Transcript
Accounting periods: check a month is final, lock it, read its frozen report, and what a locked month stops.
0:00 Introduction
When a month is over and its numbers are right, you can close it. After that, nobody can change what happened in that month. In this episode we close September, and see what that means.
0:13 Accounting periods
Scroll the menu on the left and open Accounting periods.
The page explains the rule. A closed period is locked. Sales, stock and cash dated inside it cannot change. If you find a mistake later, the correction is booked today, in the open period.
No month has been closed yet. Before you close one, check that its sales, stock and cash are final. The reports from the last episode are the place to do that.
0:41 Closing a period
Tap Close a period.
The dialog repeats what closing does. Sales, returns, voids, payments, stock, counts, transfers and cash in the month can no longer change.
Pick the month. It starts with last month, September. You can close all outlets together, or one outlet at a time.
The system checks the month for you. Here it says all checks passed, and that nothing stands in the way. If it found a problem, it would be listed here for you to fix first.
Now give a reason. It is required, and it is recorded permanently in the audit journal.
Tap Close period.
September is closed. The card shows the dates it covers, its revenue, the tax, the number of sales, who closed it and when, and your reason.
1:34 The frozen report
Tap Frozen report. This shows the totals as they were at the moment of closing.
Next to them are the books as they stand now, calculated again. At the top you see whether they match. Because the month is locked, they always will. If they ever did not match, you would know something had been changed.
1:54 What a locked month stops
Let's see the lock at work. We open a sale from September, and try to void it.
The system refuses. It says that a sale from a closed period cannot be voided, and that you should take a return instead, which is booked today.
2:13 Reopening
If a month was closed too early, a manager can reopen it. Go back to Accounting periods, and tap Reopen.
Reopening needs a reason too, and it is recorded in the audit journal. The month must be closed again afterwards. We will leave September closed.
That is closing a month. In the next episode, we look at the audit log, which records every change in the system.