Year-End Closing & Period Control

At the end of each fiscal year comes the moment of closing: carrying the year's profit/loss into equity, and closing the result accounts in preparation for a new year. And throughout the year you need tools to control who posts, where, and when. This page gathers those tools: the Closing Entry, year and period status control, Prevent Accounting Transactions, the Ledger Revise Document, and purging transactions.

Required license

These tools are part of the core accounting license.

The Closing Entry

The Closing Entry (Accounting > Documents > Closing Entry) is the document that closes the year. Its idea: it reads the balances of the income-statement accounts (revenue and expenses) and generates a balancing journal entry that moves the net profit or loss into the Profit-Loss account you specify, so the result accounts are zeroed and only the balance sheet carries over to the next year.

Its key fields:

• Profit-Loss Account — the account that receives the year's net result (mandatory).
• Entry Term and Entry Book — the term and book the generated entry is recorded with.
• Max Lines Per Generated Document — splits the generated entry into several documents if it exceeds this limit (useful with many accounts).
• Close All Fiscal Year Periods — automatically closes all the year's periods after closing.
• The Validate Data Before Closing button — checks the data's readiness before executing the close.

Before closing

• The period the closing entry falls in must be of type Adjustment or Closing (see Concepts & setup).
• The system blocks closing if there are transactions whose processing hasn't completed (a behavior governed by a module option); process the stuck transactions first, as in How documents are processed into accounting effects.

Year and period status control

Opening and closing periods in bulk is done from the Fiscal Year screen via the Open Periods, Close Periods, and Create Next Fiscal Year buttons (covered in Concepts & setup). A closed period rejects any new transaction dated within it, and is the first line of defense in periodic-close control: you close the month after its figures are approved, freezing its past.

Prevent Accounting Transactions

Sometimes you need a lock finer than closing a whole period: blocking transactions on a specific account, on a specific party's subsidiary, or within a date range. That's the role of Prevent Transactions On Accounts Or Subsidiaries (Accounting > Master Files > Prevent Transactions On Accounts Or Subsidiaries).

In the document's lines you specify, per rule: the Account, the Subsidiary (optional), and a From Date and To Date. Any posting attempt falling within these constraints is rejected. An Inactive flag lets you disable the rule temporarily without deleting it.

Ledger Revise Document

The Ledger Revise Document (Accounting > Documents > Ledger Revise Document) is an internal-review tool: you set the Auditor and Accountant and a date range (From/To), and record review remarks on the transactions in that period in its lines. It's a control record that produces no accounting effect; it documents that the books were reviewed and by whom.

Purging transactions

As years of transactions accumulate, you may need to purge/archive the old ones to lighten the database. The Purge Journal document (Administration > Purge Documents > Purge Journal) handles this. It's a sensitive administrative operation carried out on periods of type Purge Period, and is best performed under technical supervision and after taking a backup.

Printed forms

• Closing Entry: SYSF-ACC020.
• Ledger Revise Document: SYSF-ACC016.
• Prevent Accounting Transactions: SYSF-ACC018.

For Support

• "Closing won't complete / refuses to execute" — use the Validate Data Before Closing button; the cause is usually transactions not yet processed, or the entry's period not being Adjustment/Closing type.
• "A transaction is rejected even though the period is open" — check for an active Prevent Accounting Transactions document covering the account/subsidiary/date.
• "I want to suspend a prevention temporarily without deleting it" — enable the Inactive flag on the prevention document.
• "Where is the tolerance for closing with incomplete transactions set?" — in the Accounting configuration catalog.
• Details of the period and currency cycle are in the Fiscal periods & currency reference.