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End of month processing

This program does the processing to be done for accounts payable at the end of a month. The end of period processing run should be carried out at the end of each accounting month. A number of prerequisites need to be completed before running an End of Month. End of month processing can be run by a single company or a region (group of companies); see Regional Close SOP for additional information.

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 end of period processing.

  • The current accounting period is advanced and transactions are aged.
  • The Accounts Payable transactions are purged depending on the retention period defined by the user at set up time.
  • The Creditor masterfile records are purged for closed accounts but only if no transactions or balances exist.

Checklist & process

  • Enter the last entries for the month.
  • Enter the month’s exchange rate for the currencies in use option 11 Exchange Rate Maintenance on the menu Accounts Payable Maintenance.
  • Run the Exchange rate adjustment, option 3 on menu Accounts Payable Period End Processing. This will generate the exchange adjustment journals.
  • Then run End of Day, option 1 in Account Payable Period End Processing menu.
  • Check report printed to ensure that everything is in order.
  • Print the Accounts Payable Summary Trial Balance (either option 22 or 23 in menu Accounts Payable Reports and Lists) and check the total outstanding by creditor type against the corresponding creditor accounts in the General Ledger.
  • If all figures tally, proceed to End of Month for Accounts Payable.

Run AP EOM

  1. In the menu, expand Base Modules > Accounts Payable > Other  > Period Close > AP Period Close and double-click AP End of Month. APCEOM A/P End of Month Processing panel appears. 
  2. Enter the Company or the Region.
  3. Select Yes for the Close period field if you wish to close the period once the end of month is run.
  4. Click OK. This will begin the AP End of month processing.
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