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 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:

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.

Actions to take

• Depending on which ledgers the Year End option said has unprocessed data, carry out the appropriate actions from the list below.
• If you have unprocessed data in the Sales Ledger :
  • Go to "Sales Ledger" -> "Daybook Listing" -> "Print Daybook". Accept when complete.
  • Go to "Sales Ledger" -> "Maintenance Options" -> "Nominal Ledger Update".
• If you have unprocessed data in the Purchase Ledger :
  • Go to "Purchase Ledger" -> "Daybook Listing" -> "Print Daybook". Accept when complete.
  • Go to "Purchase Ledger" -> "Maintenance Options" -> "Nominal Ledger Update".
• If you have unprocessed data in the Sales & Purchase Ledgers :
  • Go to "Reports & Parameters" -> "Reports" -> "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.
• If you have unprocessed data in the Nominal Ledger :
  • 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". Accept when complete.
  • Go to "Nominal Ledger" -> "Balance Sheet".
  • Choose "Audit Trail & Cleardown". Accept when complete.
• 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.

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Keywords AND Misspellings

unprocessed data, cleardown, set financial period, financial year