This procedure allows you to complete yearly tasks in AR/Billing.
The Accounts Payable/General Ledger End-Of-Year does not have to be done at the same time as the Accounts Receivable End-Of-Year. The Accounts Receivable does have to be done prior to the General Ledger End-Of-Year if the Sales Analysis General Ledger Interface is being used. If Cash Posting is linked to the General Ledger, the last deposit of the last fiscal month must be posted. Do not begin posting any new deposits until the Accounts Receivable is closed. The deposits may be resumed after the AR End-Of-Year and before the General Ledger End-Of-Year if the interface is turned off. If you are using the Payroll Interface to the General Ledger, the last payroll of the fiscal year must be completed and posted. If you are using the Fixed Asset package, the Year-End Depreciation program (FA-2-7) must be run prior to running the Month-End Depreciation for the first month of the new fiscal year. The Year-End Depreciation program zeros out the Current Depreciation field and adjusts Remaining Life and Apportionment Months.
Do the normal Accounts Receivable/Billing End-Of-Month for the last month of the fiscal year. This includes all normal reports, purges, and end-of-month backups.
Perform an end-of-year backup of the data files. This can be the previous night’s end-of-day backup if no Accounts Receivable or Billing activity has occurred since the backup was done. Otherwise, a manual backup of all data files should be done. (There is no procedure to backup just Accounts Receivable and Billing files.) Note: If the Accounts Payable and General Ledger End-Of-Year is being done at the same time, the same backup can be marked as the Accounts Receivable/Billing End-Of-Year.
The following reports cannot be run after Step 4 of the year-end closing instructions. If you do not run them now, you will not receive the data they provide. These reports are informational only, and the LMS Support Department considers them optional.
Year-To-Date Sales By County (BI-4-2-10)
Sales History With Year-To-Date (BI-4-2-11)
Sales History Report (BI-4-2-14)
President’s Report
By Customer (BI-4-2-17)
By County (BI-4-2-18)
By Sales Rep (BI-4-2-19)
By Branch (BI-4-2-20)
Run the End-Of-Year Field Clearing program (AR-3-6-8). This is a MANDATORY program and must be done prior to beginning any posting of Accounts Receivable information for the new year.
The year-end procedures for Accounts Receivable/Billing are now complete. You may begin posting in the new year. Note: If the Cash Posting program is set to link to the General Ledger, do not begin posting deposits until the AP/GL End-Of-Year is complete. The deposits could be held or the interface switch could be temporarily turned off until the AP/GL End-Of-Year is completed. If the switch is turned off, manual journal entries have to be made. If the AP/GL End-Of-Year has not been completed by the time the first fiscal month of the new year is reached, the Sales Analysis General Ledger Interface must also be turned off. The sale and cost entries have to be made manually.
Please call La Crosse Management Systems, Inc. if you have any questions. We appreciate your calls. (608) 784-8400.