How to do Month End Closing

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1 How to do Month End Closing Access: Option 1: Desktop > Accounting Icon > Account Transactions > Option 2: Desktop > Accounting (on toolbar) > Operations > Account Transactions > Click on the Closing tab. Verify that Month-End toggle is filled in. Important Note: Once a month is closed, items that have posted to that month may not be added, edited, or deleted. However, if the year has not been closed, you may re-open the month. To open a month that has been closed, see instructions at the end of this document.

2 Step 1 Assess Finance Charges * This step is optional and not required to close the month. Click on Assess Finance Charges. This will bring the Assess Finance Charges Calculated through box. Finance Charge Defaults - Displays what is entered in Agency setup as the defaults. (These are read only fields). Period Finance Charge % Minimum Overdue Balance (to qualify for a Finance Charge) Minimum Finance Charge (amount to be applied) Grace Period Current Overdue Balances - List of clients that, as of the Current system date, have overdue balances that do not fall within the grace period and do not meet the minimum overdue balance amounts.

3 Each client is listed with the following details: Client Name Finance Charge Amount o Calculated Total Finance Charge Amount (the % - as entered in Agency Setup - of the overdue or late balance not including existing finance charges unless this is a selected option). o The minimum Finance Charge will apply if the % of overdue/late balances is less than the minimum. Total Overdue Balance o View only field - displays the Overdue Balance on which the Finance Charge is based. View Client Details o Opens the Client Ledger in a print preview format for the selected Client. Late Payments (Since last Month End Close) - list of clients that, as of the last date that the Finance Charges were run, Payment was received after the due date from the client. These payments would not fall within the Grace Period and do meet the minimum overdue balance amounts. Total Finance Charges view only field showing Total Amount of Finance Charges for All Customers. Entries will be Posted On m/dd/yyyy will display the last day of the month being closed. To Post Finance Charges and Late Payments Click Post on the bottom toolbar (or Alt+O) o Items will post to the General Ledger as follows:

4 o Debit (Increase) Accounts Receivable The Amount should be the Total Finance Charges Amount o Credit (Increase) Finance Charge Income The Amount should be the Total Finance Charges Amount After post has run a Red Check Mark should appear next to Assess Finance Charges on the Month End Closing screen to indicate that this step has been completed. Other Actions available on bottom toolbar. o Unselect All (or Alt+U) All Clients should be defaulted as checked Unselect the Client if you do not want to Post a Finance Charge. o o o Select All (or Alt+S) This selection appears only if clients are unselected (above). All Clients are now defaulted as unchecked. Select a Client if you want to Post a Finance Charge. This can be done by selecting one at a time or select all with this option. Close (or Alt+C) Will close the Access Finance Charges Screen Print (or Alt+P) A choice is given of what to print Current Overdue Balances Late Payments Select Items to Print box appears Use the Print column to select items to print. A Print Preview screen will appear.

5 Step 2 Month-End Journal Entries * This step is optional and not required to close the month. Click on Month-End Journal Entries. This will bring up the Month-End Journal Entry List box. Month End Journal Entry List Description o Description of the Entry entered on the Automated Entry Screen in Agency Setup. Include o Select if the entry is to be posted. It defaults to selected. o When selected this also shows the details of the entry in the Month-End Journal Entry Details list appearing below this box.

6 Month-End Journal Entry Details Lists all accounts that will be affected by the post. This includes: o Account Number (Read Only) o Account Name (Read Only) o Debit Amount (Read Only) o Credit Amount (Read Only) To Post Month-End Journal Details: (bottom toolbar) Click Post (Alt+O) o Posts the items in the detail screen to the General Ledger. o After post has run, a Red Check Mark should appear next to Month- End Journal Entries on the Month End Closing screen to indicate that this step has been completed. Other Actions available on bottom toolbar o Close (Alt+C) o Closes the Month- End Journal Entries Screen o Print (Alt+P) o A choice is given of what to print Month-End Journal Entry List Month- End Journal Entry Details o Select Items to Print box appears Use the Print column to select items to print. A Print Preview screen will appear. Step 3 Month-End Reports * This step is optional and not required to close the month.

7 Click on Month-End Reports. This will bring up the Month-End Reports to Print box. Reports marked as Month End Reports will appear in this list. Note: Selecting Month End reports is done in the Reports section by checking the box in the first column Month End next to the Report Name. Scroll through the list and unselect any report you do not want to Print by unselecting it. Verify that all required reports have been selected. Click on Ok to Print To close out of the Month-End Report screen, click Cancel.

8 After the reports have processed a Red Check Mark should appear next to Month-End Reports on the Month End Closing screen. This indicates that this step has been completed. Step 4 Finish Close Month Click on the Finish Close Month xxx hyperlink NOTE: Clicking this hyperlink will close the month. Do not click until other steps are completed. This closes the month and marks it closed in Accounting Tools > Account Periods tab. Once Step 4 is complete it will refresh the month-end tab, clearing all check marks and will then show the next month that will need to be closed. How to Open a Month that has been Closed Select Accounting > Accounting Tools (left navigation) > Accounting Periods (tab). Uncheck the month that you want to open. Caution box will appear. Click on Yes to re-open.

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