RIMAS NT/P Software Installation

To: All Users of RIMAS NT/P for Windows

From: The SHARED LOGIC Group, Inc.

Re: Accounts Payable Period-End Processing

Date: March 8, 2000

The following is a outline of the programs that should be run and procedures that should be followed at the end of the period, related to reporting and closing Accounts Payable.

This discussion starts at the point that all normal, daily functions have been completed for the last day of the period that is about to be reported and closed. It should be noted, however, that these steps do not have to be performed before you begin processing activity for the subsequent period, whether invoice entry or printing checks. The only requirement is that all activity for the current period be completed before you proceed with this procedure.

1. Ensure that all batches in the Purchase Modules have been posted.

2. Ensure that all batches in Transaction Entry are complete.

3. Ensure that all check batches in Accounts Payable have been printed and updated, this includes all manual and instant checks.

4. The period-end reporting process includes running the follow programs:

a. Print A/P Aging with Full Detail, thru period

b. Print A/P Posting Register, which includes G/L Distribution, for not posted, by Period

5. At this point, you should “reconcile” the activity for the A/P accounting period:

a. Confirm that the G/L Distribution nets to Zero (0).

b. Confirm that the total from the Aging thru last period-end, plus the total from the A/P Posting Register, equals the total from the Aging thru this period-end.

c. If any of these cannot be confirmed, you must determine the cause of the error and then re-perform these steps. A summary of transaction type is available in the Posting Register to assist you in finding any errors.

6. You are now ready to merge A/P to G/L. Proceed as follows:

a. In the G/L module, run Update to Post for source A/P

b. In the G/L module, print the Posting Register for source A/P

c. In the G/L module, run Post to G/L for source A/P

7. Return to the A/P module. Run Close A/P Period to close the current period.

8. You may now continue processing transactions for the new period. Any activity entered after this point that should have been part of the period just closed will be included with this new current period when posted. For example, if you have just closed January, causing the current period to be February (assuming a 12 period accounting year), any invoices entered in February with a January expense period, or check printed with a January

period, should be treated as, and become part of, the February activity.

NOTE: Shared Logic recommends that you retain the Period-End reports printed above (A/P Posting Register, G/L Distribution, and Aging) as your permanent record. However, you must determine your specific report retention requirements, not relying solely on Shared Logic’s recommendations.