Quarter End Assistance

Preparation/Backup

Preparation

Have you ran all your Quarter/Period 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 postings

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 perform a Quarter End/Period End Backup after you have completed the Quarter/Period End processing.
   
   
2. If you have a VRU, you must shut it down completely until you perform a Daily StartUp for the next period.
   
   
3. If the last working day of the Quarter/Period is not the Last Day of the Quarter/Period, run a Daily StartUp for the last day of the Quarter/Period.

You are now prepared to start your Quarter/Period routines. Please start with step one and continue throughout the sessions of this tutorial.

Dividends

Step One: Make a Temporary Backup in case you have a problem when you rebuild your dividend file.

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 Quarter/Period 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: Rebuild Dividend File

You need to be in Single User to run this program.

Follow these directions:

1. From the Master Menu, select 5 - Utilities Menu and 7 - Recover Damaged File Menu.
   
   
2. Select 1 - Recover Damaged Master Files.
   
   
3. Move the Scoll Bar on the right down or press the down arrow until you locate Dividend File Recovery - SELECT ONE ONLY BELOW.
   
   If you post Dividends at Quarter End, click Dividend File. A check mark will appear and the wording will be highlighted in blue.
   
   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 in blue.
   
   
   
   
4. Click Options on the top menu and select Recover Files.
   
   
   
   
5. When the Rebuild is complete, the screens will return to ALL Master Files being highlighted in blue. Click Exit to complete the program.

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

Step Three: Post Dividends - Last Day of Month or Quarter

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 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.

Period End Reports

Step Five: Verify Members Side is still in Balance with General Ledger

1. From the Master Menu, select 3 - Reports Menu and 1 - Daily Reports Menu.
   
   
2. Select 2 - Member Quick Trial Balance.
   
   
   
   
3. Click Reports from 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 Quarter End Member Reports

Good Idea: If you use the NCUA 5300 Call Report, you will need to run the Management Report prior to your Quarter End Close. Be sure to include the Management Report on your Quarter End Member Report list.

Method 1: Print Quarter End Member Reports One Report at a Time

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 and continue with the next report.

Method 2: Print All Quarter/Period 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 the current Job Streams available.
   
   
   
   
2. Click Review on the top toolbar.
   
   
   
   
3. Click the Boxes in front of the Job Stream 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 Stop Individual Job Stream If Interrupted if it not already checked.
   
   

   Note: If you check this box and an error occurs while reviewing the parameters, the report parameters on the report with the error will not update and the Job Stream will stop at that point. If you do not check this box and an error occurs while reviewing the parameters, the report parameters on the report with the error will not update, 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 Period 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 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 Jobs Streams If Interrupted is 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.

   
   
   
4. Click Process Job Stream
   
   The first screen in the Job Steram 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/Backup

Step Seven: Creates 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, 6 - Additional Reports Menu, D - Regulatory Reports Menu and 1 - NCUA (AIRES) Data File Format Preparation.
   
   
   
   
2. 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.
   
   
3. Select Create NCUA Account Data File Diskettes from the top menu.
   
   
4. 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 Quarter End Statements.

Note: You can print your statements at this time or you can print them from history after you have done your Member Side Close.

You can print the Quarter 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: Quarter End Backup

1. Log all users out of CompuShare.
   
   Note: At this point of the Quarter 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.
   
   

You have now completed this step. Click the Single User Button on the top toolbar to be ready for the next step.

Quarter End Close

Step Eleven: Period End Master File Close (Must be in Single User)

Follow these directions:

1. From the Master Menu, select 7 - Period Closing.
   
   Note: Please read what the Closing Program does. Is this really what you want to do? If not, exit the program.
   
   

   This Program performs the following tasks: Prepares ALL accounts for a new transaction period if this is the end of a defined transaction period. Archives current period data if this is the end of a defined transaction period. Resets the transaction journal start points.

   
   
   
   
   
2. Click Reports and select Perform Master File Close.
   
   
   
   
3. The Master File Close Confirmation screen will appear.
   
   This is an important step, so please read this direction carefully. Please see the two screens below as a reference to the next couple lines.
   
   If you see a message on this screen that reads, "WARNING: Archive Periods Set to Zero - Current Data will NOT be Archived!!!", you need to follow the Special Directions below.
   
   If you do not have this message on the screen, click Continue. Skip the Special Directions below.
   
   The program will now automatically take you through the closing routines and Daily Startup. Run the Daily Startup the same way you always do it. There is nothing special about it.
   
   Screen without warning.
   
   
   Screen with warning.
   

Step Twelve: Enable Multi User

Click on the Multi User button on the top toolbar to enable multi-user.

Step Thirteen: Turn the VRU on

Turn your VRU back on and put the VRU online.

You have now completed Quarter End processing.