The goal of this topic is to learn the steps required to follow to complete a month end process including how to :

• do the rebuild of debtors, creditors and the GL
• check and generate accounts reports
• check the balances of the GL accounts
• close the period for debtors, creditors and the GL
• run the Forex for debtors and creditors
• issue Agent Statements
• lock the GL period
• close bookings
• close vouchers

The first step is to run a re-build for each ledger to ensure that the balances are equal to the transactions shown.

Re-build Accounts.

1. Rebuild the Subsidiary Ledgers and the General Ledger.
2. Open Financials > Accounting.

NOTE: For Debtors and Creditors the system will default to the current open period, do not change. For more information on the re-build click Accounting Period Rebuild.

3. Rebuild Debtors.
1. Open Accounts Receivable > Rebuild.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Accounts Receivable to go to the Accounts Receivable menu to expand it:

      

   5. Click Rebuild to go to the Rebuild screen:

      

2. Click the check box to 'Rebuild All Debtors'.

   

3. Click Save.

   

   NOTE: At month end, you rebuild for all Debtors.
4. Rebuild Creditors.
1. Open Accounts Payable > Rebuild.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Accounts Payable to go to the Accounts Payable menu to expand it:

      

   5. Click Period Close to go to the Period Close screen:

      

2. Click the check box to 'Rebuild All Creditors'.

   

3. Click Save.

   

   NOTE: At month end, you rebuild for all Creditors.

5. Rebuild the General Ledger -

   NOTE: For the GL do not enter any period, leave as blank.

   1. Open General Ledger > Rebuild.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click General Ledger to go to the General Ledger menu to expand it:

         

      5. Click Rebuild to go to the Rebuild screen:

         

   2. Leave it blank for all the General Ledger Accounts.

      

   3. Click Save.

      

The suspense account report should now be run to see if there are any transaction which may have been miss-posted. This step allows us to correct any errors before we close the periods.

Running a suspense report

1. Check that the Suspense Report is clear.
   1. Open Main Menu > Reports > Financial Reports > Suspense Account.

      1. Click the Reports menu to expand it:

         

      2. Click the Financial Reports menu option to expand it:

         

      3. Click Suspense Account to go to the Suspense Account Parameters screen:

         

   2. Select the transaction 'Period From/To' to be the Debtors & Creditors period that you are closing.

      

   3. Download, print or view the suspense account report.

   The suspense account exists to accumulate transactions that do not have valid GL posting accounts. If any system generated transactions exist in the suspense account the problem for why they are in suspense must be diagnosed and corrected prior to closing the month. Any manual GL journals into the suspense account are your responsibility to reverse out prior to month end.

   Tip: If a transaction is in an open period, you can simply delete it and re-raise it. This can be helpful during new system implementation when you may have neglected to create some of the required GL accounts before entering and related transactions.
2. Check that the balance for the Tourplan System Suspense Account is Zero.
   1. Open Main Menu > Financials > General Ledger.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click General Ledger to go to the General Ledger application:

         

   NOTE: If you go to the transaction tab you will see which transaction is making up the balance.
3. Check that all the System 'Future' accounts have a Zero Balance for the last defined period.
1. Open Main Menu > Financials > General Ledger.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click General Ledger to go to the General Ledger application:

      

Creditors Foreign Exchange (unrealised)
Creditors Future Cash
Debtors Foreign Exchange (unrealised)
Debtors Future Cash
Future Commission
Future Expense
Future Expense Tax
Future Revenue
Future Revenue Tax

1. Check for uninvoiced / under invoiced bookings.
   1. Open Main Menu > Reports > Operations Reports> Tour Summary.

      1. Click the Reports menu to expand it:

         

      2. Click the Operations Reports menu option to expand it:

         

      3. Click Tour Summary to go to the Tour Summary Parameters screen:

         

   2. Use either the Tour Summary Report” or the “Tour Financial Summary” to establish any bookings which have not been fully invoiced during the month you are closing. Take appropriate action prior to closing.

2. Once A/R Invoicing and Receipt processing is completed for the month, check your AR Trial Balance Current Total against the General Ledger AR Control account. You will need to account for any unallocated cash – any receipt amounts not allocated to a specific invoice – by aggregating the A/R Control and the Unallocated Cash accounts.
   1. Open Main Menu > Reports > Financial Reports > Debtors Trial Balance.

      1. 1. Click the Reports menu to expand it:

            

         2. Click the Financial Reports menu option to expand it:

            

         3. Click Debtor Trail Balance to go to the Debtor Trial Balance Parameters screen:

            

   NOTE: In the Other Tab, un-tick the 'Show Future Balances'.

   Current Total

   Currency _______

   2. Open Main Menu > Financials > General Ledger.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click General Ledger to go to the General Ledger application:

         

   Debtors Control Account Number
   Debtors Unallocated Cash Account Number
   Debtors Control Balances	Currency _______
   Debtors Unallocated Cash Balance	Currency _______

   3. Or you can run a report.
1. Open Main Menu > Reports > Financial Reports > GL Trial Balance.

   1. Click the Reports menu to expand it:

      

   2. Click the Financial Reports menu option to expand it:

      

   3. Click GL Trial Balance to go to the GL Trial Balance parameters screen:

      

2. Fill in the' Account Code From' as the Debtors Control Account and the 'Account Code To' as the Debtors Unallocated Cash.

You can also run these accounts separate by making the from and to the same if there are accounts between these two.

Current Total

Currency _______

3. View on screen, or download to CSV or PDF file.
3. Reconcile any discrepancies before proceeding.
4. Run the Period Close for Debtors.
   (All Users Should be Logged out during this process)
   1. Open Main Menu > Financials > Accounting > Accounts Receivable > Period Close.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click Accounts Receivable to go to the Accounts Receivable menu to expand it:

         

      5. Click Period Close to go to the Period Close screen:

         

   2. The 'Period To Close' will default to the current Debtors Period. The 'New Current Period' will default to the next defined period from the System Setup Calendar.
   3. Click Save.

      

      NOTE: This is just for the Debtor, the General Ledger is still open.

   If working with foreign currencies, you must now run the Foreign Exchange Variations. This will transfer any variations based on forex timing differences between date of invoice and date of receipt. These become realised forex gains or losses from fully balanced items to your nominated foreign exchange loss or gain account in the General Ledger.

   Foreign exchange loss/gain will also be calculated on any open items if they were entered into the system at a different rate of exchange than the current rate at this period end. The entry however will be reversed in the now current period as it is an 'unrealised' loss or gain.

5.  Run the Debtors Forex for the period just closed.
   1. Open Main Menu > Financials > Accounting > Accounts Receivable > Forex.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click Accounts Receivable to go to the Accounts Receivable menu to expand it:

         

      5. Click Forex to go to the Debtors Forex Variation screen:

         

   2. Change the period back to the period you just closed and tick all currencies.

      NOTE: The exchange rate that will be used to calculate the forex for the un-realised items is the rate found in your system currency between the nominated currency and your base rate.  This can be manually changed at this point if this is required.

   3. Once you click Save you will see the system processing each foreign currency.
6. Issue Agent Statements for the New Month.
   1. Open Main Menu > Financials > Accounting > Accounts Receivable > Statements.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click Accounts Receivable to go to the Accounts Receivable menu to expand it:

         

      5. Click Statement to go to Statement Generation screen:

         

   2. Tick the 'Agents' and click 'Generate'.
   NOTE: Tourplan will generate a statement for each currency.

1. Check for un-vouchered bookings.
   1. Open Main Menu > Reports > Financial Reports > Tour Financial Summary.

      1. Click the Reports menu to expand it:

         

      2. Click the Financial Reports menu option to expand it:

         

      3. Click Tour Financial Summary to go to the Tour Financial Summary Parameters screen:

         

   Booking Value
   Total Sales Costs
   Vouchered
   Actual
   Expected
   Current
   Profit PP
   Received
   Paid
   Balance

   2. View on screen, or download to CSV or PDF file.
2. Compare the AP Aged Trial Balance for the period you are about to close to the GL Balance for the Accounts Payable Account.
   1. Open Main Menu > Reports > Financial Reports > Creditors Trial Balance.

      1. 1. Click the Reports menu to expand it:

            

         2. Click the Financial Reports menu option to expand it:

            

         3. Click Creditor Trial Balance to go to the Creditor Trial Balance Parameters screen:

            

   NOTE: In the Other Tab, un-tick the Show Future Balances.

   Current Total

   Currency _______

   2. Either

      Open Main Menu > Financials > General Ledger.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click General Ledger to go to the General Ledger application:

         

   Creditors Control Account Number
   Debtors Control Balances	Currency _______

   3. Or you can run a report.
1. Open Main Menu > Reports > Financial Reports > GL Trial Balance.

   1. Click the Reports menu to expand it:

      

   2. Click the Financial Reports menu option to expand it:

      

   3. Click GL Trial Balance to go to the GL Trial Balance parameters screen:

      

2. Fill in the 'Account Code From and To' as the Creditors Control Account.
3. Run the Period Close for Creditors.
   (All Users Should be Logged out during this process)
   1. Open Main Menu > Financials > Accounting > Accounts Payable > Period Close.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click Accounts Payable to go to the Accounts Payable menu to expand it:

         

      5. Click Period Close to go to the Period Close screen:

         

   2. Tick the check-box.
   3. The 'Period To Close' will default to the current creditors period. The 'New Current Period' will default to the next defined period from the System Setup Calendar.
   4. Click Save.

      

      NOTE: This is just for the Creditor, the General Ledger is still open.

   If working with foreign currencies, you must now run the Foreign Exchange Variations. This will transfer any variations based on forex timing, the differences between date of invoice and date of payment. These become realised forex gains or losses from fully balanced items to your nominated foreign exchange loss or gain account in the General Ledger.

   Foreign exchange loss/gain will also be calculated on any open items if they were entered into the system at a different rate of exchange than the current rate at this period end. The entry however will be reversed in the now current period as it is an 'unrealised' loss or gain.

4. Run the Creditors Forex for the period just closed.
   1. Open Main Menu > Financials > Accounting > Accounts Payable > Forex.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click Accounts Payable to go to the Accounts Payable ) or Receivable) menu to expand it:

         

      5. Click Creditors Forex to go to the Forex Variation screen:

         

   2. Change the period back to the period you just closed and tick all currencies.

   NOTE: The exchange rate that will be used to calculate the forex for the unrealised items is the rate found in your system currency between the nominated currency and your base rate.  This can be manually changed at this point if this is required.

   3. Once you click 'Save' you will see the system processing each foreign currency.

1. As soon as both Debtors and Creditors have been closed lock the current period for the GL. To read more on why we use the Lock (G.L.) Period click on the link for more information.
   1. Open Main Menu > Financials > Accounting > General Ledger > Lock Period.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click General Ledger to go to the General Ledger menu to expand it:

         

      5. Click Lock Period to go to the Lock Period screen:

         

   2. Tick the check-box.
   3. The 'Locked Period' and 'Period Lock' will default to the current General Ledger Period.
   4. Click Save.

      

2. Raise an accrual for your Cost of Sales - Outstanding Vouchers.
1. Open Main Menu > Reports > Operations Reports > Voucher List.

   1. Click the Reports menu to expand it:

      

   2. Click the Operations Reports menu option to expand it:

      

   3. Click Voucher List to go to the Voucher List Parameters screen:

      

NOTE: In the Other Tab, un-tick the Show Future Balances.

Outstanding Nett Total

Currency _______

2. Raise an Accrual Journal - refer to Journals previously discussed in this document.
3. Process any necessary Journals.
   1. Refer to Journals previously discussed.
4. Complete the Bank Reconciliations.
   1. Refer to Bank Reconciliation Course Notes or the Accounts 2 User Manual.
5. Check that the General Ledger Trial Balances. (GL Trial Balance)

You should now double check that your Creditors Ledger and Debtors Ledger are in balance with your General Ledger Creditors and Debtors Control Account (note to adjust the balance for unallocated cash).

1. Open Main Menu > Reports > Financial Report > GL Trial Balance.

   1. Click the Reports menu to expand it:

      

   2. Click the Financial Reports menu option to expand it:

      

   3. Click GL Trial Balance to go to the GL Trial Balance parameters screen:

      

2. YTD Balance Report Total should be Zero.
3. From the previously generated Debtors Trial Balance report check:
   1. That the balance showing for the column headed 'Total' Agrees to the General Ledger YTD Balance for the same period to the Debtors Control added with the unallocated cash.
4. From the Creditors Trial Balance Report check:
   1. That the AP Aged Trial Balance agrees to the General Ledger Creditors Control Account.
If both Debtors and Creditors balances match your GL accounts, you may proceed to the next step once you are ready. In the instance where they do not agree, please contact support for assistance.
6. Run Period Close for the General Ledger.
(All users should be logged out during this process)
7. Once you have reconciled your bank account and entered all journals for the period you can now close off the General Ledger and move into the new accounting period.
   1. Open Main Menu > Financials > Accounting > General Ledger > Period Close.

      1. Click the Home Menu to expand it:

         

      2. Click the Financials menu option to expand it:

         

      3. Click Accounting to go to the Accounting menu to expand it:

         

      4. Click General Ledger to go to the General Ledger menu to expand it:

         

      5. Click Period Close to go to the Period Close screen:

         

   2. Tick the box.
   3. The 'Period To Close' will default to the current General Ledger Period. The 'New Current Period' will default to the next defined period from the System Setup Calendar.
   4. Click Save.

      

Close Bookings

This will prevent historical bookings from being edited or changed. For more information on closing bookings see the topic Close Bookings.

1. Close Bookings (for example, all bookings with a travel date more than 3 months ago).
2. Open Main Menu > Financials > Accounting > Bookings Management > Close Bookings.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Bookings Management to go to the Bookings Management menu to expand it:

      

   5. Click Close Bookings to go to the Close Bookings filter screen:

      

3. Fill in the Filters.
4. Click 'Search' or open the 'Results Tab'.
5. 'Select All' button or use the 'Check-box' to the left of the screen on the table heading of the Results tab.
6. Click Close Bookings.

   

Close Vouchers

For more information on closing vouchers please see the topic Close Vouchers.

1. Close Vouchers (For example, all outstanding vouchers older than 6 months).
2. Open Main Menu > Financials > Accounting > Bookings Management > Close Vouchers.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Bookings Management to go to the Bookings Management menu to expand it:

      

   5. Click Close Vouchers to go to the Close Vouchers filter screen.

      

3. Fill in the Filters.
4. Click 'Search' or open the 'Results Tab'.
5. 'Select All' button or use the 'Check box' to the left of the screen on the table heading of the Results tab.
6. Click Close Vouchers.