1. Slide#: 1© GPS Financial Services 2008-2009Revised 01/24/2009 Cougar Mountain Software Professional Version Cms 2 YE Closing+ tm Preparation & Closing Order Entry

2. Slide#: 2© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Y.E. Preparation  Decide or plan for a change in invoice numbers for the new year. Some companies find it valuable to have a separate number sequence each year. This facilitates the ability to tell the invoicing year at a glance from the invoice number.  Make sure that customer returns and claims have been resolved and processed.  Consider changing server, workstation, and user passwords. Preparing for Year End - Operational

3. Slide#: 3© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Y.E. Preparation  The first step to prepare for year end in Order Entry is to post or clear all transactions for the year just completed, and print all available reports.  Print the Invoice Tracking Report, missing invoice numbers version, and account for missing invoice numbers.  Set the active Order Entry batch to the Back Order batch and print any orders that are still valid.  Set the active Order Entry batch to the Quote/Work Order batch and print any orders that are still valid.  Print the OE Deposit Journal Report and verify that the items listed are correct. Preparing for Year End – Cougar Mountain

4. Slide#: 4© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Module - Y.E. Preparation DescriptionPreparationClosing Reports - Cougar Mtn Standard Reports With Creating a Prior Year Company

5. Slide#: 5© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Module - Y.E. Preparation Reports - Cougar Mtn Standard Reports Without Creating a Prior Year Company DescriptionPreparationClosing

6. Slide#: 6© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Module - Y.E. Preparation Reports - CMS to the MAX Enhanced Reports DescriptionPreparationClosing

7. Slide#: 7© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Y.E. Preparation  The purpose of Period End processing is to purge the transaction detail that is no longer needed from the hard disk. By doing so, this makes more hard drive space available for other uses. Most customers don’t purge their sales history files as they find that having sales information on their customers and stock numbers, is more valuable than speed. Also, this helps to be available for sales tax audits.  Data files can become extremely large, especially towards the end of the year. Having an excessive amount of history information can also slow the processing of History Reports due to the amount of data that must be sorted by the system.  By purging some of the information, you can often recover significant amounts of hard drive space.  However, the data you purge, is erased and can only be recovered from a data file backup. Be sure to back up your data files before doing any period end processing, especially data purges. Preparing for Year End

8. Slide#: 8© GPS Financial Services 2008-2009Revised 01/24/2009 Preparing for Year End cms 2 YE Closing+ tm Order Entry Module - Y.E. Preparation

9. Slide#: 9© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Closing 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 a Sales History and Profit Margin Report by customer and stock ID 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 as “\YE-OE-2008” so that it won’t get overwritten. The best technique is to copy the “OE” files only from your ongoing company to your prior year company (ex. 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)

10. Slide#: 10© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Closing Resetting Credit Card Totals (optional & unnecessary)  This should be done once, either in AR, OE, PS or Job Cost.  Each credit card code is associated with a distinct set of accumulators that collect and store sales figures. Every time a transaction is posted, the transaction amount is added to the accumulators that keep running totals of the posted transactions.  During period end processing, the “Current period” accumulator is set to zero. Transaction totals are accumulated for the credit card codes, which can be viewed at any time during the period. At the end of the period, when all transactions for the period have been entered and posted, print the sales figures for the codes. The figures show exactly how many dollars in sales were posted to each code during the period.  After printing the reports, run Reset Credit Card Totals from the “Period End” menu to reset the “Current period” accumulator to zero, and start gathering the sales figures for the next period.

11. Slide#: 11© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Closing  When you run Period End, the computer zeros out the current period accumulator, transfers the amount that was in the current period accumulator to the period 01 accumulator, transfers the amount that was in the period 01 accumulator to the period 02 accumulator, and so on for each accumulator. Resetting Credit Card Totals (optional & unnecessary)

12. Slide#: 12© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Closing Purging the Deposit Journal (optional & unnecessary)  Purging the Deposit Journal removes unnecessary transactions from the Deposit Journal file.  Customer Deposits is a feature in Order Entry requiring you use the Work Order Type and have activated the deposit feature in the OE module preferences.  Running this option purges all completed transactions that have a transaction date older than the purge date you specify.  The decision to purge transactions is entirely up to you.  Although not required, you may want to purge some transactions to reduce the amount of hard disk space occupied by the Order Entry data files.

13. Slide#: 13© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Closing Purging the Deposit Journal (optional & unnecessary) 01/01/2007 (if at all)

14. Slide#: 14© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Closing  Purging the history file removes unwanted transactions from the history file.  Running this option purges all transactions that have a transaction date older than the purge date you specify. The decision to purge transactions is entirely up to you.  Although not required, you may want to purge some transactions to reduce the amount of hard disk space occupied by the Order Entry data files. By doing so, this may speed up processing time when sorting or printing history reports. Purge History (optional & not recommended)

15. Slide#: 15© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm Order Entry Module - Closing 01/01/2004 (if at all) Purge History (optional & not recommended)

16. Slide#: 16© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm All Modules - Post Closing Post Closing  As a protection measure, backup your files using the default directory.  Re-index files even though they don’t appear on most screens. Some purged items remain in the files until they are re-indexed.  Consider changing server, workstation & Cougar passwords.

17. Slide#: 17© GPS Financial Services 2008-2009Revised 01/24/2009 cms 2 YE Closing+ tm All Modules - Post Closing  Advise customers of company policies regarding giving of gifts, privacy, conflict of interest and other policies  Send all customers from whom items are purchased on resale, an updated resale card. This will reduce future sales tax problems.  Check that all customer returns and claims have been processed.  On “problem” customers, request a detailed statement so that the balance can be verified.  As soon as the majority of the A/P activity has been entered, its suggested to move the block period up to 12. This will prevent any prior year activity to be posted accidentally. It may also be necessary to reset it occasionally.  Prepare a Sales Tax Report including reconciling the year and the G/L sales tax liability account. Post Closing (if not already handled)

18. Slide#: 18© GPS Financial Services 2008-2009Revised 01/24/2009 CMStotheMax.com & Cougar-Magic.com Products  cms 2 EM Email tm  cms 2 AutoArchiver tm  cms 2 EX Excel tm  cms 2 AR UDF+ tm  cms 2 AR AutoCreditHold tm  cms 2 OE ShippingWgt-Cube tm  cms 2 OE LookupHistory-Enh tm  cms 2 RRW Reports tm  cms 2 R&R LearnCD tm  cms 2 PR MaxPak ’ s tm  cms 2 PR CertifiedPR-Forms tm  cms 2 PR QckChg tm  cms 2 PR mini-ContactMgr tm