In this section we will discuss what is referred to as End of Month Process. 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 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 Web.

Turning on Automated End of Month Process

With the Automate Monthly Fixed Costs Switch Turned on:

• RTA Will Automate the recuring executing time based on

  • Time of day the process is to be run

  • Recuring Day of the month

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

    • OR 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):

• 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 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 Usage Information screen 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 re-order triggering and optimal reorder amount.

Vehicles:

The Process triggers the creation of Monthly Fixed cost transactions:

• Licensing

• Insurance

• Depreciation

In addition Depreciation the depreciation increments down for periods left

Posts the Facility Admin fee to each vehicle (I Need more info on this one!!!!)

  Things to made aware of:

• With the EOP Process turned on in Web you are forced to use a 12 months per year (you cannot do odd ball like a 13 month or Quarterly because we have to calculate against a static 12 month time frame)

• 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 can be managed at the Global Level under the Admin>Customer????>

OR

• You can override facilities to run at different times and dates

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

·       Vancouver’s Appreciation Module

·       Cowlitz County Revenue enhancement

·       City of Las Vegas Revenue enhancement