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

EOD Scanning SOP

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.

Improper use of quicksets, duplicate file names, or use of the retain function can cause backend synchronization errors that delete scans. Always verify the correct quickset is used, rename files properly, and confirm transmission success.

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 and sent by store close or by 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.
- Never use the retain function on the scanner — it keeps the previous file name and will cause backend errors resulting in deleted scans.
- Rename files using the date of the scan (MM-DD-YY) to avoid duplicates.

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 for outside purchases. When batch tickets are later closed, HITS uses that data to finalize the work order and automatically post related vendor receipts.
- The RECEIPT must be closed in HITS before the bill will be paid.

Use the Gills Invoices and Gills Multi-Page quicksets:
- Gills Invoices QuickSet: For batches of single-page vendor invoices (up to 10 pages). The system will automatically split and route these directly to Accounting through NetSuite.
- Gills Multi-Page QuickSet: For invoices with multiple pages that must remain as one file (e.g., a multi-page AutoZone invoice). Only one multi-page invoice should be scanned at a time.

On the scanner touchscreen:
- Select the appropriate quickset (Gills Invoices or Gills Multi-Page).
- Load the invoice pages face up.
- Select Preview and confirm the scanned image is clear, complete, and oriented correctly.
- Verify that the destination shows Kefron (Accounts Payable).
- Rename the file using the date (e.g., “05-28-25”).
- Select Send and wait for the confirmation message that the scan was sent successfully.
- If an error occurs, re-scan and verify the network connection before resending.

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 to Kefron (Accounts Payable).
- Ensure no duplicates were sent.

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 the First Mile End-of-Day Report.
- Open the First Mile icon on the desktop.
- Select File → Reporting → End of Day Reports.
- If that option is not available, select Transaction Report for research purposes, but the End of Day Report is the required document for deposit submission.
- Choose the appropriate date, generate the report, and print it.

Add the Deposit Log Slip (carbon copy of the cash-deposit form) to the packet.

Include all supporting deposit documentation such as:
- Bank receipt of deposit
- Credit card batch slips
- Any variance explanation documents if counts are off

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. Deposit-related support documents (bank receipts, CC batch slips, etc.)

Use the Gills Daily Deposit QuickSet to scan and send all deposit documents together.
- Load the entire packet face up in the document feeder.
- Select Preview to confirm the packet is legible and in the correct order.
- Verify that the destination shows Gills Invoices OneDrive.
- Rename the file using the deposit date followed by “DD” (e.g., “05-28-25 DD”).
- Select Send and wait for confirmation that the scan was sent successfully.
- Do not scan any deposit documents separately or reuse previous file names.

Before You Leave for the Day
- Confirm all deposit documents are scanned and sent successfully to the Deposits Inbox.
- Ensure all pages are legible and in correct order.
- Verify no duplicates were sent.
- 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 for one-page invoices or Multi-Page Invoice for multi-page documents.
- Scan and save the PDF using this filename format:
STORE_[YOUR STORE #]_VENDOR_YYYY-MM-DD.pdf (no spaces)
- Email the file to Kefron (Accounts Payable) at:
GILLSTIRE-INVOICES@KEFRONPAPERLESS.COM

Daily Deposits:
- Open NAPS2 on the store computer.
- Choose the Deposit profile.
- Load the packet in the correct order (Daily Closeout, CC Journal, First Mile EOD, Deposit Slip, support docs).
- Review the image for clarity and completeness.
- Save the PDF using this filename format:
Store_510#_YYYY-MM-DD_deposits.pdf (no spaces)
- Email the PDF to the Deposits Inbox.

Other Documents

- City or County inspections, violations, and official letters to the Owner should be scanned or emailed to the appropriate department and copied to management as needed.
- VMI or Consignment SETUP invoices should be added to HITS via ADJUSTMENT, and aren’t scanned.
- For any exceptions or special instructions, refer to the Knowledge Base on the Hub.

Support and Knowledge Base

Any questions or concerns about this process should be directed to your Service Center Accountant or District Manager.
For further help or reference materials, visit the Knowledge Base on thehub.gillstire.com.

Consistent daily compliance ensures smooth store audits, accurate accounting, and timely vendor payments.