a call and we can help you with it.

This is an excerpt from The Score Adagio newsletter. Find more issues, technical tips and more here.

Who Is Still Using Paper Cheques?

Adagio payablesWith the emergence of new digital forms of payment such as email money transfers, use of paper cheques has been steadily on the decline in Canada, shrinking by roughly five per cent a year, according to the Canadian Bankers Association. With advancements in payment technologies that enable services like wire transfer, debit payments, PayPal and Bitcoin, electronic payment has now become ubiquitous. For regular payables “cheque runs”, e-payments are fast becoming the norm for businesses of all sizes and industries. Many businesses now only issue printed cheques when an unexpected situation arises that prompts the company to issue a manual cheque.

Small businesses that are still relying predominantly on printed cheques are also grappling with the escalating cost of paper cheque stock and the rising cost for clearing printed cheques through their bank. This is quickly forcing small business owners to reconsider employing e-payments over cheques.

Ten years from now, a paper cheque will go the way of the rotary phone and the fax machine. Technology will continue to add convenience and efficiency to business processes such as payments.

telpay electronic paymentAt AccSys Solutions we use and recommend Telpay for Business. Telpay features password protected single and dual payment authorization and system access, allowing you to replicate internal controls. With enhanced reporting, Telpay allows you to maintain a clear audit trail of all payments, including accounting distribution and payment history. With no outstanding cheques, bank reconciliation is easy. Telpay for Business allows you to pay 100% of your suppliers, employees, CRA remittances and international payments all in one easy to use system. We encourage you to check it out. No pun intended!


Why You Need A Payroll Continuity Plan

Have you considered the scenarios that might affect your ability to process payroll?

It’s a regular Wednesday morning. You get to work a few minutes earlier than usual because you’ve got a big day ahead of you; you have to run your bi-weekly payroll. But something’s different this morning, there’s a buzz around the office. Someone says she can’t get into emails; someone adds that although he can launch applications from his laptop, he can’t retrieve any file that was stored on a network server. Curious about what may be going on, you immediately log into your payroll application; or at least you try to. Nothing’s happening. That first tinge of concern sets in – you have to transmit your direct deposit file by 4 p.m. today or some employees may not get their deposit in time for start of business on Friday. Thirty minutes later, still nothing, and that tinge of concern is quickly turning into panic.

Just then, your phone rings; it’s your boss with information that IT has informed all Department Heads that the outage overnight is serious and that most systems are compromised, including your payroll application. She knows you’re running your national payroll today and asks what you do in these situations. She wants to know what your Plan B is. She’s assuming you have a Plan B. Do you?

If this happened to you, would you be able to give your boss an answer? Have you taken the time to think of what you would do should you ever be put into a situation where, for some unforeseen reason, you can’t get your deposit file to your bank in the normal fashion?

As the person responsible for ensuring that funds make it to each employee’s bank account on pay day, you have a responsibility, an implied contract essentially, that funds will be available on time. Your employees have arranged with their banks to have bi-weekly mortgage and loan payments withdrawn automatically from their bank accounts usually the same day as their pay is deposited. The impact of the funds not reaching their bank accounts become compounded; they start affecting people’s credit ratings. A 2015 survey by the Canadian Payroll Association (CPA) identified that, nationally, 48% of Canadian employees say it would be difficult to meet their financial obligations if their pay was delayed by a single week. You do not want to be the reason that happens.

You say your payroll is outsourced, so this doesn’t concern you. You’d be wrong! You may have contracted out the running of your payroll, but the responsibility to get funds into your employees’ bank accounts remains yours. The scenarios may be different than if you run your pay in-house, but you need to plan for possible vendor failures as well.

Here are the most common reasons you may not have access to your payroll system along with some of the questions that may inform your Plan B:

  • You lose access to your payroll system itself (the aforementioned scenario)
    • Do you have a backup payroll system you could use that is up and running, and up-to-date?
    • Could you use the last pay as a basis for this pay?
  • Your payroll system is fine, but you can’t get into your office to run pay
    • Do you have a tested remote processing site that can access your payroll system?
  • Your payroll system is fine, but the Internet is down and you can’t transmit the file to the bank
    • Could you hand deliver the file to a nearby processing centre?
    • Could you somehow get your bank to take your file to their processing centre?
    • Important Note: Some assume that you can simply ask your bank to re-deposit the previous pay, but they can’t! Most do not keep those files after processing, and most say they could not re-process a file that has already been used because the file sequence number prevents this sort of mistake. Could you manipulate a previously deposited file? That is up for discussion.
  • Your payroll system is fine, but the persons needed to run your pay have been struck by a debilitating flu bug
    • Are your processes fully documented so that pre-identified (and hopefully pretrained) individuals can at least get the basics out of your payroll system so that a file can be transmitted?
  • Your payroll system is fine, but the system that feeds its time transactions for hourly-paid employees fails. How would you calculate their pays? How many hours would you pay them without knowing how many hours they worked?
    • Do you have senior management approval to pay someone a fixed or average number of hours when you can’t really find out how many hours they actually worked?
  • Your payroll process ran fine, you’ve transmitted your direct deposit file on time, but your bank’s system has failed before distributing the deposits to other banks nationwide. How would you get money into your employees’ accounts?
    • Would you be equipped to give funds to the employees who need an advance until the funds reach their accounts?

These are just some of the possibilities to discuss when forming a Payroll Business Continuity Plan (BCP) for your organization. The CPA’s Payroll Continuity Best Practices Guidelines, available to members at, is an essential tool that enables organizations to develop a BCP and plan for unexpected scenarios that may affect payroll. Every situation will be different, every employer will be different and every scenario will have different outcomes based on your specific circumstances. Payroll practitioners should arrange to meet with all payroll stakeholders to have a detailed, frank discussion regarding payroll continuity. Who invokes the triggering of the plan? Who exactly does what, should any of the given scenarios happen?

There are so many different items to consider once you open this can of worms; but open it, you must. To not have a Plan B is a dereliction of your duties. Payroll is the reason people come to work, and you are mandated to ensure they get the monies owed.
Canadian Payroll AssociationThis article is an excerpt from Dialogue magazine, a publication for members of the Canadian Payroll Association. Find out more about membership at their website,


Are You Prepared? The Importance of IT Disaster Recovery Preparedness 

adagio disaster recovery planCould your business succeed if you lost every bit of application data? Most businesses could not and yet many run without any sort of disaster recovery plan. And it’s easy to forget, since running a business effectively is hard enough once you count the day-to-day operations, legal requirements, and human resources management. Adding in the extra step of preparing for a theoretical disaster is usually one item too many for the average business owner. Unfortunately, the threat is all too real for even the smallest of businesses to ignore.

According to the 2014 Disaster Recovery Preparedness Benchmark Survey, “more than 60% of those who took the survey do not have a fully documented DR plan and another 40% admitted that the DR plan they currently have did not prove very useful when it was called on to respond to their worst disaster recovery event or scenario.” That’s a lot of people who simply decided that an absent or incomplete DR plan encompassed all of the preparedness their business needed.

The Types of Disasters

There are many disasters that can strike a business. These disasters include fire damage, water damage, electrical damage, storms and natural events, human error, equipment failure, and targeted attacks. In many cases, one type of disaster like a power surge can lead to others, such as complete hard drive failure. Losing your data is not an option if you want to succeed in today’s data-driven world.

Data encompasses more than your human resource records. It includes your VOIP systems and application settings. It includes your financial transaction history and accounting. It also includes your future marketing data, such as your customers’ buying trends and product preferences. Data that will contribute to your long-term business success over the next decade. Losing some or all of it due to poor preparedness is like leaving the door unlocked in a busy neighborhood. You can do it, but why should you?

What is an IT Disaster Recovery Plan?

When many business owners think of disaster recovery they think of things like fire drills and evacuation procedures, but there’s more to it than that. An IT Disaster Recovery (DR) plan is a set of resources you and your IT team will use to navigate before, during, and after an IT disaster. It includes steps to take before a disaster, such as regular database backups and restores and maintaining documentation. It includes the steps to take during a disaster, such as the chain of command and what to recover and test first. It also includes the steps to take after a disaster, such as tweaking the documentation, having a lessons learned meeting, and recording the incident steps in a ticket.

The Hindrances to Recovery

Missing just one component of a DR plan can have huge consequences on your ability to recover within your target service level objective. What if the database admin tasked with updating the documentation left, and all of the recovery knowledge was in his or her head? What if your IT team failed to follow through with regular backup and recovery, leaving you with a corrupted database? What if there is no budget to buy a spare hard drive? What if your server backup fails? What if nothing is documented? What if no one knows how to backup? What if your support plan with your vendor lapsed? There are many moving pieces in a disaster and missing even one step can considerably delay your recovery.

So when you’re thinking about what to document next in your business, consider a disaster recovery plan. You may never need it, but if you do it could literally save your business time and money it cannot afford to lose.

We are here to help you improve your business operations in any way we can, including disaster recovery plans for your financial data.

Email, or call 1.888.534.4344 to get started.

This is an excerpt from this quarter’s issue of The Technologist. Read more issues here.

Following AccSys & Softrak on Social Media

Are you following AccSys on social media?

Accsys on social mediaSocial Media is a great place to keep on top of what’s happening, both with us and at Softrak, the developers of Adagio Accounting. Here’s some social media sites to follow:

We are happy to keep up and connect with our clients in as many ways as we can.

And while you are at it, be sure to follow Softrak as well, if you aren’t already!

Adagio Cloud Is On Sale. Save Almost $1000!

Adagio In The cloudSoftrak has a limited time offer running on Adagio Cloud. If you buy Adagio Cloud (Core) you can get Adagio Invoicing for free for the first six months. Alternatively, you can get Orders instead at 50% off. Either way, the value you save is $960! Adagio Cloud Core consists of general ledger, financial reporter, accounts payable and bank reconciliation. Adagio Invoicing has accounts receivable and invoices. Adagio Orders features accounts receivable, order entry, service invoicing, CRM / quote management, RMA processing and sales analysis.

Why use Adagio in the Cloud?

As small businesses, including non-profits and government agencies, recognize that the life cycle of servers and related equipment is typically 36 months, the trend for cloud-based applications continues to build momentum. The cloud provides small businesses with a more cost-effective way of acquiring software and computing power. Adagio Accounting is now available as a cloud (hosted) solution.

  • Ease of Use: Access your data from anywhere, at any time.
  • Save Money: Eliminate the high cost of servers, network software and other local area network infrastructure costs.
  • Cost Effective: Spread the cost over the length of the subscription, saving on up-front lump sum costs.
  • Easy Sharing: Multi-user access makes it easy to collaborate and share information with your team.
  • Recovery and Protection: Data is backed up daily and weekly. No need to continually back-up or use your own hard drive.
  • Security: Data is encrypted, ensuring that only authorized users can access the files.

This offer expires March 17. Contact Us today for details.

Resolve to Protect Your Data in 2017

Do you religiously run data integrity checks on your Adagio data? And do you then back up that tested data? Sadly, many Adagio users do neither of these things, and they are putting their data at risk as a result. If you fall into this group, resolve to protect your data in 2017!
DataCare for Adagio by SoftrakFortunately this can be easily achieved. Adagio DataCare automatically checks all your Adagio data, unattended. Set it once and forget it! If you are running multiple Adagio modules, or working with multiple company data sets, Adagio DataCare will provide peace of mind and ensure the integrity of your accounting data. DataCare provides both a File Integrity Check for all modules, and Application Integrity Check for all core modules.
Set up Adagio DataCare once, and let it work its magic every night while your accounting staff are at home. It opens and reads all your accounting data files, validates the information in the files, and creates a log of the work performed. Tell DataCare to run a job at a specific time, and leave it running on your desktop, or let the Windows Scheduler automatically launch DataCare and execute the checking you need overnight.
Create DataCare jobs, identifying which modules to check, and what to do on success or failure. Automatically create backups, and copies of backups on alternative machines on your network, or integrate with VitalEsafe for secure, offsite backups, protecting you from hard disk failure. DataCare will automatically keep as many backup sets as you desire, and remove obsolete backups automatically.
Use DataCare to automatically compact your accounting data, freeing up space from records marked for deletion. Smaller files mean faster backups, faster day ends and posting and an overall performance improvement.
DataCare will automatically send you an e-mail on success or failure of the integrity check. You can even have the job log transmitted as part of the e-mail too.
The peace of mind DataCare provides is invaluable. If you don’t have DataCare installed, call us today to set up an appointment. You’ll be glad you did.

This is an excerpt from The Score Adagio newsletter. Find more issues, technical tips and more here.

Softrak’s Adagio Wish List Results

Every year, Softrak asks its channel partners and end users to complete a survey. It helps them stay aligned with the software needs of their clients and dealers, and allows them to gauge their Net Promoter Score measure for customer satisfaction. The results are always interesting. Here are some “take-aways”:

  • Less than 15% of the respondents work alone in Adagio (85% have 2 or more people working in Adagio concurrently).
  • The most popular avenue for learning about Adagio is Warren’s “Show me how…” video series.
  • Over 40% of end users said their Adagio Consultant was their most valuable resource.
  • PSR’s prefer to read the manuals.
  • Over 60% are already planning to attend AOC 2017, which will be held in Toronto this year, May 21-25.

Thanks to everyone who participated, Softrak appreciates your feedback.

4 Best Practices To Overcome Year-end Challenges

Payroll Year End Best PracticesReport taxable benefits throughout the year:

Not reporting taxable benefits on a per-pay-period basis (or as they are enjoyed) could result in late remittances, fines and penalties, and year-end adjustments. According to Canada’s Income Tax Act, benefits must be included in income as enjoyed or received. Therefore, taxable benefits and allowances provided by an employer are subject to source deductions on a pay period basis.
One of the more common taxable benefits that does not meet compliance requirements involves employer vehicles provided to employees that are not reported during the year, or mileage reimbursements paid out through accounts payable (which can often be taxable when not using the reasonable rates). There is a prevailing belief that reporting a benefit received throughout the year (such as an automobile taxable benefit) only needs to be updated through payroll at the end of the year if, for instance, the employee maxes out on Canada Pension Plan (CPP) Pension Plan contributions part way through the year.
However, this belief is completely untrue. The employer is required to attribute the per-pay-period value of the taxable benefit in each pay period in order to calculate the applicable CPP and income tax due on the benefit. In the event of an audit, an organization failing to do this may be subject to fines and penalties because the CPP/QPP would be considered as a late remittance.
Best Practice: Implement an internal policy to ensure transactions related to taxable benefits go through payroll first. At the very least, transactions should be run by payroll in advance to confirm reporting requirements.

Manual cheques and/or off-cycle bank transfers must be communicated to the payroll department immediately:

Manual cheques and any type of off-cycle payments need to be processed into the payroll system immediately. When this does not happen, it usually results in problems for the payroll department at year-end. Unfortunately, some payments are communicated to payroll after the year has finished. At this point, there is a significant risk that the employer will receive a Pensionable and Insurable Earnings Review (PIER), due to deficiencies in CPP and EI.
In addition to statutory deductions, payroll also has to manually update the payroll register to include these payments so that they report to the employee’s T4. These earnings also could affect additional contributions such as Workers’ Compensation premiums.
Best Practice: Implement an internal policy requiring communication between payroll and any parties outside of payroll who issue these types of payments to employees. Ensure that such communication happens within a few days of the payments. Communication is the most important element here. Lack of communication results in extra time required for the payroll team to handle possible late remittances, penalties and interest, PIER reports, year-end adjusting, T4, and other year-end reporting adjustments.

Reporting fees for services paid to self-employed individuals:

Fees for services paid to self-employed individuals are often handled through accounts payable. However, preparation of tax forms (T4As or T5018 for the construction industry) is usually handled by the payroll department. Internal communication is therefore crucial, as all parties involved must be aware of their respective responsibilities. For example, will accounts payable issue the payments and provide payroll with reporting information? Will accounts payable handle issuing payments and issuing tax forms? Will payroll be required to issue the payments and tax forms?
Best Practice: Regularly touch base with accounts payable to ensure that the implications of payments to self-employed individuals are considered. Furthermore, verify that the status of the employee-employer relationship is being considered to ensure that there are no potential compliance pitfalls in the treatment of employees and independent contractors.

Workers’ compensation reporting and reconciling:

From a workers’ compensation perspective, not all provinces and territories carry the same deadline and reporting requirements or maximum assessable earnings, nor do they recognize insurable earnings in the same way. As a result, organizations that have employees in more than one jurisdiction in Canada need to take extra care to accurately calculate Workers’ Compensation Board premiums and perform year-end reconciliation.
Best Practice: Create reporting for each of the provinces and territories in which the organization has incorrect payrolls. Based on the types of earnings that are used in the specific province, they may be assessable in one province but not the other. Monitoring the maximum assessable earnings in each jurisdiction is easier if each province or territory is logged separately. Most payroll software or service providers are capable of generating custom-built reports that will accommodate the variability, and in the event that an in-house system is used, the time spent on creating an in-house report is well worth the investment.

Keeping on top of year-end reporting requirements is essential, and a simple chart created internally that includes all of the applicable provinces and territories, deadlines, and maximum assessable earnings will help keep every professional on track. Another great tool to help facilitate smooth year-end reporting is the CPA’s annual Legislative Rates Sheet, available on the CPA website for members at the end of 2016.

Remember, it is always a best practice to keep year-end top-of-mind year round. Treat the year-end process like an ongoing evaluation of how payroll is processed throughout the year. Do not wait until after the end of the year to look for errors that might have occurred throughout the year. Perform regular audits throughout the year to ensure that earnings, taxable benefits, and deductions are being properly reported in the correct boxes of the tax forms.
Employers must remember that they are responsible for compliance, even if they are using the services of a payroll provider. A common misconception is that a payroll service provider will ensure proper reporting and payroll compliance, when in fact, this responsibility remains with the employer, regardless of the outsourcing arrangement. Visit for more information and the most up-to-date payroll compliance resources to support you at year-end – and throughout the year!

These best practices come from Dialogue Magazine, a publication for members of the Canadian Payroll Association. Find out more about their member benefits at