Order Processing

The following Order Processing files and categories will be affected by the year end:

1.   Warehouse Balance File - Year-to-Date Sales Statistics:

Rollover occurs automatically when the Sales Statistics Post (SA100E) is run for the last period (12 or 13, depending on your system).  This Sales Statistics Post is run from the Sales Analysis menu.  Running this post will roll the Year-to-Date Current Year statistics into Year-to-Date last year fields.  The amount accumulated in the Next Period field is used to initialize the Year-to-Date Current Year amount.

2.   Customer Name and Address File - Year-to-Date Sales Statistics:

Identical processing is done for the Customer Name and Address File as occurs with the Warehouse Balance File when the Sales Statistics Post is run.

3.   Sales Analysis File

This file is reorganized when the Sales Statistics Post is run for the last period of the year.  Furthermore, records are purged from this file if both the current and last year buckets are all set to zero. For those Sales Analysis records not deleted, the post rolls the current year sales statistics to the last year sales statistics.

4.   Sales History File

The post will update the Sales Analysis file from the Sales History File.  Statistics are accumulated for each sales period for the current sales year and the previous sales year. The sales summary post program is called to update the Sales Summary File. The records in the History file are flagged as processed by the Sales Statistics Post.  These flagged records in the file are purged by user request from the MAC-PAC Processing Menu within System Support. 

5.   Reference File Categories:

If you are using Accounts Receivable and it has been final posted for the old year, you must set-up the new accounting calendar on Reference File category 013 before processing any new shipments.  The shipping/billing program that processes the shipments will check for the new calendar if Accounts Receivable has been final posted.

Order Processing has three Reference File categories, A01, 407, and 408, that hold the Sales Calendar and need to be maintained at year end.  These categories are quite similar to those maintained for Purchasing.  Categories A01, 407, and 408 all interrelate, and are used for posting and reporting in Sales Analysis, and for processing in Order Processing. 

At year end, A01 should be rolled into 407, and 407 should be rolled into 408, as is explained below.  These categories must be changed after you have posted the final period of the year.  Updating these categories will ensure that the Next Period and Current Period buckets on the Warehouse Balance and Customer files are updated correctly.

a)   Category A01 - Next Years Sales Calendar

      This category shows the Sales Calendar for the next year.  It should be changed after running the Sales Statistics Post from the Sales Analysis module for the last period of the year ending, and before doing this post in the first period of the new year.  The information in this category will need to be moved into the new year's Current Sales Period Calendar (Category 407), and new data will need to be entered into A01 to reflect the next year's sales calendar.

b)   Category 407 - Current Sales Period Calendar

      This category is used to hold the current Sales Calendar used to report the Sales activity by period.  As with A01, it is used in Sales Analysis reporting and Order Processing.  It should be updated for the new year by rolling the data in A01 for the year ending into this category, and should be updated at the same time that category A01 is updated.  The data in this category at year's end needs to be transferred to the new years Last Year Sales Period Calendar (Category 408).

c)   Category 408 - Last Year Sales Period Calendar

      This category contains the Sales Calendar used in the previous year, and is used by Sales Analysis for reporting purposes.  It needs to be updated with the data from category 407, and should be updated at the same time that category A01 and 408 are updated.