Autologue User`s Manual – Month End Processing Page i Table Of
Contents
1. EXIT PROGRAM e With the cursor positioned at the ROLL QUARTERLY INVENTORY HISTORY prompt enter Y or N and press lt Return gt Entering Y will roll the Current Quarter Unit sales unit values into the previous quarters history periods for all part numbers within the Inventory file This should only be rolled at the end of each quarter e With the cursor positioned at the CLEAR CURRENT UNIT SALES REPLENISHMENT DATA prompt enter Y or N and press lt Return gt Entering Y will clear the Current Period Unit Sales field for all part numbers within the Inventory file This field can be cleared monthly or allowed to accumulate e With the cursor positioned at the ZERO OUT STOCK OUTS prompt enter Y or N and press lt Return gt Entering Y will clear the Stock Outs field for all part numbers within the Inventory file This field can be cleared monthly quarterly or at any month end e With the cursor positioned at the CLEAR GRAPH 7 IN CUSTOMER FILE prompt enter Y or N and press lt Return gt Entering Y will clear the Customer Product History field graph sales information Product history allows customer purchases to be broken up into 24 different groups to analyze a buying pattern This field can be cleared monthly quarterly or at any month end e With the cursor positioned at the CLEAR LOST SALES RECORDS prompt enter Y or N and press lt Return gt Autologue User s Manual Month End Processing Page 7 Entering Y wil2. for primary product categories by jobber and warehouse sales volume 13 2 1 1 Sample Monthly Inventory Sales Report PRODUCT LINE A 0 B 0 NET SALES TURNOVER RATIO A KEE 3 4 1 4 INVENTORY MONTHLY INVENTORY SALES REPORT DATE MM DD YY 58 BCA BEARING SEALS GREASE C0 D 0 W 0 R 0 8 0 i CATALOGUE DATE mm yy CURR MO DEC OCT SEP AUG 330 00 260 350 480 650 610 590 38 40 41 42 39 41 5 4 1 0 4 1 220 233 284 296 255 284 BEGIN MO 990 88 PURCHASES CURR MO SALES CURRENT MONTH 330 86 INVENTORY MONTH END 732 60 COST OF SALES PROFIT DOLLARS 129 56 MONTHS INVENTORY SUPPLY S56 CORE SALES CORE VALUE 0 00 PRODUCT LINE A 0 B 0 NET SALES TURNOVER RATIO INVENTORY 59 EAT CAM BRGS GASKETS C0 D 0 W 0 R 0 i z CATALOGUE DATE mm yy CURR MO OCT SEP AUG 287 60 100 110 80 80 80 54 60 48 56 8 gy 9 cal Ts Ty 116 165 BEGIN MO 2784 28 PURCHASES CURR MO SALES CURRENT MONTH 287 60 INVENTORY MONTH END 2669 24 COST OF SALES PROFIT DOLLARS 114 40 MONTHS INVENTORY SUPPLY 15 4 CORE SALES CORE VALUE 0 00 13 2 2 Sales Tax Report The Sales Tax Report prints the taxable sales and tax collected totals for all state tax codes that have been setup A grand total is given at the end of the report The Sales Tax Report totals the taxable sales and tax collected by reviewing the Customer file The Customer file contains the following information for each customer state code taxable sales and tax collect
3. print the following information by product line Net Sales Return on Investment Profit Percent GMROI Turnover Ratio The report provides grand totals of sales and inventory values for all 256 product lines The formula for determining the Inventory Turnover Ratio is Beginning Ending Month Inventory Value Average Inventory Value 2 Current Month s Cost Of Sales X 12 Annualized Cost Of Sales Annualized Cost Of Sales Average Inventory Value Inventory Turnover Ratio The formula for determining the Return On Investment ROI is Current Month s Profit Dollars X 12 Annualized Profit Dollars Annualized Profit Dollars Average Inventory Value Return On Investment Percentage The formula for determining the Gross Margin Return On Investment GMROI is Current Month s Profit Dollars Gross Margin Percentage Current Month s Sales Gross Margin X Return On Investment Gross Margin Return On Investment Percentage Autologue User s Manual Month End Processing Page 9 A typical GMROI is close to 100 but it varies from year to year and with the size of the business GMROI is also known as the Turn and Earn Profitability Index We encourage comparing the GMROI in primary product categories to the average GMROI figures of similar business in the same sales volume category The Automotive Wholesaling Financial Operation and Performance Analysis published annually by ASAI lists average GMROI
4. Autologue User s Manual Month End Processing Page i Table Of Contents 13 Introduction Month End Processing ccsscscscsssssscsssssssssssssssssssssssssssssssssssseseeseses 1 13 1 Month End Closing Summarized esesessosesererersososereseseseseseseseosorososeserereesosesesesesesesess 1 13 1 1 Month End Processing sessssssesesesesssesesesossssesosososossssosesesososesesesssossesesosesososessssesese 1 13 1 2 Additional Notes On Month End seseseseseseosososeresercosososeseseseseseseseososososesereesesosese 2 13 2 Performing The Month End Procedure sessesesesesesesesesessorososesesereesoseseseseseososesesesesesesess 2 13 2 1 Monthly Inventory Sales Report eseseseseseesoroserercecosososesesesesesesessososososererersesesese 7 13 2 1 1 Sample Monthly Inventory Sales Report sssseseserereosososesesesesesesessosososesee 9 13 22 Sales Pax Report ctcsctstss siadcsssceicsrastuaatesnscadSs idesatt srseusd seatcsaheaseciedeeascea cen nsenedsusbcatubie 9 13 2 2 1 Sample Sales Tax Reportercsicestsssscecsicssceahsnisesssesdcvatsaasecnsiuancoatsbivendsiadeossnsne 10 Revision 3 02 Version 7 1 Autologue User s Manual Month End Processing Page 1 13 Introduction Month End Processing Month end processing is a procedure that must be performed in order to roll the open account balances for customers to the next balance period as well as rolling the inventory sales history information at the end of a fiscal quarter i e Ma
5. In addition several other options are available to Clear Current Period Sales Units Zero Out Stock Outs Clear Customer Sales History Clear Lost Sales Records and print a Monthly Inventory Report fee Oe OH Oo OM Autologue User s Manual Month End Processing Page 2 The Month End Process will perform the following functions Clears all flagged Customer Vendor statement details Rolls all customer open balances forward Clears all current month customer and product line sales totals Rolls all monthly customer sales history totals forward Increments each customers Months on System field Updates beginning month inventory value for each product line Calculates each product lines Inventory Turnover Ratio Rolls all monthly product line sales history totals 13 1 2 Additional Notes On Month End To develop consistency in billing procedures and sales analysis the month end procedure should be done at the same time each month Typically a month end close is performed on the 25t or 31st of each month Review the third page of the Daily Sales Analysis Report for open workspaces and remove them before performing the month end process By removing all workspaces the inventory value and product line sales totals will be accurate Open workspaces can be re entered after all month end functions are performed Retire the backup tape or diskettes made as part of the month end procedure The backup is critical if hardware or data errors de
6. ed Autologue User s Manual Month End Processing 13 2 2 1 Sample Sales Tax Report MM DD YY HH MM SS lt lt REPORT SALES TAX BY STATE gt gt STATE TAX TOTAL TAXABLE TOTAL TAX CODE PERCENT SALES COLLECTED 210905 06 13708 83 10211 02 GRAND TOTALS 221116 08 14398 07 Page 10
7. hile running the following message will appear during a normal login xxxxxxxx x THE ESSING HAS FAILED xx THIS MAY BE DUE TO A POW TAGE OR A DATA ERROR IF YOU ARE AWARE OF POWER INTERRUPTION PLE 3 EL THE MONTH END BACKUP THROUGH RESTORE DATA FILES ON THE SYSTE MENU AND RERUN THE MONTH END PROCESS OTHERWISE PLEASE CALL ER SERVICE FOR FURTHER INSTRUCTIONS This message indicates that the month end process has encountered difficulties This may be due to a power problem or data error If unaware of a power interruption restore the data using the backup tape Otherwise contact the Autologue Customer Service Department for assistance 13 2 1 Monthly Inventory Sales Report The Monthly Inventory Sales Report is a powerful inventory management tool that supplies sales and turnover ratio analysis for each product line for the current month plus the past 24 months Autologue User s Manual Month End Processing Page 8 By product line the report will print the following information for the current month Net Sales Turnover Ratio Cost of Sales Return on Investment Profit Percent GMROI Profit Dollars Months of Inventory Supply Core Sales Value of Inventory Purchases Core Value of Inventory For the previous 24 months the report will
8. l delete all lost sales records from the Lost Sales file This field can be cleared monthly quarterly or at any month end Note A Lost Sales Report should be printed before deleting all records in the Lost Sales file e With the cursor positioned at the PRINT MONTHLY INVENTORY REPORT prompt enter Y or N and press lt Return gt Entering Y will generate a detailed Monthly Inventory Sales Report listing sales information and analysis ratios by product line plus sales and inventory values of the entire inventory e With the cursor positioned at the ZERO OUT ALL TAX TOTALS prompt enter Y or N and press lt Return gt Entering Y will zero out the Tax Collected field totals for all customers within the current period e With the cursor positioned at the BEGIN PROCESSING prompt enter Y or N and press lt Return gt Entering Y will display the message PROGRAM IN PROGRESS and begin the rolling of the Product Line file As product lines are rolled the product line number will be displayed in the lower right hand corner The system will then print the Monthly Inventory Sales Report if request It will then start calculating the service charges for each customer and print a report It will then print a tax report Entering N will return the cursor to the ROLL QUARTERLY INVENTORY HISTORY prompt The management printer must be ON LINE for the Monthly Inventory Sales Report to print If the month end process fails or terminates w
9. r the Autologue software allows user s to print the prior month s statements Therefore it is possible to print statements once month end is completed With the cursor positioned at the DO YOU WANT TO RUN STATEMENTS NOW BEFORE STARTING ROLL OVER ANSWER Y N prompt enter Y or Nand press lt Return gt If Y is entered the screen will then prompt to load the statement forms on the printer After loading the statement paper enter Y at the PLEASE LOAD STATEMENT FORM ON THE PRINTER prompt and press lt Return gt The following screen will now be displayed as shown PREPARE STATEMENTS FOR 1 PRIOR MONTH 2 CURRENT MONTH ENTER 1 OR 2 Bf Eii sa EEATT With the cursor positioned at the ENTER 1 OR 2 prompt enter 1 Current Month or 2 Prior Month and press lt Return gt If Nis entered at the DO YOU WANT TO RUN STATEMENTS NOW BEFORE STARTING ROLL OVER ANSWER Y N prompt with the cursor positioned at the HAVE YOU ALREADY RUN STATEMENTS FOR THIS MONTH Y N prompt enter Y and press lt Return gt Autologue User s Manual Month End Processing Page 6 The Monthly Roll Over screen will now appear as shown MONTHLY ROLL OVER ENTER Y N ROLL QUARTERLY INVENTORY HISTORY CLEAR CURRENT UNITS SALES REPLENISHMENT DATA ZERO OUT STOCK OUTS CLEAR GRAPH 7 IN CUSTOMER FILE CLEAR LOST SALES RECORDS PRINT MONTHLY INVENTORY REPORT ZERO OUT ALL TAX TOTALS _
10. rch June September December Month end processing will not allow month end to be performed without first doing a backup and without first running statements Note If prior month is setup on the system statements can be printed after the month end procedure has been performed To have a prior month statement and aged accounts receivable reporting capabilities please contact a Customer Service Representative to set this up on the system 13 1 Month End Closing Summarized Note Before starting the month end processing it is vital that Product Line and Inventory Hash Count Checks be run See the System Commands section of the user s manual System Backup Perform a backup of the data files and retire it for safekeeping Daily Sales Analysis Print a Daily Sales Analysis Report for counterman A 9 Transaction Register Print and then clear the Transaction File Customer Sales Analysis Print a Customer Sales Analysis Report for all Customers or optionally by Salesman Print Statements Print Month End Statements for all Customers Vendor statements can also be printed Print Aged A R Balance Print a complete Aged A R Balance Report Month End Procedure Prepares Customers and Vendors for month end closing Closes the current month making way for the new month Prints a Sales Tax Report 13 1 1 Month End Processing The Month End Processing program rolls forward all accounting and monthly sales history period information
11. s at login during month end Any attempt to continue with daily sales activity during the month end procedures can account for major problems in customer and inventory records Note the reminder that a new month will begin after completion of the month end process Once it s complete the only way to reverse the process is to reload the most current data backup e With the cursor positioned at the CONTINUE Y N prompt enter Y or N and press lt Return gt If N is entered the user will be returned to the Autologue Main Menu Autologue User s Manual Month End Processing Page 4 If Y is entered the following screen will be displayed MONTHLY ROLL OVER HAS THE SYSTEM BEEN BACKED UP Y N E EXIT PROGRAM e With the cursor positioned at the TODAY Y N prompt enter Y and press lt Return gt if a back up has been performed or enter N and press lt Return gt if a back up has NOT been performed If N is entered the screen will display the message YOU ARE GOING TO BACK UP YOUR SYSTEM NOW The Backup Program will be automatically called up so the user can perform a backup If Y is entered the following screen will be displayed MONTHLY ROLL OVER DO YOU WANT TO RUN STATEMENTS NOW BEFORE STARTING ROLL OVER ANSWER Y N E EXIT PROGRAM Autologue User s Manual Month End Processing Page 5 Remember that statements should be run before the month end rollover Howeve
12. velop during the month end closing process Printing a Customer Sales Analysis Report can be used to determine salesperson commissions based upon net sales and profit or for just analyzing a Customer s sales activity Printing a Negative Quantity On Hand Report the night before the month end process can insure an accurate store inventory value to be totaled on the Monthly Inventory Sales Report Month end processing must be run with all other terminals at the login prompt If clearing stock out values we recommended printing a Stock Out report prior to clearing If clearing lost sales records we recommended printing a Lost Sales report prior to clearing Using the Flexible Printing program and a second printer user s can print statements on two printers at once 13 2 Performing The Month End Procedure From the Autologue Main Menu enter 12 Month End Processing and press lt Return gt Autologue User s Manual Month End Processing Page 3 The following screen will now be displayed as shown MONTHLY ROLL OVER ae WARNING THIS PROCESS WILL PHYSICALLY CLOSE YOUR CURRENT MONTHS ACTIVITY FOR CUSTOMER VENDOR ACCOUNTS AND START A NEW MONTH AFTER IT S COMPLETED CONTINUE Y N E NOTE MAKE SURE NO ONE ELSE IS USING THE SYSTEM goede BEFORE ANSWERING 797 aooo _ EXIT PROGRAM The purpose of this message is to remind the user that it is very important to have all other terminal
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