Month End Procedures Cheat Sheet - PestPac Softwaresupport.pestpac.com/documents/Month_End_Procedures_Cheat_Sh… · 1 | P a g e Month End Procedures– Cheat Sheet Use this cheat

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Month End Procedures– Cheat Sheet

Use this cheat sheet as a guide to assist in running recommended reports for your month

end procedures in PestPac. Feel free to print this out separately as a cheat sheet if your

company uses these processes. If you require additional training or support please do not

hesitate to contact us!

Month End Procedure – Service Order and Payment Entry and Reports

Service Orders:

1. Post all service orders for the month you are closing

2. Release Service Order batches for the month you are closing

3. Leave service orders for next month in an open (unreleased) batch

Payments:

1. Post all payments for the month you are closing

2. Release Payment batches for the month you are closing

3. Leave payments for next month in an open (unreleased) batch

Credit Memos:

1. Post all credit memos that you need to create for accounting purposes

2. Release any credit memo batches for the month you are closing

3. Leave credit memos for next month in an open (unreleased) batch

Adjustments:

1. Post all adjustments that you can create for accounting purposes

2. Release any adjustment batches for the month you are closing

3. Leave adjustments for next month in an open (unreleased) batch

To confirm all ORDERS for the month you are closing have been released:

1. Go to Reports, All Reports, Uncommitted Orders Report.

2. Leave Starting Invoice Date blank (this will help catch errors in data entry, like orders

still sitting in a batch from an old month)

3. Enter Ending Invoice Date of the last day of the month you are closing (so orders for

next month are not included)

4. Choose the branch

5. Choose your sorting options and check Group By if you’d like to see totals for each

grouping category (this will not affect what data displays on the report, just the

order/grouping)

6. Include all order types (Service Order, Call Back etc.).

7. Display/Print/Export. If anything comes up on this report, that means it is sitting in a

batch and needs to be released.

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To confirm all PAYMENTS for the month you’re closing have been released:

1. Go to Reports, Payment Register

2. Leave Starting Payment Date blank (this will help catch errors in data entry, like an

incorrect payment date)

3. Enter Ending Payment Date of the last day of the month you are closing


5. Choose your sorting options and check Group By if you’d like to see totals for each

grouping category (this will not affect what data displays on the report, just the

order/grouping)

6. Change ‘Include’ to Uncommitted (this means payments still sitting in a batch)

7. Check Payment Types of Adjustment, Reverse Payments and Payments

8. Run in Detail

9. Display/Print/Export. If anything comes up on this report, that means it is sitting in a

batch and needs to be released.

To confirm that no orders have been released for next month:

1. Go to Reports, Invoice Register

2. Enter Starting Invoice Date of the first day of next month

3. Leave the Ending Invoice Date blank (this will help find any invoices posted with

incorrect dates in the future)


5. Choose your sort/group by options

6. Include all order types (Service Order, Estimate, etc.)

7. Run in Detail

8. Display/Print/Export

To confirm that no payments have been released for next month

1. Go to Reports, Payment Register

2. Enter Starting Payment Date of the first day of next month

3. Leave the Ending Payment Date blank (this will help find any payments posted in error)


5. Choose your sort/group by options

6. Look in Current

7. Look for Committed (Committed means it’s been released. Uncommitted means it’s still

in a batch waiting to be released.)

8. Check Adjustments, Reverse Payments, Payments

9. Run in Detail

10. Display/Print/Export

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Period Lockdown

**Please note that there is a period lockdown module that will help with the above process.

The period lockdown module allows you to set preferences for the prohibiting of releasing after

the period is closed along with setting warning preferences for users who enter in dates before

or after certain events. If a user enters a date that falls outside of the preferences, they will

receive a pop up warning indicating that the date they entered does not fall within the

acceptable range of dates based on the preferences below. The Period Lockdown Module

affects invoices, payments, reverse payments, adjustments and credit memos. To enable go to

Company > Company Setup > Period Lockdown > Check the settings you’d like and click Save.

By turning this option on, you can run the AR Report ‘as of’ a date. The "Run as of Date" must

be a date after a period was closed in a 1.39.0 or higher database in order to return an accurate

report. The ""As of Date"" used will include all transactions for that date. Please refer to the

‘Instructions & Limitations link on the AR Report screen for more details.

Month End Procedure – Reports

Once you have confirmed that batches are released properly, you can print reports of the total

billable work and the total payments for the month.

Report for Billable work for the month

Go to Reports, Invoice Register

Enter Starting Invoice Date of the first day of the month you are closing

Enter Ending Invoice Date of the last day of the month you are closing

Choose the branch if applicable and Choose the sorting/group by options

Select Non-Voided (defaulted)

Select from Both (Invoices and Credit Memos)

Include Records from Current

Format of Summary (if you want to see the invoices detailed out, choose format of Detail)

Display/Print/Export

Report for Payments received for the month

Go to Reports, Payment Register

Enter Starting Payment Date of first day of the month you are closing

Enter Ending Payment Date of last day of the month you are closing

Choose the branch if applicable and Choose the sorting/group by options


Include Committed

Select the Payment Types of Payments and Reverse Payments

Include all Credit Statuses

Format of Summary (if you want to see payments detailed out, choose format of Detail)


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Month End Procedure - Additional Reports

Adjustments Created for the month


Enter Starting Payment Date of the first day of the month you are closing

Enter Ending Payment Date of the last day of the month you are closing

Choose the branch

Choose the sorting/group by options


Include Committed

Select the Payment Types of Adjustments

Uncheck Payments and Reverse Payments


Format of Summary (if you want to see payments detailed out, choose format of Detail)


**Feel free to combine the adjustment report with the payment report above. You will get

separate totals for adjustments and payments/reverse payments. Then PestPac will take the

total for adjustments and the total for payments/reverse payments to give you a grand total.

So, adjustments will inflate your Payment Register.

Payments with balances (to help find payments that have not been applied to an invoice)




Choose the branch

Choose the Sort/Group by options


Include Committed

Select the Payment Types of Payments, Reverse Payments and Adjustments


Format of Detail

Check ‘Show Payments with Balances Only’


**After running this report, if you want to run the auto-apply utility and then re-run the report

described above to see if the auto-apply helped with any payments that were applied.

To run the auto-apply credits utility:

Go to Tools, Data Update Tools

Click on Auto-Apply Credits

Select Branch

Leave Exact Matches only Unchecked

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Apply

**This will follow the rules set forth in your Company Setup under the heading of Auto

Apply. **

Annual Prepayments

This report will show amount collected in annual prepayments, where a user on the enter

payment screen checked the Prepayment box.




Choose the branch

Choose the Sort/Group by options


Include Committed

Select the Payment Types of Payments and Adjustments

Uncheck Reverse Payments


Format of Detail (or Summary)

Check ‘Show Annual Prepayments Only


Credit Memo Report by Reason

A credit memo is a negative invoice. The Credit Memo Report by reason will show you why you

are writing off invoices (i.e. bad debt, collections, etc).

Go to Reports, All Reports, Credit Memo Reason Report

Enter Starting Date of the first day of the month you are closing

Enter Ending Date of the last day of the month you are closing

Choose the branch

Choose the Sort/Group by options (to see just totals for each Credit Reason, sort by Credit

Reason and check Group by then run in Summary)

Select Non-Voided


Format of Summary or Detail (detail to see each credit memo)

Display/Print Export

Credit Memos with a Balance

Most credit memos should be applied at the time they are created. They are sometimes left

unapplied in error, so this report will help catch any mistakes.

Go to Reports, All Reports, Invoice List Report



Choose the branch

Choose your Sort/Group by options

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Format of Detail


Uncheck Include Invoices, Pre-Bill, Production, Re-Do, Estimate, Finance Charge, Not Serviced

Check Credit Memo

Leave all items in Origin Checked

Uncheck Include Invoices with Zero Balance (we are looking for credit memo invoices with a

balance)

Choose your show columns at the right


Not Serviced Invoices (these are invoices posted with an order type of Not Serviced)

Go to Reports, All Reports, Invoice List Report



Choose the branch

Set Void Status to Voided (about mid-way down in selection criteria)

Choose your Sort/Group by options

Format of Detail


Uncheck Include Invoices, Pre-Bill, Production, Credit Memo, Re-Do, Estimate, Finance Charge

Check Not Serviced

Leave all items in Origin Checked

Choose your show columns on the right


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Month End Procedure - Reports to help reconcile AR

First, let’s review dates associated to transactions in PestPac.

Invoices

-Invoice Date is the date manually keyed by the user on the invoice.

-Add Date is the date it becomes an invoice. (In other words, when the batch is released.)

Let me give an example to be more specific, I am posting work today 1/4/09 for 12/31/08. The

invoice date is 12/31/08 (because it’s pulling from the work date). The add date is 1/4/09. The

add date is based upon the system date of the program.

Payments

-Payment Date is the date manually keyed by the user on the payment.

-Entry Date is the date the payment is actually entered.

-Application Date is the date the payment is applied to an invoice.

Example, I enter a payment today 1/4/09 for 12/31/08. The payment date is 12/31/08. The

entry date is 1/4/09. If the payment is applied directly to an invoice, the application date will be

equal to the entry date (1/4/09). If the payment is an open credit (in other words, it’s a

prepayment), then whatever date the invoice is posted and released will be the application date.

So if a payment is sitting on an account from 12/15/08 and the invoice is posted today (1/4/09),

the application date of the payment is 1/4/09.

You can run an Invoice Register Report or a Payment Register Report by any of the dates

mentioned above.

So, when it comes to reconciling your AR running an Invoice Register by Invoice Date does not

give you a full picture. Most companies will run the Invoice Register by Add Date and a

Payment Register by Entry Date to help reconcile their AR.

First, let’s see what the add dates are for invoices in the current month:

Invoice Register sorted by Add Date



Entering Ending Invoice Date of the last day of the month you are closing

Choose the branch

Primary sort by Add Date

Check group by

Select Non Voided

Select From Both Invoices and Credit memos


Format of Summary

Display

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Now we have the starting and ending dates for when invoices for this month were entered.

Let’s see if there were any other invoices entered one those dates for the previous month or the

next month.

Invoice Register by Add Date sorted by Invoice Date


Enter Starting Add Date of the first day of the month you are closing

Enter Ending Add Date of today

Choose the branch

Primary sort by Invoice Date

Check Group By

Select Non Voided



Format of Summary

Display

This will show you the dates on invoices that were released from a batch within the date range.

Looking at your live data, invoices for the month you are closing that were posted in the next

month.

If you want to get a better picture, change your primary sort to Add Date and check group by.

Change your secondary sort to Invoice Date and check group by. This will show you the days

that users are posting invoices (add date) and the dates assigned to the invoices (invoice date).


Enter Starting Add Date of the first day of the month you are closing

Enter Ending Add Date of today

Choose your branch

Primary sort by Add Date

Check Group By

Secondary sort by Invoice Date

Check Group By

Select Non Voided



Format of Summary

Display

This report will help you find if invoices for next month were released before the current month

was closed. Since PestPac does not have the ability to run a historical AR report, it becomes

very difficult to balance out the AR report if this happens. This is why we suggest not releasing

next month’s batches until the previous month is closed.

You would need to follow similar steps on the Payment Register.

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Payment Register sorted by Entry Date



Entering Ending Payment Date of the last day of the month you are closing

Choose the branch

Primary sort by Entry Date

Check group by


Include Committed

Check Payment Type of Adjustments, Payments and Reverse Payments


Format of Summary

Display

This will show you payments dated for the current month and their entry dates. This will help

you see if any payments for this month were posted in the next month.

Payment Register by Add Date sorted by Invoice Date

Enter Starting Entry Date of the first day of the month you are closing

Enter Ending Entry Date of today

Choose the branch

Primary sort by Payment Date

Check Group By


Include Committed



Format of Summary

Display

If you want to get a better picture, change your primary sort to Entry Date and check group by.

Change your secondary sort to Payment Date and check group by. This will show you the days

that users are entering payments (entry date) and the dates assigned to the payments

(payment date).

Enter Starting Entry Date of the first day of the month you are closing

Enter Ending Entry Date of today

Choose the branch

Primary sort by Entry date

Check Group By

Secondary sort by Payment Date

Check Group By


Include Committed

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Format of Summary

Display

Documents

Month End Procedures Cheat Sheet - PestPac Softwaresupport.pestpac.com/documents/Month_End_Procedures_Cheat_Sh… · 1 | P a g e Month End Procedures– Cheat Sheet Use this cheat