This exciting service provides web site hosting and online access for your royalty and working interest owners. This service will let them view their current and past reports.

With your help, we will design a web site for your company that includes a secure section for your owners to log in using their owner ID and a password that you assign. This will allow them to access their owner distribution statements, check stubs, 1099s and tax information. You will have complete control over what reports each owner is able to access by using the administrator function of the web site.

Your distribution software will upload the owner’s reports to the web site. It will automatically send an e-mail to the owners to let them know the information is available.

If you are interested in finding out more about this fantastic service, access our test Web site to experience it for yourself. Go to online.sherware.com for a demonstration.

You can log in with a username of royalty and a password of owner. This will let you see what your royalty and working interest owners would see. To check out the administrative function, log in with a username of admin and a password of admin. This is where you will control what your owners can see.

How It Works:

Once the module is enabled, there are a few setup items that must be attended to in order for the module to work correctly.

SherWare support will setup the Web site with your assistance to make sure that it matches any existing company Web site as closely as possible. Once the Web site has been setup, a SherWare support technician will provide the parameters for the module to be setup in the software.

SITE CONFIGURATION

To enter the parameters for the reporting module to access the website go to Utilities, Upload Reports To Web. Then click on the Site Configuration tab.

The explanation of each of the fields on this setup screen is below. Some of these items will come from SherWare support and some, such as the email server and username most usually would come from an internal technology administrator.

Use FTP To Upload Reports
Check this box in order to be able to upload the reports to the website. The module uses the FTP protocol to upload the reports. NOTE: Make sure that FTP upload is allowed with any current Firewall. Some Firewalls are setup to block FTP requests.

Site Name
This is the domain name of the website setup by SherWare technical support. Enter the name as given in the site parameters document received from support.

Username
Enter the username from the site parameters document. This is the FTP login username to the website domain.

Password
Enter the password from the site parameters document. This is the password for the FTP login to the website.

Location
The path on the website where the reports will be uploaded to. This is most usually TEMP\ Enter the location as given in the site parameters document.

Mail Server
The domain name of the mail server used to send email. Most usually this can be copied by going to Outlook and choosing Tools, Account Settings and editing an existing account used to send email.

Email Address
The address emails will be sent from when emailing users about uploaded reports.

FTP Port
This is the port that the FTP protocol uses when accessing the website. The default is 21 This must match the port given in the site parameters document.

Email Username
The username used to login to the Mail Server entered above. This can usually be copied from Outlook settings.

Email Password
The password used to login with the above Email Address to the Mail Server.

Once the parameters have been filled into the Site Configuration screen, click on the Save button to save them.

SETTING UP USERS

To setup the users on the Web site to determine who can login to the website to access reports you would use the Generate Reports page.

Check the box that says "Create User Records". This will upload user records for each owner in the currently open company's owner file. The username will be their Owner ID and their password will be the last 4 digits of their Tax ID.

Any owner marked to "Post this Owner's Activity to QuickBooks" will be created as an Administrative user since usually only company owners are marked to post in this way.

Click on the Process button to create the users.

SETTING UP AN E-MAIL TEMPLATE

To setup a template email that can be sent to the owners when reports are uploaded, Click on the Email Template page.

This template can be changed each time before reports are uploaded or it can be made very generic just to let owners know that new reports are available. When the template has been completed, click on the Save button to save the changes.

UPLOADING REPORTS

To upload reports to the Web site, choose Utilities, Upload Reports To The Web.

From this screen the range of owners can be chosen whom reports should be created and uploaded. Choose the first owner ID by either typing in the owner ID or choosing the ID from the lookup list by clicking on the lookup button.

Choose the Last Owner by entering the owner ID or choosing the owner from the lookup list. All owners who had activity between and inclusive of the first and last owner will have reports generated.

Choose which Revenue Run to upload, then choose what type of revenue reports should be uploaded. Choose Owner Statements to upload Owner Distribution Statements and/or Owner Stub Statements to upload the stub statements.

Choose to upload JIB statement and which JIB run closing to upload.
1099s can be uploaded by checking the Upload 1099 checkbox and choosing which year to upload.

If an email should be sent to each owner check the "Send Email To Owners" checkbox. The template setup previously will be used to email each owner.
If only owners who are setup for Direct Deposit should be sent an email, check the box "Only Send Email to Direct Depositors".

Click on the Process button to generate the chosen reports and upload them.

WEB SITE

The online reporting website will be a general Web site setup with the company logo and basic information. To access the Web site use the domain name provided by SherWare support in the Site Parameters document and entering it in the browser of choice.

To login to the website use your company's owner ID and the last four digits of the company's Tax ID.

Initially, there will be an administrative user setup by SherWare support with the username of Admin and a password supplied on the Site Parameters document.

There are two different functions available when signed in as an administrator.

Administrator Functions
User Maintenance - use this to administer the usernames, passwords and status of users for the Web site

The users that are setup in the system are listed on the left. The detail information about the currently selected user is shown on the right. To select a user from the list on the left, double-click on the users name.

The only fields that are important for the user are:

User Name - the owner ID as defined in the SherWare owner file

Admin User - should only be marked for the operating company's user record. Admin users have access to the user setup as well as all uploaded reports for every user.

Description - the owners full name.

Password - the password the user uses to sign in to the website.

Expires On - the date the user record expires. Once the date is passed the owner record will be marked inactive.

Account Active - this must be checked in order for the owner to be able to sign on.

INTEGRATE NEW USERS

Copies the uploaded users to the user file. This is usually automatic the 1st time a user tries to sign on.

INTEGRATE NEW REPORTS

Copies the newly uploaded reports to report directory so that the owners can access them. This is usually automatic the 1st time a user tries to access a report.

USER FUNCTIONS

These are the same functions that regular users will see. There are links for each type of report available.

NOTE - if you are signed in as an Admin user you will see everyone's statements. If you are signed in as a regular user you will only see that users statements.

View Owner Distribution Statements - Shows a list of owner distribution statements that have been uploaded.

View Owner Check Stubs - Shows a list of owner check stub statements that have been uploaded.

View Owner JIB Statements - Shows a list of JIB statements that have been uploaded.

View 1099s - Shows a list of 1099s that have been uploaded.

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