Debtors Mid Month end Procedure Debtors Module Only CKS Software Version 8 Document Version: V2.10.11 This is used when debtors are ended off at a different time of the month as all the other modules. This will only clear the debtor s totals. UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 1
TABLE OF CONTENTS DEBTORS MID MONTH END PROCEDURE 1. Run Interest On Overdue Debtors Accounts... 3 2. Backup.... 4 3. Debtors Age Analysis Summary... 5 4. Print System Status Report Live Data... 6 5. Copy Debtors data files to Backup area... 6 6. Print System Status Report Backup Area... 7 7. Debtors Mid Month Clearing Procedure... 8 8. System Status Report After Clear... 9 UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 2
Make sure that everyone is logged out of the Debtors Program in the CKS Software before the month end is started. Otherwise there could be serious data loss! 1. Run Interest on overdue Debtors Accounts From the CKS Software Master Menu, select: < 10 > Debtors Utility Menu From the Debtors Utility Menu, select: < 1 > Mid Month Debtors Clearing Routine From the Mid Month End Procedures Menu, select: < 1 > Run Interest on Overdue Debtors Accounts UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 3
Are you sure: If you are sure you wish to raise interest on the debtors accounts, type YES and <ENTER>. If you are not sure, type NO or press <ESC>. Please Enter Interest % Use Debtor Terms: Type the percentage interest you wish to raise for the month. Make sure this is correct as it cannot be reversed if it is done incorrectly. Y The system will look at the terms set up in the debtors and raise interest accordingly. N The system is going to raise interest for all the debtors accounts on the system. When you press <ENTER> to continue, this will run through all the accounts and charge the necessary interest. When this is complete this will take you back to the Month End Procedure Menu. 2. Backup From the Mid Month End Procedure Menu, select: < 2 > Backup all live data to Tape UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 4
Make sure you have inserted the tape / DVD into the particular drive and press <ENTER> for the backup to start. This will display the files being backed up on the screen. When this is finished successfully, you will have the following message: If the backup did not complete successfully, you will have to contact UCS TS with the exact details of why the backup failed. 3. Debtors Age Analysis Summary From the Mid Month End Procedure Menu, select: < 3 > Print Debtor Age Analysis Summary Print Zero Balances: If you want to print the accounts with a zero balance, press Y and <ENTER>, otherwise press N and they will not print for this particular report. You have the option to view the report on the screen before you print it by pressing <B> for Browse. If you do not want to view it first, press <ENTER> to start printing. UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 5
4. Print Master/Transaction Totals Live Data Debtor Master File This report will give a breakdown of the outstanding totals for the accounts. Debtor Transaction File This report will print the total for all the debtor s transactions for the period specified. 5. Copy Debtors data files to Backup area This will copy the debtor s data only to the month end directory that has been setup. From the Mid Month End Procedure Menu, select: UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 6
When this has completed successfully, press <ENTER> to continue. If there was a problem with this copy process, contact UCS TS with the details. 6. Print Master / Trans Totals Backup Data From the Mid Month End Procedure Menu, select: < 6 > Print Master / Trans Totals Backup Data Debtor Master File This report will give a breakdown of the outstanding totals for the accounts. Debtor Transaction File This report will print the total for all the debtor s transactions for the period specified. UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 7
Make sure that these 2 reports match the first two reports that were printed EXACTLY. If they do not match, the copy to the backup area did not complete successfully. Please phone UCS TS before continuing. 7. Debtors Mid Month Clearing Procedure NB!! Make sure all the above procedures have run successfully before continuing with this step. Run this option once ONLY!! From the Mid Month End Procedure menu, select: < 7 > Debtors Mid Month End Clearing Procedure Password: CHEATA (This may differ from site to site) This will run through and age all the debtors accounts. UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 8
Do not stop or interfere with this process! When it has completed successfully, press <ENTER> to continue to the Mid Month End Procedure Menu. If there were any errors you would need to contact UCS TS with the details. 8. Print Master / Trans Totals After Clear From the Mid Month End Procedure Menu, select: < 8 > Print Master / Trans Totals After Clear Debtor Master File This report will give a breakdown of the outstanding totals for the accounts. Debtor Transaction File This report will print the total for all the debtor s transactions for the period specified. UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 9
This will print a report for the new data (after ageing). The totals for CURRENT on the Master totals report should be zero. If this is not the case, please contact UCS TS for support. The totals for the transactions on the Transaction totals report should be zero. If this is not the case, please contact UCS TS for support. UCS Technology Services PTY (LTD) Debtors Mid Month End Procedure V2.10.11 (V8) 10