Month and year close¶
The accountant's side of the close (the assistant's screen, the regulated operations and their entries) is in the user manual, Operations. This chapter covers who may do what and the procedure an administrator follows.
Procedure for one month¶
- Post the month's documents. The pre-checks list the unposted documents of each organization.
- Open Operations → Month-end close assistant (Операції → Помічник закриття місяця), choose the organization and the month, and click Perform all (Виконати всі): the regulated operations of the month (table below) run in order, each as a posted Regulated operation (Регламентна операція) dated the month end.
- Review Checks before closing (Перевірки перед закриттям): unposted documents, negative stock, unconfirmed VAT, cash over the limit, a debt and an advance of one counterparty not offset. They warn; they do not block.
- Repeat steps 2–3 for every organization: Close period (Закрити період) closes the month for all organizations of the database and lists which are not ready.
- Close period. Documents dated in the month can then no longer be posted, unposted or changed.
The regulated operations of the month:
| Order | Operation | When |
|---|---|---|
| 10 | Depreciation of fixed and intangible assets | every month |
| 20 | Currency revaluation | every month |
| 30 | Write-off cost correction | every month |
| 35 | Production overhead distribution (91 → 23) | every month |
| 40 | Production cost distribution (23 → 26) | every month |
| 50 | VAT accounts closing | every month |
| 60 | Closing of income and expenses (→ 79) | every month |
| 70 | Income tax accrual | at the end of the tax period of the accounting policy |
| 80 | Financial result (79 → 44) | month, quarter or year, as the accounting policy says |
| 90 | Year-end closing (79 → 44) | December |
A later change of a document of a month whose operations ran puts them in the state Needs a re-run (Потрібне повторне виконання); Re-run (Виконати повторно) replaces an operation's entries in one transaction.
Year close¶
The December Year-end closing (Закриття року) carries 79 to 441 «Прибуток нерозподілений» (retained earnings) on a profit, to 442 «Непокриті збитки» (uncovered losses) on a loss. After it, the financial statements and the income tax return of the year are filled from the closed books (see Reporting exchange).
Rights¶
| Action | Who |
|---|---|
| Perform / re-run regulated operations | Accountant, Chief accountant, Administrator |
| Close a period | Chief accountant, Administrator, not limited to organizations |
| Reopen, lock, force-unlock, change the fiscal calendar | a superuser only: the service account of whoever runs the server, not a profile of the database |
Reopen period (Відкрити період) in the assistant reopens the month together with the later closed months of any year in one step; this is not possible while a later month is Locked — unlock it first in Accounting periods (Облікові періоди). After a reopen, the regulated operations of those months must run again.
Period states are Open, Closed, Locked. The fiscal calendar's first month can be changed only while no period is closed or locked.
Editing restriction date¶
Editing restriction date (Дата заборони редагування; also in Operations) refuses creating, changing, marking, posting, unposting and re-posting documents dated on or before the date. It is set for everyone, by organization or by user; the most specific setting wins (user and organization → user → organization → everyone). Viewing needs the right to read settings, changing needs the right to administer settings; a restricted administrator may only set dates naming its own organizations. A member with the special right to edit despite the date (Chief accountant, Administrator) may edit anyway, and every such write is recorded in the audit log.