MYOB Advanced Quick Guide Month and Year End Procedures

Introduction

The purpose of this document is to guide you through the above activities in MYOB Advanced from ensuring that all records are properly released and posted to the GL through to reconciling the sub ledgers to the general ledger.

Closing a financial period or year, preparing a new financial year or reporting your business activity to the Australian Tax Office are all critical activities that have to be performed.

This document also discusses the preparation of your Business Activity Statement as well as closing out the financial year end and preparing for the new financial year.

As a business you may have specific business processes which this quick guide may not discuss, however the aim of this quick guide is to discuss those common activities. If any of these common activities are not required, for example currency management, they will be marked as optional.

 

Inventory

Finalise and post (Release) all the transactions for the current period:

  1. Receipts
  2. Issues
  3. Kit Assembly
  4. Transfers
  5. Adjustments

Validate Inventory (Optional)

Distribution > Inventory > Processes > Closing > Validate Inventory

  1. Mark all the Stock Items
  2. Click on Process All

Note: The process will evaluate all the inventory quantities and validates the balances.

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Reconcile Stock On Hand GL Account Versus Inventory Valuation Report

Distribution > Inventory > Reports TAB > Balances > Inventory Valuation

Close Financial Periods

Distribution > Inventory > Processes > Closing > Close financial periods

  1. Select the period you want to close
  2. Print Open Document (Optional)
  3. Click Close Period

Once the period is closed system will remove the period ID from the list

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NOTE: If any transactions are pending which needs to be posted in the current period then system will not allow you to close the period.

Accounts Payable

Finalise and post (Release) all the transactions for the current period.

  1. Invoices
  2. Debit Adjustments
  3. Credit Adjustments
  4. Prepayments
  5. EFT and Cheque Payments
  6. Landed Cost transactions

Validate Supplier Balances (Optional)

Finance > Accounts Payable > Processes > Closing > Validate Supplier Balance

  1. Mark all the Vendors
  2. Click on Process All

The process will evaluate all the Supplier balances and validate it

Screen_Shot_2018-06-28_at_4.01.46_pm.png

Reconcile AP control account balance versus AP balance by GL Account Report.

Finance > Accounts Payable > Report TAB > AP Balance by GL Account

Close Financial Periods

Finance > Accounts Payable > Processes > Closing > Close financial periods

  1. Select the period you want to close
  2. Print Open Document (Optional)
  3. Click Close Period

Once the period is closed system will remove the period ID from the list

Screen_Shot_2018-06-28_at_4.03.52_pm.png

NOTE: If any transactions are pending which needs to be posted in the current period then system will not allow you to close the period.

 

Accounts Receivable

Finalise and post (Release) all the transactions for the current period.

  1. Invoices
  2. Debit Adjustments
  3. Credit Adjustments
  4. Prepayments
  5. Payments
  6. Bank Deposits

Validate Customer Balances (Optional)

Finance > Accounts Receivable > Processes > Closing > Validate Customer Balance

  1. Mark all the Customers
  2. Click on Process All

The process will evaluate all the Customer balances and validate it

Screen_Shot_2018-06-28_at_4.04.49_pm.png

Reconcile AR control account balance versus AR balance by GL Account Report.

Finance > Accounts Receivable > Reports TAB > Balance > AR Balance by GL Account

 

Process and send Customer statements

Finance >> Accounts Receivable >> Process >> Prepare Statement (Process the related Cycle ID)

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Close Financial Periods

Finance > Accounts Receivable > Processes > Closing > Close financial periods

  1. Select the period you want to close
  2. Print Open Document (Optional)
  3. Click Close Period

Once the period is closed system will remove the period ID from the list

Screen_Shot_2018-06-28_at_4.08.00_pm.png

NOTE: If any transactions are pending which needs to be posted in the current period then system will not allow you to close the period.

 

CURRENCY MANAGEMENT (Optional)


Note: The below section only refers to the Company who is using foreign currency module.

Run the currency management revaluation process for AR , AP and GL Finance > Currency management > Processes > Closing >

  1. Enter the Financial Period
  2. Enter Currency Effective Date
  3. Enter Currency (Revaluation Currency)
  4. Enter Description for this revaluation
  5. Click on Revalue (After the revaluation process system will assign amounts to PTD gain or Loss
  6. column)
  7. Reconcile AP and AR subledger versus GL with posted Forex variance values.

Screen_Shot_2018-06-28_at_4.48.56_pm.png

Cash Management

Finalise and post (Release) all the transactions for the current period.

  1. Cash transactions
  2. Bank Charges
  3. Bank Interests
  4. Bank Transfers
  5. Unknown deposits or payment
  6. Bank Deposits.

Finalise Bank Reconciliation

  1. Reconcile Cash Account Balance versus Bank statements.
  2. Finance > Cash Management > Enter > Reconciliation Statements
  3. Enter the Cash Account , Reconciliation Date and Load Documents Up To
  4. Perform the reconciliation process
  5. Release the Reconciliation Statements

 Screen_Shot_2018-06-28_at_4.50.37_pm.png

Validate Cash Account Balances (Optional)

Finance > Cash Management > Processes > Closing > Validate Account Balances

  1. Mark all Bank Accounts
  2. Click on Process All

Note: The process will evaluate all the Cash Account balances and validate it

Screen_Shot_2018-06-28_at_4.51.20_pm.png

Close Financial Periods

Finance > Cash Management > Processes > Closing > Close financial periods

  1. Select the period you want to close
  2. Print Open Document (Optional)
  3. Click Close Period

Note: Once the period is closed system will remove the period ID from the list

Screen_Shot_2018-06-28_at_4.52.04_pm.png

NOTE: If any transactions are pending which needs to be posted in the current period then system will not allow you to close the period.

 

Fixed Assets

  1. Finalise and release all Fixed Asset transactions.
  2. Run and Post Depreciation for the current period
  3. Reconcile the Fixed Asset Cost GL account versus Fixed Assets Cost By Class
  4. Reconcile the Accumulated Depreciation GL account versus FA Balance report.
  5. Close Fixed assets period
    Finance > Fixed Assets > Processes > Closing > Close Financial Periods
 Screen_Shot_2018-06-28_at_4.54.05_pm.png

NOTE: If any transactions are pending which needs to be posted in the current period then system will not allow you to close the period.

 

TAX / BAS (Finalise and Lodge BAS)

Note: It is essential that you check the information you have entered for accuracy and get advice from a qualified tax accountant or a registered BAS agent when preparing tax statements and lodging Business Activity statements.

Prepare Tax Report

  1. Finance > Taxes > Processes > Closing > Prepare Tax report
  2. Enter Branch information
  3. Enter Tax Agency ID
  4. Choose reporting period
  5. Reconcile the GST paid and GST Collected account versus Tax Details by GL Account reports.
  6. Once the BAS figures are finalised then click on Prepare Tax Report
 Screen_Shot_2018-06-28_at_4.56.25_pm.png

Note: After the above process system will divert you to Release tax report screen

 

Release Tax Report

  1. Once all the figures are finalised Click on Close Period.
  2. Print the GST Calculation Worksheet.
  3. Check the Vendor Tab to get ATO Invoice for payment or refund.

Note : The process will Close the existing BAS period after which you will not be able to make any changes.

Screen_Shot_2018-06-28_at_4.58.11_pm.png

Once the BAS is lodged based on the Payment and Refund situation apply the payment against the ATO vendor transaction.

 

General Ledger

  1. Finalise and post all the Journal transactions for this period.
  2. Ensure all the adjustment has been finalised and posted.
  3. Ensure General Ledger versus Sub-ledger reconciliation has been performed.
  4. Ensure all the recurring transactions has been posted.
  5. If working with Allocations then it needs to be finalised and released.
  6. Validate Account History (Optional)
    Finance > General Ledger > Processes > Closing > Validate Account History 

Note: The process will evaluate all the selected Ledgers and validate it

Screen_Shot_2018-06-28_at_5.00.21_pm.png 

Close the Financial Periods


Finance > General Ledger > Processes > Closing > Close Financial Periods

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Year End Procedure

  1. Please take a restorable snapshot of the company database before you proceed with any of the activities described below.
  2. It is also recommended to perform the year end procedure in a test environment first before running it in a live environment.
  3. Create a new financial year before closing an existing financial year
  4. Finance > General Ledger > Work TAB > Manage > Financial Periods > Enter the new financial year and click Generate periods

Screen_Shot_2018-06-28_at_5.01.41_pm.png4. Ensure Month end process has been processed for all sub-ledger module (except General Ledger). In an Intercompany or Inter-Branch environment ensure all the adjusting journals are been posted to GL and consolidation process has been finished. Confirm all transactions are been posted to GL

Screen_Shot_2018-06-28_at_5.02.51_pm.png

Print a copy of Trial Balance summary and Trial Balance detail report.

Finance > General Ledger > Reports TAB > Trial Balance Summary

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Finance > General Ledger > Reports TAB > Trial Balance Detail

Screen_Shot_2018-06-28_at_5.04.22_pm.png

Print a copy of Balance Sheet and Profit and loss report for Year to Date and Month to Date amounts.

Finance > General Ledger > Reports TAB > Balance Sheet

Screen_Shot_2018-06-28_at_5.05.00_pm.png

 

Finance > General Ledger > Reports TAB > Profit and Loss

Screen_Shot_2018-06-28_at_5.06.06_pm.png

 Print a copy of Cash Flow statement from period 1 to period 12 (Optional)

Finance > General Ledger > Reports TAB > Cash Flow

Screen_Shot_2018-06-28_at_5.06.54_pm.png

 Print Budget or forecasting report (Optional)

If users are managing Budget, Reporting or Statistical ledger then it is recommended to print copies of report which reflect the YTD and MTD values for each ledger and save it

 Validate Account

Finance > General Ledger > Processes > Closing > Validate Account History

Note: The process will evaluate all the selected Ledgers and validate it

Screen_Shot_2018-06-28_at_5.08.11_pm.png

 

 Close the last Financial period

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 Post Year End process checks

  1. Ensure the year end process is successful and system is now showing all the periods for new financial Year in the close financial period section.
  2. Ensure the Net Income / (Loss) values has been moved to Retained Earnings – Loss carry –forward account. We can check this by printing balance sheet report for new financial year period.
  3. Ensure the profit and loss values are been set to zero for new financial year period.
  4. Print a copy of Trial Balance details, Balance Sheet and Profit /Loss report for new financial period.

Post adjustment entries to closed financial year.
For example we have the below figures for Balance Sheet or Profit & Loss after year end procedure

 

Screen_Shot_2018-06-28_at_5.10.44_pm.png

At this stage if an adjustment entry needs to be posted to previous financial year period (as below)

 

Screen_Shot_2018-06-28_at_5.13.06_pm.png

System will post relevant entries to the Balance Sheet accounts including retained earnings account only and will not update profit and loss accounts.

Screen_Shot_2018-06-28_at_5.14.38_pm.png

 

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