Remember to update your tables to reflect changes to Schedule E.
But, the good news is, the W2 has not changed this year, so no formatting changes will be necessary.
When we refer to year end, we need to clarify whether or not the year end mentioned is the calendar year end or the company fiscal year end. For many of you, they are one and same, so no confusion is created. For those of you whose fiscal year end does not coincide with the calendar year end, there is the question of what maintenance to do at which year end. The purpose of this document is to provide a checklist of tasks to perform at each year end.
A number of data files contain year to date cumulators that are intended to be reset and/or rolled to prior year to date fields at your fiscal year end. A filed called ROLL.FILES is designed to contain the matrix of data elements in each file that are to be reset and/or rolled. The fastkey ROLL.MAINT provides access to each file matrix so you may customize as necessary. The matrix should include as a standard the following data elements:
CM - CUSTOMER MASTER
- (26) - YTD.SALES >> Rolls out (no TO AMC in matrix)
- (51) - NBR.QT.YTD >> Rolls to (52) - NBR.QT.LTYD
- (52) - NBR.QT.LYTD >> Rolls out (no TO AMC in matrix)
- (53) - VAL.QT.YTD >> Rolls out (no TO AMC in matrix)
IM - INVENTORY MASTER
- (39) - USED.THIS >> Rolls to (40) - USED.LAST
VEN - VENDOR MASTER
- (18) - YTD.PO.AMT >> Rolls to (35) - PRIOR.AMT
- (19) - YTD.PO.NBR >> Rolls to (20) - PYTD.PO.NBR
- (24) - YTD.PAY >> Rolls out (no TO AMC in matrix)
- (25) - EARLY.NBR >> Rolls out (no TO AMC in matrix)
- (26) - EARLY.DAYS >> Rolls out (no TO AMC in matrix)
- (27) - ONTIME.NBR >> Rolls out (no TO AMC in matrix)
- (28) - LATE.NBR >> Rolls out (no TO AMC in matrix)
- (29) - LATE.DAYS >> Rolls out (no TO AMC in matrix)
- (34) - LST.PERF >> Rolls out (no TO AMC in matrix)
Just in case you're interested, AMC (15) - TOT.PO cumulates forever and ever. Also, if you're doing something with the vendor performance factors that warrant keeping them until some other time, remove them from the matrix (AMCs 25-29).
If you wish to retain any of the data that is rolled out, you will have to add new fields in the files to roll them into. Don't use any RESERVED fields for this purpose.
CUST.HIST - CUSTOMER HISTORY
- (1) - YTD.BOOK$ >> Rolls out
- (2) - YTD.SHIP$ >> Rolls out
- (3) - SLSM >> Rolls to 15 - SLSM.LY
- (4) - SLSM.YTD.BOOK$ >> Rolls to (16) - SLSM.LY.BOOK$
- (5) - SLSM.YTD.SHIP$ >> Rolls to (17) - SLSM.LY.SHIP$
- (6) - REP >> Rolls to (18) - REP.LY
- (7) - REP.YTD.BOOK$ >> Rolls to (19) - REP.LY.BOOK$
- (8) - REP.YTD.SHIP$ >> Rolls to (20) - REP.LY.SHIP$
PART.HIST - PART HISTORY
- (6) - YTD.BOOK.QTY >> Rolls out
- (7) - YTD.BOOK.AMT >> Rolls out
- (8) - YTD.SHIP.QTY >> Rolls out
- (9) - YTD.SHIP.AMT >> Rolls out
- (10) - SLSM >> Rolls to (30) - SLSM.LY
- (11) - SLSM.YTD.BOOK.QTY >> Rolls to (31) - SLSM.LY.BOOK.QTY
- (12) - SLSM.YTD.BOOK.AMT >> Rolls to (32) - SLSM.LY.BOOK.AMT
- (13) - SLSM.YTD.SHIP.QTY >> Rolls to (33) - SLSM.LY.SHIP.QTY
- (14) - SLSM.YTD.SHIP.AMT >> Rolls to (34) - SLSM.LY.SHIP.AMT
- (15) - REP >> Rolls to (35) - REP.LY
- (16) - REP.YTD.BOOK.QTY >> Rolls to (36) - REP.LY.BOOK.QTY
- (17) - REP.YTD.BOOK.AMT >> Rolls to (37) - REP.LY.BOOK.AMT
- (18) - REP.YTD.SHIP.QTY >> Rolls to (38) - REP.LY.SHIP.QTY
- (19) - REP.YTD.SHIP.AMT >> Rolls to (39) - REP.LY.SHIP.AMT
- (20) - CUST >> Rolls to (40) - CUST.LY
- (21) - CUST.YTD.BOOK.QTY >> Rolls to (41) - CUST.LY.BOOK.QTY
- (22) - CUST.YTD.BOOK.AMT >> Rolls to (42) - CUST.LY.BOOK.AMT
- (23) - CUST.YTD.SHIP.QTY >> Rolls to (43) - CUST.LY.SHIP.QTY
- (24) - CUST.YTD.SHIP.AMT >> Rolls to (44) - CUST.LY.SHIP.AMT
SLSM.HIST - SALESMAN HISTORY
- (1) - YTD.BOOK.AMT >> Rolls out
- (2) - YTD.SHIP.AMT >> Rolls out
The fastkey ROLL.FILE (Release 3.2 or prior) or NULL.AND.ROLL (Release 4.0 and higher) actually runs the program that updates the data file. You will be asked for the file to roll. Run for each of these files.
For the files IM, VEN, and CM, the data elements rolled are DYNAMIC, and the TIMING IS CRUCIAL for the roll. There are minimal provisions for calculating what the numbers were at some point in the past using utility programs. Call if you have a need in this area.
Additional data in the sales analysis files CUST.HIST, PART.HIST, and SLSM.HIST are consolidated and rolled to new data elements within the same files using the fastkeys ROLL.CUST.HIST, ROLL.PART.HIST, and ROLL.SLSM.HIST. Calendar period data are used to calculate the appropriate year to date numbers, so timing is not critical in this process. These rolls may be done at any time, for any calendar/fiscal year.
Data in the CUST.HIST, PART.HIST, and SLSM.HIST files are organized according to CALENDAR months, with 1999-01 corresponding to January 1999. Each ROLL program will ask for the beginning and ending periods that correspond to your calendar or fiscal year and the year to consolidate the data into. For instance, if your fiscal year runs from October 1st to September 30th, your beginning period for the roll is 1998-10 and the ending period is 1999-09 (4 digit years apply once your system has been upgraded for Y2K)
In the financials area, the income and expense accounts must be closed into retained earnings. This is done in a 13th period in order to preserve prior year comparatives. If you haven't already loaded the 13th period in your company master, you must do so using GL.CO.MAINT. The 13th period MUST begin and end on the last day of the fiscal year. This is to prevent the possibility of any 12th period transactions being posted to this period. When the trial balance is ready to be closed, use the fastkey GL.YE.CLOSE to have the transaction written. This routine offers an audit option and we expect you to use it. All adjusting entries normally will be journalled in the 13th period.
At the calendar year end, you must answer to the IRS on payroll. If using PROMAN payroll, you need to print all your quarterly reports and, in addition, the W2s. AFTER printing the W2s, you must reset the year to date cumulators in the EM file using PR.EM.RESET. If desired, you may create a separate data section to the EM file, and archive the records as they existed after W2s and prior to the reset. To do this, you would:
Other than payroll, calendar year end is just another month end unless it is also your fiscal year end.
Data should be purged on some period schedule. Provisions are made in most areas to purge to historical data sections of files, rather than off the system completely. This way you still have access to the data, but it is not sitting around in your active data sections, increasing processing time on every report and inquiry you make.
Rather than making this procedure part of the month end, we recommend that you perform it sometime AFTER month end, so that all data being purged are on a good month end file save tape (that you have SAVED). All purge programs will prompt for a cutoff date for processing. Data in files will be retained for different lengths of time, so pay attention to the date you enter. While the cutoff dates in this procedure are not arbitrary, they may not coincide with your needs. Change them to match what you decided upon in your evaluation process.
All fastkeys are on the PURGE menu. The order defined is the same as appears on this menu.
|AP.HIST.PURGE||1 year ago.||Use same month end date, just use LAST YEAR. Records are written to history as they are paid. Once this program has been run, they are GONE.|
|AP.PURGE||Current month end date.||AP records are purged to history normally by paying them through ALL.CHECKS or AP.HANDWRITE. If any ZERO BALANCE AP records have been created, AP.PURGE will clean up and purge them to AP.HIST. To view records in the AP,HIST file, use LOOK.AP.HIST.|
|AR.PURGE||1 year ago.||Use same month end date, just use LAST YEAR. AR records will be purged from the system unless you have an MCF HI flag called AR.HIST set to purge them to history. To view records in the AR,HIST file, make a copy of LOOK.AR called LOOK.AR.HIST that does it's search on the AR,HIST file.|
|IT.PURGE||6 months ago, unless you have an MCF HI flag called IT.HIST set to purge to history.||If you have the flag, it's ok to purge right up to current. If this is 9-30, use a cutoff date of 3-31. Given the IT.HIST flag, IT records will be purged to a historical data section. To see BOTH active and historical, use HISTORY. With no IT.HIST flag, records are purged from the system.|
|PPVAR.PURGE||Current QUARTER END DATE.||This purge routine should only be run quarterly. The report is to be printed prior to purge. It retains data related to vendor performance.|
|PURGE.PO||6 months ago.||If this is 9-30, use a cutoff date of 3-31. PO's will be purged to historical data sections. To view them, make a copy of LOOK.PURCH called LOOK.PURCH.HIST that reads from the historical data sections.|
|PURGE.SO||1 year ago.||Use same month end date, just use LAST YEAR. SO's will be purged to a historical data section. To view them, make a copy of LOOK.SALES or SHIPPED called LOOK.SALES.HIST or SHIPPED.HIST that reads from the historical data sections.|
|PURGE.WO||3 months ago.||If this is 8-31, use a cutoff date of 5-31. Closed and SUMMARIZED (printed CLOSED.WO.SUM) records are eligible for purge. WO data will be purged to historical data sections as requested by the MCF HI flag WO.HIST.FLAG. To view them, make a copy of WO.SUM called WO.SUM.HIST that reads from the historical data sections.|
Over time, your historical data sections will grow to a point where they need to be purged. You will need versions of PURGE.WO, PURGE.PO, etc. that purge from the history files. The procedure is essentially to make copies of the programs that open the historical data sections and perform the purges from there. You have to temporarily turn off the HI flags in order to get the data deleted from the system
Another area that has volumes of data to be purged periodically is the General Ledger. The related purge programs are on the GLD menus:
|GL.GLT.PURGE||In the standard design, this program purges all posted GLT records from the system. With an enhanced version, you may limit the purge to an operator entered fiscal period and purge the records to an historical data section. To view records in the historical data section, make a copy of DAILY.JOURNAL called DAILY.JOURNAL.HIST that reads them.|
|GL.PURGE||This program offers several 'levels' of purge. You need to keep GL.COA fiscal period and year to date totals for two fiscal years. Beyond that, all remaining data may be purged as you see fit. The file that is likely to be the biggest is the GL.TRANS file.|
|Option 1 purges GL.TRANS records through an operator entered fiscal period. Having purged them, you lose the ability to print the GL.JRNL.LIST and GL.TB.TRANS for the affected fiscal periods and view the actual detail transactions in GL.COA.INQ.|
|Option 2 purges GL.TRANS and GL.CT.XREF records through an operator entered fiscal period. Having purged them, you lose the ability to print any of the trial balances with activity for the affected fiscal periods.|
|Option 3 purges GL.TRANS and GL.CT.XREF records and actual GL.COA fiscal period totals through an operator entered fiscal period. Having purged them, you lose the ability to print comparative financial statements for those periods.|
|Option 4 purges GL.COA budget data ONLY. Having purged them, you lose the ability to print or use the data in financial statement calculations.|
|Option 5 purges GL.TRANS and GL.CT.XREF records and actual GL.COA fiscal period and year to date totals through an operator entered fiscal year. Having purged them, you lose the ability to report on any data related to those years of activity.|
|Option 6 purges a complete company from the system.|
A suggestion is to make up a year end menu listing the fastkeys that need to be run. The following menu lists the items we have discussed in this document. You can duplicate by running BUILD.MENU and adding the items listed. You may also want to add any other fastkeys of interest to you. This is the year to make that list!
|1) ROLL.FILE||Roll Cumulators in Files IM, VEN, CM, CUST.HIST, PART.HIST, and SLSM.HIST.|
|2) ROLL.CUST.HIST||Consolidate annual sales data for customers.|
|3) ROLL.PART.HIST||Consolidate annual sales data for parts.|
|4) ROLL.SLSM.HIST||Consolidate annual sales data for salesmen, representatives,and territories.|
|5) GL.YE.CLOSE||Close income and expense accounts to retained earnings.|
|6) GL.PURGE||Purge selected general ledger file data.|
|7) PR.EM.RESET||Reset MTD, QTD, and/or YTD cumulators in the EM file.|
|8) PURGE||PURGE AND DELETE MENU.|
Return to Top
All Rights Reserved by Proco, Inc., 1992-1999
HOME | WHO WE ARE | PRODUCTS | WHAT'S NEW | SUPPORT | CLASSES | Y2K | SITE MAP | CONTACT US | CUSTOMERS