Day End Processing vs. Costing During Posting: Which Is Best for You?

When you have staff entering hundreds of purchase orders, orders, and invoices, daily into your Sage 300 system, you don’t want to mess with their productivity and cause delays. These activities are critical business functions and are essential to running a lucrative company and keeping customers happy. While ‘Costing During Posting’ updates costings and quantities in real-time, it also significantly eats up system resources and dramatically slows down performance. This is where we recommend batch processing and turning to Sage 300’s ‘Day End Processing’ function instead.

Combining Automation & Inventory Management

Let’s say you’re processing 2000 orders per day. Your system is likely struggling with enough bandwidth to update each of these 2000 transactions in real-time without interruptions. Day End Processing gives you the option of automatically running these updates at one specific time in the day, generally at the end of the day, when the system usage isn’t in high demand.

Day End Processing is in your Sage 300 system under the Inventory Control tab > I/C Periodic Processing > Day End Processing. When selected, Day End Processing swiftly and accurately performs a variety of useful automatic functions in a non-stop, sequential order, including:

  • updates costing data for all transactions,
  • produces general ledger journal entries from the transactions that were posted during the day,
  • produces a posting journal for each type of transaction that was posted, and
  • updates Inventory Control statistics and transaction history.

It’s no secret that automation provides great benefits, with 9 out of 10 workers saying automation has improved people’s lives in the workplace. Sage 300’s Day End Processing function takes away the work involved in updating these transactions manually and is the reason why data isn’t updated in real-time, but rather at a time when the system has the resources to efficiently process transactions.

Experience is the Best Teacher

43% of small businesses in the United States don’t track inventory or do so using a manual system. Sage 300’s Day End Processing function ensures inventory transactions are processed automatically, without manual intervention, in a continuous and chronological order. Meaning first-in/first-out so that inventory is not erroneously going into the negatives and throwing off quantities and costings.

Erica Burles, the President of Equation Technologies, recalls how one client uses Day End Processing in their business and the positive results they’ve seen from it. “We have a client in the wholesale and manufacturing industry who often sends shipments out on the same day they receive an item. Instead of having to make sure they enter all the receipts before entering the shipments, Day End Processing automatically posts the receipt first to avoid quantities from going negative,” says Burles.

Wait... There's More!

Additionally, if you use Order Entry and Purchase Orders modules in your Sage 300 system, the Day End Processing can perform the following tasks for your business:

  • Process transactions that were posted during the day in Order Entry and Purchase Orders.
  • Activate and post future sales orders and purchase orders that have reached their order date, and update quantities on the sales order and on the purchase order.
  • Remove quotes and purchase requisitions with expiration dates up to and including the session date for day-end processing.
  • Update sales commissions.
  • Create batches of Accounts Receivable summary invoices and credit notes from posted Order Entry transactions.
  • Delete completed transaction details if you do not keep transaction history.
  • Update statistics and history in Order Entry and Purchase Orders.

The Science of Batch Processing

Batch processing, which is essentially what Sage 300’s Day End Processing is, allows staff to not have to wait for new A/R and G/L transactions to be created every time they enter Orders into the system. Batch processing gives its users complete control over when to process large amounts of data and transactions, with minimal user interaction. Thereby improving process efficiency. In a nutshell, batch processing provides speed and cost savings to the business.

Knowing when to use Day End Processing is key. There is, of course, always going to be a place and time for real-time data processing, like in the stock market or in air traffic control. However, when real-time data processing impacts productivity and slows down resources, batch processing should be considered a suitable alternative. Fortunately, Sage 300 offers that as an option for its customers who are looking to improve productivity and reduce operational costs that are otherwise spent on labor.

Day End Processing in Sage 300 is a great feature to optimize transaction and inventory processing. If you still have more questions on how your business can utilize Day End Processing in your Sage 300 ERP system, reach out to us at Equation Technologies.  

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