Calendar, Reminders, and Lists

The following information is covered in this chapter:

• Reminders Calendar
• Reminders Due
• Floating Lists

Reminders Calendar

The Reminders Calendar feature allows you to set up important events you wish to be reminded of such as Federal tax deposits, health insurance payments, state taxes, unemployment payments, and even employee birthdays and anniversaries. You can even print out monthly calendars listing all the things you need to remember.

Opening the Reminders Calendar

There are two ways in which you can access the Reminders Calendar:

• In the Company tab window, click the Calendar button
• From the menu bar, select Activities > Calendar.

The first time you open the Reminders Calendar, the following dialogue appears.It allows you to select certain types of reminders to automatically add to your Reminders file.Make sure the option(s) you select are the ones you want because you will not see this dialogue again.

To create the calendar, select the option(s) you want, then click Create.The Reminders Calendar will display as illustrated below.

The Reminders Calendar buttons

Year

Clicking the arrow buttons next to the year allows you to change calendar years.The program limits the range of years from 1980 to 2050.

Month

Clicking the month buttons bordering the window brings up the calendar for that particular month.

Day

Clicking the day button causes the Reminder Setup dialogue for that day to appear. Days displayed in bold indicate that reminders have been set up for those specific dates. For instructions on setting up reminders, refer to Setting up reminders,

Setting up reminders

Creating reminders is fast and easy. And once they are set up, you never have to worry about remembering an important event again.

Setting up a reminder

1. Open the Reminders Calendar.
2. Click a month button (for example, April).
3. Click a day button (for example, 15th).

If there is text displayed in the Title and Message Pad fields, you can click the Clear Text button to clear the fields for the new reminder.

4. Enter the information for the reminder.

Title for Reminder List

Enter a name for this reminder (limited to 31 characters).

Message Pad

Enter the text for this reminder. The text entered here is the text that will be displayed in the Reminders Due window and printed on a calendar printout.

If the Message Pad field is left blank, the program will use the text from the Title field for the Reminders Due window and calendar printout.

Reminder Occurs

From the Reminder Occurs pop-up menu, select the time period for which you want to be reminded of this event such as, monthly, quarterly, annually.

Starting Date

Enter the date that the program should start reminding you of this event.

Pre-warn

Enter how many days in advance you wish to be reminded.

5. After setting up your reminder, click Save.

When you click Save, the Title of this reminder appears in the Reminder List on the right. The text you entered in the Message Pad field is displayed in the Reminders Due window when it comes due. For details refer to Reminders Due.

6. Click Done.

You can create all your reminders from one Reminder Setup window. Simply enter the correct Starting Date for each new reminder. When you click Save the program automatically places the reminder in the Reminder List for the appropriate date(s).

Editing reminders

Sometimes after you create a reminder, you may need to go back and make certain changes. You can edit reminders quickly and easily.

Editing a reminder

1. Open the Reminders Calendar.
2. Click the buttons (e.g., month and day) for the desired reminder.
3. In the Reminder List on the right, select the title of the reminder you want to edit.
4. Make the changes you want in the pad on the left.
5. Click Save.
6. Click the Done button to return to the Reminders Calendar.

Deleting reminders

At some point, you may determine that you no longer need certain reminders. When that happens, you can easily remove the reminder by deleting it.

Deleting a reminder

1. Open the Reminders Calendar.
2. Click the buttons (e.g., month and day) for the desired reminder.
3. From the Reminder List on the right, select the title of the reminder you want to delete.
4. Click Delete.
5. A dialogue appears asking if you are sure you want to delete the reminder. Clicking the Yes button deletes the reminder from every occurrence it was set up for.
6. Click Done to return to the Reminders Calendar.

Disabling reminders in the Reminders Calendar

Disabling a reminder will make a reminder inactive without deleting it.

Disabling a reminder

1. Open the Reminders Calendar.
2. Click the buttons (e.g., month and day) for the desired reminder.
3. From the Reminder List on the right, select the title of the reminder you want to disable.
4. Click Disable.
5. Click Done to return to the Reminders Calendar.

Enabling reminders

Enabling a reminder allows you to select a reminder that you have previously disabled, and make it active again.

Enabling a reminder

1. Open the Reminders Calendar.
2. Click the buttons (e.g., month and day) for the desired reminder.
3. From the Reminder List on the right, select the title of the disabled reminder.
4. Click Enable.
5. Click Done to return to the Reminders Calendar.

Printing reminder calendars

You may also want to have a printout of your reminders either for yourself or to pass around the office. You can very quickly and easily get an entire printout of all your reminders and choose from several different formats.

Printing a reminders calendar

1. Open the Reminders Calendar.
2. Click the Print button.
3. From the Print Options dialogue, select the type of calendar you want to print.

Date

The Current month option prints the reminders for the month that is currently selected in the Reminders Calendar. The Current year option prints the reminders for all 12 months (January to December) of the current year, with each month printed on a separate page. The Next 12 months option prints out 12 months of reminder calendars, on separate pages, starting with the current month. For example, if the current month is May 2002, the program prints calendars for May 2002 through May 2003.

Calendar format

The Calendar format prints your reminders on a standard grid calendar.

Line Listing format

The Line Listing format prints a list of only those days in which reminders occur.

4. Click the Print button.
5. In the print dialogue that appears, Click the OK button.

Reminders Due

If you have any reminders that have come due, a Reminders Due window will appear when you start up the program. Once the program is open, you can access this window by choosing Activities > Show Reminders Due.

Removing reminders

Once you have been reminded of an event and no longer need the reminder until the next time period, you can remove it from the Reminders Due window.

Removing a reminder

1. From the Reminders Due window, select the reminder you want to remove from the list.
2. Click the Remove button.

The reminder is removed from the Reminders Due window and is moved to the next appropriate date.

3. Click Done.

Disabling reminders in the Reminders Due window

You can easily disable a reminder in the Reminders Due window.

Disabling a reminder

1. From the Reminders Due window, select the reminder you want to disable.
2. Click Disable.
3. Click Done.

The reminder will not appear as long as it is disabled.

To activate a disabled reminder, go to the Reminder Setup window and enable it.

Floating Lists

You can view a floating list at any time. The payroll program sorts the current and past due items by date, and sorts completed items at the bottom of the list.

Completed items can be hidden from the list by marking the Hide Complete checkbox. You can use the checklist window to enter lists of tasks to be completed by a certain date, or about upcoming events. The list of To Do's or the Year End checklist can be printed.

To Do list

Use the To Do floating list to create a brief checklist of items that you specify. This can be useful if you know that you need to accomplish specific tasks and would like to keep the list handy within the payroll program.

To add an item to the To Do list

1. From the Activities menu, choose To Do List.
2. In the To Do List dialogue, click the New button.

The cursor will move down to the next available line.

3. Enter the Due Date and the Description.
4. Click the New button to enter another To Do item, or click the Done button to close the window.

Marking items as done

1. From the Activities menu, choose To Do List.
2. Click in the Done column to the left of the item you want to mark as completed.

A checkmark will display.

3. Click the Done button.

Unmarking items as Done

1. From the Activities menu, choose To Do List.
2. Click the checkbox in the Done column to the left of the item that was previously marked as completed.

This removes the existing checkmark.

3. Click the Done button.

Editing To Do lists

1. From the Activities menu, choose To Do List.
2. Click in the column that you wish to edit (Due Date or Description) and make your changes.

Clicking once in the column will highlight the entire contents in that field.

3. Click the Done button.

To delete a To Do item

1. From the Activities menu, choose To Do List.
2. Select the item you want to delete.
3. Using your keyboard, clear out the item.

The date field does not delete.

4. Click the Done button.

To print the To Do list

1. From the Activities menu, choose To Do List.
2. Click the Print button.(The normal print dialogue window will display.)

To hide completed items

1. From the Activities menu, choose To Do List.
2. Mark the Hide Completed checkbox.

Year End Checklist

The Year End Checklist is a floating list you can use to verify the completion of Year End procedures. The Year End Checklist contains the five steps you needs to complete. You also have the ability to edit (add/remove) the steps to accommodate your company's needs. This list is appended when the software is updated.

To add an item

1. Select Activities > Year End Checklist.
2. In the Year End Checklist window, click the ® button.The cursor will move down to the next available line.
3. Enter the Due Date and Description in the appropriate text fields.
4. Click the New button to enter another Year End Checklist item, or click the Done button to close the window.

To mark an item as Done

1. Select Activities > Year End Checklist.
2. Select the item you want to mark as completed, and click the Done button.

To unmark an item as Done

1. Select Activities > Year End Checklist.
2. Mark the checkbox in the Done column to the left of the item that was previously marked as completed>

This will remove the preexisting checkmark.

3. Click the Done button.

To edit a Year End Checklist item

1. Select Activities > Year End Check list.
2. Click in the column that you wish to edit (Due Date or Description) and make your changes.

Clicking once in the column will highlight the entire contents in that field.

3. Click the Done button.

To delete a Year End Checklist item

1. Select Activities > Year End Checklist.
2. Select the item you want to delete.
3. Using your keyboard, clear out the item.

The date field does not delete.

4. Click the Done button.

To print the Year End Checklist

1. Select Activities > Year End Checklist.
2. Click the Print button.The normal print dialogue window will display.

To hide completed items

1. Select Activities > Year End Checklist.
2. Mark the Hide Completed checkbox.