OnSTAFF 2000
Year End Procedures
08/07/07
NOTE: All users must be logged off of the system anytime the date is being changed!! Once the date is changed be sure that all users including the users changing the date, logs out, then ALL users may log back on.
1. Verify your daily backup tape
2. Print Financial.
3. Print Journal Option A and balance with the Financial.
4. All users MUST be logged off the system at this point.
5. Go to the Date Option and Change the date. The system will prompt to close out the accounts for the Day, Month and year. Enter Y to close the totals for the day, month and finally the year.
Print the financial report to verify that the total 'Year To Date', Month to Date and Quarter on the Financial have been updated to Zero. The totals in the 'Total Accounts Receivable' will now print in the 'Previous Year's Receivable' as well as the current Accounts Receivables.
Recommended Year End Reports
(Before these reports are printed we recommend that you ‘AGE’ the accounts Receivables and runt he Utility/Maintenance Update option.)
Management Menu
Print the following reports and compare the total account receivable to verify that the totals match to the Financial Report AR.
Aging - All.
Balance – All providers
If these reports do not match each other, contact our Software Support Team @ 626-449-1705 or www.support@primeclinical.com
Verify Data Base Status
Go to the External Options Menu ([Ctrl] [E])and select Database Status. [P]rint or [D]isplay Statisitcs? Answer P (print). Review the report for any tables where the % column (fourth column from the left) Is greater than 120% full. If you find any tables that are greater than 120% full, or, are unfamiliar with this report, fax it to Prime Clinical Systems, Inc. with your name and Client ID written on the top of the report. If you fail to check this monthly you risk a table becoming full, thus requiring your system be reconfigured at a time that could be disruptive to your office workflow. EVERYONE MUST BE OFF THE SYSTEM DURING THE RECONFIGURE! By verifying space in data tables monthly, you will be able to schedule the reconfiguring of your database at a time that is convenient for your office. If you are not taking advantage of a software support contract, there will be a charge for the call.
Verify available Disk Space
Go to the External Options Menu ([Ctrl] [E]) and select Disk Space.
This option displays information on your screen. Review lines /u for Unix Systems (larger systems may also have /u1, /u2, etc.) or /home for AIX systems, where % Used is greater than 50%.