Difference between revisions of "How to process a month end"

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{{Current}}
 
== Summary ==
 
== Summary ==
−
The following steps will take you through what to do on your month end step by step.
+
The following steps will take you through how to process the month end on Platinum.
 +
 
 +
{{Warning|text=If your system is not enabled for the full Platinum accounts system (i.e. {{PL}}, {{SL}} and {{NL}}) you '''should not''' attempt to process a month end.}}
  
 
== More Information ==
 
== More Information ==
−
If you are running the full accounts system there are various procedures you have to go through at the end of a financial period (in Platinum this is one calendar month) to produce your end of month reports and to allow you to close off a period and move into the next financial period.  
+
When running the full accounts system in Platinum there are specific processes you must run at the end of each financial period i.e. each calendar month.
 +
 
 +
When you reach the end of your financial year you will then need to carry out a [[How do I process a year end?|Year End]] process. This allows you to close the year and move on to the new Financial Year.
 +
 
 +
{{Warning|text=You may not process a month end outside of the current financial year. Please see [[What does nominal review show me?|Nominal Review]] for options to view data outside of these parameters. You will not be able to produce management reports until you are in the correct financial year.}}
 +
 
 +
{{Tip|text=You may continue to process transactions on a day to day basis including reconciling bank accounts and submitting VAT Returns, prior to processing a month or year end. These options are not restricted by the financial period or year.}}
 +
 
 +
== Document Output ==
 +
The majority of the following processes will produce reports.
 +
 
 +
Some reports cannot be reprinted once they have been accepted, therefore it is important to check you have a complete printout or file before accepting these reports.
 +
 
 +
{{Tip|text=It is advisable to print all month end documents to a PDF print output and save into a folder of your choice. Pressing {{KeyPress|A-P}} and entering {{DataValue|92}} then {{Button|Close}} will usually ensure your printouts are output to a PDF printer. Please {{SupportContact}} if you need any assistance.}}
 +
 
 +
== Steps to Follow: ==
 +
Please follow each of the steps listed below, in the specified order.
 +
 
 +
=== Step 1: Financial Period Check ===
 +
Go to {{Menu|{{RP}}|Set New Financial Period}}.
 +
* Select the Financial Period to be closed then press {{KeyPress|F2}}.
 +
 
 +
{{Warning|text=It is very important you move a period on one month at a time and only when all processes have been completed for the current month. Failure to follow this guidance may result in transactions being posted into the wrong period. This cannot be reversed and it would be your responsibility to post required journals to correct the mispostings.}}
 +
 
 +
* Exit the {{Menu|{{RP}}}} menu.
 +
 
 +
=== Step 2: Sales Ledger Processes ===
 +
After the last Sales Invoice for the month is complete, the following reports may be extracted:
 +
 
 +
==== Daybook Listing ====
 +
This will provide an audit trail for the postings to the {{NL}} and forms one very important part of your V.A.T. records.
 +
 
 +
* Go to {{Menu|{{SL}}|Daybook Listing}}.
 +
* Ensure {{DataPrompt|Update nominal ledger}} is set to {{DataValue|Yes}}
 +
* '''DO NOT''' amend the dates.
 +
* Click {{Button|Print}}.
 +
 
 +
The {{DataPrompt|Start date}} will default to the start of your Financial year. This ensures that any transactions which may have been back dated into a closed period are updated into the current month. 
 +
 
 +
{{Warning|text=Save the resulting printout into a location of your choice. If printing to a printer please ensure you have a complete printout.}}
 +
 
 +
* Click {{Button|Accept}} to complete the process.
 +
 
 +
All transactions will now be updated to the Nominal Ledger and assigned a Nominal Ledger transaction number. Any items which are dated prior to the current Financial Period will be posted into the Nominal Ledger with a date of the 1st of the current Financial Period.
 +
 
 +
==== Aged Debtors Listing ====
 +
This will provide the debtor balances at the end of the Financial Period and should be used to agree to the Sales Control account (Z994) on the balance sheet.
 +
 
 +
* Go to {{Menu|{{SL}}|Aged Debtors Listing}}.
 +
* Select the {{Tab|Calculational}} tab.
 +
* Set {{DataPrompt|Ignore Documents Beyond Current Accounting Period}} to {{DataValue|Y}} for Yes.
 +
* Click {{Button|Print}}.
 +
 
 +
The heading on the print out will read {{DataValue|Aged Debt List At DD/MM/CCYY}}, where the date shown will be the last day of the current financial period.
 +
 
 +
==== Sales Centre Report ====
 +
This will provide the nett total per Sales Centre for the period.
 +
 
 +
* Go to {{Menu|{{SL}}|Maintenance Options|Sales Centre Maintenance|Print Monthly Turnover}}.
 +
* Select {{Menu|Specific Months Report}}.
 +
* Click {{Button|Print}}.
 +
 
 +
{{Tip|text=One aspect of the '''Print Daybook & Update Nominal''' option is that the nett values per sales centre are updated and printed onto the above report. If you find all centres values are zero this would suggest you did not accept the '''Print Daybook & Update Nominal'''. Please check your printout, and use Nominal Review, to check the transactions posted to Z993 for the Financial Period to ensure you have correctly update the Nominal Ledger.}}
 +
 
 +
* Having completed the stages in Step 2 exit the {{SL}} menu option.
 +
 
 +
=== Step 3: Purchase Ledger Processes ===
 +
After the last Purchase Invoice/Credit/Payment for the month has been processed, the following reports may be extracted:
 +
 
 +
==== Daybook Listing ====
 +
This will provide an audit trail for the postings to the {{NL}} and forms one very important part of your V.A.T. records.
 +
 
 +
* Go to {{Menu|{{PL}}|Daybook Listing}}.
 +
* Ensure {{DataPrompt|Update nominal ledger}} is set to {{DataValue|Yes}}
 +
* '''DO NOT''' amend the dates.
 +
* Click {{Button|Print}}.
 +
 
 +
The {{DataPrompt|Start date}} will default to the start of your Financial year. This ensures that any transactions which may have been back dated into a closed period are updated into the current month. 
 +
 
 +
{{Warning|text=Save the resulting printout into a location of your choice. If printing to a printer please ensure you have a complete printout.}}
 +
 
 +
* Click {{Button|Accept}} to complete the process.
 +
 
 +
All transactions will now be updated to the Nominal Ledger and assigned a Nominal Ledger transaction number. Any items which are dated prior to the current Financial Period will be posted into the Nominal Ledger with a date of the 1st of the current Financial Period.
 +
 
 +
==== Aged Creditors Listing ====
 +
This will provide the creditor balances at the end of the Financial Period and should be used to agree to the Purchase Control account (Z993) on the balance sheet.
 +
 
 +
* Go to {{Menu|{{PL}}|Aged Creditors Listing}}.
 +
* Select the {{Tab|Calculational}} tab.
 +
* Set {{DataPrompt|Ignore Documents Beyond Current Accounting Period}} to {{DataValue|Y}} for Yes.
 +
* Click {{Button|Print}}.
 +
 
 +
The heading on the print out will read {{DataValue|Aged Creditor List At DD/MM/CCYY}}, where the date shown will be the last day of the current financial period.
 +
 
 +
==== Purchase Centre Report ====
 +
This will provide the nett total per Purchase Centre for the period.  
  
−
The majority of these processes will produce printouts. Please make sure your printer is switched on, is loaded with paper and is on line.  
+
* Go to {{Menu|{{PL}}|Maintenance Options|Purchase Centre Maintenance|Print Monthly Turnover}}.
 +
* Select {{Menu|Specific Months Report}}.
 +
* Click {{Button|Print}}.
  
−
== Financial Period Check ==
+
{{Tip|text=One aspect of the '''Print Daybook & Update Nominal''' option is that the nett values per purchase centre are updated and printed onto the above report. If you find all centres values are zero this would suggest you did not accept the '''Print Daybook & Update Nominal'''. Please check your printout, and use Nominal Review, to check the transactions posted to Z993 for the Financial Period to ensure you have correctly update the Nominal Ledger.}}
−
Check the Financial Period is set to the month you wish to close off.
 
  
−
Go to "Reports & Parameters" -> "Set New Financial Period".
+
* Having completed the stages in Step 3 exit the {{PL}} menu option.
−
*Set the financial period to the one you wish to close.  
 
  
−
== Sales Ledger ==
+
=== Step 4: Monthly Audit & Cashbook ===
−
After the last Sales Invoice for the month is complete, the following reports may be extracted:
+
This option produces two reports: The Audit Trail, which details all transactions by VAT Rate and the Cashbook which details transacions posted to your default Bank and Cash in Hand centres.
  
−
=== Daybook Listing ===
+
{{Tip|text=If printing to a PDF output you will be prompted to save each report as as seperate document. Take care to save both documents. If printing directly to a printer the two reports will print consecutively.}}
−
Go to the "Sales Ledger" -> "Daybook Listing" -> "Print Daybook and Update Nominal".
 
−
*This will give an audit trail for the posting to the Nominal Ledger and forms one very important part of your V.A.T. records.  
 
  
−
{{Warning|title=Warning|text=Make sure you have a complete printout before accepting the Daybook.}}
+
* Go to {{Menu|{{RP}}|Reports|Monthly Audit & Cashbook|Normal Monthly Audit}}.
 +
* At {{DataPrompt|Month for Analysis}} press {{KeyPress|Enter}}. This will enter your Financial Period then produce the reports.
 +
* If printing to PDF save each report into a suitable location else ensure the printout is complete.
 +
* Unprocessed Data Warning: If the system identifies transactions which have been backdated into a previous Financial Period press {{KeyPress|Enter}} to acknowledge the warning. See the below section for how to proceed once you have completed the current section.
 +
* If you have saved your documents/printed out in full click {{Button|Accept}} to save the Normal Monthly Audit.
  
−
=== Aged Debt List ===
+
{{Warning|text=Make sure you have a complete printout before accepting the Normal Monthly Audit.}}
−
Go to "Sales Ledger" -> "Aged Debtors Listing"
 
−
* To print a list for all debtors, click {{KeyPress|Print}}.
 
−
* To select a range of accounts or to choose one account, enter the first account to print in the {{DataPrompt|From Account}} field and the {{DataPrompt|Last Account}} to print in the To Account field (bear in mind any accounts falling between these codes will be included in the range).
 
−
** You also have the option to specify a particular {{DataPrompt|Group}} of accounts.
 
−
* Click {{KeyPress|Print}} to print the debt list.
 
  
−
The debts shown will be as at today's date. You have the option to print a debtors listing as at the end of the current financial period, which is useful for checking the Sales Control account at the month end. Just before you print the debt list:
+
==== Unprocessed Data ====
 +
If Unprocessed data has been found follow the below steps.  
 +
* From the {{Menu|Monthly Audit & Cashbook}} menu select {{Menu|Audit Months Before a Given Date}}.
 +
* Press {{KeyPress|Enter}} to use the current Financial Period.
 +
* Any data prior to the current period will be processed and the Audit Trail and Cashbook reports produced as required.
 +
* If printing to PDF save each report into a suitable location else ensure the printout is complete.
 +
* If you have saved your documents/printed out in full click {{Button|Accept}} to save the additional data.
  
−
* Select the {{KeyPress|Calculational}} Tab.
+
{{Warning|text=Make sure you have a complete printout before accepting the Audit For Months Before a Given Date report.}}
−
* Set {{DataPrompt|Ignore Documents Beyond Current Accounting Period}} to {{DataValue|Y}} for yes.
 
−
* Click {{KeyPress|Print}} to print the debt list. The heading on the print out will read Aged Debt List At DD/MM/CCYYY.
 
  
−
=== Specific Month Cost Centre Report ===
+
* Having completed Step 4 exit the {{RP}} menu option.  
−
Go to the "Sales Ledger" -> "Maintenance Options" -> "Centre Maintenance" -> "Print Monthly Turnover".
 
−
*Select "Specific Months Report" and enter the month to produce the report for i.e. {{DataValue|06}} - June or {{DataValue|10}} - October.  
 
  
−
== Purchase Ledger ==
+
=== Step 5: Management Reports ===
−
After the last Purchase Invoice for the month has been received and posted onto the system or you have reached an appropriate cut-off point, the following reports may be extracted:
+
The following reports should be produced in turn.
  
−
=== Daybook Listing ===  
+
==== Trial Balance ====
−
Go to the "Purchase Ledger" -> "Daybook Listing" -> "Print Daybook and Update Nominal".
+
* Go to {{Menu|{{NL}}|Trial Balance}}.
−
* This will give an audit trail for the posting to the Nominal Ledger and forms one very important part of your V.A.T. records.  
 
  
−
{{Warning|title=Warning|text=Make sure you have a complete printout before accepting the Daybook.}}
+
{{Tip|text=This will gather and display the balance on each Balance Sheet centre as at the end of the current Financial Period. It will also display the balance on each Profit & Loss centre from the start of the Financial Year to the the end of the current Financial Period.}}
  
−
=== Aged Creditors List ===
+
* To print the report press {{KeyPress|F2}}. To export a copy of the report press {{KeyPress|C-P}} and select {{Button|Excel}} (once exported this will auto open and should then be saved as a Workbook for ease of re-opening).  
−
Go to "Purchase Ledger" -> "Aged Creditors Listing"
 
−
* To print a list for all creditors, click {{KeyPress|Print}}
 
−
* To select a range of accounts or to choose one account, enter the first account to print in the {{DataPrompt|From Account}} field and the {{DataPrompt|Last Account}} to print in the To Account field (bear in mind any accounts falling between these codes will be included in the range).
 
−
** You also have the option to specify a particular {{DataPrompt|Group}} of accounts.
 
−
* Click {{KeyPress|Print}} to print the creditors list.
 
  
−
The creditors shown will be as at today's date. You have the option to print a creditors listing as at the end of the current financial period, which is useful for checking the Purchase Control account at the month end. Just before you print the creditors list:
+
* You are advised to review the balances on each Nominal Code especially for the major control accounts, e.g. Current Bank Account, Cash in Hand, Sales & Purchase Control and V.A.T. Outstanding. The Sales & Purchase Control should be checked against the Debtor and Creditor listings produced in Steps 2 & 3.  
  
−
* Select the {{KeyPress|Calculational}} Tab.
+
==== Profit & Loss Report ====
−
* Set {{DataPrompt|Ignore Documents Beyond Current Accounting Period}} to {{DataValue|Y}} for yes.
+
{{Note|text=This option is available as printout only.}}
−
* Click {{KeyPress|Print}} to print the creditors list. The heading on the print out will read Aged Debt List At DD/MM/CCYYY.
 
  
−
=== Specific Month Cost Centre Report ===
+
* Go to {{Menu|{{NL}}|Profit & Loss|Run Profit & Loss Report}}.
−
Go to "Purchase Ledger" -> "Maintenance Options" -> "Centre Maintenance" -> "Print Monthly Turnover" -> "Specific Months Report".
 
−
*Enter the month to produce the report for i.e. {{DataValue|06}} - June or {{DataValue|10}} - October.  
 
  
−
== Reports & Parameters ==
+
{{Tip|text=This report will be the values for the current financial period only.}}
−
The following report needs to be run from the Reports & Parameters system.  
 
  
−
=== Monthly Audit & Cashbook ===
+
* If you wish to produce a report from the start of the financial year to the end of the current period select {{Menu|{{NL}}|Profit & Loss|Change Profit & Loss Range}}. Set your dates then click {{Button|Close}} and select {{Menu|Run Profit & Loss Report}}.
−
Go to "Reports & Parameters" -> "Reports" -> "Monthly Audit & Cashbook" -> "Normal Monthly Audit".
 
−
* Press {{KeyPress|Enter}} to use the Current Accounting Period as the month to audit.  
 
  
−
This forms another very important part of your V.A.T. records (V.A.T. Audit) and also provides a cashbook. When you have a complete printout, Press {{KeyPress|Enter}} to accept the audit.
+
==== Balance Sheet ====
−
{{Note|text=If you get a message that there is ''UNPROCESSED DATA'' for any months, press {{KeyPress|Enter}} to continue you will then be asked to accept or ignore the report. When you have a complete printout, press {{KeyPress|Enter}} to accept the audit trail. Go back to the "Monthly Audit & Cashbook" Menu and select "Audit For Months Before a Given Date".}}
+
{{Note|text=This option is also printout only.}}
  
−
Press {{KeyPress|Enter}} to use the same dates as for the Normal Monthly Audit and this will process any data which has fallen into previous months so has not been through the Monthly Audit report.  
+
* Go to {{Menu|{{NL}}|Balance Sheet|Balance Sheet}}.
  
−
== Nominal Ledger ==
+
=== Step 6: Additional Options ===
−
The following reports/processes need to be run from the Nominal Ledger.  
+
{{Information|text=Steps 1- 5 complete the month end process. When you are ready to process your next financial period please start at step 1.}}
  
−
=== Trial Balance ===
+
{{Tip|text=Please note: the above options do not '''close''' the periods and you are still able to post data back (although not prior to the start of the financial year). This additional data will be processed during your next month end routine.}}
−
Go to "Nominal Ledger" -> "Trial Balance".
 
−
*When the report is on the screen, press {{KeyPress|F2 }} to print the Trial Balance. This allows you to check balances on each Nominal Code especially for the major control accounts e.g. Current Bank Account, Cash in Hand, Sales & Purchase Control and V.A.T. Outstanding.  
 
  
−
=== Profit & Loss Report ===
+
{{Information|text=If this is the last month of your financial year you should process it as normal. Please then follow [[How do I process a year end?|this]] article for advice on closing the financial year when you are ready to do so.}}
−
{{Note|text=Both options here are print-outs.}}
 
−
Go to "Nominal Ledger" -> "Profit & Loss" -> "Run Profit & Loss Report".
 
−
*Once you have a complete report, accept it.
 
  
−
=== Balance Sheet ===
+
{{Warning|text=You will not be able to process months within the next financial year without closing the current year. You may preview data using the options with Nominal Review.}}
−
{{Note|text=This option is print-outs also printout only.}}
 
−
Go to "Nominal Ledger" -> "Balance Sheet".
 
−
*Once you have a complete report, accept it.
 
  
−
== Reports & Parameters ==
 
−
The following reports/processes need to be run from the Reports & Parameters system.
 
  
−
The V.A.T. Report need only be run at the end of the quarter, but feel free to look at it as often as you wish!
+
==== VAT Submission ====
 +
The V.A.T. Report need only be run at the end of the quarter, but feel free to look at it as often as you wish, just do not submit it! Please follow [[How do I run the VAT 100 report?|this]] article.
  
−
=== V.A.T. Reports ===
+
==== Optional : Customer/Supplier History Cleardown ====
−
Go to "Reports & Parameters" -> "Reports" -> "V.A.T. Reports".
 
−
*The month and year that is shown should be the end of the current quarter. Click {{KeyPress|OK}}.
 
  
−
=== Final Financial Period Change ===
+
The cleardown routine will clear all fully processed transactions from the customer/supplier history into an archive file. These are stored in [[What does document history show me?|Document History]]. This can be a useful option if you find that viewing the history on an account takes a particularly long time.
−
Go to "Reports & Parameters" -> "Set New Financial Period".  
 
−
*Move the Financial Period on to the next month in the financial year.  
 
−
*Ensure that you press {{KeyPress|Enter}} to select the new period.
 
  
−
== Sales Ledger ==
+
{{Tip|text=This option is '''not mandatory''' for the month end procedure, however, if you do perform this clear down, you may find it helpful to leave the last quarter's history uncleared.}}
−
The cleardown will clear all transactions from the Sales Ledger which have been fully processed. They are then archived and stored in Document History (provided the {{DataPrompt|Transaction Archive Parameter}} is set to {{DataValue|Y}}).
 
−
{{Note|text=This option is not mandatory for the month end procedure, however, if you do perform this cleardown, it is good practice to leave the last quarters history uncleared.}}
 
  
 +
{{Note|text=This routine may take quite a long time to complete, so ensure that you have plenty of time in which to do this. This archives all transactions with zero balances and that have been fully processed including the above month end processes and reconciliations if applicable. In most cases, they will be archived into the [[What does document history show me?|Document History]] option and can be retrieved using the {{Menu|Transaction Archives}} option in {{Menu|{{RP}}}}. It is nevertheless useful to have a full system backup prior to running ths option.}}
  
−
=== Clearing down ===
+
===== {{SL}} Cleardown =====
−
Go to "Sales Ledger" -> "Cleardown".
+
Go to {{Menu|{{SL}}|Cleardown}}.
−
*Press {{KeyPress|F2}} to cleardown all the complete documents.
+
* Enter a suitable date e.g. the first day of the current VAT Quarter.
−
{{Note|text=This routine may take quite a long time to complete, so ensure that you have plenty of time in which to do this. This removes from the system all transactions with zero balances that have had all the necessary analysis done on them and either puts them into the transaction archives or eliminates them into free space. In most cases, they will be archived and can be retrieved using the "Transaction Archives" option in "Reports & Parameters". It is nevertheless useful to have a full system backup.}}
+
* Press {{KeyPress|F2}} to clear down all the complete documents.
  
−
== Purchase Ledger ==
+
Exit the {{Menu|{{SL}}}} menu.
−
The cleardown will clear all transactions from the Purchase Ledger which have been fully processed. They are then archived and stored in Document History (provided the {{DataPrompt|Transaction Archive Parameter}} is set to {{DataValue|Y}}).  
 
  
−
{{Note|text=This option is not mandatory for the month end procedure, however, if you do perform this cleardown, it is good practice to leave the last quarters history uncleared.}}
+
===== {{PL}} Cleardown =====
 +
Go to {{Menu|{{PL}}|Cleardown}}.
 +
* Enter a suitable date e.g. the first day of the current VAT Quarter.
 +
* Press {{KeyPress|F2}} to clear down all the complete documents.
  
−
=== Clearing down ===
+
Exit the {{Menu|{{PL}}}} menu.
−
Go to "Purchase Ledger" -> "Cleardown".
 
−
*Press {{KeyPress|F2}} to cleardown all the complete documents.
 
−
{{Note|text=This routine may take quite a long time to complete, so ensure that you have plenty of time in which to do this. This removes from the system all transactions with zero balances that have had all the necessary analysis done on them and either puts them into the transaction archives or eliminates them into free space. In most cases, they will be archived and can be retrieved using the "Transaction Archives" option in "Reports & Parameters". It is nevertheless useful to have a full system backup.}}  
 
  
 
== See also ==
 
== See also ==
−
*[[Setting up the Platinum Backup Program]]
+
* [[What should I consider at month end?]]
−
*[[How do I send a Printout to a File?]]
+
* [[How do I process a year end?]]
−
*[[What should I consider at month end?]]
+
* [[Clearing any unprocessed transactions at a year end]]
−
*[[Why am I Getting a Figure in the Profit This Period on My Balance Sheet]]
+
* [[How do I extract nominal transactions to a csv file?]]
−
*[[Why are my Figures Not Appearing in the Nominal Ledger?]]
+
* [[Unit integration to nominal ledger#At the Month End|Month end Unit Integration to Nominal Ledger]].
 +
* [[Stock integration to the nominal ledger]]
 +
* [[How do I send a printout to a file?]]
 +
* [[How do I setup printing to PDF?]]
  
−
{{KB_Tags|Month, end, daybook, audit, debt list, nominal, update, AT, V.A.T., period, VAT period}}{{KB_SL}}{{KB_PL}}{{KB_NL}}{{ZN_Accounts}}
+
{{KB_Tags|month, end, daybook, audit, debt list, nominal, update, vat, v.a.t., period, vat period, closedown, cleardown}}
 +
{{FAQ}}{{How}}{{KB_NL}}{{KB_PL}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}

Latest revision as of 12:42, 8 December 2023

Summary

The following steps will take you through how to process the month end on Platinum.

If your system is not enabled for the full Platinum accounts system (i.e. Purchase Ledger, Sales Ledger and Nominal Ledger) you should not attempt to process a month end.

More Information

When running the full accounts system in Platinum there are specific processes you must run at the end of each financial period i.e. each calendar month.

When you reach the end of your financial year you will then need to carry out a Year End process. This allows you to close the year and move on to the new Financial Year.

You may not process a month end outside of the current financial year. Please see Nominal Review for options to view data outside of these parameters. You will not be able to produce management reports until you are in the correct financial year.
You may continue to process transactions on a day to day basis including reconciling bank accounts and submitting VAT Returns, prior to processing a month or year end. These options are not restricted by the financial period or year.

Document Output

The majority of the following processes will produce reports.

Some reports cannot be reprinted once they have been accepted, therefore it is important to check you have a complete printout or file before accepting these reports.

It is advisable to print all month end documents to a PDF print output and save into a folder of your choice. Pressing <Alt+P> and entering '92' then [Close] will usually ensure your printouts are output to a PDF printer. Please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page if you need any assistance.

Steps to Follow:

Please follow each of the steps listed below, in the specified order.

Step 1: Financial Period Check

Go to " Reports & Settings Set New Financial Period".

  • Select the Financial Period to be closed then press <F2>.
It is very important you move a period on one month at a time and only when all processes have been completed for the current month. Failure to follow this guidance may result in transactions being posted into the wrong period. This cannot be reversed and it would be your responsibility to post required journals to correct the mispostings.
  • Exit the " Reports & Settings" menu.

Step 2: Sales Ledger Processes

After the last Sales Invoice for the month is complete, the following reports may be extracted:

Daybook Listing

This will provide an audit trail for the postings to the Nominal Ledger and forms one very important part of your V.A.T. records.

  • Go to " Sales Ledger Daybook Listing".
  • Ensure "Update nominal ledger" is set to 'Yes'
  • DO NOT amend the dates.
  • Click [Print].

The "Start date" will default to the start of your Financial year. This ensures that any transactions which may have been back dated into a closed period are updated into the current month.

Save the resulting printout into a location of your choice. If printing to a printer please ensure you have a complete printout.
  • Click [Accept] to complete the process.

All transactions will now be updated to the Nominal Ledger and assigned a Nominal Ledger transaction number. Any items which are dated prior to the current Financial Period will be posted into the Nominal Ledger with a date of the 1st of the current Financial Period.

Aged Debtors Listing

This will provide the debtor balances at the end of the Financial Period and should be used to agree to the Sales Control account (Z994) on the balance sheet.

  • Go to " Sales Ledger Aged Debtors Listing".
  • Select the [Calculational] tab.
  • Set "Ignore Documents Beyond Current Accounting Period" to 'Y' for Yes.
  • Click [Print].

The heading on the print out will read 'Aged Debt List At DD/MM/CCYY', where the date shown will be the last day of the current financial period.

Sales Centre Report

This will provide the nett total per Sales Centre for the period.

  • Go to " Sales Ledger Maintenance Options Sales Centre Maintenance Print Monthly Turnover".
  • Select " Specific Months Report".
  • Click [Print].
One aspect of the Print Daybook & Update Nominal option is that the nett values per sales centre are updated and printed onto the above report. If you find all centres values are zero this would suggest you did not accept the Print Daybook & Update Nominal. Please check your printout, and use Nominal Review, to check the transactions posted to Z993 for the Financial Period to ensure you have correctly update the Nominal Ledger.
  • Having completed the stages in Step 2 exit the Sales Ledger menu option.

Step 3: Purchase Ledger Processes

After the last Purchase Invoice/Credit/Payment for the month has been processed, the following reports may be extracted:

Daybook Listing

This will provide an audit trail for the postings to the Nominal Ledger and forms one very important part of your V.A.T. records.

  • Go to " Purchase Ledger Daybook Listing".
  • Ensure "Update nominal ledger" is set to 'Yes'
  • DO NOT amend the dates.
  • Click [Print].

The "Start date" will default to the start of your Financial year. This ensures that any transactions which may have been back dated into a closed period are updated into the current month.

Save the resulting printout into a location of your choice. If printing to a printer please ensure you have a complete printout.
  • Click [Accept] to complete the process.

All transactions will now be updated to the Nominal Ledger and assigned a Nominal Ledger transaction number. Any items which are dated prior to the current Financial Period will be posted into the Nominal Ledger with a date of the 1st of the current Financial Period.

Aged Creditors Listing

This will provide the creditor balances at the end of the Financial Period and should be used to agree to the Purchase Control account (Z993) on the balance sheet.

  • Go to " Purchase Ledger Aged Creditors Listing".
  • Select the [Calculational] tab.
  • Set "Ignore Documents Beyond Current Accounting Period" to 'Y' for Yes.
  • Click [Print].

The heading on the print out will read 'Aged Creditor List At DD/MM/CCYY', where the date shown will be the last day of the current financial period.

Purchase Centre Report

This will provide the nett total per Purchase Centre for the period.

  • Go to " Purchase Ledger Maintenance Options Purchase Centre Maintenance Print Monthly Turnover".
  • Select " Specific Months Report".
  • Click [Print].
One aspect of the Print Daybook & Update Nominal option is that the nett values per purchase centre are updated and printed onto the above report. If you find all centres values are zero this would suggest you did not accept the Print Daybook & Update Nominal. Please check your printout, and use Nominal Review, to check the transactions posted to Z993 for the Financial Period to ensure you have correctly update the Nominal Ledger.
  • Having completed the stages in Step 3 exit the Purchase Ledger menu option.

Step 4: Monthly Audit & Cashbook

This option produces two reports: The Audit Trail, which details all transactions by VAT Rate and the Cashbook which details transacions posted to your default Bank and Cash in Hand centres.

If printing to a PDF output you will be prompted to save each report as as seperate document. Take care to save both documents. If printing directly to a printer the two reports will print consecutively.
  • Go to " Reports & Settings Reports Monthly Audit & Cashbook Normal Monthly Audit".
  • At "Month for Analysis" press <Enter>. This will enter your Financial Period then produce the reports.
  • If printing to PDF save each report into a suitable location else ensure the printout is complete.
  • Unprocessed Data Warning: If the system identifies transactions which have been backdated into a previous Financial Period press <Enter> to acknowledge the warning. See the below section for how to proceed once you have completed the current section.
  • If you have saved your documents/printed out in full click [Accept] to save the Normal Monthly Audit.
Make sure you have a complete printout before accepting the Normal Monthly Audit.

Unprocessed Data

If Unprocessed data has been found follow the below steps.

  • From the " Monthly Audit & Cashbook" menu select " Audit Months Before a Given Date".
  • Press <Enter> to use the current Financial Period.
  • Any data prior to the current period will be processed and the Audit Trail and Cashbook reports produced as required.
  • If printing to PDF save each report into a suitable location else ensure the printout is complete.
  • If you have saved your documents/printed out in full click [Accept] to save the additional data.
Make sure you have a complete printout before accepting the Audit For Months Before a Given Date report.
  • Having completed Step 4 exit the Reports & Settings menu option.

Step 5: Management Reports

The following reports should be produced in turn.

Trial Balance

This will gather and display the balance on each Balance Sheet centre as at the end of the current Financial Period. It will also display the balance on each Profit & Loss centre from the start of the Financial Year to the the end of the current Financial Period.
  • To print the report press <F2>. To export a copy of the report press <Ctrl+P> and select [Excel] (once exported this will auto open and should then be saved as a Workbook for ease of re-opening).
  • You are advised to review the balances on each Nominal Code especially for the major control accounts, e.g. Current Bank Account, Cash in Hand, Sales & Purchase Control and V.A.T. Outstanding. The Sales & Purchase Control should be checked against the Debtor and Creditor listings produced in Steps 2 & 3.

Profit & Loss Report

This option is available as printout only.
This report will be the values for the current financial period only.
  • If you wish to produce a report from the start of the financial year to the end of the current period select " Nominal Ledger Profit & Loss Change Profit & Loss Range". Set your dates then click [Close] and select " Run Profit & Loss Report".

Balance Sheet

This option is also printout only.

Step 6: Additional Options

Steps 1- 5 complete the month end process. When you are ready to process your next financial period please start at step 1.
Please note: the above options do not close the periods and you are still able to post data back (although not prior to the start of the financial year). This additional data will be processed during your next month end routine.
If this is the last month of your financial year you should process it as normal. Please then follow this article for advice on closing the financial year when you are ready to do so.
You will not be able to process months within the next financial year without closing the current year. You may preview data using the options with Nominal Review.


VAT Submission

The V.A.T. Report need only be run at the end of the quarter, but feel free to look at it as often as you wish, just do not submit it! Please follow this article.

Optional : Customer/Supplier History Cleardown

The cleardown routine will clear all fully processed transactions from the customer/supplier history into an archive file. These are stored in Document History. This can be a useful option if you find that viewing the history on an account takes a particularly long time.

This option is not mandatory for the month end procedure, however, if you do perform this clear down, you may find it helpful to leave the last quarter's history uncleared.
This routine may take quite a long time to complete, so ensure that you have plenty of time in which to do this. This archives all transactions with zero balances and that have been fully processed including the above month end processes and reconciliations if applicable. In most cases, they will be archived into the Document History option and can be retrieved using the " Transaction Archives" option in " Reports & Settings". It is nevertheless useful to have a full system backup prior to running ths option.
Sales Ledger Cleardown

Go to " Sales Ledger Cleardown".

  • Enter a suitable date e.g. the first day of the current VAT Quarter.
  • Press <F2> to clear down all the complete documents.

Exit the " Sales Ledger" menu.

Purchase Ledger Cleardown

Go to " Purchase Ledger Cleardown".

  • Enter a suitable date e.g. the first day of the current VAT Quarter.
  • Press <F2> to clear down all the complete documents.

Exit the " Purchase Ledger" menu.

See also


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Keywords AND Misspellings
month, end, daybook, audit, debt list, nominal, update, vat, v.a.t., period, vat period, closedown, cleardown
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