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In this section we will discuss what is referred to as End of Month Process for Period Costs. This Web 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 RTA Web - Facility Period Cost Settings section.

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 in Webmenu.

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Turning on Automated End of Month Process

With the Automate Monthly Fixed Costs Switch Turned on:

• RTA Will Automate the recuring executing recurring executed time it runs based on:

  • Time of day the process is to be run

  • Recuring Recurring Day of the month

    • For Example: Run the 1^st of the Month

    • OR Run run the 31^st 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 “Events” in the RTA System:

For Parts that are Non-Chargeable (Bench Stock or Shop Supplies):

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Parts: Non-Chargeable

• Posts the monthly non-chargeable parts based on the average monthly usage numbers

  • These also pull directly from Stock Area “A” Only

• Reduces the Inventory amounts for those parts and creates Parts Adjustment Records for those parts coming out of Inventory

• Also updates Adds up the cost of the non-chargeable bucket data found in the Facility file

For Parts that are Chargeable Parts (Stock and/or Special Order Parts):

• The 12 Usage fields in parts to a facility and adds to the facility record behind the scenes for reporting purposes

Parts: Chargeable

• Moves the Data in the 12 Period Usage fields found in the Parts Usage Information screen reset and roll the parts from Usage 1 to 12 to update the rolling 12 month 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 per Year and Average Period Usage Average per Month fields fields after the Period Usage adjustment described above as well as recalculating and updating each unlocked parts it recalculates and updates the Re-Order Point/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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• 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????>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

There are some Custom Enhancements that are controlled for as well:

·       Vancouver’s Appreciation Module

·       Cowlitz County Revenue enhancement

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