Month-End Checklist (U.S.)

Use the following checklists to perform month-end processes specific to the United States.

Employees

  • Print reports – Various reports can assist in verifying and reconciling your payroll information for the month. Print the following reports:
    • Union Detail Report screen – This report lists union fringes and deductions by pay period or check date. Go to Employees > Reports > Union Detail Report.
    • Utilization Report (U.S.) screen – This report lists employee utilization by company. Go to Employees > Reports > Utilization Report.
    • EEO Report (U.S.) screen – This report lists EEO categories by job category for permanent employees. Go to Employees > Reports > EEO Report.
    • Payroll Insurance Report: Payroll Insurance Report - Summary screen or Payroll Insurance Report - Detail screen – This report lists insurance paid per employee based on earnings. Select either the summary or detail version of the report. Go to Employees > Reports > Payroll Insurance Report.
    • State/Province Earnings and Tax Report by Month Screen – This report lists state or provincial earnings and taxes for a selected month. Use the report to review employee taxes and earnings for the month. Go to Employees > Reports > Monthly/Quarterly Payroll Reports > State/Province Earnings and Tax Report By Month.
    • State Unemployment Tax Report by Month screen – This report lists SUTA, SDI, and SUI taxable wages, tax liability, and withholdings by employee for a selected month. Use the report to review employee unemployment taxes for the month. Go to Employees > Reports > Monthly/Quarterly Payroll Reports > State Unemployment and Tax Report By Month.
    • Local Earnings and Tax Report by Month screen – This report lists local earnings and taxes for a selected month. Use the report to review employee earnings and taxes for the month. Go to Employees > Reports > Monthly/Quarterly Payroll Reports > Local Earnings and Tax Report By Month.
    • Employment Status Report screen – This report lists employee status changes. Use this report to determine if there are new hires to report. Go to Employees > Reports > Employment Status Report.
  • Greenshades Electronic Filing (U.S.) screen, if required. Go to Employees > Quarter and Year End > Electronic Filing.
  • Paid Time Off by Code screen – Use this report to determine if any PTO adjustments need to be made. Go to Employees > Reports > Paid Time Off by Code.
  • Generate PTO Period End Adjustments screen – Use this screen to create a journal entry to adjust the liability paid time off accrued. Go to Financial > Journal > Generate PTO Period End Adjustment.

Vendors

  • Generate Recurring Vendor Invoices screen – Generate any recurring vendor invoices for the month, if you haven't done so already. Go to Vendors > Invoices > Generate Recurring Vendor Invoices.
  • Purchase Order Line Detail screen – Use the Purchase Order Line Detail report to confirm that all open purchase orders should still be open. Go to Vendors > Reports > Purchase Orders > Purchase Order Line Detail Report.
  • Enter Purchase Order screen – Close any open purchase order that needs to be closed by setting Invoicing Complete and Receiving Complete to Yes. Go to Vendors > Purchases > Enter Purchase Order.
  • Subcontracts Screens – Use the Subcontract Detail By Vendor report or the Subcontract Detail By Project report to confirm that all open subcontracts and subcontract change orders still should be open. Select to include the change order details. Go to Vendors > Reports > Subcontracts > Subcontract > Detail by Vendor/Project.
  • Enter Subcontract screen – Close any open subcontract that needs to be closed by setting Invoicing Complete to Yes. Go to Vendors > Subcontracts > Enter Subcontract.
  • Enter Subcontract Change Order screen – Close any open subcontract change order that needs to be closed by setting Invoicing Complete to Yes. Go to Vendors > Subcontracts > Enter Subcontract Change Order.
  • Compare open vendor invoices to the trial balance:
    • Open Vendor Invoices by Division screen report for the accounts payable account and division. Go to Vendors > Reports > Open Vendor Invoices By Division.
    • Trial Balance screen report and compare the accounts payable accounts to the open vendor invoices. Go to Financial > Reports > Trial Balance.

Customers

  • Generate Customer Finance Charges screen – Generate customer finance charges, if needed. Go to Customers > Finance Charges > Generate Customer Finance Charges.
  • Customer Statements screen – Use customer statements to review outstanding balances and to notify customers of their balances. Go to Customers > Reports > Customer Statements.
  • Compare open customer invoices to the trial balance:
  • Review and write off any invoices for small amounts or that are uncollectible.

Equipment

  • Compare equipment usage to the trial balance:
    • Equipment Usage Detail Report screen specifying the posting date and select both active and inactive equipment in the report criteria. Go to Equipment > Reports > Equipment Usage Detail Report.
    • Trial Balance screen and compare the general ledger accounts for equipment usage to the equipment usage. Go to Financial > Reports > Trial Balance.
  • Compare the equipment cost to cost transactions:
    • Equipment Cost Detail Report screen specifying the posting date and select both active and inactive equipment in the report criteria. Go to Equipment > Reports > Equipment Cost Detail Report.
    • Cost Type Transactions Report screen and compare the general ledger accounts for equipment cost to the equipment cost. Go to Financial > Reports > Cost Type Transactions Report.

Materials

  • Create Inventory Count Sheets screen – Go to Materials > Inventory > Count Inventory > Create Inventory Count Sheets.
  • Print Inventory Count Sheets screen – Print the count sheets and physically count all the items in inventory. Write the item counts on the count sheets. Go to Materials > Inventory > Count Inventory > Print Inventory Count Sheets.
  • Enter Inventory Counts screen – Enter the written counts from the count sheets into ProContractor. Go to Materials > Inventory > Count Inventory > Enter Inventory Counts.
  • Review and compare the counts:
    • Inventory Count Sheets Posting Journal – Review the inventory count entry. Go to Materials > Inventory > Count Inventory > Inventory Count Sheets Posting Journal.
    • Inventory Missing Count Report – Review items included on the count sheet but not counted. Go to Materials > Inventory > Count Inventory > Inventory Missing Count Report.
    • Inventory Count Variance Report – Review differences between the expected quantities and the actual quantities. Go to Materials > Inventory > Count Inventory > Inventory Count Variance Report.
  • Post Inventory Count Sheets screen – Update the count entries based on the reports and post the counts. Go to Materials > Inventory > Count Inventory > Post Inventory Count Sheets.
  • Inventory to General Ledger Reconciliation screen – Print the Inventory to General Ledger Reconciliation report to review inventory and purchase order transactions that may cause the inventory value to differ from the general ledger. If needed, verify that purchase orders are closed and then create journal entries for inventory. Go to Materials > Reports > Inventory to General Ledger Reconciliation.

Projects

  • Units Complete Worksheet screen – Print the worksheet and give to personnel in the field to complete. Go to Projects > Reports > Units Complete Worksheet.
  • Management Report screen – Print the Management Report to review the percent complete numbers for active projects. Go to Projects > Reports > Management Report.
  • Update work in progress information – Use the Update Work In Progress screen to update the WIP numbers for each project, using information recorded on the Units Complete Worksheet. Go to Projects > Update Work In Progress.
  • Bonding Report screen – Run the Work In Progress report for active projects to get over/unbilled amounts. Go to Projects > Reports > Bonding Report.
  • Compare the project costs and billings to the project cost account. Do the following:
    • Project Reconciliation Summary by Division screen report specifying the posting date and select both active and inactive projects in the report criteria. Go to Projects > Reports > Project Reconciliation Summary by Division.
    • If you are using divisions on cost codes in projects, Project Reconciliation Detail by Division screen report specifying the date range and select both active and inactive projects in the report criteria. Go to Projects > Reports > Project Reconciliation Detail by Division.
    • Print the Cost Type Transactions Report screen and compare the general ledger accounts for project cost to the project cost. Go to Financial > Reports > Cost Type Transactions Report.
    • Trial Balance screen and compare the revenue amounts from the Project Reconciliation Summary report to the revenue accounts on the Trial Balance. Go to Financial > Reports > Trial Balance. If the reports do not match, run the Project Reconciliation Detail by Division screen report to review more detailed information. Go to Projects > Reports > Project Reconciliation Detail by Division.
  • If needed, Project screen – Set the status of completed projects to inactive to close the project in ProContractor. Go to Projects > Setup > Project.

Financial

  • Generate Recurring Journal Entry screen – If you haven't already done so, generate any recurring journal entries for the month. Go to Financial > Journal > Generate Recurring Journal Entry.
  • Create Journal Entry screen – Create any month end journal entries needed (Project WIP, Inventory Reconciliation, Bank Account Fees, and so on). Go to Financial > Journal > Create Journal Entry.
  • Sales & Use Tax Report screen – Print the Sales & Use Tax Report and pay any amounts owed. Go to Financial > Reports > Sales & Use Tax Report.
  • Bank Reconciliation screen – Reconcile your bank statement to the transactions in ProContractor. Go to Financial > Banking > Bank Reconciliation.
  • Bank Reconciliation Report screen – Go to Financial > Banking > Bank Reconciliation Report.
  • Compare the check register to the trial balance:
    • Select the appropriate account and Check Register screen. Go to Financial > Banking > Check Register.
    • Trial Balance screen and compare it to the Check Register. Go to Financial > Reports > Trial Balance.
  • Compare the account transactions to the trial balance:
  • Print reports – Various reports can assist in verifying and reconciling your financial information for the month. Print the following reports and compare them with each other:
    • Trial Balance screen – Run the report with the Sort and Subtotal by Account Type checkbox selected. Go to Financial > Reports > Trial Balance.
    • Balance Sheet screen – Go to Financial > Reports > Balance Sheet.
    • Income Statement - Common Size screen – Go to Financial > Reports > Income Statement - Actual vs. Budget, Financial > Reports > Income Statement - Comparative, or Financial > Reports > Income Statement - Common Size.

Administration

  • Verify that all posting groups have been posted.
  • Fiscal Periods screen – Fiscal Period Setup (update the Closed Through Period End date). Go to Administration > Company & Division > Fiscal Periods.