Caliber Year End FAQ     
Accounts Receivable
I am trying to save a new Billing Record and it will not save.
Check to see if it is for a future start and end date. 

Also, if it is a quarterly, semi-annual, or annual Billing Record, try saving it as a monthly one, post it, and then go back in and change it to the correct frequency.

I’m trying to post Billing Records, and old ones are being included.
In the Billing Preview toolbox, make sure that the option at the top left corner is set for ‘List Eligible Only.’

I’m trying to post Billing Records, and no Billing Records come up for the client.
In the Billing Preview toolbox, check the Limit To setting at the top left.  If the posting date of the charge is more than the set number of days in the future, change the number, then hit the ‘Reload’ button near the bottom.

Also, check the Billing Record to make sure that the correct starting and ending dates have been entered.

The assessments are changing, but I don’t want to create every Billing Record all over again.
New Billing Records will need to be created, but if the amount is the only thing changing, go to the current Billing Record, and at the top click on the ‘Create Copy of this Billing Record’ icon.  A new toolbox will pop up where the new amount can be entered.  If needed, the start and end dates can be changed as well.

When this is saved, a new Billing Record will be created with just those changes.  Assigned units and all other information will be the same as in the current Billing Record.

Just changing the amount and end date of the current Billing Record is not recommended.
 

Next Dues Update

How to I update the Next Dues amount so that the new one pulls into letters?
First, there must be a Billing Record in place for the new dues amount. The ‘This billing record represents a Regular Assessment/Dues’ option must be checked on the Billing Record.  

If there is, go to the Tools at the top ribbon, then select ‘Update Next Dues Amounts.’

In the Next Dues Options toolbox that comes up, select the client options, set a date range that includes the billing cycle that you want to use for calculating the Next Dues amount, and click on ‘Update.’

The Next Dues Options toolbox can also be accessed by going to any owner account, selecting ‘Miscellaneous’ and then clicking on the ‘Update’ button.  Otherwise, the process is the same.

 

Coupons (most of these also apply to coupons on statements)

I am trying to generate a coupon file, but Caliber will not let me select anything.
Make sure that the GL account that the Payment Posting Code is pointed to has a bank linked to it, and that it is selected as the Primary Bank Link.

Make sure that there is a Lockbox Code in the Payment Posting Code.

Make sure that the Billing Record has a future starting date.  If the starting date has already gone by, check that the ‘Print Partial for Current Year’ box is checked.  If it is, an option becomes available to include the current month in the file.

I generated a coupon file and sent it to the printer, but they state the file is in the wrong format.
Go to the Coupons tab under Accounting Set-Up for the client and make sure the correct one is selected.  If not, change it, save, then regenerate the file for the printer.

I am printing coupons in house. Where do I get coupon stock?
Caliber does not provide or sell coupon stock.  Check with your local printers.

What does ‘Default Small Coupon’ mean in the Coupon Layout toolbox?
Coupons will print 4 coupons per 8 ½ x 11 sheet of paper.

What does ‘Default Large Coupon’ mean in the Coupon Layout toolbox?
Coupons will print 3 to an 8 ½ x 11 sheet of paper.

Should I use the Small Coupon format or the Large Coupon Format?
Most banks want the Small Coupon format, but you will need to check with them.

The scanline at the bottom of the coupon is in the wrong font.
Go to the Coupons Layout toolbox, right click on the scanline, and select ‘Properties.’  In the toolbox that opens up, the font, font size, etc. can be changed.

The bank says the coupons need to be on OCR-A font, but it is not one of the font options in the scanline properties.  How do I get it?
It can be found on the internet and downloaded to your computer.

This client has multiple charges, but I only want to order one coupon for the total of the charges.  How do I do that?
The Billing Records must be identical except for the amounts.  If they are, the combined total will be used.

This client has multiple charges, but I want to order one coupon for each, every month and have them in the same coupon book (two Jan coupons together, then two Feb coupons, etc.).  How do I do that?
It is up to the coupon printing company. To get the file to generate that way, the Billing Record for each must be different but with the same date range, and both charges get selected when the coupon file is generated.

Although all my clients use the same bank, one of them wants payments to be sent to a different address.  How can I do this without changing the address in the Master Bank List for the others?
Go to the Coupons tab under the client Accounting Set-up.  Select the ‘Use specified address for coupons/statements’ option, then enter the desired address.

The late fee and/or late date is wrong on the coupons that I printed in-house.
Go to the Statement/Coupon Settings area on the AR Statements tab of the Accounting Set-up for the client.

The late fee is based on interest and the amount is wrong on the coupons that I printed in-house.
This is a known issue, and the only work around is to calculate the amount and enter it as if it was a fixed fee.  Go to the Statement/Coupon Settings area on the AR Statements tab of the Accounting Set-up for the client.

I want my in-house coupons to look different.  Can I make changes to them?
Yes. Go to Coupon Layouts where different items can be included or suppressed on the coupons.
 
Also, within the body of the coupon, the location of items can be rearranged using Drag and Drop.

What is the ‘Use automated 3^rd-Party Printing process option do?
It automatically sends the file that is generated to the printing company specified in the Third-Party Printer Settings toolbox.  The user will not be required to upload the file to the printer.

This only applies to LetterStream and Optimal Outsource. The Third-Party Printer Settings must be completed prior to the file being generated.

 

Statements

When generating statements, on the ‘Statement Dates’ toolbox, there is an option to ‘Print as Invoices.’  What is the difference?
A statement will include a balance forward line that shows the total balance outstanding prior to the Statement Start Date, but an invoice will not.

When I try to generate statements, client X doesn’t show anything in the list.
Check to see if the bank selected for the statement run is the same as the one that the client’s Payment Posting Code is pointed at.

What is the ‘Use automated 3^rd-Party Printing process option do?
It automatically sends the file that is generated to the printing company specified in the Third-Party Printer Settings toolbox.  The user will not be required to upload the file to the printer.

This only applies to LetterStream and Optimal Outsource. The Third-Party Printer Settings must be completed prior to the file being generated.

I am printing statements in house. Where do I get statement stock?
Caliber does not provide or sell statement stock.  Check with your local printers.

 

Recurring/Memorized Journal Entries & Invoices

‘My recurring journal entries (or invoices) are all missing.  How do I get them back?’
If the schedule for the recurring entry had an end date entered, the system automatically deletes them when that date has passed. There is nothing we can do about it.  During training, customers are cautioned about this.


 

1099s

A vendor that should receive a 1099 does not appear on the 1099 Preview Report.
Check to see if a 1099 even needs to be sent to that vendor.  Purchases of supplies are not reported, regardless of the amount for example.
               Fix:  Do nothing.

Check to see if the vendor does not have the 1099 Required box checked on the Accounting tab under Manage Vendors. 
Fix:  Check the box.

Check to see if a Box has been selected in the pulldown next to the 1099 Required checkbox on the Accounting tab under Manage Vendors.
                              Fix:  Select the box the income is to be reported in.

Check to see if it was set-up as an ‘Other Payee’ instead of a vendor (1099s are generated for vendors ONLY).
               Fix:  Convert the payee to a vendor

Check to see if the vendor was actually PAID $600 or more in reportable income during the calendar year (payments only – unpaid invoices do not count).
Check to see if there were any 1099 adjustments made for the calendar year on the 1099 Info tab under Manage Vendors to reduce the 1099 income (the adjustment would have a negative sign).
Fix:  Do nothing if the adjustment is valid.  Avid/Strongroom end of year adjustments are always valid.
Review all paid invoices for the year to see if any expense line items had ‘1099 Item’ unchecked for items that should have had it checked. 
Fix:  Since the invoices cannot be edited after they are paid, enter an adjustment on the 1099 Info tab under Manage Vendors.  To increase the vendor 1099 balance a positive entry would be entered.

A vendor that should not receive a 1099 is appearing on the 1099 Preview Report.
Check to see if the vendor has the 1099 Required box checked on the Accounting tab under Manage Vendors. 
Fix:  Uncheck the box.

Check to see if it was set-up as vendor instead of an ‘Other Payee.’ (1099s are generated for vendors ONLY).
Fix:  Deselect the 1099 Required checkbox on the Accounting tab under Manage Vendors.

Check to see if the vendor was actually PAID $600 or more in reportable income during the calendar year (payments only – unpaid invoices do not count). 
Check there were any 1099 adjustments made for the calendar year on the 1099 Info tab under Manage Vendors to increase the 1099 balance (the adjustment would be a positive entry).
Fix:  Do nothing if the adjustment is valid. 
Review all paid invoices for the year to see if any expense line items had ‘1099 Item’ checked for items that should have had it unchecked. 
Fix:  Since the invoices cannot be edited after they are paid, enter an adjustment on the 1099 Info tab under Manage Vendors.  To decrease the vendor 1099 balance a negative entry would be entered.  (This is the one place in Caliber where a negative amount should ever be entered).



I have vendors that are to receive a 1099, but when I go to print the forms, nothing generates.
               Check to see if the wrong output option was selected.
                              Fix:  Select the correct output option and run again.

I know that vendor X was paid more than the $600.00 threshold, but when I look at their history, I see a large adjustment from Avid/Strongroom that decreases the 1099 balance so that it is below $600.00, and no 1099 form generates.  What is this and how do I fix it?
The IRS requires certain types of electronic payments to be reported separately and on different forms.  Avid/Strongroom, as the entity that actually sent these payments on the management company’s behalf, is responsible for this reporting.  To prevent these payments from being reported a second time via Caliber’s 1099 process, they push an adjustment into Caliber for the amount that they are responsible for reporting.  Caliber is only required to generate a 1099 for the difference.  If that difference is under the $600.00 threshold, nothing needs to be reported out of Caliber.
               Fix:  Do nothing. Avid/Strongroom year-end adjustments of this kind are always valid.

Where do I get the 1099 forms?
Caliber does not sell or provide these.  They can be purchased from office supply stores or ordered on-line at the IRS website.

There are two different 1099 forms (1099-MISC and 1099-NEC) listed in the pulldown for the 1099 box at the vendor.  Which do I use for X vendor?
It depends on the vendor and what the payments they received are for.  Review the vendor’s W-9 forms and consult an accountant for advice. 

Do I have to print the 1099-MISC and the 1099-NEC forms separately?
               If printing them in-house, you will need to change the forms in your printer each time.

I am required to send copies of 1099 forms to my state, and they must include a state ID number.  Where do I enter this?
This field is found in the Change Client Details toolbox on the Client Dashboard.  

I am required to send copies of 1099 forms to my state, but the state has a different threshold than the $600.00 Federal one.  How do I generate forms for this threshold?
A threshold override field is available on the Select Clients toolbox when outputting 1099 forms.  It defaults to $600.00, but can be changed as needed.  Only those vendors that exceed the entered threshold, (or the default of none is entered) will be included in the output. 

 

1096s

A client’s 1096 does not appear on my preview reports and it should.
               Check to see if any 1099s were actually generated for that client.
                              Fix:  Start the checklist above.

A client has a 1096 showing on my preview reports and it should not.
               Check to see if any 1099s were generated for that client when they should not have.
                              Fix:  Start the checklist above.

Where do I get the 1096 forms?
Caliber does not sell or provide these. They can be purchased from office supply stores or ordered on-line at the IRS website.

Do I have to print the 1096-MISC and the 1096-NEC forms separately?
               If printing them in-house, you will need to change the forms in your printer each time.

I am required to send copies of 1096 forms to my state, and they must include a state ID number.  Where do I enter this?
This field is found in the Change Client Details toolbox on the Client Dashboard.  

I am required to send copies of 1096 forms to my state, but the state has a different threshold than the $600.00 Federal one.  How do I generate forms for this threshold?
A threshold override field is available on the Select Clients toolbox when outputting 1096 forms.  It defaults to $600.00, but can be changed as needed.  Only those vendors that exceed the entered threshold, (or the default of none is entered) will be included in the output.   

 

Year End Process

Is there any year end or closing process that needs to be done in Caliber?
No. Caliber will automatically start reporting the prior year’s Net Income in the specified Retained Earnings account(s) on the first day of the new year.

Why don’t I see a GL entry moving the Net Income to Retained Earnings?
Caliber simply starts including anything dated in the prior year in the Retained Earnings calculation.  No actual entries are made.

Why doesn’t the activity in the Retained Earnings GL account history match the Retained Earnings amount?
Caliber calculates the Retained Earnings outside of the GL, so only those entries that are made by an actual user are shown in the account history.  These essentially become ‘adjustments’ to the calculated amount.

Can I close the Prior Year GL to keep entries from being made to it? 
The last month of the prior year can be closed like any other month.  Admins will still be able to post to it, but they will get a warning. Non-admins will not be able to post into the closed period.