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In this section we will discuss what is referred to as End of Month Process for Period Costs. This setting section controls when the End of Month Process will run at the Global Level for all facilities.
For setting the End of Month Process at the Facility level see the Facility Period Cost Settings section.
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Automated End of Month Process:
To turn on the Automated End of Period Process Globally the settings are found in the Period Cost Settings sections found under the Admin main menu and Company Info Sub menu.
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Field | Field Description |
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Automate Monthly Fixed Costs | This Toggle is the “Global” Master switch to turn on the |
Period Cost Automated Process. |
Schedule Time | Sets the Time you want the End of Month Process to Trigger. |
Day (Date) | This Radio Button Allows you to set the End of Month Process to trigger on a certain |
Date each month. Note: Setting it to 31 will guarantee that it runs on the last day every Month regardless of the number of days in that month. |
Week and Day | This Radio Button Allows you to set the End of Month Process to trigger on a certain |
Week and |
Day each month. For Example: we want the End of Month Process to Trigger on the First Monday each Month |
Turning on Automated End of Month
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Web EOP now can be turned on and it allows for:
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Process
With the Automate Monthly Fixed Costs Switch Turned on:
RTA Will Automate the recurring executed time it runs based on:
Time of day the process is to be run
Recuring Recurring Day of the month
ie For Example: Run the 1st of the Month or
OR run the 31st of the month (Which translates to always running on the “last day of the month” even on those months with less then 31 days)
Can set up a certain day within a certain week.
For Example: Run on Monday every 1st week of the month
What Automated End of Month Process Does to the Data
When this process is run it will trigger the following processes “Events” in the RTA System:
Facility Defaults Panel
Parts (Non-Chargeable):
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Parts: Non-Chargeable
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Non-Chargeable Parts are defined as items that do not directly bill to a work order such as Shop Supplies like bolts, rags, and/or solvents. |
Posts the monthly non-chargeable parts based on the average monthly usage numbers
These also pull directly from Stock Area “A”
Only
This reduces Reduces the Inventory amounts for those parts and creates Parts Adjustment Records for those parts coming out Also updates of Inventory
Adds up the cost of the non-chargeable bucket data found in the Facility file
Parts: “Chargeable Parts”
The 12 Usage fields in parts reset and roll the parts from Usage 1 to 12 to update the rolling 12 month data
Updates the Usage per Year and Usage Average per Month fields as well as recalculating and updating each unlocked parts Re-Order Point/Re-Order Quantity for parts to a facility and adds to the facility record behind the scenes for reporting purposes
Parts: Chargeable
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Chargeable Parts are defined as items that are directly posted to work orders. |
Moves the Data in the 12 Period Usage fields found in the Parts Usage Information screen and resets Period 1 Field to Zero for a new month. All the Period quantities roll into the next Period.
For example: Period 1 moves to 2, 2 to 3, 3 to 4 etc. Which updates the “Rolling” 12-month usage data
Updates the Year Usage and Average Period Usage fields after the Period Usage adjustment described above as well as it recalculates and updates the Re-Order Min and Re-Order Max Quantities for Part records that do not have the Lock Re-Ordering Point/Quantity switch turned on. This is what RTA uses for the re-order triggering and optimal reorder amountamounts when Re-Order Requests are generated.
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Assets:
The Process triggers the creation of Monthly Fixed cost transactions which include:
Licensing Cost
Refer to the Financial Information Panel in the Asset File for data setup
Insurance Cost
Refer to the Financial Information Panel in the Asset File for data setup
Depreciation Cost
Refer to the Depreciation Panel in the Asset File for data setup
These costs can be setup in the Asset Screen under the Financial Tab. In addition Depreciation the depreciation increments down for periods left, the Depreciation Panel Periods Remaining information will increment down by one period for every End of Month Reset.
Posts the Facility Admin fee to each vehicle (I Need more info on this one!!!!)
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. See Information on This in the Overhead Panel in the Facility Settings Tab section.
Important Notes:
With the EOP Process Automate Monthly Fixed Costs Toggle turned on in Web you are forced to use the system uses a 12 months month per year (you cannot do odd ball like a 13 month or Quarterly cycle
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Cycles outside of a 12-month year are not available, i.e.: 13 months, Quarterly or By-Annually, because we have to calculate against a static 12-month time frame |
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The Web process will not reset any of the main “Bucket Data” you find in Classic. So if you still use that data for reporting you must also run EOP in the Classic side to accomplish
However with the Web EOP turned on the Classic side will ignore the processes the Web side does that way if it is run in Web you are not accidently closing things twice
Moral of the story if on in Web. Web only touches the Closing process in web and Classic only touches the extended processes needed for the bucket data to be reset in Classic.
If it is not turned on in Web then Classic does all the processes on the Classic side
The EOP Process end of month process for fixed cost reporting can be managed at the Global Level under the Admin>Customer????>under the Admin Main Menu under the Company Info sub-menu
OR
You can override the Global setting across all facilities to allow each individual facility to run their End of Month process at different times and dates by making the changes to the Organization Facilities Menu under the Facility Settings Tab
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Warning! !! Be careful of the On Off switch for the EOP EOM Process: The switch you see is the Global one regardless if of what you see it in the Admin or under the individual Facilities. So turning Turning off turns off for everyone!!! |
There are some Custom Enhancements that are controlled for as well:
· Vancouver’s Appreciation Module
· Cowlitz County Revenue enhancement
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