cms 2 YE Closing+GL ™ Price: Call $$$ (generous discounts on multiple purchase)

Slide#: 1 © GPS Financial Services 2008-2009Revised 04/04/2009

cms2YE Closing+GL ™Price: Call $$$

(generous discounts on multiple purchase)

cms2YE Closing+GL ™Price: Call $$$

(generous discounts on multiple purchase)

Cougar Mountain Software

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cms2YE Closing+GL tm

General Ledger Module - Y.E. Preparation



Preparing for Year End - Operational

Plan on discretionary expense spending whether the expense should be deferred until next year or accelerated into the current year

Plan on inventory purchases whether the cost should be deferred until next year or accelerated into the current year

Plan on fixed asset whether the cost should be deferred until next year or accelerated into the current year


Preparing for Year End

Normally, there are two or three procedure closings for General Ledger:

First the local accounting staff prepares the financials as per a normal month

Then the local staff prepares the records to go to the income tax preparer and/or CPA. In that process they may make additional entries in any module that effect the general ledger. Sometimes a 13-period one day period is created for yearend adjustments

Finally, the income tax preparer and/or CPA usually makes additional entries. It is not recommended that the general ledger be actually closed until the final entries are received from the income tax preparer have been made. It is further recommended that the income tax preparer and/or CPA send the adjusting journal entries and a final trial balance to make sure that the final numbers that are closed agree 100% with the numbers that they used






Set Block period to a period number that will guard against date errors for a prior year (e.g. 01/01/09 vs 01/01/08) as soon as possible, it should be moved to period 12

Should be 11 for 11/30/08


cms2YE Closing+GL tmAll Modules - Y.E. Preparation

cms2YE Closing+GL tmAll Modules - Y.E. Preparation



Do the following to prepare for year end processing in General Ledger:

Print a Trial Balance report for periods 0 through period 12 and make sure that it is in balance (to the screen is acceptable)

Print an Audit Trail report for periods 1 through period 12 and make sure that it is in balance. (to the screen is acceptable)

Balance sheet account balance supporting schedules should be prepared.

Write down any necessary adjustments, noting the account to be adjusted, the amount, whether to debit or credit the account, and the reason for the entry. After you have identified any errors, enter the adjustments, completely review the edit reports prior to posting for accuracy and for dates (when possible have a send person recheck them) and post the adjusting entries.

After posting, the accounts should be printed and reviewed that the adjustment was made correctly







Print a complete Audit Trail for all accounts for the entire year. Store this report in a safe place to verify the legitimacy of your financial statements. In addition to a printed copy, a PDF version should be made and saved both on the hard disk and on a CD or DVD offsite.

Print your financial statements, including the Balance Sheet and Income Statement. Store this report in a safe place to verify the legitimacy of your financial statements. In addition to a printed copy, a PDF version should be made and saved both on the hard disk and on a CD/DVD offsite.

Forward copies of these reports and supporting schedules to your income tax preparer and/or CPA.







Having received the final entries from the income tax preparer and/or CPA and recording them

Run a GL Trial Balance and verify that each accounts agrees to the balance from the income tax preparer and/or CPA. Sometimes it is necessary to match it to the income tax return’s balance sheet or financial statements prepared by the income tax preparer and/or CPA if they didn’t provide a trial balance

Run a final set of GL reports including income statements, balance sheets, trial balance and audit trail and save them in a safe place, on the hard disk, on a CD/DVD and offsite


General Ledger Module – Final Closing




Use the new Copy Company utility to copy all data files into a separate Company/Organization Code making a mirror-image of your company or organization including security settings. You can find it in your CMS program directory (e.g. M:\cmswin), it is called ENDOFYR.exe

This can save you time by allowing you to purge years of history while still retaining the data for reference. Since you don’t need to retain years of history in the Company/Organization Code you typically use, your processing time will be shortened with less data for the system to search.

Its best to run this after all the sales, cash receipts and A/P payments for last year are posted. It is recommended to print edit reports on open batches in all modules to make sure that all items remaining do not need to be posted. Also, the back orders, work orders(quotes) and POS hold transaction files should also be examined for transactions that need to be completed/cancelled or posted






Your company code

Last years history company code






Making a backup of your data is always a good step. During the yearend process, it is even more important

Since Cougar’s standard backup scheme, overwrites the backup the next time it is used on the same day of the week, you need to change the directory to a special one that won’t get overwritten, e.g. YE-2008

Copying this file onto a CD/DVD to be stored offsite is recommended

It is recommended, that all staff be notified not to post any transactions until released to do so by the accounting department. It maybe desirable to temporarily change the security settings to remove the ability for most users to be able to post until the accounting department/function has completed their yearend tasks.







Making a backup of your data is always a good step. During the yearend process, it is even more important and it should include reports and images

Since the standard backup scheme, gets overwritten the next time it is used on the same day of the week, you need to change the directory to a special one that won’t get overwritten, e.g. YE-2008

Copying this file onto a CD/DVD to be stored offsite is highly recommended. If you are using an external hard drive for your backups, you should similarly copy it to a special directory on the hard drive.

If you are using an internet backup solution like Carbonite.com or Connected.com you still should copy the files on to a CD/DVD to be stored offsite












We recommend copying this file onto two or more CD’s or DVD’s and storing in the company safe, at a principal’s home and/or tax preparer’s office, etc.

It would be a good idea to include PDF versions of the final GL reports


Having just backed up all your files, you may want to re-index all your files including the files CMSRUNIN from the main menu. Many files retain deleted records until they are re-indexed. This can result in an improvement in processing speed. When re-indexing, it is important to review each line on the screen for errors as they are not highlighted.

You may want to remove the temporary print files from the system to speed things up. The best technique to do this is from DOS, to enter the command

del m:\vdm*.tmp /s (where m:\ is the drive letter for your Cougar Mtn data files)

You may want to have tech support remove your orphan batch files, when Cougar posts a batch, it leaves the posted files on the hard drive and after a few years, there maybe as many as 5,000 of these unneeded files on your system. These files will slow down your system and take up hard disk space and backup space. We also offer a utility to remove these cms2SY RemOrphans







A copy of critical files should be put in the company’s data files so that they are backed up. These files are not backed up normally and Cougar won’t function properly if they get corrupted. cms2SY BUCriticalFiles will do this with a single mouse click for $55

CMS.INI CMSRUNIN.DBF

CMS.LIC CMSUSERS.DLL

CMSDICT.ldb COUGAR.CFG

CMSDICT.MDB COUGAR.LOG

CMSHOME.URL DX.INI

CMSLOOKF.DBF Sysprof1.dbf

CMSLOOKF.MDX Sysprof1.mdx

CMSLOOKH.DBF Sysprof2.dbf

CMSLOOKH.MDX Sysprof2.mdx

CMSLOOKI.DBF VERSYS.DBF

CMSLOOKI.MDX VERSYS.MDX







Description Prepar-ation

Closing

Audit Trail

Trial Balance

Balance Sheet

Income Statement

Reports - Cougar Mtn Standard Reports With Creating a Prior Year Company







Closing

Audit Trail OFC, CPA

Trial Balance OFC OFC, CPA

Balance Sheet OFC OFC, CPA, FS

Income Statement OFC OFC, CPA, FS

Reports - Cougar Mtn Standard Reports Without Creating a Prior Year Company






Reports - CMS to the MAX Enhanced Reports


Closing

Audit Trail OFC, CPA

Trial Balance OFC OFC, CPA

Balance Sheet OFC OFC, CPA, FS

Income Statement OFC OFC, CPA, FS






Warning BACK UP YOUR DATA BEFORE PURGING OPEN ITEMS. Once you have purged this information, there is no way to retrieve it without a backup or changing to the prior year company code. You may also want to print an aging report before purging so that you have a hard copy of the information.

If a backup is made, it is suggested to put it in a special location, such asYE-GL-2008 so that it won’t get overwritten.

The best technique is to copy the GL files only from your ongoing company to your prior year company (e.g. Y08) manually or using our product cms2SY CopyModule that lets you copy one module from one company code to another

Backing up or Copying Files (optional but highly recommended)






Enter Retained Earnings Account






Backup the files, using the default directory just as protection before re-indexing.

Re-index files, even though they don’t appear on most screens, purged items remain in the files until they are re-index.

Consider changing server, workstation & Cougar passwords

You may want to change the passwords or remove the passwords who should not access the closed company codes. This will minimize the likelihood of a user getting into the wrong company code by accident. Also, minimize an employee’s ability to intentionally generate fraudulent shipping documents/invoices, checks, etc.

Post Closing








Post Closing







cms2YE Closing+GL ™ by CMS to the MAX



This product should require no troubleshooting. Its beautiful in its simplicity.

Re-indexing is almost always a first step

If a record locking error occurs, use UTICMS to delete any blank records

If problems still exist, use dbFix & FileFix to rebuild the file

If the problem remains, it might be desirable to use UTICMS to zap the file and recreate.

cms2YE Closing+GL ™ Troubleshooting

cms2YE Closing+GL ™ Troubleshooting


cms2YE Closing+GL ™ Upgrades, Service Packs & Smart Patches

cms2YE Closing+GL ™ Upgrades, Service Packs & Smart Patches

This product will automatically be updated when a version change, service pack or smart pack is installed by the Win2Win utility

If a custom report was installed, it will need to be reloaded


cms2YE Closing+GL ™ Technical Information

cms2YE Closing+GL ™ Technical Information


The pricing on future enhancements is not known at this time




cms2YE Closing+GL ™ Future Plans

cms2YE Closing+GL ™ Future Plans

Pending


How Can I Get the CMStotheMax ™ Products?

How Can I Get the CMStotheMax ™ Products?

You can get this product from your favorite Cougar Mtn Dealer

or

GPS Financial Services (aka cmstotheMAX.com and CougarMtnSupport.com)

13337 South Street #352

Cerritos, CA 90703

714 228-5444 Phone

800 531-2944 Fax

email us at: [email protected]


CMS to the MAX & Cougar-MagicCMS to the MAX & Cougar-Magic


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cms2EX Excel ™

cms2EM PDFblaster ™

cms2AR PowerEntry+ ™

cms2AR AutoCreditHold ™

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cms2OE Collection-Notes ™

cms2AR PastDueNoticestm

cms2CM Collections ™

cms2RRW Reportstm

cms2R&R LearnCDtm

cms2RAR AreaCodeFix ™

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Product OverviewProduct Overview

Accounts Receivable& Collections

Inventory& Purchasing

Payroll &Human Relations

Export toExcel/PDF

& eMail/Fax Software &Hardware

Sales

Security &User-friendliness

& More

Support Services& Training

General Ledger& Taxes

ReportsEnhanced

Selling &Shipping/Acknow.

Overview


Enhanced & Custom Reports PricingEnhanced & Custom Reports Pricing

Normal Enhanced Report

Single Normal Enhanced Report $ 55

All normal enhanced reports in a module$100

All normal enhanced reports, report tab only all modules $188

All normal enhanced reports for all modules $288

Premium Enhanced Reports

Comparative Sales & Profits (2 period or 3 periods)$110

Customers with no purchases in a date range $ 55

Past Due Invoices in a date range$110


cms2YE Closing+GL ™ Enhanced Reports

cms2YE Closing+GL ™ Enhanced Reports

Pending


cms2YE Closing+GL ™ Examples

cms2YE Closing+GL ™ Examples

Pending


cms2YE Closing+GL ™ Tips & Tricks

cms2YE Closing+GL ™ Tips & Tricks

Pending

cms 2 YE Closing+GL ™ Price: Call $$$ (generous discounts on multiple purchase)

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Transcript of cms 2 YE Closing+GL ™ Price: Call $$$ (generous discounts on multiple purchase)