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December 2009 |
The end of the year is near and here are a few topics that you may want to review. While most of these procedures are optional, some may be necessary steps to maintain your data and maximize the benefits you receive from the Keystroke POS system in the coming year.
Data Backup
Perhaps the most important task you should perform annually is to review your normal data backup process and make a separate end-of-year backup copy of your Keystroke system and data. If you do not already have a regular backup procedure in place, now is a good time to start.
Inventory Quantities
The Keystroke system maintains inventory on a real-time basis. In a perfect world this would result in you always knowing exactly how many of each item is in stock. However, there are issues you must periodically address when using a real-time perpetual inventory system.
If you need to know the value of your inventory on a particular date such as the last day of the year, you will need to make a record of the inventory levels on that date. You can print a totals report (in Report Manager, Inventory menu, Database function) or make a special data backup to access whenever necessary.
Inventory levels in the system do not reflect unrecorded inventory changes due to theft, damage, spoilage, entry errors, etc. To record these changes, use the Variance function in the Keystroke Database Manager. While New Year's Eve is probably not when you want to count your entire inventory, the Variance function allows you to quickly take a snap shot of inventory levels on that day.Accounts Receivable
Just like inventory, Accounts Receivable balances in Keystroke are real-time. If you need to know year end Accounts Receivable balances, record the information by printing a Receivables report or saving a backup copy of your data.
Sales Tax Rates
January 1 is often the date when new sales tax rates take effect. In Keystroke, you can define start and end dates for Sales Tax formulas so there is no reason not to put in the new tax formulas as soon as you are notified of rate changes. When configured properly, new rates will automatically become active when they should, and old rate formulas become inactive
PCI and the Latest Version of Keystroke
The PCI validated version of Keystroke POS has been released. Keystroke POS Version 6.3 with KeyPay is a special data security release and an easy update for most businesses. New features such as strong password controls and improved encryption are needed to comply with PCI mandates soon to be enforced by processors and card brands. An inexpensive Software Maintenance plan is all most businesses need to receive this important software update.
Helpful Hints Archive
Year End Procedures Helpful Hints
To request more information or to share a Helpful Hint, email us at HelpfulHints@KeystrokePOS.com or call 800-275-4727.
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