End of Day Process (EOD) Scanning SOP (Article)

EOD Scanning SOP

Intro

This procedure ensures every store processes, scans, and submits all required financial documentation correctly each business day. Following these steps keeps Accounts Payable current, avoids duplicate or missing documents, ensures vendor payments are on time, and maintains compliance with accounting and audit standards.

General Rules

- All vendor invoices must be entered and closed in HITS and scanned to Kefron (Accounts Payable) daily.
- Do not scan $0 vendor transfer invoices or credits (such as rebill transfers or internal restocks).
- End-of-Day (EOD) deposit documents must be scanned by store close or end of day.
- Always verify scan image quality and completeness before sending.
- NAPS2 should only be used if the store’s primary scanner is unavailable or lacks email capability.

Vendor Invoices – Scanned to Kefron (Accounts Payable)

After receiving any goods or services, immediately enter or verify the invoice as a RECEIPT in HITS.
- Every purchase, return, or credit must be entered in HITS to ensure accurate accounting.
- The invoice number in HITS must match the vendor invoice exactly.
- The total in HITS must equal the vendor invoice total, including any FET, freight charges, taxes, and fees.
- Verify that all work orders tied to outside purchase items have correct parts, costs, and quantities entered.
- Close the receipt in HITS before scanning — invoices cannot be paid until closed.

On the scanner touchscreen, select Gills Invoices QuickSet.
- Load all invoice pages face up (single or multi-page).
- The system automatically routes scanned invoices to Accounting through NetSuite.
- Preview for clarity and confirm all pages scanned.
- Do not scan $0 vendor transfer invoices or credits.
- Scan vendor credits and returns the same as regular invoices — these must also be entered and closed in HITS.
- Never use the retain function — it can cause duplicate file names and backend errors that delete scans.

Before You Leave for the Day:
- Confirm all vendor invoices and credits were entered and closed in HITS.
- Verify totals (including FET, freight, taxes, and fees) match the documents.
- Confirm scans were sent successfully and no duplicates exist.

Daily Deposit Packet – Scanned to Deposits Inbox

Complete the daily closeout process in HITS.
- Generate the Daily Closeout Report and the Cash/Check/Credit Card Journal from HITS.
- Print each report and verify totals for accuracy.
- Generate and print the First Mile End-of-Day Report.
- Add the Deposit Log Slip (hand-filled carbon copy) and any bank receipts, CC batch slips, or variance notes.

Arrange the packet in this order before scanning:
1. Daily Closeout Report (HITS)
2. Cash/Check/CC Journal (HITS)
3. First Mile EOD Report (printed copy)
4. Deposit Log Slip (hand-filled carbon copy)
5. Supporting documents (bank receipts, CC batch slips, variance notes)

On the scanner touchscreen:
- Select Gills Daily Deposit QuickSet.
- Place the entire day’s packet in the flatbed or document feeder (ADF).
- Press Send. No file naming or edits are required — the system handles routing automatically.

Before You Leave for the Day:
- Confirm the deposit was scanned successfully.
- Close all BATCH tickets in HITS to finalize into invoices.
- Post the deposit and close the day in HITS.

NAPS2 Backup Procedure

If the store’s primary scanner is unavailable or lacks email capability, use the following backup method.

Vendor Invoices:
- Open NAPS2 on the store computer.
- Choose the appropriate profile: Single Page Invoice or Multi-Page Invoice.
- Scan and save the PDF using this filename format:
STORE_[YOUR STORE #]_VENDOR_YYYY-MM-DD.pdf (no spaces).
- Email the file to GILLSTIRE-INVOICES@KEFRONPAPERLESS.COM.

Daily Deposits:
- Open NAPS2 and use the Deposit profile.
- Load the packet in the correct order.
- Save as:
Store_[YOUR STORE #]_YYYY-MM-DD_deposits.pdf (no spaces).
- Email to the Deposits Inbox.