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Jiwa Roll Over - End of Month Check List

This check list has been designed to assist you with your end of month process in Jiwa and should be modified to meet with your specific requirements and business processes.

Because transactions in Jiwa can be future dated the monthly roll-over process is more about recalculating your aged balances and re-aging your Debtor and Creditor transactions, rather than opening a new period.

However it is recommended that future transactions are not activated until such time as the period has been rolled, this is because the aging process closes off fully allocated transactions irrespective of which period they are in so your current period allocated transactions will be aged.

 

Debtors Ledger

 

Task

Due By

Completed

1.

Ensure all Debtor invoices for the period have been processed and activated

EOM + 1 Day

 

2. 

Ensure all Debtor payments for the period have been processed and activated

EOM + 1 Day

 

3.

Print and/or save to PDF the Debtors Balance  As At report

Debtors > Reports > Debtors Balance As At

 dl1.jpg

By saving the Debtors Aged Balance report at the time you reconciled your ledger will allow you to quickly identify any variances should transactions be posted back into the period after your debtor statements have been run.

EOM + 1 Day

 

4.

Print and/or email your Debtor statements

Debtors > Statements

If printing statements select the order you want your statements printed in.

 dl2.jpg

Enter in the date you want the statements printed as at

 dl3.jpg

Set your Options ensure that you use the Debtors Statements As At report as this will only pickup transactions up to and including the Print Date selected

 dl4.jpg

EOM +

1 Day

 

5.

Print and/or save to PDF the Debtors Reconciliation report to ensure that you Debtors ledger reconciles to the General Ledger.

 

Debtors > Reports > Debtors Reconciliation

For a reconciliation of the movement for the period the Debtors and General Ledger Reconciliation report can be run.

 

Debtors > Reports > DB GL Reconciliation

EOM +

1 Day

 

   

The aging process ages balances by one period based on the period type selected and more importantly ages out all fully allocated transactions.  What this means is that transactions once aged are permanently locked from the de-allocation process in the future.

 

If you are using the Debtor Statement As At report then statements can be produced before or after the roll over process.

However, if you are using an older statement type it is recommended that Debtor Statements are produced before the roll over process is run.  If you are unsure contact your Jiwa Consultant.

 

Note: The roll-over process must be completed in the new period.  For example if you have completed your month end run for November this process must be completed during December.

 

   
6.

Roll-over your Debtors Ledger

System > Roll-Over > Period Roll-Over

Select the Period Type to roll-over

Only select Don't Age Transactions if you do not want to age out your allocated transactions

Note: If you do opt to age out your transactions any current period allocated transactions will also be aged out.

If you are unsure consult your Jiwa consultant.

 

 

From the menu ribbon select Process to complete your roll-over.

EOM +

1 Day

 

7.

Activate your new period transactions

 

 

 

Stock Ledger

There is no roll-over process for the stock ledger however it is critical that the Stock Valuation report is produced at the close of the period before transactions are activated for the new period.  The reason for this is that;

  • The Stock on Hand report cannot be run retrospectively
  • This report substantiates the stock value in the Balance Sheet
 

Task

Due By

Completed

8.

Ensure that all stock related transactions that need to be activated for the period you are closing have been activated to ensure reporting accuracy.

EOM + 1 Day

 

9.

Print and/or save to PDF the Stock on Hand with Allocations report

Inventory > Reports > Stock on Hand with Allocations

EOM + 1 Day

 

10.

Print and/or save to PDF the Inventory Control report

Inventory > Reports > Inventory Control

EOM + 1 Day

 

11.

Print and/or save to PDF the Outstanding Purchase Orders report

Purchasing > Reports > Outstanding Purchase Orders

If purchase orders are included in the Balance Sheet this report can be used to validate the value. This report cannot be run retrospectively so should be run when prior to transactions being processed in the new period.

EOM + 1 Day

 

12.

Print and/or save to PDF the Back Orders and Outstanding Orders report

Sales > Reports > BackOrders and Outstanding Orders (Select Product Status = All Unprocessed)

This report will substantiate the unprocessed sales order values on the inventory control report. This is a report that cannot be run retrospectively.

EOM + 1 Day

 

 

Creditors Ledger

The Creditors Ledger can be rolled a week or 2 after your end of period so that all creditor invoices can be taken up.

 

Task

Due By

Completed

13.

Ensure all Creditor invoices for the period have been processed and activated.

EOM + 5 Days

 

14.

Ensure all Creditor payments for the period have been processed and activated.

EOM + 5 Days

 

15.

Print and/or save to PDF the Creditors Balance As At report

Creditors > Reports > Creditors Balance As At

EOM + 5 Days

 

16.

Print and/or save to PDF the Creditors Reconciliation report to ensure that you Debtors ledger reconciles to the General Ledger.

Creditors > Reports > Creditors Reconciliation

For a reconciliation of the movement for the period the Creditors and General Ledger Reconciliation report can be run.

Creditors > Reports > CR GL Reconciliation

EOM + 5 Days

 

17.

System > Roll-Over > Period Roll-Over

Select the Period Type to roll-over

Only select Don't Age Transactions if you do not want to age out your allocated transactions

Note: If you do opt to age out your transactions any current period allocated transactions will also be aged out.

If you are unsure consult your Jiwa consultant.

From the menu ribbon select Process to complete your roll-over.

EOM + 5 Days

 

18.

Lock the sub ledgers from any further postings to the period closed.

General Ledger > Configuration > Setup

Change the Locked status to External Lock this will lock the Debtors, Creditors and Stock ledgers but still allow you to post to the General Ledger

dl7.jpg

EOM + 5 Days

 

19.

Activate your new period transactions

EOM + 5 Days

 

 

General Ledger

 

Task

Due By

Completed

20.

Complete all bank reconciliations

EOM + 6 Days

 

21.

Reconcile your Stock Delivered Liability Account (Stock in Transit Commitment)

This account is holds the value of stock that has been received into Jiwa however the creditor invoice remains outstanding.

Use the Receival Slips Uninvoiced report to validate the balance in this account.

Purchasing > Reports > Receival Slips Uninvoiced

EOM + 6 Days

 

22.

Reconcile all other clearing accounts

EOM + 6 Days

 

23.

Review your Profit & Loss Report/(s)

EOM + 6 Days

 

24.

Review your Balance Sheet

EOM + 6 Days

 

25.

LOCK THE PERIOD FROM ALL POSTINGS

Lock the sub ledgers from any further postings to the period closed.

General Ledger > Configuration > Setup

Change the Locked status to Global Lock this will the period from any further postings

EOM + 6 Days

 

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