Month-End Close for Epicor BisTrack
The close checklist with what BisTrack says is still open on the day you start it: unposted batches, unbilled delivery tickets, unapplied cash, receipts without an invoice, negative on-hand, the cutoff. Each item names its owner and opens the rows; the controller works the list and posts in BisTrack.
Finance & reportingUpdated Oct 202620 ERPs
See it work on BisTrack.
Click through the steps. Fictional data, in BisTrack’s terms; the real thing runs on BisTrack.
What BisTrack says is still open for October. Each item names its owner and opens its rows.
The problem, as it happens in BisTrack.
The close checklist is a spreadsheet with twenty-two rows and the controller’s memory. Each row means running something in BisTrack: the unposted batch report, the delivery tickets not yet invoiced, the cash on account, the receipts with no vendor invoice, the items with negative on-hand. Each one gets run, read, and chased by email to whoever owns it, then run again to see if they did it.
The month closes when the controller stops finding things, not when there is nothing to find. The ticket that was never invoiced turns up in next month’s margin. The receipt with no invoice becomes an accrual nobody reverses. The books close on the eighth, and the owner sees October in the second week of November.
How it works.
- 1
The list is built from BisTrack
On the first, Lunica reads what BisTrack still has open for the month: unposted batches by module, delivered tickets not invoiced, unapplied cash and credits on account, receipts without a vendor invoice, negative on-hand by item, orders dated across the cutoff.
- 2
Each item names its owner
Unbilled tickets go to dispatch, unapplied cash to AR, receipts without invoices to AP, negative on-hand to the yard. Each person gets their part of the list, with the rows, not a reminder to run a report.
- 3
The list refreshes as people work
When a ticket is invoiced or a check is applied in BisTrack, the item clears on the next read. The controller sees what’s left, who has it, and how long it’s been there, without re-running anything.
- 4
The controller closes the period
Accruals for the receipts still without an invoice are listed with amounts from the PO. The controller reviews, posts the entries in BisTrack, and closes the period there. The list for the month is kept, with who cleared what and when.
How it connects to BisTrack.
Lunica reads BisTrack through a read-only login to the BisTrack SQL Server database and its reporting views: unposted batches, delivery tickets and their invoice status, cash receipts and open credits, purchase receipts and their vendor invoices, on-hand by item, and the period status. Each read is as of now, so the list reflects what was posted an hour ago.
Nothing is written to BisTrack by Lunica, and nothing is posted on its own. Every clearing action, invoicing a ticket, applying a check, entering an invoice, adjusting a count, posting an accrual, is done by your team in BisTrack. Lunica prepares the accrual entries as a BisTrack import where one exists, or keyed by your team from what Lunica prepared; the controller posts them.
What a week looks like.
- The controller starts the close with the list, not with twenty reports.
- Every open item has an owner and an age, and clears itself once it’s done in BisTrack.
- Unbilled tickets are invoiced in the month they shipped.
- The books close when there is nothing left to find.
Questions
Does it post the close?
No. It builds the list and prepares the accrual entries. The controller posts them in BisTrack and closes the period there.
Where does the checklist come from?
From BisTrack and from you. The reads are standard: unposted batches, unbilled tickets, unapplied cash, receipts without invoices, negative on-hand. The items only your dealer has, a reconciliation or a sign-off, are added in plain English and tracked the same way.
What counts as an unbilled delivery ticket?
A delivered ticket in BisTrack with no invoice against it as of the cutoff. Each one is listed with the customer, the job and the ticket date, so dispatch can invoice it or say why it shouldn’t be.
How does it know who owns an item?
A rule per item type, set once: tickets to dispatch, cash to AR, receipts to AP, counts to the yard. The controller can reassign any item.
Can the owner see the close progress?
Yes. The list is a page anyone you enrol can open, with what’s left and who has it.
What about the cutoff?
Orders and receipts dated on either side of the period end are listed for a person to confirm which month they belong to. Lunica never moves a date.
Does it need a server?
Lunica runs on one Windows server inside your network, beside BisTrack’s SQL Server, set up and maintained by Lunica. It reads Epicor BisTrack through a read-only login to the BisTrack SQL Server database and its reporting views. There is no inbound connection from outside your network.
What does Lunica read in BisTrack?
The customer record, open items and terms, purchase orders and receipts, the product record, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to BisTrack?
Nothing lands in BisTrack without a person. What belongs in BisTrack goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in BisTrack Document Management. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Month-End Close is written for every system on the list. You’re reading the BisTrack version.
See it on your BisTrack data.
Thirty minutes. We walk the workflow on BisTrack data, then map it to yours.