The first three selections are optional and are to be performed at your own discretion. These three options may be performed at any time. You do not necessarily have to wait for month-end to run these procedures.
Only Option #4 - Perform A/R Month-End Update is mandatory.
PRINT UNAPPLIED CASH REPORT
This report is a list of all the checks in the system that have not been completely applied to invoices. A sample Unapplied Cash Report appears in Chapter 7.
You can also find this option on the A/R Main Menu. It appears here on the Month-End Menu as a reminder that you should run this report, review it, and make any necessary changes prior to performing the A/R Month-End Update.
CALCULATE SERVICE CHARGES
This option calculates new service charges for the current period and may be performed at any time during the month. If it has already been run during the period, the system will not duplicate service charges. Calculating service charges is an optional feature. After you select this option, the following screen will appear:
This option allows you to specify the date through which you want service charges calculated. You may opt to calculate charges for all customers or for a range of customers. For the starting and ending customer criteria, you may press [F7] to invoke the Customer LookUp. Service charges will only be calculated for those customers that have been set up for them. Refer to Chapter 8 - File Maintenance for information regarding the SERVICE CHARGE? indicator.
This procedure generates a report of the service charges that will post to each invoice. You may suppress this report if you so choose.
Each service charge is posted and accumulated to each individual invoice. General Ledger is not, however, affected until you record a customer's payment of the service charge through Cash Receipts.
PRINT CUSTOMER STATEMENTS
This option allows you to print Customer Statements. It is an optional feature and may be performed at your discretion. In other words, you may produce statements any time during the month. You do not have to wait for month-end. Customer statement printing does not perform any update.
This option allows you to specify the date which you want to use as the basis for aging open invoices. You may opt to print statements for all customers or for a range of customers. For the starting and ending customer criteria, you may press [F7] to invoke the Customer LookUp. Statements will only be produced for those customers that have been set up for them. Refer to Chapter 8 - File Maintenance for information regarding the PRINT STATEMENT? indicator.
You may choose from among three different formats. Sample statement formats appear are described in Appendix B. Laser formats produce two statements for each customer - an original and a file copy. Non-Laser formats produce only one statement for each customer because it is assumed that you have multi-part forms if you want more than one copy.
PERFORM A/R MONTH-END UPDATE
This option allows you to print various reports and perform the month-end update. The default answers that appear on this screen are set up in the A/R Control Record. You may override any of the prompts on this screen for this particular update, or you may change the defaults permanently at any time by changing the A/R Control setup.
You are not required to print any of the reports on this screen if you do not want them. But you do need to perform the month-end update each month. The update posts any new transactions to General Ledger, transfers the paid invoices to history, and removes records from the monthly transaction files.
If you need to preview any of the monthly reports prior to month-end, you may choose to print the reports without performing the month-end update.
MONTHLY ADJUSTMENT REGISTER (Y or N) This indicates whether you want to print the Monthly Adjustment Register. A sample Adjustment Register is included in Chapter 3.
MONTHLY CASH RECEIPTS REG (Y or N) This indicates whether you want to print the Monthly Cash Receipts Register. A sample Cash Receipts Register is included in Chapter 4.
CUSTOMER ACTIVITY REPORT (Y or N) This indicates whether you want to print the Customer Activity Report. A sample Customer Activity Report is included in Chapter 7.