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O/PUS Quarter-End Procedures

Each quarter, you use the O/PUS® multi-vendor catalog to update your DDMS® inventory database with the latest wholesaler and manufacturer items, quantities, and pricing. But since it's not a task you do every day, you may have questions on some of the steps. That's where our free training can come in handy.

You may choose from these O/PUS Refresher Training sessions:

• Tuesday, Dec. 27, 10 AM – Noon CST
  or
• Wednesday, Jan. 4, 1 – 3 PM CST
  

To reserve your seat on this popular class, register now on our Virtual Class System!

Top Ten Topics in Two Hours for Quarter-End

In each two-hour session, you can learn about these quarter-end procedures:

1. Learn what's new this quarter
2. Download OPUSInstall software updates
3. Pre-Load Inventory File Compression
4. Check your SQL EBS Import Schedule
5. Use PSNControl to get the data files
6. Review SIMPLE parameters for this quarter
7. Load price plans in two easy ways
8. Finish with vital Post-Load steps
9. Full EBS SQL Import
10. Load monthly wholesaler updates

To reserve your seat on this popular class, register now on our Virtual Class System!

Quarter-End Reference Material

Prior to your chosen Web-based training session, we encourage you to become familiar with the following handouts and Web resources:

O/PUS Quick Reference gives you a quarter-end checklist.

O/PUS Quarter-End Procedure FAQs answers your pre-load, loading, post-load, and troubleshooting questions.

O/PUS Update Notes posts the latest news & dates, and access to the FYI² Notes newsletter archives.

O/PUS Documentation and Vendor File Loading Instructions

Updated! Load Multiple S.P. Richards Price Files At Once (pdf)

New! Using S.P. Richards Carton Pricing (pdf)

To reserve your seat on this popular class, register now on our Virtual Class Calendar!

Year-End Refresher Training

It's that time of year again. Preparing for DDMS® period-ending procedures means picking a RoadMap of your year-end procedures, ordering tax form stock, getting your questions answered ahead of time, and avoiding a few common mistakes.

You can choose from two dates:

• Thursday, Dec. 22, 10 am - noon CST
• Wednesday, Dec. 28, 1 - 3 pm CST

Seven Hot Topics in Two Hours for Year-End

Join one of our free two-hour Web-based training sessions where you can learn to:

1. Get the right RoadMap-specific edition of the Year-End KeyOps based on when your company's financial year starts. Selecting the wrong roadmap can lead to doing year-end procedures twice.
2. Navigate the period-ending parameters, reports, and applications in both text-based and graphical interfaces.
3. Check parameters that can make your year-end procedures go more smoothly, including where to look up passwords, the Month when you do Year-End for Vendor and other databases, journal parameter lists, tax form setup, and federal payroll tax tables to be updated when they're published.
4. Understand the general flow of the updated and streamlined period-ending processes to determine, for example, which optional reports should be printed now to reflect current history, and which may be skipped until later.
5. Complete system shutdown, day-end, month-end, year-end, payroll, and general ledger procedures in the proper sequence, including new steps to sync your EBS SQL data properly before archiving journals.
6. Use the "My Renamed Journals" worksheet to note where your archives reside on your system, noting the difference between the volume serial and the unit number, and mark any differences in your naming conventions.
7. Account for new General Ledger accounts, cost of goods sold, and retained earnings in the proper period and with the proper entries.

And more!

To reserve your seat on this popular class, register now on our Virtual Class System!

Reference Material

Prior to your Web-based training session, we encourage you to peruse thethe RoadMap-specific Edition of the Year-End KeyOps that fits your business. We announce an updated publication every year.

The Year-End KeyOps newsletter, as always, puts all your period-end procedures at your fingertips, including procedures for DDMS system shutdown, DDMS file backup, day-end, month-end, year-end, closing payroll, closing general ledger, and making inventory counts.

Since some businesses close their fiscal year in December while others close in other months, our year-end RoadMap section points the way to the procedures that apply to your business, and helps you avoid unnecessary steps.

We encourage you to become familiar with the updated procedures that apply to your business and begin making any necessary preparations for year-end as soon as possible.

See also Period End FAQs.

It's one thing to read about it; to see it in front of you is quite another.

To reserve your seat on this popular class, register now on our Virtual Class System!

Periodic Maintenance

Sure, you may know about defrag, and you may even run it regularly. Learn what files in DDMS are safe to purge or delete to free up space. And more.

If you keep up with these surprisingly simple periodic tricks, you'll keep DDMS running at optimal performance. In the long run, your staff will be happier because you'll save time for them. Your ECinteractive site will be more responsive, so customers will be happy to keep shopping with you!

You can choose from two dates:

• Tuesday, Dec. 6, 10 am - noon CST
• Thursday, Dec. 20, 2 - 4 pm CST

Surprisingly Simple Tricks for a Speedy DDMS Server

Recommended Attendees: Owners, Key Operator, IT system personnel, or other person who maintains the DDMS Server

Note: Participants should have a good working knowledge of basic windows functions. The topics covered in this class are based on technical support recommendations due to incoming calls from customers. We will not cover every maintenance procedure required by a dealer's Operating System or server manufacturer in this class. Dealers are responsible for maintaining their Windows environment.

Upon completion of the Annual System Maintenance Virtual class attendees will be able to:

1. Reclaim disk space on the DDMS server that is wasted on old temporary files.
2. Understand DDMS work units, volumes, the three-part structure of the TBL DBF files used for DDMS applications.
3. Identify and find external log files that are safe to purge or delete, including TBL.log, Tblserver.log, TBLserverdebug.log, TBLservererrors.log, DDMS.log, and Inodes.log.
4. Clean up your Order Entry, Inventory, and Purchasing databases.
5. Purge files not normally included in Period-End procedures: Autocomm II temp files, Shipping and Picking Manifests
6. Use Diag.exe to repair file problems and pack, or compress data into the proper data definitions.
7. Identify DDMS internal log files that are safe to purge, including DISK-ERROR, EXCEPTION, VER-EXEPT, SPARCO-LOG, UNITED-LOG, ERROR-LOG, and CHANGES.
8. Use the special program ;SPCCMPJR to compress journal data into the proper data definitions (columns), including Accounts Receivable, Accounts Payable, Purchase Orders, and Sales journals.
9. Use the special program ;SPC:NODUP to delete duplicates from I-AUX.
10. Use the special program ;SPC:KILOC to delete bad inventory locations.
11. Compact the EBS SQL database.
12. Schedule your hard drive to be defragmented regularly.

Plus, find other ways to find space!

To reserve your seat on this class, register now on our Virtual Class System!

Reference Material

See also File Maintenance under Utilities FAQs.

System Maintenance (pdf)

Housekeeping for Your DDMS Server (pdf)

To reserve your seat on this popular class, register now on our Virtual Class System!

G/L Closing

Yes, you CAN close General Ledger.

Learn how to do all the new and streamlined steps, and properly save your audit trail for General Ledger at year-end:

• Set up Chart of Accounts properly with categories, sub-categories, fiscal and carry forward entries.
• Determine and post Cost of Goods Sold.
• Copy chart and budget files to create the current year archive.
• Execute G/L year-end to archive the G/L master and related data files.
• Run Data Dictionary to ensure your ability to look up G/L History.
• Run Financial Reports (Balance Sheets, Profit & Loss)
• Post Retained Earnings (net profit or loss).
• You will also learn how to reopen a prior year G/L period to make corrective postings as needed.

You can choose from two dates:

• Thursday, Dec. 8, 10 - 11:30 am CST
• Tuesday, Dec. 13, 2 - 3:30 pm CST

An Outline of What You'll Learn

Opening General Ledger for a New Year

1. Parameters that Affect Closing G/L
   1. Close G/L Passwords
   2. (L0) Volume Serial
   3. (LJ1) G/L Archives
   4. Set (LJ) Do Not Release Out of Balance Batches to N or Blank
2. Chart of Accounts
   1. Adding new G/L Account Numbers
   2. Why Fiscal and Carry Forward are Important
   3. Why the Category Field is Important
   4. Set Sub-Category Field Before Closing to Correct Prior Chart of Accounts.
   5. What Happens When You Reset Summaries
3. G/L Postings for Periods 0-11
4. Cost of Goods Sold (COGS)
   1. Post for Periods 1-11
   2. (UR) Sales Analysis Recap
   3. (R) Inventory Extended Dollars
   4. Accounts Payable can post directly to COGS General Ledger accounts
   5. Can build COGS batch at the end of each month.
5. G/L Batch Report, Releasing Batches
6. Chart of Accounts: Reset Summaries
7. G/L Trial Balance Carry Forward
   1. Y: Assets, Balance Sheet Accounts
   2. N: Sales, Profit & Loss Accounts
8. KeyOp System Utilities (C2) Normal Copy 10-CHART, 10-BUDGET
9. (JY) Year-End Function, Rename Master file to 10-GL
10. (LJ1-C) Enter 10-CHART, 10-BUDGET, 10-GL, 10-GLD, 10-GL-SPEC
11. Data Dictionary 10-CHART, 10-BUDGET, 10-GL, 10-GLD, 10-GL-SPEC
12. Post Retained Earnings (net profit/loss)
    1. Set (LJ) Do Not Release Out of Balance Batches to N or Blank
    2. Usually the first entry after closing G/L, but can be posted any time.
    3. Post to Period 00 of the New Fiscal Year
    4. One-sided entry
    5. Batch is not released at day-end
    6. Release batch manually by specifying period 00 to 00
13. G/L Full Detail Report is optional but recommended for audit trail
14. Financial Reports Options After Closing
    1. Balance Sheet Limits: Year, Category, Location Responsibility Center Additional Columns
    2. Profit & Loss Financial Period and YTD or QTD to Compare
    3. Miscellaneous Trends
    4. Export to a file

Using Close G/L Period to Make Postings to Prior Year

1. Why Use the Close G/L Period?
   1. Can Post Entries to Closed Periods
   2. Batches Don't Release to Closed Periods
   3. Post As Far Back as Period 1 of Prior Fiscal Year
2. Set up Close Period Passwords in Graphical Parameters
3. Entries Commonly Posted to Closed Periods (Prompts for Password)
   1. General Ledger posting
   2. Accounts Payable posting
   3. Voiding Checks in Accounts Payable
   4. Paying A/P Invoices with Hand Written Checks
   5. Specifying A/P Batch Information
   6. Building a Cost of Goods Sold batch using the text-based (W) [E] function
   7. Printing Allocation Batches using the text-based (W) [F] function
   8. Printing checks or A/P deposits using the text-based (QR) [D] function
   9. Printing the G/L Batch Report (a warning message prints on the report)
   10. Releasing G/L Batches (a warning message prints on the report).
4. Edit Prior Year Chart of Accounts
5. Use the Close G/L Period Dialog Box
6. Posting to a Closed Period
7. Reopen, Release Batches, and Close the Period
8. What happens once you close the current year to the prior year

 

To reserve your seat on this class, register now on our Virtual Class System!

Reference Material

See also General Ledger under Accounting FAQs.

General Ledger (pdf)

Year-End KeyOps

To reserve your seat on this popular class, register now on our Virtual Class System!

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