RE: EOM Processing

We do have our company hold off on Billing the 1st day of the every month
(at least billing anything that impacts A/R), we run all our M/E close jobs
in the evening on the last day of the month except for ACR900, which we run
the following night - for cash posting...

DeeDee Virgei
Nelson Stud Welding, Inc.
7900 West Ridge Rd
Elyria, OH 44036

 -----Original Message-----
From:   Andrea Hardiman [mailto:ahardiman@ridewellcorp.com]
Sent:   Monday, December 02, 2002 4:57 PM
To:     bpcs-l@midrange.com
Subject:        RE: EOM Processing

Al,

Here's what I think you've written, please correct me if I'm wrong.

Our fiscal month is the same as the physical month so the GPM file shows
the period starts on 11/01/02 and ends 11/30/02.  So if I leave the
dates alone (the billing program has today's date in the jobd) and the
Accounting department had done the billing today those transactions
WOULD NOT show up in November's numbers?  Am I understanding what you've
written?

Andrea



-----Original Message-----
From: Al Mac [mailto:macwheel99@sigecom.net]
Sent: Monday, December 02, 2002 3:12 PM
To: bpcs-l@midrange.com
Subject: RE: EOM Processing


The question was asked about Billing.  It is also true for a grand
panorama
of other kinds of inventory transactions.  Which fiscal month the data
ends
up in depends on the DATE used for the transactions.  They can be placed
into current fiscal month, previous fiscal, future fiscal, or
non-existant
fiscal (like if someone makes a keying error when doing date overrides).

As to your question ... if you post Billing before or after end-month,
which fiscal will it end up in?

It depends on the DATE used for the Billing.  By running IBM OS/400
Change
Job, you can make the computer think you keying in the data on some date
other than when you really doing it.  The date used for the Billing is
the
fiscal month that BPCS will try to post it to, EVEN IF that month is one
whose EOM fiscal has been completed.

If you get the Billing for Monday done before fiscal EOM for the month
just
ended, and if you date everything normally, then Monday's Billing will
go
into the fiscal EOM you just running.

If you do not do Billing for the first day of the month, then do fiscal
EOM
that evening, then next morning do Billing for Monday and Back DATE it
Monday, then that Billing will go into the fiscal month you just did EOM
on.

If you do not do Billing for the first day of the month, then do fiscal
EOM
that evening, then next Tuesday do Billing for Monday and DATE it
Tuesday
then that Billing will go into the new fiscal month.

We want our Invoices to be Dated the same day that we actually Shipped
what
is being Billed.

We do not want to saddle our accounting department, or anyone else, with
stuff that is not intuitively obvious.

We want to make a great effort to avoid back dating ordinary
transactions
so that they go into a fiscal month that accounting thinks they are
finished with except for their adjustments.

If you want to continue to do EOM on first business day of the new
month,
you have to decide if you want the BPCS transactions of that first
business
day to go into the fiscal month you are just ending or if you want them
in
the new month.  It is very easy if you want them included ... just get
them
all done before EOM, and don't futze with date overrides.  But if you
want
the transactions posted on first business day of a month to NOT go into
the
EOM of that evening, then you are going to have to enforce tight rules
for
not doing normal business that day, and playing games with the dates
used
for the transactions that do get posted.  Alternatively you could have
accounting do massive adjustments to move the consequences of that one
day's transactions into the next month General Ledger.

I also work with 405 CD and have several years experience there.
You need to date transactions in the fiscal month that you want them to
go
into.
We often have people who come in to work on a weekend for a few hours to
get caught up on their work.
We also date our fiscal calendar to be through the weekend, although
usually the EOM gets completed on Friday night ... accounting has
Saturday
as End Month day to provide the flexibility of finishing up some days on
Saturday.
We always MSG our users that EOM is in progress and to please stay out
of
updating BPCS until told Ok to get back in again, but sometimes Saturday
visitors (to get caught up on transactions) don't realize the
implications
of EOM being through Saturday.

Even though Accounting might be done with EOM for the month on Friday
nite,
if the GLD015 calendar includes Saturday, and someone posts something
Saturday, BPCS will post that to the month end that we thought we just
finished.  We usually leave last month open a while for accounting
adjustments.

Another variant of this is if the factory worked over the weekend but
the
clerical staff did not, then on Monday they are keying in the weekend's
transactions.  If they date some of this for Saturday work, BPCS will
post
that to the fiscal month that accounting thinks they ran all the needed
reports on.

We discovered this because we run reports off of Inventory Opening
Balance
multiplied by Cost with subtotals on warehouse and item type.  We
discovered that Opening Balance changed after end fiscal, and traced it
to
transactions posted to the month that we just finished, after we
finished
the month.

This led to some policy changes ... if you posting transactions for
yesterday, date them today unless you get permission from accounting
dept
(no harm) ... if your transactions have to be posted with the date the
activity occurred, then you gotta stick around the work place and get
them
done the same day.

Another file you might look at is FSC = Shop Calendar.
You can make it not legal in BPCS terms to be doing certain types of
transactions on a non-production day.  There's also a shipping calendar
in DRP.

Dee Dee wrote:
>Hi Andrea,
>
>If you look at BPCS's Period Master (by using program GLD105 or by
>displaying GPM file), you can see the beginning and ending date for
each
>period.  We use to have a 5/4/4 month closing schedule so we have done
>billing in the beginning of December for November close...  Good luck.
>
>DeeDee Virgei
>Nelson Stud Welding, Inc.
>7900 West Ridge Rd
>Elyria, OH 44036
>
>  -----Original Message-----
>From:   Andrea Hardiman
>
>I'm using BPCS 405CD and have only 3 months experience with the
product.
>My company runs its month-end on the first business day of the new
>month, so this evening EOM will run.  Question was asked of me today
>that if the Accounting dept. did billing today, would that information
>show up in November business or would it stay in December?  Not knowing
>the answer, I asked them to postpone all billing until EOM was run.
>Does it make a difference?
>
>I appreciate any help you can give.
>
>Andrea Hardiman
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-
Al Macintyre (macwheel99@sigecom.net via Eudora)
Al's thoughts http://radio.weblogs.com/0107846/
Al at home http://ryze.org/view.php?who=Al9Mac
Cure cancer. http://members.ud.com/about/



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