Month End Housekeeping

This last lesson covers some basic housekeeping tasks.

Closing G/L Period to Invoices and Payments

As with payroll and accounts payable, you’ll want to close off the receivables G/L period when you have completed your month-end. This ensures no new invoices or payments can be posted there.

To close the accounts receivable G/L period, navigate to [b] Receivables, then [n] Close Month.

Clicking <Apply> moves the G/L period into the next month.

If you expect to receive late invoices or payments that you wish to post to the appropriate G/L period, wait to advance the period until those invoices arrive. Invoices and Payments can be posted two months beyond the current G/L period, but they can’t be posted to a previous G/L period.

If you advance the accounts payable period in error, you, or someone with authority to change the company record, can use the Z action to change the A/R G/L period back to the previous month. To do this navigate to [d] General Ledger, then [u] Set Up, then [a] Company Entry.

The G/L periods for each subsystem are listed in the general ledger section.

In this case we’ve moved the A/R into June 2020. If you wish to move back to May 2020, simply update the A/R field to 202005.

Cleaning Up Completed Records

Each of the Abio entry screens starts with a list, and the list defaults to current items. Current items are identified by having a file type of ‘C’. For example, the A/R invoice screen is only showing current invoices.

You can move individual records from current to history using the History action on each entry screen, record by record.

These records are still available for review, but you need to remove the file criteria to find them. The same action will bring a record on history back into the current file.

Clean Up Utility

Rather than moving records to history one by one, you can use Abio’s Clean Up utility to move all completed clients, invoices and payments from current to history. To use the Clean Up utility, navigate to [a] Receivables, then [o] Clean Up.

The Clean Up utility lets you select which type of record to clean up.

For each different type of record, the following criteria must be met for them to be moved to history.

Clients

Clients that:

  • have no outstanding amounts,
  • all costs have been updated to the general ledger,
  • all associated invoices are already on history,
  • all associated equipment transfers are already on history,
  • all associated jobs are already on history,
  • all associated payments are already on history, and
  • were last updated before the selected date

will be moved to history. Moving clients to history means that the default list on Client Entry will be shorter, but invoices and payments can’t be posted to clients on history. If you move a client to history in error, you can use the History action to bring them back to Current.

INVOICES

Only fully paid invoices that have been costed to the G/L, issued prior than the selected date, will be moved to history.

Payments

Only payments that have been costed to the general ledger and dated prior than the selected date will be moved to history.