IMPORTANT TIMES

The guidelines presented in this section are procedures that you should be performing on a regular cycle to maintain your system.

These checklists are broken down into daily, weekly, monthly, quarterly, and year end procedures.  Although some of the items will not apply to every company, there are many items that apply to all companies.  For example, the importance of backing up your data files cannot be overstated.

Things to Do Daily

Some of the following activities are performed every day or less often, depending on volume of activity.  Planning activities, for example, might be performed once or twice a week.

Back up your data files (*.B*); preferably a full backup.  Remember, companies other than the default company are located in separate folders (subdirectories), so be sure your backup includes all active company folders underneath your DBAMFG folder.

Process the following as needed: sales orders, work orders, purchase orders, receivables, payables or PO Invoice reconciliation.

Perform the following planning activities as needed: scheduling, material requirements, forecasting.

Update the following as needed: inventory management, product specifications.

Run GL-O  Print/Post General Ledger Batches daily.  Running this program daily makes it much easier to review and make any needed corrections than to let them build over the course of a week or a month.   There is no reason to delay posting the GL entries for a new month until you have "closed" a prior month.  Each transaction will post to the appropriate month based on the transaction posting date.

Things to Do Monthly

For more detail on recommended month end procedures, see Month End Accounting.

Perform a complete backup of programs and data (*.*); archive in a safe place.

Print AR-F  Print Aging in Accounts Receivable answering N to Include Deposits.  The report total should agree with your Accounts Receivable GL account.

Print AP-I  Print Aging in Accounts Payable answering N to Include Deposits. The report total should agree with your Accounts Payable GL account.

Run IN-F  Print Inventory Value as of month end and compare value to your inventory GL accounts; adjust through journal entry if necessary (GL-B  Enter/Print General Journal Trxns).

Run PO-I-F  Print Received not Invoiced.  The report total should agree with your PO Received not Invoiced GL account.

Run JC-M  Print WIP Summary . The report total should agree with the balance in your WIP GL account.

Charge interest on invoices, if applicable (AR-D  Charge Interest on Invoices).

Print and mail statements (AR-E  Print Statements).

Generate recurring or reversing monthly journal entries, if applicable (GL-B  Enter/Print General Journal Trxns).

Generate recurring monthly invoices, if applicable (SO-K  Generate Recurring Sales Orders).

Generate recurring monthly AP vouchers, if applicable (AP-P  Generate Recurring Vouchers).

Transfer sales taxes due to Accounts Payable (AR-L  Transfer Sales Taxes).

Transfer sales commissions due to Payroll and Accounts Payable (CS-D  Transfer Sales Commissions).

Run SM-J-C  Reconcile Inventory On-Hand to insure accuracy of stock status fields.

Make journal entries for any month end adjustments such as depreciation (GL-B  Enter/Print General Journal Trxns).

Optionally archive the following files: paid AP vouchers (AM-J Archive/Purge AP History), customer payments (AM-K Archive/Purge AR History), closed sales orders (SM-J-J Archive or Purge Closed Sales Orders), closed work orders (SM-J-B Archive Work Orders), closed purchase orders (SM-J-R Archive Purchase Orders)

Reset General Ledger Close Date, (AM-A Reset General Ledger Close Date).

Reconcile the check register with your bank statement (GL-J  Reconcile Check Register)

Run GL-I  Print Check Register.  The report totals should agree with the GL account balances for each of your checking accounts.

Review GL-E  Print Detailed Trial Balance and/or GL-D  Print Journals to verify posting accuracy and balancing of debits and credits.  

Print financial statements (GL-F  Print Financial Statements, GL-N  Print Custom Statements).

Calendar Year End

Make a full backup of all programs and data files and archive it in a safe place.

Print 1099's sometime after year end, usually in early January, for any vendors who should receive a 1099 form.

Clear Monthly Sales Commissions totals and roll unpaid amounts to January of the new year by running CS-Q Commission Year End Routine

Optionally archive the following files: paid AP vouchers (AM-J Archive/Purge AP History), customer payments (AM-K Archive/Purge AR History), closed sales orders (SM-J-J Archive or Purge Closed Sales Orders), closed work orders (SM-J-B Archive Work Orders), closed purchase orders (SM-J-R Archive Purchase Orders), Inactive vendors (AM-O Archive/Purge Vendor Data) and Inactive customers (AM-P Archive/Purge Customer Data)

Calendar Year End - Payroll

Run PR-O  Year End Routine before the first payroll in the new calendar year.

Print W-2's sometime after year end, usually in early January (PR-L-I  Print W-2 Forms).

Update tax tables through PR-F  Maintain Tax Tables, or by loading updated tax tables provided, and verify FICA and SDI values in PR-M  Payroll Defaults for the new year (only after W-2's are run).

Fiscal Year End

Make a full backup of all programs and files and archive it in a safe place.

Run AM-B  Fiscal Year End Routine, on the first day of your new fiscal year.

Enter Budget information for the new year using AM-Q Enter Budget Information