MN POS v62+ Year-End Closeout Instructions. Here are step-by-step instructions on what you need to do to complete your year-end closeout.

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1 MN POS v62+ Year-End Closeout Instructions INTRODUCTION Here are step-by-step instructions on what you need to do to complete your year-end closeout. Saving a backup file to a safe place is critical. Year-end is a good time to buy new USB flash drives so you can take your existing MN POS flash drives home. New for 2017: Minimum capacity for USB Flash Drives is 64 GB As of MN POS version Files saved onto removable storage are retained for 30 days. We recommend 64 GB flash drives to ensure you don t run out of space for your backup files. The most time-consuming part of year-end is taking a physical inventory of every item in your Studio. This should be done by the end of your FISCAL year, which may not be the same as the CALENDAR year. Check with your bookkeeper. TIP: You may choose to run your POS reports at a later date. You do not need to stay late in the Studio on New Year s Eve to run reports. Simply closeout normally, and run your reports in January. The average time to run the reports ranges from 20 minutes to a couple of hours, depending on your computer s speed, and the number of reports you choose to run. Here s a list of the typical reports that are run but please check with your accountant to gather all the information required to file your tax returns. Check-off these items as you complete them:! PHYSICAL COUNT (remember: must be done on or before the last day of your FISCAL year)! BACK-UP POS DATA and TAKE A COPY HOME for SAFEKEEPING! RUN INVENTORY VALUE REPORTS! SALES REPORTS (do not have to be run on the final day of the year -- can be run at a later date since you will specify a date range) o o December Month End Report Full Year End Report

2 INVENTORY - PHYSICAL COUNT If the quantity on the shelves is different from the computer s count, the computer s quantity must be adjusted before you close the year-end file. 1. Go to Studio Manager>Inventory>Physical Count Enter your PIN and click OK. 2. All inventory items will display. To filter, select a Business and Category to view, and Click Search. Follow this List to Count ALL retail Merle Norman inventory: Choose Business COS, and Category SK to list retail Skin Care items. Choose Business COS, and Category MU to list retail Make Up items. Choose Business COS, and Category CL to list Color retail items. Choose Business COS, and Category OT to list Other retail items. Choose Business ACC to list Accessory Items. Choose appropriate Business or Vendor to list your non-mn items. 3. Then under Filter List Items, click on Active Items Only, DO NOT click on the Search button again after clicking this. 4. Print Options: choose Physical Inventory Worksheet and click Next.

3 5. Additional Print Options. Select your choices and click Print. 6. The report will display on the screen. Click the printer icon to print. Use the printed worksheet to write your physical counts for each inventory item. 7. Refer to the completed worksheet and type the correct quantity in the counted column.

4 8. Once you are finished entering all quantities, click Save. Clicking Save is super important. If you do not click Save, none of your work will be kept and you will have to start from the beginning, often times by re-counting your entire inventory all over again because you aren t likely to catch this mistake for a few days. 9. Answer Yes to the question, Post the Physical Inventory counts now? 10. We highly recommend you print the Physical Inventory Journal (Adjustments) report as a record of any discrepancies and adjustments made to your inventory. 11. Click the Printer icon once the report displays. 12. Click OK at the prompt, Inventory Adjustments have been posted. 13. Repeat steps for each section of the inventory. Important: Selling items while performing a physical count can cause discrepancies. Either perform a physical inventory count after hours (which is how most people do a proper inventory) or carefully track items sold while counting (which is very difficult to do correctly).

5 BACK-UP POS DATA and Take a Copy Home for Safekeeping (this just takes a few minutes but is super important) Close out as usual for the day AND make sure to back-up your data. 1. During closeout in the Sales Register, you will be asked Would you like to perform your daily backup? 2. Click Yes to start your daily backup. 3. Insert the Jump Drive into the USB port of the computer. 4. Enter the drive path of the Flash Memory drive. NOTE:. Select the button to verify the path. 5. The program shows the progress as the data is backed up and copied to the storage device. 6. When the Backup has completed, the program displays a confirmation as shown below. 7. Click OK to continue. That s it! Take the year-end backup home on a flash drive and then use a new flash drive for the New Year. In addition to backing up your data during close out, you may also manually back-up your data anytime through Studio Manager>Settings>Backup POS Data. Attention Windows 7 and Windows 8 Users: How to check if old backup files are filling up your hard drive Hard drives keep getting larger and larger, but Studios using version 1.1 of MN POS may notice that over time their computer hard disk may running out of free disk space. If you re running low on disk space, you may need to delete some of your old backup files. When MN POS saves a backup file to you hard disk, it first creates an uncompressed.mnc file and then it compresses the file into the.zip format to help save hard disk space. The.MNC is then immediately deleted, leaving only the compressed ZIP file.

6 But some Windows 7 and Windows 8 systems have settings that do not allow the MN POS program to delete the large MNC files, which start to accumulate and can cause your hard drive to fill up and run slowly. Since the ZIP files are identical to the MNC files but smaller, you can proceed to delete the.mnc files permanently to free up hard disk space. Here s how to do it. Go to C:\PROGRAMDATA\MERLE NORMAN COSMETICS\MNPOS\BACKUPS Hint: Press the Windows key on the keyboard, type the path and then press Enter. This folder should only contain MN POS backup files (.ZIP) only. Delete all.mnc files and be sure to empty the Recycle Bin on your desktop. You may also find a long list of.zip files. If you find any.zip files older than a month you may choose to delete them along with the.mnc files Year-End Reports 1. RUN INVENTORY REPORTS Generate one or more reports for your accountant which indicates the value of your onhand inventory at the end of the calendar year. Our suggestions: Inventory Value Summary (by Business) o Put a check alongside the Business field and leave it blank. o Retail Status: Retail Inventory Value Summary (by Category) Remember, your Inventory reports are only as accurate as the information supplied. You should always perform a physical count before running Inventory reports. IMPORTANT! SINCE INVENTORY REPORTS ARE SNAPSHOTS OF YOUR CURRENT STOCK, YOU MUST RUN ALL INVENTORY REPORTS BEFORE PERFORMING A SINGLE SALE IN THE NEW YEAR. 1. Go to Studio Manager>Reports> enter you PIN, and click OK. 2. Select Inventory from the Report Category list. 3. Highlight Inventory Value Summary, using these suggested options: Inventory Value Summary by Business Code Inventory Value Summary by Category Code

7 For example, to run the Inventory Value summarized by Business - select Business, but leave the field BLANK. 4. Click Print. 5. All reports will display for preview prior to printing. Click the printer icon to print the report. Alternatively, click the door icon to exit without printing. 2. ADDITIONAL REPORTS You may choose to run your Sales Reports at the end of December or at some point in January. The most common Sales Reports to run include Sales reports for the month of December and for the entire year. For assistance, please call the Merle Norman Help Desk at (800)