Introduction to Daily and other Periodic Operations

Guide to Daily and other Periodic Operations

This chapter contains the following topic:

The following checklists are provided as examples for using Accounts Receivable to perform various daily and periodic tasks.

The tasks are presented in a logical order. You should adjust the checklist as necessary to meet your own needs. Consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations.

Daily Operations Checklist

EACH DAY	EACH DAY, AS NEEDED
Enter new customers using Customers. See the Customers chapter.
Enter sales transactions using Invoices (Enter) See the Invoices chapter.
Enter payments using Cash receipts. See the Cash Receipts chapter.
	Inquire into current sales activity, using View > Customers or past sales activity using Customer history. See View Customers section in the View chapter.
	Add new ship-via codes, terms codes, tax codes, and sales representatives.
	Enter new recurring bill transactions using Recurring Bills (Enter). See theRecurring Bills chapter.
	Select recurring bills transactions, using Select for use. See Selecting Recurring Bills for Use from the Recurring bills chapter.
Post invoice transactions and cash receipts. See Posting Invoices in the Invoices chapter and Posting Receipts in the Cash Receipts chapter.
	If commissions are paid on receivables, print the Commissions due report to determine commissions due to sales representatives. See the Commissions Due Report chapter.
	If an invoice has been posted where the customer prepaid the invoice (in full or in part), use Change apply-to number or due date to change the apply-to number of the payment from open to the document number of the invoice. Refer to the Change Apply-to Number or Due Date chapter for further details.
	Assign cash receipts to deposit slips using Deposits. You can read about deposits in the Deposit Slips chapter.
	Print deposit slips. See the Deposit Slips chapter.
	Print customer labels. See Print Customer Labels in the Customers chapter.

Periodic/Monthly Operations Checklist

EACH PERIOD	EACH PERIOD, AS NEEDED
Compute and post periodic finance charges using Finance Charges.
Print an Aging Report using Aging.
Print a Collections Report using Collections. This report can be used by your Collections Department to follow up on delinquent accounts.
Print a Cash Projection Report using Cash projection. This report can assist you to estimate incoming cash based upon receivables that are coming due in future weeks.
Print customer statements using Statements.
If commissions are due upon payment, run Fully paid open items. Answer No to Purge and answer Yes to “Log commissions”. Then run the Commissions Due Report to determine commissions due to each sales representative. (Refer to the Fully Paid Open Items chapter for the procedure to use if commissions are paid to sales representatives more frequently than once a period.)
If commissions are not used, or not paid on payment, run Fully paid open items to purge fully paid open items up through the statement ending date.
Print a tax code report using Tax Codes. This report contains the final period-to-date figures for each tax code.
Print a sales tax summary using Sales tax summary
Print a customer list using Customers by customer name (Print by Customer Name)or Customers by customer # (Print by Customer Number). These reports contain the final period-to-date figures for each customer.
Print a sales representative list using Sales Reps. This report contains the final period-to-date figures for each sales representative.
If using Sales Analysis, print sales analysis reports such as Customer, Customer Sales Volume, Customer Type, Sales Representative (Actual), Sales Representative (Responsible), State, and Postal Code.	Close the sales period using Close a Period, if your sales period corresponds to your accounting period. If this period is also your year end, answer Y to the question regarding this in the Close a period selection.
	Print the Distribution to G/L Report (from Earliest to the last date of the accounting period), using Distributions to G/L. If you are not using G/L, back up your data and then purge the distributions when you print the report. If you are using General Ledger then do not purge the distributions at this time. If you are using General Ledger and if you are ready, pull your distribution data into General Ledger using Get distributions, post the distributions and run financial statements.
	If you are using Check Reconciliation you have two options per the C/R Control information: 1. You may use the Transfer checks/deposits function to pull your deposits into check reconciliation following the receipt of your bank statement. 2. You may post the deposits directly into C/R when deposits are printed in A/R.
	Print or view sales or distribution data using SQL or ODBC. SQL is an optional install for PBS. XDBC is a separate product you may use for reporting or viewing data in external applications like Microsoft Access and Excel through their built in ODBC functions. You may develop custom reports without effecting existing PBS reports. For obtaining access to your data via ODBC, contact your PBS provider.