Software Monthly Maintenance (Non Accounting Use) Quick Reference Guide When not using the accounting within the software the system will build up information that will affect the performance and speed of the software, slowing the system down as these files build up old and outdated information. Here are some tips on what to do to keep your program operating at peak performance when NOT using certain accounting modules and the General Ledger. Remember your data is constantly being sent back and forth from your computer to the server. With that in mind if you do not periodically clean up certain GL accounts the system has to transfer a large amount of information thereby slowing your system down. By performing these steps to clean and maintain certain GL accounts, you will keep the transfer of information at optimal speed. There are 4 main areas that should to be maintained on a monthly basis. They are Account Receivables, Account Payables (which include Purchases (supplier invoices), Returned Goods, Warranty Credits), Cash Balance, and Bank Accounts. The following instructions will take you through the steps to perform the Monthly Maintenance on your software system. 1. Account Receivables (AR) If postings are made to the Account Receivables but not maintained, follow these procedures to clean up the AR accounts on a monthly basis. a. Set each Account Receivable Receivable Purge Method to Balance Forward. i. On the Contact Record select, Properties. ii. At the Receivable Purge Method, set to Balance Forward. b. From the Tasks menu select Monthly Purge Receivable Accounts. Page 1
c. The Purge process will remove all detailed entries and create a single Balance Forward entry for all details. 2. Account Payables (AP) The Account Payables require a few steps to clean up. Every time you make a purchase from a supplier (inventory & on work orders) the system logs these entries into the Purchases Supplier Invoices. Over time these entries will build up and slow down your system. Follow these procedures to clean up your Supplier Invoices on a monthly basis. a. Purchases Supplier Invoices i. From the Location shortcut icon select Purchases Supplier Invoices. ii. iii. Click on the + to open the Supplier Invoices manager. Rt. Click on the Supplier and select Flush All Invoices To Payables iv. The Flush will clear all Suppliers Invoices for this Supplier and move them to the Account Payable. The Flush process will not clear any Supplier Invoices that have parts on an Open Work Order. These Supplier Invoices can be left for the next Monthly Processing or you can process the Flush on a weekly basis to help keep the Supplier Invoices up-to-date. If you get a Timeout message when processing the flush, there are too many Supplier Invoices for the software to process the flush. In this event you will need to process each Supplier invoice individually the first time. Keeping the Supplier Invoices flushed will prevent this error message for future flushes. b. Return Goods & Warranties An item is moved to the Return Goods bin when; It is entered as returned while receiving purchase orders. It is entered as returned while receiving a supplied item on a work order. It is removed and flagged as returned on a work order. It is returned from the material item card. Page 2
It is returned during the processing of a credit slip. If you are not tracking and processing Credit Slips for the return items, over time these entries will build up and slow down your system. Follow these procedures to clean up your Return Goods Bin on a monthly basis. i. From the Location shortcut select Purchases Return Goods Awaiting Pickup ii. iii. Click on the + to open the Returned Goods Awaiting Pickup manager. Rt. Click on the Supplier, select Update iv. Select All v. From the Tools menu select Create Credit Slip vi. vii. On the Create Credit Slip window, enter the Month & Year for this monthly clean up. Select Create Page 3
viii. ix. The above procedures will create a Credit Slip entry under the Returned Goods Credit Slips manager. Rt. Click on this Credit Slip and select Update. x. Select All xi. From the Tools menu select Post. xii. xiii. Change the Date field to the last day of the month being cleaned up. Select Post Page 4
xiv. The above process will clear all detailed entries and post a Credit Slip entry into the Payable Account for this supplier. Warranty Items will be processed using the same procedures as Returns Items but under the Warranty Items and Warranty Credit Slip managers. c. Account Payables (AP) The above clean up procedures will make postings into the AP accounts. Follow these procedures to clean up the AP accounts on a monthly basis. i. Set all Account Payable accounts Payable Purge Method to Balance Forward. ii. On the Contact Record select, Properties. iii. At the Payable Purge Method, set to Balance Forward. iv. From the Tasks menu select Monthly Purge Payable Accounts Page 5
v. The Purge process will remove all detailed entries and create a Balance Forward entry for all details. 3. Cash Balance Postings are made to the Cash Balance manager every time an Invoice is posted. If you are not processing your Cash Balance & Deposits these postings should be cleaned up on a monthly basis. Follow these procedures to clean up the Cash Balance postings on a monthly basis. a. Cash Balance From the Tasks menu select Daily Cash Balance i. On the Cash Balance screen select Tools Clear All ii. Select Balance Forward iii. Select Save vi. The Balance Forward process will remove all detailed entries and create a single Balance Forward entry for all details under each Method Of Payment. b. Prepare Bank Deposit From the Tasks menu select Daily Prepare Bank Deposit Page 6
i. On the Prepare Bank Deposit screen select Save. a. For the first Bank Deposit on each PC, the Bank Account will need to be set. Once the Bank Account is set on the PC, the system will set it as a default Bank Account and remember the Bank Account for all future Bank Deposits. o To set the bank Account select, Deposit Slip o Use the Smart Label to select the Bank Account. ii. The Bank Deposit process will remove all monies from the Cash Balance and enter them into the Bank Account. 4. Bank Account Reconciliation Postings are made to the Bank Account every time a deposit is posted or a check is issued. If you are not processing your Bank Account Reconciliations these postings should be cleaned up on a monthly basis. Follow these procedures to clean up the Bank Account postings on a monthly basis. a. From the Tasks menu select Monthly Bank Accounts. b. From the Bank Account screen, highlight the Bank Account and select View Details. c. On the Bank Account Details screen select All. o This will put a check mark on all Bank Account entries. Page 7
d. Select Tools Reconcile to clear all entries. e. On the Reconciliation screen set the date if desired to the last day of the previous month and select Reconcile. The Bank Account Reconciliation will clear all detailed entries and create a single entry for the reconciliation balance. Additional software speed issues may come from computer maintenance. It would be a good idea to process some computer and Internet maintenance on a monthly basis. These maintenance items would include but are not limited to; Virus Scan Clearing memory from your Internet modem Page 8