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End Of Month Procedures

The End of Month procedures basically can be carried out through three main steps.

1. Posting to the Ledger.
2. Aging Matter Totals
3. End of Month file clearing.

These procedures will update Matter Status, Age Totals, ( making current amounts now 30-60, and so forth) and purge or delete transactions for those matters you have kept the archived flag set to N.

Post to Ledger
Age Matter Totals
File Clearing
Zero out Year to Date Totals
Zero Year to Date Person Totals
Recalculate Deffered Aging
Return

Posting to Ledger

This view allows you to add the invoiced entries to your ledger. You should have already completed a backup copy of your data to safeguard you against errors that may occur after this point. This action can only be edited by backing up your data and repeating all the necessary process prior to posting entries to the Ledger.

To Post entries to the Ledger

1.Enter the month which you would like the ledger entries to be posted to.

2.Click on the Post Button to add these entries to the Ledger.

A message will be displayed when the process is complete.

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Enf Of Month Age Matter Totals

Before beginning the End of Month Aging Receivables process, make sure you have made a backup copy of all transactions and have posted the transactions to the ledger.

To enter End of Month Aging Receivables information.

Click the ok button.

Automatic processing will begin to age all receivables information.

When the process is complete a message will verify it's completion.

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End Of Month File Clearing

A backup of your data should have been completed prior to your processing this view. Running the End of Month File clearing will remove all monthly person totals and will delete billed time and accounting transactions. Matters that you have flagged to be archived will remain in the files. You have no recourse to edit after running this program unless you have created a backup of your data and re create all steps prior to processing this view. Once you have begun to process the view you may not exit from it until the process is completed.

To process the end of month file clearing

1. Ensure all previous steps have been completed and correct.

2. Click on the "YES" Button to run the program.

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Zero out Year to Date Totals

This process will clear all Year to Date Matter and Person Totals in the report databases. If you have run this program twice in one year then the totals that are cleared will only represent the last six months data. If it has been over a year since you have run this clearing then you will lose all data in the report fields regardless it took place last year or in the current year. Due to the nature of the clearing it is recommended that you have a backup of your data prior to this process. As indicated the Zero Year to Date totals program should be run after closing the last month of the year, including all desired reports. Annual clearing of these totals makes maintenance easier and more accurate. There is no liability in running this report more than once at the end of the year and this process should not be interrupted.

To run this program

1. Click on the Ok Button.

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Zero out Year to Date Totals

This program will change some yearly total data of the past year and should executed with caution. You will only be able to clear out these totals after you have cleared the End of Month totals, ensured that all archived flags are set to "NO" and have cleared out any related totals. Neglecting to do any of the above will not permit you to clear person totals.

To run the Zero Year to Date Person Totals

1. If you would like to clear all person totals at once simply select the Clear all records checkbox.

2. If you would only like to delete specific person totals enter the person code in the person to clear field.

3. Enter the desired related Client/Matter for the individual totals to be cleared.

4.Click the Okay button.

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Recalculate Deffered Aging

This program will recalculate and refresh the un-billed aging totals. If you believe these totals to be incorrect, run this program which will give you the current un-billed aging totals.

To run this program

1. Click the Okay Button.

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