Clearing any unprocessed transactions at a year end

Summary

Sometimes you will find that despite your best efforts there will be unprocessed transactions at the point of your year end. These often come from items being posted after a month is closed down.

The symptom of this is when you select your year end option the system will say

"Unprocessed data found in the Sales, Purchase or Nominal Ledger"

At this point you can:

• Press <F2> to print an "Unprocessed Transaction Report"

This report will outline all the transactions that need to be dealt with and give you advice on how to deal with them.

The following procedure will help you quickly process this advice and get you on the way to your new financial year:

Actions to take

Depending on which ledgers the Year End option said has unprocessed data, and what the "Unprocessed Transactions Report" has outlined as a problem your carry out the appropriate actions from the list below.

PLEASE NOTE: It is important to set the Financial Period correctly, check the Unprocessed Transactions Report and see which months the Unprocessed data is in then move the Financial Period to that month using the steps below. Once done move onto the next set of Unprocessed data and reset the Financial Period again.

Financial Period Check

• Go to "Reports & Parameters"
• Then "Set New Financial Period".
• Check the Financial Period is set to the final month of the year. If it is not, move the arrows to point at the last month of the year and press <Enter> to set the period.

Sales Ledger

If you have unprocessed data in the Sales Ledger with asterisks in the any of the following heading, use the steps in the sections below to clear them:

Daybook - Daybook Listing

• Go to "Sales Ledger"
• Followed by "Daybook Listing"
• Then go to "Print Daybook" and press[Accept] when complete.

Update - Nominal Ledger Update

• Go to "Sales Ledger"
• Then "Maintenance Options"
• Followed by "Nominal Ledger Update".

PLEASE NOTE: The system will warn you that it is not advised to update this way but just press [Yes] to continue

Purchase Ledger

If you have unprocessed data in the Purchase Ledger with asterisks in the any of the following heading, use the steps in the sections below to clear them:

Daybook Listing

• Go to "Purchase Ledger"
• Followed By "Daybook Listing"
• Then go to "Print Daybook" and press[Accept] when complete.

Nominal Ledger Update

• Go to "Purchase Ledger"
• Then "Maintenance Options"
• Followed by "Nominal Ledger Update".

{{Note|text=PLEASE NOTE: The system will warn you that it is not advised to update this way but just press [Yes] to continue

Audit - Monthly Audit & Cashbook

If you have unprocessed data in the Sales & Purchase Ledgers on the Audit asterisk this can be cleared in one go as follows:

• Go to "Reports & Parameters"
• Then "Reports"
• Followed By "Monthly Audit & Cashbook".
• Choose "Audit Months Before a Given Date". Enter the month and year of the first month of the new financial year, i.e. if you are clearing down financial year 2007, enter '01/08'. Accept when complete.

Nominal Ledger

If you have unprocessed data in the Nominal Ledger with asterisks in the any of the following heading, use the steps in the sections below to clear them:

P/L Audit - Profit & Loss Audit Trail & Cleardown

• Go to "Nominal Ledger"
• Then "Profit & Loss"
• Followed by "Change Report Range".
  • Change the start date to be the first day of the financial year that you are trying to close. Press <Esc> to exit this option.
• Choose "Audit Trail & Cleardown" and press [Accept] when complete.

B/S Audit - Balance Sheet Audit Trail & Cleardown

PLEASE NOTE: The Balance Sheet audit report CANNOT be ran for the whole year like the Profit and loss audit. At this stage it may be worth printing the unprocessed transactions report again to see which months the data to be processed is in. Then simply move your Financial Flag to the earliest month and work forward through the year till all the data iss cleared using the following steps

• Go to "Nominal Ledger"
• Then "Balance Sheet".
• Choose "Audit Trail & Cleardown" and press [Accept] when complete.

Finishing Off

After carrying out the necessary processes from the list above, go back and try the Year End option again. You should simply get the message :

Current Financial Year is 01/<start month>/<year> to 31/<last month>/<year>. 

Continue (Y/N)". 

• Press [Yes] to close off the year.

Feedback

Thank you for using our Knowledge Base, we value your feedback. Did you find this article useful? 'Yes' or 'No'

Keywords AND Misspellings

unprocessed data, cleardown, set financial period, financial year