CounterPoint `Year End` Closing Instructions
Contents
1. Manual Documentation can also be found in the PDF folder on the CounterPOint CD SYUM PerformingA Year EndClose pdf Closing the year 2006 with starting and ending dates of 01 01 06 through 12 31 06 In preparation for the end of your fiscal year 2006 you will need to perform the following steps STEP 1 Make sure the calendar for the year 2007 has been set up Go to SETUP SYSTEM CALENDARS At the Year ID prompt press F9 Is the year 2007 listed the next year a If 2007 is listed exit back to the main menu and proceed to Step 2 a Ifitis NOT listed you will need to add the calendar Hit Esc Adding a Calendar Year l A aah At Year ID enter 2007 and hit the Enter key At Year starting date enter 010107 and hit the Enter key At Year ending date enter 123107 and hit the Enter key At Year ID last year enter 2006 and hit the Enter key At Year ID next year enter 2008 and hit the Enter key At Season enter seasons or hit Fl default seasons Your cursor will automatically move to field 7 Months At Months Enter Fl default months 13107 will appear in the ending date Hit the Enter key The remaining months and ending dates will fill in At Field number to change If everything is okay hit the Enter key If not enter the field you need to change and make the change After you hit the enter key you will go to the next screen Press Fl Default Weeks The cursor will move to the first week A message will disp2. Prior to performing these functions When selecting invoices to print enter the date you want them recorded as ie 12 10 06 and you will receive the message Date entered is in last year s calendar is this ok Type a Y and continue to process Sales will be recorded in the year 2006 NOTE In both cases the sales will be recorded in the correct year hk ck ok ok F Documentation Y earend doc
3. 2 31 07 6 Seasons F1l Next F3 Delete Field number to change Name End date Name End date Name End date 8 Weeks 1 1 01 07 19 37 2 20 38 3 21 39 4 22 40 5 23 41 6 24 42 7 25 43 8 44 9 Dates 01 01 45 10 Numbers Wk 01 46 11 47 12 30 48 139 31 49 14 32 50 15 33 51 16 34 52 17 35 53 18 36 54 Name End date Name End date Name End date 8 Weeks 1 01 01 1 01 07 19 06 07 5 07 07 37 09 10 9 10 07 2 01 08 1 08 07 20 06 14 5 14 07 38 09 17 9 17 07 3 01 15 1 15 07 21 06 21 5 21 07 39 09 24 9 24 07 4 01 22 1 22 07 22 06 28 5 28 07 40 10 01 10 01 07 5 01 29 1 29 07 23 06 04 6 04 07 41 10 08 10 08 07 6 02 06 2 06 07 24 06 11 6 11 07 42 10 15 10 15 07 7 02 12 2 12 07 25 06 18 6 18 07 43 10 22 10 22 07 8 02 19 2 19 07 26 06 25 6 25 07 44 10 29 10 29 07 9 02 26 2 26 07 27 07 02 7 02 07 45 11 06 11 06 07 10 03 06 3 06 07 28 07 09 7 09 07 46 11 12 11 12 07 11 03 12 3 12 07 29 07 16 7 16 07 47 11 19 11 19 07 12 03 19 3 19 07 30 07 23 7 23 07 48 11 26 11 26 07 13 03 26 3 26 07 31 07 30 7 30 07 49 12 03 12 03 07 14 04 02 4 02 07 32 08 06 8 06 07 50 12 10 12 10 07 15 04 09 4 09 07 33 08 13 8 13 07 51 12 17 12 17 07 16 04 16 4 16 07 34 08 20 8 20 07 52 12 24 12 24 07 17 04 23 4 23 07 35 08
4. 27 8 27 07 53 12 31 12 31 07 18 04 30 4 30 07 36 09 03 9 03 07 54 F Documentation Y earend doc STEP 2 Closing the current year 2006 Note All of your postings must be done that need to have a 12 31 06 post date and before entering any transactions on 01 01 07 Go to SYSTEM YEAR END CLOSE The screen will display as follows NOTE The system will have 2007 listed on the screen Hit the Enter key if the year is correct If year is wrong enter the correct year Year end close Closing current year 2006 1 01 06 thru 12 31 06 Pleas nter new current year ID 2007_ If the message Warning New current year next year Id not on file Is this OK appears means the Calendar year for 2007 was not created Type Yes to continue with the year end close After you enter Y hit the Enter key Any change Hit the enter Are you sure you want to do this Providing all the information entered is correct type a Y and hit the Enter key Year end close Closing current year 2006 1 01 06 thru 12 31 06 Pleas nter new current year ID 2007_ Are you sure you want to do this _ 2006 has been closed new current year is 2007 PRESS ENTER Year end close Closing current year 2006 1 01 06 thru 12 31 06 Pleas nter new current year ID 2007 1 01 07 thru 12 31 07 2006 has been closed new current year is 2007 Press ENTER NOTE You MUST perform a Year End close for each company i e CLOAD and DEMO comp
5. CounterPoint Year End Closing Instructions What is the purpose of the year end close To update the current calendar year in the Company file The following document will guide you on closing your year end in CounterPoint The examples in this memo will use a current calendar year of 01 01 06 thru 12 31 06 If your fiscal year end is different please keep this memo for use at the appropriate time and change the dates as applicable The examples in this memo will use 01 0107 thru 12 31 07 for the next year The example below shows item 1 s history for the date December 21 2006 Item 1 history Basic view 2006 Qty sold Qty ret Sales Cost Grs pft Avg prc Jan 2 000 0 000 46 00 25 60 44 3 23 00 Feb 4 000 0 000 92 00 51 20 44 3 23 00 Mar 1 000 0 000 23 00 12 80 44 3 23 00 Apr 0 000 0 000 0 00 0 00 Ee Be May 0 000 0 000 0 00 0 00 ERTE EER Jun 0 000 0 000 0 00 0 00 begins Rog ae Jul 1 087 000 0 000 25 018 00 14 029 18 43 9 23 02 Aug 2 797 000 12 000 18 405 00 63 394 81 244 4 6 58 Sep 0 000 0 000 0 00 0 00 EEES EEE OGE 5 205 000 1 000 46 859 00 117 593 61 151 0 9 00 Nov 1 000 1 000 9 00 22 99 L51404 9 100 Dec 95 000 100 000 18 29 2 145 86 11 832 4 0 19 Total 9 002 000 114 000 90 470 29 192 983 93 113235 10 05 F2 Change view F5 Graph F6o Enter values ESC Exit When you select THIS YEAR for information to be displayed anywhere in the system 2006 information will be shown as above If th
6. anies if you use them for training in CounterPoint F Documentation Y earend doc 4 RECORDING TRANSACTIONS OUTSIDE THE CURRENT CALENDAR YEAR The following procedure will allow you to make entries inside our outside of the current calendar year A 1 2 3 B 1 2 3 Year end close has NOT been performed and you want to enter transactions with a date in 2007 Calendar 2006 is 01 01 06 thru 12 31 06 and today is 01 10 07 and I have not yet performed year end close because I have invoices I want dated in the year 2006 You will need to check to make sure your set up will allow for this Go to Setup System Company the question Allow transactions for next year MUST be Y in order for this to work Prior to performing these functions When select invoices to print enter the date you want them recorded as i e 01 10 07 and you will receive the message Date entered is in next year s calendar is this ok Type a Y and continue to process Sales will be recorded in the year 2007 Year end close has been performed and you want to enter transactions with a date in 2006 Calendar 2006 is 01 01 06 thru 12 31 06 and today is 01 10 06 and I have performed year end close but I have invoices I want dated in the year 2006 You will need to check to make sure your set up will allow for this Go to Setup System Company the question Allow transactions for last year MUST be Y in order for this to work
7. e date is January 3 2007 and you have NOT closed 2006 and NOT changed the calendar to the year 2007 you will still be viewing the history from 2006 If you select information based on THIS YEAR you will still see 2006 information If the date is January 3 2007 and you have processed your Year end close and changed the calendar to 2007 your view will now look like this Item 1 history Basic view 2007 Qty sold Qty ret Sales Cost Grs pft Avg prc Jan 0 000 0 000 0 00 0 00 0 0 0 00 Feb 0 000 0 000 0 00 0 00 0 0 0 00 Mar 0 000 0 000 0 00 0 00 0 0 0 00 Apr 0 000 0 000 0 00 0 00 0 0 0 00 May 0 000 0 000 0 00 0 00 0 0 0 00 Jun 0 000 0 000 0 00 0 00 0 0 0 00 Jul 0 000 0 000 0 00 0 00 0 0 0 00 Aug 0 000 0 000 0 00 0 00 0 0 0 00 Sep 0 000 0 000 0 00 0 00 0 0 0 00 Oct 0 000 0 000 0 00 0 00 0 0 0 00 Nov 0 000 0 000 0 00 0 00 0 0 0 00 Dec 0 000 0 000 0 00 0 00 0 0 0 00 Total 0 000 0 000 0 00 0 00 0 0 0 00 F2 Change view F5 Graph F6 Enter values ESC Exit F Documentation Y earend doc If you want to view 2006 information you will select LAST YEAR and you would see 2006 s information Now that we understand how years work in CounterPoint the next step is to explain the procedure for closing a year IMPORTANT PRIOR TO STARTING THE YEAR END CLOSE I WOULD SUGGEST YOU e Read this entire document before starting the Year End Close process and refer to the Year End procedure in your CounterPoint User
8. lay to enter the ending day for first week Enter the first Saturday for the year A small box will appear DATE 01 07 NUMBERS Wk 01 Choose one of the above formats The choice made will be used in the system for reporting purposes Dates For names on reports to appear in date format 01 01 Numbers For number format Wk 01 When you have made your choice hit the Enter key The remaining weeks will be filled in The cursor will be at Field number to change If all is ok hit the Enter key If you need to make a change to the weeks hit 8 and make the changes and then hit the Enter key When everything looks okay hit the Enter key and you will go back to a blank Calendar screen 10 Double check to make sure your calendar is there At Year Id enter 2007 F Documentation Yearend doc Information should appear Hit the Enter key twice If information is not there you will need to re enter Follow above steps 11 Go to Step 2 below to close the current year 2006 See sample screen shots Year ID 2007 7 Months Jan 1 31 07 Year starting date 1 01 07 Feb 2 28 07 Year ending date 12 31 07 Mar 3 31 07 Year ID last year 2006 1 01 06 thru 12 31 06 Year ID next year 2008 1 01 08 thru 12 31 08 1 2 3 4 Apr 4 30 07 5 May 5 31 07 6 Jun 6 30 07 7 Jul 7 31 07 8 9 0 1 2 3 O BWN EF Name End date Seasn 12 31 07 Aug 8 31 07 Sep 9 30 07 Oct 10 31 07 Nov 11 30 07 Dec 1
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