29174 GENERAL SYSTEM GUIDE ROUTINE PROCEDURES GS8-02 Daily Procedures
ACCOUNTS RECEIVABLE DAY TO DAY PROCESSING
Post your cash receipts as they arrive and update the batches as they are created. Since A/R Cash Receipt batches are terminal dependent, it is a good idea to complete them in one session.
Once your initial A/R maintenance is completed, unless your company is large and/or conducts most of its sales activities with credit customers, the A/R system will be used primarily on an "as required" basis.
You may or may not have payments to process each day depending on the volume of your business. If your volume is of a magnitude requiring daily receipts processing, you will use the Cash Receipts program to post customer payments.
Post your supplier invoices as they arrive and update the batches as they are created. Since A/P Invoice Posting batches are terminal dependent, it is a good idea to complete them in one session.
You may or may not want to produce cheques each day depending on the volume of your business. Many businesses do this weekly, semi-monthly or monthly depending on their terms with their suppliers.
GENERAL LEDGER DAY TO DAY PROCESSING
The general ledger system is integrated into the other program modules. Day to day processing procedures that might be required by other systems that are not integrated occur automatically in your Ideal software when routine transactions occur in the various system modules.
See 31541 - CASH TILL SALES, Batch Creation/Access.
If you will be accepting payments during your point of sale processing, then a cash till batch must be created for the day's payments at each terminal where you will receive payments.
Sales can be generated either via the cash till sales entry or the sales order entry programs.
CASH TILL SALE ENTRY
See 31542 - CASH TILL SALES, Sale/Refund Creation/Access.
See 31554 - SALES ORDER ENTRY, Order Initialization.
See 31567 - SALES ORDER ENTRY, Misc. Refund, Payment Transfer.
CASH TILL BATCH PROCESSING
See 31572 - ORDER REGISTER & UPDATE, Overview - Payments Register & Update.
Cash till batch processing includes:
CASH TILL BATCH BALANCING
At the end of the day, the payments in the cash till batches should be balanced with the actual payments received when cashing out. Typically the INQUIRY option of the payments register & update program is selected and the batch is then balanced from the printed registers.
CASH TILL BATCH UPDATE
Once the cash till batches have been balanced, the batches must then be updated. The sales and payments will not be selectable in the order register & update program until this is completed.
Process the packing slips that come back from the warehouse or yard. This might involve:
Modifying QUANTITIES to reflect the actual quantities shipped.
Setting the SHIPPED DATES.
Taking orders off HOLD.
Use the Order/Quotation Report (see 31621 - ORDER/QUOTATION REPORT/PURGE) to print a list of all picking lists printed the previous day to determine if any picking lists have gone missing.
This procedure should be done at least weekly. The Non-Selectables report prints any orders that will not be selected by the order register & update program. The report can be used to determine if any PICKING LISTS have been misplaced or if any orders have not been completed properly. Use the ALL SALESMEN, UP TO 99/99/99 and BOTH CASH AND CHARGE options to print all non-selectable orders. Followup on any problem orders. COMPLETE or CANCEL orders if required.
Create an order register & update batch for the day and print the registers. Use BOTH CASH & CHARGE SALES, TODAY'S DATE and the UP TO SELECTED DATE options to capture all completed orders.
PRINT & REVIEW THE REGISTERS
Review the registers for accurate pricing and costs.
DESELECT ORDERS
If required, DESELECT any orders that require modifying and perform the DESELECTION register & update procedure.
UPDATE THE BATCH
The update affects the Inventory, Accounts Receivable, General Ledger and Order History files.
DAILY REPORTS (optional)
See 31615 - FLASH TOTALS & CATEGORY GROUP FLASH TOTALS REPORTS.
If required, print the FLASH TOTALS report using the BOTH option specifying TODAY'S DATE. This prints a summary of all orders generated for the day.
INTERMITTENT PROCESSING
NON-SELECTABLES PROCESSING
See 31593 - SALES ORDER ENTRY, Misc. Non-Selectable Orders Processing
This procedure should be done at least weekly as part of the Daily Procedures.
INVOICE PRINTING
See 31550 - INVOICE PRINTING, Batch Create/Access.
This procedure can be done as often as required (ie daily, every 2 or 3 days, weekly). The Invoice Printing program prints invoices for the on-account orders that have been processed through the order register & update program.
This procedure can be done as often as required. The Quotation Report/Purge program allows you to print a report of expired quotes and purge them from the system.
Generate purchase orders with status set to "Ordered". See 30109 - PURCHASE ORDERS MAINTENANCE.
Inventory Receiving
Generate receipts and credit memos as merchandise is received, one receipt per packing slip, one or more receipts per receiving batch. See 30114 - RECEIPTS, BATCH CREATION.
Match up supplier packing slips with your purchase orders, backordering merchandise as required and integrate the purchase order and the inventory receipt. See 30115 - RECEIPTS, DATA ENTRY.
Print the receiving batch registers. See 30117 - RECEIPTS, REGISTER PRINTING.
Update the receiving batches. See 30118 - RECEIPTS, BATCH UPDATE.
Inventory Adjustments
Make adjustments to merchandise quantity or costs.
Use "clear and post" to set existing values to zero and then add the new values in the adjustment batch.
Use "add/subtract" to add or subtract the batch values to the current on-hand values.
See 25557 - DAY TO DAY PROCESSING.