Closing Accounts – Caution

There was a fundamental change to the closing account routine that those who use them should be aware of.  I am not sure what version this programming revision came about but in the current version of HeavyBid when a summary is run and there are closing accounts (actual bid status of “C”) then the closing routine is automatically run during the summary. For some this probably will work fine but others this might not be your preference and the results can be misleading. Here is a scenario if closing accounts are set up. Subs or vendors are selected, then the costs are updated for those bid items and the summary is run before going on to pricing. Now you might look at the total bid price less the total balanced price and think the revised prices are close to the balanced but in reality the difference was taken out of the closing accounts (not the individual items where the sub numbers were undated). The issue is not the total bid price but the individual bid item unit prices which could be much different from the current bid item balanced price. What I suggest if you use closing accounts is not use the “C” designation but instead manually select which bid items you want it to close to when you want to use the closing account routine. Then you are in full control when the closing routing is run. The screens below are from the Bid Pricing Screen where the closing account routing is run. It shows the other options and in this case where you would select individual bid items to be the closing accounts.