For information related to logging into PROCAS Mobile Time, click here for Part 1.

PROCAS Mobile Time Overview

Once logged into the system, your timesheet will populate for the current day, with your default charge codes on display. An example can be seen below, which will be broken down piece by piece.

PROCAS Mobile Time Header

The timesheet header provides context to what is being presented in the body of the timesheet, as well as functional buttons for navigating throughout the system:

  - Hamburger Menu 

• Allows the end user to enter today's time, see their timesheet summary, submit their timesheet, or log out.
• See below section Other PROCAS Mobile Time Options for utilizing these additional functions.

  - Pay Period

• Displays current pay period and allows for the end user to toggle to any prior open period.

- Pay Period End Date

• Displays when the current pay period ends for the end user to see when they have to submit their timesheet.

- Total Time for Current Day

• Sums up the hours recorded on the current day for a total across all used charge codes.

- Date Range Slider

• Allows end user to scroll left or right across days of the available pay period with the touch of a finger.

- Sort & Filter Functions

• Sort - Toggle controls end user's preference to sort their timesheet by charge code or by charge code description.
• Filter Box - Text box limits what charge codes end user sees by typing in specific words or phrases. Helpful for searching for specific codes or descriptions from the available list of charge codes.

PROCAS Mobile Time Detail

The timesheet detail provides available charge code information as well as the ability to enter daily time. This section describes important aspects of using a DCAA compliant timekeeping system and passing DCAA timekeeping audits. 

- Consolidated Charge Code

• - Charge Code Description
  • Describes the contract/task for which work is performed.
    
    
• - Charge Code
  
  • Concatenation of Account, Task, Labor Category, & Pay Code (see breakdown below).
    
    
• - Hours Recorded
  • Total hours recorded for each charge code.
  • To add/remove/modify time, please select the number of hours recorded.
    
    
• - Drop Down Carrot
  • Expands the consolidated charge code screen into the expanded view below.

- Expanded Charge Code

Established by accounting staff, the codes below are combined to make up the overall charge code.

• Account - Type of labor performed, either direct (for a contract) or indirect (fringe, overhead or G&A)
• Task - Contract/project being completed at the work breakdown level
• Lbr Cat - Type of work performed for the contract, signified by a labor category
• Pay Code - Type of pay due to the employee (regular, overtime, straight-time overtime, leave without pay, etc.)

- Add Time

• Shows all available charge codes for the end user to select when inputting time.
• Only charge codes marked as 'default' will appear on the timesheet upon logging into the system.
  • All other available charge codes will need to be picked using this button.
  • To change your 'default' charge codes, you must access your timesheet via the desktop version of timekeeping.

Entering Time

Entering time in our new mobile optimized software can be done two ways:

1) Default Charge Codes - Simply select the hours    on the appropriate charge code.

2) Other Charge Codes - Must select the    icon to find all other charge codes not marked as default. Find the appropriate charge code in this list and select the description    in the title.

Both options will lead to the below screen for time entry.

On this screen, you will see the following two informational pieces:

- Remaining Hours on Project/Contract

• Budgeted hours set by administrative staff less hours already recorded against charge code.
• Hours remaining for employee to use for each charge code.

- Authorized Dates to charge against Project/Contract

• Dates set by administrative staff for which employees can record time against charge code.

And will have the following two functions to complete time:

- Hours Input

• Select this box and enter time worked for the day.

- Comments

• External - Optional comments for administrative staff to use on documentation being sent out of the system.
• Internal - Optional comments for approver to see specifics related to the work being performed.

Once hours (required) and any comments (optional) have been entered, select Save to record time on your timesheet. This process can be done for as many charge codes as needed per day.

Audit Trail of Changes

If previously entered hours or comments are changed or deleted, the system will require that the user add a reason for the change/deletion. This reason and the change/deletion are then added to an audit trail, which is available for supervisors, managers, and auditors to see.

Other PROCAS Mobile Time Options

By selecting the hamburger menu in the upper left hand corner, the end user will be presented with the following options:

1) Enter Time - If selected, user will be taken to today's time entry screen.

2) Timesheet Summary - Once selected, user will be presented with an expandable date view for time entered for each charge code (see below screenshot under Submit Timesheet).

3) Submit Timesheet - This menu presents the user with the view referenced in Timesheet Summary with the addition of a submit button at the bottom, which allows the user to submit their overall timesheet for the current pay period selected.

Once the submit button is selected, a notification screen will pop up to confirm that the time entered for the period is true and accurate.

At this point, the user will confirm that they want to submit their time, or if they need to make any adjustments.

4) Switch to Desktop - If selected, the user will be switched over to the original desktop version of PROCAS Timekeeping. This option is recommended if the user is looking for a menu option that is not yet available in PROCAS Mobile Time.

5) Log Off - If selected, the user will be completely logged out of the system.

• Additional ways to log out of the system include:
  • Closing out of your web browser
  • Sitting idle on the timekeeping screen for 60 minutes.

Note - Letting your phone go to the lock screen should NOT log you out of the system unless you have hit the timeout limit.

Additional Help

For any additional feature requests, please submit emails to feedback@procas.com.

As always, operating DCAA compliant timekeeping software not only incorporates the software itself, but how it is used. Please be sure to check with your administrative staff for an explanation of how your policies and procedures align with our government contract timekeeping system.

At PROCAS, it is our mission to improve the quality of life of our clients by simplifying government contract accounting. In order to accomplish this, we believe that we should provide the best solution of presenting meaningful data to our clients in the most efficient way possible. Because what good is having a DCAA compliant accounting system if it is a hassle to get data out of it?

The PROCAS Accounting Dashboard helps you manage your business with an easy to read snap shot of your company's real-time financial data, with no additional setup or configuration required.

The below video and post is broken into 7 Sections:

1. Cash
2. Accounts Receivable
3. Accounts Payable
4. Income Statement
5. Balance Sheet
6. Financial Ratios
7. Dashboard Default Controls & Troubleshooting

To access the dashboard, please go to Accounting --> Dashboard --> Accounting Dashboard in the menus.

Cash

Getting ready to process payroll? Pay vendor invoices? Deposit a client payment? This tile will give you an accurate balance of how much cash is on hand.

Graph 1 - Cash Flow over a Period of Time

• Default Date Range - Current Year Beginning Period to Current Period
  • Range can be modified using slider bar control defined under Income Statement section
• Tool Tips - Hovering over each month with mouse in the area graph will give accurate cash balance ending each period
• Color - Dark Blue (Indigo) = Assets
• Report - Selecting "Cash" title at the top will generate Statement of Cash Flows for date range
  • Report has full drill through capabilities to Account, Vendor/Client, & Transaction level details

Graph 2 - Cash Balance as of Today's Date

• Default Date - Date & Time Dashboard is generated (Today)
• Tool Tips - Hovering over each cash account (displayed by different shade of dark blue) will provide accurate balance as of today
• Colors - Shades of Dark Blue (Indigo) = Assets

Accounts Receivable

Manage your cash flow by staying on top of what’s owed to your organization. This tile will show you how many client payments still need to be collected and how long they've been outstanding.

Graph 1 - Outstanding Amounts Aged from Invoice Date

• Default Date - Date & Time Dashboard is generated (Today)
• Range - 30 day bars sorted by invoice date
  • Invoice date is stored on the sales journal where the revenue and receivable are recorded
• Tool Tips - Hovering over each bar will give accurate receivable total for specified time frame
• Color - Dark Blue (Indigo) = Assets
• Report - Selecting "Accounts Receivable" title at the top or "Total Outstanding" on the side will generate Accounts Receivable report for today's date
  
  • Report defaults to transaction level detail to be able to see all transactions that make up the totals

Graph 2 - Overdue Amounts Aged from Due Date

• Default Date - Date & Time Dashboard is generated (Today)
• Range - 30 day bars sorted by due date
  • Due date is established on the client record under "Payment Terms"
• Tool Tips - Hovering over each bar will give accurate receivable total for specified time frame
• Color - Dark Blue (Indigo) = Assets
• Report - Selecting "Total Overdue" on the side will generate Accounts Receivable report for today's date
  
  • Report defaults to transaction level detail to be able to see all transactions that make up the totals

Accounts Payable

Don't get behind on bills owed to your vendors. This tile will show you how many invoices still need to be paid and how long they've been outstanding.

Graph 1 - Outstanding Amounts Aged from Invoice Date

• Default Date - Date & Time Dashboard is generated (Today)
• Range - 30 day bars sorted by invoice date
  • Invoice date is stored on the purchases journal where the expense and liability are recorded
• Tool Tips - Hovering over each bar will give accurate payable total for specified time frame
• Color - Red = Liabilities
• Report - Selecting "Accounts Payable" title at the top or "Total Outstanding" on the side will generate Accounts Payable report for today's date
  
  • Report defaults to transaction level detail to be able to see all transactions that make up the totals

Graph 2 - Overdue Amounts Aged from Due Date

• Default Date - Date & Time Dashboard is generated (Today)
• Range - 30 day bars sorted by due date
  • Due date is established on the vendor record under "Payment Terms"
• Tool Tips - Hovering over each bar will give accurate payable total for specified time frame
• Color - Red = Liabilities
• Report - Selecting "Total Overdue" on the side will generate Accounts Payable report for today's date
  
  • Report defaults to transaction level detail to be able to see all transactions that make up the totals

Income Statement

Use the Income Statement graph to monitor the overall profitability performance of your company. This tile breaks down your organization's revenue, expenses, and net income over a period of time.

Graph 1 - Income Statement

• Default Date Range - Current Year Beginning Period to Current Period
  • Range can be modified using slider bar control below
• Tool Tips - Hovering over each income statement item will give accurate balances as of end date of period range
• Color - Light Blue = Revenue, Orange = Expenses, Green = Net Income
• Legend - Clicking Revenue, Expenses, and/or Net Income will remove or add each bar to the graph
• Report - Selecting "Income Statement" title at the top will generate Income Statement as of end date of period range
  
  • Report has full drill through capabilities to Account, Vendor/Client, & Transaction level details

Graph 2 - Revenue Area Graph

• Default Date Range - Inception-to-Date Period to Current Period
• Tool Tips - Hovering over each period will give accurate revenue numbers as of end date of period 
• Color - Light Blue = Revenue

Dashboard Date Range Selection - Slider Bar

• Beginning Period - Slide first button left or right to change the beginning date period
  
  • First possible period = Inception-to-Date Period
  • Tiles Updated when Modified - Total Cash by Month, Income Statement, Bottom 3 Financial Ratios
• Ending Period - Slide the second button left or right to change the ending date period
  • Last possible period = Current Period
  • Tiles Updated when Modified - Total Cash by Month, Income Statement, Balance Sheet, Top 3 Financial Ratios

Balance Sheet

Use the Balance Sheet graph to quickly see the distribution of your company’s resources and obligations. This tile breaks down your organization's assets, liabilities, and owner's equity.

Graph 1 - Balance Sheet

• Default Date Range - Current Year Beginning Period to Current Period
  • Range can be modified using slider bar control defined under Income Statement section
• Tool Tips - Hovering over each balance sheet item will give accurate balances as of end date of period range
• Color - Dark Blue (Indigo) = Assets, Red = Liabilities, Purple = Owner's Equity
• Report - Selecting "Balance Sheet" title at the top will generate Balance Sheet as of end date of period range
  
  • Report has full drill through capabilities to Account, Vendor/Client, & Transaction level details

Financial Ratios

Key Performance Indicators are right here at a glance to help you gauge your company's liquidity, profit margins, and growth in earnings. What is considered "Good" varies by industry and company, but some definitions and common suggestions for interpreting the ratios are provided here:

Ratio 1 - Quick Ratio

• Formula - Quick Assets divided by Current Liabilities as of the selected end date
• Colors - Dark Blue (Indigo) = Assets, Red = Liabilities
• Defined - Quick Assets are defined as Cash, Marketable Securities and Accounts Receivable
• Interpretation - A Quick Ratio should generally be ≥ 1:1
  
  • Lower ratios may indicate that the company does not have enough short-term assets to cover its short-term liabilities.

Ratio 2 - Current Ratio

• Formula - Current Assets divided by Current Liabilities as of the selected end date
• Colors - Dark Blue (Indigo) = Assets, Red = Liabilities
• Interpretation - A Current Ratio should generally be ≥ 1:1 and ≤ 3:1
  • Lower ratios may indicate that the company does not have enough short-term assets to cover its short-term liabilities.
  • Higher ratios may indicate that assets are not being used efficiently.

Ratio 3 - Debt to Equity

• Formula - Total Debt divided by Total Owner's Equity as of the selected end date
• Colors - Red = Liabilities, Purple = Owner's Equity
• Interpretation - A Debt to Equity Ratio should generally be ≤ 1.5:1
  • Higher ratios may indicate that a company is too highly leveraged with debt and may not be able to generate enough cash to satisfy its debt obligations.

Ratio 4 - Profit % of Revenue

• Formula - Net Income divided by Revenue for the selected date range
• Colors - Green = Net Income, Light Blue = Revenue
• Interpretation - Profit % of Revenue should generally be between 4% - 25%, depending on contract type(s) and the business model.

Ratio 5 - Profit % of Costs

• Formula - Net Income divided by Expenses for the selected date range
• Colors - Green = Net Income, Orange = Expenses
• Interpretation - Profit % of Costs should generally be between 4% - 33%, depending on contract type(s) and the business model.

Ratio 6 - Return on Equity

• Formula - Net Income for the period divided by Average Equity for the selected date range
• Colors - Green = Net Income, Purple = Owner's Equity
• Defined - Average Equity is defined as the sum of beginning and ending equity divided by 2.
• Interpretation - A Return on Equity Ratio should generally be ≥ 14% per year (the long-term average of the S&P 500).

Dashboard Default Controls & Troubleshooting

This item is included because it must be completed to have the dashboard populate. If you do not complete this screen, it is possible you will see the following error when clicking on the dashboard:

To access the default screens for the dashboard, please navigate to the following:

Accounting --> Dashboards--> Report Defaults  - (should be located right below the Accounting Dashboard)

In this menu, update the following 6 default fields to populate relevant data within a matter of seconds on the dashboard:

General

1.

• Established one time - beginning date for slider bar under the income statement.

2.

• Updated once a month - used for reference/informative purposes.
• Should be updated each time an accounting period is closed.

Reporting Period

3.

• Updated once a month - prior year period to compare to current year period.

4.

• Updated once a month - current year accounting period for reporting purposes.
• Ending date for the slider bar under the income statement.
• Should typically be the period after the "Books Good Through Date."

Reporting Year

5.

• Established once a year - prior accounting year for reporting purposes.

6.

• Established once a year - current accounting year for reporting purposes.

Help & Explanations -

• For more details on establishing any of the 6 defaults, please click the help icon in the upper right hand corner of the menu.
• The help icon can also be selected on the Accounting Dashboard for more explanations on how the tiles are calculated.

For any additional help utilizing the dashboard, please reach out to your PROCAS Consultant.

As always, operating DCAA compliant accounting software not only incorporates the software itself, but how it is used. Please be sure to check with your administrative staff for an explanation of how your policies and procedures align with our government contract accounting system.

EDIT - The event has been postponed to a later 2020 date (TBD) amid the COVID-19 outbreak.

We will be a sponsor of Federal Business Council's 30th Anniversary Government Procurement Conference on April 8^th in Washington, D.C.

According to FBC's website, the GPC is a national conference fostering business partnerships between the Federal Government, its prime contractors, and small, minority, service-disabled veteran-owned, veteran-owned, HUBZone, and women-owned businesses.

For our clients that identify with the above criteria, this premier event offers procurement matchmaking opportunities, educational conference sessions, and a dynamic exhibitor showcase!

A full list of the agenda can be found here.

• When - Wednesday, April 8, 2020
• Where - Walter E. Washington Convention Center, Washington, D.C.
• Time - 9 AM - 4 PM

We will have an exhibitor table setup in Booth 453 of Exhibit Hall D of the Walter E. Washington Convention Center. Feel free to stop by and say hello!

PROCAS invests in establishing and maintaining currently recommended security practices to make sure your data stays safe. Today, we’re excited to share a milestone achievement in our continuous improvement process! PROCAS has achieved the AICPA Service Organization Controls (SOC) 2 Type 2 report with an unqualified audit opinion.

In addition to our SOC 2 Type 2 report, we also have a SOC 3 Type 2 report available for download from our website. The SOC 3 report provides a summary of the SOC 2 Type 2 report.

Current clients can access a copy of the PROCAS SOC 2 Type 2 report after signing a nondisclosure agreement. For more information related to this report, please reach out to your PROCAS consultant.

What is SOC Compliance?

Businesses are increasing the outsourcing of basic functions such as data storage and access to applications to Software as a Service (SaaS) providers and other service organizations. The importance of having a standard assessment and reporting process for internal controls has become increasingly important.

For many, SOC 2 is considered the benchmark for security compliance for Software as a Service (SaaS) companies in the US. SOC 2 requires companies to establish and follow strict information security policies and procedures, encompassing the secure protection of customer data.

Our Focus on Your Security

Our 2019 SOC reports provide assurance that PROCAS is complying with the standards of the AICPA guidelines. To achieve the unqualified opinions of our SOC reports, PROCAS has implemented and maintains policies, procedures and processes to comply with these security controls to protect the important data that our clients have entrusted to us. The audit demonstrates that the controls are defined adequately, and they are operating effectively.

These controls cover the topics and operational practices like logical and physical access management, data storage and recovery, encryption, change management, vendor management, incident management, detection and response, security and privacy awareness training, organizational management, and personnel security.

We’re proud of this milestone, but we recognize that security is an ongoing effort. Our information security program is constantly focused on providing the highest level of delivery for PROCAS Accounting Solutions Software.

Every January, accounting staff & business owners walk into the same old confusing process as they wake up from their holiday slumbers…

*Grabs coffee and begins annual research*

“What is a 1099 again?”

“How do I determine who should receive a 1099?”

“What are the different types of 1099s that need to be reported?”

“Ok… (takes deep breath), what in the world is a 1099-NEC?

WAIT A SECOND, WHEN DID THE PROCESS CHANGE?!!

“I don’t remember ever having to split out 1099-MISC payments from 1099-NEC (sighs).”

*Completes reading new rules*

"I think I get it now, time to print these forms out.”

“THAT’s right, I can’t print them online. Need to swing by Staples to pick some up.”

*Purchases 1099-MISC & 1099-NEC forms*

“I only bought a box of 50 forms, why are there a billion papers in here.”

"Oh yeah... I need to complete 5 form types for each vendor (facepalm)."

“When are all of these due and who do I send them to?”

CAN I GET IN TROUBLE IF I MESS THIS UP??

Fear not! We will break down this process in detail below and explain how PROCAS can help you simplify the reporting requirements. So, keep the Tylenol up in the cupboard, we aren’t going to need it!

The IRS offers a comprehensive breakdown of the changes made to 1099s and all associated forms, deadlines and penalties.

Editor's Note

This post takes into account the creation of the 1099-NEC (Nonemployee Compensation) form and changes made to the 1099-MISC forms by the IRS for the 2020 fiscal year, covered under the Forms & Deadlines section.

The IRS offers a comprehensive breakdown of the changes made to 1099s and all associated forms, deadlines and penalties.

If you have been using PROCAS to produce your 1099s in the past, we have already done the work in adjusting your system to the new forms and alignment. If not, proceed to learn how the process is completed!

What is a 1099 and why is it important?

1099-NEC & 1099-MISC forms are used to track income of organizations who are not established as corporations (or LLCs taxed as C or S corps). For most companies, 1099 forms will be used to provide an accurate representation of how much non-employees, vendors, sub-contractors, and consultants have been paid throughout the prior year. Because these people and businesses do not receive W-2’s for work performed, 1099s are what the IRS depends on to know how much they owe in taxes for the calendar year.

Who receives a 1099?

Determining who receives a 1099 can be a tricky process. To help, we’ve broken the decision-making tree into the following points:

1) Is the person in question an employee of your organization?

1. YES – No need, they should have received a W-2.
2. NO – Independent contractors and consultants will most likely need a 1099, proceed to Question 3.
3. NOT SURE – Consider the following questions:
   1. Do you provide benefits to this individual?
   2. Do you provide equipment, office space, or materials for the individual to complete their job?
   3. Do you reimburse business expenses incurred by the individual?
   4. Are you the sole client or primary client of the individual? And do you completely control their weekly workflow?
4. NOT SURE – If you answered NO to all the above sub-questions, proceed to Question 3.
5. NOT SURE – If you answered YES to any of the above sub-questions, you may be considered that individual’s employer in a court of law and may need to start providing W-2 information. Consider seeking a labor lawyer’s advice.

2) Is the vendor you purchased services from a corporation?

1. YES – No need to send a 1099.
2. NO – Sole Proprietorships and Partnerships will most likely need a 1099, proceed to Question 3.
3. NOT SURE – LLC’s are the most confusing of the bunch. To determine how the company is taxed, please send a W-9 to that vendor’s accounting staff. Once returned,
   1. If taxed as S Corp or C Corp, no need to send 1099.
   2. If taxed as sole proprietorship or partnership, proceed to Question 3.

3) How much money was paid to individual or vendor?

1. Anything less than $600 total for the calendar year does not require a 1099.
2. Any payments totaling $600 or more will require a 1099.
3. Common Exceptions:
   1. $10 or more in royalties will require a 1099
   2. In general, payments made to law firms will require a 1099
   3. If paid via credit card, a 1099 is not required (even in excess of $600). The credit card company will take care of the reporting for you.
   4. Business expense reimbursements for employees will not require a 1099.

Forms & Deadlines

For fiscal year 2020, the IRS has separated out nonemployee compensation from other standard types of miscellaneous payments into two forms – 1099-NEC & 1099-MISC.

1099-NEC forms now require the following payments be submitted:

• Cash payments made to nonemployees
• Prizes and awards for services performed by nonemployees
• Cash payments for fish
• Payments by a federal executive agency for services
• Gross oil and gas payments for a working interest
• Taxable fringe benefits for nonemployees

All other types of payments will still be listed on the 1099-MISC forms. Alignment of the remaining boxes on this form has shifted, which we have already adjusted for you in PROCAS! Please see Utilizing PROCAS to complete your 1099s for how we’ve modified to the new forms.

1099 Forms

Each set of forms contain 6 parts to be filled out and sent to their appropriate recipient(s):

1. Copy A - For Internal Revenue Service Center
2. Copy 1 - For State Tax Department
3. Copy B - For Recipient
4. Copy 2 - To be Filed with Recipient's State Income Tax Return, When Required
5. Copy C - For Payer
6. 1096 - Completed with each set of 1099s

Deadlines

While these forms can be generated around the same time, they typically are sent separately at different deadlines:

1. January 31st
1. File 1099-NEC Copy A forms and 1096 with the IRS
1. DO NOT mix in 1099-MISC Copy A forms
2. Can also e-file if preferred
2. Send 1099-NEC Copy B forms to recipients
2. February 28th
1. File 1099-MISC Copy A forms and 1096 with the IRS
2. Send 1099-MISC Copy B forms to recipients
3. March 31st
1. Deadline to e-file to the IRS for 1099-MISC Copy A forms and 1096

PENALTIES

Failure to submit accurate 1099 forms by the required deadlines can be costly for businesses. The below charts are taken from the IRS's publication on potential penalties and fines for failure to submit 1099s.

Large Businesses with Gross Receipts of More Than $5 Million

Small Businesses with Gross Receipts $5 Million or Less

As you can see from the above charts, proper submission of 1099 forms to the IRS is one that should not be taken lightly.

Utilizing PROCAS to complete your 1099s & 1096s

PROCAS currently supports four types of 1099s: 1099-NEC (nonemployee compensation), 1099-MISC (all other payments), 1099-INT, and 1099-DIV, as well as 1096s. Each form can be generated out of the system by following these 3 steps:

1. Determining which vendors/subcontractors require 1099s
2. Establishing 1099 form type and box by vendor/subcontractor
3. Generating 1099/1096 forms from PROCAS

1) Determining which vendors/subcontractors require 1099s

In order to find out who you paid money to in the prior year, please go to the following:

Accounting --> General Ledger --> General Ledger

Here, use the parameters next to the orange arrows below to generate a report for cash payments made in the following year.

• If you conduct electronic batch payments (ACH or EFT), open up the account range to include AP accounts along with cash.

Once you’ve printed your report, please follow the above section “Who receives a 1099” to whittle down your list of possible vendors to those who should receive a form.

2) Establishing 1099 Form Type & Box by Vendor or Subcontractor

Now that you have your list of vendors and subcontractors, time to label their records as to which type of form they should receive. Please navigate to:

Setup --> Purchasing --> Vendors

And select the “Find” button or “F8” function key to begin searching for those vendors/subs. Once on the record of an applicable vendor/sub, select the “Payment Info” tab of the record to locate a box called “1099 Type & Box.”

If you click in this box, you can then select the “Lookup” button or “F9” function key to see the list of possible 1099 types.

From the above list, make the appropriate selection for each vendor/subcontractor as needed.

Editor's Note - 2021

If you have established this list in prior years, we have remapped your vendors to the new form & box types. 1099-MISC07 has been modified to 1099-NEC01 for Nonemployee Compensation and remaining 1099-MISC boxes have been modified for the new form alignment. You do not have to complete any extra work in remapping existing vendors!!

3) Generating 1099 & 1096 forms from PROCAS

Once all 1099 types and boxes have been determined, navigate to the final menu:

Accounting --> Accounts Payable --> Forms 1099/1096

This screen will be broken into two separate parts to get the appropriate items needed to print your forms:

The header section of Forms 1099/1096 has specific parameters to determine which items will generate in the detail grid:

• Reporting Year Date - Use the prior calendar year for as is required for reporting 1099/1096 amounts.
• Cash Account - Use the cash account recorded in the GL for payments made to each vendor/sub (if left blank, all accounts will generate).
• Batch Liability Account - If you make payments in batch from your bank account, enter the liability account used here. Leaving this area blank will populate all possible payments.
• 1099 Type - Choose applicable 1099-NEC, 1099-MISC, 1099-DIV, or 1099-INT.
• Minimum Amount - This will limit the results by taking the sum of all payments by vendor, and exclude them if the total is less than the minimum entered.
• Search - Will populate below details.

In this detailed grid, select the payments made to each vendor if you are looking to include them on your forms. When all appropriate rows have been selected, print the proper 1099 or 1096 report from the below report bar.

• Each column has the ability to sort items if you click the column header
• Each column also has the ability to filter items if you select the filter icon to the right of each column header

Extra Help & Form Alignment

For additional help completing your 1099/1096 forms using PROCAS:

• In the upper right hand corner there is a "?" symbol, which will provide in-system help for detailed instructions on any of the menus!
• Feel free to reach out to our Support Team at support@procas.com
  • We can help align your report forms to your printer specs as well as help explain the process.

We will be a sponsor of National 8(a) Association’s Small Business Conference from Feb. 11^th – 13^th in New Orleans, LA.

For any clients that are 8a certified or are looking to obtain an 8a certification, this is a great opportunity to network with industry leaders, including hundreds of federal agencies, large business primes, and corporate companies. The primary focus of the event includes updates to government contracting, specifically to small business (SBA) and 8a type work, as well as match making opportunities with these industry leading organizations.

Types of small businesses invited to attend: Minority, Aspiring, Current 8(a), Graduate 8(a), HUBZone, SDVOB, VOSB, SDB, WOSB, DBE, and Teaming Partnerships.

Statistics: Below is a full graphic of who is anticipated to attend!

For those interested, click here to check out the full agenda of the event.

Setup

We will have a vendor table setup in the Preservation Hall of the 2^nd Floor of the New Orleans Marriott (Canal St.). For those walking the exhibit hall, look out for our name as you try to join the WiFi network!

As you attend presentations, educational sessions, matchmaking, and networking events, please use the below hashtag when posting to social networks.

#N8ASmallBiz20

We are excited to bring you some long-awaited news of the PROCAS Accounting upgrade! Our entire team has been very busy this year working on the development of the upgraded accounting software. We are grateful for the many clients that agreed to jump on board early and help us improve the usability and functionality of the software before a general release.

The upgraded version, while closely based on the existing version that you are used to, is accessed directly from a web browser. Since it is web-based, the user interface is quite different than what you are currently familiar with. We also have the flexibility to improve how things work and to continuously add new features and functions.

Upgrade Logistics

We are slowly transitioning our clients to make sure everyone gets one-on-one time with a consultant to help get acclimated to the new user interface and many of the new features. Part of the transition includes an import of all your existing data into the new system. This means that you will maintain all the general ledger transaction, invoice history, and setup details that you have now. This also means that you can transition during any time of the year, regardless of where you are in the accounting cycle.

By the way, there is no added cost to upgrade—not even the time spent with your consultant! We want all our clients to enjoy the new software without an unplanned hit to their bottom line.

Our transition schedule is full through the end of this year, and we are looking to start adding clients to the list for 2020. If you are interested in a demo to learn about new features, or how to get on the transition wait list for 2020, send us an email at feedback@procas.com.

From all of us at PROCAS, we would like to wish you a wonderful holiday season!

We look forward to hearing from you and working with you soon!

- The PROCAS Team

We will be a sponsor of Dixon Hughes Goodman’s 24^th Annual Government Contracting Conference on October 24^th in Hampton Roads, VA.

For any clients interested in growing their GovCon knowledge, this 1-day event is perfect for you! The conference will cover a variety of topics, ranging from cybersecurity to DCAA updates, incurred cost submissions, and much more.

For those interested, click here to check out the full agenda of the event.

We will have a vendor table set up close to the sign in table of the Chesapeake Conference Center. Feel free to stop by when you have some spare time!

For clients that operate on a government fiscal year basis, please remember to address the following items in accordance with the year change on October 1^st!

Required

• Establish new task numbers to increment the option year on cost type contracts that continue beyond the end of the current fiscal year
• Complete the billing setup for the new task numbers
• Establish new work authorizations
• Establish new expense authorizations

May Be Required*

• Enter the new accounting year
• Enter the accounting periods for the new accounting year
• Establish timesheet periods for October 2019 – September 2020
• Establish new task numbers for tracking PTO by fiscal year

*If you operate on a calendar basis but have contracts that operate on a government fiscal year basis, not all of the above items will apply to your company. If that is the case, we recommend focusing on the first 4 items.

Additional Help

If you need help with any of the listed items, please contact your consultant. Depending on which version of the software you are on, some of the items may not be relevant to your company.

Our consulting team can be reached at consulting@procas.com.

We will be a sponsor of the 2019 MACPA Government Contractors Conference on September 24^th in Hyattsville, MD.

For any clients or third parties interested in growing their GovCon knowledge, this 1-day event is perfect for you!

According to the Maryland Association of Certified Public Accountants, “The Government Contractors Conference is designed to help CPAs understand issues related to their government contractor clients and manage their engagements. This unique event addresses current issues affecting government contracts, enabling CPAs in industry to add strategic value to their organizations.”

For those interested, click here to check out the full agenda of the event.

We will have a vendor table set up close to the sign in table of the College Park Marriott Hotel & Conference Center. Feel free to stop by when you have some spare time!