This procedure allows you to complete monthly tasks in AR/Billing.
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 receivable before you begin entering any data for the new month.
Accounting reports can be accessed from the Billing menu or the Accounts Receivable menu.
Although the reports are marked as Optional or Mandatory, once the purge is performed the data is no longer available for the reports.
You may want to make twelve copies of this report each year so that each month you can check off the procedures as they are completed.
MONTH CLOSING: __________________________
1. Enter all invoices for the month. BI-1-1
OE-1-2
SD-1-4
CN-1-11
2. Enter all credit memo's for the month. BI-1-2
3. Print all unprinted invoices and BI-1-3
credit memo's, and orders OE-1-3
**Any unprinted orders, invoices, or credit memos prior to the purge will not print after the purge if they are included in the purge dates.
4. Enter all voids for the month. BI-1-4
SD-1-5
CN-1-12
5. Enter all cash postings for the month. AR-1-2
6. Generate Interest Charges (Optional) AR-1-3
This Program Updates Customer Balances And Should Only Be Run Once Per Month
Enter P'roceed or E'nd __________
Aging Date Is (Always use the 30th of each month.) __________
Interest Charge (9.999) __________
Number of Days Past Due __________
Company No or A'll __________
OK To Continue (Y/N) __________
** This program updates the customer's account by adding the interest charges. This program MUST BE run before you print customer statements or reports that reflect the customer's accounts.
7. Run end of day procedures and reconcile
the Accounts Receivable balance. AR-3-3
8. Backup the data files. (Backup using the daily and end of month backup tapes. Use the same procedures, different tapes.)
9. Correct AR Balances (Optional) AR-3-6-6
NOTE: This procedure goes through the customer files matching the detail of an account to the balance of the account. It corrects any balances and prints them. This program goes through the whole customer file so it can be quite long. This program can eliminate the variances on the customer's accounts caused by the mismatch of the accounts receivable balance and the detail of the account.
10. Run Customer Statements (Optional) BI-4-1-11
Enter Company # or A'll (Always answer A'll unless you have statements for more than one company.) __________
Statement Aging Date __________
Print All Customers Y'es N'o __________
Active Accounts Only Y/N (If print all customers was N) __________
A'll or N'et Open Invoices (If active accounts was Y) __________
Message 1 (30 characters) __________
Message 2 (30 characters) __________
Print Statements With Credit Balances (Y/N)? __________
Past Due Accounts Only? (Y/N) __________
Beginning Customer __________
Ending Customer __________
10. (Contd)
Are Forms In Printer? Y'es N'o C'ancel __________
Are Forms Aligned Correctly? Y'es N'o __________
Build New Past Due Index (Y/N)? (If past due accounts was Y) __________
Number Of Days Past Due (If past due accounts was Y) __________
11. Transaction Register (MANDATORY) BI-4-1-1
A'll or S'pecific Date _____A____
Beginning Branch No. or A'll _____A____
12. Invoice/Credit Memo Register (MANDATORY) BI-4-1-2
A'll or S'pecific Date _____A____
Beginning Branch No. or A'll _____A____
Ending Branch No. __________
13. Customer Sales Register (Optional) BI-4-1-3
Beginning Branch No. or A'll _____A____
Ending Branch No. __________
14. Cash Receipt Journals (One report MANDATORY)
a. Cash Receipt Journal #1 BI-4-1-4
(LMS recommends this report)
New Page for Each Deposit (Y/N) __________
Beginning Deposit No - A'll _____A____
Ending Deposit No __________
Beginning System Date - A'll _____A____
Ending System Date __________
Print D'etail or S'ummary __________
b. Cash Receipt Journal #2 BI-4-1-5
New Page for Each Deposit (Y/N) __________
Beginning Deposit No - A'll _____A____
Ending Deposit No __________
Beginning System Date - A'll _____A____
Ending System Date __________
15. AR - GL Posting Report BI-4-1-14
(MANDATORY if Cash Posting Interface in effect.)
Beginning Date Or A'll _____A____
Ending Date __________
Beginning Deposit Number Or A'll _____A____
Ending Deposit Number __________
16. Open COA Report (Optional) BI-4-6-8
Print D'etail, S'ummary Or E'nd __________
Beginning Branch Number Or A'll __________
Ending Branch Number __________
Sort By A'lpha or N'umeric Customer Order __________
Beginning Customer Name Or 'CR' For All __________
Ending Customer Name __________
OR
Beginning Customer Number Or 'CR' For All __________
Ending Customer Number __________
17. Cash Sales Register (MANDATORY) BI-4-1-6
For A'll or S'pecific Date _____A____
Beginning Branch No. or A'll _____A____
Ending Branch No. __________
18. Sales Tax Register (MANDATORY) BI-4-1-9
19. Credit Memo Register (Optional)BI-41-7
For A'll or S'pecific Date _____A____
Beginning Branch No or A'll _____A____
Ending Branch No __________
20. Detailed A/R Aging (One report MANDATORY)
a. A/R Aging By Account Number BI-4-6-1
Detailed or Summary Aging (D/S/E) __________
Suppress Customers with Zero Balances (Y/N) (Summary) __________
Beginning Customer Number or A'll _____A____
Ending Customer Number __________
20. (Contd)
b. A/R Aging By Branch # BI-4-6-2
Detail, Summary or E'nd __________
Suppress Customers with Zero Balances (Y/N) (Summary ) __________
Beginning Branch Number or A'll __________
Ending Branch Number __________
Sort By A'lpha or N'umeric Customer Order __________
Beginning Customer Name Or 'CR' For All __________
Ending Customer Name __________
OR
Beginning Customer Number or 'CR' For All __________
Ending Customer Number __________
c. A/R Aging By Name BI-4-6-3
Detailed or Summary Aging (D/S/E) __________
Suppress Customers with Zero Balances (Y/N) (Summary) __________
Beginning Alpha Name ('CR' For All) __________
Ending Alpha Name __________
d. A/R Aging By Sales Rep BI-4-6-4
Detailed or Summary Aging (D/S/E) __________
Suppress Customers with Zero Balances (Y/N) (Summary) __________
Beginning Sales Rep Number Or A'll __________
Ending Sales Rep Number __________
e. A/R Aging By A/R Balance BI-4-6-5
Detailed or Summary Aging (D/S/E) __________
Suppress Customers with Zero Balances (Y/N) (Summary) __________
Beginning Alpha Name ('CR' For All) __________
Ending Alpha Name __________
Beginning A/R Balance ('CR' For All) __________
Ending A/R Balance __________
20. (Contd)
f. A/R Aging By Item Type BI-4-6-6
Note: This report prints by sales rep by item type. It is not recommended to print this ATB only.
Print D'etail, S'ummary Or E'nd __________
Beginning Branch Number or A'll __________
Ending Branch Number __________
Detail Only
Sort By A'lpha Or N'umeric Customer Order __________
Beginning Customer Name or 'CR' For All __________
Ending Customer Name __________
OR
Beginning Customer Number Or 'CR' For All __________
Ending Customer Number __________
Beginning Sales Rep. Or A'll __________
Ending Sales Rep. __________
Form Feed For Each Sales Rep (Y/N) __________
Enter Item Type Or 'CR' For All __________
21. Daily Accounts Receivable Totals (Optional) BI-4-6-7
Print To S'creen Or P'rinter Or E'nd __________
22. Month-To-Date Sales By Sales Rep (Optional) BI-4-1-13
MTD Sales For A'll Or A S'pecific Date, E'nd __________
Enter Beginning Sales Rep. # or A'll __________
Enter Ending Sales Rep. # __________
D'etail or S'ummary __________
Form Feed For New Sales Rep. (Y/N) (Summary)
23. Overdue Report by Customer (Optional) BI-4-6-9
Aging Date __________
Overdue by How Many Days __________
Enter Item Type Or 'ALL' __________
Overdue Report by Sales Rep (Optional) BI-4-6-10
Aging Date __________
Overdue by How Many Days __________
Enter Item Type or 'ALL' __________
Enter Beginning Sales Rep or 'ALL' __________
Enter Ending Sales Rep __________
New Page For Each Sales Rep? (Y'es N'o) __________
24. Sales Tax Allowance Report (MANDATORY) BI-4-1-10
Enter P'roceed Or C'ancel __________
25. Adjustment Register (MANDATORY) BI-4-1-8
For A'll Or A S'pecific Date _____A____
Beginning Branch Number Or A'll _____A____
Ending Branch Number __________
26. Company-Item Sales Report (Optional) BI-4-2-2
Form Feed On Totals (Y'es N'o E'nd) __________
27. Branch-Item Sales Report (MANDATORY) BI-4-2-3
This is the report that updates the General Ledger. Only answer yes to update at the end of month.
Enter Beginning Date (MMDDYY), 'A' for Entire Month, E'nd _____A____
Do You Want To Do The Month-End General Ledger Update? (Y/N)_______
Note: The above question is displayed only if an 'A' is entered for the date range and the general ledger interface is activated.
D'etail or S'ummary Item Sales Report By Branch _____D____
Form Feed for New Product Classes? (Y'es N'o) __________
28. Sales by Branch #-Invoice # BI-4-2-15
(MANDATORY for reconciliation of Invoice Register & Sales Analysis)
Enter Beginning Date (MMDDYY), A'll or E'nd _____A____
Enter Ending Date __________
Enter Beginning Branch, A'll _____A____
Enter Ending Branch __________
D'etail or S'ummary _____D____
29. Customer-Item Sales Report (Optional) BI-4-2-4
Form Feed for New Product Class (Y'es N'o E'nd) __________
30. Customer-Product Class Sales (Optional) BI-4-2-5
D'etail or S'ummary _____D____
Form Feed for New Sales Rep (Detail only) __________
31. Sales Rep-Product Class-Item (Optional) BI-4-2-6
32. Item Sales by Volume (Optional) BI-4-2-13
Do You Want a List by U'nits Sold or D'ollar Sales __________
Do You Want a List of M'TD or Y'TD Figures? __________
Do You Want a List by I'tem or Item within P'roduct Family __________
How Many Top Selling Items Do You Want? (99999=ALL) __________
Rebuild Index? (Y/N) _____Y____
Is All The Above Correct? Y'es N'o C'ancel __________
33. Year-To-Date Sales By County (Optional) BI-4-2-10
Print D'etail or S'ummary Report - E'nd Procedure __________
Form Feed for New County (Detail only) __________
34. Monthly Sales by Class of Sale (Optional) BI-4-2-12
35. MTD & YTD Item Sales Analysis (Optional) BI-4-2-22
Enter Beginning Product Class or A'll __________
Enter Ending Product Class __________
36. Commission Report (Optional) BI-4-2-7
Print Sales Rep Summary Page Only? (Y'es N'o E'nd) __________
Enter Beginning Sales Rep or A'll __________
Enter Ending Sales Rep __________
Update Sales Rep File with Sales and Cost Amounts? (Y'es N'o)__________
New Page for Each Sales Rep? (Y'es N'o) (Detail) __________
Print Profit Information? Y'es N'o (Detail) __________
Print Voids? Y'es N'o (Detail Only) __________
Sort by P'roduct Class Or I'nvoice Number (Detail) __________
37. Commission by Item Type (Optional) BI-4-2-8
Print Sales Rep Summary Page Only? (Y'es N'o E'nd) __________
Enter Beginning Sales Rep Or A'll __________
Enter Ending Sales Rep __________
Update Sales Rep File with Sales and Cost Amounts? (Y'es N'o)__________
New Page for Each Sales Rep? (Y'es N'o) (Detail) __________
Print Profit Information? (Y'es N'o) (Detail) __________
Print Voids? (Y'es N'o) (Detail) __________
38. Commission by Sliding Scale (Optional) BI-4-2-9
Print Sales Rep Summary Page Only? (Y'es N'o E'nd) __________
Enter Beginning Sales Rep or A'll __________
Enter Ending Sales Rep __________
New Page For Each Sales Rep? (Y'es N'o) __________
Update Sales Rep File with Sales and Cost Amounts? (Y'es N'o)__________
Enter First Item Type To Be Itemized __________
Enter Second Item Type To Be Itemized __________
Enter Third Item Type To Be Itemized __________
Enter Fourth Item Type To Be Itemized __________
Print A'll Items Or Only I'temized Items __________
Print Profit Information? (Y'es N'o) __________
39. Open Order Reports (At least one report is MANDATORY if you are using the Order Entry package.)
a. Open Orders by Item OE-4-1
b. Open Orders by Customer OE-4-2
c. Open Orders by Order # OE-4-3
Print Open O'rders, Open B'ack Orders, A'll Orders, Or E'nd __________
Print Orders Placed Prior to This Date (MMDDYY) __________
Enter Company No. Or A'll _____A____
40. Back Order Kit Items (Optional) OE-4-6
Beginning Order Date or A'll _____A____
Ending Order Date __________
Beginning Product Class or A'll _____A____
Ending Product Class __________
Beginning Item Number or A'll _____A____
Ending Item Number __________
41. President's Reports (Optional)
Note: Only one President's Report can be run at a time.
a. President's Report by Customer BI-4-2-17
b. President's Report by County BI-4-2-18
c. President's Report by Sales Rep BI-4-2-19
d. President's Report by Branch BI-4-2-20
42. Variance Report (Optional) PO-4-4
Beginning G/L Account Number Or A'll __________
Ending G/L Account Number __________
Beginning Invoice Date Or A'll __________
Ending Invoice Date __________
Suppress Printing of Zero Variances? (Y/N) __________
43. Pending Invoice Report (Optional) PO-4-5
Beginning Warehouse Number Or A'll __________
Ending Warehouse Number __________
Beginning Product Family Number Or A'll __________
Ending Product Family Number __________
Beginning Item Number Or A'll __________
Ending Item Number __________
Beginning P.O. Number Or A'll __________
Ending P.O. Number __________
Beginning Received Date Or A'll __________
Ending Received Date __________
44. Pending Receipt Report (Optional) PO-4-6
Beginning Warehouse Number Or A'll __________
Ending Warehouse Number __________
Beginning Product Family Number Or A'll __________
Ending Product Family Number __________
Beginning Item Number Or A'll __________
Ending Item Number __________
Beginning P.O. Number Or A'll __________
Ending P.O. Number __________
P'repaid, I'nvoiced But Not Yet Received Or A'll __________
Beginning Invoiced Date Or A'll __________
Ending Invoiced Date __________
45. P.O. Stocking Report (Optional) PO-4-10
Use S'ystem Date Or R'eceived Date __________
Beginning Date Or A'll __________
Ending Date __________
Beginning Vendor Or A'll __________
Ending Vendor __________
Beginning P.O. Number Or A'll __________
Ending P.O. Number __________
46. Stock Activity--Inventory (Optional) INV-4-2-6
Note: If the Inventory Transaction Purge is not done, the information available in this report will be available after the end of month processing.
Use S'ystem Date Or T'ransaction Date __________
Beginning Date Or A'll Current Month Transactions __________
Ending Date __________
Beginning Product Class Or A'll __________
Ending Product Class __________
Beginning Warehouse Or A'll __________
Ending Warehouse __________
Beginning Item Number Or A'll __________
Ending Item Number __________
Enter Transaction Type To Print Or A'll __________
1 = On Order Adjustments 5 = Inv Transfers
2 = On Hand Adjustments 6 = Receipts
3 = Back Order Adjustments 7 = Physical Posting
4 = Allocation Adjustments
Inventory Transaction List For A'll Or S'pecific Date __________
47. Stock Activity--Billing (Optional) INV-4-2-7
Inventory Transaction List For A'll Or S'pecific Date __________
48. Inventory Valuation-Warehouse #1 (Optional) INV-4-2-10
Print D'etail Or S'ummary? (D/S) __________
Print Only Items With Quantity On Hand (Y/N) __________
Calculate Negative Quantity Extended Amounts? (Y/N) __________
Enter Beginning Product Class Number Or A'll __________
Enter Ending Product Class Number __________
Enter A'verage Cost Or L'ast Cost __________
Enter (1-Everything),(2-Parts Only),(3-Everything But Parts) __________
49. Inventory Valuation-Warehouse #2-N (Optional) INV-4-2-11
Print D'etail Or S'ummary? (D/S) __________
Print Only Items With Quantity On Hand (Y/N) __________
Calculate Negative Quantity Extended Amounts? (Y/N) __________
Enter Beginning Product Class Number Or A'll __________
Enter Ending Product Class Number __________
Enter Beginning Warehouse Number __________
Enter Ending Warehouse Number __________
Enter A'verage Cost Or L'ast Cost __________
Enter (1-Everything),(2-Parts Only),(3-Everything But Parts) __________
50. Inventory Valuation-Warehouse #1-N (Optional) INV-4-2-12
Print D'etail Or S'ummary? (D/S) __________
Print Only Items With Quantity On Hand (Y/N) __________
Calculate Negative Quantity Extended Amounts? (Y/N) __________
Enter Beginning Product Class Number Or A'll __________
Enter Ending Product Class Number __________
Enter Beginning Warehouse Number __________
Enter Ending Warehouse Number __________
Enter A'verage Cost Or L'ast Cost __________
Enter (1-Everything),(2-Parts Only),(3-Everything But Parts) __________
NOTE: All of the above reports (Steps 10 through 50) should be printed and proof read for accuracy and the accounts receivable reconciliation should be done prior to continuing with the purge, field clearing and initialization of the index files.
During Steps 51, and 52 you CAN BE in Sales Management, Tele-Sales, Accounts Payable, General Ledger, Payroll, and Fixed Assets
51. Accounts Receivable/Order Purge (MANDATORY)AR-3-6-1
Note: This Procedure Deletes Paid Invoices With An Invoice Date Prior To And Including The Date Entered. This Procedure Deletes Orders That Are Fully Released With An Order Date Prior To And Including The Date Entered. Any Invoice That Nets To Zero Will Be Deleted From The Customer's A/R Account And Transferred To The A/R History File. **This MUST Only Be Run At The End Of The Month.
Enter Date To Purge Invoices and Orders (Ex. 123193) __________
Enter Date To Purge Contract Invoices (Ex. 123193) __________
Do You Wish To Continue (Y/N) __________
52. End of Month Field Clearing (MANDATORY) AR-3-6-2
Note: This procedure clears the Month-to-Date totals in the customer, item and sales rep files, and updates the sales history file.
Is This Also The End Of The Quarter (Y'es N'o E'nd) __________
Enter Fiscal Month No. - E'nd __________
Correct Month (Y/N/E) __________
53. Initialize Indexes (MANDATORY) AR-3-6-3
Note This step is extremely brief but it is the step that closes the month. This step must be done prior to beginning new month. **While step 53 is running NO ONE can be on the system.
OK To Proceed Y'es C'ancel __________
54. Sales History Report (Optional) BI-4-2-14
**The End of Month Field Clearing Program Must Be Run Before Running This Report.
Enter Fiscal Month - E'nd __________
Correct Month (Y/N/E) __________
Form Feed For New Product Families? (Y/N) __________
Select Print Option __________
Product Family Totals Only - 1
Detail Report - 3
End Procedure - E
55. Sales History with Year-to-Date (Optional) BI-4-2-11
Enter Fiscal Month - E'nd __________
Beginning Product Class Or A'll __________
Ending Product Class __________
Beginning Warehouse Or A'll __________
Ending Warehouse __________
Suppress Items With No Activity (Y/N) __________
Form Feed For New Product Classes (Y/N) __________
Select Print Option __________
Item Totals Only -1
Detail Report -2
NOTE: The sales history reports (Steps 54 and 55) should be printed. But they can be printed after the new month has started. The End of Month Field Clearing Program (Step 52) must have been run for the month you are processing, since that is the procedure that updates the sales history file.
56. Customer Sales History Purge (Optional) AR-3-6-7
**While the purge is running no one can access sales history or Contract Billing
Enter Date To Purge Sales History (Ex: 123193) __________
(Only sales history with a date prior to or equal to the date will purge.)
Enter Beginning Customer, Or A'll __________
Enter Ending Customer __________
Enter Beginning Product Class, Or A'll __________
Enter Ending Product Class __________
Enter Beginning Item Number, Or A'll __________
Enter Ending Item Number __________
Continue? (Y/N) __________
57. Purge History by Machine (Optional) SD-3-11
**This procedure purges all service history for a specific item or all items. While this procedure is running no one can be in service.
Enter Item Number or A'll __________
Enter Serial Number or A'll __________
Purge History On Or Before Date __________
Enter Number of Calls You Want To Retain Per Machine __________
Page Between Machines (Y/N) __________
58. Accounts Receivable History Purge (Optional) AR-3-6-10
While this procedure is running, the Accounts Receivable/Order Purge cannot be running. **This Procedure Deletes Invoices From The Accounts Receivable History File. An Invoice Will Purge If The Last Payment Date Is Prior To Or On The Inputted Purge Date.
Enter Date To Purge A/R History (123193) __________
Beginning Customer Number Or A'll __________
Ending Customer Number __________
Do You Wish To Continue (Y/N) __________
59. Inventory Transaction Purge (Optional) INV-3-7
While this procedure is running, people can be in any and all packages. ** Inventory Transactions Will Purge If The Transaction Date Of The Record Is On Or Before Date Entered. Transactions In The Current Month Will Not Be Purged.
Enter Date To Purge Inventory Transactions (Ex. 123195) Or 'A' For All Transactions Prior To Current Month __________
Beginning Product Class Or A'll __________
Ending Product Class __________
Beginning Warehouse Or A'll __________
Ending Warehouse __________
Beginning Item Number Or A'll __________
Ending Item Number __________
Enter Transaction Type To Purge Or A'll __________
1 = On Order Adjustments 5 = Inv Transfers
2 = On Hand Adjustments 6 = Receipts
3 = Back Order Adjustments 7 = Physical Posting
4 = Allocation Adjustments
Do You Want A Printout Of What Is Purged (Y/N) __________
Continue (Y/N)
Steps 56, 57, 58 and 59) should be run monthly only after you have several months of history built. You can determine the amount of history you wish to retain and purge the excess. These purges may be performed after the new month has started but please be consistent with the time of the month they are done.
You are now ready to start the new month.
Please call La Crosse Management Systems, Inc. if you have any questions. We appreciate your calls. (608) 784-8400.