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In early September, OGSYS R&D personnel completed the developmental phase of the native OGsql base system. Subsequently, several volunteer clients began working with us to alpha test the base system, and we hope to complete alpha testing by mid-October.

Here are our objectives in alpha testing –
• To process as many transactions as possible
• To exercise every possible program in OGsql
• To test OGsql for specific user-defined job functions

The flow diagram below shows the steps involved in the alpha test.

We will begin beta testing as soon as the alpha phase is complete in mid October 2007. In the beta phase, selected volunteer clients will go live on the native OGsql base system in their production environments. These clients on beta OGsql will have priority access to our support staff. Our plan is to complete the OGsql base-system beta testing in December 2007.

During the months of testing of the base system, we will continue development of
the Land and Fixed Assets programs. We plan alpha testing Land Management in early November and alpha testing Fixed Assets in late November. We will complete beta testing of both programs by late January 2008.

We will complete OGsql development for all other programs in early 2008. If you would like a periodic status report via email, contact the Manager of Operations, Barbara Schweitzer ().

Want to Help Test OGsql?

If your company has an interest in participating in the alpha or beta testing program, contact Chuck Blanton () or Jody Vasquez () for more information.

New Tool to Track Changes to Decks and Other Data

When you save a deck in OGwin 2.0 or later, you may have noticed a new popup screen—“Change Control.”

OGwin links this popup to the new Disbursement Change History report found under the Exceptional Processing menu. We designed this report to track changes to decks and—optionally—to other data items that have a bearing on cash disbursements.

The feature records every deck creation or saved change in the report . . . along with a change control number, user ID, station ID, date and time. If you want a record of changes to additional items like vendors, owners, lease financials, you may activate Option 203.

Recording changes to decks reinforces program security, and enhances the way that deck changes are integrated into normal processing and posting. Your decks can continue working essentially as they always have.

Previously, an entry program – such as AP invoice entry – would select a deck. Changes to that deck were then locked until you posted the AP invoice voucher.

OGwin 2.0 does not lock the deck. Instead, the program provides Option 204 (default-freeze), so that deck selection in AP invoice entry pins that invoice to use that specific version of the deck . . . even if you change the deck (same effective date) prior to final posting.

OGwin can now reconstruct archived versions of a deck using the change control number for pinning. Leave off Option 204, and the deck selection floats to use the version of the deck that is on file at the time of posting (same effective date).

With 2.0, the system allows floating so long as the total company interest in the deck has not changed since entry. If you violate that restriction, the system rejects the posting, and you must alter the AP invoice entry with a reselection of a deck.

The new Change Control popup screen allows the user to enter a description that streamlines deck selection from archived decks. The deck scan process is now a two-level scan. The first level is the same as always – the current version of each effective date shown. If you want an archived version of a deck, a drill down to archived decks is available.

On the deck scan screen, you may specify that you want to place a freeze on the deck all the way through posting.

The new version enhances modeling in AP invoice entry, manual journal entry, and purchaser check entry. This enhancement enables you to use the same deck from the original entry (even if archived) or to float the new voucher to use the most recent deck version.

Option 205 sets the default to use the same pinned deck when modeling. Option 206 sets the default to use the same pinned deck when modeling and reversing. You may override either default on the model selection screen.

The Disbursement Change History Report affords various filters and time period selection. The report contains separate sections for expense decks, revenue decks, owners, etc. It also provides a continuity section to prove that the change history itself has not been altered.

Redistribute Netted Items

You may now redistribute netted items, using Revenue Redistribution. See The Operator, July 2007 for detailed information on the revenue redistribution application.

Upload CDEX

Go to our website—www.ogsys.com—for instructions for the CDEX upload and a formatted Excel spreadsheet. Look for it under “Support / Upload Tools.”

Use Adjustment Entry to Adjust an Owner’s AR

Make adjustments to an owner’s accounts receivable by using the Adjustment Entry application found on the Accounts Receivable Processing menu.

Make the adjustments by owner to individual invoices. OGwin assumes a debit to the Accounts Receivable fixed account, and therefore prompts for the credit account to be entered. If you are entering a credit to the A/R account, the adjustment amount will be a negative number.

The credit account may be the cash account if you are reimbursing an owner for an overpayment. It may be an expense account if you are reversing a billing error, or it may be any other account that requires an adjustment.

Warning: Do not make the credit account the AR fixed account. This will result in a zero effect to that account in the General Ledger with a real effect to the A/R subledger – which means that they would not balance.

With invoice selection, you may adjust paid or unpaid invoices or create a new invoice –
• Simply select the invoices by well, or leave the well field blank to view all invoices for the owner, regardless of well
• Click the file tab “AR invoices” to see the list of invoices
• Highlight the invoice to be adjusted
• Click the Change button or just double-click the invoice line to enter the adjustment amount
• Save the line
• Once all invoice adjustments for the owner have been made, save the voucher
• Respond “Yes” to the prompt “OK to post adjustments?” to post the entry to accounts receivable and the general ledger