Ensure ALL data files are backed up before starting these routines. Print Audit Lists? Clear Transactions? Contact Details. Phone Fax Mobile

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1 Accpac Plus Checklist Page 1 Daily Update Procedures IR Run Day-End No No 1.6.Y.N.N OE Run Day-End No No 1.9.Y.N.N Post batches Only if approved!! Post cash batches Post cash batches Retrieve & post cost batches Retrieve & post billing batches Post Invoice Batches Post Adjustment Batches Post Invoice Batches Post Adjustment Batches SA Update sales data Automatically executed on initialisation. â Awkward procedure - Only execute under instruction! Error Batches Generated must be corrected and reposted. Contact Details Phone Fax Mobile Neil Rothbart (09) (09) (021) Neil@ITSupport.co.nz This checklist is provided by IT Support for use by clients only. It may not be copied nor adapted for use by any other party without the express permission of the author. The checklist has been designed to suite Accpac Plus users in general. It will be adapted to the needs of specific users on request.

2 Accpac Plus Checklist Page 2 Cash Book Post all batches Reconcile with bank statement Bank Reconciliation Summary Cash Book Detailed Cash Book Reconcile to Control Acc. Remittance advices Receipts Deposits cheque register Y Purge when printing is completed. reconciled transactions Y Housekeeping, periodic transactions Order Entry - Sales Invoicing MR Update Sales Movement File Obtains info from OE Lists. OE Invoice & Credit Note Lists. Y Y. OE Tax Schedules Y OE Sales History Summary Statistics Y ing at month-end enables statistics by month to be maintained.

3 Accpac Plus Checklist Page 3 Inventory Receipts - Purchase Ordering IR Inventory Receipts List Y Y IR Tax Tracking Report IR Tax Summary Report Y Set purge date to end of applicable month. IR Outstanding Receipt Invoice List E Vendors List of GRVs for which Invoice has not been generated. Total should agree with IR/ ing account (Accrued Purchases)

4 Accpac Plus Checklist Page 4 Accounts Payable - Creditors Aged Overdue Payables Summary version Reconcile Totals to Control Accs. Vendor Transactions or Open Payables Reconcile to Creditor Statements. Where differences are found, check original Invoice, GRV & PO Adjustments to values to be made in IR; Adjustments to payment dates to be made in. Run Period-end Y s paid items. Accounts Receivable - Debtors Aged Trial Balance - Detailed Version Scrutinise for problems and rectify. Reprint until satisfactory. Customer Statements Accept when complete. Aged Trial Balance Customer Transactions or OverDue Receivables Summary version Reconcile Totals to Control Accs. File for future reference. Run Period-end Y s paid items.

5 Accpac Plus Checklist Page 5 Inventory Control - Stock Lists Receipts Shipments Adjustments Transfers Item Assembly Y Y Answer No Serial Numbers. MR Update Stock Movement File Item Valuation Report Ensure system date is correct, ie. end of month. Physical Inventory Worksheets Obtains info from History File., OE & IR Lists must be purged first. Summary version. Reconcile to Control Acc. Variance report plus Item Valuation report will provide final stock value. Period-end Y Ensure system date is correct, ie. end of month. Job Costing Ensure Initialisation Date is within correct Fiscal Period Recognise Revenue & Expense as at run date Y Y For all closed Jobs or according to Accounting procedures followed. Job Summary Report Jobs in Progress Report Must reconcile to W-I-P and Billing Control Account in

6 Accpac Plus Checklist Page 6 General Ledger Transactions and Transfer to Batch Do NOT Consolidate. (May be printed to NUL file instead of er) All Transactions in Subsidiary s where required May be omitted as next procedure will allow identical printout. Retrieve subledger batches. Post batches individually.,, OE, IR,,, (Not WA) Process subsidiary books eg. Petty Cash Book. Process monthly provisions & accruals eg. Depreciation, commission, etc. Trial Balance Exclude accounts with no transactions. WA & IR Reconcile Control Accounts to subledgers. Ensure ing Accounts have zero balances. Reconcile list of GRVs for which Invoice has not been generated. Management Statements Listing Posting Journals ; Sumary Aged Trial Balance ; Sumary Aged Trial Balance ; Cash Book Balance ; Stock Valuation + Variances, WA; WIP Petty Cash Book Reconcile and obtain satisfactory reasons for any discrepancies. Total should agree with appropriate ing account Period to date or current fiscal period if no entries for previous months have been captured. Scrutinise for problems. Unless there is a requirement for these, they may be left until year-end or printed on demand. They can be printed by entry or account. Once cleared the alternative format cannot be printed. All s Posting Journals Do not print NOR. These may be retained until year-end and stored in a snapshot set of files. This electronic archive is more space efficient and convenient than storage of printed audit lists.

7 Accpac Plus Checklist Page 7 Year-End Rollover Year-End Procedures Chart-of-Accounts Verify that all Account Types are correct. All Take a Snapshot of all Data. Copy entire set of Data files to a new directory, eg. \asp\data\2000 representing year to 31 March This should be done when all normal processing has been completed. If modules need to closed off piecemeal then it would be advisable to contact your consultant first. Year-end adjustments in can be entered after the roll-over. See notes dealing with this. Create Start List items for all Snapshot modules. Eg Xyz Co 2000 Xyz Co 2000 Xyz Co 2000 Xyz Co Add Quickzip Backup for Snapshot data. Most subsequent work will be in so separate QuickZips for and All modules may be appropriate. Roll-over in Current Data may now be commenced. NB. Subsequent procedures on CURRENT data only, not Snapshot. NB. Snapshot will have no further processing. It will serve as an official archive henceforth! All OE IR Set er Destination to Screen and File. Set Filename to \any\directory\nul.prn and clear all Posting Journals, Batch Status Reports, and Lists. Execute all Year-End Procedures. & Posting Journals then Batch Status Reports: Invoices, Adjustments, Cash, Tax tracking reports, Year-end ing. & Posting Journals then Batch Status Report: Close Year. Period end, Year end All transaction reports & Posting Journals then Batch Status Report: Close Year. Change Fiscal Year. Accpac will not allow Posting Journals to be cleared unless they are printed to a printer or file. NUL is a reserved DOS device which allows this protection to be overridden - use with caution! The following procedures are not exhaustive. Contact your consultant if in doubt. The Manual Addendum contains an excellent guide for the core module rollovers. Depending on size of data - you may wish to retain historical data. Remember, it is still in the Snapshot archive. Amend period end dates. Repeat for each bank account. Amend period end dates.

8 Accpac Plus Checklist Page 8 Note on Year-end Adjustments Objective: Enter adjustments once post these to both and also the Snapshot Ledger and the Current Ledger (Posting to Prior Year) post the Reversals to the Current ledger. Posting to Prior Year: 1. Creates an automatic Closing Entry against Retained Earnings 2. Causes all opening balances to be brought forward correctly 3. Creates no movement in the current year. Adjustments should be entered in the Snapshot. Batches should be separated into Normal Adjustments and Reversible Adjustments. They must NOT be posted. Instead, the Provisional Posting facility must be used. This allows the effect of the adjustments to be shown on the Trial Balance and Financial Reports, (but not the Listing). When all adjustments have been finalised, they should be Archived {3-1-4}. A distinction must be made between the Normal and Reversible Adjustment Batches. In the Current : Under Create Recurring Batches the directory pointing to the Snapshot data must be selected. Using Create Recurring Batches, retrieve all Normal Adjustment Batches and Delete Archive; do not amend date nor fiscal period. Retrieve all Reversible Adjustment Batches and do NOT delete Archive; do not amend date nor fiscal period. Post these batches to Prior Year. Ensure the date selected for the Closing Entries is correct. Retrieve all Reversible Adjustment Batches again but this time Delete Archive; amend date to start of fiscal year and change fiscal period to 1". Post these batches to Current Year. In the Snapshot : Post the batches to Current Year. Both ledgers will now be synchronised. The closing balance of the Snapshot will equal the opening balance in the Current. Last Year s data in the Current will have been correctly updated.