General:
Once you have decided to perform end of year roll procedures, you must first backup your data and be prepared to wait until the procedure is complete. It is a good idea to start rollover's in the evening and leave them running when you go home to allow sufficient time. Make sure you leave a note on your computer that it is not to be disturbed.
Do not interrupt the computer during any rollover routine.
Handicapping:
Normally rolled in January or February. Deletes cards dated prior to one calendar year from the Roll Date. This routines leaves a minimum of 20 cards for each member.
Procedure:
Backup your data.
From the Handicapping menu, select Card End of Year Rollover.
The system will automatically set the EOY roll date
Click on the green tick.
Do not interrupt for any reason.
Membership Not Integrated with the General Ledger:
Do your end of year roll just prior to generating your next years subscriptions.
Procedure:
Backup your data.
From the Membership menu, select Subs End of Year.
Enter the date to which you wish to delete transactions (i.e. 31st October)
Click on the green tick.
Do not interrupt for any reason.
Membership Integrated with the General Ledger:
If your Membership module is integrated with the General Ledger then you cannot roll the Membership module. It is automatically rolled when you do your Financial End of Year.
Payroll:
You can perform the End of Year roll at any time as it is dependent on the date entered in the Pay Defaults window in the Pay Year Begins Field.
The end of year roll deletes all employee transactions prior to the data entered in the Pay Year Begins Field.
Make sure you have printed your IR348's before proceeding with your End of Year roll.
Also print out all the reports you will require.
The Payroll module is rolled in April each year. There are no dates to enter as the system uses the date the Pay Year Begins in Pay Defaults which should be the 1st of April. The End of Year roll will move that date forward one year.
Procedure:
Backup your data.
From the Payroll Menu, select End of Year.
Click on Yes.
Do not interrupt for any reason.
Financial:
Make sure you have printed your end of year reports:
Account Activity report for all Chart of Account codes,
Trial Balance and Financial Reports,
Creditors - Balances @ your financial year end date,
Debtors - Balances @ your financial year end date,
Membership - Balances @ your financial year end date, and the Membership Summary report.
This routine will delete all invoices, payments and journals dated in your last financial year.
You will not be able to access them once the EOY roll is complete. So make a copy to hold in the Past Years Datafile.
The financial end of year routines are performed after your year end results have been checked by your auditor and they are 100% happy with the figures. Make all relevant depreciation calculations and end of year journals prior to running this routine. There is no date to enter as this is controlled by the date entered in the Club Details window. This date is advanced by one year when you roll over. If you are not sure what to do, please call us.
N.B. You must perform the End of Year Rollover in the Asset Register first.
Procedure - Asset Register:
Backup your data.
Have you posted your Depreciation to the General Ledger? – if not do this now!
From the General Ledger Menu, select Asset Register.
From the Asset Register window select End of Year Rollover.
Enter the dates relevant to your financial year.
Click on the green tick.
Do not interrupt for any reason.
Procedure - Financial:
Backup your data.
From the Main menu, select Other.
From the Other menu, select Financial End of Year.
If you have backed up your data, click on Yes to continue.
Are You Sure, click on Yes to Continue, No to abort
If you wish to roll next year's budgets into this year answer Yes.
To reorganise data after rolling answer Yes. (This is a database maintenance routine and should be performed once every year - Be warned, it can take 2-3 hours to run.)
Do not interrupt for any reason!