IDEXX Cornerstone Software

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Bone up on end-of-year processing

Want a few tricks and treats for the fast approaching end of year process? It’s not that spooky! Whether this is your first or fifteenth end-of-year process, we have all the resources you’ll need: from a simple mental checklist quick guide to an in-depth step by step training tool. So grab a piece of candy from the bowl up front, and take a few minutes to bone up on recommended end-of-year activities and how they affect your business reporting.

We have three resources at your disposal to walk you through the end of year process.  The end of year checklist quick guide is the simplest way to review the recommended activities to close out your year.

End-of-year processing

Remember, end of year does not run on its own, even if you have end-of-day and month set to run automatically. It is best to run end of year immediately following the end-of-month process. If transactions are posted after end of month, both end of day and end of month need to be reprocessed before end of year can proceed.

Trick: Plan the end-of-year processing in advance. Select someone to be the expert that has reviewed all materials and is ready for a smooth end-of year processing.

Treat: Place a block with note or appointment on the Appointment Scheduler to remind yourself and the team
For the pre-close steps of inventory and client accounts, you can start on these now and avoid rushing through them come end of December.

Inventory

Make sure all incoming inventory is entered into Cornerstone. Until items are on a posted inventory receipt, quantity and cost on hand do not update! This not only impacts your Inventory Cost reports, but also your Cost of Goods Sold, which uses the item average cost on hand at time of client invoice to determine profit and gross margin. Other inventory reports that rely on accurate quantity and average cost tracking include:

  • Counts
  • Expiration Date
  • Internal Usage
  • Items Profit Analysis
  • Overstock
  • Reorder report
  • Returns
  • Turnover

Trick: Use the Order and Receipt list windows to find sent and partial orders or not posted receipts (make sure to expand date ranges accordingly).

Treat: Once receipts are posted, use the Cost report to look for any cost discrepancies and perform cost adjustments as needed once the quantity on hand is verified.

Client Accounts

Just like inventory quantity and cost tracking, client account balances do not update until invoices and payments are posted. Be sure to review your most recent Accounts Receivable report to determine which accounts with balances that will need to be either written off or adjusted per your financial policy. Here is a list of other reports that will reflect write off and/or adjustment activities and amounts:
 

Daily 
  • Current Activity
  • Daily Audit Trail
  • Daily Revenue
  • Daily Summary
  • Itemized Audit Trail
Monthly 
  • Accounts Receivable Status
  • Monthly Adjustment Summary
  • Productivity by Staff
  • Sales Tax Summary/Income Reconciliation
     
Yearly
  • Account Write Off
  • Sales Tax Summary/Income Reconciliation

Trick: Check both Lab and Image Requests and Results windows for any not requested results and bill accordingly. These charges will be sent to the Patient Visit list.

Treat: Use the Daily Planner Patient Visit List (view all staff) and Invoice tabs to quickly see all pending charges and post accordingly.


And a few extra reporting tricks for you: 

  • Use the Daily Summary report from the last business day of the year for a quick overall view of your year!
  • Create a multiple period report by using the Shift key to select consecutive closed periods!
     

Michelle Campoli, CVT, CVPM

Michelle Campoli, CVT, CVPM

Michelle Campoli loves teaching people how they can do more with Cornerstone. When she’s not sharing her favorite tips and tricks in one of our Cornerstone user group meetings, Michelle enjoys spending time with her husband, cat, and three retired greyhounds; playing in her kitchen and volunteering for her local greyhound adoption group.


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