19 End of Day Processing

This chapter contains these topics:

19.1 Objectives

  • To run cycle billing and print periodic invoices

  • To update daily customer sales

  • To print sales journals and reports

  • To review and post entries to the general ledger

19.2 About End of Day Processing (ECS)

You perform end of day processing to complete the order processing cycle. Performing end of day processing consists of running batch programs to:

  • Calculate individual billing cycles for customers

  • Print periodic invoices that are due

  • Update all tables and records related to customer sales

  • Post journal entries resulting from the order processing cycle

  • Print reports of all unposted inventory/cost of goods sold (COGS) and branch sales entries for review

End of day processing includes the following tasks:

  • Working with billing cycles

  • Updating customer sales

You can run the Cycle Billing and the Update Customer Sales programs in proof mode for review purposes or in final mode to perform the updates. If the system encounters any errors when you run cycle billing in final mode, it makes no general ledger (G/L) updates for that order line and prints an error message.

19.2.1 How Can You Keep Sales Information Accurate?

You should run the Update Customer Sales program each day to keep the most accurate sales information. You update your sales information on a daily basis to do the following:

  • Keep accounts receivable (A/R) records current

  • Provide daily activity reports

  • Keep G/L accounts current for inventory, COGS, sales, and freight

  • Keep inventory on-hand balances accurate

  • Keep interim sales and commission reports accurate

19.2.2 When Do You Run the Cycle Billing Program?

The system accommodates variations in billing cycles to help you meet the individual billing needs of your customers. You run the Cycle Billing program after you process sales order lines through load and delivery confirmation and perform the required billable and payable freight calculations.

Cycle Billing is a batch program that works in conjunction with the Invoice Cycle preference and the Invoice Cycle Calculation Rule to calculate scheduled invoice dates. If no Invoice Cycle preference is found, the system applies the default invoice cycle identified in the appropriate processing option.

If the invoice date is greater than the current system date, the program updates deferred COGS, deferred revenue, and unbilled accounts receivable accounts in the G/L. If the order is invoiced during load confirmation, the Cycle Billing program advances the status of the order past the periodic invoicing step to the sales update step.

19.2.3 What Is Periodic Invoicing?

Some customers prefer to be invoiced at the time the product is delivered. Others prefer weekly or end-of-month invoicing. This is called periodic invoicing. You run the Periodic Invoice program to print invoices with a current scheduled invoice date. This program selects all sales order detail lines with a scheduled invoice date that is less than or equal to today's date and creates a print batch for them. You normally run the Periodic Invoice program each day after you run the Cycle Billing program.

19.2.4 When Do You Run the Update Customer Sales Program?

You normally run the Update Customer Sales program nightly so that the day's invoices are posted to A/R, G/L balances are current, and sales and commission reports reflect invoiced orders.

The Update Customer Sales program performs the following functions:

  • Creates up to three batches of journal entries for posting to the general ledger and reverses the deferred entries created by the Load Confirm and Cycle Billing programs. The program can create the following three batch types:

    • Batch type I - Posts the Customer Sales Journal to the general ledger

    • Batch type G - Posts the Inventory/COGS Journal

    • Batch type ST - Posts the Interbranch Sales Journal

  • Updates the following tables:

    • Item Location (F41021)

    • Account Ledger (F0911)

    • Accounts Receivable Ledger (F0311)

    • Item Ledger (F4111)

    • Sales Summary History (F4229)

    • Sales Commission (F42005)

  • Updates the following tables if you set the processing options to not purge these tables:

    • Sales Order Header (F4201)

    • Sales Order Detail (F4211)

    • Sales Order Detail - Tag History (F49219)

  • Creates transactions in the following tables if you set the processing options to purge the Sales Order Header and Sales Order Detail tables:

    • Sales Order Header History (F42019)

    • Sales Order Detail History (F42119)

  • Advances the status code in the Sales Order Detail table records.

  • Produces the following reports in both proof and final mode:

    • Summarized or Detail Invoice Journal

    • Sales Update Error Report

    • Sales Journal 

19.2.5 Before You Begin