This last lesson covers some basic housekeeping tasks.
Closing the Month
If you’re required to report financial activity for each G/L period, you’ll want to make sure that no more invoices or cheques get posted to a period after you’ve produced your reports. Closing the month ensures no more activity is posted to that period. To do this, first navigate to [a] Payables, then [q] Close Month.
Clicking <Apply> moves the G/L period into the next month.
If you expect to receive late invoices that you wish to post to the appropriate G/L period, wait to advance the period until those invoices arrive. Invoices can be posted a month 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/P 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/P into July, 2020. If you wish to move back to June, 2020, simply update the A/P field to 202006.
Moving Records to History
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 purchase order screen is only showing current purchase orders.
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 invoice items, purchase orders and reconciled cheques from current to history. To use the Clean Up utility, navigate to [a] Payables, then [r] 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.
Cheques
Only cheques that have been posted to the G/L and reconciled, and were issued prior than the selected date, will be moved to history.
Invoices
Only fully paid invoices that have been posted to the G/L, issued prior than the sected date, will be moved to history.
Purchase Orders
Regular and subcontract purchase orders and their associated receipts are candidates for moving to history. They will only be selected if they are fully filled and were issued prior to the selected date. Open purchase orders, that is, purchase orders that guarantee a rate and allow you to purchase an unlimited amount, must be moved to history individually.
Receiving Entries
Receiving entries that aren’t tied to a current purchase order, and all receiving entries that have all items received before the selected date will be moved to history.
Vendors
Vendors that:
- have no outstanding purchase orders,
- have no outstanding invoices,
- all associated cheques are already on history,
- all associated purchase orders are already on history,
- all associated invoices are already on history, and
- last updated before the selected date
will be moved to history. Moving vendors to history means that the default list on Vendor Entry will be shorter, but requisitions, purchase orders and invoices can’t be posted to vendors on history. If you move a vendor to history in error, you can use the History action to bring them back to Current.