Monthly Checklistreport Printing Procedures

Monthly Report Printing Procedures

Monthly ChecklistReport Printing Procedures

The following procedures will assist you in printing out the correct reports from IBS that are required on the Monthly Closing checklist.

Purpose of the reports: To verify that the receivables and liabilities reported on the general ledger agree with the supporting reports generated from the Point of Sale system.

When closing the month the following sequence is to be usedwhen printing out time sensitive reports. Be sure that all register Z’s, including Admin, are closed for the month before you run the reports. (Note: It is extremely important that no transactions have been rung up for the next month until these reports have been complete):

1)Bill Monthly Dues (if applicable)

2)Run Member Aging Report

3)Run Event Aging and Detail Event Reconciliation Reports

4)Run all Gift Certificate Reports by type (Gift Certificate, Store Credit, Credit Book and Rain Check)

5)Run Credit Book Transaction Summary Report

6)Run Member A/R Statements (if applicable)

Monthly Consolidated “Z” Summary – Includes all departments

This report shows the summary of all activity during the month.

To print this report: Log on to POS Manager

Select File

Select change department

Select Admin

Select reports

Select Consolidated

Select Closing

Select Daily Z

Enter beginning and ending dates

Check the box to “Summarize Departments”

Click on Print

Monthly “Z” Summary – Print for all departments

This report shows the summary of all activity during the month.

To print this report: Log on to POS Manager

Select File

Select change department

Select the department

Select reports

Select Closing

Select Monthly Z Summary

Enter beginning and ending dates

Click on Print

Monthly Consolidated Sales Report – Includes all departments

This report shows the summary of all sales activity during the month.

To print this report: Log on to POS Manager

Select File

Select change department

Select Admin

Select reports

Select Consolidated

Select Sales

Select Account & Stat

Enter beginning and ending dates

Report by Account and All Departments

Click on Print

Detailed Tax Report - Administration

This shows the detail, by account code, for all sales activity during the month.

To print this report:Log on to POS Manager

Select File

Select change department

Select Admin

Select Reports

Select Sales

Go to Detailed Tax Report Enter beginning and ending dates

Click on Print

Detailed Tax Report – Pro-shop

This shows the detail, by account code, for all sales activity during the month.

To print this report:Log on to POS Manager

Select File

Select change department

Select Pro-shop

Select Reports

Select Sales

Go to Detailed Tax Report Leave beginning and ending account code blank

Enter beginning and ending dates

Click Detail

Click onPrint

Detailed Tax Report – Food & Beverage

This shows the detail, by account code, for all sales activity during the month.

To print this report:Log on to POS Manager

Select File

Select change department

Select Restaurant

Select Reports

Select Food & Beverage

Select Sales

Go to Detailed Tax Report Leave beginning and ending account code blank

Enter beginning and ending dates

Click Detail

Click on Print

Tax-Exempt Sales Report

This report shows tax-exempt sales. This allows the accountants to exclude these sales when computing the State Sales Tax that we are responsible for remitting to the State.

To print this report:Log on to POS Manager

(Pro Shop)Select File

Select change department

Select Pro Shop

Select Reports

Select Sales

Select Tax Exempt Sales

Enter Beginning and Ending Dates

Click on Detail

Click on Print

Tax-Exempt Sales Report

To print this report:Log on to POS Manager

(Food and Beverage)Select File

Select change department

Select Restaurant

Select Reports

Select Sales

Select Tax Exempt Sales

Enter Beginning and Ending Dates

Click on Detail

Click on Print

Administration Adjustment Report

This report shows the adjustments made in the month.

To print this report:Log on to POS Manager

(for Members)Select File

Select change department

Select Admin

Select A/R

Select Members

Select Adjustments

Select Print Adjustments

Click on Posted Adjustments

Enter beginning and ending dates

Click print

 Administration Adjustment Report

To print this report:Log on to POS Manager

(for Events)Select File

Select change department

Select Admin

Select A/R

Select Events

Select Adjustments

Select Print Adjustments

Click on Posted Adjustments

Enter beginning and ending dates

Click print

Outstanding Gift Certificates, Rain Checks, Store Credit, and Hole-in-one Report,(repeat the procedures below for all types of certificate types you have) – It is extremely important that this report is run before any transactions have been rung for the next month. The reason for this is that the report is time sensitive and we are unable to choose a date for the report. The report gives us information as of now. This report shows the dollar amount of outstanding gift certificates. This allows the accountants to verify our general ledger account with the POS system to ensure that the outstanding gift certificates are correctly stated.

To print this report:Log on to POS Manager

Select File

Select change department

Select Administration

Select Reports

Select Transactions

Select Certificates

Select Certificates Status

Enter Beginning Certificate Type – GC, RC, SC, H1

Enter Ending Certificate Type – GC, RC, SC, H1

Leave Beginning Purchase Date Blank

Make sure Ending Purchase Date is Month-end Date

Click on open

Click print

Credit Book Transactions Summary Report– It is extremely important that this report is run before any transactions have been rung for the next month. The reason for this is that the report is time sensitive and we are unable to choose a date for the report. The report gives us information as of now. This report shows the dollar amount of outstanding credit books. This allows the accountants to verify our general ledger account with the POS system to ensure that the outstanding rain checks are correctly stated.

To print this report:Log on to POS Manager

Select File

Select change department

Select Administrative Department

Select Reports

Select Credit Books

Select Master Credit Book Detail

Enter Ending Date

Report Options – Click on Summary

Click on Show Undistributed Credit Books

Click on Suppress Zero Dollars

Click on Preview

Click print

Pro-Shop Inventory with Summary Page

To print report:Log onto POS Manager

Select File

Select Change Department

Select Pro-Shop

Select Reports

Select Inventory

Select On Hand

In the file box Click on Select

Select your currents month inventory

Preview Report

Print Report

Inventory Adjustment Report

To print report:Log onto POS Manager

Select File

Select Change Department

Select Pro-Shop

Select Reports

Select Inventory

Select Adjustments

Enter Beginning and Ending Dates

In the “Show Box” click on Physical

Preview Report

Print Report

Membership Aging

It is extremely important that this report is run before any transactions have been rung for the next month. The reason for this is that the report is time sensitive and we are unable to choose a date for the report. The report gives us information as of now. This report shows the amounts owed by our members and how long it has been outstanding. We should be looking at this report daily to analyze who owes us for what. As we all know cash flow is always important and collecting amounts owed to us is essential.

To print this report:Log on to POS Manager

Select File

Select change department

Select Admin

Select Reports

Select Membership

Select Aging

In Other Options, Select Show Members with any balance

Click on “include activity through “enter end of month date

Select Print

Event Aging

It is extremely important that this report is run before any transactions have been rung for the next month. The reason for this is that the report is time sensitive and we are unable to choose a date for the report. The report gives us information as of now. This report shows the amounts owed to us from events that were held at our facility and the length of time that this amount has been outstanding. We should be looking at this report daily to analyze who owes us for what. As we all know cash flow is always important and collecting amounts owed to us is essential.

To print this report:Log on to POS Manager

Select File

Select change department

Select Admin

Select Reports

Select Events

Select Aging

Make sure “as of date” is month-end date

Click on “include future transactions”

Select Print

Detailed Event Reconciliation

This report gives similar information to the Event Aging; however, as the name indicates this report is more detailed and gives dates and amounts of all payments, charges and adjustments. Expect this report to be 40 pages or more depending on your course.