MTS #11 A – End-of-Day Processing Summary

SMARTSystem Management Training Series

Training Session #11A – SMARTSystem End-of-Day Processing Summary

The following is a brief checklist of steps to close the day after completing Driver Check-in:

1. Select the End-of-Day Menu:

2. Invoice Print Verification

3. Export Data To Accounting

      a. Set the End Date to yesterday’s Delivery date.  You do not want to process today’s invoiced orders:

      b. When ready, click the button to

     c. The End-of-Day process is completed when the Red EXPORT COMPLETE button is displayed.

    d. There are three reports produced during this EOD process:

                 i. Invoice Register by Delivery Date

                ii. Invoice Register by Route

                iii. Invoice Payment Register

QB Import Tool Daily Operations

The sequence of events for daily importing of SMARTSystem transactions:

1. Run the SMARTSystem End-of-Day process to export transactions from the SMARTSystem.
2. Open your Quick Books with the administrator password, put Quick Books in Single User Mode and minimize.
3. Double click on the Quick Books Import icon:

       4. The following screen will be displayed:

       5. Click the Browse button on the lower right side of the screen, navigate to the WFSData Folder, Export Files               and the following will be displayed:

Click on the QB_COMPLETE entry to highlight it which is always at the top of the list.  The files under QB_COMPLETE contain each transaction type that is consolidated in the QB_COMPLETE file. Therefore, you select only one file, QB_COMPLETE to process your End-of-Day Import to Quick Books.

Click the Open button to continue.

       6. The screen will return with the selected QB_COMPLETE file in the “Source File:” area below:

       7. Click “Import Data to QuickBooks” and when the import process is completed you will be notified by the                   number of records processed.

QB Import Security Questions (first time only)

The first time you import SMARTSystem records to Quick Books the following QB security questions will be displayed.  Check the items highlight below:

After checking the two items above, click “Continue”.

After you click “Continue” Quick Books will want you to confirm your selection by clicking “Yes”

To finish the Quick Books security access process, click “Done” below:

QB Export Customer Balances

Normally, payments are manually posted against customer invoices and afterwards the customer balances are exported from Quick Books and Imported to SMARTSystem.

The sequence of events for daily exporting Quick Books Customer Balances that will be imported into the SMARTSystem is:

1. After payments are posted to your customer accounts.
2. Keep Quick Books open and minimized.
3. Double click on the Quick Books Import icon:

       4. The following screen will be displayed:

       5. Click on the “Export Customer Balances” and the export from Quick Books will begin:

      6. When completed close the QB Import Tool.

      7. Open SMARTSystem, File, Import and Import Customer Balances.

      8. The following screen will be displayed:

       9. Click “Browse” to select the folder for Import:

                               C:\WFSData\ImportFiles

    Click on “customerbalances.txt” to select.

     10. Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:

     11. When completed close this “Import Customer Balances” screen.

This completes the entire End-of-Day cycle from beginning to end.

QB Peculiarities

1. Customer Names must be unique.
2. Vendor Names must be unique.
3. A Customer Name cannot be the same as a Vendor Name.
4. A Vendor Name cannot be the same as a Customer Name.
5. The Account No. field for each customer record in Quick Books is automatically updated with the SMARTSystem customer number.  If this customer number is missing you will not be able to update your Customer Balances in SMARTSystem.  See Quick Books, Customer Edit screen below: