Table of Contents

Prepare New Year

General

Before starting a new year, the following subjects needs attention so you can start the year without issues:

  • Accounting Periods
  • Contracts
  • General Ledger Setup
  • Invoice Periods
  • Number Series
  • User Setup

Functionality

Accounting Periods

For the upcomming year new periods have to be added.

  1. Open page: Accounting periods
  2. Check if the next year exist
  3. If not exist create by clicking on the action: Create year
  4. Fill in the options:
Field Value
Starting date The first day of the new year
No. of Periods If based on months: 12 if based on a 4 week system: 13
Period Length If based on months: 1M, if based on a 4 week system: 4W
  1. Click on: OK to confirm

Contracts

Agreements with customers and vendors may be reveiwed annually.

Module More information
FMS See page: Contract Journals
TMS See page: TMS Contract
WMS See page: WMS ContractAdjustPrices
Tip

Set the ‘valid until’ date of contract lines far into the future. This will help the process adding prices for the new year. As the wizard automatically creates a new contract line with the new start date and closes the previous line with a date of start date minus one day.

General Ledger Setup

On the page, dates may have been set to prevent users from booking before or after the dates set.

  1. Open the page: General Ledger
  2. Update the fields: Allow Posting from and Allow Posting to.

Invoice periods

A new year automatically means a new invoice period. Therefore, check whether your administration already contains the correct periods. If not, create them:

  1. Open the page: Invoice period overview.
  2. Select the period you want to adjust. Make sure to consider the last existing period.
  3. Click on: New > Create lines and enter the required information.
  4. Enter the number of periods and the period code (D = Day, W = week, M = Month).
  5. Set the start date of the new period and finish by clicking OK.

Number series

Various number series may have been set up containing a value of the year in the number. Often these number series have been setup for several years in the future. Still it is adviced to check annually if the number series have been set for the upcomming year.

  1. Open the page: No. series.
  2. Click the field: *Starting No. *on a line which includes the number of the year, e.g. EM25000001 or U2600000001.
  3. Check if a one of the line is containing a value based on the first date of the new year.
  4. A line can be added manually, to create lines for multiple years click on the action: Create.
Tip

Use the Share-button Share to export the data to Excel, then use the filter options there to select the rows that contain a year.

User Setup

On the User Setup fields: Allow Posting From and Allow Posting To can be set which overrules this periode set in the General Ledger Setup.

  1. Open page: User Setup
  2. Check if any line contains a value in the fields: Allow Posting From and Allow Posting To
  3. If the fields contain a value apply new dates.
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