Executive Summary
I work as an Accounts Payable clerk in the BYU Bookstore. There are
many vendors with which the bookstore is in a credit balance. The AP department
keeps track of all the monthly credit balances throughout the year. At the
beginning of each month, one of the tasks is to download the end of month data
from the bookstore’s accounting software. This data is then inputted into a
summary file that shows the vendors and the credit balances throughout the
year. This can be a challenge because first, the vendors with a zero balance
during the month do not have a balance in the downloaded data, yet they exist
in the year summary file. Second, some credit balances are new; vendors which
previously did not have a credit balance now do. However, they do not exist in
the year summary file. It is a tedious process to find which vendors exist and
add rows of data to the file in the correct location. Previously, it would take
my supervisor many valuable hours to input this data. My project saves her this
time and helps her to avoid this menial task.
My project performs the following key steps:
· * Creates a connection to the downloaded text file
and imports the data to a new sheet in the file.
·
* Formats the data for improved readability and
enhanced transferability to the summary sheet.
·
* Transfers the monthly data to the correct month
location in the summary file based on the modified date of the downloaded text
file.
·
* Adds rows of data for the new vendors as needed.
·
* Moves and saves the month data to the same
directory as the year summary file.
At the end of the year, a new file will need to be created for 2013.
When the end of month file is downloaded next year and the program is run, it
will generate a new file, clear out the old balances, create a new folder for
the next year, and save the file in that new year folder. Thus, this program
will continue for as long as the bookstore stands.
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