Month-End Close

Month-End Close

The Month-End Close is the process in FullCount that generates a billing statement file. This generated file can often be uploaded into your community’s 3rd-party billing software. Processing a Month-End Close also locks transactions from the closed billing period, preventing the manipulation or deletion of customer records.

*NOTE: You must have an assigned user role with the Month-End Close function enabled to generate these billing statements.

Preparation Steps: Customers

Before generating the Month-End Close file, the user should make sure all customer, transaction, and billing information is correct for the billing period being processed. It is easier to fix mistakes now rather than after the Month-End Close has been run. Follow the steps below to confirm customer and transaction information:
 

Check for Customers without Billing IDs

Customers (residents or otherwise) who have not been given a billing ID in FullCount cannot be billed for direct charges and overages. To check for customers without billing IDs:

  1. Select the Admin Center button.
     
  2. Select the Customers tab.
     
  3. If it is not selected by default, choose the Customer Information subtab.
     
  4. Click the Charge Account Billing ID column header to sort customers in ascending order by billing ID.
     


 

All customers without a billing ID will sort to the top of the list. Select the residents’ customer profiles to assign each the correct billing ID.
 

Run a Plan Utilization Detail Report

The Plan Utilization Detail report tracks all transactions allowed on a meal plan. Any plan overages that should be billed will appear on this report. To run a Plan Utilization Detail report:

  1. Select the Reports button.
     
  2. Choose the Plan Utilization Detail report.
     
  3. Enter a Period Date using any day within the billing period being processed. All transactions from the billing period will show in the report.
     
  4. Leave the Customer field empty to information for all active customers.
     
  5. In the Account Selection Criteria field, choose Accounts with Overages Only from the drop-down options.

*NOTE: Other parameters can be added, adjusted, or left empty to meet your community’s needs. These settings are recommendations for the Month-End Close.
 


 

  1. Click Run Report to download or save the report.

Look over the report for duplicate transactions or any other inconsistencies that may be creating unnecessary overages for customers. Mistakes can be corrected from the Transactions tab in the Admin Center.
 

Run a Charge Account Detail Report

The Charge Account Detail report tracks all transactions not allowed on a meal plan. All direct charges will appear on this report. To run a Charge Account Detail report:

  1. Select the Reports button.
     
  2. Choose the Charge Account Detail report.
     
  3. Enter a Period Date using any day within the billing period being processed. All transactions from the billing period will show in the report.
     
  4. Leave the Customer field empty to information for all active customers.
     
  5. In the Charge Account field, select Resident Charge Account from the drop-down options.

*NOTE: Other parameters can be added, adjusted, or left empty to meet your community’s needs. These settings are recommendations for the Month-End Close.
 


 

  1. Click Run Report to download or save the report.

Look over the report for duplicate transactions or any other inconsistencies that may be creating unnecessary charges for customers. Mistakes can be corrected from the Transactions tab in the Admin Center.

 

Preparation Steps: Billing

After confirming customer and transaction information, users should make sure the codes required by their 3rd-party billing software are properly set up for the billing statement. Follow the steps below to confirm this billing information:
 

Run an Items with No Bill Codes Report

The Items with No Bill Codes report pulls a list of all items at your community that have empty bill code fields. Bill codes are assigned per customer type, so an item may appear more than once on the report. To run an Items with No Bill Codes report:

  1. Select the Reports button.
     
  2. Choose the Items with No Bill Codes report.
     
  3. In the Rows to Display field, select Current Rows Only from the drop-down options.
     
  4. Set the Customer Type parameter to Resident.
     
  5. Click Run Report to download or save the report.

*NOTE: These parameters can be adjusted or left empty to meet your community’s needs. These settings are recommendations for the Month-End Close.
 


 

If all the items have been assigned bill codes, you will receive the error below. This is good. Continue with the Month-End Close process.
 


 

If the report does return results, add the proper bill codes to the items using the instructions found HERE before processing the Month-End Close.
 

Check for Taxes without Bill Codes

Some communities are setup to display sales tax as a separate line on billing files. At these communities, each tax rule will also require its own bill code. If your community does not utilize this feature, you will not see the Bill Code fields described below and can skip this step.

  1. Select the Community button.
     
  2. Select the Taxes tab.
     
  3. Check that the Bill Code fields are populated for each tax rule.
     
  4. If you had to enter a new bill code, click Save.
     


 

After confirming all billing information, the Month-End Close is ready to be processed.

 

Process the Month-End Close

When you are confident the customer, transaction, and billing information is correct, process the Month-End Close by following the steps below:

  1. Select Month-End Close in the Back Office button bar.
     
  2. Click New Month-End Close.
     


 

  1. Enter a Billing File Date. This is usually the last day of the billing period being processed.
     
  2. Uncheck any meal plans or charge accounts that should not appear on this billing statement. (ex. If you are processing resident bills, uncheck employee and department accounts.)
     
  3. Click Process Month End Close.
     


 

It may take several minutes for the billing statement to process depending on the amount of data. Once it is finished, the View Month-End Close screen will appear for you to review.
 

Download the Billing Statement

To open or download the billing statement file, follow the steps below:

  1. On the main Month-End Close page, click the Billing File link to the left the desired Month-End Close.

*NOTE: The most recent statements appear at the top of the list. If you have just processed a Month-End Close, you will want to choose the top-most file.
 


 

  1. Follow the instructions on the pop-out windows to save the billing file to a location on your local network or computer.

The Month-End Close is now complete for the selected billing period. The transactions from this period are now frozen and the customer’s accounts will reflect any month-end changes such as carryover amounts. If you do not know how to import the billing statement, please contact a representative for your 3rd-party billing software.


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