When all the invoices for a day have been entered, run the Daily
Close to begin the posting process for this batch of invoices.
Refer to the Daily Close Overview for
procedural information and process flow.
Prior to beginning the Daily Close 1, an optional "dry run" can
be done using Trial Daily Close: Invoice
Edit.
It is useful to review the trial reports so errors and problems can
be identified and corrected before the actual Daily Close is
initiated.
Field Ticket Processing
The requirement to assign a Field Ticket to every invoice can be
activated in the Company Invoice
Parameters.
Daily Close Features
The option to print theDaily Close#1 Invoice Errors report is provided.
After the errors have been fixed re-run the Daily Close for that same DBR#.
Errors include:
INVOICE# XXXXXX PAYMENT TOTAL DOES NOT EQUAL INVOICE TOTAL
INVOICE# XXXXXX LOCKED BY USER: XXX:pts_#
Note: Because W.O. Invoices cannot be re-accessed directly, use the Reset Invoice in Use utility to release them.
INVOICE# XXXXXX INVOICE HAS NO DATE
INVOICE# XXXXXX ERROR ON INVOICE DETAILS
INVOICE# XXXXXX BILL TO POSTAL/ZIP HAS THE INCORRECT FORMAT
INVOICE# XXXXXX BILL TO POSTAL/ZIP IS MANDATORY
A flag in the Required Document Information in the Company Contract Parameters has been set to force the operator to enter a valid Postal or Zip code to match the mask format as setup for the customer's currency in Currency Codes.
INVOICE# XXXXXX SHIP TO POSTAL/ZIP HAS THE INCORRECT FORMAT
INVOICE# XXXXXX SHIP TO POSTAL/ZIP IS MANDATORY
A flag in the Required Document Information in the Company Contract Parameters has been set to force the operator to enter a Valid Postal or Zip code as determined by the format mask in Currency Codes.
VERTEX TAX CALCULATION DOES NOT MATCH INVOICE
Prior Batch/DBR# Errors:
There are only 3 issues that could cause an error of a pending
posting being assigned to a prior Batch or DBR in Daily Close
1.
There could be more than one entry of each but it just reports on
the last one it finds.
This include:
PMT DETAIL (RSMT)
To fix: Contact Texada Support to Use Counter
Method of Payments/DBR utility for file RSMT to change an
invalid Method of Payment on a Counter Payment.
A/R PAYMENTS (ARDL)
To fix: Contact Texada Support to use Fix ARDL
DBR# utility for file ARDL to change the ARDP_RS_DBR_N to the
current DBR #
Maximum Detail Lines Exceeded:
Any invoice exceeding the Maximum Detail Lines is identified and to
continue, the number of product detail lines must be reduced to
less than 999 on the invoice.
This can be accomplished by removing the excessive number of lines
and adding them to a new invoice.
Invoices Held Requiring a Purchase Order:
The P.O. hold report lists any invoices requiring P.O.#'s that do
not yet have one assigned.
The requirement for a P.O.# can be setup for customers in Customer Information. A blanket P.O.# can also be
assigned for a customer.
Invoices identified on this report without P.O.#s, will not be
included in this Daily Close. Instead they are given a Hold
status to prevent posting.
The invoices must then be assigned a P.O.# in Miscellaneous Invoices and released from
Hold status using Hold/Release Current
Invoices to become eligible for posting in the next DBR.
This report is suppressed if there are no applicable
invoices.
This feature does not apply to invoices generated from a Work Order
or the Point Of Sale Invoice program.
Print Approved Invoices:
Special V.I.P. customers can be assigned a Daily
Close 1 Approval Code in the Customer
Information, so that all invoicing to that customer can be
personally monitored before posting, and until approved the
invoices do not print any pricing, with the exception of W.O.
Invoices where amounts and totals for service and parts used do
print on the W.O. Invoices though they are still are held for
Approval before posting.
This feature does not apply to credit invoices that post through
Credit Daily Close 1.
When Daily Close 1 is initiated, any new invoices that require approval will be flagged on Hold as of the Daily Close date, to delay posting.
If Crystal or Jasper forms are used to print the invoice before
it is approved, the comment associated with the Daily Close 1 Approval Codes replaces the document
title in the header and also prints in the footer.
After it is release, a final invoice with pricing is automatically
printed during the Daily Close 1
posting.
Any approved invoices that have been released from Hold
status automatically, or in the Daily Close
Invoice Approval or in the Hold/Release
Current Invoices utilities, will print or be emailed with the
final pricing to relevant Contacts when the next Daily Close 1 is
initiated.
To auto email invoice the Use Contact Document Emailing
feature can be activated in the Company Email
Configuration.
When the invoices are emailed or printed a Document Reprint Log is generated listing the
documents with recipients.
Note: If the Daily Close is not accepted, the approved invoices will be reprinted again when it is re-run.
Invoice Edit Report:
The Invoice Edit Report prints a list of the invoices
entered and their amounts.
The software verifies that invoice payment totals match the invoice
paid amounts. Any invoices not balanced will be stopped and must be
corrected before the posting can proceed.
On the edit list, manually check that all invoices are included, to
catch data entry errors before posting.
A quick way to check is to make an adding machine tape of the
invoices and compare the tape total to the report total. Be sure to
check that the total amount On Account is correct, to ensure that
"PAID" invoices are not posted to Accounts Receivable by
mistake.
Balancing the Cash Clearing Accounts:
The Cash Over/Short feature can be activated in the Company Daily Close Parameters.
This processing provides an on-screen cash-out reconciliation by
payment method, and automates the postings to the bank from the
clearing accounts identified in Method Of
Payment Codes.
Note: Because the Credit Invoice program has its own Daily Close 1 - Credit Invoice Edit program so that work done by Accounts Receivable staff will not interfere with the counter staff, credit amounts are not reflected in the Cash Reconciliation balancing.
Payment methods that should or should not be included in the cash reconciliation can be flagged to Bal in the Method Of Payment Codes with the corresponding Bank Account for posting.
Window on the Less Bank Deposits or the Actual Closing
Cash fields to update the amounts to be deposited, and to be
left on hand in the cash drawer, or amount over/short.
Any Cash discrepancies entered in the Over/Short column are
posted by currency to the "Cash Over/Short" account assigned in
Default Accounts.
When payment methods are flagged in the Method Of Payment Codes to be included in the Cash
Reconciliation, an optional Expense Percent to apply for
Credit Card payment methods can be assigned so that a percent fee
is paid when the deposit is made.
Any calculation can be viewed in the expanded record in the
Actual Closing Cash window.
If for some reason the Cash Balance values are out of balance contact Texada Support to assist in correcting them with the Daily Close Cash Balances utility.
The clearing transactions are printed and posted with the Rental Journal Transactions in Daily Close 3.
Note: Prior to activating this Cash Over/Short processing in
Company Daily Close Parameters, post all
outstanding DBR's.
Outstanding DBR's can be identified in Hold/Release Current Invoices.
If your firm is posting the Daily Close by division, as
activated in the Company Daily Close
Parameters, then when Daily Close 2 is
initiated, a window pop-up is generated displaying the division
cash balances in ascending date order.
This can be useful to confirm that the store managers at multiple
divisions are running the cash balances.
Payments with Invalid DBR#:
This screen is only triggered if a payment was assigned an
incorrect DBR number.
Click ACCEPT to re-assign it to the current DBR# and continue
posting.
Daily Close #1 Freeze Option:
To help control the timing of the daily posting runs, a time can be
set freezing access to DAILY CLOSE 1 to prevent the it from being
run after this time each day. The operator is warned that Daily
Close 1 is frozen for that day.
To activate this feature refer to the flag in the Company Daily Close Parameters.
Manufacturing Postings:
Any invoices selling a manufactured product to a customer directly
from Manufacture Receiving are included in
the next Daily Close with the standard invoices.
Running the Daily Close
The screen displays the number of invoices currently On
Hold and the total dollar value.
These could be Sales Approval required invoices or Invoices
requiring a P.O.# or they could be held from posting for other
reasons.
Refer to Hold/Release Current Invoices for
details and to release these invoices when appropriate to post in
the next DBR.
The prompts to initiate the Daily Close 1 are:
If there are any Invoices on Hold for this division a
spreadsheet is generated to list invoices in previous batches, with
invoice #, customer #, DBR#, and on hold flag.
This is information only and is useful for follow-up on unposted
invoices.
As soon as Daily Close #1 is started, any subsequent invoice
entered will be added to the NEXT DBR #.
If invoices are entered in lots or bundles, begin entering the next
lot even if the current lot is not balanced. This is true, even if
Daily Close #2 or #3 has not been run.
Accept this default to post the next DBR#, or over-type with the
desired DBR#.
As each invoice is entered, it is assigned to the current DBR
(Daily Business Report) Number.
Note: This report includes Counter Payments but does not include payments received through the AR department.
Click CANCEL to abort this report and the posting function.
Click the ACCEPT to begin the Daily Close #1. The following reports will print:
Setup:
Cash Reconciliation Opening Cash: 100.00 From Invoice#: 5345 To Invoice#: 5373 Customer Deposits Taken: 135.00 # Of Invoices: 25 Total Cash From Invoices: 645.50 Received On Account: 1680.16 Cash Invoices: 645.50 Less Bank Deposits: 2460.66 Account Invoices: 527.80 -------- -------- Calculated Closing Cash: 100.00 Total Sales: 1173.30 Actual Closing Cash: 99.58 -------- Customer Deposits: 1355.00 Cash Over/Short Amount: .42- Previous Day: 1306.10 Print Reconciliation Report:
Note: To enter the first start-up values use Reconcile Cash Closing Balances.
Note: Current Counter payments display as they are posted with the Daily Close, but A/R payments are only included if they have been posted since the last Daily Close 1 was run.
Window to access the DBR receipts detail by Method of Payment,
and to enter the actual amounts to be deposited in the bank and the
actual amounts to be left On Hand (e.g. in the Cash Drawer).
The prompts are:
Note: When the deposit amount is entered, the Over/Short is automatically updated to reflect the change.
Note: When the cash left On Hand is entered, the Over/Short is automatically updated to reflect the change.
Account Errors:
If any of the G/L Bank or Clearing
accounts in Method Of Payment Codes or the
Cash Over/Short accounts in Default
Accounts, are missing or invalid, a warning for that payment
method will be displayed at the bottom of the screen.
The DBR will not be accepted until these G/L accounts are provided
correctly.
When the reconciliation is finished, if this Actual Closing
Cash amount is not correct, window to re-access the DBR
receipts detail by Method of Payment, and confirm or re-enter the
actual amounts to be deposited in the bank and the actual amounts
to be left On Hand (e.g. in the Cash Drawer).
This window is the same window that is accessed and explained in
the Less Bank Deposits field.
When the DBR is accepted, the Cash Over/Short Amount posts to the expense account assigned by currency in Default Accounts.
Uncheck this box to skip the optional Reconciliation report. The prompt "Report Totals OK" will also be skipped then.
Click NO to prevent accepting the bank deposit, cash clearing,
and cash over/short transactions.
The DBR posting is aborted.
This DBR must be re-run from DAILY CLOSE 1: INVOICE EDIT, and the
"Cash Balance" report must be accepted, before the next DBR can be
run.
Note: Permission to accept and post can be controlled by the Security Roles defined for the operator in Operators, and required for Daily Close 1 (RDIH10B) as set in Module Passwords.
Click NO if changes or corrections are required.
To make corrections, review the invoice using Miscellaneous Invoices or Point Of Sale Invoices. If deposit corrections are
made, any corrections or adjustments do not post until the next
DBR, unless the deposit correction is "moved" back using the
Update Deposit DBR# utility.
After completing the corrections, re-run Daily Close 1 with the
same DBR# as the first edit.
The DBR# now displayed during Daily Close #1 will be for the next
lot, so over type this with the correct DBR number.
Click YES if the invoice totals are correct. By accepting the
Report Totals, the invoices from this DBR will be moved from
CURRENT to BATCH, meaning that the invoices will no longer be
accessible for corrections or changes.
All invoices in the BATCH will be eligible to be posted in Daily
Close #2 and #3.
Once the Daily Close has been accepted, that specific DBR #
cannot be reprinted from here.
It can be reprinted from Reprint Daily
Business Reports.
Posting Control Daily Close #1
The Daily Close Invoice Edit program is designed to be run by one
operator at a time per division/location.
If your company Posts DBR by Division, set the prompt in the
company Company Daily Close Parameters. This
allows different branches to post simultaneously.
Locking will occur if another operator attempts to run the program
at the same time, or if the first operator did not exit the posting
program correctly.
A Posting Control Information warning
will appear on the screen preventing the second operator from
proceeding, and only operators with Security
Role permission to reset the Daily Close 1 - Invoice
Edit flag will have access to the RESET button
that unlocks the program.
Whenever the posting control flag for Daily Close 1 is reset, a
record is written to the Delete Log for
the Function RDIH50A.
Refer to Daily Close 1/2/3 Process Locks for further status on GLPF locks for this function.
Locking will occur whether Post DBR By Division is on or
off.
If it is on, only specific divisions get locked by Daily Close #1,
and if it is off the all divisions get locked by Daily Close
#1.
Post Customer Payments will also lock the Daily Closes and a locking message will be triggered.
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