Note: Refine these based on your accounting system and internal procedures. These processes represent the steps to do in MAX to process accounting data. Your process may differ depending your own internal practices.
Vouchering and Posting Sales Orders, Vouchers and GL
PO Receipts, GL Transactions and Sales Order Shipments need to be processed. This section describes how to perform these actions.
Processing and Posting Sales Orders
You will need to review the sales order shipments that have been done in prior to posting sales orders.
To review the shipment you will run the Invoice Edit List Report.
Run Invoice Edit List
1) System Manager > Customer Tab > Sales Order Processing
2) Select Report > Invoice Edit List
3) Select the appropriate options and run the report.
4) Review each order and for correctness in price and freight etc. once you are satisfied the orders are correct you can proceed.
Post Sales Orders
1) System Manager > Finance Tab
2) Select Financial Integration
3) Select Activity > Post > Sales Orders
a. Use the default setting and click the Post button
4) Review the report output once the posting is finished – you can also save the report if you like or export the report.
Vouchering PO Receipt and Posting Vouchers
When you receive invoices from vendors you will need to voucher the receipts. If the vendor references your PO then the MAX PO number will be available in a reference from when the ordering was done.
Voucher PO Receipts
To Review and Voucher PO receipts in MAX do the following:
Review
1) System Manager > Materials Tab
2) Select Purchasing Module
3) Select Reports > Unposted Receipts Report
a. Run the report to review the receipts that have now been posted yet or those that have been marked but not yet posted.
Vouchering
4) System Manager > Finance Tab
5) Select Financial Integration
6) Select Activity > Vouchering
7) Double click the PO number field and select the PO that you want to voucher and new voucher number will appear in the voucher number field.
8) The “M” column on the far left is for marking the PO lines for that voucher.
9) Edit the following fields
a. Enter the Invoice number
b. Verify the AP account is correct
c. Enter Freight and Misc charges by double clicking the account column and then entering in the amounts on the right.
d. Be sure to Mark all the lines that you want to assign to the Voucher
e. If you are ready to post this voucher the check the box at the top “Mark Voucher for Posting”
f. Click the Save button when you have finished editing the voucher.
Post Vouchers
1) System Manager > Finance Tab
2) Select Financial Integration
3) Select Activity > Post > Vouchers
4) Click Post to Post the Vouchers and complete the process
Processing GL Transactions
Post Order Closure
Post Order Closure is used to identify Material and Labor variance and to flag manufacturing if there are material variances that do not seem correct.
Post Order Closure must be run on all Production Orders (Master Scheduled Orders) prior to posting the GL for the defined accounting Period
To Run Post Order Closure do the following:
1) System Manager > Finance Tab
2) Select Costing
3) Select Batch > Post Order Closure
4) Enter beginning or ending values or click Query to select all.
5) Double click the order number field to see if there is any variance on the order. Small amounts may occur but to ensure orders are not being closed short and with large variances it is important to inform manufacturing of such and to ensure they issue proper inventory and manage their orders correctly.
6) After review of variances check the Close column check box to mark the order for closure and Save. This will close out the order and produce variance transactions to material.
Review and Post GL Transactions
You will need to review all GL transactions prior to posting. This is done by running the From/To Charge report.
1) System Manager > Finance Tab
2) Select Costing Module
3) Select Reports > From/To Charge Report
4) IMPORTANT – when reviewing uncheck “Update Work GL”
5) Review the Summary section at the bottom of the report to verify accounts balance and that there are no errors. Review the detail of the report to look into specific transactions that may be in error.
6) Once this has been done you re-run the Report with “Update Work GL” checked which transfers the information for posting.
7) To export the information to Journal entries in Wynne System – when the report becomes viewable on your screen, select the export function in the Report window and select to Save to an Excel Workbook.
Post GL
1) System Manager > Finance Tab
2) Select Financial Integration
3) Select Activity > Post > GL
4) Select default setting and click the Post button
5) Review the report
6) Save or print the report for historical purposes
Periodic Processes
Doing Cycle Counts
If you have added Cycle Count policy in the Inventory tab of the Part Master / Inventory Tab then you can run periodic Cycle Counts. When the date of the last cycle count exceeds the cycle count code defined then the part will show on the Cycle Count Worksheet. You need to have Cycle Counted at least once to establish the starting date or Last Cycle Count Date.
1) Open the System Manager
2) Select the Materials Tab
3) Select Inventory Control
4) Select Reports > Cycle Count Reports
5) Select Worksheet
a) You can run the report for all parts or for Exceptions only.
b) Run and print the report using the options you need
c) Do the counts and note them on the sheet.
6) Select Activity > Transactions > Cycle Count tab
7) Enter your counts individually in the tab or select a range in the grid below.
8) Select the rows you want to update and Process.
Month End and Year End Procedures
These procedures in MAX basically ensure that all transactions are completed and posted in the System. There is no closing necessarily in MAX which the exception of completing all transactions and running the reports. The procedures below outline the actions to perform this cutoff.
1) Determine cutoff dates for each period Monthly, Quarterly etc.
2) Process all Inventory, Shop Floor, Sales, and Purchasing Transactions
On this step you will have to check with all those concerned to make sure that PO Receipts, Shop Issues, Shop Receipts, Shipments and any other transactions like Cycle Counts and Adjustments that have not been get completed in the system get done before you run the procedure.
After that then do the following:
a) Run Post Order Closure and Close out all shop orders remaining and review any variances
b) Ensure all Purchase Receipt have been Vouchered
c) Ensure all Shipment transactions have been done
3) Run the From/To Charge Report and Review
4) Post all Financial Transactions
a) Post Vouchers
b) Post Sales Orders
c) Run From To Charge Report – Check Update Work GL File
i) Click Export and Export to Excel – Data Only
ii) Save a Copy of this Report
d) Run Inventory and WIP Reports
i) Inventory Value
(1) Inventory Control – Inventory Value Report
(2) Inventory Control – Inventory Value by Stock ID
(3) Costing – Stock Cost Report
ii) WIP Value
(1) End of Period WIP Report
5) If you have noticed any inconsistency in Inventory Qty then run Stock On-hand Reconciliation
6) Purge MTD/YTD Data
a) System Manager > Batch > Purge MTD/TYD Data
7) Run a complete Cost Roll and select to update ending quarter Cost Set – DO NOT UPDATE PART MASTER
a) If the Cost Set is not defined then go to System Manager > System Configuration > Cost Set and enter the description for the Cost Set.
8) Run a complete Cost Roll again and Update Part Master to roll the new cost for the new quarter.
9) Run the Inventory Value Report again. Note the change in inventory and adjust this as needed according to company policy.
Note: with the upgrade to MAX 5.5.3 you have unlimited cost sets and the ability to apply Last Purchase Price and Average costs in the formulation of new standard costs for your account period. If you have not already done so upgrade to make us of this enhancement and many more in releases 5.5.4, 5.5.5 and above.