Run Complete Procedure

Run the Complete Procedure option every day to close out your agency's client activity. See Close-Day for a list of items processed during the procedure. The following guidelines apply to this program.

• Before running the procedure, choose whether to change the system date. By doing so, you can ensure that no one files additional transactions or other policy activity for the date you are closing. If you do not change the system date, you can process Close-Day procedures while other users transact.
• The Daily Transaction Report is printed as part of this procedure. Use this report to check daily transactions for possible errors. The operator or CSR who entered each transaction is identified on the report. Circulate the report in the agency so that each transaction is reviewed and initialed by the staff member responsible for it. Ensure that all transaction activity was entered correctly and that all accounting reports based on that information are correct. Keep these transaction reports permanently as a hard copy record of transaction activity.
• During the procedure, TAM optionally searches the Pending Installment File for any previously entered transactions ready to be invoiced. Pending installments are never processed more than once, so you may run the Close-Day Procedure multiple times for the same day. You do not need to process installments daily because the program searches for all installment transactions due on or before the day being closed. You may process installments as infrequently as once per week.
• Set up default parameters for the Close-Day procedure using Close-Day Setup on the main menu. This feature ensures that you run the procedure correctly and consistently each day.
• If you plan to run the Close-Day procedure for more than one agency and select the option to pause printing between agencies (through Close-Day Setup), TAM asks if you are ready to print each agency's data before it is printed. Use this opportunity to change printer paper if needed.
• Only process dunning letters periodically. Make sure this option is set up correctly through Close-Day Setup.

Use the following steps to run a complete procedure.

1. From Home Base, click the Accounting button.
2. Click the Close-Day button.
3. Select a Close-Day Procedure, and then click Complete Procedure to display the Complete Procedure screen.
4. Modify the Close-Day parameters displayed for the current date only, if necessary. These parameters are discussed in detail in Modify Procedure; Complete Procedure.
   
   Note: Click Save Setup Parameters to save any modifications before beginning the procedure.
5. Click Begin Procedure to display the Change System Date window.
6. Choose whether to change the system date before running the Close-Day Procedure. Click OK to display the TAM Sign-on screen. Click Cancel to return to the main menu without running the procedure.
   
   Note: Change the system date before running the procedure so that no one attempts to add transactions, activities, or memos for the day you are closing. If you change the system date to the next business date, operators may continue to work for the next business day while you run the procedure; they must not access the Invoices section of TAM while Close-Day runs. If you do not change the system date, other users may continue to transact.
7. Enter the appropriate date and accounting month for which to file all new business, and then click OK. TAM returns to the Close-Day procedure and begins processing activity.
   
   Note: The remaining steps describe the Complete Close-Day Procedure. Some of the following steps are omitted if they are not selected in the Close-Day Setup options.
8. The program prepares to processes dunning letters. Click OK to begin processing the letters.
9. The installment transactions are processed. The total number of installments processed displays. Click OK to proceed.
10. The program processes the daily transactions, and then presents the Print Options window. Choose the desired print options and click OK to print invoices.
11. The program processes memos. If necessary, click Printer to display the Print Setup window. Revise the printer options as desired, then click OK.
    
    Confirm that the memos printed correctly.
    
    Click Yes to proceed to the next step.
12. The program processes change requests. Click OK to print the Change Request Update Report.
13. The program processes Word documents. Click OK to display the Dequeue Documents screen.
    
    Select the documents to dequeue and click OK.
14. The program processes forms. Click Print All Forms to print forms, or click View Queued Forms to view forms before printing.
    
    Click OK to print forms. 
    
    If necessary, click Printer to display the Print Setup window. Revise the printer options as desired, then click OK.
15. The program processes the Daily Transaction Report. Click OK to print the report.
16. The program processes the Pending Vouchers Report. Click OK to print the report.
17. The following reports print:

• Detail Call Analysis
• Summary Call Analysis
• Activity Report
• Follow-Up Report
• Exceptions Report

18. Confirm that the procedure was completed successfully. Click Yes to complete the Close-Day procedure.
    
    Note: This window appears only if you have changed the system date during the procedure.