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.

More Information

The symptom of this is when you select your year end option the system shows you a screen something like this:


                     <<<<<< WARNING >>>>>>

end of year aborted : All previous years data must be processed before
                      proceeding.  Data for the previous year has been
                      found in the following ...

                      Sales Ledger
                      Purchase Ledger
                      Nominal Ledger

                      Please perform  normal period end  procedures on
                      the  appropriate  ledgers  as  required.  It  is
                      important  to close  the  Nominal  Ledger  after
                      both  the  Sales & Purchase  have been Completed
                      as journal entries may be created.

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. The issues will be one of the following possibilities:

Print a Sales Daybook
Run the Update Nominal from Sales
Print a Purchase Daybook
Run the Update Nominal from Purchase
Run the Audit Trail for before the start of the next Financial Year
Run the Profit & Loss Audit
Run the Balance Sheet Audit

To rectify these Problems carry out the appropriate actions from the list below.

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 headings, use the steps in the sections below to clear them:

Print a Sales Daybook

Go to "Sales Ledger" -> "Daybook Listing" -> "Print Daybook".

Press the [Accept] when complete.

Run the Update Nominal from Sales

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 headings, use the steps in the sections below to clear them:

Print a Purchase Daybook

Go to "Purchase Ledger" -> "Daybook Listing" -> "Print Daybook".

Press the [Accept] when complete.

Run the Update Nominal from Purchase

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.

Run the Audit Trail for before the start of the next Financial Year

If you have unprocessed data in the Sales, Purchase or Nominal 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 headings, use the steps in the sections below to clear them:

Run the Profit & Loss Audit

Go to "Nominal Ledger" -> "Profit & Loss" -> "Change Report Range".

Change the start date to be '01/01/2000'.
Change the end date to be the last 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.

This will process all months with unprocessed Profit & Loss transactions regardless of their date.

Run the Balance Sheet Audit

The Balance Sheet audit report CANNOT be run for a specific period of time like the Profit and Loss audit.

Go to "Reports & Parameters" -> "Set New Financial Period".

Check the Financial Period is set to the last month of the year and press <Enter> to set the period.

Go to "Nominal Ledger" -> "Balance Sheet" -> "Audit Trail & Cleardown".

Press the [Accept] when complete.

This will process all months with unprocessed balance sheet transactions regardless of their date.

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.