FAQs»Month End/Year End»AR Clear Customer Fields at Ye…
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Last modified on 5/24/2016 5:48 PM by User.

AR Clear Customer Fields at Year End

**A regular fiscal year-end procedure in both Accounts Payable and Accounts Receivable is to move the current year fields, in the Vendor and Customer Master Files, to the Prior year fields.

These are instructions for Customer/Accounts Receivable. Please see the Accounts Payable Module or Month End/Year End Procedures for Vendor/Accounts Payable instructions.

**This is accomplished by performing Fiscal Year-End Customer processing. When this is not done, the information in the Current Year will be made up of both current year and prior year figures.

**The following discusses how to correct the current year and prior year fields in the Customer Master files.

**The clue most people have that the Fiscal year-end was not performed, is the current year sales figures in the Customer Master file are larger than they would expect, and they do not match other reports for the customer or that upcoming (future) months are not equal to zero (0).

The following steps will: (1) move the current year figures to the prior year, (2) back-out any current year information in the prior year figures and (3) set the correct figures in the current year fields.

 

STEP 1:

  • Accounts Receivable (Module 2)
    • System Management (Task 32)
      • Fiscal Year End Customer Processing (Sub-task 2).
        • This moves the information in the current year fields to the Prior year. Answer system prompts as follows:
          • Are you POSITIVE you want to clear the current sales information? YES/No
        • No report prints, nothing happens to the screen - the information in the "Monthly" and "YTD" fields in the vendor file are transferred to the "Prior Year" field. The process also set "Current Year" to Zero.
  • Accounts Receivable (Module 2)
    • System Management Functions (Task 32)
      • Correct Late Year End Processing (Sub-task 6)
        • NOTE: before beginning this process, READ the information on the screen carefully. Pay close attention to the information regarding the backup.
          • Answer the system prompts as follows:
            • Please enter - starting document date: - ending document date:
            • Enter: The CURRENT fiscal year dates. i.e. 01/01/99 and 12/31/99
            • Do you wish to subtract current-year from prior-year [Y/N]?
            • EnterYes

*************************************************************************************

STEP 2:

  • Accounts Receivable (Module 2)
    • System Management Functions (Task 32)
      • Fiscal Year End Customer Processing (Sub-task 2)
        • The system prompts the following:
          • Are you POSITIVE you want to clear sales informationYES/NO?
  • Accounts Receivable (Module 2)
    • System Management Functions (Task 32)
      • Correct Late Year End Processing (Sub-task 6)
        • Answer the system prompts as follows:
          • Please enter - starting document date: - ending document date:
            • Enter: The PRIOR fiscal year dates. i.e. 01/01/98 and 12/31/98
            • Do you wish to subtract current-year from prior-year [Y/N]?
              • EnterNo

************************************************************************************

STEP 3:

  • Accounts Receivable (Module 2)
    • System Management Functions (Task 32)
      • Fiscal Year End Customer Processing (Sub-task 2)
        • The system prompts the following:
          • Are you POSITIVE you want to clear sales information: YES/NO
  • Accounts Receivable (Module 2)
    • System Management Functions (Task 32)
      • Correct Late Year End Processing (Sub-task 6)
        • Answer the system prompts as follows:
          • Please enter - starting document date: - ending document date:
            • Enter: The CURRENT fiscal year dates. i.e. 01/01/99 and 12/31/99
            • Do you wish to subtract current-year from prior-year [Y/N]?
              • EnterNo