Tips for Processing EOP
To assure the EOP runs smoothly, read the following tips.
- Enter in all work orders, purchase orders, fuel tickets, and any other data that should be accounted for in the current period.
- Post all fuel transactions to update the pumps and tanks with the fuel transactions entered (FFP). Be sure to also input the month-end pump meter and stick readings (FPM, FPS).
- Make sure all users are out of the RTA system. Having a definite cutoff date and time helps eliminate the issue of data being entered into the wrong accounting period and avoids potential file locking problems.
- Print all needed current period cost reports. Refer to "End of Period Report Checklist" later in this chapter for more information.
- Review reports to ensure accuracy of data. This is so important not only because it helps you to analyze the fleet costs but also because out of the ordinary costs and data entry mistakes are much easier to spot and correct if found in the current period.
- Make adjustments or corrections as needed and reprint the reports affected by the changes.
- Check for corrupt files and rebuild files as needed (STSC). For most companies, doing this once a period is sufficient. If you're in an area that experiences frequent electrical storms or power outages, or if you have many users accessing the RTA system—especially if they access RTA through dial-ups and experience disconnections—it's a good idea to check for corrupt files more often.
- Take a "snapshot" of your current period fleet costs by running the Create Fleet Report option (SEC). This should be done right before or right after a period-end backup has been made and before EOP is processed. "Taking this snapshot" makes available two fleet cost reports that can be generated anytime thereafter. These reports provide fleet costs for a single period or multiple accounting periods (RLP, RLC). The Create Fleet Report option doesn't have to be run if you don't intend to use either of the fleet reports. However, you may want to run it anyway, in the event you'll want this information in the future.
- Make a complete period-end backup and archive it. The backup is the very last step and should be made just prior to processing EOP. If the EOP process is interrupted before completion (e.g., power outage, network goes down, etc.), the backup will need to be restored before the EOP is reprocessed. If EOP is processed again without restoring the backup, some data will be processed twice and costs may be overstated.