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 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 Web.
Field | Field Description |
|---|---|
Automate Monthly Fixed Costs | This Toggle is the Master switch to turn on the Web Fixed Cost Automated Process. See: End of Month 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 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 1st of the Month
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 “Events” in the RTA System:
For Each Part that is 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 Each Part that is Chargeable Parts (Stock and/or Special Order Parts):
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 parts 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 amounts when Re-Order Requisitions are generated.
Assets:
The Process triggers the creation of Monthly Fixed cost transactions:
Licensing
Insurance
Depreciation
These costs can be setup in the Asset Screen under the Financial Tab. In addition the Periods Remaining will increment down by one period for every End of Month Reset
Posts the Facility Admin fee to each vehicle. See Information on this in the Overhead Panel in the RTA Web - Facility Settings Tab section.
Important Notes:
With the Automate Monthly Fixed Costs Toggle turned on in Web you are forced to use a 12 months per year
You cannot do odd ball cycles like a 13 months, Quarterly or By-Annually because we have to calculate against a static 12 month time frame
The Web process will not reset any of the main “Bucket Data” that you will find in the Classic RTA. So if you still use that data for reporting you must also run the End of Month Process on the Classic side to accomplish the Bucket Date Resets (If you use that data in reporting)
However with the Web Automate Monthly Fixed Costs turned on the Classic RTA Program will ignore the processes that are done on the Web side. That way if it is run in Web you are not accidently processing things twice
So if the Automate Monthly Fixed Costs is on in Web. Then the Web side takes over control of the processes described earlier. While the Classic RTA only touches the extended processes needed for the Bucket Data reset in Classic.
If the Automate Monthly Fixed Costs is not turned on in Web then the Classic RTA does all the processes on the Classic side
The EOP Process can be managed at the Global Level 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 there End of Month process at different times and dates by making the changes to the Organization Facilities Menu under the Facility Settings Tab
Warning!!! Be careful of the On Off switch for the EOP Process: The switch you see is the Global one regardless if you see it in the Admin or under the individual Facilities. So turning off turns off for everyone!!!