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Owner
U
UntitledVerification
Verified
Department
Operations
Type
Standard Procedure
Use Cases
Company Wide
SOP Overview
Every month we must close the books for payroll to run commissions
All Sales Orders for the current month must be POSTED on the second to last day of the month, this includes Hand Deliveries and COD orders
All Credits, Van Returns and Van Shorts must be processed and POSTED on the second to last day of the month
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Documentation and Resources
Add/Upload Documentation and resources related to this SOP
Include Step-by-Step Instructions below
Step-By-Step Instructions
The following must be confirmed by the end of the day
- All orders are posted at the end of the day. Including COD orders (coordinate with credit on the COD’s)
- Make sure all signed hand deliveries are accounted for and signed POD’s have been received and saved to the Sales Order
- All Sales Orders that do not ship within a week of product inbounding should be deleted and rep informed
- All Open Sales Orders that move forward to the next available ship date that cross over to the next month must be reviewed for the price posted and updated if needed
- Review Base Calendar
- Check base calendar
- Check all other combo dates
- Review if all Holidays and Office Closures are accounted for in each Base Calendar ‘Code’.
- Test if the date moves forward accordingly
- All credits, van returns, rebills for the month must be processed and posted at the end of the day. As well as the COD list.
- Review the AR report to make sure all customers who should be posted, have been posted and none have been missed.
- Make sure to reach out and coordinate with the team before logging off to make sure everything for month end closing is complete.
- Inform Accounting team when all orders and credits are posted.
Troubleshooting
Posting Date Not Within Range
If the previous accounting period has passed, team members must refrain from posting a date from the previous accounting period. The Accounting department completes closing the previous month’s books by the 15th of the current month.
In the rare occasion an invoice from the previous period is missed and needs to be posted under the 1st day of the current month, these are the steps to follow and remember:
Scenario Example:
Previous Month = October
Current Month = November
Present Date = 11/28/2023
- Shipment Date = Present Date (so you do not have to adjust opening up a date in ‘Location Cutoff Entries’, especially when dealing with Location = WC)
- Adjust Posting Date to the 1st of the current month. Example: 11/1/2023
- Update Document Date to the date that’s accurate on the invoice Example: 10/24/2023
- Post order. When doing this, proceed with caution. Do not back date to post orders using Posting Date or Shipment Date. Coordinate with the Accounting department if necessary.
