Computer Ease Technical Support
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Month End Processing Checklist
The end of month processing consists of the reports and updating functions necessary to control and audit the rental system. The end of month is run after the daily work for the last working day of the month is completed.

For further detailed information, please see the RCS ceFoundation User Guide section 6.0.

The PROCESS MONTH END must be run after the END OF DAY for the last business day of the month and before the first business day of the next month.
 This is because equipment, inventory and parts revenue is updated as soon as a contract is completed.

The PROCESS MONTH END is a 'stand alone' process meaning that only the user performing the month end can be using the system.

The Month End Processing steps are arranged so that the operator can run the jobs in sequence starting at the top of the list. Your company may not require that all steps be accomplished during the end of month. See your company's checklist for the specific tasks that should be run.

06/09/2006                                                  OPER  36 USER      0
                      MONTH END PROCESSING

   1. MONTH END BACKUP
   2. PROCESS MONTH END
   3. PURGE FUNCTIONS
   4. EQUIPMENT ANALYSIS FILE
   5. DISPOSED EQPT FUNCTIONS
   6. DIRECT POSTING GL LIST
   7. UPDATE # RENTAL DAYS HIST

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After completing a month end in RCS ceFoundation, be sure to also complete a month end in any other applications that you are using. These might include applications such as Accounts Receivable or Accounts Payable.

For your convenience, below is a checklist you can fill out to keep track of the steps your company requires to process a month end in RCS ceFoundation.

Steps 1 through 3 are required to successfully process month end in the RCS ceFoundation system. Your company however will have requirements beyond simply steps 1 through 3. These requirements may include but are not limited to purging functions, reporting functions, GL interface functions, etc.

StepMenuDescription
11MONTH END BACKUP(*1)
22FILE SPACE VERIFICATION [for applications RN, RF, RX, and all others in use](*2)
33PROCESS MONTH END
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*1 Computer Ease recommends that the month end backup is kept for at least three months.
 
*2 This step applies to UNIX customers only. Please contact Computer Ease Technical Support should any file be less than 20% available or display a warning.
 
Notes
  1. Processing month end will update the equipment history, repair history, store history, inventory history, parts history, equipment life-to-date rental and repairs, equipment, equipment 2, inventory, inventory 2, parts, parts 2, MTD record, copy the equipment, inventory and parts files to the EOM files, and update the rental GL period.
     
  2. For each of the history updates, the system will display the last month end processing date or “N/A”. “N/A” means that the store options for that type of update is set to “N” and/or that the required file(s) are not in the store where the month end is being performed.

    If the system is not displaying the last month, stop and contact technical support for assistance
     
  3. For each of the history updates, enter the end of the month currently being processed.
     
  4. The End of Month Audit List will be printed. This report must be reviewed to insure a successful End of Month was processed before continuing with the next step.
     
  5. Last Month Reports & Maintenance. The last month reports and maintenance will provide you rental and sales analysis reports for the previous month any time during the new month.