Month End Assistance

Month End Preparation:

Have you ran all your Month End Processes?

Examples:
     Run Balance Verification Report
     Member Pay Insurance
     Share Draft Service Charge Posting
     ATM Service Charge Posting
     Dormant Account Fee Posting
     Debit Card Fee Posting
     Minimum Balance Fee Posting
     Any additional fee posting

Good Idea: It's a good idea to run the Balance Verification Report throughout the month.

Follow these directions:

1. Complete your normal End of Day processing. You do not have to do your Daily Backup at this time. You will be performing a Month End Backup after you have completed the Month End processing.
   
   
2. If you have a VRU, it should be in pending until you run Daily Startup at the end of the Month End processing.
   
   
3. If the last working day of the month is not the Last Day of the Month, run Daily Startup for the last day of the month. Your reports will have the month end date on them.

You have now completed the preparation for Month End Processing.

You will be walked through step-by-step the Month End process.

Dividends

Step One: If you post dividends monthly, make a temporary backup.

In case you have a problem when you rebuild the dividend file, you can use this backup to restore the system. Here are the steps to create a temporary backup.

1. Log all users out of CompuShare.
   
   Please note: At this point of the Month End Process, you should be in Single User since you will be running programs that require Single User Status.
   
   
2. Log into CompuShare at a system with a Zip Drive.
   
   
3. After logging in, select Backup on the top toolbar.
   
   
   
   
4. Set the appropriate information in the parameters of the Zip Backup Program.
   
   
   
   
5. Select Backup Options on the top menu and select Backup All Current Data Files.
   
   
   
   
6. Click OK when you get the "Backup Complete" notification and click Exit to leave the Zip Backup Program.
   
   

Step Two: If you post Dividends monthly, rebuild the Dividend File.

You must be in Single User to run this program.

1. From the Master Menu, select 5 - Utilities Menu and 7 - Recover Damaged File Menu.
   
   
2. Select 1 - Recover Damaged Master File on the menu.
   
   
3. Move the scroll bar on the right down or press the down arrow until you locate Dividend File Recovery - SELECT ONLY ONE BELOW.
   
   If you post Dividends at Month End, click Dividend File. A checkmark will appear and the wording will be highlighted.
   
   If you post Dividends on the first day of the following month, click Dividend File with History. A check mark will appear and the wording will be highlighted.
   
   
   
   
4. Click Options on the top menu and select Recover Files.
   
   
   
   
5. When the rebuild is complete, the screen returns to ALL Master Files highlighted. Click Exit to complete program.

When you exit the program, click on Return to Master Menu to be ready for the next step.

Step Three: If you post dividends on the last day of the month, run Dividend Posting.

1. From the Master Menu, select 1 - Posting Menu and 8 - Dividend Posting Menu.
   
   
2. Select 3 - Dividend Posting.
   
   
   
   
3. Review Report Options. Suggested parameters:
   
   

   Sort Key	Control/Account #
   Print Headings	Page Headings on Each Page
   Dividend Calculation Date	Last Day of Month (MM/DD/YYYY)
   Option Selected	All Control Groups
   Control Breaks	Skip Totals by Control Group
   Dividend Type	0 - ALL DIVIDEND TYPES

   
   
   
4. Click Reports on the top menu and select Print and Update Dividend Posting.
   
   
   
   
5. Click OK when report is completed.
   
   
   
   
6. Click Exit to exit Dividend Posting screen.

When you exit the program, click on Return to Master Menu to be ready for the next step.

Dividends to the General Ledger

Step Four: Post Dividends Paid to General Ledger

1. From the Master Menu, select 3 - Reports Menu and 1 - Daily Reports Menu.
   
   
2. Select 5 - G/L Summary Totals Update.
   
   
3. Review Parameters on Report Options tab. Click on the Reports Options tab if not already selected.
   
   
   
   Suggested:
   
   

   G/L Summary Totals Starting Trans. #	Note: These 2 fields are updated automatically by the system and should be 1 number higher than the last time you ran the General Ledger Summary Totals Update. To change these fields, you need to click on the "Change Starting Numbers" button.
   Starting Cash Drawer Sequence #
   Balancing Totals	Print Balancing Totals
   G/L Error Update Code	Do Not Update Starting Transaction Number etc.

   
   
   
4. Click on the Branch and Journal Code Options tab and review parameters.
   
   
   
   Suggested:
   
   

   Aggregate Branch Codes	Aggregate Branch Codes Together for G/L Totals (Recommended)
   Aggregate Journal Codes	Aggregate O-T-C Journal Codes 1 Transaction's (Affects Journal Code 1 - OTC Transactions only - ***Recommended***)

   
   
   
5. Click Reports and select Print G/L Summary Update (Print and Update).
   
   
   
   
6. Click OK on Report Printed message box.
   
   
   
   
7. Click Exit to complete program.

When you exit the program, click on Return to Master Menu to be ready for the next step.

Month End Reports

Step Five: Verify Members Side is Still in Balance within G/L

1. From the Master Menu, select 3 - Reports Menu and 1 - Daily Reports Menu.
   
   
2. Select 2 - Member Quick Trial Balance.
   
   
   
   
3. Click Reports on the top menu and select Print Member Quick Trial - Standard.
   
   
   
   
4. Click OK on the Report Printed message box.
   
   
   
   
5. Click Exit to complete the Member Quick Trial Balance program.

When you exit the program, click on Return to Master Menu to be ready for the next step.

Step Six: Print Month End Member Reports

You can print your Month End Member Reports one of two ways.

1. From the Master Menu, select 3 - Reports Menu and either 2 - Month End Reports and/or 3 - Period End Reports.
   
   
2. Select the reports you want to print one at a time. Repeat steps 2 to 6 for each desired report.
   
   
3. Review the parameters on each report prior to printing that report.
   
   

   Note: You must completely review the parameters for each report. These reports are available to other employees of the Credit Union and they do not always change the parameters back to the desired settings. You must change the dates on any report that is date sensative.

   
   
   
4. If you want to spool reports and print them later or view them on the screen, be sure the Spool setting in the status bar is set to Spool-Yes.
   
   If you want to create HTML versions of the reports, set the Spool setting to Spool-HTML.
   
   Please note: HTML version will create a regular spooled report as well as an HTML version.
   
   
   
   
5. Click Reports and select Print or Spool the report you want to print.
   
   
6. Click Exit to exit report screen and continue with the next report.

Method 2: Print All Month End Member Reports at the Same Time Using Job Stream

Review Job Stream Parameters

1. From the Master Menu, select 3 - Reports Menu and 8 - Job Stream Processing.
   
   The first screen displays a list of Current Job Streams available.
   
   
   
   
2. Click Review on the Toolbar on top of the screen.
   
   
   
   
3. Click the Boxes in front of the Job Streams you wish to review. A check mark will appear.
   
   
   
   

   Good Idea: If you are processing more than one Job Stream, you can put a check next to more than one. The Job Stream program will process all checked Job Streams in order.

   
   
   
4. Click the Stop Individual Job Stream if Interrupted if it is not already checked.
   
   

   Note: If you check this box and an error occurs while reviewing parameters, the report parameters on the report with the error will not be updated and the Job Stream will stop at that point. If you do not check this box and an error occurs while reviewing parameters, the report parameters on the report with the error will not be updated, but the Job Stream will continue with the next program in sequence.

   
   
   
5. Click Review Parameters.
   
   The first report in the Job Stream will appear. The Job Stream program will show you which Job Stream is being processed.
   
   
   
   

   Note: The dates in the Month End Job Stream are not updated automatically. Reports that are date sensative will have to be changed as you review the parameters. Parameters are saved during the unload of the program. If parameters are not completely filled out, the report will not print when you process the Job Stream.

   
   
   
6. Click Exit on the report to go to the next report.
   
   Continue to review the parameters of each report until you get to the Review Parameters Completed message box.
   
   
   
   
7. Click OK on the Review Parameters Completed message box and click Done when you have reviewed all the Job Streams you are planning to process.
   
   

Check Printer Setting for Job Stream

The Job Stream will always print or spool the entire job based on your settings in Job Stream. If you are unsure of the printer settings for a specific Job Stream, please follow these directions.

1. Click Edit on the top toolbar.
   
   
   
   
2. Click on the Job Stream you would like to check and click Continue.
   
   
   
   
3. Click on Edit Job Stream Header Record in the listbox and click Select Choice.
   
   
   
   
4. Make sure Spooled is set to Yes to Spool, No to Print, or HTML to create HTML files.
   
   
   
   
5. Click Save Changes to update the printer settings.
   
   
   
   Repeat these steps for each Job Stream you choose to check.

Process Job Streams

1. To process the Job Stream, click the Process button on the top toolbar.
   
   
   
   
2. Click the Boxes in front of the Job Streams you wish to run. A check mark will appear.
   
   
   
   
3. Make sure the Stop Individual Job Stream If Interrupted is checked.
   
   

   Note: If you check this box and an error occurs while processing the Job Stream, the report with the error will not be printed/spooled and the Job Stream will stop at that point. If you do not check this box and an error occurs while processing the Job Stream, the report will not print, but the Job Stream will continue with the next program in sequence.

   
   
   
4. Click Process Job Streams.
   
   The first report in the Job Stream will appear. The Job Stream program will show you which Job Stream is being processed.
   
   
   
   
5. Click OK when the Job Stream process is complete.
   
   
   
   
6. Click Done when you have completed all the Job Streams you are planning to run.
   
   
   
   
7. Click Exit on the top toolbar to exit Job Stream Processing.
   
   
   
   

   Note: If you elect to spool the reports, it is very important to review the reports to make sure the information is correct. To view the spooled reports, click the Spool button on the top toobar on the Main Menu.

Create Files to Completion

Step Seven: Create AIRES Disk

If you are expecting an Auditor in the near future, it is a good idea to create an Aires Disk at this time. The Auditor will want a disk that matches your month end reports. Follow these steps to create an Aires Disk:

1. From the Master Menu, select 3 - Reports Menu and 3 - Period End Reports Menu.
   
   
2. Select 9 - NCUA (AIRES) Data File Format Preparation.
   
   
   
   
3. Set the parameters to the appropriate settings.
   
   Note: This program must be ran on a computer with either a floppy drive or a zip drive available.
   
   
4. Select Create NCUA Account Data File Diskettes from the top menu.
   
   
5. The program will go through all the members accounts before creating the disks. You will be prompted to insert a disk into the selected drive to create the disks.
   
   
   
   Click OK once the disk is in the drive. If you click Cancel, the entire process will be aborted and you will need to start this step again. This step will need to be repeated for each disk and file created.
   
   

   Note: If you receive a prompt to insert a disk, your removable disk is not ready. Place a disk into the media drive and click Retry. If you select Cancel, the entire process will be aborted and you will need to start this step again.

Step Eight: Create Credit Bureau Disk

If you are reporting to a Credit Bureau, you must create a Credit Bureau disk at this time. The data will not be correct if you create this at a later date.

Step Nine: Print Month End Statements

You can print the Month End Statements using our Member Statement Preparation program. Follow these directions:

1. From the Master Menu, select 3 - Reports Menu and 3 - Period End Reports Menu.
   
   
2. Select 1 - Member Statement Preparation.
   
   
3. Review and set all parameters on all 4 tabs.
   
   
4. Click on Reports on the top menu and select Print Member Statements.
   
   
   
   
5. Upon completion, click OK and exit program.
   
   

Step Ten: Month End Backup

1. Log all users out of CompuShare.
   
   Please note: At this point of the Month End Process, you should be in Single User since you will be running programs that require Single User Status.
   
   
2. Log into CompuShare at a system with a Zip Drive.
   
   
3. After logging in, select Backup on the top toolbar.
   
   
   
   
4. Set the appropriate information in the parameters of the Zip Backup Program.
   
   
   
   
5. Select Backup Options on the top menu and select Backup All Current Data Files.
   
   
   
   
6. Click OK when you get the "Backup Complete" notification and click Exit to leave the Zip Backup Program.
   
   

Step Eleven: Run Daily Startup (Must be in Single User)

Run Daily Startup the same way you always do. There is no special directions for this step.

Step Twelve: Enable Multi User

Once you have backed up, click on the Multi User button on the top toolbar.

Step Thirteen: Put VRU Back online

Turn your VRU back online.

You have now completed the Month End processing.