 December 31, 2002 Keystone Systems, Inc. Volume 2002 Number 4 140 South Arthur, Suite 515, P.O. Box 206, Spokane, Washington 99210 Sales: (888) 863-9833 Fax: (509) 535-0520 Support: (888) 863-9797 Web Site: www.Trucking-Software.com E-mail: sales@KeystoneTruckSoftware.com |
| THE FIRST 25 YEARS |
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As we look back on another year, we want to take this opportunity to thank you, our clients for another year of growth for Keystone Systems. We continue to look for steady
growth, with a variety of clients in the trucking and battery wholesaler markets. This year has been especially exciting, as we celebrated our 25th anniversary and added about 30 new clients. We have customers in most states across the U.S., from Washington to Florida, from California to New England. We have evolved from one person (Bruno) doing custom work for 30+ industries to an efficient crew concentrating on two industries, able to meet their specialized needs. As we head into our 26th year in business, we wish you all a very happy and rewarding 2003. Bruno & Chris |
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WE LISTEN TO YOU! 85 SOFTWARE SUGGESTIONS IMPLEMENTED IN 2002 |
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We implemented 85 significant software changes this year. These improvements came directly from feedback from you, the users. The new CLIENT/SERVER version is the biggest development for us for 2002 (see article). We have also continued to update and upgrade the help files, including the addition of 25 new "Frequently Asked Questions" or FAQ's covering a wide range of topics. Other major enhancements include: • Allowing any report to be exported to Excel, Word, or Adobe Acrobat (pdf) format • Subtotals on Invoice billing • Run Income statements by fleet • Support for PC*Miler/Streets • Maintenance tracks warranty length on parts • Find Invoice function in dispatching The suggestions break down as follows: • 41 Trucking • 19 Battery Inventory • 8 General system • 6 Payroll • 6 Accounts Payable • 3 Maintenance • 1 General Ledger • 1 Accounts Receivable To see a more detailed list, just go to any program menu, depress the F1 function key (the standard help key) and then go to GENERAL HELP followed by SOFTWARE UPDATES. |
| NEW CLIENT / SERVER DATABASE |
 This new version is a major enhancement to our product line. It has been in development for over two years. We are moving from a "desktop database" (BDE/Paradox from Borland) to a true client/server database (FlashFiler2 from TurboPower).We have been using the C/S (client/server) database on our own in-house system for the last three months. We also have it running at five client locations. |
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ARCHITECTURE This database design is quite different from what we have been using. There is a separate program called the "server" that is run on just one computer on the network. That computer contains your data (as now). On the current structure, each work station has full access and control to the data on the primary computer. With the new server structure, only that software running on the primary computer controls the data files. In other words, Instead of each network computer accessing/controlling data on a common computer, you have just one program (the server) that accesses/controls the data and all other computers must communicate with the server program. This architecture has several advantages, as described in the following sections. RELIABILITY This design is much less sensitive to data corruption, because only one computer is allowed to access the data. If a work station computer is re-booted, or you have to do an abnormal exit from a Keystone program, it will not harm your data. With the previous database, each computer accesses data files directly and if it is interrupted, communication with the other workstations is disrupted, potentially causing data errors. The C/S also facilitates access over the Internet using technology such as Windows 2000 Terminal Services. The reliability issue alone is worth the switch, allowing you to keep running a longer time without errors,increasing your data safety, and reducing down time. SECURITY The C/S database is much more secure. All the files are automatically encrypted so that they are unusable outside of your network. Client/Server can also be run on a NOT SHARED NETWORK COMPUTER, so nobody on the local network or Internet has direct access to the data files. Nobody can copy, change or delete files (which sometimes happened with the old database). SPEED |
 The server version is faster for networks over four computers. The more computers, the more it outperforms our other database. The C/S scales much better. Each additional user slows downs much less than each additional user on our old database. Networks under four computers may notice a slow down unless the server is upgraded. |
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SIMPLIFIED LICENSING With the C/S version we are changing our licensing method from total computers (one license per physical work station) to concurrent users (total users accessing the data at one time). You no longer have to license each computer, just the server. If you buy or modify a work station computer, you will NOT need to contact Keystone for a new computer license or authorization. Your license is good for the maximum users ON the server at one time, not how many computers CAN use the server. So if you have four computers that might use the software, but only three at a time, you only need a license for three users. WEB PROGRAM UPDATE We are also making software updates available over the Internet, so you can get your own updates whenever you like. It will also allow faster response to problems. The update file is about 18 megabytes, taking aout two minutes to download with a DSL or cable Internet connection. With this version, the server computer is taking more of the computing load so we are advising that a new computer be used for the server. The server will use all the memory you give it for extra speed, so we are recommending a computer with 512 KB RAM, and a 1.5 to 2.0 gigahertz processor. This version, with its advanced architecture, reliability and security will allow you grow in size and increase your productivity. |
| NEW TAX TABLES FOR 2003 |
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By now, most of you will have entered the new rates for Federal Withholding taxes and new rates for your
State(s) taxes. If you have not added a new record for your state taxes because your withholding rates did not change, take the time to check your SUTA and Worker's Comp rates. If your SUTA and/or Worker's Comp rates have changed, you should add a new State rate record. All the numbers from the previous year carry forward so all you have to do is edit the numbers that changed. To make sure all your rates are accruing correctly and that the payroll taxes are correct, run your quarterly payroll reports after you do your first payroll for the new year, and check the numbers. It will be much easier to fix any problems you have with your quarterlies before you enter more payrolls and before any months in 2003 have been closed! Pay particular attention to your "taxable" amounts and make sure deductions from 401(k) Plans, Simple IRA's and 125b's are being treated correctly. |
| YEAR END CLOSING UPDATES |
 While January brings a new beginning for a lot of things, it can also add a lot of stress to our lives. If you are on a calendar year for your accounting, you are rushing to get all the year-end numbers crunched so you can get the information to your accountant. Keystone software is designed to automatically "close" the year for you and you can continue with your daily transactions for the new month as usual. It is also the time of the year that you are required to distribute W-2's to your employees and 1099's to your non-employees. |
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Sometimes in the rush to close out the previous year, we get careless and don't pay enough attention to details until it is too late. Keystone software offers a very flexible package in that data entry errors can be corrected before you print your W-2's or 1099's. But, there is a catch! Before you close the Accounts Payable and Payroll packages, you need to run preliminary W-2's and 1099's to make sure all the numbers are correct. You can run and/or print either of these reports an unlimited number of times without "messing" anything up! And you can continue processing your regular daily work, such as running a payroll for January or writing checks in AP, without having to "final" anything for December until you are ready. Please take the time to review your W-2's and 1099's before you close Payroll or Accounts Payable for December. Until the package is closed, you still have the ability to change the amounts reported on these forms. If you don't take the time to review the information before closing and discover errors afterward, you will have to manually produce your forms. That could mean hours of typing multi-part forms, without errors. (Not to mention the additional expense if you have to buy more forms.) |
| FIRST QUARTER HOLIDAYS |
 January 20 - Martin Luther King DayFebruary 17 Presidents' Day |