When a month has ended, it is required to perform an End of Period to open the next financial period, allowing for further processing of transactions. Zavanti ERP has a Period Wizard in the Systems Maintenance module, enabling users to roll over one period for multiple modules and companies at one time.
This process is commonly referred to as “rolling over the next period”, “end of period”, or “rolling over” for short.
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Opening the next financial period does not mark any of the previous periods as closed. Rather, it changes the current period to “open”, and updates the next future month to “current”. Users will still be able to enter transactions into previous periods, provided they have the security setting to do so (as set in the Systems Maintenance module) and the period is not marked as closed or audited. |
The End of Period wizard allows the user to roll all modules for all companies at one time, saving a lot of time.
1. Ensure the Systems Maintenance module is open
2. Click on the Periods Icon
3. Click on the Periods button in the top left hand corner and a wizard will take the user through the process
4. Ensure that the radio button I want to perform an end of period is checked
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Note |
The other settings are as follows: |
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I want to select a new current period |
Used to change the status of an existing “Open” period to “Current”. As the current period is the default period selected when entering invoices or other transactional data, users may choose to open the next period by performing an end of period, then reselecting a new period as their “Current” period. |
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I want to close a number of periods |
This option is used to close open periods, so that no further transactions may be entered for this period e.g. BAS period. |
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I want to re-open a number of periods |
This open will allow a user to reopen a period that is marked as closed. Audited periods cannot be reopened. |
5. The first window in the Period wizard displays a list of current periods for all companies and modules. Press Next.
6.
Select which modules for which you would like to roll over the next period, and
press Next.
For easy maintenance, it is recommended that all modules are
rolled at the same time, ensuring each module has the same status for each
period.
7. Select which Companies you would like to roll over the end of period for, and press Next.
8. The old current period (from) and the new current period (to) are displayed. If you are happy with the selection, press Next.
9. A message will appear for any Audit reports that are yet to be printed. If you would like to cancel the wizard and run these reports, press No for each report, and Cancel out of the wizard. If you would like to continue with the end of period anyway, select Yes. If you would like to skip this message (useful if there are multiple reports yet to be printed for multiple companies) press the Skip button.
10. If any periods cannot be updated they will be displayed in a table. An explanation of the error is provided at the bottom of the window when a line is highlighted. Select Cancel to close the Wizard so the issues may be rectified. To ignore the issues, simply press Next.
11. if all companies and modules may be rolled over successfully, or if you have chosen to ignore any issues with rolling over some periods for a particular company or module, a list of the requested changes will appear. To confirm your selection, press Finish.
12. A final warning message will appear to confirm the changes, press Yes.
13. Close the Maintain Period Definitions window, and exit the Systems Maintenance module.
