Overview

This program runs the General Ledger end of month. The end of month processing run should be carried out at the end of each accounting month. GL end of month processing can be run by a single company or a region (group of companies); see Regional Close SOP for additional information on regional period close.

The program will check if there are any jobs locking the system and if there is any then it will take the following actions. If the EOM process is being run interactively then

• it will display the locking object, the job name and the user
• provide the option to send a message (via function key Send message) to the user/s to end their job/log out
• provide the option to end the job lock (via function key End job). You can use this option if the users don’t end the job themselves after receiving the message.

If the EOM process is being run in batch mode then

• the message will be automatically sent to the users with the job lock (upto 5 messages will be sent)
• if the lock remains after the 5th message then the system will end the locked job and the End of Month process will continue.

The following tasks are performed during the GL end of period processing.

• The current account period is advanced.
• The general Ledger transactions, balances, budgets, bank details, account masters, are purged depending on the retention period defined in the control files by the user at set up time.
• The bank reconciliation file details are also purged provided all details are matched and also depending on the retention period.

Process flow and Checklist

1. Ensure Accounts Payable has already been closed.
2. Enter the last General Ledger entries for the month.
3. Run the Profit/Loss appropriation to Balance Sheet (option 10 in General Ledger Period end Processing Menu).
4. Run Combined End of Day, option 31 in General Ledger Main menu.
5. Run the Report Verification (Option 9 in General Ledger Report Writer menu) for XX and XX report definitions and check listing for new accounts not included in the reports.
6. Proceed to include the missing accounts in the reports, if any, and re-run step (d). Otherwise proceed to next step.
7. Print the Summary Trial Balance (option 1 in menu General Ledger Reports and Listings).
8. Check that all Clearing accounts must be zero (0).
9. Print XX (Operating Statement) and XX (Balance Sheet) using Report Writer Print Selection (option 1 – Interactive Report run in menu General Ledger Report Writer.
10. Check the Balance Sheet and Profit and Loss Reports against the Trial Balance.
11. Run Bank Reconciliation Report (option 4 in General Ledger Bank Reconciliations menu) after ensuring all bank statement entries have been entered.
12. If there is an error, enter adjustment entry using normal Bank Statement Entry, (option 1 in General Ledger Bank Reconciliations menu) and repeat step (k).
13. Print the Detail Trial Balance(s) in menu General Ledger Reports and Listing and check the last line which must be zero (0).
14. Run option 2, End of Month for the General Ledger in General Ledger Period End Processing menu provided all balancing check are correct. Ensure Accounts Payable has already been closed.

Run GL month end

1. In the menu, expand Base Modules > General Ledger > Other >  Period End Processing > End of Month Processing menu and double-click GL End of Month.  GLCEOM GL End of Month Processing  panel appears. 

2. If GL EOM is to run by company then enter the company, else enter the region.
3. Select the Period and flag whether or not to close this period at the end of this process.
4. Click OK to confirm selection.