Period-End Procedures for Windows Modules for the Cougar Mountain Software Support

Please select the module you wish to close out:

• Accounts Receivable
• Inventory
• Point of Sale
• Payroll
• Accounts Payable
• General Ledger

Accounts Receivable:

1. Backup all your data files and store them off-site or in a fireproof container for your security.
2. Run all your Accounts Receivable reports and file them in a secure place for future reference.
3. Print Customer Statements immediately before purging.
4. Select Purge Open Items from the Period End Menu. NOTE: Purging Open Items permanently erases statement data. If you have both Open Item and Balance Forward type accounts, this step will have a different affect depending upon the AR code type:
   • For Open Item type accounts, purging will remove all open items with a zero balance.
   • For Balance Forward type accounts, purging will compact all statement detail into one balance forward amount.
5. Enter a Customer and/or AR Code Range to purge. Double-click in the Start and End fields to activate the lookup feature. Also, choose the Date to purge up to.
6. Click OK to begin purge, or Cancel to exit without purging.
7. Select Reset YTD Customer Totals from the Period End Menu to clear and reset year-to-date customer totals. It is necessary to reset the accumulators to zero if you are keeping track of year to date customer balances. Select OK to process, or Cancel to exit without processing. This must be done before activity is posted in the new year to provide accurate YTD balances.
8. Purge History: This utility will remove all history data up through the date you specify. Select Period End from the Task Bar. Select Purge History from the pull-down menu. NOTE: Purging History is not required and is only recommended if you would like to increase available hard drive space. Enter a Date you wish to use for the purge. Any items dated before this date will be purged. Double-check the date that appears in the pop-up window. If it is correct, click Yes. If not, or if you wish to change the date or cancel, click No.

Inventory:

The Variance Amounts command in the Period End menu clears the variance accumulators. This option only applies to those using Standard Cost as their valuation method.

1. Backup all your data files and store them off-site or in a fireproof container for your security.
2. Run all your Inventory reports and file them in a secure place for future reference.
3. Select Period End from the Task Bar.
4. Select Variance Amounts from the pull-down menu.
5. Click OK to reset Variance Amounts, or Cancel to exit without resetting.
6. Purge History: This utility will remove all history data up through the date you specify.
   NOTE: Purging History is not required and is only recommended if you would like to increase available hard drive space
   1. Select Period End from the Task Bar.
   2. Select Purge History from the pull-down menu.
   3. Enter a Date you wish to use for the purge. Any activity dated on or before this date will be purged.
   4. Double-check the date that appears in the pop-up window. If it is correct, click Yes. If not, or if you wish to change the date or cancel, click No.

Point of Sale:

1. Backup all your data files and store them off-site or in a fireproof container for your security.
2. The Reset Credit Card Codes command in the Period End menu moves the value in the current month down to period one, the amount that was in period one is moved to period two, and so on. The current month is set to zero to begin accumulating credit card sales for the current period.
   • Select Period End from the Task Bar.
   • Select Reset Credit Card Codes from the pull-down menu.
   • Click Yes to reset, or No to exit without resetting.
3. Purge History removes all detail data prior to the date you specify. There is no need to purge your history, but you may elect to if you would like to reduce the amount of space occupied by your data files, or if you want to speed up your sorting and report-generating processes.
   NOTE: Purging History is not required and is only recommended if you would like to increase available hard drive space.
   1. Post any current transactions.
   2. Print all reports for the time period you intend to purge.
   3. Back up your data files.
   4. Select Period End from the Task Bar.
   5. Select Purge History from the pull-down menu.
   6. Enter the Date prior to which you want data purged. All data prior to this date will be permanently erased from the system. Return to Top

    

Payroll:

1. Backup all your data files and store them off-site or in a fireproof container for your security.
2. Payroll Period-End Processing clears the database of all open items for each employee, adjusts the employees' totals for the new year, and prepares for a new year. You have three months following the end of the calendar year to process your PR year end before you will have conflicts with newly posted data. This is because the Payroll module saves data for 15 months total.
   NOTE: Always back up your data files before running Year End Processing. Without a backup, you might be unable to recover data you need. If you fail to complete all other year-end processing tasks, such as printing W-2s, processing Magnetic Media and printing all reports required to complete your payroll taxes and provide an adequate audit trail before you process year-end, you may lose the data required to complete those tasks. Always complete all year-end tasks, such as printing W-2's and 941's, before you process year end.
   1. Select Period End from the Task Bar.
   2. Select Close Year from the pull-down menu.
   3. Click OK to close the year, or Cancel to exit without closing.

Accounts Payable:

1. Backup all data files and store them off-site or in a fireproof container for your security.
2. Run all of your Accounts Payable Reports, and file them in a safe place for future reference.
3. Update Monthly Balance History: This utility will calculate the total credits, debits and difference as of the date it is run for your accounts payable. It will generate a "snapshot" of those totals and use these amounts in the Monthly Balance History report.
   1. Select Period End from the Task Bar.
   2. Select Update Monthly Balance History from the pull-down menu.
   3. Click OK to update, or Cancel to exit without updating.
4. Process Prepaids and Futures: This utility selects all prepaid and future liability expenses that have reached their expense dates, and transfers the expense from the holding account to the expense account.
   1. Select Period End from the Task Bar.
   2. Select Process Prepaids and Futures from the pull-down menu.
   3. Click the Prepaids radio button if you want to process only prepaids, the Futures radio button if you want to process only futures, or the Both radio button if you want to process both.
   4. Click OK to process, or Cancel to exit without processing.
   5. A pop-up window will display, indicating how many transactions were created.
   6. Select the output destination for the GL Posting Audit Report.
5. Purge Open Items: This utility will remove all items with $0 remaining. For example, an invoice that was entered and subsequently paid will have an amount remaining of $0, and will be removed.
   NOTE: This will not affect the history files. These are covered in the next step.
   1. Select Period End from the Task Bar.
   2. Select Purge Open Items from the pull-down menu.
   3. Enter a Date you wish to use for the purge. Any items dated on or before this date will be purged.
   4. Enter the Starting and Ending Vendor Number(s) you wish to include in the purge.
   5. Enter the Starting and Ending AP Code(s) you wish to include in the purge.
   6. Double-check the date in the pop-up window. If it is correct, click Yes. If not, or if you wish to change the date or cancel, click No.
6. Purge History: This utility will remove all history data up through the date you specify.
   NOTE: Purging History is not required and is only recommended if you would like to increase available hard drive space.
   1. Select Period End from the Task Bar.
   2. Select Purge History from the pull-down menu.
   3. Enter a Date you wish to use for the purge. Any items dated on or before this date will be purged.
   4. Double-check the date that appears in the pop-up window. If it is correct, click Yes. If not, or if you wish to change the date or cancel, click No.
7. Purge Monthly Balance History: This utility will clear monthly balance totals. If you wish, you can enter new monthly balance totals by selecting Setup Monthly Balance History under the Options menu on the Task Bar.
   1. Enter a Date you wish to use for the purge. Any items dated on or before this date will be purged.
   2. Double-check the date that appears in the pop-up window. If it is correct, click Yes. If not, or if you wish to change the date or cancel, click No.
8. Reset YTD Vendor Totals: This utility will reset the year-to-date totals for your vendors to $0. The current YTD payment amounts will be transferred to the "Last Year" field on the 1099 tab of the Vendor screen. This must be done prior to activity for the new year is entered to produce accurate YTD totals.
   1. Select Period End from the Task Bar.
   2. Select Reset YTD Vendor Totals from the pull-down menu.
   3. If you wish to reset the totals for all vendors, click the Process For All Vendors check-box. If you only wish to reset specific vendors, be sure the check box is empty, then select the vendors you want to reset by entering the vendor number or by double-clicking in the Vendor Number field to activate the lookup feature. Then select the vendor you would like to reset.
   4. Click OK to continue, or Cancel to exit without processing.
   5. At the pop-up window, click Yes to process, or No to cancel without processing.
9. Remove Temporary Vendors: This utility will delete all vendors whose status is listed as "temporary" under the vendor setup screen, but only if their balance is $0. This is an easy way to eliminate vendors that will not be used more than once, but are creating clutter in the vendor files.
   1. Select Period End from the Task Bar.
   2. Select Remove Temporary Vendors from the pull-down menu.
   3. Click OK to continue, or Cancel to exit without processing.
   4. Click Yes to continue, or Cancel to exit without processing. A pop-up window will appear, indicating how many vendors were removed during the process.
   5. Click OK.
      NOTE: In order to be able to remove any vendor by this means, the "Secure Vendor" checkbox under Options/Module Preferences must be unchecked.

General Ledger:

NOTE: Process year-end for all other modules prior to processing year-end in General Ledger.

1. Backup all your data files and store them off-site or in a fireproof container for your security.
2. Run all your General Ledger reports, especially the Audit Trail, and file them in a secure place for future reference.
3. In the General Ledger module, select Year End from the Task Bar.
4. Select Purge History from the pull-down menu. This feature removes the detail of the GL Audit Trail, leaving only period balances for each account. You will select the fiscal periods to purge. The Audit Trail report you ran in Step 2 above will serve as reference for any detail items you will purge now.
   NOTE: Purging History is not required and is only recommended if you would like to increase available hard drive space.
5. Enter the Date to which to purge the Audit Trail History. Type the date without dashes or slashes. All detail for items prior to this date will be permanently erased.
6. Check the Purge Period Totals box if you want to purge totals for each period. If you leave the box unchecked, the detail will be purged, but the period totals will remain.
7. Select OK to process the purge, or Cancel to exit without processing.
8. Again, select Year End from the Task Bar.
9. Select Close Fund Year from the pull-down menu.
   NOTE: Only run this option after all entries and adjustments to the GL are completed and year-end processing is completed in all other applications. After you have finished printing your reports, you are ready to close the year in General Ledger. This process posts the closing entries, and compacts the audit trail detail into balances forward for each account.
10. Choose the fund number you wish to close.
11. Select OK to begin processing, or Cancel to exit without processing.
12. Verify the Retained Earnings Account and the Unreserved for Encumbrances accounts are correct, and click OK to continue or Cancel to exit.
13. Follow steps 9 through 13 for each fund. Each fund must be closed at least once before the organization itself can be closed.
14. Once all funds have been closed the organization can now be closed.
15. Select Year End from the menu at this time choose Close Organization. This will simply roll the fiscal calendar to the new year.
16. Select OK to begin processing, or Cancel to exit without processing.
17. When Year End is finished, print a new Trial Balance for the year and compare it to the one you printed before processing. Note the zero balances in the operating accounts and the change in the account balances.

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