2008 year end closeout procedures - version 2version2.epicor.com/documents/yearend_2010.docx ·...

Version 2

2010 Year End Closeout

Procedures

From Version 2 Support

Once again it is that time of year! We hope you find this informative packet very beneficial as you prepare and perform your year-end closeout. We have gathered all the latest hints, suggestions, and information we could find and bundled them all together for you. We ask that you take a few moments before performing your closeout and review the complete contents of this package.

We also suggest that you save this information for future use. By doing so, you will find several time-saving tips that will help ensure that your year-end closeout is trouble free.

If you have any questions after reviewing this document, or suggestions for future guides, please contact Version 2 Support.

Ways to contact Version 2 Support WebSupport

Phone 1-800-569-9521

Fax 1-864-987-6401

We thank you for allowing us to serve you in

2010. Sincerely,

V2 Support

Table of Contents

How to Prepare for Year-End Closeout — Now! . . . . . . . . . . . . . 1

What to Do at a Calendar Year-End(Regardless of When Your Fiscal Year-End Is) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Two Weeks Prior to Closing: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Day of Closing: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Closeout Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Helpful Hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6LIFO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

What’s Deleted and What’s Not at Year-End Closeout . . . . . . . . . . . . . . . . . . . . . . . . . 8Accounts Receivable: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Inventory: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Sales and Gross Profit: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Payroll: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Payroll Year-End Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Fringe Benefits Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Control Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Processing the Payroll for Fringe Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Payroll Year-End Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Deleting Payroll History Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

W-2 Magnetic Media Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Verifying W-2 Magnetic Tape and Making Backups . . . . . . . . . . . . . . . . . . . . . . 15

Designing W-2’s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Verifying W-2’s. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Aligning Your Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Printing W-2’s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Year-End Closeout i

Important Information for theFirst Payroll of Your New Fiscal Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Accounts Payable Year-End Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Purging Old Accounts Payable Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22General Ledger Year-End Closeout Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Creating a Journal for Making Prior Year Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Processing LIFO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Quantities Taken at End of Year(Physical Inventory must be updated after year-end) . . . . . . . . . . . . . . . . . . . . . . . . . 28Quantities Taken Before End of Year(Physical Inventory must be updated prior to year-end) . . . . . . . . . . . . . . . . . . . . . . 30

Processing a Physical Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Preparation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Initialization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Counting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Create Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Entering Counts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Entering Counts using Hand Held Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Entering Counts using an Inventory Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Verifying Counts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Final Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Appendix A:Accounting Period Date Maint. (CFGLDATE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Appendix B: Procedures to DeleteDeactivated Items (CODITEMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Problem Codes for DeletedItems Report — Item in Use Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Appendix C:Yearly Backup & Closeout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Yearly Backup Routine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Yearly Closeout Routine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Appendix D:Purging Data Files andRecapturing Disk Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Quotes and Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Invoice to Disk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Appendix E:Reloading GL Files for Adjusting Entries and Printing Financial Statements . . . . . . 45

ii Year-End Closeout

How to Prepare for Year-EndCloseout — Now!

Review this guide!

Deactivate Items — Print an Item Ranking by Sales Report to determine all inactive items. (For more information on printing this report, refer to the Inventory Control Guide.) Then mark appropriate items for deletion using Item Maintenance from the IC Menu.

Delete Deactivated Items (CODITEMS) — See Appendix B

Deactivate AR Accounts — Print a Customer Ranking by Sales Report to determine all inactive Accounts Receivable accounts. (For more information on this report, refer to the Sales and Gross Profit Guide.) Then mark the appropriate accounts for deletion using Account Maintenance from the AR Menu.

Delete Old AP Invoices

Delete Old AP Checks

Delete GL History

Prepare for Inventory

Year-End Closeout 1

What to Do at a Calendar Year-End (Regardless of When

Your Fiscal Year-End Is)

Please review all applicable sections of this package to familiarize yourself with the steps you willbe performing before, during, and after your Year-End Closeout.

Accounts Receivable Print two copies of the Finance/Penalty Charge Report from the Accounts

Receivable Menu (Option 21). This report is the YTD Finance & Penalty Charges and is for your records.

Immediately after your YECO, zero out finance and penalty charges on a calendar-year basis. Run Zero YTD Finance & Penalty Charges (Option 14 from CFAR Menu).

TipYou can choose to reset these charges after a fiscal year end closeout rather than a calendar year end close out, if you prefer.

TipThe only way to zero finance and penalty charge is through Option 14 from theCFAR menu, Zero YTD Finance & Penalty Charges.

Accounts Payable

Print and clear 1099’s on a calendar-year basis.

Print and clear 1099’s before entering invoices for the new calendar year.

Make sure dates in CFGLDATE are correct for January, February, and March before entering invoices for these periods.

2 Year-End Closeout

Payroll

Print and clear W-2’s on a calendar basis. Print them after your last payroll of the current year and before the first payroll of the new year. Please verify the totals of the W-2’s before continuing with the first payroll of the new year. The only way to retrieve this information after the yearly closeout is to restore to a backup. Restore the payroll files with the update up or down. Please refer to the W-2 section of this document.

Make sure that Other Pay Types CAFÉ and 401K are Type R on the Other Pay Type

screen (Option 9 from CFPR Menu). If they are not, change them to R.

Remove the W from Fed Tax Exempt in Employee File Maintenance for any employee who is federal tax exempt. Failure to do so will cause box 1 of the W-2’s to be blank. Be sure to add the W back after printing W-2’s.

Make sure you include all fringe benefits in the appropriate payrolls so taxes can be deducted. If a large fringe benefit is entered in the last payroll, it is possible the taxes will take most of the pay.

Tax Schedule change information (if needed) will be available in early 2010. If you are aware of any changes for your state, please let us know. This will ensure that your state changes will be available in our payroll tax changes.

Process Payroll Year-End Closeout on the calendar-year basis.

Enter a termination date for employees that should be deleted during the Payroll yearly closeout.

Two Weeks Prior to Closing:

Please review the following steps at least 2 weeks before processing the year-end closeout and check them off as you complete each one:

Review the information for end-of-year procedures in the Version 2 Procedures section of the General Operating and Systems Guide before starting your year-end closeout.

If you are using the Version 2 General Ledger system, follow the instructions in the

Procedures section of the General Ledger Guide and the enclosed checklists.

To ensure the inventory figures for turns and profitability index calculate correctly for the new year, print a Stock Status Report for all items and eliminate all negative quantities on hand. (The Stock Status Report can be printed for items with a negative quantity on hand. Refer to the Inventory Control Guide for more information.)

Print the Open Quotes, Open Orders, and Open Suspended and Unpaid Invoices

to find any old or unnecessary transaction that needs to be deleted. (Refer to the Sales and Gross Profit Guide for information on running these reports.) Then delete the unnecessary quotes, orders, and tickets from the appropriate options on the IP Menu.

Year-End Closeout 3

Delete all canceled and completed Purchase Orders by using the option Purge Canceled and Completed PO’s from the PO Menu. Delete Special Order Receipts by using the option Purge Special Order PO Receipts from the PO Menu. (For more information on both options, refer to the Purchase Orders Guide.)

Rebuild Invoices to Disk. (All systems will not have Invoices to Disk as it is a purchasable option.) For more information on this, please see the Control File Reference section of the Invoice Processing Guide.

Day of Closing:

Make sure your ARTOT is in balance.

If there are any reports you need to get for final Year-End totals, and they are not set up in your closeout parameters, print them now.

Check daily/monthly/yearly closeout report parameters. Remember, the closeouts are terminal and operator specific, meaning if any changes need to be made to the report parameters, they must be made by the closeout operator on the closeout terminal. Suggestion: Use your monthly closeout operator to process the yearly closeout , just add additional reports needed. Once the yearly closeout is complete, delete the additional yearly reports.

Have all users log off the system and make sure all transactions that should be completed have been. There can be no activity during the Year-End Closeout. Login as the closeout operator on the closeout terminal and process your Year-End Closeout.

TipWhen in doubt, perform a backup! Activant Support recommends making a backup using different tapes BEFORE and AFTER the year-end closeout. Werecommend these tapes be kept and not reused for one year.

Closeout Reports

The following is a listing of all required and optional reports for daily, monthly, and yearly closeouts. Any reports that you have set up to print when you process a daily or monthly closeout automatically print with the yearly report when you run a yearly closeout.

TipIf you perform cycle aging when you run the yearly closeout, any reports you have set up to print in a cycle closeout will also print.

4 Year-End Closeout

Required Daily Reports Cash Receipts Register

Accounts Receivable Totals

Daily Sales Register

Inventory Receipts

Inventory Transfers

Cuts & Modifications Report

Inventory Explosion Receipts

Daily Cartage Zone Totals (if cartage set up)

Sales & Gross Profit by Department(2.06 & later releases)

Required Monthly Reports

GL Sales Journal (if using G/L)

Monthly Cartage Zone Totals (if cartage set up)

Optional Monthly Reports

Customer Credit History Report

Stock Status Report

Monthly Sales Tax Register

Sales & Gross Profit by SalespersonReport

Cust Rank by Assigned SalespersonReport

Gross Profit by Major Category

Gross Profit by Minor Category

Cust Rank by Customer Category

Open Orders Report

Open Quotes Report

Open Suspended and Unpaid Invoices

Canceled Tickets Report

Optional Daily Reports Gross Profit Exception Report

Daily Sales Tax Register

Sales & Gross Profit by Department(2.05 & earlier

releases)

Monthly Sales Tax Register

Salesperson Daily Commission Report

Accounts Receivable Maintenance Log

Inventory Control Maintenance Log

Gross Profit by Major Category

Gross Profit by Minor Category

Daily Sales Recap by Salesperson

Expired Flex Pricing Report

PO Receiving Register

Credit Approval Report

G/L Journals (if using G/L)

Password Maintenance Log Report

Optional Cycle Reports Aged Analysis

Aged Analysis by Salesperson

Collections Worksheet

Worksheet by Salesperson

Finance/Penalty Charge Report

Optional Yearly Reports Finance/Penalty Charge Report

Year-End Closeout 5

Helpful Hints

Accounts Receivable Print two copies of the Finance/Penalty Charge Report from the Accounts

Receivable Menu (Option 21). This report is the YTD Finance & Penalty Charges and is for your records.

Immediately after your YECO, zero out finance and penalty charges on a calendar-year basis. Run Zero YTD Finance & Penalty Charges (Option 14 from CFAR Menu).

The Year-End Closeout will automatically delete all customers you have marked as deactivated.

Accounts Payable Print and clear 1099’s on a calendar-year basis.

Print and clear 1099’s before entering invoices for the new year.

Make sure dates in CFGLDATE are correct for January, February, and March before entering invoices for these periods.

General Ledger Change the dates in Accounting Period Date Maintenance (CFGLDATE) to the

new year. (Refer to Appendix A.)

Process the yearly closeout for General Ledger with the system up and running.However, we require the update be down when backing up General Ledger files. See the General Ledger Year-End Closeout Procedures section for instructions for backing up General Ledger files.

Inventory The YECO does not automatically delete inactive/deactivated items. This can be

done anytime during the year. We recommend deletions be completed by the beginning of the new year; however, there is no time table for doing so. Refer to Appendix B for instructions on CODITEMS.

Print two copies of the Stock Status and/or Inventory Value Report before processing the yearly closeout. The yearly totals are zeroed as part of the yearly closeout; therefore, these reports cannot be printed after the closeout has been processed. It is best to spool these reports, then print from the spool file. This will reduce the risk of losing the information if the printer jams.

6 Year-End Closeout

LIFO When initiating inventory counts, make sure to answer Y to the question Is this

the year-end physical inventory for LIFO? If you do a physical inventory any other time of the year, answer this question N. This step is extremely important to ensure that counts will be used in the LIFO calculation. Please contact Support if there are any questions.

Initiate Physical Inventory and initialize LIFO before you process your year-end closeout. However, if you take your inventory before your year-end closeout, please wait to initialize your LIFO with your year-end closeout.

The initialization process for LIFO runs very quickly.

Class code entries from physical inventory are not automatically transferred into LIFO.

Enter these manually into LIFO after manually deleting the class codes from the previous year.

The menu options are not in numerical sequence by proper steps. Refer to the LIFOsection.

Payroll W-2’s must be printed and cleared on a calendar basis. They must be printed after

your last payroll of the current year and before the first payroll of the new year. Please verify the totals of the W-2’s before continuing with the first payroll of the new year. The only way to retrieve this information after the yearly closeout is to restore to a backup. The restore of the payroll files can be done with the update up. Please refer to the W-2 section of this document.

Remove the W from Fed Tax Exempt in Employee File Maintenance for any employee who is federal tax exempt. Failure to do so will cause box 1 of the W-2’s to be blank. Be sure to add the W back after printing W-2’s.

Include all fringe benefits in the appropriate payrolls so taxes can be deducted. If a large fringe benefit is entered in the last payroll, it is possible the taxes will take all the pay.

If there are any changes to the Tax Schedules, they will be faxed or emailed when available. Expect to receive this information in early January.

Make sure that all 2010 payroll checks have a 2010 check date.

Payroll Year-End Closeout is processed on the calendar-year basis.

Make sure a termination date has been entered for employees who should be deleted during the Payroll yearly closeout.

Year-End Closeout 7

What’s Deleted and What’s Not at Year-End Closeout

Accounts Receivable: Deactivated AR accounts are deleted during the year-end closeout.

Inventory: Deactivated items are not deleted with the yearly Inventory closeout. You must run

the procedures for CODITEMS located in Appendix B.

Sales and Gross Profit: Deactivated major/minor categories are not deleted on the system. Totals are

zeroed at the yearly SG closeout. The category remains with the message “THIS RECORD TO BE DELETED.”

Deactivated departments are not deleted from the system. The department record remains with the message “THIS RECORD TO BE DELETED.”

Payroll: Employee records with a termination date will be deleted when the PR yearly

closeout is processed.

8 Year-End Closeout

Payroll Year-End Procedures

Fringe Benefits ReportingPlease follow the steps below to include fringe benefits (personal use of vehicle, excess life insurance, etc.) into gross pay for tax purposes.

CautionThis must be done during a payroll or a draw situation will occur. Normally, it is processed during the last payroll of the year. Also, make sure there isenough pay to cover the tax deducted for the fringe benefits.

Control Files

1. From any Option prompt, enter CFPCOPF and press <CR>. You need to set up an Other Pay type especially for this fringe benefit. It can be any unused Other Pay type except for Other Pay#5. However, if you choose to use Other Pay #3 or #4, the amount of the fringe benefit will show in the 401K or CAFÉ Plan boxes, respectively, on the check stub.

2. Choose A to alter and press <CR>.

3. Press <CR> until the cursor is at the line you want to designate as the fringe benefit.

4. Answer the questions as follows:

Desc Fringe Benefit

Type R

In & Out Y

TipIf you set In & Out to Y, the system will put into gross pay the amount specified as the fringe benefit, calculate all taxes, then pull the fringe benefit amount back out before issuing the check.

Year-End Closeout 9

Basis FA

Rate/Amt Leave blank

Period A

Fed Exempt W No federal tax will be calculated

I No FICA tax will be calculated

U No FUTA tax will be calculated

By leaving this field blank, all federal taxes will be calculated

GL Acct# Enter a 9-digit General Ledger Account number

Contra Enter the same General Ledger Account number as in the prior field

TipSince the fringe benefit amount should not show on your company’s books in any way, putting the same account number in both the GL Acct# and Contra fields will wash out the entry going to the ledger.

5. Press <F6>, then <F8> to exit.

Processing the Payroll for Fringe Benefits

1. Enter the hours as normal for the employee who is affected by this fringe benefit.

2. While the cursor is at the Dept field in the PR Entry screen, enter On (where N is the other pay number you chose earlier).

3. Amount: Enter the amount of the fringe benefit to be added to the employee’s pay.

4. Press <CR> to continue with the payroll.

5. Process the payroll using normal procedures.

10 Year-End Closeout

Payroll Year-End ProceduresThese procedures should be followed after the last payroll for the year has been completely processed, including the final update to the employee’s record.

In Employee File Maintenance, Option #1, for all employees, check the following:

Class If the employee is contributing to a deferred compensation plan such as a Cafeteria or 401K, enter a D in this field. If the employee is covered by a pension plan, enter a P in this field. If both situations apply, enter a B in this field. If the employee is covered by a Simplified IRA plan, enter S in thisfield. These codes will ensure that the proper boxes on the W-2’s are

Fed Tax Exempt: Remove the W for any employee who is federal tax exempt. Failure to do so will cause box 1 of the W-2 to be blank when printing W-2’s.

TERMD ON: If the employee has worked during the last quarter (October through December) and is no longer employed, enter the date they were terminated. This will flag the employee for deletion during the actual year-end closeout process.

CautionWe strongly recommend processing a backup before proceeding. You can back up the payroll files with the system up and running as long as no one is accessing the payroll files. Save the tape for 3 months.

From the master terminal at a $ prompt, enter the following command to back up the payroll files:

tar cv 1PC*

TipIf you process payroll in more than one location, enter each location’s prefix. For example, if you process payroll in two locations, the backup command would then be:

tar cv 1PC* 2PC*

Year-End Closeout 11

WarningDO NOT use *PC* as it will back up more than just the payroll files.

To process the payroll year-end closeout, follow these steps:

1. From the main Payroll menu, choose Option #9, PR Year-End Processing.

2. Print W-2s from Option #18. Please see the Designing W-2’s section of this document.

If you are required to send your W-2 information electronically, you will want to refer to the Payroll Guide. For additional information please see W-2 Magnetic Tape Controls and Verifying W-2 Magnetic Tape and Making Backups section in this document.

TipIf you would like to verify the W-2 totals, you may print an Employee Listing, Option 17, from the main Payroll menu, taking the Report Option of Y for yearly totals. Setting the Totals Only? prompt to Y will print out just the summary totals, instead of each individual employee’s totals.

3. From the Year-End Processing menu (Option 9), choose Option #1, Payroll Year-EndCloseout.

Processing Queues: If you are ready to continue, press <CR> to take the default.

Delete Employees W/4th Quarter Totals=Zero? If this question is answered Y, all employees who have no fourth quarter totals, regardless of how the TERMD ON field is answered, will be deleted.

Retain Memo Deducts? If you use the memo deduct feature, and you want to reset the yearly amount to zero, answer this question N.

Files Backed Up? You must answer this question Y in order to continue. If a backup was made earlier following these steps, you are safe to continue. Otherwise, stop now, exit payroll, and process this backup of the payroll files.

Ready To Start? When you are ready to proceed, enter Y for yes.

TipOnce the closeout has processed, you will want to choose Option #2, ClearTo-Date Payroll Deductions, from the Year-End Processing menu.

Processing Queues Press <CR> to continue

Deduction Code Press <CR> to zero totals from all

State Code Press <CR>

Files Backed Up? Enter Y and press <CR>

Ready to Start? Enter Y to continue


Deleting Payroll History DetailAfter you have processed your second year-end closeout for payroll, you may want to clear out data which will clean up disk file space. In other words, after processing the year-end for 2010, you should delete all payroll information prior to 12/31/2008.

From the Year-End Processing menu, choose Option #3, Delete Payroll History Detail.

Processing Queues Enter <CR> to continue

Delete Thru Period End Enter the date through which all data should be deleted

Files Backed Up? Enter Y for yes

Ready to Start? Enter Y to continue

Even though the information has been deleted, the file size will remain the same as before until a vutil of the files is performed. This can only be done with the system down. Please refer to thePayroll Guide for instructions on this procedure.

W-2 Magnetic Media ControlsPlease review the Version 2 Payroll Guide on W-2 magnetic media controls.

If you are using magnetic media for federal or state filing, use the following steps to set up the magnetic media controls:

TipIf you are reporting for multiple states, use W2FILE1, W2FILE2, etc., for each state. Using the same name for a different design will result in the information written for the first design being overwritten by the second.

From any Option prompt, enter CFPCMW2D and press <CR>.

Verifying W-2 Magnetic Tape and Making Backups

W-2 Magnetic Tape Report

To print the Magnetic Tape Report, enter PCW2TAPE at any Option prompt and press <CR>.

Enter MAG-TAPE-FILE-ID Enter the file name that was specified in Print W-2’s. Example (W2FILE, W2FILE1, etc.)

Ready Y

Designing W-2’s

The design is set up in CFPCW2D (Control File Design W-2’s). You will need to create a different design number for each of the states for which you are reporting taxes. You will need to print W-2 forms using the Report Design ID for each state.

If this is the first year on V2, the W-2’s will need to be designed. The design is set up in CFPCW2D (Control File Design W-2’s). Answer the options as follows:

Design ID StatePrint Company Info (c) Employer Federal ID (b)

1 ( see note below)Enter State Code (ex. SC = South Carolina)YEnter company’s Federal IDEnter company’s State ID. Leave blank if not required

State Registration # (16) Applies only to NJ. Enter state registration number if in NJ, otherwise leave blank.

Allocated Tips Code (#8) Leave blank. (You may need to press the space bar twice, then<CR>.)

Box #9 CodeBox #11 Code

Enter Other Pay number used for Advanced EIC Payment (0#) Leave blank

Box #12A Desc Box #12A Code Box #12B Desc Box #12B Code Box #12C Desc Box #12C CodeBox #14 (A-D) Desc Box #14 (A-D) Code Box #10 Code

As applicable from codes on screen As applicable from codes on screen As applicable from codes on screen As applicable from codes on screen As applicable from codes on screen As applicable from codes on screen As applicable from codes on screen As applicable from codes on screen As applicable from codes on screen Enter T4Enter state code (ex. SC = South Carolina) Enter Deduction number used for local tax

*Box may not apply. Please verify the information for these boxes and set up if necessary.

Verifying W-2’sBefore you print on the W-2 forms, please verify that your W-2’s are set up correctly by printing the W-2’s to green bar paper. This is to verify all totals are correct and all boxes are filled out correctly.

If you have any questions as to which boxes should contain what figures, please contact either your accountant or your local IRS office for an explanation.


Aligning Your FormsSet the printer to 10 cpi (characters per inch). Print a test run of your W-2’s on green bar paper to test the design and accuracy before printing on the W-2 forms. You may make a transparency of the W-2 and place on top of the W-2’s run to green bar to check the totals and alignment.

Two W-2 forms are 11 inches in length (the same length of normal green bar paper). Before running all the W-2’s, print a partial run to ensure the proper alignment.

Printing W-2’sW-2’s must be printed after the last payroll of the year and before the first payroll of the new year. The program to print the W-2’s is located on the PR Year-End Processing screen (Option 9) from the Payroll Menu. The program name is PCW2P. From any Option prompt, enter PCW2P and press <CR>.

TipPlease see the Aligning Your Forms section of this document before actually printing the W-2’s.

Report Design ID Enter the Report Design ID set up under Payroll Control File Maintenance for each of the states that you withhold taxes from your employee’s pay. You will need to print W-2 forms using the Report Design ID for each state.

Output Choice Enter the desired output option:P - Prints on the backroom printerS - Creates a spool file. A unique filename will also be required.

Partial Run Enter Y to print specific employees instead of all. Enter N to print this report for all

# of Copies Enter the number of copies desired or press <CR> for default of 1.Line Advance The cursor skips this field.Compressed Print Enter N to not use compressed print.Print Lines/Page Press <CR> for default.Print Order Enter E for Employee number order.

Enter A for Sort Alphabetical. If A is chosen, only the employees with

Termination Flag Enter 1 if you terminated your business during this tax year. Press<CR> if you did not.

Starting Control# This prints in box A on the W2 and is incremented with each subsequent W2 printed. The default is blank, which prints a 0 on the first W2. To start at a number other than 0, enter the number to print on the first W2.

Resubmission Flag Enter 1 if you are resubmitting W2’s. Press <CR> if this is the first time this year you are submitted W2’s.

Resubmission TLCN If you entered 1 at the Resubmission Flag prompt, enter the TLCN from the notice sent to you by the Social Security Administration. If you are not resubmitting W2’s, press <CR> to

Mag W2 File ID If you are filing W2’s using magnetic media, enter the unique file name that you will be using to submit this information to the federal government. The federal government states that this information should be filed under the file name W2FILE.

TipIf multiple Report Design ID’s will be printed, enter a different file name for each design. For example, enter W2FILE1 for the first design, and W2FILE2 for the second. Using the same name for different designs will result in the information for the first design being overwritten by the second design.


If W-2’s were created on the system last year, a message will appear when the file name is entered that the file already exists. Please overwrite the existing file.

Print Test Pattern: You may want to print the test pattern to get the forms aligned properly. The system will print two W-2’s as the test. Two W-2 forms equal an 11-inch page. Once you have the desired alignment, answer N to Print Test Pattern and the selected W-2 forms will print. If you want to exit the program, press <F8> at the Print Test Pattern prompt.

As the forms are processed, the page number and line number display.

TipTo verify Employees’ yearly totals, you may print an Employee Listing, Option17 from the main Payroll menu, taking the Report Option of Y for yearly totals. Choosing Y at the Totals Only? prompt will print out just the summary totals, instead of each individual employee’s totals.

Important Information for the

First Payroll of Your New Fiscal Year Until you close your General Ledger for the year, DO NOT update Payroll to General Ledger. If you attempt to, you will receive errors for each employee record in the current payroll. A large number of errors while trying to update should be your indication that you are trying to update payroll to the general ledger and general ledger is not closed for the prior year. This situation will occur whether you close on a calendar year-end or not. For example, if your fiscal year is February, you will encounter these errors during the first payrolls of March if the prior year’s General Ledger is still open.

You can enter multiple payrolls without updating to General Ledger, but there are a few things you should be aware of:

1. When entering the additional payrolls for the new year, be sure to make the period ending date unique for each payroll.

2. Be sure that your payroll is correct before beginning the next payroll period. Once you enter the new period, you cannot go back to previous periods that have not been updated.

3. Keep in mind that your payroll reports will have information for all payrolls not yet updated.

4. DO NOT RECALCULATE. If, when trying to calculate payroll, the system prompts Calculations not needed, Recalculate? answer N. This is very important. If you answer Y to this question, the system will create checks for all payroll periods not yet updated to General Ledger. If changes are made to the payroll in Payroll Entry, you will need to calculate. NEVER recalculate when it prompts, Calculations not needed, Recalculate?

5. DO NOT UPDATE EMPLOYEE RECORDS. Once you update employee records, Payroll clears the transactions going to General Ledger. If you update employee records without first forwarding to General Ledger, you will need to make manual journal entries in General Ledger for the payrolls once the General Ledger is closed for the year.

6. DO NOT REPRINT CHECKS. If checks are reprinted, the system will reprint all checks that have not been updated.

7. Once the General Ledger is closed for the year, update Payroll to General Ledger and then update employee records. Proceed as normal from this point.


Accounts Payable Year-EndProcedures

An Accounts Payable year-end close can be processed at any time during the year, either at a calendar year-end or at fiscal year-end. However, for tax purposes the 1099’s must be printed and cleared at calendar year-end.

It is recommended that a month-end closeout be processed first. The system will not stop you from continuing with the year-end procedures without a monthly closeout. However, processing a year-end closeout without a monthly close may result in erroneous comparison figures between the current year and last year.

1. Follow the proper procedures for a monthly closeout.

2. If you are required to issue 1099’s, please refer to the Accounts Payable Guide or any current information provided by Activant containing any recent federal reporting requirements.

3. From the AP Period-End Closing menu, choose Option #2, AP Year-End Closing.

4. Processing Queues: Press <CR> to continue.

5. Begin Clearing YTD Totals? Enter Y for yes to continue. You should see the vendor numbers flashing quickly on the screen as the totals are cleared. When prompted, press <CR> to continue.

6. Choose Option #5, Clear 1099 Totals.

7. Processing Queues: Press <CR> to continue.

8. Begin Clearing 1099 Totals? Enter Y for yes to continue. Again you will see the vendor numbers flashing on the screen.

9. From any Option prompt, enter CFGL and you will go straight to the General Ledger Control

File menu.

10. Choose Option #6, Accounting Period Date Maintenance.

11. Following the procedures outlined in Appendix A, set the period ending dates for the next year.

Purging Old Accounts Payable InformationIf you have been using Accounts Payable for two years or more, Activant recommends that you delete all old information that is using up valuable disk space. This can be done by following the steps as outlined below:

1. From the AP Period-End Closing menu choose Option #3, Delete Old AP Checks.

2. Delete Checks From BC: Enter the bank code from which your checks are written. If you use more than one bank code, you must process each one separately.

3. From Check Date: Enter the check date for the system to use to begin deleting information.

4. Thru Check Date: Enter the check date for the system to use to stop deleting information.

You may receive this message “WARNING! Check Register Needs To Be Printed For TheseChecks!” If you have the necessary registers, ignore the message.

5. Begin Deleting Checks? Answer Y for yes to continue.

6. Press <F1> when prompted.

7. Repeat Steps 1 - 6 for each bank code, or press <F8> to continue.

8. Choose Option #4, Delete Paid Invoices.

9. Delete Paid Invoices Before: Enter the last date invoices should be deleted.

CautionBe very careful if deleting paid invoices that are not at least 6 months old. Do not delete any invoice that was paid during the current month, or the monthly check register will not be correct.

10. From Vendor#: Enter the starting vendor number.

11. Thru Vendor#: Enter the ending vendor number.

12. Begin Deleting Invoices? Enter Y for yes to continue.

13. Press <F1> when prompted.

14. Enter another date to be used for a different range of vendors, or press <F8> to exit.

Even though the information has been deleted, the file size will remain the same as before untilthe files are rebuilt using the ‘vutil’ utility. Refer to the Accounts Payable section of Appendix D for the rebuild instructions.

General Ledger Year-End Closeout

Procedures

Use the following procedures to process your year-end closeout for general ledger. Please read all instructions before beginning! It is very important to follow all steps in the proper order to ensure an error-free G/L closeout.

TipThe regular system-wide sales year-end closeout that you run from the closeout menu does NOT process your G/L closeout. Process the G/L closeout inaddition to your regular year-end closeout. This is completed in the same time frame as your normal monthly G/L closeout. Perform the yearly G/L closeout after all accounts payable invoices have been entered for the previous month, but before your next sales month-end closeout or first cycle closeout of the new year, whichever comes first.

Use Option 21 on the main G/L menu to print a current ledger. Make sure the value for

** TOTAL** at the end of the report is zero for both values. This will indicate that you are in balance.

Use Option 31 on the G/L menu to print financial statements.

Use the following steps to make sure all G/L accounts have the proper class: From the main G/L menu, choose option 17, GL Listing of Accounts.

Print all accounts. Assets and liabilities (standard is 100’s & 200’s) should be class 1.All other accounts should be class 2.

Use the following steps to check your G/L control files for correct retained earnings account. At an Option prompt, enter CFGL and press <CR>.

Choose Option 1, Company Information.

Ensure the Retained Earnings Acct#: is correct (standard is 010129000).

Enter A to alter if necessary, or press <F8> to exit.

24 2009 Year-End Closeout

Use the following steps to make a backup of your GL files:

1. Bring the UPDATE down!!!

2. Insert a tape into the tape drive.

3. From the master terminal at a $ prompt, enter:

A. Integrated General Ledger: tar cv 1GL*

B. Segregated General Ledger: tar cv 1GL* 2GL* (incrementing for each additional location)

4. After the screen returns to a $ prompt, take the tape out of the drive and label it PRIOR TO GL CLOSE. Also put today’s date on the label. Keep this tape in a safe place until you make any year-end adjustments.

TipThis step is extremely important! You cannot print a financial statement for a closed accounting year. If, after making adjusting entries later, you want a financial statement, you will have to restore to this backup. See Appendix E for these instructions.

Use the following steps to run a monthly G/L closeout:

1. Print all monthly GL reports (including financial statements) as well as any additional reports you may want prior to your GL year-end.

2. Complete the monthly close using normal procedures.

TipOnce the monthly closeout has been performed, the new current period will be the same as before the closeout. The GL yearly closeout will change the current period to the new period for the new year. Proceed immediately to the steps to perform a yearly closeout. There should not be accounting activity performed between the monthly and yearly G/L closeout.


Use the following steps to run a yearly G/L closeout:

1. Choose Option 8, GL Period-End Processing, from the main G/L menu.

2. Choose Option 2, GL Year-End Closing.

3. Press <CR> through Retained Earnings Acct# field if it is correct, or change it if necessary.

4. At the Begin Closing Routine prompt, enter Y when you are ready to start the closeout process.

Use the following steps to check for correct year-end dates:

1. At an Option prompt, enter CFGL and press <CR>.

2. Choose Option 1, Company Information.

3. Check the Fiscal Year-End field to make sure it shows the correct date.

From the main G/L menu, choose Option 21, GL Current Ledger. All accounts should have zeroed out except assets and liabilities (standard is 100’s and 200’s). Your retained earnings account should now reflect the balance of all income and expense accounts from the previous year.

If you have been on the G/L system for more than 2 years, you may want to delete old information (2 years old and prior). This will free up disk space. Refer to the General Ledger Guide for assistance with this process. Since this procedure can be done at any time, we ask that you do this a few months after the actual closeout so that we can reserve our time at year-end for questions that cannot wait.

If you have any questions concerning the procedures outlined here, please contact the ActivantSupport group.

Creating a Journal for Making Prior Year Entries

Use the following steps to create a journal for making prior year entries:

1. At an Option prompt, enter CFGL and press <CR>.

2. Choose Option 2, Journal Controls, and press <CR>.

3. At the Journal# prompt, enter 9 and press <CR>. The word CREATE should display. IfJournal #9 exists, continue entering numbers until the word CREATE appears.

4. Journal 9 is set up exactly like journal 8 except for the Change Journal Period prompt.Answer the field prompt with a

P.

TipThis journal should be used only for making prior year adjusting entries. If you have created this journal in previous years, there is no need to do it again. You may omit this step.

Processing LIFO

CautionUse this checklist when you initiate Physical Inventory on the same day as the year-end closeout.

Quantities Taken at End of Year

(Physical Inventory must be updated after year-end) 1. On the day of the fiscal year-end closeout, before the closeout is processed:

a. Choose Option 19, Initiate Physical Counts from the Stand Alone Menu. This option clears the system of any data left from last year to preserve your current inventory’son-hand quantities. One of the questions in this option asks Is this an END OF YEARinventory for LIFO (Y/N)? Make sure this question is answered Y.

b. Choose Option 1, Initialize LIFO for New Year from the LIFO menu (LF Menu). This step preserves your end-of-year inventory quantities and costs for subsequent LIFO calculations.

2. Enter your counts and complete the options required for the Physical Inventory. Your counts MUST be correct in order to calculate LIFO. You will want to save your final copy of the Inventory Counts Report.

3. From the LF Menu, print Option 17, LIFO Inventory Exception Report. This produces a listing of all items that have a zero or negative cost, a zero quantity, or an invalid pool number. It will also list warnings on any costs that have changed by 25% or more. Costs and poolassignments may be corrected using Option 7, LIFO Miscellaneous and then Option 1, LIFO Item Maintenance. Warning messages are simply to alert you that these items may need to be corrected. Error messages MUST be corrected and this option re-run before you proceed to the next step.

CautionThe system will not stop you from continuing to the next step if errors are present. Please make sure that you have corrected all errors and reprint the report!

4. Choose option 2, LIFO Class Coded Entry File Maintenance to enter necessary class code items.

5. Remember to check that the previous year’s class codes have been deleted before entering this year’s.

WarningDo not skip Step 6!

6. Choose Option 18, Inventory Counts by Pool Report. For your final report, answer ALL to Pool Number as well as answer Y at the Include Class-Coded Items? (Y/N) prompt to include class-coded items. This option sorts and totals all inventory items into pools and forwards inventory pool values for use by other options of LIFO.

7. The sum of the pools should equal the totals for the Inventory Counts Report in Step 2. If the two figures do not balance, it is an indication of invalid pool assignments. Corrections to pool assignments are made though Option 7, LIFO Miscellaneous. After all corrections have been made, reprint the Inventory Counts by Pool Report. As before, answer ALL to Pool Number and Y to Include Class-Coded Items? (Y/N) .

8. Choose Option 3, In-Transit Maintenance to add or change in-transit items or any other items not already counted in your physical inventory whose value you want to include in your LIFO inventory. If you do not have in-transit items to enter, you may proceed to step 9.

9. Print the in-transit items entries with Option 19, In-Transit Items by Pool Report.

10. Choose Option 14, Maintain Adjustments to Inventory if you wish to make further adjustments to your inventory dollar value. If you do not have adjustments to make, you may skip to step 12.

11. To print any adjustments entered, use Option 20, Adjustments by Pool Report.

12. You MUST run Option 21, Inventory Reconciliation Report. The first line of the Reconciliation Report for each pool lists the physical inventory value per your count. This figure should equal the pool’s grand total rounded to the nearest dollar. Make sure all figures on this report are correct and the total for each pool is the total on which you want to calculate the LIFO reserve.

TipPlease take time to review all previous entries and reports before continuing to the next step. You can only run the option to calculate LIFO reserve one time each year. If after running this step you discover an error, you will need Support’s assistance to correct the error.

13. Make a regular daily backup and label it as “LIFO Backup Before Calculation of LIFO Reserve”

for the current year. Please save this tape in a secure place from year to year.

14. Choose Option 5, Calculate LIFO Reserve. Run this option only one time each year.

15. Print Option 22, LIFO Reserve Report. You may print this report as many times as you need.

CautionReview all entries on the LIFO Reserve Report to make sure it is correct before continuing to the next step. Any corrections at this point will require assistance from Support.

16. Choose Option 6, Final Update for LIFO.

You have completed all steps necessary for LIFO for the current year.

Quantities Taken Before End of Year

(Physical Inventory must be updated prior to year-end)

ImportantThis checklist is used when Physical Inventory is completed a month or several weeks before the year-end closeout.

1. Initiate Physical Inventory:

2. Choose Option 19, Initiate Physical Counts from the Stand Alone Menu. This option clears the system of any data left from last year to preserve your current inventory’s on-hand quantities. One of the questions in this option asks Is this an END OF YEAR inventory for LIFO (Y/N)? Make sure this question is answered Y.

3. Enter your counts and complete the options required for the Physical Inventory. Your counts MUST be correct in order to calculate LIFO. You will want to save your final copy of the Inventory Counts Report.

4. Choose Option 1, Initialize LIFO for New Year from the LIFO menu (LF Menu) immediately before you process your YECO. This step preserves your end-of-year inventory quantities and costs for subsequent LIFO calculations.

5. From the LF Menu, print Option 17, LIFO Inventory Exception Report. This produces a listing of all items that have a zero or negative cost, a zero quantity, or an invalid pool number. It will also list warnings on any costs that have changed by 25% or more. Costs and poolassignments may be corrected using Option 7, LIFO Miscellaneous and then Option 1, LIFO Item Maintenance. Warning messages are simply to alert you that these items may need to be corrected. Error messages MUST be corrected and this option re-run before you proceed to the next step.

CautionThe system will not stop you from continuing to the next step if errors are present. Please make sure that you have corrected all errors and reprint the report!

6. Choose option 2, LIFO Class Coded Entry File Maintenance to enter necessary class code items. Remember to check that the previous year’s class codes have been deleted before entering this year’s class codes.

WarningDo not skip Step 7!

7. Choose Option 18, Inventory Counts by Pool Report. For your final report, answer ALL to Pool Number as well as answer Y to the Include Class-Coded Items? (Y/N) prompt to include class-coded items. This option sorts and totals all inventory items into pools and forwards inventory pool values for use by other options of LIFO.

8. The sum of the pools should equal the totals for the Inventory Counts Report in Step 3. If the two figures do not balance, it is an indication of invalid pool assignments. Corrections to pool assignments are made though Option 7, LIFO Miscellaneous. After all corrections have been made, reprint the Inventory Counts by Pool Report. As before, answer ALL to Pool Number and Y to Include Class-Coded Items? (Y/N).

9. Choose Option 3, In-Transit Maintenance to add or change in-transit items or any other items not already counted in your physical inventory whose value you want to include in your LIFO inventory. If you do not have in-transit items to enter, you may proceed to step 10.

10. Print the in-transit items entries with Option 19, In-Transit Items by Pool Report.

11. Choose Option 14, Maintain Adjustments to Inventory if you wish to make further adjustments to your inventory dollar value. If you do not have adjustments to make, you may skip to step 12.

12. To print any adjustments entered, use Option 20, Adjustments by Pool Report.

13. You MUST run Option 21, Inventory Reconciliation Report. The first line of the Reconciliation Report for each pool lists the physical inventory value per your count. This figure should equal the pool’s grand total rounded to the nearest dollar. Make sure all figures on this report are correct and the total for each pool is the total you want LIFO reserve to be calculated.

CautionPlease take time to review all previous entries and reports before continuing to the next step. You can only run the option to calculate LIFO reserve one time each year. If after running this step you discover an error, you will need Support’s assistance to correct the error.

14. Make a regular daily backup and label it as “LIFO Backup Prior to Calculation of LIFO Reserve” for the current year. Please save this tape in a secure place from year to year.

15. Choose Option 5, Calculate LIFO Reserve. Run this option only one time each year.

16. Print Option 22, LIFO Reserve Report. You may print this report as many times as you need.

CautionReview all entries on the LIFO Reserve Report to make sure it is correct before continuing to the next step. Any corrections at this point will require assistance from Support.

17. Choose Option 6, Final Update for LIFO.

You have completed all steps necessary for LIFO for the current year.

Processing a Physical Inventory

Preparation

Plan Ahead. Invoice all merchandise that will leave your site before initiating Physical Inventory. Also, be sure to enter all received items into the system before initiating Physical Inventory. Before beginning, be sure that you are comfortable with each step you will be performing. Refer to the Physical Inventory Guide for more information on this process. If at any time you are not sure about a particular step, make a backup before proceeding. You will need to keep this tape out ofyour nightly rotation for a while, just in case you need to restore back for some reason.

Initialization

The update must be down to initialize physical inventory. Select Option 19 from the Stand Alone Menu. Process the physical inventory initialization immediately before counting inventory. There should be no delay between the initialization process and the counting. Business run between these steps can cause the Physical Inventory to be incorrect. The initialization process saves the quantity on hand at that moment as “saved quantity” and the average cost as “saved cost.” The system uses these saved figures to calculate variances for inventory counted.

Counting

As mentioned above, count inventory immediately following the initialization process. Do not sell or receive merchandise until after you have completed counting items. Invoiced items to be delivered or picked up in the future are not to be included in the counts.

Create Books

After initializing Physical Inventory, add the count books. Take Option 2 from the Physical Inventory Menu. There are only 2 rules for count books. The first rule is that you can have no more than 999 count books. The other is, if you are planning to enter counts from more than one

terminal at the same time, you must have more than one count book. Other than that, there are no standards for count books. Give each count book an easily identifiable unique name (such as the names of people entering counts, the names of people counting, or the names of sections being counted). These are a few examples that we have encountered. Again, the Physical Inventory Manual gives more detailed information.


Entering Counts

Select Option 3 from the Physical Inventory Menu to enter counts. You do not have to enter counts immediately after counting inventory. The system will keep track of the quantity sold and quantity received from the time of initialization until the final update. The main objective is to get the merchandise counted after initialization and before selling or receiving inventory. Enter inventory counts at any time. It does not matter if you are selling merchandise at that time. As mentioned earlier, you can only enter counts into one book from only one terminal at a time. If you plan to enter counts from multiple terminals at once, you must have more than one book.

Entering Counts using Hand Held DevicesWe recommend using a separate book to download your hand held devices. This will assist in tracking errors. We recommend testing your hand held devices before each Physical Inventory. Please contact Activant V2 Support at least a month before your Physical Inventory to set an appointment to test your hand held devices.

Entering Counts using an Inventory ServiceAgain, the same rules apply. We recommend downloading into a separate book, to assist in tracking errors. You will find more detailed information in the Physical Inventory Guide. Contact Activant V2 Support for additional assistance in this area. We will be glad to assist you.

Verifying Counts

Inventory Counts ReportSelect Option 19 from the Physical Inventory Menu. It will provide the counted quantity entered for a particular item, along with the cost of that item. This is a useful report to catch items that may have incorrect counts entered.

Inventory Variance ReportSelect Option 20 from the Physical Inventory Menu. It will report the differencebetween the counted quantity and the saved quantity that the system held at the time of initialization. It will provide the quantity difference, along with the dollar variance. This also is a very useful report for finding miscounted items.

This report will reflect the variance in quantities and dollar values between what the system recorded and what you entered. After you have made all of your changes to the physical inventory, print all the Print Count Books (PIPBO), making certain that all entries are printed. You will do this by allowing the system to default to the first entry in the first book and to the last entry in the last book. Your shrinkage or overage is the difference between the total value of the Print Count Books report and the value that is reflected in your General Ledger inventory accounts.

Final Update

Process this step with the update down from the Stand Alone Menu, Option 20. We recommend making a backup before performing this step. This procedure updates your new quantity on hand. You have 2 options when running this step. A partial update will update only the items for which you have entered counts. A complete update will update every item in your system, updating to zero items that did not have a counted quantity. The system will calculate the newquantity-on-hand by using the counted quantity and taking into account items sold and received since initialization. Again, more detailed information is in the Physical Inventory Guide.

Appendix A: Accounting Period Date

Maint. (CFGLDATE)

Version 2 includes the ability to utilize the 4/4/5 accounting method in General Ledger. The CFGLDATE control file is a date table used by Accounts Payable to book invoices into the proper accounting period. This control file must be changed each year to reflect the new year dates.

CFGLDATE is set up for each location. It requires dates to be entered for periods 1 - 12. These periods are calendar months and not the periods of your fiscal year. For example, if your fiscal year ends in September, period 9 should have September dates and period 12 should have December dates. (Period 1 = January, Period 2 = February, etc.) There is no difference in the set-up of this file for those who close in September or December.

To help ensure the invoices for the first months of the new year are booked into the correct accounting period, we recommend, during the month of November, to change the first 3 periods to the new year. After your December General Ledger closeout, change the remaining periods to the new year dates.

The FROM - TO dates are determined by the dates you specify for the accounting period. Again, remember the periods are the calendar year and not your fiscal year.

Due to the variety of closeout dates of our customers, Activant cannot specify an exact date to change this file. Please contact Support if you have any questions on the set-up of this file as it pertains to your fiscal year-end date.

After the General Ledger Year-End Closeout is complete, you must change all other periods inCFGLDATE to the current year.

Appendix B: Procedures to Delete

Deactivated Items (CODITEMS)

Inventory items are not automatically deleted as part of the year-end closeout. To remove items from the system, follow the steps below:

1. Run UTIPCLQT, UTPOCHK, UTIP0PO, UTIP0ORD. (Note: UTIP0PO and UTIP0ORD must be run with the update down.)

2. Select Option 2, Delete Record Maintenance, from the Closeout Processing menu (COMENU).

3. Select Option 1, Build Inventory In Use File from the Delete Record Maintenance menu(CODELMM).

4. When selecting this option, you may receive the message “An ICINUSE file exists - do you want to run an IC check (Y/N)?” Enter Y to delete the current in use file and re-check each of the deactivated items. Otherwise, enter N to return to the Delete Record Maintenance menu.

5. Select Option 17, Deleted Items Report, from the Delete Record Maintenance menu.

This report prints all items selected to be deleted or only the problem items. If you cannot delete items because of a problem, see the Problem Codes For Deleted Items Report section for an explanation of problems and actions. After corrections have been made, return to step3. Once your Deleted Items Report is free of problems, continue to step 6.

6. Bring the update down and perform a backup!

7. After the backup is complete, from the $ prompt, enter ecs, but answer N when the system asks Do you want to start the UPDATE? Enter your operator code and password to bring up the Stand Alone menu.

8. Select Option 15, Delete Items Marked To Be Deleted, from the Stand Alone menu. When selecting this option, the following question appears, Ignore MTD and YTD totals (Y/N)? Answer Y to have the system remove items, even though the items have MTD or YTD totals. Answer N to have the system retain items with MTD or YTD totals.

Problem Codes for Deleted

Items Report — Item in Use Codes Code Problem Description Action

AM In use by Ad-Mfg files If Advanced Manufacturing is not used, call Support for password and instructions for removing. If Advanced Manufacturing is used, delete the cross reference in Advanced Manufacturing for this item.

BI In use by Bids File Delete items off of bid(s) referenced on report

COM In use by Common Item Review Common Item referenced on report

DI In use by Cust Cat Pricing Delete the item from the Customer Category

EXP In use Explosion Component Delete the Basic Item off the Explosion Item referenced on report

GEN In use Generic Item Delete the Basic Item from the Generic Item referenced on report

IS In use by Sales Price file Delete item from the sale referenced on report

LFQ Lifo Quantity not zero If LIFO is being used, ignore this column. The item cannot be deleted. If LIFO is not used, contact support to obtain the support password to run SUIC0LIFO

LFU In use by LIFO file If LIFO is being used, ignore this column. The item cannot be deleted. If LIFO is not being used, please contact support to obtain the support password to run

MTD MTD totals not zero These items may be deleted when running CODITEMS. Answer Y to the question Ignore MTD and YTD totals

ORD In use by Orders file Delete the items from the order referenced on report

Code Problem Description Action

PI In use by PI file These items must be ignored if a physical inventory is in progress. If the physical inventory is complete, contact support for assistance in deleting the inventory count books

PO In use by PO file Delete the item from PO referenced on the report

QOH On-Hand quantity not zero Reactivate the item and use the Inventory Receipts to bring the quantity-on-hand to zero

QOO On-Order quantity not zero Delete the item from the PO referenced on the report

QOR Reserve quantity not zero Delete the item from the Order, Transfer, or

QTE In use by Quotes file Delete the item from the Quote referenced on report

TAL In use Tally Item Qtys Delete the item from the Tally Item referenced on report

TKT In use by Tickets file Review Suspended/Unpaid Ticket referenced on report

VND In use by Vendor Item File The system automatically deletes this item

YTD YTD totals not zero These items may be deleted running CODITEMS. Answer Y to the question Ignore MTD and YTD


Appendix C: Yearly Backup & Closeout

Yearly Backup RoutineA yearly backup should be completed just prior to processing your yearly closeout. This backup should not be overwritten until the next yearly closeout. You may also choose to process a backup after the yearly closeout is completed using another tape. This will help if you need to restore for the first business day of the new year so the yearly closeout will not have to be processed again. If you must write over your yearly backup(s) or any other backup, please make sure you can affordto lose the information.

Yearly Closeout RoutineThe Yearly Closeout performs a daily, weekly, monthly, and yearly closeout. No computer activity is allowed during this process; all operators must log off and remain logged off until the closeout process has completed. If operators are logged on when the monthly closeout is started, a message stating “Exception Programs Are Running. <CR> To Continue” will display. Above this message, the terminal number and the program in use will display. Be sure to have these operators log completely off and restart the closeout. The system will not prohibit certain activity during the yearly closeout. However, this activity can and will affect the results of your closeout. Therefore, to keep all operators at the login prompt during this closeout, after all terminals are logged off, enter down and press <CR> at the $ prompt, which will prohibit all terminals from logging onto the system. When the closeout is complete, enter up and press <CR> at the $ prompt and then the operators will be able to log on.

Activant recommends you make a backup both before and after the yearly closeout and that these backup tapes be kept from year to year. Many customers find it necessary to restore prior to the yearly closeout to retrieve information. Be sure to go over all optional reports and set up any parameters for reports not normally printed before performing the yearly closeout.

Appendix D: Purging Data Files and Recapturing Disk Space

As part of the monthly and yearly closeout, certain files should be examined for any data that canbe purged. Activant recommends the following files be examined:

Quotes and Orders

Print an Open Order and Quote Report and determine what is no longer needed. Open quotes can be purged in mass through the Expired Quotes Report Option (SGEXPQ) or one at a time through the Quote Fill Option of Invoice Preparation. Orders must be canceled one at a time through the Order Fill Option of Invoice Preparation. When finished, bring the update down. At a $ prompt, enter one of the following commands, depending on your release number.

If you are on Vision Version 3 of Acucobol, use the following comand:

vutil -rebuild -3 -a *QUOTE* *ORDER*


vutil -rebuild -4 -a *QUOTE* *ORDER*

Purchase Orders

On a monthly or quarterly basis, the canceled and/or complete purchase orders should be purged. This option allows purchase orders to be purged by specific locations or all locations, specific salespeople or all salespeople. If the canceled and complete purchase orders are used forhistorical information, you may want to monitor when this information can be purged.

If completed purchase orders are not forwarded to accounts payable, the unapproved invoice file (POJ), which contains the unapproved invoices, may grow large. Make sure invoices that have been manually entered into accounts payable have been deleted from the POJ. The Unapproved Payable Listing should be printed to verify the information is valid. If purchase orders are not forwarded to accounts payable, the POJ file can be deleted with the update down. It will be

recreated the next time a purchase order is generated. When finished, bring the update down. At a$ prompt, enter one of the following commands, depending on your release number.



vutil -rebuild -3 -a POHEAD.DF POITEMS.DF


vutil -rebuild -4 -a POHEAD.DF POITEMS.DF

Invoice to Disk

The invoice to disk files (IPDSK*) should be monitored weekly. If you have purchased Invoice to Disk Storage, these files can grow to very large proportions. Most customers only store the cash sales on the system. If cash and charge sales are stored, the files can grow much faster. Activant cannot make a recommendation as to the length of time invoices can be saved. The determining factors are type of invoices stored, number of invoices generated, other large files on the system, and amount of disk space available. When finished, bring the update down. At a $ prompt, enter one of the following commands, depending on your release number.


vutil -rebuild -3 -a IPDSK*


vutil -rebuild -4 -a IPDSK*

General Ledger

To reduce the General Ledger file sizes once the old information has been purged, you must perform the following steps:

1. Bring the update down.

2. Perform a backup.

3. From the master terminal at a $ prompt, enter:



4. After the backup is complete, enter one of the following commands at the $ prompt, depending on your release number.


vutil -rebuild -3 -a *GL*


vutil -rebuild -4 -a *GL*

5. Once this has completed and returned to a $ prompt, you may bring the update back up.

Accounts Payable

To reduce the Accounts Payable file sizes once the old information has been purged, you must perform the following steps:

1. Bring the update down.

2. Perform a backup.

3. Enter one of the following commands at the $ prompt, depending on your release number.


vutil -rebuild -3 -a *CP*


vutil -rebuild -4 -a *CP*

4. Once this has completed and the $ prompt returns, the update can be restarted.

Appendix E: Reloading GL Files for

Adjusting Entries and Printing Financial

Statements

1. Make a current backup of GL files with the update down using the following command at a $

prompt:



2. Insert the backup tape of only GL files made before the GL year end closeout. To restore use the following command:

$ tar xv

3. Start the update and make the necessary adjusting entries into journal 8 and print the desired reports (Current Ledger, Financial Statements, etc.).

4. Enter STOP at the Option prompt and bring the update down. Insert the backup tape made in step 1.

5. To reload the current backup, enter the following command:

$ tar xv

6. Start the update and make the adjusting entries again into Journal 9 as prior period adjustments. You will not be able to print the Financial Statements for the prior year after the restore.

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