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How To Do Daily Accounting Procedures

Bank Deposits

  • In ReliaSale run the ‘Daily Cashout’ report
  • What is on report MUST equal what goes to bank, no exceptions

  • Make sure you select the correct date

  • In Quickbooks enter the daily deposit “general journal entry” for cash, check, Visa, MC, AMEX, etc.
    • Debit cash account for each type of deposit which hits bank account separately (cash, check, Visa, MC 2 days, AMEX 3 days, etc.)
    • Credit cash clearing account (usually 1010, undeposited cash) for each type of deposit which hits bank account separately (cash, check, Visa, MC 2 days, AMEX 3 days, etc.)
  • In ReliaServ

  • Enter the date you desire and the company and location if you have multiple entities

  • In Quickbooks enter the daily deposit “general journal entry” for cash, check, Visa, MC, AMEX, etc.
    • Debit cash account for each type of deposit which hits bank account separately (cash, check, Visa, MC 2 days, AMEX 3 days, etc.)
    • Credit cash clearing account (usually 1010, undeposited cash) for each type of deposit which hits bank account separately (cash, check, Visa, MC 2 days, AMEX 3 days, etc.)
  1. Daily Tasks A/P inventory(ReliaSale) and parts (ReliaServ)
    1. ReliaSale a/p:  Daily Accounts Payable Posting to QB(*ReliaSale only)

                                                               i.      Note:  vendor ID in ReliaSale MUST equal vendor id in Quickbooks

                                                             ii.      Post thru a specific date(usually today)

                                                           iii.      When posted, vendor AP inventory invoices are “marked” so they cannot be posted a second time

                                                           iv.      Vendor credits received outside of vendor invoice must be applied to specific items in ReliaSale, and then entered as a credit into QB. 

  1. ReliaServ

                                                               i.      Vendor  invoices and credits are direct entered into accounting/QB

  1. Period Ending “ReliaSale only”
    1. Post sales data “AR”

                                                               i.      Post on 20th+- of subsequent month

                                                             ii.      See posting report for “what got posted”

                                                           iii.      Transaction:  This is what happens: 

  1. debit a/r, credit sales, 
  2. debit cogs and credit inventory,
  3. repeat for every line item, every invoiced order
  4. Post Payments

                                                               i.      Post on 20th+- of subsequent month, transactions get marked so they cannot be posted a second time

                                                             ii.      See posting report for details of “what got posted”

                                                           iii.      Transaction: “debit undeposited cash 1010”, credit A/R

                                                           iv.      If daily deposit entries are done correctly, this posting will zero out the 1010 account, undeposited cash

  1. Period Ending “ReliaServ only”
    1. Post service data “AR and Payments”

                                                               i.      Post on 20th+- of subsequent month

                                                             ii.      See posting report for “what got posted”

                                                           iii.      Transaction:  This is what happens: 

  1. debit a/r, credit sales, 
  2. debit cogs and credit inventory,
  3. Debit Clearing account (example 1010)
  4. Credit A/R
  5. repeat for every line item, every invoiced order

                                                           iv.      See posting report for details of “what got posted”

                                                             v.      If daily deposit entries are done correctly, this posting will zero out the 1010 account, undeposited cash

Sample view of what happens in ReliaSale after month end posting for all journal entries above:  (would be better if deposit detail were shown, and also if each entry had description in memo section)

How To Find Out If All items On A delivery Order Have Arrived

Find Delivers for Desired Date

For this to work all items must have been scheduled for delivery or pickup. If you use the system in the standard manner this will never be a problem.

  • Go to the ‘Deliveries’ tab and click on ‘Find Delivery’

  • Enter the date or time period you are searching for

  • Click ‘Find’

  • An ‘X’ in the ‘In?’ column indicates all items for that order have been received or assigned to the order. If there isn’t an ‘X’ you can hover your mouse over the ‘In?’ button and you will see how many items are missing.

  • In the example above there are 2 real items are on the order but one of the items has not been received or no inventory has been assigned to the order. Whenever you receive an item the system will assign a Quick Lookup Number (QLN) to the item.
  • Clicking on the ‘Details’ button at the far right will take you to the delivery order. Once there click on the ‘Items’ tab

  • In this example you see there are 3 items but only two items require a QLN. The other item is not a ‘real item’ it is a service charge. If ‘AutoPull’ is setup in the system you could click on it to see if any items are available to assign; if not you will have to go to the order to see when the item is arriving.

  • The next step is to click the ‘Go’ button to the right of the order button go to the sales order to determine the status of the items

  • Click on ‘Items’

  • The purchase order info for the item will be at the lower left corner for the line item.

  • Both items are on the same purchase order but because there is no serial number or QLN assigned (the red color indicates this) we know the items have not been received.
  • To discover when these items are expected so you can contact the customer you would click on the ‘PO’ link which will take you to the PO detail screen.
  • The items are in red because they have not been received

  • Click on the ‘Details’ button to see when they are expected

  • With this information you can know contact the customer and reschedule the delivery