Program Description
This program can be found in the Accounts Receivable File Maintenance or menu (AR-3-3). End of day updates the Sales History (SHHIST.DT) data file and prints 10 reports you will use to balance Accounts Receivable each day. The reports automatically print to the main printer. You do not have the option of choosing a printer when running the program.
The reports are listed below:
Transaction Register/Accounts Receivable Breakdown
Invoice Register
Sales Analysis By Branch - Invoice Number
AR - GL Posting Report
After balancing the End of Day, keep each one until the End of Month report is run. When the End of Month is balanced, the End of Day reports can be disposed of.
Rev 14 Changes
The Commission Cost field was added to the Sales Analysis File (SALID). This field will now be written into the Sales History record (SHHIST.DT) when End Of Day Processing updates the Sales History File using the Sales Analysis File. Invoice Entry, Credit Memo Entry, Service Invoicing, Contract Billing and Order Release write the Commission Cost from either the Special Price File (CONTPD) or the Item File (ITEM) into the Invoice Line Item File (INVLID) and Sales Analysis File (SALID). The Commission Cost field is not used for any of the existing Commission Reports. However, you can use this field to write custom Commission Reports with Application Manager.
On the AR Reconcilation Log, the message "YOUR END OF DAY IS IN BALANCE or YOUR END OF DAY IS OUT OF BALANCE has been changed to YOUR AR END OF DAY IS IN BALANCE or YOUR AR END OF DAY IS OUT OF BALANCE.
Logic was added to the AR Reconciliation Log program to check Accounts Payable to see if it is in balance or out of balance. The program calculates the AP Aging Total by looking at the AP Standard Accounting Journal File (APSAJD) to calculate the ending balance. This is the same ending balance that prints on the AP Aged Trial Balance. The program will then check the General Ledger File (GLDISTD) for the ending balance for the AP account. The AP account is stored in Accounts Payable-General Ledger Control File Maintenance (Global Record 6). The General Ledger (GL) Total is the same Ending Balance that shows on the Account Inquiry in General Ledger. The program will then check the Chart Of Account File (CHART) to determine the Chart Total. This is the same as the Ending Balance that appears on the G/L Trial Balance Report.
If all three totals are equal, the AR Reconciliation will print ************** YOUR AP IS IN BALANCE ************. If one or more of the totals do not equal, the A/R Reconciliation will print ************** YOUR AP IS OUT OF BALANCE ************ and will display a total line. The total line will print the net difference between the GL Total and Aging Total and the Chart Total and the Aging Total. The GL Total is calculated by taking the AP Aging Total minus the GL Ending Balance. The Chart Total is calculated by taking the AP Aging Total minus the Chart Ending Balance. The AR Reconciliation Report does not actually print the ending balance because of security reasons.
Example:
After the End Of Day Reconciliation Log prints, the Subsidiary MTD AR/Sales/Tax/Inv Check (AR-4-15) (BI-4-15) program will run. This report will check all transactions for the current month. It will print out any invoice where the sales amounts, sales tax amounts or freight amounts are not the same in all of the Accounts Receivable files. If all invoices do match, the report will not print. If a report does print, this indicates that you are out of balance. If you are unsure on how to correct the error(s), fax the report to LMS Support so that they can assist you in correcting the problem(s). On non-voided invoices, invoices will print if the sale amount in the Accounts Receivable File (ARECD), Sales Analysis File (SALID), Tax Register File (TAX2.DT) or Invoice Line Item File (INVLID) does not match. Non-voided invoices will also print on the report if the tax amount in the Accounts Receivable File (ARECD), Tax Register File (TAX2.DT), or Invoice Header File (INVHDRD) does not match. Non-voided invoices will also print if the freight amount in the Accounts Receivable File (ARECD) does not match the freight amount in the Tax Register File (TAX2.DT). Voided invoices will print if the sale amount in the Accounts Receivable File (ARECD), and the Invoice Line Item File (INVLID) do not match. Voided invoices will also print on the report if the tax amount in the Accounts Receivable File (ARECD) and the Invoice Header File (INVHDRD) do not match. Voided invoices will also print if the sale amount from the Sales Analysis File (SALID) or the sales amount from the Tax Register File (TAX2.DT), or the tax amount from the Tax Register File (TAX2.DT) do not equal zero. Voided invoices will also print if the freight amount in the Accounts Receivable File (ARECD) and the Tax Register File (TAX2.DT) do not match. The report will read through the Accounts Receivable File (ARECD) as its primary sort. So, if an invoice is not in the ARECD file, but is in one of the other files, it will not show up on the report.
Example:
Fields:
Invoice Number
This is the invoice number from the Accounts Receivable File (ARECD). Note: A VOID to the right of the invoice number, indicates that the invoice is voided.
Accts Rec. (ARECD) Net Total
This is the invoice amount from the Accounts Receivable File (ARECD) minus the tax amount and freight amount.
Accts Rec (ARECD) Tax Total
This is the total tax amount in the Accounts Receivable File (ARECD). This includes the Tax 1 amount, Tax 2 amount and city tax amount.
Accts Rec (ARECD) Freight
This is the total freight amount in the Accounts Receivable File (ARECD).
Sales (SALID) Net Total
This is the total invoice amount that is found in the Sales Analysis File (SALID). This file excludes the tax amount and the freight amount.
Tax (TAX2.DT) Net Total
This is the total invoice amount found in the Tax Register File (TAX2.DT). This figure is excluding any records for freight, which have a line number of -1.
Tax (TAX2.DT) Tax Total
This is the total tax amount found in the Tax Register File (TAX2.DT). This figure is including the records for freight, which have a line number of -1.
Tax (TAX2.DT) Freight
This is the total dollar amount for freight that is stored in the Tax Register File (TAX2.DT). Freight is stored in the Tax Register File with a line number of -1.
Inv Line (INVLID) Net Total
This is the total invoice amount that is found in the Invoice Line Item File (INVLID). This file excludes the tax amount and the freight amount.
Inv Hdr (INVHDRD) Tax Total
This is the total tax amount in the Invoice Header File (INVHDRD). This includes the Tax 1 amount, Tax 2 amount and city tax amount.
Customer Number
This is the Bill-To Customer Number from the Accounts Receivable File (ARECD).
Rev 13 Changes
There is the ability to back date the transaction date and run an End of Day report for a prior date. This will pick up all Accounts Receivable transactions for that day. However, if anything has been posted to Accounts Receivable after the day you are running the End of Day reports, the Accounts Receivable Total will include these transactions.
This program will also now swap to the Auto Reactivate/Inactivate Contracts program (SDSY006) if the global field is activated in Contract Control File Maintenance (BI-3-1-18-8). This is field 27.Automatically Inactivate Contracts In End Of Day (Y/N).
There is a new End Of Day Reconciliation Log. The End Of Day reports update a record in the new EOD.DT data file. When all of the reports have printed, except for the File Checking Report, a log will print out and display various End Of Day totals. Then, a message will display at the bottom of the report as follows: YOUR END OF DAY IS IN BALANCE or YOUR END OF DAY IS OUT OF BALANCE. If the End of Day is in balance, there is nothing more to do. If the out of balance message is printed, review the other End of Day reports to determine why End of Day is out of balance. The End Of Day program needs to be run at the end of each day if records are being updated in the system. It is not recommended to run End Of Day for previous days (i.e. after End Of Day is completed for 10/15/99, do not run it for 10/14/99).
End of day was also changed to have the option to print or not print the Cash Receipts Journal. If field 6. Print Cash Receipts Journal #1 In End Of Day (D'etail, S'ummary, N'o) in Cash Receipts Control File Maintenance is set to N for no, the Reconciliation file will be updated, but will not print in the End of Day reports. If this field is set to D or S, printing will take place as usual.
A new program was created (ARFM003E) that prints the End Of Day Reconciliation Report.
A new temporary index (AREC2X) to the Accounts Receivable data file (ARECD) will be rebuilt during every End Of Day Processing. This index is used during Cash Posting to access a customer by Invoice or Credit Memo Number.
An index to the Sales History File (SHHIST4.IX) was changed to not be added to if the invoice number is zero. A problem was encountered when there was over 65534 duplicate invoice numbers which could happen with parts on non-chargeable service calls. This has been corrected.
Three new indices were added to the Sales History File (SHHIST.DT). These are SHHIST6.IX, SHHIST7.IX and SHHIST8.IX. These will now be added to by this program.
There were three new fields added to the Sales Analysis (SALID) file. These are branch number 2, branch 1 percentage, and sales rep 1 percentage. When the End Of Day program creates a Sales History record (SHHIST.DT) from the Sales Analysis file, it will now copy those fields over also.
End of Day is out of balance if one of the following is true:
(Previous AR Balance + Debits - Credits) is less than or greater than (New AR Balance - Daily AR Totals)
MTD Sales on Invoice Register, Tax Register, or Sales by Branch Invoice is not equal.
MTD Tax on Invoice Register and Tax Register is not equal.
(Payments + Non AR Cash + COA on Cash Register) is less than or greater than Total on Cash Register Cumulative Balance.
AR Credit on Cash Receipts Journal is less than or greater than (PMT + COA - INT - DM - JE - RC - SC + CDISC - ADJ + OTHER + TAX1 + TAX2 + FRT).
Programs Used
BISY013, REV13EOD, BISY000, ARFM103, ARRB000E, ARFM003A, ARFM003B, ARFM003E, BIRP101, BIRP102, BIRP104, BIRP106, BIRP109, BIRP215, BIRP607, ARFM104A, ARFM104B, LMSZ000A, LMSZ000B, LMSZ000C, LMSZ000D, LMSZ000E