Supporting Schedules

Office Functions And Duties Of Office Employees

SUPPORTING SCHEDULES

6 or more

Assigned To

Contracts in Transit: Prepare and total a list of discounted finance contracts recorded for which payment has not been received at the month end

Customer Receivables: Prepare and mail statements to customers and prepare supporting trial balances and aged analyses of the subsidiary ledgers at the month end. Such analyses should provide for proper classification of past due items, credit balances, customer deposits and vehicle accounts receivable, and for separation for operating report purposes of any non-customer items recorded for convenience with customer receivables

New Vehicle Inventories and New Vehicle Notes Payable: Prepare and total as of the month end a listing, by vehicle identification numbers or stock numbers, of demonstrators and other new vehicles in each inventory classification and of unpaid notes payable on such vehicles (usually such listings are combined on a single schedule)

Compare the identification numbers in the new vehicle inventory schedules with physical inventory listings provided by the departmental manager

Used Vehicle Inventories and Used Vehicle Notes Payable: Prepare and total as of the month end an aged analysis, by vehicle identification numbers or stock numbers, of used vehicles in each inventory classification and of unpaid notes payable on such vehicles. Post to these schedules month-end appraisal information provided by the departmental manager and compute amounts of any necessary write downs

Compare the identification or stock numbers in the used vehicle inventory schedules with physical inventory listings provided by the departmental manager

From the subsidiary records, prepare appropriate month-end schedules in support of other automotive units, driver training units, lease and rental units and related notes payable

Price, extend and total month-end physical inventories of gas, oil and grease and paint and body shop materials, provided by departmental managers

Price, extend and total month-end schedules of labor and sublet repair costs on uncompleted repair orders

List and total unpaid claims from the file of warranty claims in process

List and total unpaid amounts due from the manufacturer for new vehicle inspection labor

Reconcile the manufacturer’s statement of holdback to the General Ledger control account

List and total other unpaid amounts due from the manufacturer such as model cost allowances

Reconcile statements of finance income due from finance institutions and insurance commissions due from insurance companies to the General Ledger control accounts

Complete subsidiary records for prepaid expenses and fixed asset depreciation, and determine related charges to expenses for the month

Prepare a supporting trial balance for accounts payable, providing for separation of debit and credit balance totals

For automated systems, purify and correct all schedules and analyses prepared by data processing and prepare correcting entries as required