Using Close End of Day

The Close End of Day option is used to perform routine system maintenance, run specified functions, and generate specified reports, such as a batch process. It can also generate any of the ESI databases. At the end of the month, Close End of Day generates various monthly transaction reports that are used to document and support the period end journal ledger entries.

Important: Before you execute this option, be sure that you are the only user in the system and on the network. See Concurrent User to confirm you are the only user logged into the system. The End of Day closing must have exclusive use of all related database files. If a user enters the system while the End of Day process is running, the End of Day process will pause and will need to be re-started.

The minimum font size needs to be set to 28 for the user that runs the Close End of Day process to insure that all reports will print properly.

1. When you first enter the Close End of Day option, if the closing date does not equal system date, the following message line will display: “WARNING: Closing Date does not equal System Date!!! Press Space Bar. After pressing the space bar, the message line displays “Continue, Change Date, EXIT”.

• If you select Continue the system will continue with End of Day using the current closing date.
• If you select Change Date the system will allow you to edit the closing date.
• If you select Exit the Close End of Day process will stop and return the user to the system menu.

2. The message “Last day of the Week? No/Yes" will appear.

• If you select no, the close end of day process will continue.
• If you select yes, the system will close the week and re-initialize the database used for the weekly statistical reports.

3. The message line displays "Last Day of the Month? No/Yes."

• If you select no, the system will run End of Day.
• Only select yes if it is the last day of the month. If you select yes, the system will close the accounting period. The message line displays “Are you sure you want to close your accounting period. No/Yes.”
  • If you select no, the system will exit the Close End of Day option.
  • If you select yes, the system will allow you to proceed.

If you run end of month in period 12, the month, as well as the year, will move forward. The lower right hand corner menus display the period you are currently in.

Important: DO NOT close your accounting period more than once.

4. Command options will appear: Run, Change, and Exit:

• Select Run and the system will run the End of Day Close based on the saved preferences (select Change to view/change your preferences).
• Select Change and the system will display the End of Day Options table which will allow the user to change the preferences identified (see End of Day, End of Month, and ESI options listed below).
  • Y indicates that you want the specified selection to run during the End of Day process. (Press Enter to change to N) . Press F10 to exit.
  • N indicates that you do not want the specified selection to run during the End of Day process. (Press Enter to change to Y). Press F10 to exit.

The option will be sorted based on the yes/no setting, the EOD, EOM, and ESI (External System Interface) options, respectively.

After you have selected the preferences, the command options will appear: Run, Change, Update Permanently, and Exit.

• Select Run and the system will run Close End of Day.
• Select Change and the system will return to the End of Day Options table where End of Day preferences can be changed (see below).
• Select Update Permanently to save the changes to the End of Day preferences.
• Select Exit to exit the Close End of Day option.

5. The message "Run retention processing? No/Yes" will appear. Select yes to run retention processing, select no to proceed without retention processing. Record retention setting are defined in Retention Options.

6. The screen displays the following message: "Delay Starting End of Day XXhour(s) XXminute(s)". The Delay Starting Time option allows you to delay the running of the EOD process so that users can complete their work and have the results included in the EOD reports.

• At the Hours and Minutes fields, enter the hours and minutes to delay the Close End of Day process or press Enter through both fields to accept the default of 0 hours and 0 minutes, which will begin the closing process immediately. The maximum delay is 10 hours and 59 minutes.
• While the process is counting down, a message line displays the time left before actual processing begins. Press Esc to abort the End of Day process should something be incorrect.
• If the delay is not long enough and there are still users on the system, the “Delay the Starting End of Day" process will be extended in 15 minute intervals until the users are logged out of the system.

Important: Do not let any users log into the system while end of day is running.

If End of Day is interrupted or has not finished properly, the Close End of Day flag is left open in the system. You will not be able to log back into the system until you clear the flag by typing EOD in both the Username and Password fields. You must have the proper security rights in order to execute this. Once the end of day flag is cleared, log back in as usual.

If someone tries to log into the system while the End of Day process is running, the message line will display “End Of Day Is Running, No Logins Allowed!!! Press Space Bar”. The EOD process is paused and must be re-started from the workstation that was running EOD. The user running EOD will get the following message: "Trying to open file RRRXXXX, continue trying No/Yes".

• Select no and the EOD process will be stopped.
• Select yes and the EOD process will continue.

If you get the error again, select no, confirm there are no users in Net•Yield and that there are no open Net•Yield files on the server. Contact your server administrator for information on how to check for and clear open session on your server.

Note: You have the option to have one set of reports run for End of Day and one set of reports to run at End of Month.

The following options and reports can be run from Close End of Day:

End of Day

• Backup – Backs up the database to your hard drive during the End of Day process. The backup directory can be found in your shared Net•Yield\Data\Company Folder\Backup. A folder with the date and time the backup was created will be created and all the Net•Yield databases will be copied to this new directory. Based on the setting found in the Retention Options. Old backup directories will be deleted.
• Index all files – All the system indexes will be re-indexed prior to running the EOD process. (2nd option on list if set to yes).
• Cost of Goods Sold – This process will cost uncosted work orders and orders.
• Post Invoices – If set to Y (Y=yes), invoices will be posted to accounts receivable. This function only runs if the Invoices Post to Receivables setting in Receivables Options is set the B (B=batch). When EOM is run, all unposted invoices will be posted to receivables regardless of the setting.
• Post Batches – This option posts all unposted accounting batches to the general ledger. When EOM is run, all unposted accounting batches will be posted to the general ledger regardless of the setting.
• Consolidate Standard Cost Lots – For items with a costing method of U (user defined) or S (standard cost), lots will be consolidated into a single lot per item.
• Check Data Integrity – If set to Y (Y=yes), data files will be checked for summary balances equal to transaction detail. See Complete Analysis for more information. System integrities found during the Close EOD process will automatically be emailed to the NetYield Support Department.
• Duplicate Voucher Check – If set to Y (Y=yes) the Close End of Day process will check for vouchers for the same vendor with the same vendor invoice number based on the Duplicate Vendor Invoice setting in Retention Options.
• Customer Inactivity – The system will mark customers as inactive based on the setting in Receivables Options.
• Vendor Inactivity – The system will mark vendors as inactive based on the settings in Payables Options.
• Transfer Utilities – This option will run any of the System Transfer Utilities /Transfers.
• Adjust Transfer Prices – The adjust transfer prices (Purchasing/ Reports/Settlement Report/Apply Transfer Prices) applies the “from” item cost to the “to” item cost on inventory transfers for items received using an individually lotted received type purchase order.
• Rebuild Credit Statistics – This option will reset the High Credit, Average Days to Pay, Low Days to Pay, High Days to Pay, Average Invoice Amount, and Current Balances fields in Customer Credit. 
• Rebuild Ordering History – This option will rebuild the customer ordering history based on the setting found in Retention Options. The ordering history is used to quickly assign items to sales orders based on the items customers are currently buying.
• Rebuild Price List from History – This option will run the re-build price list from the history utility.
• Rebuild Purchasing History – The vendor purchasing history will be rebuilt based on the setting found in Retention Options. The vendor purchasing history is used to quickly add items to purchase orders based on what is currently being purchased from the vendor. 
• Rebuild Vendor Yields – This option will rebuild vendor yields used to plan or calculate demand on raw material items for finished goods ordered in work orders and on the Planning Report.
• Process Unsent EDI – This option will process any unprocessed batch EDI transaction. See the section on EDI Outbox Processing.
• Activity Statistics – This option displays the number of transactions processed and the total dollar value of all transaction types generated throughout the system based on the Close EOD date entered.
• Cash Activity Report – This option generates a report of all cash receipt transactions that occurred since the last time End of Day was run. 
• Invoicing Activity Report – This option generates a report of all invoicing activity that occurred since the last time End Of Day was run.
• Voucher Activity Report – This option generates a report of all vouchers and voucher adjustments since the last time End of Day was run.
• Check Activity Report – This option generates a report of all checks issued since the last time End of Day was run.
• Voided Activity Report – This option checks databases for voided sales orders, purchases, or checks. If any are found, a report of voided transactions with the reason type will be generated.
• Journal Entry Activity Report – This option generates a report of all journal entries since the last time End Of Day was run. 
• Sales Rep Activity Report – This option provides sales information by sales rep based on the close EOD date.
• Purchasing Activity Report – This option generates a report of all purchases and advances since the last time End of Day was run.
• Planning Report – This option generates the Planning Report.
• Daily Sales Report – This option generates the daily sales report in summary, by sales category, for all items that were invoiced.
• Price Overrides Report – This option generates a report that monitors changes made to the system-calculated item selling prices during sales order entry.
• Daily Purchases Report – This option generates the daily purchases report, in summary, by sales category, for all items that were purchased through the Purchasing or the Purchase Order/Receiving Purchase Orders options. 
• Weekly Weight Purchased Report – This option generates the weekly weight purchased report of pounds purchased for each day of the week, based on purchase orders completed during the week. The report is sorted by item group and then item in the group.
• Weekly Weight Shipped Report – This option generates the weekly weight shipped report of pounds shipped for each day of the week. The report is sorted by item group and then item in the group.
• Production Results Report – This option generates a report that displays the results of completed work orders based on the EOD close date.
• Inventory Adjustments Report – This option generates the report of all the inventory adjustments which were done based on the EOD close date. 
• Inventory Transfers Report – This option generates a report of all inventory transfers entered based on the EOD close date.
• Inventory Transactions Report – This option generates the report of all inventory transactions based on the EOD close date.
• Item Margin Report – This option generates the report which lists gross profit and gross margin information by item, based on all the orders that were invoiced and costed on the EOD close date.
• Customer Margin Report – This option generates a report of gross profit and gross margin information by customer, based on all of the orders that were invoiced that day.
• Item Worksheet – This option generates a worksheet that reports the current inventory quantities, per unit costs, the costing method, and invoicing unit.
• Inventory Availability Report – This option generates a report of all items that have existing inventory and a total of all sales commitments against this inventory, if any.

• Trial Balance – This option generates the month-to-date trial balance as of the close EOD date for the current accounting period.
• Income Statement – This option generates the month-to-date income statement as of the close EOD date for the current accounting period. 
• Balance Sheet – This option generates a month-to-date balance sheet as of the close EOD date for the current accounting period.
• Posted Transaction List – This option generates the posted transaction reports for all transaction posted in the current accounting period as of the close EOD date. 
• Aged Accounts Receivable (summary) – This option generates a summary aged accounts receivables report for all open receivables as of the close EOD date. The aging periods are defined in the Receivables Options.
• Aged Accounts Receivable (detail) – This option generates a detailed aged accounts receivables report for all open receivables as of the close EOD date. The aging periods are defined in the Receivables Options.
• Uninvoiced Shipments – This option generates a detailed Order Status Report for all orders with the status of S (S=shipped) or R (R=ready).
• Customer Trial Balance – This option generates a Customer Trial Balance report for all open receivables as of the close EOD date.
• Invoice Register – This option generates a report for all invoicing activity for the current accounting period based on the close EOD date by invoice number. 
• Cash Receipts Journal – This option generates the Cash Receipt Journal report for all cash receipts as of the close EOD date for the current accounting period.
• Miscellaneous Cash Receipts Journal – This option generates the Miscellaneous Cash Receipt Journal for all miscellaneous cash receipts as of the close EOD date for the current accounting period.
• Unapplied Cash – This option generates an Unapplied Cash Report for all credit memos, credit invoices, and cash applications that have some portion open and unapplied during the current accounting period.
• Aged Accounts Payable (summary) – This option generates a summary aged accounts payables report for all open payables as of the close EOD date. The aging periods are defined in the Payables Options.
• Aged Accounts Payable (detail) – This option generates a detailed aged accounts payable report for all open payables as of the close EOD date. The aging periods are defined in the Payables Options
• Incomplete Purchases – This option generates a detailed Purchasing Status report for purchases with status of P (P=pending).
• Vendor Trial Balance – Generates a report of all vendor activity for the current accounting period.
• Check Register – This option generates the check register of all checks written for the current accounting period.
• Voucher Register – This option generates a voucher register of all accounts payable activity for the current accounting period.
• Inventory Transactions – This option generates an inventory transaction report by item for all transactions for the current period based on the close EOD date.
• Inventory Valuation – This option generates an inventory valuation as of the close EOD date. 
• Lot Valuation Report – This option generates lot valuation reports as of the close EOD date based on the sort selection defined in Inventory Options.
• Lot Aging Report – This option generates a lot aging report as of the close EOD date.
• Item Margin Report – This option generates the item gross margin report for the orders that were invoiced and costed as of the close EOD date for the month-to-date.
• Customer Margin Report – This option generates customer gross margin reports for all of the orders that were invoiced as of the close EOD date for the month-to-date.
• Item by Customer Report – This option generates item by customer reports on all of the orders that were invoiced as of the close EOD date for the month to date.
• Customer by Item Report – This option generates customer by item reports on all of the orders that were invoiced as of the close EOD date for the month-to-date.
• Customer No Orders Report – This option generates customer not ordering report of customers by sales rep that have not had any sales order activity for a user specified number of days.

ESI: The External System Interface (ESI) options create databases that can be used with other third party software to run custom reports using the third party software. See External System for more information on how to use the ESI databases.

• ESI Orders – This option will produce a database file in the shared \Net•Yield\Data\Company Folder\ ESI Outbox folder called “DATE.DBF" which is an extract of all sales orders with a ship date equal to the Close End of Day date.
• ESI Invoices – This option will produce a database file in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “ESI INVOICESYYYYPP.DBF" where YYYY is the current accounting year and PP is the current accounting period. The extract is a detail listing of all invoices issued during the current accounting period and year.
• ESI Purchases – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “POMMDDYY.DBF” where MMDDYY is the last day of the current accounting period and “PO_LAST.DBF” which is a copy of the latest ESI purchases file. The extract is a detailed listing of all purchase orders completed in the current accounting period and year.
• ESI Inventory – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “IVMMDDYY.DBF” where MMDDYY is the close end of day date and “IV_LAST.DBF” which is a copy of the latest ESI inventory file. The extract is a detail listing of the inventory balances and valuation as of the Close End of Day date.
• ESI Open Payables – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “APMMDDYY.DBF” where MMDDYY is the Close End of Day date and “AP_LAST.DBF” which is a copy of the latest ESI open payables file. The extract is a detail listing of the open payables vouchers by vendor as of the Close End of Day date.
• ESI Open Receivables – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “ARMMDDYY.DBF” where MMDDYY is the Close End of Day date and “AR_LAST.DBF” which is a copy of the latest ESI open receivables file. The extract is a detail listing of the open receivables transactions by customer as of the Close End of Day date.
• ESI Value Adjustments – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “VUPPYYYY.DBF”, where PPYYYY is the last closed accounting period and year and “VU_LAST.DBF”, which is a copy of the latest ESI value adjustments file. The extract is a detail listing of value adjustments made to the inventory for the last accounting period and year.
• ESI Trial Balance – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “TBPPYYYY.DBF” where PPYYYY is the last closed accounting period and year and “TB_LAST.DBF” which is a copy of the latest ESI trial balance file. The extract is a list of the trial balance for the last accounting period and year. 
• ESI Profit Projections – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “PPMMDDYY.DBF” and “PP_LAST.DBF” which is a copy of the latest ESI profit projection file. The extract is the detail of the numbers reported in profit projections for the last week updated in Weekly Profit Projections.
• ESI Operating Statistics – This option will produce two database files in the shared Net•Yield\Data\Company Folder\ ESI Outbox folder called “OSMMDDYY.DBF” where MMDDYY is the last day of the prior week based on the company week end date setting in Ledger Options and “OS_LAST.DBF” which is a copy of the latest ESI Operating Statistics file. The extract is the detail of the weekly operating statistics for the prior week end date.

Use the Available Actions link for more information.

Security Required : System - End of Day