Closing an accounting period

The following steps are required to close an accounting period.

When closing an accounting period, it is recommended to close the third-party accounts needed. All third-parties with whom you will no longer exchange during the next accounting period should be closed.

As such, projects related to those third-parties are completed and closed, and there will be no associated projects or financial flows during the next fiscal year. Therefore, there is no need to keep an active record sheet for those third-parties, nor a subledger account in the Accounting module.

1 Open the customer record sheet to close and go to Edit > Accounting view > Close the account.
2 In the screen, enter the account closing date and validate.

The accounts associated with the customer are closed and any link with this customer is deleted.

1 Open the supplier record sheet to close and go to Edit > Accounting view > Close the account.
2 In the screen, enter the account closing date and validate.

By default, the third-party record sheet is hidden in the search results. However, by selecting All or Closed as search criteria, you can search for closed record sheets.

Note

Inactive third-parties can no longer be used to create a project or a management object. However, it is possible to make these third-parties active again. To do so, go to Edit > Accounting view > Reopen account.

A subledger account can also be closed on an active third-party record sheet.

1 Go to Tools > Setup > General setup > Accounting > Subledger accounts.
2 Select the subledger account to close and start a search.
3 Open the account to close and go to Edit > Close or Closure.

When you close an account, it is automatically removed from help lists. It can no longer be linked to new objects. However, existing objects are kept.

Once an account is closed, it can no longer be used - even to validate existing objects.

The process is the same than for closing subledger accounts.

1 Go to Tools > Setup > General setup > Accounting > General accounts.
2 Select the general account to close and start a search.
3 Open the account to close and go to Edit > Close or Closure.

To be able to create a new accounting period, you must first close the previous one as the NF 203 standard prohibits the existence of two active accounting periods, except for transfer accounting periods.

You must create one accounting period per company. You can also do so by Creating multiple accounting periods if there is a significant number of companies.

Entries numbers are unique; you must therefore set entries range per company.

1 Go to Tools > Setup > General setup > Accounting.
2 Double-click on Accounting periods > .
3 Use the content in the Number field to determine the number for the first entry in your new accounting period. Ex: if 12005979 is the number used for the current 12th accounting period, you will create the 13th accounting period using 13000000.
4 Enter a code, the start and end dates of the new accounting period, then specify the entry number that you entered in the first step as the "Highest entries #".
5 Save.
DMF 070851 ACCOUNTING PERIODIC WORKS OPEN ONE OR MULTIPLE FISCAL YEARS

To help you easily create accounting periods for a significant number of companies, it is possible to open a new accounting period on multiple companies at once.

1 Go to Accounting > Periodic works > Open one or multiple accounting periods.

The Accounting period opening window opens.

2 Fill in the following fields:
Field Description
Code

Enter the code of the new accounting period.

Important

There cannot be more than two opened accounting periods at the same time. If you enter a new code while two accounting periods are already opened, the creation process will not work.
Label Enter the label of the new accounting period.
Start date and End date Enter the start and end dates for the new accounting period.
Prefix, Number and Length Indicate the way entries will be numbered in the daybook.
3 In the Accounting period opening section, select the relevant companies for the creation of a new accounting period.

The table displays all the companies set up. Check the corresponding box in the first column to select one or multiple companies. From the column's header, click on then Select all or Unselect all to check or uncheck all the companies at once.

The table displays each company's N-1 an N accounting periods. If an accounting period is closed, the Closed label is added next to the accounting period's code. The Chart of accounts Current year column displays the status of the chart of accounts for the current accounting period (N).

4 Click on Create selected accounting periods.

A new accounting period is created for each selected company. The creation process runs in the background but its progress can be followed from the Accounting period opening screen: once processed, each line is updated. If a line is in error, the details of this error are displayed in the Details column.

Note

From General setup > Accounting > Accounting setup, you can specify an email address and set up the way consistency in the chart of accounts for subledger accounts must be checked.

When subledger accounts are created, the creation process will be checked (according to setup) and an email will be sent to the address specified if an error occurs.

Reminder: You must change the way management objects are numbered for all sales and purchase journals, as well as for all the companies.

1 To do so, go to Tools > Setup > General setup > Accounting > Purchasing journals and Sales journals.
2 Search for the desired journal and modify it.
3 In the Management object numbering section, delete all the information in the Accounting period (n) column:
4 Cut all the content in the Accounting period (n+1) column and paste it in the Accounting period (n) column. The Accounting period (n+1) column is now empty.
5 In the Accounting period (n+1) column, fill in all objects' numbers by a comparable numbering. Ex: if you have 1300420 in the Accounting period (N) column, you can specify 1400000 in the Accounting period (N+1) column.

Depending on your use of Akuiteo, it is possible to automate the numbering for some objects such as projects, factoring delivery notes, opportunities, and so on.

If this numbering includes the accounting periods in the prefix or counter, then you will have to update these items.

Important

This operation must be done at the beginning of the year or the accounting period as it will be effective as soon as the update is saved.

1 Go to Tools > Setup > General setup > Company > Automatic management objects numbering and start a search.
2 Update the numbering of management objects. Ex: if the project code includes the number of the accounting period, open the line with the "AFF" code and modify the numbering.

This step enables you to close an accounting period and automatically generate the temporary carry forward entry.

Prerequisites:

  • All your entries must be validated (except the simulation journal).
  • The matching must be done.
  • The bank reconciliation must be done.

Akuiteo generates an entry for non-validated carry forwards. The characteristics of this entry are defined in the setup.

1 Go to Tools > Setup > General setup > Accounting > Carry-forward.
2 Indicate a Default carry-forward journal that automatically feeds the Reversing account number associated with the carry forward journal.
3 Save.

Reminder: the carry forward journal is a miscellaneous transactions journal with the Carry-forward journal type.

1 Go to Accounting > Periodic works > Closing of an accounting period > Generation of carry-forward.
2 Enter the accounting periods to carry forward and to open, as well as the carry forward journal.
3 Select the general or subledger accounts to process.
4 Fill in the required fields and click on Edit > Generation of carry-forwards. You can repeat this operation multiple times but only new items will be processed.
5 Check the amount displayed for the accounting period and validate.
6 Confirm or reject the update of the matching and checking processes for the accounting period to close and validate.

The generation of carry-forwards starts. Once carry-forwards are generated, you must check the balances.

1 Go to Accounting > Periodic works > Closing of an accounting period > Control account balance.
2 Enter the accounting period to close and validate.
3 In the report screen, print your balance control.

The report displays the account balances for the accounting period to close, the account balance for carry forwards on the new accounting period and the difference between both amounts. The difference must always be equal to 0. If this is not the case, it means that there are anomalies (matching, missing reconciliations, etc). The final validation of carry forwards can only be done once all differences equal 0.

You can perform the following actions from Accounting > Periodic works > Closing of an accounting period.

  • Cancellation of carry-forward: it enables you to delete the generated carry forward entries.
  • Validation of carry-forward: it enables you to validate the generated carry forward entries.
  • Definitive closing: it enables you to generate the result entry and to close the accounting period. The 120000 account must exist in the general accounts.

To access the closing dates calendar, go to Setup > General setup > Project > Closing calendar.

A table is displayed with all the closing dates (month + year) of a management object.

Standard case

A management object that matches the following rule is automatically blocked:

Management object date <= Closing date <= Current date

Closing date: 07/28/2014

System date

or current date

 Management object date
07/02 07/28 07/31
07/02

(authorized)
07/28

(blocked)
07/31
  • For quotations, quotes and orders, the validation is blocked.
  • For deliveries and invoices, the creation is blocked.

Specific case - DECALE_DTARRETE application control

This application control enables some users to create management objects after the closing date; the number of days of the additional period is defined in the setup.

To do so, you must:

  • Activate the DECALE_DTARRETE application control. The number of days (full day) that will be added to the closing date is specified in the Info 1 field.
  • Add the DMF 090134 to the relevant users.

Specific case - BLOQUE_DTARRETE application control

A management object that matches the following rule is automatically blocked:

Closing date <= Current date

Closing date: 08/08/2014

System date

or current date

 Management object date
07/02 07/28 07/31
07/02

(authorized)
07/28

(blocked)
07/31