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Addressing Errors when Closing Trade Receivables

Autosoft -

If you get an error or the Autosoft DMS gets hung up while you're closing the trade receivables (accounts receivables) for the month, follow these steps:

Step 1. From the Dealership Accounting main menu, select Utilities

Step 2. The Utilities menu will open. Click Audit Trails

Step 3. On the Audit Trails menu, select A/R Month-End Closing.

Step 4. An audit trail of the prior completed Accounts Receivable month-end closing and the last completed closing will display. Check the status of the last completed AR month-end closing. 

Step 5. The status of the last attempted or completed AR month-end closing will dictate your next step.

    • If the final status is Update Complete (and reflects the current date), Exit from the View Audit Trail screen and continue with closing process without having to do anything additional.
    • If the final status is Data Verification (and reflects the current date), you'll need to rebuild the AAC.DAT and AAR.DAT files (exit to the DMS startup menu, select Settings & Utilities, click File Rebuild Utility, select Accounting, click on AAC.DAT, select Rebuild, then click AAR.DAT from the list and select Rebuild).
    • For any other status, first reset the AAC.DAT and AAR.DAT files (from the Dealership Accounting menu, select Utilities, click Reset Data Files, and select Reset Trade Receivables Schedule) then follow the steps above to rebuild the AAC.DAT and AAR.DAT files. 

Step 6. Verify that all users are logged out of Trade Receivables and Customer files.

Step 7. Restart the month-end closing of Trade Receivables. 

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