Reports Menu -> Automatic Reporting -> Function RSID20 -> runs Daily Close 2
After completing Daily Close 1: Invoice
Edit, the invoices will have been moved from CURRENT status to
BATCH.
The Batch invoices are now ready to generate the posting
records.
The Daily Close 2 program reads each invoice, moves the
invoices to history, and creates posting records.
Refer to the Daily Close Overview for
procedural information and process flow.
Note: In order to successfully process all invoices, the
operator running Daily Close 2 must have access to all
divisions as controlled in the Divisional
Restricted Views for code 'ALL'.
To avoid conflicts, the Move Invoice From
Batch to Current cannot be run at the same time as the Daily
Close 2 is running.
PROGRAM ACTIVITY
If the Background Tasks processing has not run within the last 5
minutes, a warning message is generated, displaying the date and
time that the tasks were last run, and the current server date and
time.
Click the RUN TASKS button to initiate the Background
Tasks, and contact Texada Support to re-activated the complete
process.
Note: To ensure data integrity, the Background Tasks must be run before the Daily Close #2 can be initiated.
Release Daily Close 1 Lock:
Releases the daily lock set on Daily Close
#1 from the previous day that prevented Daily Close 1 from
being run after the specified time.
This optional posting freeze time can be set in the Company Daily Close Parameters.
Division Locks:
When Post DBR by Division is enabled in the Company Daily Close Parameters and another session
is running Daily Close #1 a lock is
created preventing Daily Close 2 from being run.
When multiple sessions are running different batches for Daily Close #1 the divisions locking Daily Close 2
are listed in the Divisions Locked by Other
Users window.
Post Counter Payments:
Initiate posting for Batch 'CTR' of unposted payments entered in
Customer Counter Payments.
This process is only triggered if the feature to post any unposted
Counter Customer Payments as part of the Daily Close, as activated
by the Post Counter Payments in Daily Close 2 flag in
Company Daily Close Parameters.
If an invalid Method of Payment on a Customer Counter Payment is preventing the posting, contact Texada Support to use the Counter Method of Payments/DBR utility for file RSMT to change an invalid Method of Payment.
Refer to Post Customer Payments for details on the payments posting process, with the restriction that all currencies and divisions are included and that only batch CTR is included in the posting.
Note: If Post Customer Payments is locked when Daily Close 2 is run, this posting step will be skipped.
Division Cash Balance Information:
Displays each last cash balance date by division, in ascending date
order, with the division number, name, and phone number.
This pop-up window is only triggered if your firm does cash
balancing and posts the Daily Close by division, as activated by
the Cash Over/Short setting in the Company Daily Close Parameters.
The purpose of this information is to allow a company with multiple divisions to confirm that the store managers are running the cash balances as part of Daily Close 1.
Error Checking:
Tests for any errors in the BATCH invoices, such as missing or
invalid tax, division, currency, G/L account, DW information,
etc.
If errors are found, they are written to the Daily Close #2 error
file, and the Error Report automatically prints.
This can also be accessed using either Print
Daily Close 2 Errors or Daily Close 2
Error Log. Invoices with errors will be held back from all
other Daily Close #2 processing. All others will be processed.
Note: Refer to Daily Close 2 Error Log for examples of these errors and suggestions on correcting.
Capture Current Rental Rates to Re-print on Invoices:
Rental Rates are only printed on invoices if the flag to Print
Rental Rates is set in the Divisional
Invoice Parameters.
The rate information for rental products on invoices that originate
from a source contract reflects the rates defined on the contract
even if the contract has been deleted.
The rate information that is printed on posted Miscellaneous
Invoices from History in Print Invoices
reflects the rates that are captured at the time the invoice is
posted in the Daily Close 2: Generate Postings.
Note: If rates are changed for a rental product when that product is on an unposted Miscellaneous Invoice in Current status, that invoice will not print the correct rates structure as of the time of the rental, instead the invoice will reflect the updated rates as of the time of posting the invoice.
Revenue Split on Kits:
Splits out the revenue allocation of a primary rental item to the
eligible No Charge kit rental items based proportionately on the
costs of the primary item and the kit items.
The G/L revenue posting distribution is reflected in the Sales
Journal generated from Daily Close 3, and
the product revenue allocation is then reflected in all the product
revenue inquiries and reports.
Note: Refer to Enter Kits for more information on this feature.
Write Posting Records for On Account Invoices:
These posting records are stored in the unposted A/R invoice file
and are accessible using A/R Invoices.
The unposted records will be posted to the General Ledger and the
Customer's Account with the next step - Daily
Close 3.
Write Posting Records for Payment Methods:
Writes posting records for invoices which are paid using Cash,
Visa, etc.
These posting records are stored in the unposted Rental Journal
transactions file. If the Rental Journal is out of balance, you can
use View Rental Journal Out Of
Balance.
(This might be due to a power failure during posting.)
The unposted records will be posted to the General Ledger with the
next step - Daily Close 3.
Revenue History Update:
Writes inventory activity to the Detailed Revenue History.
The Detailed Revenue History shows every invoice on which the item
was rented or sold, and lists the price, cost and margin for that
invoice. The product history can be viewed in Revenue History .
Business Intelligence Capture:
When an invoice is posted the revenue information is saved into
Business Intelligence ("BI") tables for use in external queries,
such as Rouse Analytics as activated in
Software Integration.
The captured product information exports the same revenue values as
those which get posted to Sales History (INSH), along with standard
or "Book" rates for comparison.
Each Service Code can be assigned a BI
category so that Service/Damage Waiver revenue can also be saved to
the BI tables.
Note: These Business Intelligence tables are also updated in Post Customer Payments when adjustments are made to invoiced revenue because of applied trade discounts.
Rewards Dollar Processing:
This action only applies if the Rewards Program processing
is activated in Custom Processing.
Invoices generating Reward Dollars are checked for missing or
invalid G/L posting Revenue and/or Expense account numbers in the
Default Accounts for the currency of the
invoice, and are reported in the Print Daily
Close 2 Errors for follow-up.
Postings for earned and used Reward Dollars are always posted to the Head Office division, regardless of divisional posting.
Each customer's monthly business is calculated based on the
total dollar amount before taxes from all invoices posted.
Pending and Usable Rewards Dollars that should expire
because of a customer's inactivity are cleared out of the customer
accounts based on the expiry days setup in the Reward Program currently assigned to each customer,
and are included on the Rental Journal Transaction Report
generated from Daily Close 3.
Refer to Reward Program for details on
expired total Reward Dollars and expired Reward Dollars by
Invoice.
Monthly History Update:
Writes inventory activity to the Monthly History (RSMH).
The Monthly History shows the inventory activity on a
month-by-month basis. Daily Close #2 updates the monthly totals for
the # of rentals, # of sales, the Rental Revenue, Sales Revenue and
the # of hours on rent.
The Monthly History is used to produce many of the Inventory
Reports including:
Gross Margin Analysis Rental Utilization Equipment Summary
Rental Product Disposals:
Writes disposal transactions for non-bulk rental equipment
sold.
The disposal transactions track when the equipment was sold, the
invoice #, the selling price, the cost and the depreciation at the
time of disposal.
Writes interim bulk disposal records for bulk rental equipment
sold.
When bulk rental equipment is sold, the software cannot post the
disposal of the equipment to the General Ledger because it does not
know which Fixed Asset Tag to use for obtaining the inventory
costs. The Daily Close #2 holds back any Bulk Disposals from the
posting, and stores these records in Allocate
Bulk Disposals.
Later on, the staff member qualified to pick Fixed Asset Tags must
review the Bulk Disposals.
Writes disposal transactions for bulk rental equipment sold.
The Automatically Assign Bulk Disposals flag in the Company Posting Parameters can be set to assign the
tag in order to post the cost of bulk rental equipment, by using
the oldest asset tag information.
Re-Rent Information Update:
Writes Re-Rental Revenue transactions to the Re-Rental Transactions.
File Integrity Checks:
Tests for any invoice with greater than 999 detail lines, and
prevent posting. If this situation occurs, the invoice should be
split into two smaller invoices.
Call Texada Support if assistance is required.
Tests for any file that is nearing the maximum number of transaction numbers. When a file reaches 75% according to the GLLR count, a warning displays on the screen during Daily Close 2, advising the operator to contact Texada Support.
Update Invoice Status:
Moves the processed invoices from BATCH status to INVOICE
HISTORY.
G/L Posting ID:
If the Posting by Inventory and by Customer Type processing
has been activated in the Support Application
Parameters, any sales or rental of non-bulk rental equipment
are checked for valid Posting ID codes and Posting ID G/L
accounts.
A report prints out a list of any deleted Contract or Invoice
transactions or documents, that may have updated the Posting ID
code for a non-bulk rental product. This report is for information
only, and because changes to Posting ID codes are not reversed if
the transactions are deleted, the current status of these products
should now be confirmed using Rental
Inventory or Posting Identification By
Product.
When the report is completed, deletion records are written to
Posting Identification Deletion Inquiry,
providing an audit trail of the deleted records.
Errors are captured to the Print Daily Close 2 Errors and the Daily Close 2 Error Log. Invoices with errors will be held back from all other Daily Close #2 processing. All others will be processed.
Note: Refer to Daily Close 2 Error Log for examples of these errors and suggestions on correcting.
XML Invoice Data Exports:
If the processing to Export Invoices in Daily Close #2 is
activated in the Company Daily Close
Parameters, as invoices are moved successfully from batch
status to history these "printable" invoices are marked to be
exported to XML.
Only invoices for customers assigned 'Credit Ratings' that match
the Credit Rating XML Selection are included
in this export action.
As the Daily Close 2 is completed, the data fields for the
marked invoices are exported to an XML file, which includes the G/L
Revenue Account for the transaction.
A parser can then be used to reformat the output, with selected
data that can then be converted to new formats.
Utilities in XML Data Export Menu can be
used to review, modify, or regenerate the XML export transaction
information as outlined in Export
Invoices.
The View XML Parser Log tracks the
success or error results of the export.
Note: Other XML exports that can be executed as part of Daily Close 3 include G/L transactions, A/P invoices, and A/R charges information, which can be activated from the Company Daily Close Parameters.
VERTEX Taxing:
If VERTEX, a third-party tax software is utilized, tests for the
Vertex tax numbers and commits the final tax values to the Vertex
Register.
Invoice Printing:
A feature of 'Daily Close
#2' is the printing of invoices by division.
A parameter can be set in the "Print Settings" of the Divisional Invoice Parameters that causes all
invoices to be printed now, or just unprinted invoices, or just
unprinted On Account invoices, or just unprinted Cash invoices, or
no invoices at all.
If one of the options to print some or all invoices in the Daily
Close is selected for a division, a second parameter can be set to
print or suppress any Zero dollar or credit invoices.
Note: To minimize the customer receiving duplicate copies of an
Invoice, the printing and emailing of invoices executed from
'Daily Close #2' only prints/emails invoices that pass DC2
successfully and are written to history.
Invoices that do not pass 'Daily Close #2' because of
outstanding errors that need to be addressed such as Cost errors,
are not printed or emailed.
If the Use Contact Document Emailing feature is activated
in the Company Email Configuration, and your
firm uses Jasper documents, invoices that pass 'Daily Close
#2' will automatically be emailed to the corresponding eligible
contacts for customer/site setup in the Contact
Information, instead of printing.
Invoices that were not emailed will still print.
When the invoices are emailed or printed a Document Reprint Log is generated listing the
documents with recipients.
The invoices can be directed to different printers according to
the invoice division. The printers are assigned in Daily Close Printers.
This allows specific invoice letterhead to be used for the various
divisions.
If no printer is assigned to a division the current printer
selection is applied.
ERRORS ?
If the warning that "There Are Pending
Inventory Adjustments For Components Which Need To Be
Printed/Posted" appears, these G/L value adjustments can be
posted using Post Inventory
Adjustments.
If the Daily Close program becomes locked because another
session is currently accessing Customer
Information, the relevant customer number is displayed in the
Status Bar at the bottom of the screen in the lock
warning.
In Oracle systems, this customer number can then be used to
Generate a Lock in Database Lock
Inquiry for that customer in order to identify the locking
session so that the ARCFLOCK can be released.
After the invoices print, there is a prompt to change the
invoice paper for plain paper, to print any error reports.
A printer can be selected from the Printer option located on the
menu bar at the top of the screen, or window to display the errors
on the screen instead of printing the report.
These errors can always be viewed later from Daily Close 2 Error Log.
Posting Control Daily Close 2
The Daily Close 2 - Generate Postings program is designed to be run
by one operator at a time.
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 2 - Generate
Postings flag will have access to the RESET
button that unlocks the program.
Whenever the posting control flag for Daily Close 2 is reset, a
record is written to the Delete Log for
the Function RSIH51.
Refer to Daily Close 1/2/3 Process Locks for further status on GLPF locks for this function.
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