Prima Software Monthly Checklist


These tasks should be performed around the 1st of each month. Running these tasks each month will keep your database clean and reports accurate.

 

Vendor Catalogs

  • Keep an eye out for the ‘New Publication’ pop up and update your catalogs when ready. When approved, catalogs will apply overnight. 
  • Update the SPR best price files in the SPR company > supplier tab.
  • Update any other non-EDI best price files with a terms file.
  • Mark any non-taxable items (coffee, tea, etc) as exempt using the publication grid manager, if needed.

 

Pricing

  • If you use mailers and or contract pricing, remember to update them with this month’s pricing.
  • If you use discount bands, use the publication grid manager to reapply the relevant cataloged items to each band to account for newly added items.
  • If you use featured products, you may want to update the list of featured items and expiry dates.

 

Products

  • Discontinue any items that no longer have a vendor available so they are no longer available in Prima (by searching for products with a positive PG and no vendor in the stock main grid manager). If you don’t want to discontinue, you can mark them as unavailable on the web instead.

 

Invoicing

  • Post all purchase invoices and credits for the previous month before closing out the month in QB. Check that none of the invoices have failed to post.
  • Post all sales invoices and credits for the previous month before closing out the month in QB. Check that none of the invoices have failed to post. 
  • Check the drafts folder in General>Mail for any invoices that have failed to send. 

 

Stock

  • After everything is dispatched and receipted for the previous month (normally done first working day of the next month), run the stock valuation report and maybe a physical stock check to confirm quantities on hand. If there are any discrepancies, go to New record> stock take in Prima Client to adjust your inventory levels. 
  • After the stock check, you should make a single journal entry in QB for the difference in stock from the previous month, e.g. plus 12,234 stock.  (there is no auto-update of inventory/stock)  

 

Reports

  • Run the commission report to pay out the commission. 
  • Mark invoices as commission paid once the commission report is run.
  • Run the Sales Invoices and Credits with Tax Region summary report for a summary of sales plus the tax owed per region.
  • Run the Sales Dashboard or Invoice Lines report to view profit or call if you would like to see any other end of month reports.