To: RWS POSIM Diamond clients
END-OF-YEAR PROCEDURES
It's hard to believe that another year has gone by already. Once again, we wanted to remind you of the year-end procedures that we recommend for POSIM:
Year-End Reports
Some POSIM reports are 'real-time' and thus can not be run for a previous date. They must be run at that specific date-and-time.
We recommend that you run them either on 12/31 after closing, or before opening on 1/1/10 (or before opening on 1/2/10 if your store is closed on January 1).
The reports that you will want to run and save are as follows...check the box as you complete each:
On-Hand Report (Inventory Client > Reports > On Hand Report)
(NOTE: for more information on POSIM's On-Hand Report, click here)
A/R Summary Report (A/R Client > Misc > A/R Summary)...or, if you use the Detailed A/R Summary Report, it is found in Reports Client > Reports > Detailed A/R Summary Report)
Gift Card Report (Sales Client > Reports > Gift Card Report)
Customer Rewards Report (Sales Client > Reports > Customer Rewards Points Report)
Year-End Archival Backup
With an Archival Backup stored safely, you will always have access to a database that is 'frozen' as of 12/31/09, and you will also have the documentation that you need in case you are ever audited for 2009.
A year-end 'Archival Backup' is accomplished like any other backup, but it is done with the intention of keeping it apart from your daily backups on a separate disk/CD/flash drive. Your Archival Backup should be made at the end of business on December 31 (or before beginning business on January 1), and should be stored in a safe location off-site.
We recommend that you back up your entire POSIM Diamond folder when making your Archival Backup...if you are multi-user, you would back up the POSIM Diamond folder from your Server. You should also back up your Barcode Files folder (where you store your Barcode Command Files).
Physical Inventory
Most of you will be taking physical inventories at the end of the year and--if you haven't been taking partial inventories regularly throughout the year--you will want to review our Physical Inventory Recap to help you refresh your memory on these procedures. You can download this PDF by clicking here: http://www.rwsinfo.com/PHYS_RecapWithTricoder_MAC.pdf
If you want our help in reviewing these procedures, please call us to schedule a time to go over them with you. As you might imagine, this is a busy period for us...so please schedule this with us as soon as possible to ensure that we are available when you need us.
Quick Notes
A. The current version of POSIM is POSIM Diamond 4.6.2.5. If you are using an earlier version of POSIM Diamond for Mac and have a current Annual Upgrade Contract in effect, you can download this latest version from the Ensign website: http://posim.com/download.
If you do not have a current Annual Upgrade Contract, check out the features that you are missing here! Then, if you want to order the Annual Contract, please contact RWS.
B. If you are not taking advantage of the TeamViewer program for remote access to your store(s), we highly recommend it for all our clients. It not only allows you to access your stores from home (or from out of town), it also allows us to log onto your stores and provide more concise support when you call with questions. The current version of TeamViewer for Mac on computers running OSX 10.4 or higher is 4.1.6888. If you'd like to check it out, their website is: http://www.teamviewer.com.
Finally, we wish you all a happy, healthy, and successful 2010!
Best,
Debby Levine & Bob Schuster
