System Close Setup Screen (Close Schedule)

The SYSTEM CLOSE SETUP screen is used to set up the days and times for end-of-period closes.

 

Menu Path: Controls, System, Close Schedule, SYSTEM CLOSE SETUP screen

 

 

 System Close Setup - 5 minutesSystem Close Setup - 5 minutes 

About

The Monthly, Weekly and Daily close schedule setups are used by the system as the day and time to automatically close the business for those periods. However, a manual close can be done for any of these periods instead and the system will use the setups to ensure that a close is not run more times in a period than it should be.

 

SELECT A YEAR
The current year is in focus when the screen opens. Only 3 years are available, the last year for information, the current year for any changes, and the next year for changes proactively. Click the drop-down field to select the last or next year.

CURRENT PERIOD TO-DATE
Displays the current period for information only. For example, a Calendar year will have August as the 8th period while a Fiscal year starting in May will show August as the 4th period.

CURRENT YEAR
Displays the current year, for information only. 

CLOSEOUTS
Before any business is transacted in PartsWatch, it is important to identify whether the business year runs on a 'CALENDAR' or 'FISCAL' accounting period. The accounting cycle and the 1st month of the business year is set up in the database and cannot be changed in the application. Contact PartsWatch Support if it is not correct before any business begins. 

AGE INVENTORY
Click the drop-down field and select how the part history quantities should be presented on the PART HISTORY screen:

 

• 'MONTHLY': Part histories are displayed as monthly totals.
  
  
  
• 'QUARTERLY': Part histories display as quarterly topics.
  
  

 

Monthly System Close Schedule

Used to set up the close date per twelve-month period.

As part of the end-of-year process, the system automatically creates the 'Monthly System Close Schedule' for the new year if one does not already exist by copying the schedule from the previous year. 

The list always starts with 'JANUARY', even if a 'FISCAL' accounting year is used.

The numbers to the left of each month identify the period, for example, if the 'CALENDAR' year starts with January as the 1st period and if the 'FISCAL' year starts in May, 'JANUARY' will be identified as the 9th period and 'MAY' as the 1st.

These dates are used by the system to know when to expect or to automatically initiate a monthly close.

In 'EDIT' mode, past months will be grayed out and unavailable, and any future months will be available for edit. The only reason to change a month is in the event a close must be done on a different day.

Monthly System Close Defaults
Set up the end-of-month close parameters.

CLOSE EVERY
Click the drop-down field and select the day when the end-of-month process should run each month:

 

• 'LAST DAY OF MONTH' (default): Closes on the last day of the month.
• '1' (through) '30': Select the 1st through 28th and the system will close the month on that day each month. To close on the '29th' or '30th', regardless of whether February has 28 days or 29 days for the leap year, the system will close the month on the last day of that month.

The system displays the date selected in the 'Monthly System Close Schedule' on the left side. 

TIME OF DAY
Enter the time of day the end-of-month process will run to close the month.

Weekly System Close Schedule
Set up the end-of-week close parameters.

WEEKLY AGING
Since PartsWatch does true aging of weekly accounts, if any customers are tracked with the 'AGE CODE' set to 'WEEKLY', the 'WEEKLY AGING' setting will be checked and cannot be unchecked.

WEEKLY INVENTORY COST ARCHIVE
Determines whether to snapshot the inventory during the weekly age or during the monthly age in order to run the INVENTORY COST REPORT either weekly or monthly. 

 

• Checked: A snapshot is made of the inventory during the end-of-week close. 
• Unchecked: A snapshot is made of the inventory during the end-of-month close.

CLOSE EVERY
Click the drop-down field and select the day when the end-of-week process should run each week.

TIME OF CLOSE
Enter the time of day the end-of-week process will run to close the week.  

Daily Store Close Schedule
Set up the end-of-day close parameters. 

CLOSE EVERY
The day can be closed every day or only once a week on a certain day. Click the drop-down field and select to close every 'DAY' or the day of the week to close weekly.

TIME OF CLOSE
Enter the time of day the end-of-day process will run to close the day.