Operation Check List for Accounts Payable End of Month

 

 Date: _________________      User Name: ________________________________

 

   (User Initial when Complete)

 

  ____     1. Month-end SAVEDATA Backup has been done.

 

  ____     2. Run an adding machine tape of ALL Invoice Input Registers printed during the month

                      you are closing.

 

  ____     3. Run an adding machine tape of ALL Check Registers, including Prepaid Checks, printed

                      during the month you are closing.

 

  ____     4. Go to A/P MONTH-END MENU and print Report # 2 MONTH END Vendor Activity

                to the Screen using the TOTALS ONLY option.

 

                   - Compare total INVOICED amount to tape total of Invoice Input Registers.

                   - Compare total CHECK AMT to tape total of A/P Check Registers.

                   - If totals do not match, DO NOT continue until you find out why.

                     a. Make sure ALL Input and Check Registers were included in your tape totals.

                     b. Check report dates to make sure they fall within the month AND YEAR being closed.

 

  ____     5. Print MONTH END Aged A/P Report.

 

  ____     6. Confirm that LAST MONTHS Aged A/P Report PLUS total in #2, MINUS total in #3 EQUALS

                New Aged A/P BALANCE.

 

  ____     7. Print MONTH END Vendor Activity Report.

 

  ____     8. Print MONTH END Check Register.

 

  ____     9. Print MONTH END Job Activity Report.

 

Opt.___  10 Print MONTH END Tax List by Job Report.

                   - Lists ALL invoice records with a Checkmark in the Taxlist field of the invoice record.

 

  ____    11. Print MONTH END G/L Account AND Journal Entries.

                   - Invoices in the DIRECT COST ACCOUNT range will list by JOB Code with JOB SUBTOTALS

             - Use Print to SCREEN to review G/L Accounts charged (NO Journal Entries are created)

             - Use START PRINTER for your FINAL AUDIT TRAIL copy of the Report

             - Click START PRINTER to print your A/P JOURNAL ENTRIES for the month.

 

  ____    12. Check Journal Entries printout to make sure DEBITS and CREDITS are equal.

         

  ____    13. CLOSE THE MONTH: Merge A/P Journal Entries to the General Ledger.

                 (Note date of last Closing in Verification Window).

 

Opt.___  14 If you wish,Weekly Invoice and Check Register can be discarded,

                and Month-end Reports saved for Audit Trail.