Please reference the end of year procedures, for COPS, STATIS or TripTracer, documented below.

At the start of the new year, please pay special attention when entering dates. Many users become accustomed to entering the month and date, then letting the system complete the year. Doing so at the first of the new year may result in the entry of an incorrect year. For example, in January if you enter “1226” into a date field the system will default to 12/26/2022. This may result in issues with delivery information, invoicing and many other areas of the system. Please be mindful of the year, as you enter dates over the next few weeks.

Contact Datatrac Support with any questions or concerns by emailing support@datatrac.com or calling 1-800-827-8722.

COPS (Courier Order Processing System):

To assist users in closing the books for year end in the COPS system, producing required government reports/forms, and preparing the system for processing next year’s data, we have provided a checklist of items. This list identifies the specific items involved and shows the steps to take for each item.

Please note that if you use a third party accounting package, there may be end of year procedures that must be followed. Consult your third party accounting documentation for detailed instructions.

End of Year Checklist

The items covered in the checklist include:
A. Driver Deduction Report
B. Driver Year End Processing
C. Printing 1099’s
D. Printing Check History Report
E. Printing Voucher History Report
F. Purging Voucher History
G. Purge Order History

We suggest that you review the checklist and familiarize yourself with these procedures.

Refer to help text and procedures for additional information.

Order Processing Management

A. Driver Deduction Report (Optional)

FAST PATH: DEDUCTIONR
Run this before running Driver Year End processing. The report gives a listing of each driver’s YTD deduction amounts.

B. Driver Year End Processing

FAST PATH: DRVYREND

Note: Run this after the last settlement run of the year, but before the first settlement run of the new year. This will clear the YTD settlement and deduction amounts from the driver master file. An on-line backup of both the settlement amounts (drivYR.xxx) and the deduction amounts (dducYR.xxx) will be created in the /cops/tmp/directory.

Accounts Payable

C. Printing 1099s

FAST PATH: AP1099

Note: If you provide 1099s on more than 250 contractors, it is our understanding that you are required to communicate via Magnetic Media. For more information to set up Magnetic Media communication, consult the IRS website at www.irs.gov.

Additionally, please note that the IRS will not return problem media. Be sure not to purge the voucher history file until you receive confirmation from the IRS that the media was readable. Run this after the last checks for the year are posted. 1099 amounts are based on the “1099?” field on each voucher.

If using magnetic media processing please contact support@datatrac.com and we will help to make sure the system is set to move the file to a directory, where it can then be downloaded to a PC. This program is date sensitive, so you can run AP checks
in the New Year. Printer Setting (SETFEAT) CPI=10 LPI=6 LPP=33

D. Check History Report (Optional)

FAST PATH: CHECKHISTR

Print a Check History report from 01-01 to 12-31.

E. Voucher History Report (Optional)

FAST PATH: VOUCHERHIS

Print a Voucher History report for the entire year.

F. Purge Voucher History (Optional)

FAST PATH: PURGEAPHIS

1099 Vouchers will not purge until 1099s are run. This will NOT purge any open or partially paid items. This is optional, you may not want to purge now, or you may only want to purge part of the year.

NOTE: Do not purge your voucher history until the final 1099s have been run and the media has been confirmed by the IRS

Order Processing

G. Purge Order History (Optional)

FAST PATH: PURGEHIST

It is recommended that if you don’t already routinely purge your order history files that it is done at least at year end. Be sure there is enough file system space before making on-line backup files of the History, Settlement or Notepad files. Remember, the second step of recovering any file system space after a Job History Purge is performing safe repairs on the related files. Please refer to the Order Processing/Purge Order History section in your COPS Manual.

Important Note for hosted customers: In order to reduce the size of data files and increase efficiency safe repairs are required. Please contact Datatrac Support by emailing support@datatrac.com to set up an appointment.

COPS Reference Manual

You can download any part of the reference manual on the Datatrac Forum site.

Highlight and click on the url below and choose “ftp://ftp.datatrac.com” or copy and paste it into a browser.

ftp://ftp.datatrac.com
Login: ftpdocs
Password: G3tD0c$

Internet Explorer users: once logged in, press the “Alt” key then select “View” from the toolbar, then “open FTP site in windows explorer”. You may need to enter the login name and password again to view the document directories. Doing so will allow you to drag and drop files to your local drive. Please note that the original browser window may remain open and need to be closed.

Mozilla Firefox users: select the file you would like to save, and then select the download button, at the top, right hand-side of the screen. There is an add-on available, if you prefer to open in Windows Explorer, called fireftp.

Google Chrome users: open the file you would like to save, click the save button, on the bottom right-hand side of the screen (picture of a floppy disk).

STATIS (Shipment Tracking and Tracing Information System) and Trip Tracer

To assist users with closing the books for year end in the STATIS system, producing required government reports/forms, and preparing the system for processing next year’s data, we have attached a checklist of items. This list identifies the specific items involved and shows the steps to take for each.

Please remember that if you use a third party accounting package, there may be end of year procedures that must be followed. Consult your third party accounting documentation for those steps.

The items covered in the checklist include:

A. Driver Deduction Report
B. Driver Year End Processing
C. Printing 1099’s
D. Printing Check History Report
E. Printing Voucher History Report
F. Purging Voucher History
G. Purge Order History

We suggest that you read the checklist and familiarize yourself with these procedures.

Refer to help text and procedures for additional information.

Order Processing Management

A. Driver Deduction Report (Optional)

Fast Path: DEDUCTIONR

Run this before running Driver Year End processing. The report gives a listing of each driver’s YTD deduction amounts.

B. Driver Year End Processing

Fast Path: DRVYREND

Note: Run this after the last settlement run of the year, but before the first settlement run of the new year. This will clear the YTD settlement and deduction amounts from the driver master file. An on-line backup of both the settlement amounts (drivYR.xxx) and the deduction amounts (dducYR.xxx) will be created in the /statis/tmp directory.

Accounts Payable

C. Printing 1099s

Fast Path: AP1099

Note: If you provide 1099s on more than 250 contractors, it is our understanding that you are required to communicate via Magnetic Media. For more information to set up Magnetic Media communication, consult the IRS website at www.irs.gov.

Additionally, please note that the IRS will not return problem media. Be sure not to purge the voucher history file until you receive confirmation from the IRS that the media was readable. Run this after the last checks for the year are posted. 1099 amounts are based on the “1099?” field on each voucher.

If using magnetic media processing please contact support@datatrac.com and we will help to make sure the system is set to move the file to a directory, where it can then be downloaded to a PC.

Be cognizant that this program is date sensitive.

Printer Setting (SETFEAT) CPI=10 LPI=6 LPP=33

D. Check History Report (Optional)

Fast Path: CHECKHISTR

Print a Check History report from 01-01 to 12-31.

E. Voucher History Report (Optional)

Fast Path: VOUCHERHIS

Print a Voucher History report for the entire year.

F. Purge Voucher History (Optional)

Fast Path: PURGEAPHIS

1099 Vouchers will not purge until 1099s are run. This will NOT purge any open or partially paid items. This is optional, you may not want to purge now, or you may only want to purge part of the year. NOTE: Do not purge your voucher history until the final 1099s have been run and the media has been confirmed by the IRS.

Order Processing

G. Purge Order History (Optional)

Fast Path: PURGEHIST

It is recommended that if you don’t already routinely purge your order history files that it is done at least at year end. Be sure there is enough file system space before making on-line backup files of the History, Settlement or Notepad files. Remember, the second step of recovering any file system space after a Job History Purge is performing safe repairs on the related files. Please refer to the Order Processing/Purge Order History section in your STATIS Manual.

Note: Hosted customers please contact Datatrac at support@datatrac.com to set up an appointment to have support run the safe repairs.

STATIS Reference Manual

You can download any part of the reference manual on the Datatrac ftp site.

Highlight and click on the url below and choose “ftp://ftp.datatrac.com” or copy and paste it into a browser.

ftp://ftp.datatrac.com
Login: ftpdocs
Password: G3tD0c$

Internet Explorer users: once logged in, press the Alt key then select View from the toolbar, then “open FTP site in windows explorer”. You may need to enter the login name and password again to view the document directories. Doing so will allow you to drag and drop files to your local drive. Please note that the original browser window may remain open and need to be closed.

Mozilla Firefox users: select the file you would like to save, and then select the download button, at the top, right hand-side of the screen. There is an add-on available, if you prefer to open in Windows Explorer, called fireftp.

Google Chrome users: open the file you would like to save, click the save button, on the bottom right-hand side of the screen (picture of a floppy disk).