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Last modified on 2/23/2016 3:17 PM by User.

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Closing, Division

Closing a Division

This document explains the steps needed when a division is closed.

 

  • Remember to have all invoices & vouchers, including transfers, completed & posted for the closed division.  Any inventory in the closed division should be transferred to a different division, adjusted and/or a manual journal entry completed.  

 

 

To change the terminal default in Order processing, go into Order processing (Module 6):

  • System management functions (Task 32)
    • Modify application tables (Sub-task 17)
      • 7 Default terminal Whse/Dept/Trx – Look for the terminals defaulting to the closed division #.
        • The warehouse column can be changed to default to a different division #. 
        • The warehouse column can force the operator to type in a division # in order entry by putting an $$ in the warehouse column.
          • Remember to save the changes to the table.

 

 

To keep from selling from the closed division, take the division # out of the order processing table, go into Order processing (Module 6):

  • System management functions (Task 32)
    • ​Modify application tables (Sub-task 17)
      • ​15 Available Whse/Dept combination.  The first column is the warehouse/division.  Find the lines with the closed division #. 
        • ​Put a semi colon ; at the beginning of these lines.  This will prevent anyone from selling from this division.  (Or these lines can be deleted from the table.)
          • ​Remember to save the changes to the table.

 

 

To stop purchase orders, go into Purchase Order (Module 7):

  • Location / warehouse addresses (Task 20)
    • Delete existing loc/whs records (Sub-task 3).  Type in the closed division # & type in YES to delete the record.
      • This will prevent new purchase orders, receivers, vendor invoice entry & editing, Ship-back entry & editing & Vendor credit memo entry & editing for the closed division.

 

 

To change the terminal default in Purchase orders, go to Purchase Order (Module 7):

  • System management functions (Task 32)
    • Modify application tables (Sub-task 17)
      • 5 Terminal / Warehouse table. Any terminals defaulting to the closed division # change to $$ or default to a different division.
        • Remember to save the changes to the table.

 

 

Erase the items in the warehouse master.  Go to Inventory control (Module 5):

  • Warehouse master (Task 19).   
  • Before continuing with this step it is a good idea to contact us & ask for this file to be copied.  This is just in case any mistakes are keyed in during this erase. 
  • Also make sure any inventory value or history reports which might have month-to-date, year-to-date or prior year information from this division are completed.
  • The inventory value should be zero.  Any inventory in the closed division should be transferred to a different division, adjusted and/or a manual journal entry completed.
    • Erase selected Warehouse records (Sub-task 5).
      • Are you sure you want to erase old records? YES
      • It is up to you if you need to print/save these warehouse records.
      • Print report by: 1) warehouse # / item #
      • Please enter – starting & ending warehouse #: Type in the division # closed.
      • Please enter – starting item #: enter key for ALL
      • Print purged records? YES/NO it us up to you if you want to print these records.

 

 

General Ledger (Module 4):

  • Any spreadsheets being imported into the G/L module will need to be changed to not use the closed division # G/L account #’s.
  • Recurring journal entries (Task 18); Change any recurring journal entries for the closed division #.
  • Correct any templates using the closed division #. Go to 1 Manual TRX entry & editing, Automated templates (Sub-task 8), 1 Redistribution templates entry & editing RDTENT.  Use Sub-task 2 Change existing template or Sub-task 8 Update templates from import.  

 

 

 

General Ledger (Module 4), Account master (Task 17):

  • The G/L account numbers for the closed division should stay in the account master for the current year and until the current year is past being the prior year.  For example, if you close the division in 2013, you would want to keep the G/L account #’s until the close of 2014.  This is in case in 2014 you want to open up the prior year (2013), the G/L account #’s are needed for the closed division #.  If the prior year is opened all of the G/L accounts need to be in the account master.
  • Before erasing the G/L account #’s for the closed division it is a good idea to contact us to make a copy of the Account master file just in case the wrong selections are made during the erase process. 
  • To erase go into Erase selected G/L Act # records (Sub-task 5):

    • Are you sure you want to erase old records? YES

    • It is up to you if you want to print the erased G/L account #’s.

    • Please enter – starting & ending division #:  Type in the closed division #.

    • Print Budgets & Prior Yr? This is up to you.

    • Print report by: 2) account number

    • Please enter – starting & ending account #: Enter for ALL

 

 

General Ledger (Module 4), Division Master (Task 21):

  • The division # for the closed division should stay in the division master for the current year and until the current year is past being the prior year.  For example, if you close the division in 2013, you would want to keep the division # in the master until the close of 2014.  If the prior year is opened each division needs to be in the division master.
  • Delete existing division record (Sub-task 3).  Type in the closed division #.  Type YES Delete record?