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| Transaction Pull-Down Basic Options |
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| Contents |
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| Close Period Section |
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| Access Menu: (start form
Main Menu Screen) |
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| Purpose: ProFrame maintains
current period data files and year-to-date (history) data
files. The ProFrame data source is made up of many individual database
files. Ex: work order master file, sales order master file, invoice
master file and detail line item files just to name a few. Database files
that are referred to as current period files are all the order entry type
files. Like the master files and the detail line item files that make up
work orders, sales orders and invoices. As work orders, sales orders and
invoices as well as payments are processed; it's all maintained in the
current period files. When you execute this process; closed sales orders
and invoices and payment information is transferred from current
files into it's corresponding history files. |
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| This process accomplishes several
things.. |
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One - it keeps the current files small and
compacted, this helps system performance. By transferring records from
current files into history files.
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Two - it closes out accounts receivable
and rolls the period up.
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Three - it calculates any late charges.
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Four - it builds Monthly Statements (if
you choose to use this option)
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| Warnings: |
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| When: |
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Anytime after that period has past.
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It's okay to wait a few weeks before
closing the last period.
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Note:
unless it's the end-of-year close.. in that case you should close ASAP.
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| Options: |
| Close Current
Period |
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ON - default, this should always be
left ON..
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| Beginning: |
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Current Beginning Period Date.. period to
close.
- Note:
the last period ending date Plus 1 day became the
Beginning date of current period.
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| Ending: |
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Current Period Ending Date.. period to
close.
- Note:
this date Plus 1 day becomes the Beginning date of the next
period.
- Note:
this date is usually the last day of the month (period) you're
closing.
- Ex: Closing the 5th
period - 05/01/2006 to 05/31/2006 today's date is 06/20/2006
- Note:
If Close Period & Year is ON.. this date becomes the Year
Ending date.
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| Interest Date: |
- This date is used when
calculating late charges..
- Note:
the Ending date is not considered when calculating interest
charges.
- Note:
this date is usually the same as the ending date.
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| Close Current &
Year |
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OFF - default, only close current
period..
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ON - to close both the
current period and year.
- Note:
this is usually done at the end of the
physical year and not necessarily at the end of your
fiscal year. This keeps ProFrame
on a 12 month period cycle.
- Note:
Since all sales and accounts receivable reports are designed with
time frames in mind, it's not an issue when it comes to physical
year verses fiscal year.
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Warning: Do Not Close December and then come back to
Close Year. This feature is designed to close
both the last period of the
year and the year at the same time.
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| Commands |
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Close
select this to start the close period procedure. |
- Note:
For Network users it's necessary for all other users to log off
before continuing.
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Continue make sure all other users are logged off
and select this to continue.
- Note:
the system will verify that no other users are still working in
ProFrame. If so; it will not allow you to continue.
learn more on how to
clear flags....
- Cancel
select this to cancel this operation.
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Quit select this to
cancel this process and return to main menu. |
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| Recalculate AR
Section |
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| Access Menu: (start form
Main Menu Screen) |
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Transaction
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Recalculate AR
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| Purpose: This allows you to
recalculate accounts receivable balances. ProFrame maintains the accounts
receivable records (invoices and payments) in a way that allows them to be
recalculated. |
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| When: |
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| Commands |
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Continue
select this to recalculate accounts receivables. |
- Note:
Any account balance problems are recorded in the System Error..
- Note:
control
returns to main menu when completed without any prompts..
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Quit select this to
cancel this process and return to main menu. |
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| Reset Open Allocation
Section |
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| Access Menu: (start form
Main Menu Screen) |
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Transaction
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Reset Open Allocation
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| Purpose: Recalculate and reset
inventory allocations based on open orders. This includes open work
orders, sales orders and back orders. It also resets purchase orders
on-order quantities. |
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| When: |
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| Commands |
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Reset
select this to recalculate inventory allocation and purchase order
on-order values. |
- Note:
this is a global process and can be run while others are working in
system.
- Note:
control
returns to main menu when completed without any prompts..
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Quit select this to
cancel this process and return to main menu. |
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