Program Description
This program can be found in the Accounts Receivable File Maintenance End of Month Menu (AR-3-6-3). It clears the current month Accounts Receivable, Inventory, and Sales Analysis transactions. It should only be run during End Of Month Procedures since it initializes several files.
Rev 15 Changes
A question has been added to this program. The program will ask the operator to enter the fiscal month that is being closed. The program will default to the fiscal month that was put in at the transaction date field when the operator entered the program. This field will be stored in the AP Global File (record 6). Currently, it is only used for the OEM Interface but could be used for informational purposes for non OEM Interface dealerships. For the OEM Interface, this field will be used to determine what fiscal month to post AP Invoices into.
If the current date is 12/8/03 and the dealerships fiscal year starts in July, the dealer will be closing out November (fiscal month 6). If the dealer enters 11/30/03 at the transaction date, the 6 will default in the prompt for the operator. If the dealer does not override the transaction date and leaves it at 12/8/03, a 7 will default in that field. The operator will need to override it to a 6.
Rev 14 Changes
There was a problem with the End Of Day Reconciliation Log being out of balance if a site ran and End of Day, then ran End of Month, then started processing in their new month, then reran the End of Day at the close of the day. This has been corrected. When the Initialize Indexes program is ran during End Of Month, the program will calculate the current AR Balance and write the number into the two most recent End Of Day records in the End Of Day Reconciliation File (EOD.DT). The program will swap out to the Daily AR Totals report (BIRP607) to do all of the calculations.
Rev 13 Changes
Program logic was added to delete records from the End Of Day Reconciliation data file (EOD.DT). Only the 2 most recent entries (by transaction date) will remain in the file.
The Cash Receipt data file will no longer be initialized (emptied) during end of month initialize index files program. The program will now set all of the records in the Cash Receipt file (CRECD) to be marked as a previous month transaction. The index CRECX will still be initialized. There is a new second index (CREC2X) that will have all of the transactions in it. By doing this, the Cash Receipt Journals can be ran for previous months.