/
Customers End Of Month Procedure

Customers End Of Month Procedure

Jul 03, 2022

Note: Please ensure that the following steps below are followed before the customer statements and customer trial balance is generated or printed at the end of each month.
Any of the checks below can be done at any time, not just at the end of the month.

Bank Statement

  1. Download the Bank Statement for the last day of the month. Usually, this is done on the first day of the next month. 

  2. Enter all Customer Direct Deposits that have been presented on your Bank statement for the end of the month in question and ensure the date entered is the date on the bank statement.  Customer Payments

  3. Allocate the customer payments accordingly.Customer Payments from Open Items  Customer Allocations of Payments

  4. If you are running Readysell Bank Reconciliations and General Ledger, enter all Misc Bank Deposits and Bank Payments that have no relevance to a customer or supplier off the statement for that month.
    This doesn't necessarily have to be done before the statement run.  Bank Deposits  Bank Payments  Bank Transfers
    Example Merchant Fees, interest received or paid, or non-supplier expenses (wages, rent etc) that are on the bank statement.
    Ensure you date these transactions the date they appear on the bank statement. 

Checking Status of Transactions for Posting, Failed, Uninvoiced and Outstanding


Log onto Readysell and check the status of the following transactions see further instructions below:
This can be done anytime during the month not just before the end of the month
Sales Orders, Sales Shipments, Sales Invoices, Service Orders, Meter Count Run, Bank Deposits, Bank Payments, Bank Transfers, Customer Payments, Customer Debits, Customer Credits  DO NOT HAVE A STATUS OF 'FAILED' OR 'POSTING' 

Sales Orders

  1. Log onto Readysell>Sales>Orders

  2. Select from the drop-down filter in the ribbon 'Posting or Failed'

     If any transactions should appear in the list please contact readysell before continuing.

Sales Shipments:

  1. Log onto Readysell>Sales>Shipments

  2. Select from the drop-down filter in the top Ribbon 'Posting or Failed'
    If any transactions appear in the list then contact Readysell before continuing

  3. Then drop the filter again and check for 'Uninvoiced Shipments'.
    If there are shipments in the list firstly check to differentiate between what shipments are set to 'Batch Invoicing' or 'One invoice per order' and what shipments are normal invoicing.
    If there are shipments for the period in question please address these.
    The shipments that have customers set to 'Batch Invoicing' and/or 'One invoice per order' follow the steps in the link Batch Invoicing customers using a Sale Invoice Run . Also noted below.

Sales Invoices

  1. Log onto Readysell>Sales>Invoices

  2. Select from the drop-down filter from the top ribbon 'Posting or Failed'
    If any transactions appear in the list please contact Readysell before continuing.

  3. Then select the filter of 'Outstanding Invoices'. If there are any please address these.

Service Orders: (if you use this module)

  1. Log onto Readysell>Service>Service Orders

  2. Select from the drop-down filter from the top ribbon 'Posting or Failed' and 'Outstanding service orders'
    If any transactions appear in the list please contact Readysell before continuing.

Meter Count Runs: (If you use this module) 
Note: Check that all meter charge run invoices have been generated for the month before generating customer statements

  1. Log onto Readysell>Service>Meter Count Run

  2. Select from the drop-down filter from the top ribbon 'Posting or Failed'
    If any transactions appear in the list please contact Readysell before continuing

  3. Then check and ensure that there are no meter counts runs outstanding and have not yet been charged for that period by selecting the filter 'Outstanding Meter count runs'

Customer Debits>Customer Credits>Customer Payments

  1. Log onto each one of these Modules from Debtors and Creditors
    Ensure the drop-down filter is on 'All customer Credits or Debits or Payments'. Depending on which module you are reviewing

  2. Add the field of 'Status' to the list view by right-clicking and selecting 'Column chooser'

  3. Find the field of Status in the list and draw it to the list view

    Click on the Triangle on the field of 'Status'
    If any status other than POSTED appears in the selection eg Open 
    Select OPEN and every other status other than POSTED and address each one

Bank Deposits>Bank Payments>Bank Transfers

  1. Log onto each one of these modules separately from Readysell>Financials>Bank Deposits, then Bank Payments
    Drop the Filter in the ribbon and firstly check for 'Posting and Failed'
    Then check for 'Outstanding Bank Payments' - 'Outstanding Bank Deposits'

  2. If there should be any please address these

  3. In the Bank Transfer module, add the field of 'Status' to the list view by right-clicking and selecting 'Column chooser'
    Click on the Status field and see if there are any with a status OTHER THAN  POSTED.
    If there are you will need to address these.

Customers that have an Invoice mode of either 'Batch Invoicing' or 'One Invoice Per Order'

This step needs to be done before Statements are generated.
If you have addressed this issue earlier in the document then just continue with below.

Check to see if there are any Customers that have been set to 'Batch Invoicing' or 'One Invoice Per Order'.
You can check by using the Sales Shipments list view and create a view variant (if you haven't already done so) and populate the fields of 'Invoice Mode', 'Invoiced,, Sales Invoice.