ACTIVANT STANPAK. Month End Checklist. Version 6.0

Transcription

1 ACTIVANT STANPAK Month End Checklist Version 6.0

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 6.0 Publication Date: Page 2 of 7

3 Documentation Changes Version Change Where All Added information about running VP and VR before MVU at month end before the year end. Important Month End and Year End Information on page 4. All Added information about running I(IE) to Inventory Updates section of checklist.. Inventory Updates on page 6. Page 3 of 7

4 MONTH YEAR IMPORTANT MONTH END and YEAR END INFORMATION When you make plans for your year-end closing, we would like to call the following important update to the Month End process to your attention. MVU Month End Vendor Update Program MVU is used to update vendor accounts at month end by adding current month-to-date (MTD) balances to the year-to-date (YTD) and then clearing (i.e., resetting to zero) the MTD fields in preparation for the next accounting period. When this program (MVU) is run as part of month end at year end processing, after the month to date balances are updated to the YTD totals, both the MTH and YTD totals are cleared and set to zero in preparation for the next accounting year. When you run programs VP (Vendor Performance Report) or VR (Vendor Analysis Report) after running MVU in the last month of the year, the resulting reports have zero totals for the year. You must run the Vendor Performance Report (VP) and Vendor Analysis Report (VR) BEFORE running MVU when running month end as part of the month-end at year end. After these reports have been run, you can then run MVU as part of your month end and continue with your year-end processing. Preparation For Month End OK Begin Terminal Spool 1 to 2 Days Prior to Month End Time # Job # (O)OL Open Order Listing Do you want (D)etail or (T)otal only? (D/T) Print detail for complete orders? () Ensure all completed orders have been invoiced, look closely at any orders that have been shipped but not priced confirmed, verify there are no missing orders (printed but no hard copy) Morning of Month End (or night before) Leaving system date as last day of prior month complete shipping confirmation and final invoicing for month. All Collections From Previous Month Posted Verify backup ran successfully the night before. Verify all necessary copies of the prior month-end reports have been printed *SPOOL Use option #10 to erase previous month-end reports from Spool 'EOM' D N Page 4 of 7

5 Month End Accounts Receivable ZE Set System Date Change Date to Last Day Of Old Month (R)RT A/R Trial Balance (optional file copy showing all activity for the month and balance before service charges) (R)RSP If statements DO NOT need to reflect all monthly activity, (including payments) do purge now, else do after statement printing. Month End A/R Purge Place accounts on hold (Yes/No) Site dependent (R)RC Service Charges (optional) Enter the Service Charge Date MMDDYY Use Last Day of the old Month Is the Date correct? () - Y (R)RCA Service Charge Audit (optional) Report Print Correctly? Y (R)RS Statement Printing (optional, or may be run any other time during the month) Enter Statement Message (40 alpha characters) A statement alignment test will print. Past due accounts only? (NO/30/60/90) For customers not requesting statements print if balance over 30/60/ALWAYS If purge was not done in the prior step do it NOW (R)RSP Month End A/R Purge Place accounts on hold? (Yes/No) Site dependent (R)RT A/R Trial Balance After A/R Purge (RSP) and Service Charge Assessment (RC) this report will reflect the addition of any service charges, and it will serve as your closing A/R balance ZE Set System Date Change Date To First Day Of New Month OK Begin Terminal Spool Time # Job # Sales Tax (R)STR Sales Tax Report (R)STA Sales Tax Audit Report Did the report print correctly? (YES/NO) Answering YES will erase the file. (R)STU Sales Tax Month End Update Monthly sales tax fields to be zeroed. Has sales tax report printed yet? Y Management Newspaper (Z)NEWS Management Newspaper Is date OK? Should be Last Day of Old Month Is this end of month? YES (R)Reports select reports 1-4 or All Optional Print number of copies Recommend 3 Do you wish to clear monthly data? PROCEED Page 5 of 7

6 Salesman Commission Reports (S)SCR Salesman Analysis / Commission Report Enter the type of report (A)nalysis or (C)ommission "A" or "C" Print (I)ndividual salesman or (C)ompany Totals (I/C) I Enter effective date (MM/DD/YY) Enter report title of up to 40 characters (S)MSU Salesman Month-End Update Use the last day of old month when closing out BUT ensure system date is set to first date of the new month If quarterly or yearly update the following will display; This is a **QUARTERLY** (or YEARLY) UPDATE CONTINUE? () [Y] (S)CAT Salesman Commission Audit Report (Summary) DO YOU WANT TO PRINT SALES TRANSACTION DETAIL () N Can be sent to spooler. Burden Report ()? Use Actual Costs Normal or Varying Commission Rates N/V (S)CAT Salesman Commission Audit Report (Detail) DO YOU WANT TO PRINT SALES TRANSACTION DETAIL? () Y Burden Report ()? Use Actual Costs Normal or Varying Commission Rates N/V Did the REPORT PRINT CORRECTLY? (YES/NO): YES Answering YES will clear the file. Make sure the report printed correctly. Inventory Updates (I)MIU Inventory Month-End Update Record this information for use in Program (G)GEA Warehouse Invoices MTD Line Items MTD Directs Invoices MTD Line Items MTD Effective date of update 1 st Day of New Month Note: This Conditional Prompt May Appear: Date entered is inconsistent with the file date. Last date processed was MM YY Do you want to process as of MM YY Answer YES or NO (I)IE If you have specified in INSTALL #10, GL CONFIGURATION to post IE adjustments to the General Ledger, run IE at at Month End, choose option P to print, and answer Yes to post to the General Ledger. Inventory adjusted for the month will be posted to the General Ledger and the file will be cleared. Customer and Miscellaneous Updates (C)MCU Customer Month End Update Effective date of update 1 st Day of New Month Note: This Conditional Prompt May Appear: Date entered is inconsistent with the file date. Last date processed was MM YY Do you want to process as of MM YY Answer YES or NO (SA)MBU BCBI Month End Update Effective date of update 1 st Day of New Month Note: This Conditional Prompt May Appear: Date entered is inconsistent with the file date. Last date processed was MM YY Do you want to process as of MM YY Answer YES or NO Page 6 of 7

7 TLGME Execusense Month End Update (for Execusense users only) MVU Month End Vendor Update (If this appears with an incorrect date call Stanpak Support for assistance) (At the Month End before Year End, be sure to read the important note regarding VR, VP and MVU at the beginning of this document.) Inventory MIN/MAX (I)MMC Min-Max Calculation Need at least 6 months of data for reliable calculation Optional Reports (SA)BR By Customer, By Item Report (optional) Warning: this report is very long. Could be run to thousands of pages. (SA)PCSR Sales code Report Valuable report but my be run at any time for any time period (I)IVF FIFO Inventory Valuation this report by be necessary for accounting (Q)QUPV Unconfirmed PO Value Report this report by be necessary for accounting (CT)CSV Contract Sales By Vendor/Cust (REBATE) required for filing rebates but may be run at any time (R)KJHP Cash Receipts Journal Reprint (optional) to delete old cash journals to free space (R)RCHR List of Charge Card Payments (optional) to clear the salesman charge card payment file to free space Miscellaneous ERRLOG Print a hard copy Page 7 of 7