Daily Close 3: Post Invoices

Back Office Menu -> Daily Close Menu -> Daily Close 3: Post Invoices

Reports Menu -> Automatic Reporting -> Function RSRJ10 -> runs Daily Close 3

The posting records prepared in Daily Close 2 are printed out and posted to the Customer's Accounts in the A/R sub-ledger and to the General Ledger, using Daily Close 3.
Refer to the Daily Close Overview for procedural information and process flow.

Divisional Restricted Views assigned to the operator are respected when Daily Close 3 is run from this option.

The following reports print with details and the summaries:

The Rental Journal is the audit trail for all invoices which were paid in full including deposit, cash, visa, etc.
This report also includes and posts the following transactions:
- Any product cost expenses for parts used in Close Internal Work Orders
- Any labor cost expenses on service of a Rental or Sales product in Close Internal Work Orders when the Post Internal Work Order Labor To GL feature has been activated in the Divisional Work Order Parameters
- Any rental product cost and depreciation adjustments generated from Inventory Transfers to External Branch and External Branch Inventory Receipts
- Any rental product cost and depreciation adjustments generated from 'Permanent Transfers' in Inventory Transfers when the Enable Permanent Transfer Processing is activated in the Company Inventory Parameters
- Any product cost adjustments generated from Manufacturing Receiving
- Any product cost transfers generated from Asset Reclassification Utility
- Any payment transfers initiated in Transfer Customer Payments or from Clear Unapplied A/R Account Balances when there are division changes and the Activate G/L Posting By Division feature is activated in Support Application Parameters
- Expired Reward Dollars are posted as explained in the Reward Program Maintenance.
The A/R Sales Invoice Journal is the audit trail for all invoices which were On Account, or partially charged On Account.

These Journals are the FINAL audit trail for invoices, and should be stored for accounting and auditing purposes.
The earlier reports printed from Daily Close 1 can be discarded once they have fulfilled their usefulness. The reports that can be discarded include: Invoice Edit Report, Daily Business Report, and Bank Deposit Worksheet.

Automated Posting Option:: If preferred once Daily Close 2: Generate Postings is completed, the Daily Close 3 Posting can be setup to run automatically with the resulting reports emailed to staff as defined in Automatic Reporting.
Automated posting of Post Account Invoices is controlled by ARIF10 and automated posting of the Rental Journal Transactions is controlled by RSRJ10.
Posting of Daily Close 2 can also be automated and is controlled by RSID20.
Note: Restricted views is not respected when Daily Close 3 is posted from automated reporting.
"Print Transactions To File" Option:: If these daily close journals become very large, some firms prefer to write the transactions to an ASCII file, rather than to print them out on paper.
This can be activated in the Company Daily Close Parameters by the Print Transactions to File in Daily Close 3 where the preferred directory can also be defined.
When this option is used the reports do NOT print, instead the transactions can be viewed immediately in the window.
After the information has been accepted the files may be viewed from View A Text File.
Refer to Company Daily Close Parameters for more detailed information on this process and on the file naming convention.
Data Export To XML Option:: The processing to export data to XML can be defined and activated in the Company Daily Close Parameters, so that any G/L transactions including journals and GL checks, any A/P invoices, and any A/R transactions including invoices, credit invoice, and finance charges, that have been posted since the last running of Daily Close 3 as well as any Purchase Orders for EDI suppliers that have been generated since the last Daily Close 3, are exported to an XML file, after the posting of the A/R invoices is completed in Daily Close 3.
A parser can then be used to reformat the XML output, with selected data that can then be converted to new formats.
Utilities in XML Data Export Menu can be used to review, modify, or regenerate the XML export transaction information.
View XML Parser Log tracks the success or error results of the export.

The prompts to begin the posting process are:

POST RENTAL JOURNAL

START DAILY CLOSE 3 Confirmation Screen

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.
Click the YES button to begin printing the report.
Click NO to abort.

POSTING Confirmation Screen

Review the report output.
Click the YES button to begin posting the Rental Journal transactions to the General Ledger.
Click NO if the printer jammed or the report is not correct. To reprint the Rental Journal, re-select the Daily Close 3 option.

If the option to Write Invoice Summary Records to ASCII Files has been activated in Company Daily Close Parameters, the report does NOT print.
Window to view the transactions that are ready to post.
When accepted, the export file name with the complete path is displayed on the screen.

G/L ACCOUNT ERRORS
A check on the postings is made to confirm that each transaction has a valid G/L account. If any transactions are found that do NOT have a valid G/L account, posting is aborted. An error displays on the screen identifying the Trx# on the journal. These can be corrected in Review Rental Journal Transactions.

Posting Control for Rental Journal
The post Rental Journal transactions program is designed to be run by one operator at a time.
If a second operator tries to post the same program, a warning will appear on the screen preventing the second user from proceeding. The conflict in posting is controlled by the Posting Control flag, which is set internally when the first operator initiated the posting process.

If for some reason, such as improper computer shutdown, the first operator has not exited the posting program properly to release the program, then the Posting Control flag will not be reset automatically to allow the next person to run the posting for that batch. The operator will not be able to proceed until the flag is reset.

The operator will only be able to reset this Posting Control flag if he has permission to reset the Daily Close 3 - Rental Journal flag as controlled by his Security Role that is defined in Operators.
Whenever the posting control flag for Rental Journal is reset, a record is written to the Delete Log for the Function RSRJ70.

Refer to Daily Close 1/2/3 Process Locks for further status on GLPF locks for this function.
POST A/R INVOICES

BATCH CODE

The batch code for the Daily Close invoices is system defined as _DC.

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.
Click the ACCEPT button at the bottom of the screen to begin printing the A/R Sales Journal, or CANCEL to abort.

Note: This posting utility does respect the operator's restricted views.

POSTING Confirmation Screen

Review the report output.
Click the YES button to begin posting the A/R Invoices to the General Ledger and to the Customer accounts in the A/R sub-ledger.
Click NO if the printer jammed or the report is not correct. To reprint the Rental Journal, re-select the Daily Close 3 option.

If the option to Write Invoice Summary Records to ASCII Files has been activated in the Company Daily Close Parameters, the report does NOT print.
Window to view the transactions that are ready to post.
When accepted, the export file name with the complete path is displayed on the screen.

The G/L transactions from Post A/R Invoices can be viewed in the Inquiry By Account# or Inquiry By Transaction#, and even output to a spreadsheet from the G/L Activity By Posting Source utility.

Posting Control for A/R Invoices
The Post A/R Invoices program is designed to be run by one operator at a time per batch.
Locking will occur if another operator attempts to run the program at the same time, or if the first operator did not exit the posting program correctly.
A Posting Control Information warning will appear on the screen preventing the second operator from proceeding, and only operators with Security Role permission to reset the Accounts Receivable - Invoices flag will have access to the RESET button that unlocks the program.
Whenever the posting control flag for A/R Invoices is reset, a record is written to the Delete Log for the Function ARIF70A.

Note: This posting control flag also applies to the A/R Invoices posting initiated from Post A/R Invoices.
Refer to Daily Close 1/2/3 Process Locks for further status on GLPF locks for this function.

Posting Control for Warehouse Receiving Cost Adjustments
The Post Warehouse Receiving Cost Adjustments program is designed to be run by one operator at a time, and cannot be run at the same time as Post Warehouse Cost Adjustments.
Locking will occur if another operator attempts to run the program at the same time, or if the first operator did not exit the posting program correctly.
A Posting Control Information warning will appear on the screen preventing the second operator from proceeding, and only operators with Security Role permission to reset the Inventory - Warehouse Cost Adjustments flag will have access to the RESET button that unlocks the program.
Whenever the posting control flag for Warehouse Cost Adjustments is reset, a record is written to the Delete Log for the Function INWR91.

Topic Keyword: RSRJ10

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