End of Month Procedure
The end of month procedures are as follows. These steps must all be completed in the correct order.
SLAR - Posting Accounts Receivable from Point of Sale
1. At the end of the day that you close A/R, run the SLAR program. This will post all accounts receivable transactions not already posted to the accounts. You may post payments made using SLAR without posting invoices, but do not post to the accounts in the middle of the close out. You may post again after you have completed the close out and set up for new month - ARSM.
2. You may enter any last minute adjustments or payments received using the ARE program and enter the batch at the Point of Sale using account number 100001. (Do this before you run the ARA program. If you have already run ARA, you will have to re-run)
ARA - Accounts Receivable Aging
1. Run the ARA program using the M=Monthly option. Monthly, ages monthly invoices and adds allows service charges to be added.
2. This program will produce a print-out of the aging of the receivable accounts and totals the current, 30, 60, and 90 day amounts. A service charge journal is printed.
3. You may re-run the ARA monthly program without doubling the service charges or aging the balance again.
ARIP - Accounts Receivable Invoice Print
1. Run the ARIP program Option #1, if you have any accounts that require a copy of all current invoices to be sent with the statement. In order for these invoices to be printed you have to have the account configured in ARM with an "I" in the statement field , I = Invoices Needed. (You may print individual invoices for current charges for ALL customers by putting a "Y" on line 415 in the SYStem Config File, #5 Change Misc Configurations.) ARSM deletes the file and starts a file for invoices charged the next month.
2. The invoices can be printed on plain 8½ x 11 paper or you can use personalized invoice forms.
3. The time required to run this program depends upon how many accounts you need to print invoices for and the number of invoices for each.
1. Load the Statement forms into the printer. The statements are printed on pre-printed forms and are available from Safeguard Business Systems at (915) 698-9933 and ask for Ken or Cecily Kirkland.
2. Run the ARS program to print the Statements. You will be prompted to confirm that you have run the aging program ARA.
3. Enter the statement date and if desired a comment to be printed at the bottom of all statements.
4. If you are using a dot-matrix printer the computer prints a test pattern that should be printed at the very top (first line after perforation) of the statement form. To make adjustments to the paper press the on-line button on the printer to take it off-line and then use the spindle knob to move the position of the paper. Do NOT turn the power off to the printer or it will lose the font type and page length settings and the statements will not line up when printed. After making adjustments to the paper, press the on-line button again and print another test pattern.
5. All statements can be reprinted or you can start with a particular account in case the printer gets jammed as long as you have not proceeded to the next step, ARHE.
6. You will be prompted if you want to run the ARHE program, but do not respond until all statements have been printed (in case you have to reprint some statements) and the statement forms have been replaced with plain paper.
7. The time needed to print the statements depends upon the number of statements that need to be printed.
ARHE - Accounts Receivable History Extract
1. After all the statements have been printed and you have changed the paper in the printer, respond to the prompt to run the ARHE program with a Y.
2. You are then asked if you want to create a backup copy of the accounts receivable files. Press Y. This copies the files so that you may restore if the ARHE program does not print correctly. This file is overwritten each month. This program MUST be run and it MUST print.
3. The ARHE program creates a print-out that includes beginning balance, all the current months transactions, and the ending balance for the month.
4. This program will only take a few seconds to run but the print-out time will depend upon how many accounts had activity.
5. A summary of transactions for the month will be printed.
ARSM - Accounts Receivable Set Month
1. After the ARHE program is run, you are asked if you want to run the ARSM (set-up for new month) program. Wait until the ARHE program has finished printing, then type Y.
2. This program only takes a second to complete.