Forum - Month end and year end close

Month end and year end close

David Jefferson

2018-03-09

I am new to Hansa and I am self taught so at present I am not confident enough to make administrator changes without some support.

Currently all of our accounting periods are open. For example, this means that a user can post purchase invoices and transactions back to previous periods. This is a particular problem with VAT when an old purchase invoice is queried and gets processed several months after the VAT supply date.

The VAT listing for the current quarter does not list the invoice but it is reflected in the VAT control account and the VAT does need to be reclaimed.

Have other users experienced this problem and how do they deal with it.

Thanks.

Per

2018-03-09

Hello.

Thank you for your message.

Could you please share the customer number and name of the company in question?

Thank you.

Br.
/Per
HansaWorld Support

David Jefferson

2018-03-09

Created byPer15:08 9 Mar 2018

Hello. Thank you for your message. Could you please share the customer number and name of the company in question? Thank you. Br. /Per HansaWorld Support

The company is Nicola Killeen Textiles. Where will I find the customer number please.

Per

2018-03-12

"The company is Nicola Killeen Textiles. Where will I find the customer number please."

You find the customer number by doing this:

1. Start up Standard Accounts
2. When you are in the main menu (Navigation center) look for the briefcase-icon named "Marketplace". Enter it.
3. From here you go to Account Details, here you should see the customer number.

Mvh.
Per
HansaWorld Support

Pijus Juodis

2018-03-14

Dear David,

Regarding your question about locking previous periods, we have a setting for that purpose.
You can find it in module System >> Settings >> Locking.

You can lock Nominal Ledger Transactions, Purchase Invoices, Sales Invoices and other records, by specifying the date in the respective fields. Important to notice, the period until the specified date is going to be locked.

So, for example, to lock NL Transactions for a period of time from the beginning until 1st January 2017 you would have to specify 01/01/2017 (or select the date from the calendar paste special window) and save the setting. This will disallow creating any NL transaction before the specified date.

NB: Once changed, this setting cannot be updated to an earlier date than specified.

Finally, you can also use "Warn" tab if you don't want to completely lock the records. In this case records entered in the defined period will only give a warning message, but will still be saved.

So, for example, if you want to lock NL Transaction entering for dates earlier than 01/01/2017 and you want to get a warning message for NL Transactions entered between 01/01/2017 and 01/01/2018, you can configure the setting as follows:
Lock tab >> Lock Transactions >> 01/01/2017;
Warn tab >> Warn on Transactions >> 01/01/2018.

Please let me know if you have more questions.

Kind Regards,
HansaWorld Team

David Jefferson

2018-03-23

Created byPijus Juodis10:47 14 Mar 2018

Thank you for this information. Is it possible to create a back up or test file so I can try this out without being worried about making changes that I cannot reverse.

Pijus Juodis

2018-03-23

Yes. Before making the changes you can make your database backup in module System>>Routines>>Exports>>Run Timed Backup.

When it's finished, you will see it in MyStandard portal under Reset to Backup button. File will be named TB180323.txt (if you make it today). You can do the changes in the system after this.

If you feel the need to revert to the backup you just made, you can do that in MyStandard portal as well. All you need to do is stop the server, select Reset to Backup, highlight the most recent text backup and select "Reset to backup" option.

Let me know if we can help you with anything else.

Kind regards,
HansaWorld Team

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