This procedure allows you to complete monthly tasks in AP.
NOTE: Use the last day of the month you are closing for the “Transaction Date” on all menus for all reports. You must completely close the current month for Accounts Payable before you begin entering any data for the new month. Although the reports are marked as Optional or Mandatory, the data is no longer available for the reports once the purge is performed. You may want to make twelve copies of this report each year so that every month you can check off the procedures as they are completed.
MONTH CLOSING: __________________________
Enter all invoices for the month. (AP-1-1)
Enter all credit memos for the month. (AP-1-4)
Enter all voids for the month. (AP-1-2, AP-1-5)
Enter all checks for the month. (AP-1-6, AP-1-8, AP-1-13)
Backup the data files. (Backup using the daily and end-of-month backup tapes. Follow the same procedures but use different tapes.)
Purchase Journal By Vendor (AP-4-13--OPTIONAL)
S’pecific Date Or A’ll ___A__
Purchase Journal By Voucher (AP-4-14--OPTIONAL)
S’pecific Date Or A’ll __A__
Expense Distribution (AP-4-7, AP-4-17) S’pecific Date Or A’ll __A__
Aged Trial Balance (AP-4-12)
D’etailed or S’ummary Aging? (D/S/E) __D__
Suppress Accounts With a Zero Balance? ____(Summary Only)
Use I’nvoice or D’ue Date for Aging (I/D/E) ____
Cash Requirements By Vendor (AP-4-6)
List A’ll Invoices, Or Only Those F’lagged For Payment By Due Date _____
Compare the balance from the reports generated in Steps 9 and 10. If they do not equal, call LMS before proceeding.
Transaction Register (AP-4-8)
A’ll Or S’pecific Date __A__
Cleared Check Register (AP-4-10)
Outstanding Check Register (AP-4-11)
Enter Beginning Check Date Or A’ll ______
Enter Ending Check Date
Check Register (AP-4-9)
Input A’ll - S’pecific Date - E’nd __A__
Data File Purge. Note: If you wish to view the invoices that were paid in the previous months in Vendor Inquiry, do not perform the following purges. Bypassing these purges increases the file sizes and length of reports (i.e., Aged Trial Balance). If one purge is done, the other must also be performed.
Purge Accounting File (AP-3-6) Prints Listing. Deletes from the APSAJD File all invoices that have a zero balance at the time this purge is run (Standard Accounting Journal Maintenance). Aged Trial Balance and AP Transaction Register utilize this file and are cleared by this purge.
Purge Invoice File: Purges from the APINVD File (Invoice Data File) all invoices that net to a zero balance. Cash Requirements By Vendor and Due Date Reports, Paid Invoice Register, and Vendor Inquiry utilize this file.
Clear MTD Vendor Totals (AP-3-9--MANDATORY) Resets Month-to-Date fields to zero in vendor record.
Temporary Vendor Purge (AP-3-8) Deletes from the Vendor File all temporary vendors with a zero balance. (Stores month-to-date and year-to-date dollar amounts in vendor 999999.)
End of Month Check Purge (AP-3-7) CAUTION: Be sure you have run the check register for all checks you have cleared prior to running this purge. This program purges from the system all checks that have a date in the Check Cleared field at the time the purge is run. All cleared checks are purged regardless of date you use on menu selection. A listing of all checks purged from system is printed.
Initialize Index Files (AP-3-10--MANDATORY) CAUTION: This job must be run immediately after the End-Of-Month A/P Purge. This step is extremely brief, but it is the step that closes the month. This step must be completed prior to beginning the new month.
Please call La Crosse Management Systems, Inc. if you have any questions. We appreciate your calls. (608) 784-8400.