View source for How to process a month end

{{Current}}
== Summary ==
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 ==
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. 

* Go to {{Menu|{{PL}}|Maintenance Options|Purchase 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 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 {{PL}} 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.

{{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 {{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.

{{Warning|text=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 {{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.

{{Warning|text=Make sure you have a complete printout before accepting the Audit For Months Before a Given Date report.}}

* Having completed Step 4 exit the {{RP}} menu option. 

=== Step 5: Management Reports ===
The following reports should be produced in turn. 

==== Trial Balance ====
* Go to {{Menu|{{NL}}|Trial Balance}}.

{{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.}}

* 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). 

* 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 ====
{{Note|text=This option is available as printout only.}}

* Go to {{Menu|{{NL}}|Profit & Loss|Run Profit & Loss Report}}.

{{Tip|text=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 {{Menu|{{NL}}|Profit & Loss|Change Profit & Loss Range}}. Set your dates then click {{Button|Close}} and select {{Menu|Run Profit & Loss Report}}.

==== Balance Sheet ====
{{Note|text=This option is also printout only.}}

* Go to {{Menu|{{NL}}|Balance Sheet|Balance Sheet}}.

=== Step 6: Additional Options ===
{{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.}}

{{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.}}

{{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.}}

{{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.}}


==== 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.

==== 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 [[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.

{{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.}}

{{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.}}

===== {{SL}} Cleardown =====
Go to {{Menu|{{SL}}|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.

Exit the {{Menu|{{SL}}}} menu.

===== {{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.

Exit the {{Menu|{{PL}}}} menu.

== See also ==
* [[What should I consider at month end?]]
* [[How do I process a year end?]]
* [[Clearing any unprocessed transactions at a year end]]
* [[How do I extract nominal transactions to a csv file?]]
* [[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, vat, v.a.t., period, vat period, closedown, cleardown}}
{{FAQ}}{{How}}{{KB_NL}}{{KB_PL}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}