Checklist - Daily

A checklist of various procedures that should be verified and completed on a daily basis.

 BACK-UP:  (Module 10, Task 4)

_____ Verify Results of last tape 

 

 

 ORDER PROCESSING:  

·        (Module 6, Task 2,   Sub-task 4 for regular invoices & Sub-task 2 for summary invoices)

 _____ Review O/E - Invoiced Order Edit List

Verify voids, changed prices (i.e. "c" on far right hand side of edit list means a price was changed), any "alerts" (i.e. "COD customer has charge amount - order will NOT post"), unknown GL accounts, and any dates that outside of the month, etc. Consult legend on near top of edit list for explanation of codes.  Important: Correct errors before posting.

(Printout can be done by backup)

 

·        (Module 6, Task 2, Sub-task 5)

 _____ Post from Order Processing Holding File

Verify printed posting register before answering YES

 

ACCOUNTS RECEIVABLE:

·        (Module 2, Task 1, Sub-task 4)

 _____ Print Sales Edit List

Verify total against O/E - Invoiced Order Posting Register

Verify G/L account distribution

Verify costs

Verify document dates

 

·        (Module 2, Task 1, Sub-task 5)

 _____ Post Sales Entry & Editing

Verify printed posting register before answering YES

 

·        (Module 2, Task 2, Sub-task 4)

 _____ Print Cash Edit List

Verify total against O/E - Invoiced Order Posting Register

Verify cash adjustments were entered

Total should equal deposit ticket

Verify document dates

 

·        (Module 2, Task 2, Sub-task 5)

 _____ Post Cash Entry & Editing

Verify printed posting register before answering YES

 

   CASH RECEIPTS (These steps can be combined with Cash Entry and Editing above)

·        (Module 2, Task 2, Sub-task 1)

_____ Enter checks received in the mail

 

·        (Module 2, Task 2, Sub-task 4)

 _____ Print Cash Edit List

Total should equal deposit ticket

Verify document dates

 

·        (Module 2, Task 2, Sub-task 5)

 ______ Post Cash Entry & Editing

Verify printed posting register before answering YES

 

 

 PAYABLES

·         (Module 3, Task 1, Sub-task1)

Non-inventory payables (in Accounts Payable)

_____ Enter vouchers

 

·         (Module 3, Task 1, Sub-task 4)

 _____ Print Voucher Edit List

Verify amount and general ledger account distribution

Verify document dates

 

·         (Module 3, Task 1, Sub-task 5)

 _____ Post Voucher Entry & Editing

Verify printed posting register before answering YES

 

Inventory items (in Purchase Order)

·         (Module 7, Task 3, Sub-task 1, Option 3)

_____ Enter Vendors Invoice

Post each voucher (Action #3)

 

·         (Module 3, Task 1, Sub-task 4)

 _____ Print Voucher edit list

Verify amount and general ledger account distribution

Verify document dates

 

·         (Module 3, Task 1, Sub-task 5)

 _____ Post Voucher Entry & Editing

Verify voucher printed before answering YES

 

 FILE ALL PRINTOUTS, POSTING REGISTERS WHEN COMPLETED.  These are your audit trail!!

BASIC RULES for POSTING REGISTERS:

1.      Verify the document dates are all in the same month, DO NOT mix invoices or vouchers from different months together on any posting register.  Doing so will cause serious problems when balancing the various modules at month-end.

2.      Always run an edit list before posting.  This will allow for a review and provide an opportunity for adjustments/changes to be made prior to posting.

3.      Pay attention to any alerts that the system denotes when an edit list is generated.  If there is an alert, write it down, investigate it and resolve it before posting.  The alerts are "traps" set up in the software to catch many of the problems that can occur.

4.      If for some reason a posting needs to be rejected, mark the register as : "REJECTED POSTING" and save it with the rest of the postings.  Rejected posting are part of the paper trail, along with the "good" postings.  They serve to back up your electronic files and may be needed in an audit situation.