Clearing any unprocessed transactions at a year end
 |
This article or section is under review. Be aware: Content may change as the document is reviewed. |
Contents
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.
More Information
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.
 | Financial Period: 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" -> "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 Listing
Go to "Sales Ledger" -> "Daybook Listing" -> "Print Daybook".
- Press the [Accept] when complete.
Update - Nominal Ledger Update
Go to "Sales Ledger" -> "Maintenance Options" -> "Nominal Ledger Update".
| 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" -> "Daybook Listing" -> "Print Daybook".
- Press the [Accept] when complete.
Nominal Ledger Update
Go to "Purchase Ledger" -> "Maintenance Options" -> "Nominal Ledger Update".
| 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" -> "Reports" -> "Monthly Audit & Cashbook" -> "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" -> "Profit & Loss" -> "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
| 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" -> "Balance Sheet" -> "Audit Trail & Cleardown".
- Press the [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 the [Yes] to close off the year.
