END OF THE MONTH CLOSING (Keep docs together at Printer #3 except A/P)

 Prior to closing, MAKE SURE ALL debits and credits are in Solution Systems, including
401K employee match (A/P #249), manual checks, etc.
 Make sure Solution Systems is closed on all other computers
 Make sure all daily tasks are completed, including shipping confirmation/billing and
inventory adjustment slips

FIRST - RUN ALL OF REPORTS FOR BILL

THEN:
BACKUP PROCEDURES
F1 – Main Menu
#10
#1 – Backup Month ~5 mins, sticks for a while at text/files99 but that’s ok

BILLING PROCEDUES

#2 – Enter Day/Month and All Warehouses. Printer #3. Accept defaults.

Before proceeding, press F2 and print 2 copies of all of the month’s Daily Sales data, from first
to last day (if haven’t already done so).

#3 – Yes to confirm
#6 – Enter through all options to accept defaults. Printer #3.
#15 (continued below)
#2 – Yes. Watch to make sure it completes.
#3 – Yes, purge through last day of month closing. Watch to make sure it completes. (Keeps
history for 3 years)
#4 – Ok.
BILLING PROCEDURES ARE COMPLETE. NEXT STEP – INVENTORY PROCEDURES.
INVENTORY PROCEDURES

#2 – Print “All” to Printer 3.

#3 – Print “All” to Printer 3.
#6 – Print to VIDEO. Look for anomalies. If none, rerun to Printer 3. Purge list once printing
complete. ~5-10 mins
#7 – Enter “Yes” ~5-10 mins
#8 – Enter “Yes”
#13 – Enter “Yes”
INVENTORY PROCEDURES ARE COMPLETE. NEXT STEP – ACCTS RECEIVABLE PROCEDURES.
ACCOUNTS RECEIVABLE PROCEDURES

#2 – Print to Printer #3, enter “Yes”. Wait for printing to complete. If totals = zero, enter “Yes”
to delete & recreate, otherwise “No” and investigate.
#3 – Print to Printer #3.
#8 – Print to Printer #3 by REFERENCE, enter through to accept defaults to Age by INVOICE.
This first time, CM should print as AGED. With DETAIL to aging date last day of month closing.
#11 – Okay to Print to VIDEO. Make sure no changes. Enter “Y” to purge if no usual changes.
#12 – Print to Printer #3. Enter “Yes” to subsequent questions.
#13 – Printer to Printer #3. Enter through to accept defaults.
#14
(Accounts Receivable cont’d)
#3 – Print to VIDEO by General Ledger number. Look for all zeroes in last row at end of report.
If zero, do again to Printer #3. If not zero, you need to fix the errors before proceeding. Once
fixed, rerun this step.
#4 – Make sure updating correct month then enter “Yes”, enter through remaining.
#5 – Enter last day of month closing as date to purge through, then “Yes” to remaining. Print
to Printer #3.
#6 – Print to Printer #3. Enter accounting period as YYMM, then enter month starting and
ending dates for all G/Ls; don’t enter through these fields or you’ll print from beginning of
time for hours. This report takes a long while, at least 30-60 mins.
#8 – Enter through then sort by INVOICE.
Go back a screen, and reprint Aged Report but with CM set to CURRENT. Remove report, and
use to complete Borrowing Base Report. Store with Borrowing Base paperwork.
Go forward a screen.
#10 – Enter “Yes” you are updating month’s sales, but then “NO” – you are NOT updating the
last update of the year. Only enter Yes when you are closing out the year. Delete CANCELLED
deposits. ~5-10 mins
ACCOUNTS RECEIVABLE PROCEDURES ARE COMPLETE. NEXT STEP – PURCHASE ORDER
PROCEDURES.
PURCHASE ORDER PROCEDURES

#2 – Moves month’s data to history. Print to Printer #3, then enter through. Sort by PO. At
Purge prompt, only enter Yes once the report has completed printing correctly. ~5 minS
#3 - Print to Printer #3. Enter all the way through. This is for internal use, not for the
accountant.
#6 – Print to Printer #3. Enter through and “Yes”. At OK prompt, enter Yes. ~20-30 mins
#7 – Enter “Yes”.
PURCHASE ORDER PROCEDURES COMPLETE. NEXT STEP – 2ND INVENTORY PROCEDURES.
INVENTORY PROCEDURES PART 2
Exit out of EOM/EOY, and go to INVENTORY

#7
#12 – Print to File. Enter through to Print Summary Only prompt, then enter “Yes”. Enter
“Yes” again. This will go to the accountant for Inventory + Inventory Supplies. Add to
document “InventoryValue_Summary” in Finances/Tax Returns folder.
#12 – Reprint to Printer #3, but at Print Summary Only prompt, enter “No”. ~30-40 mins
THIS IS THE LAST CLOSING STEP FOR THE DAY.
ACCTS PAYABLE IS INCOMPLETE - WAIT 5-7 DAYS FOR OUTSTANDING INVOICES THEN RUN
THOSE PROCEDURES TO COMPLETE CLOSING FOR THE MONTH.
ACCOUNTS PAYABLE PROCEDURES
** Prior to closing A/P, make sure all journal entries except MA are up to date and correct **
Start at G/L – EOM.

#6 - Print to VIDEO. At prompt, enter “R1” to update descriptions to match month closing. P
to print. Selection = 2. At specific or all prompt, chose ALL then scroll so screen shows TTL
Purchases/Cost of Sale & print SCREEN. Rerun but at specific or all, enter 1=
Production/Manufacturing. Scroll to include same line & print SCREEN.

#5 – Print to VIDEO. Run an inquiry for G/L acct # 621 – Warehouse Wages with DETAILS and
print screen at total.

To get the totals for 598 – Transportation In: Run an Account Payable Analysis Report – #5 G/L
Distribution History to VIDEO and print screen at total.

Next step is entering the MA journal entry. Using the reports just printed,
a) Calculate % of Mfg Revenue (1 above) vs Gross Revenue (ALL) w/o 491 &495. For
example is Mfg Rev is $100,000 & Gross Rev is $133,333, the % would be 75%.
b) Use above % to allocate 598 that s/b applied to 6221. For example if % is 75% and total
of 598 is $6,000, then $4500 should be applied to 6221.
c) Use above % to allocate 621 that s/b applied to 6211. For example if % is 75% and total
of 621 is $1,000, then $750 should be applied to 6211.
d) Create journal entry for MA for the month. Credit 598, debit 6221; Credit 621, debit
6211. It should look like this:
When MA journal entry is complete, go to the A/P EOM screen.

#2 – Print to Printer #3. Enter thru to accept defaults. Rerun & print to FILE w/no extension.
#3 – Print to Printer #3. Enter thru to accept defaults.
#4 – Print to Video. Future Column s/b 0. If not, track down. If correct, print to Printer #3.
#5 – Print to Printer #3 with start & end dates for month closing. Double check all is balanced.
If not, track down and correct. Rerun & print to FILE w/no extension.
Once all is balanced:
#6 – Enter “Yes”.
#7 – Enter “Yes”.
#8 – Print to Printer #3, by INVOICE. Enter thru to accept defaults, incl S (Rebates) & D (Detail)
#9 – Reset M month, and C cancelled checks.
#10 – Enter exact date of end of month.
#11 – Verify “Current Month & Year” is the one closing. All s/b “Y”. I to Initialize then Exit.
#12 – Confirm end of same month, previous year. At Purge prompt, enter “Yes”. Remove
reports from the printer and file.
Exit out of EOM/EOY, go to General Ledger - EOM

#6 – Description should be up to date, but if not Type “R1” to update all lines of the
description one by one. Update with month closing data. P to Print, Print selection = 2. At
specific or all prompt, choose All. Print to Printer #3 then reprint a second copy for Bill. When
complete with both, rerun and print to FILE as doc.
#6 – Rerun same as before, but @ specific/all prompt, choose 1 = Production/Manufacturing.
This copy is for Bill.
FINAL STEP: Make sure to reset the date to actual date, otherwise when you enter the daily
orders the date will be incorrect.

ACCOUNTS PAYABLE PROCEDURES IS COMPLETE, CLOSING IS DONE. FINAL STEP TO FINISH

OUT THE MONTH IS BANK RECONCILIATION.
BANK RECONCILIATION
 Confirm G/L default is set to month reconciling

#5 – Print to Printer #3. Accounts 107 & 108 for period reconciling. DETAILED for All. Use this
report to balance/reconcile to the bank statement.
Exit G/L, go to A/P.

#7 – Bank is 107, password “recon”. Use commands to move between debits/credits, “Enter”
to clear/unclear entries. Exit to leave.
Once reconciled, return to G/L EOM:
#5 – Reprint once complete to FILE as .doc. All accounts, detailed.