Periodic Accounting Tasks
At the end of any period, the following tasks should be completed.
- Lock the G/L to prevent entry of new or changes to existing transactions prior to the lock date. To lock the G/L go to Admin > Config Settings > Config Settings and type ‘gl lock’ in the Name box. Set the date in yyyy-mm-dd format in the Value box for both ‘GL Lock Date’ and ‘GL Lock Date Blocks Admin Also’.
Export and save the following reports to reconcile with the Ledger.
- A/R Summary via ACCOUNTING > A/R > A/R SUMMARY. Set the As Of date to the period end date. NOTE: You may want to run one report for each of the Unapplied Cash? options.
- A/R Detail via ACCOUNTING > A/R > A/R DETAILS. Set the date range start date to a date prior to going live on Cetec ERP such as 2010-01-01 and the end date to the period end date. Set the As Of date to the period end date. NOTE: You may want to run one report for each of the Unapplied Cash? options.
- A/R By Customer via ACCOUNTING > A/R > A/R BY CUSTOMER. Set the As Of date to the period end date. NOTE: You may want to run one report for each of the Unapplied Cash? options.
- A/P Summary via ACCOUNTING > A/P > A/P SUMMARY. Set the As Of date to the period end date. If the ‘Voucher GL Post Date - Use Received On’ config has a Value of 1, change the Date Type to Entered On Date. Otherwise, use the default Date Type of Invoice Date.
- A/P Details via ACCOUNTING > A/P > A/P DETAILS. Set the date range start date to a date prior to going live on Cetec ERP such as 2010-01-01 and the end date to the period end date. Set the As Of date to the period end date. If the ‘Voucher GL Post Date - Use Received On’ config has a Value of 1, change the Date Type to Entered On Date. Otherwise, use the default Date Type of Invoice Date.
- Unvouchered Receipts via PURCHASING > RECEIPTS > RECEIPTS LIST. Change Vouchered?, Non-Inventory? and Internal Vendor? options to No. You may want to run a second report changing Vouchered? and Internal Vendor? to No, but changing Non-Inventory? to Yes for a manual accrual of Non-Inventory receipts.
- Inventory List via PARTS > VIEWS/LISTS > LIST BY BIN. This is the authoritative inventory detail.
- Balance Sheet via ACCOUNTING > REPORTS > BALANCE SHEET. Change As Of (Day End) to the period end date. If you have multiple locations, you may want to run a report for each location. If you have defined Cost Centers, you may want to run a report for each of those.
- Profit And Loss via ACCOUNTING > REPORTS > PROFIT AND LOSS. The start date in the Date range should be already defaulted to the first day of your accounting year. Change the end date in that date range to the period end date. If you have multiple locations, you may want to run a report for each location. If you have defined Cost Centers, you may want to run a report for each of those.
Other Periodic Tasks
Bank Reconciliation via ACCOUNTING > AUDIT > ACCOUNT RECONCILE. Click on New Reconcile, input the Statement Date and the Ending Balance. Select the ledger Account to be reconciled. Input a .csv or .xlsx file and Update or individually check boxes for Check and Payments and Deposits. Update and Close, then print the list of Reconciled and Unreconciled items.
Year End Retained Earnings
When on a Balance Sheet, Profit And Loss or Retained Earnings page, you may see a warning (in orange) about open accounts for a year period with a link to close them into Retained Earnings. Click on the link. Review the Retained Earnings page, then click on Auto-Complete Retained Earnings. A Ledger Entry page will appear. Follow the instructions at the top of the page, scroll to the bottom of the page and click Submit Entry.
Accounts Receivable
A/R Invoice Vs Ledger Audit Report
Run Frequency: Daily/Weekly/Monthly
ACCOUNTING > AUDIT > AR - INVOICE VS LEDGER
https://demo.cetecerp.com/ar/date_comparison?from_date=2020-11-01&to_date=2020-11-30&only_bad=1
Purpose: Highlight deltas on a day by day basis, comparing Invoices, Credit Memos, Payments and Prepayments details vs Ledger entries
A/R Validation Audit Report
Run Frequency: Daily/Weekly/Monthly
ACCOUNTING > AUDIT > AR VALIDATION
https://demo.cetecerp.com/ap/validation?from_date=2020-11-01&to_date=2020-11-30&as_of=2020-12-16
Purpose: Value and number of Invoices, Payments, Unapplied Cash, and Credit Memos comparing A/R total with Ledger total, noting Delta (if any) with notes of items with bad dates and transactions in Ledger without Object ID’s.
A/R Reconcile Report
Run Frequency: Daily/Weekly/Monthly
ACCOUNTING > AUDIT > RECONCILE LEDGER - Set Type to A/R and set G/L Account
https://demo.cetecerp.com/ledger/reconcile?loaded=1&display_date_from=2020-11-01&display_date_to=2020-11-30&type=ar&last_type=ar&gl_account_id=24
Purpose: Compare Ledger entries to transaction Objects
A/R Summary
Run Frequency: Monthly - Export and save on last day of accounting period
ACCOUNTING > A/R > A/R SUMMARY
https://demo.cetecerp.com/ar/summary_new?reloaded=1&customer=&as_of=2020-11-30&skip_unapplied_cash=2
A/R Details
Run Frequency: Monthly - Export and save on last day of accounting period
ACCOUNTING > A/R > A/R DETAILS
https://demo.cetecerp.com/ar/details?customer=&from_date=2010-10-31&to_date=2020-11-30&as_of=2020-11-30&status=2&skip_unapplied_cash=2
A/R By Customer
Run Frequency: Monthly - Export and save on last day of accounting period
ACCOUNTING > A/R > A/R BY CUSTOMER
https://demo.cetecerp.com/ar/details_new?reloaded=1&customer=&as_of=2020-11-30&skip_unapplied_cash=2
Accounts Payable
A/P Validation Audit Report
Run Frequency: Daily/Weekly/Monthly
ACCOUNTING > AUDIT > AP VALIDATION
https://demo.cetecerp.com/ap/validation?from_date=2020-11-01&to_date=2020-11-30&as_of=2020-12-16
Purpose: Value and number of Vouchers, Payments, and Debit Memos comparing A/P total with Ledger total, noting Delta (if any) with notes of items with bad dates and transactions in Ledger without Object ID’s.
A/P Reconcile Report
Run Frequency: Daily/Weekly/Monthly
ACCOUNTING > AUDIT > RECONCILE LEDGER - Set Type to A/P and set G/L Account
https://demo.cetecerp.com/ledger/reconcile?loaded=1&display_date_from=2020-11-01&display_date_to=2020-11-30&type=ap&last_type=ar&gl_account_id=6
Purpose: Compare Ledger entries to transaction Objects
A/P Summary
Run Frequency: Monthly - Export and save on last day of accounting period
ACCOUNTING > A/P > A/P SUMMARY (set Date Type)
https://demo.cetecerp.com/ap/summary?reloaded=1&vendor=&as_of=2020-11-30&use_date=invoiced_on
A/P Details
Run Frequency: Monthly - Export and save on last day of accounting period
ACCOUNTING > A/P > A/P DETAILS
https://demo.cetecerp.com/ap/details?from_date=&to_date=2020-11-30&as_of=2020-11-30&use_date=invoiced_on&vendor=&vendor_id=&status=2
Unvouchered Inventory Receipts
Run Frequency: Monthly - Export and save on last day of accounting period
PURCHASING > RECEIPTS > RECEIPT LIST No to Vouchered?, Non-Inventory? and Internal Vendor
https://demo.cetecerp.com/purchaseorderreceipt/list?reloaded=1&prcpart=&receipt_date_from=2020-11-01&receipt_date_to=2020-11-30&receipt_code=&ponum=&vennum=&packing_slip_number=&vouchered=no&internal=no&lot_code=&non_inventory=no&location=&cost_center_id=
Purpose: To reconcile with Accrued/Unvouchered Receipts in Ledger
Inventory
Inventory List
Run Frequency: Monthly - Export and save on last day of accounting period
PARTS > VIEWS/LISTS > LIST BY BIN
https://demo.cetecerp.com/part/list_by_location?reloaded=1&part_search=&bin_search=&location=MN&expire_from_date=&expire_to_date=&created_from_date=&created_to_date=&abc_code=all&lot_code=&lock_bin=all&boms_only=all&column_total=1
Purpose: This is the authoritative inventory detail.
WIP Report
Run Frequency: As needed / Monthly
PRODUCTION > ORDERS > WIP MATERIAL REPORT
https://demo.cetecerp.com/otd/order/wip_material_report
Purpose: Obtain total cost of Work Orders, Stock Orders or All, Open or Closed, with Bin Locations, Pick Dates, Locations and Production Lines.
WIP Aging Report
Run Frequency: As needed / Monthly
PRODUCTION > ORDERS > WIP AGING REPORT
https://demo.cetecerp.com/otd/order/wip_aging_report?ordernum=&linenum=&prcpart=&revision=&from_date=2020-11-17&to_date=&order_type=wo_open&customer=&as_of_date=&location=&show_totals=1&show_more=0&inspection_submit=Submit
Purpose: Obtain total resale of Work Orders, Stock Orders or All, Open or Closed, with breakout of Material Cost, Estimated and Actual Labor Minutes, Estimated and Actual Setup Labor Minutes, Labor and Overhead Values and Production Lines.