Period end

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Arbor Finance supports 12 reporting periods in the financial year, one for each calendar month. You should run the Period end process at the end of each month, to ensure that future transactions are flagged with the correct period number and to zero the period-to-date values in records.

At the end of period 12, you will need to perform a year-end process instead of the Period end.

 

Before you start

You should complete the following preparatory tasks before you run the period-end process:

• Ensure that all transactions for the period have been entered.
• Reconcile your bank accounts and funds.
• You may also want to check all reports and make any necessary corrections before running the period end.

Once the period end process has been completed, no further transactions can be entered for this period, and the period end cannot be 'reversed'.

To run the period-end

Note that you cannot run the period end while any other users are logged into Arbor Finance.

1. From the Period end menu choose Run Period end.

   The Period end window is displayed.

2. If you have completed the preparatory tasks above, click Next.

3. First, Arbor Finance checks for batch transactions in the system.

   • If there are any outstanding batch transactions, a message is displayed:

Click View/Post batch to go to the Transactions area and post or delete any remaining batch transactions for this period (for instructions see View/Post batched transactions). Then run the period end again.

• • If there are no outstanding batch transactions for the current period, click Next.

4. Next, reconciliations are checked.
   • If there are any unreconciled transactions in the system, a message is displayed:

• Click Reconciliation to reconcile any transactions for all bank accounts and funds for this period (for instructions see Reconciling bank accounts). Then return to the Run Period End screen.

• If all the banks and funds have been reconciled for this period, click Next. 

5. Next you are prompted for a final confirmation.

Check the Period end summary information. If you are happy to proceed, click Run Period end, and then Yes at the final confirmation prompt.
(If you don't want to proceed with the period end, you can click Cancel.)

If another user is logged on to Arbor Finance, a warning message is displayed and the name of the user listed. You cannot run period end until the other user has logged off. If the user account is locked, please see How to remove user lock.

Click Refresh. When all other users are logged off, this button will be labelled Run Period end and you can click it as above.

6. While the period-end process runs, the current task is indicated and progress is shown by a yellow bar.

If a future budget allocation has been posted for the period you are moving into, and the account doesn't have automatic profiling set up, the period end process will stop and prompt you to profile the new allocation before it can continue.

Profile the selected budget account (for instructions see Budget allocations) and then click Save. 
If any other budget accounts are listed, select each in turn and repeat the profiling.
When you've finished, click Next. 

If you leave the period end process waiting for budget profiling, Arbor Finance will not be usable until the profiling has been done and the period end completed.
If another user with access rights to Period End logs on, they are presented with a warning screen and prompted to complete the profiling. If a user without that access logs on, they are shown a message to say they cannot use Arbor Finance because a period end is in progress.
(For more information about access rights, see System setup: user details.)

7.  When the period end is finished, the screen is refreshed to indicate the new period.

Click OK.