Created: 05/02/2023
Reviewed: in progress
Revised: in progress

1. Generate the BWH1250 - Back Order Report.

   Generate the BWH1250 - Back Order Report

   Warehouse > Reports > Warehouse Reports > BWH1250 - Back Order Report

   Generate the report for the current year and save a copy.

   

   

2. Create a Finance export (backup).

   Create a Finance export

   Finance > Utilities > Export Finance Tables

   Export a copy of all current finance tables, requisition tables, and accounts receivable tables and save the file.

   

   ❏ In the Enter the Password to be used for the Archive, enter the password to be used to retrieve the data from the file.

   ❏ Click Execute.

3. Cancel EOY outstanding back orders.

   Cancel EOY outstanding back orders

   Warehouse > Utilities > Cancel EOY Outstanding Back Orders

   Cancel back orders for a specific date range depending on your fiscal year start and end dates.

   

   For June Year-End LEAs:

   • In the From Date field, enter 07012022.
   • In the To Date field, enter 06302022.

   
   For August Year-End LEAs:

   • In the From Date field, enter 09012022.
   • In the To Date field, enter 08312022.

   
   ❏ Click Execute. Print and save the report and click Process. Perform the requested backup.

4. Mass delete requisition records by fund.

   Post returns

   Finance > Maintenance > Credit Card > Posting - PA or Posting PO

   To ensure that the check to the credit card company is correct, all returns must be posted before reconciling the credit card statement.

   

   Verify that the following fields are completed for a return:

   • The Type field must be set to Return.
   • The Net Expend Amt field must be a negative amount.
   • A credit memo number must be entered in the Credit Memo Nbr field on this tab prior to saving the record.

   In the above example, a return for $200 to cancel a TASBO registration was created on the Finance > Maintenance > Credit Card > Posting - PA tab.

   Reverse expenditure:

   162-00-2177-99-000-200000	Debit
   162-53-6411-00-892-299000		Credit
   199-00-2110-01-000-200000	Debit
   199-00-1261-00-000-200000		Credit

5. Reverse pending requisitions.

   Post interest and miscellaneous charges

   Finance > Maintenance > Credit Card > Posting - PA

   As needed, create transactions for interest and other miscellaneous charges as a credit card PA transaction.

   

   In the above example, a transaction of $15 for credit card interest was posted.

   Expenditure:

   199-41-6499-00-702-299000	Debit
   199-00-2110-01-000-200000		Credit

6. Initialize year inventory files.

   Reconcile the credit card statement

   Finance > Maintenance > Credit Card > Reconciliation

   After all credit card transactions are entered, reconcile the credit card statement to the credit card transactions.

   

   ❏ Use the following fields to begin the reconciliation process:

   • In the Vendor field, select the credit card vendor (company).
   • In the Credit Card Code field, select the applicable credit card code to retrieve all transactions that were entered for that credit card.
   • In the Statement Balance field, enter the credit card balances from the credit card statement.
   • Proceed to reconcile the credit card transactions. As returns/payments or charges are selected, the balance and the check amount totals are updated.

   ❏ Click Save as Pending to save and then when finished, click Reconcile.

   During the reconciliation process in the next month, the payment transaction(s) to the credit card company will be displayed on the Finance > Maintenance > Credit Card > Reconciliation tab.

   

   Expenditure:

   199-00-2110-01-000-200000	Debit
   199-00-2110-00-000-200000		Credit

   After you click Reconcile and the credit card statement is reconciled, a PA is created for the credit card company on the Finance > Maintenance > Postings > Check Processing - PA tab.

   

   It is helpful for tracking purposes to enter the statement date in the Invoice Date field and the statement month as the Invoice Number.

7. Update the fiscal year for Warehouse ID(s).

   Process payment to the credit card company

   Finance > Maintenance > Check Processing > Print Checks

   Process the payment to the credit card company.

   

   The transaction for the check to be issued to the credit card company is displayed.

   To post check:

   199-00-2110-00-000-200000	Debit
   199-00-1110-00-000-200000		Credit

   During the reconciliation process in the next month, the payment transaction(s) to the credit card company will be displayed on the Finance > Maintenance > Credit Card > Reconciliation tab.