Clearing any unprocessed transactions at a year end
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 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, 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:
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 headings, 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. |
Monthly Audit & Cashbook
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:
P/L Audit - Profit & Loss Audit Trail & Cleardown
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.
B/S Audit - Balance Sheet Audit Trail & Cleardown
| 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.
See also
