PCSchool 2017 End of Year - Finance. Table of Contents

Transcription

1 End of Year Finance Table of Contents End of Year Finance... 2 Step 1 Creditors (this can be done in advance before the roll over)... 3 Step 2 Bank Reconciliation... 6 Step 3 Print Reports... 6 Step 4 Make sure all Batches must be Finalised or Pending... 9 ROLLOVER PROCEDURES: Important steps to check before Rolling over Step 5 Check that the computer performing the rollover Step 6 SQL backup just before rolling Step 7 Make sure you are on the correct version Step 8 Do a Full Backup within PCSchool Step 9 Ensure everyone is logged out of PCS Step 10 to Step 17 Rolling your Ledger Step 18 Finalise Pending Batches Step 19 Second Entity work areas only Step 20 Check the Trial Balance & Posting Accounts Step 21 A Budget can be created now or at a later date Commercial in Confidence 1/22

2 End of Year Finance Debtors MUST be rolled over before beginning the General Ledger Roll Over Our suggestion for the Ledger Roll would be to Roll the Ledger and finalise back to the prior year, when adjustments need to be made. This keeps figures current, providing accurate and timely management reports. Audit adjustments, can still be made to the Prior Year and all reports can still be printed and reprinted as needed. Roll the General Ledger after Debtors; batches can be finalised back to the Prior Year, this will automatically finalise them to 31 st December of the previous year. If the Ledger is not rolled processing can be done by finalising to the Next Year Pending. These batches will be added to the Ledger when the Ledger is rolled into the relevant period. GST file will not be affected by any financial roll-overs including the End of Year as this is date related not period related. Payroll continue as usual, this will only be a Month End- finalise batches to pending Next Year until rolled over. Creditors for December enter all invoices only for December print an Aged Creditors Report that will balance to your General Ledger. **** Do not enter any more invoices until this is done*** As Creditors is a point in time you cannot get another copy of your Aged Creditors Report to ** (your auditors usually like you to give them a copy of your Creditors owing as at 31.12). If any creditors need to be paid process the payment directly from the General Ledger Payments you can then unfinalise a put then against a creditor once rolled as they will be pending batches January pending. We suggest you put all invoices for December and then balance your Bank Statement then do your Financial Rollover for this reason. Once rolled all transaction details from two years prior will be lost and only available through previous Workareas. PCSchool only holds two years of transactions, the current and the previous, in each Workarea. Commercial in Confidence 2/22

3 Step 1 Creditors (this can be done in advance before the roll over) Make sure you have no outstanding Creditor Invoices other than from the Current Year as all dissections from previous years will be will be removed when the Ledger is rolled. e.g. You can see these outstanding invoices when you go to Creditor Payments if they have dates from previous years In order to remove the outstanding invoices; 1. Create a negative Invoice for the amount 2. In Creditor payments mark both Invoices as Cash payments 3. Process both invoices 4. Create a new Invoice Any Invoices created in the previous year, for example if you are in 2099 and are rolling into 2100, this would mean any invoices create in 2098, will need to be removed and if necessary recreated. To do this you will have to enter a negative reversing invoice to cancel the invoice. Note: If you have old invoices on old and want to get rid of these please contact PCSchool well before your roll over to remove these. Path: Creditors> Creditor Invoice Entry Create the Invoice, you may wish to make a note other than in the Description as to what this reversal is for. Commercial in Confidence 3/22

4 1. Select the Creditor Code. 2. Enter in an invoice number ideally this would be the original invoice number followed by Reverse or Cancel. 3. Type in a description, eg. Reversal of Invoice ### 4. Enter in the invoice amount as a NEGATIVE dollar value. 5. Enter in the invoice details as per Creditor Invoice Entry instructions. 6. Dissect the invoice back to the GL account used in the original invoice. 7. Click Save Invoice. The routine below should only be used if the negative and positive invoices EXACTLY cancel each other out. Path: Creditors > Creditor Invoice Entry The negative invoice will appear in the Outstanding Invoices tab in Creditor Payments. Both invoices will be in the Outstanding Invoices tab to be processed. 1. Change the payment method for the Invoices to CASH. 2. Tag the invoices. 3. Click Add Tagged to Selection. 4. Go to the Selected Invoices tab. Commercial in Confidence 4/22

5 These Invoices will now appear as PAID in the Creditor Master File Information > Transaction Tab. However unlike Cheque, Electronic or BPay payments, cash (the negative invoice cancels out the positive invoice). 1. Print the Listing and check the payment is correct. Click pay Selected; 2. Payments will not appear in the Execute Payments View or in a Creditor Payment Batch as there is nothing to pay 3. Click Deselect All to remove them from this view. The payments can be viewed in the Creditor Master File; Go to the transaction tab In the Selection Criteria select Pay You can then confirm the invoices are cancelled ou Once this is done, if necessary, you can recreate the Creditor invoice with a more current date. If the Invoices are not remove they will remain in the outstanding Invoices and you will be unable to remove them and the dissection will have been removed, you will need to contact the Helpdesk for the Creditor invoices to be marked as Finalised and a Journal will have to be done to correct the out of balance. The Creditors Housekeeping routine can be run at any time to remove unwanted information. Commercial in Confidence 5/22

6 Step 2 Bank Reconciliation Path: > General Ledger> Bank Reconciliation Entry Check your Bank Reconciliation for any unpresented transactions dated 2016 or older. You will need to cancel these transactions (as they will automatically be removed when the system rolls): If a cheque cancelling the cheque (see the following link how to do this: Or by doing a Journal - (from your Bank account and to your expense code) Then present the old transaction against the new transaction to remove it from your Bank Statement (note a cancelled cheque will remove the transaction) You can then reissue the payment etc - dating it the current year. Step 3 Print Reports Path: Finance> Gen Ledger Transaction Listing Trial balance Commercial in Confidence 6/22

7 Transaction Listing Path: General Ledger > Transaction Listing Run a General Ledger Transaction Listing for the current year on all your accounts. Print to a PDF file. Commercial in Confidence 7/22

8 Trial Balance Path: Run a Trial Balance. General Ledger > Trial Balance Ensure the Trial Balance is In Balance and print the report. Commercial in Confidence 8/22

9 Step 4 Make sure all Batches must be Finalised or Pending Path: Gen Ledger > Batch Transaction Entry Make sure no batches are unfinalised - Select each selection and finalise any batches open. Commercial in Confidence 9/22

10 ROLLOVER PROCEDURES: Important steps to check before Rolling over The following steps need to be done before proceeding. Make sure that these are done - otherwise PCSchool may not be able to recover data in case of an issue during roll over. Step 5 Check that the computer performing the rollover Has the correct licence files installed on the computer On the computer being used for completing the PCSchool rollover, check if it has the Version 14 licence files. These are generally found on the local C: drive C:\Program Files x86\visual DataFlex 11.0\Bin folder. 1. Locate the file sql_drv.dll, 2. Right click on file and select [Properties] 3. Select the [Details Tab] -. it must read Version 14.??? (as per screen shot below) If you do not have the correct version, DO NOT PROCEED contact your IT Staff or call PCSchool to obtain your current sql_drv.cfg file and updated sql_drv.dll file. Commercial in Confidence 10/22

11 Step 6 SQL backup just before rolling Path: Finance > Utilities > Work Area Maintenance 1. Make sure you have select the correct work area to backup. 2.[Backup SQL Database] Popup: Add at the end of the word Backup e.g. EOY B4 Finance Roll and the date - OK 1. You will get a message saying [Backing up PCSchool]. Do not do anything yet wait until you get a message [Done Backup Successful] 2. When you get this message select [close] it has now created your SQL Backup Commercial in Confidence 11/22

12 Step 7 Make sure you are on the correct version For, please ensure your version is at least or higher Path: Scholastic> Help> About If not, download the latest followup from our website Step Note: We strongly recommend that you use the fastest PC available, the server generally being the ideal choice. Step 8 Do a Full Backup within PCSchool Path: Utilities >Backup 1. Select All Files 2. Select All 3. Backup Data Commercial in Confidence 12/22

13 This process may take some time and once it s completed, it will show the below screen asking where to copy the backup to. Destination (By default it s copied to the Backup folder inside the work area folder.) 1. This can be changed save to desktop then transfer or save on to your Server under PCSchool\backup) File Name (The backup files are zipped and has the time stamp on the file name) 2. Change name to EOY Full Back (if backing up another workarea - type the work areas name) as per example 3. Select - Create Backup It is critical that you check that this file has been created. The logged in user must have permission to write to the default location, or this needs to be changed prior to pressing the Create Backup button. After completion, ALWAYS browse to the location to check that the file is present Open the file so you can see all the files if not, DO NOT PROCEED contact PCSchool This process must be repeated on different work areas before they are rolled over. Step 9 Ensure everyone is logged out of PCS Ensure no one is logged on to PCSchool prior to running the End of Year Rollover as this module is integrated with both the Debtors and General Ledger modules You can lock all users out of PCSchool while you are doing End of Year see attached link just make sure you unlock when you have finished. Commercial in Confidence 13/22

14 Step 10 Rolling your Ledger Path: General Ledger> Ledger End of Month If, throughout the year, you roll your ledger at the end of each month you should currently be sitting in the Current Period of 12, December. If you are not currently in this period you will need to perform an end of period roll for each month until your current period is 12, December. 1. Providing the Ledger is rolled each month the Current Period will read Period 12 should be December and tagged as EOY (end of year). 3. Select Ledger End of Period to proceed to the next screen. Perform Ledger End of Period 1. [Current Period] must be December 2016 to perform the End of Year rollover. 2. [Next Period] will be January of the Year you are rolling from, not January of the year you are rolling into, this is correct and will not change until after the roll. Commercial in Confidence 14/22

15 3. Tick [This is a Year-End] 4. [Current Period Year Description] will be the year you are rolling from. 5. [Next Period Year Desc] change to that of the next year e.g. this will be Select a [Year-End Budget Options]: Clear will clear the budget figures Replace with last years actuals creates a budget using last years figures. Same as last years budget create a budget using last years budget figures. Last years actuals plus a percentage create a budget using last years actuals and 6. enter a percent figure to add to the amounts. Last years budget plus a percentage - create a budget using last years budget and enter a percent figure to add to the amounts. Bring in next years budget figure transfers the Next year budget figure in to 2017 budget See following link for more information 7. Click Perform End of Period to create a Snap Shot. Step 11 Popup - Is this an End of Year - [Yes] Step 12 Create the Snap Shot [Yes] Commercial in Confidence 15/22

16 Pop up - OK Wait until you get this message: Wait patiently while the program works in the back ground Select - [OK] wait until you get this message. Step 13 Snap Shot has been created In next popup box - this shows you that your snap shot has been created called e.g. Fin data 2017 PCSchool will then close down when pressing OK Commercial in Confidence 16/22

17 Step 14 Check data in new Snap Shot Open PCSchool under the new Snapshot e.g. [Fin data 2017] (you may get a couple of errors e.g. Dataflex Critical Error Table 86 & 78 these are okay) Check the following: Check your Trial Balance in Snap Shot Make sure that your Trial Balance is the same as the one you printed and has Yes at top of page. In Creditors do the following to make sure the snapshot is not writing to the mainwork area Path: Creditors> Creditor Master File Log out of snap shot Step 15 Log in to your Mainwork area In Creditors call up the Creditor you changed and make sure you do not see an X in the address as per screen shot Path: Creditors> Creditor Master File DO NOT PROCEED if you see an X call PCSchool help line Commercial in Confidence 17/22

18 Step 16 Now to do the roll over 1. [Current Period] must be December 2016 to perform the End of Year rollover. [Next Period] will be January of the Year you are rolling from, not January of the year 2. you are rolling into, this is correct and will not change until after the roll. 3. Tick [This is a Year-End] 4. [Current Period Year Description] will be the year you are rolling from. 5. [Next Period Year Desc] change to that of the next year e.g. this will be Select a [Year-End Budget Options]: Clear will clear the budget figures Replace with last years actuals creates a budget using last years figures. Same as last years budget create a budget using last years budget figures. Last years actuals plus a percentage create a budget using last years actuals and 6. enter a percent figure to add to the amounts. Last years budget plus a percentage - create a budget using last years budget and enter a percent figure to add to the amounts. Bring in next years budget figure transfers the Next year budget figure in to 2017 budget See following link for more information 7. Click Perform End of Period to now roll over. Pop up - select [NO] (you do not wish to create a snap shot as already done) Pop up Select [YES] Wait as the program completes the rollover procedure. Commercial in Confidence 18/22

19 Step 17 Rollover Complete When the rollover has been successfully completed the above message will appear. Step 18 Finalise Pending Batches Path: System> Rebuild Ledger for a Period The system will come up with the January pending entries so you can finalise these transactions. If you are in e.g. March doing the rollover you will need to come in to here and select each month and finalise the pending batches. 1. Select [Entity] 2. [Period to Rebuild] - select the month you wish to finalise transactions on 3. [Batch Type] select [ALL] 4. Select [Finalise Pending Batches] 5. [Rebuild] Finalise all batches by selecting [OK] Then work through each month until all transactions are finalised Commercial in Confidence 19/22

20 Step 19 Second Entity work areas only If you have a second Entity this will need to be rolled, you would have already rolled your Main work area: 1. Start from Step 1 to 4 2. Then Step 16 (but open your workarea to be rolled e.g. your Second Entity) a. (you do not need to create a Snapshot as you can refer to your Finance snapshot for details) 1. [Code] - Select your Second Entity to roll 2. [Current Period] make sure this is 12 if not roll your ledger to December Select [Ledger End of Period] 4. [Next Period] Make sure January Put a tick in [This is a Year End] 6. [Next Period Year Desc] Select your budget that you wish to use as previously select 8. Select [Perform End of Period] 9. [Is this a Year End Process] - YES Select [NO] as you can refer to your Finance snapshot for details Commercial in Confidence 20/22

21 3. Once rolled finalise the pending Batches through Ledger Rebuild Path: System>Rebuild Ledger for a Period To finalise pending batches for an Entity you will need to go to [Rebuilding for a Period] As per screen shot If you are in e.g. March doing the rollover you will need to come in to here and select each month and finalise the pending batches. 1. Select [Entity] 2. [Period to Rebuild] - select the month you wish to finalise transactions on 3. [Batch Type] select [ALL] 4. Select [Finalise Pending Batches] 5. [Rebuild] Finalise all batches by selecting [OK] Then work through each month until all transactions are finalised Commercial in Confidence 21/22

22 Step 20 Check the Trial Balance & Posting Accounts Path: General Ledger> Trail Balance Once the Rollover is completed print out a Trial Balance for: January 2018 December 2017 Check that it is still in balance for both the Period and Year to Date. If you have other Entities run the Trial Balance on these. The Trial Balance for January 2018 should show only balance sheet items, Asset, Liability and Bank accounts, or balances for Income and Expense accounts from batches that have been finalised to Step 21 A Budget can be created now or at a later date. End of Year Finance rollover is now completed Commercial in Confidence 22/22