First Option Newsletter      


December 2014    


In This Issue
First Option GUI
Training Videos - New GUI
Holiday Schedule
Top 3 Reasons to Host
Quick Links
Happy Holidays,

We have added a few Knowledgebase entries in this month's newsletter that should be helpful for year end.

Please see below for instructions for 1099's and changing accounting periods. There is also a knowlegebase entry for Report Writer that may be helpful.

Also, this is a great time of year to think about any custom programming work you may need done or to upgrade to the new GUI version of the software. For those of you already on the GUI version we will be rolling out Version 10 in 2015. Stay tuned for more updates.

Wishing you and your family the best in 2015.
Year End Knowledgebase Entries


What options do I use to print 1099's?




Note: As of the writing of this newsletter the changes to the 2014 1099 are that boxes 11&12 (foreign tax paid) are no longer being used. The printed form layout for 2014 is identical to 2013 and there are no other changes to the transmission file. Since no updates are required, your existing program may be used to print 1099s.






Accounting Period Open/Close



How do I change the G/L accounting period open/closed flags if I have already cloned them from a previous year?


To access and change the Valid for General Ledger fields in the Accounting file, and if you have cloned the accounting period and therefore copied the Closed period fields;

Use #14-Update Accounting Period Flags on the G/L  Supervisor menu.  Enter the Corp# and year that need to be changed and press ENTER.  In the column 'Valid for G/L' key a 'Y' to allow entries to be posted into the period or an 'N' to prevent entries from being posted.  For more information about accounting periods, cloning and re-setting values go to the General Ledger Manual page 25 & 126.


How do I open a New Year for Accounts Payable and General Ledger?



Create the accounting period for each Corp/Fund for the new year. (this example is from 2011 to New Year 2012)

You can easily clone from one year to the next using Option 18 -Clone Accounting Periods, from the General Ledger File Maintenance menu.

You will need to key in the Corp/Fund and the "from" year 2011, then the same Corp/Fund and the 'To" year 2012, at the copy period closed area, key in a "N" and the following fields will appear.



From Corp# : 2 To Corp# : 2



From Year : 2011 To Year : 2012



Copy Period Closed Data . . . .: N (Y,N)




Set 12 months to Yes or No
Valid For GL . . . . . : Y
A/P Closed . . . . . . : N
A/R Closed . . . . . . : N

Set the Valid for GL, AP Closed, and AR Closed as shown above. You will need to do this for all Corp

Report Writer


I use Suite reporting in the GL Report Writer, I have added new entities to my GL-how do I add these to an existing suite?


Take option #6-Suite Maintenance from the GL Report Writer menu.

Select the appropriate suite by keying a '2' in the Option column and press ENTER to display the current contents of the suite. 

Press F6 to create a new line/sequence# to the suite.  When the screen below appears, enter the desired information and press ENTER - use F14 or F18 to select the Corp/Div/Dept/Job for this new entry.

Gwia01              Report Writer Report Suite Maintenance    
Seq# . . . . . . . . . . . . . . . . .                        
Format (S/F) . . . . . . . . . . . . .                        
Skeleton Type (P/B)  . . . . . . . . .                        
Skeleton/Analysis# . . . . . . . . . .                        
Report Definition #  . . . . . . . . .                        
From Period (NN/YY)  . . . . . . . . .                        
Thru Period (NN/YY)  . . . . . . . . .                        
Report Level (1/2/3/4) . . . . . . . .                        
Consolidate? (Y/N) . . . . . . . . . .                        
Free-form text for heading . . . . . .                        
Print Detailed Schedule? (Y/N) . . . .                        
Print Formal Statement? (Y/N). . . . .                        
Show Cents on Detail Schedule? (Y/N) .                        
Show Cents on Formal Statement? (Y/N)                         
Page break on entity change? (Y/N) . .                        
Print on Letter-Size Paper (Y/N) . . .                        
Validate data against skeleton? (Y/N)                         
Double-space detail schedule? (Y/N)  . N                      
Number of Copies to Print  . . . . . .                        
F4=Select(*)  F12=Previous  F14=Select Entities  F18=Select Ent

For more information about setting up suite reporting in the GL Report Writer, please see the General Ledger Manual starting on pages 35 & 120.



First Option GUI
IT Services
Have you checked out the new GUI Version of First Option  Financials? 

This new GUI version will be the foundation for all future screen and desktop interface enhancements and includes:


  • Easy to Maneuver Screens - Command Keys have been replaced with buttons. System function keys have also been replaced by easy to read buttons.
  • Same format - The application menus remain in the same navigation as the green screen so you will be familiar with your day to day functions and not slowed down by training issues.
  • GL Upload - The GL upload can now be done via the Daily Processing menu in General Ledger.
  • Customize the size of your screen - You can make your screen larger for easy reading.
  • Screens are easier to read and don't have glare of green screen.
  • Can access First Option's helpdesk from your application screen and enter a ticket or view the Knowledgebase and News section.
  • Can access First Option's blog from the application main menu and get software tips and updates. 
  • Export of screen data, P&L and Balance sheet to excel.
  • LookSoftware Version 10 compatible.

To request a GUI quote please send an email to                                                                     



Training Videos - New GUI based product
software services


Training videos by application are now available on First Option's youtube site.  


Currently there are videos for AP, GL, AR, and Report Writer. Purchasing, Inventory and Fixed Assets will be added in the next few months. There is also a video on how to use the helpdesk and knowledgebase.


Below is a quick demo on how to view the training videos.Click image below.

How to use New Training Videos
How to use New Training Videos

Upcoming Holiday Schedule
Click the link below for our 2015 Holiday Schedule.

 Holiday Schedule

If you would like to receive reminders please Subscribe to our News section via the Helpdesk.
Top Three Reasons First Option Financial Customers' Host
software services


ThreeFirst, peace of mind - Your system is up and running 24/7 by 365 except for scheduled maintenance. Even with the threat of hurricane Sandy, First Option's iSeries server remained up throughout the entire storm! Intermittent connection problems with Internet Service Providers were identified, escalated and resolved on a timely basis.


Second, avoid the cost of hardware and software maintenance, monitoring, backup tapes, PTF's and operating system upgrades - Hosting your First Option Financial Software in our shared environment allows you to share the cost with other customers.  


Third, Focus resources on your business not IT - The internal cost of hiring, managing, and training IT resources can be costly. Use First Option's experienced network of IT resources for business critical projects which allows you to grow your business not your IT staff.   


For more information on our hosting package please email   

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