ACCOUNTING

END OF YEAR

PROCEDURES

2016

1 DealerPRO Year-End Procedure

2 DealerPRO Year-End Procedure

Copyright© Pentana Solutions Pty Ltd. June, 2013. All rights reserved.

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3 DealerPRO Year-End Procedure

OVERVIEW

The purpose of this is to document the necessary procedures related to Accounting End of Year.

It is vital that the system is on the correct opened period/year as not to cause 999999/9999 or Unbalanced

Entries resulting to wrong or no posting to July 2015.

To prevent such scenario from occurring, it is of great significance that the End of Month and End of Year

Procedure will be performed before 2016 ends especially for those whose period open is still year 2015.

June is the last month for most of our customers. Running end of year procedures is of paramount

importance and responsibility falls to the Dealership to complete this process.

Important to Note

If your Year End is not at least 06/16 as a minimum you will be unable to process any document on

01/07/2016 onwards until year end has been completed.

Before you can proceed with the roll-over and closing of period or year, you have to roll-over the following

first: Parts, Showroom, Debtors, Creditors and Cashbook. Only then you can proceed with the GL roll-over and

closing.

4 DealerPRO Year-End Procedure

ACCOUNTING END OF YEAR PREPARATION

These procedures need to be performed before end of the financial year.

ROLLING THE GENERAL LEDGER TO THE CURRENT YEAR.

Check your last year period has been rolled and confirm your current year end. To check your current

processing year go to ACCOUNTING>GENERAL LEDGER>SETUPS AND CONTROLS>GL CONTROLS (G01). Click

the “Period Controls” tab. You will be able to see your current processing period and End of Year processing

period. If your End of Year processing period is already 06/16 then no further action is required

5 DealerPRO Year-End Procedure

Once your management accounts are completed for June 2015, we recommend you roll the GL month from

June to July, this transfers the opening balances of the balance sheet accounts and moves the P&L items into

the P&L appropriation account to clear them for the new financial year. Or if you have completed your

necessary adjustments and entries for year 2015, you may proceed with the closing of the 2015 financial or calendar year as well.

When your finalialise EOY adjustment entries are ready you can use ACCOUNTING>GENERAL

LEDGER>PROCESSING>JOURNAL ENTRY END OF YEAR (G2Y) to input these journal entries. These entries will

adjust the P&L appropriation value automatically for you where applicable. When you are certain that all

EOY adjustments for 07/14 and 06/15 financial year are correct, then you should roll the GL end of year.

For Journal Entry End of Year: (follow the screenshots)

6 DealerPRO Year-End Procedure

Dealer o I I I 1 I II I

It is in this screen that the necessary accounting or journal entries or adjustment entries that you will have

to enter before performing the End of Year process.

Parts I Service I Showroom I[ Accounting

LJournal Entry End of Y ear

I I I Debs: ]Po.oo Creds: ]Po.oo Balance: ]Po.oo j IBatch# I Jnl Ty...11 Date I P eriod IUseriD • Station I Debits II Cre dits1 Total

New Balch I DeiB Post. Balch I Upload Batch I

1111 11 o.oo 1 I I r--- 1 ComJl.o iv !recount lo p ., AmountlD oeflnl/# [ contro l# nc u stCode b RecR ef2 lDesc ription j_p eriod

Qly DMe Jtype JniNMJe T1ype A /cdescription

ro---130"112014 r iGL .....!. I Name:

Newline[F6] lline 1-;:";"une (F12] I

-

For GL End of Month:

Cashbook

Creditors

Debtors

7 DealerPRO Year-End Procedure

Just click ok to roll to the next month.

For GL End of Year: (follow the screenshot)

8 DealerPRO Year-End Procedure

Just click ok to proceed with the End of Year.

Procedures that need to be preformed on the night of June 30

**Not applicable to Cloud** The EOY backup should be kept in a safe place and the tape is not to be used

again for daily backups. A new tape should be used for daily backups as you may require this tape in the

future to generate reports for the tax auditing process. **

A Stock value report (I42) is to be run and be printed for future references. Once people start work

on the 1st of July you will not be able to get the inventory values and quantities as of July 1. Normally a stock take would have been run prior and the GL adjusted accordingly.

Go to Parts > Reports – Parts > Stock Reports > Stock Value Report

9 DealerPRO Year-End Procedure

VA

Below is a sample Stock Value Report.

Dealer o I I I 1 I II I

1 GADI

1

STOCK VALUE REPORT

SUt.t.IARYLIST

Run· Ql121'2'01( Page

VA .­

Product

- VA

Description

Vat Bin SOH stock

Status

<=== Base====> cost value ex

GST

.:::== Average ==> cost value ex

GST

<=== User ====> cost value ex

GST

a

..r

...

60 .00

SOH 21 0.00

Vakle ex tax (exnegative SOH) 420,549.74

Volueextaxd'negative SOH 0 .00

Numberrlpn:llb::tswihz:eroprice 0.00

v

..... 118.00

SOH 452.00

Vakle ex tax (exnegative SOH) 627,853_88

Value extaxctnegative SOH 0.00

Numberl#prtllb:tswlhz:eropice 1 .00

0.00 0.00

0.00 0.00

000 6000

000 000

0.00 0.00

1 .00 118.00

Total-

..... 1 78.00

SOH 662 .00

Vakle ex tax (exctmlg negative SOH) 1,048,403.62

Value ex taxctnegative SOH 0 .00

Number d'pn:llldswih zero price 1 .00

..... 178.00

SOH 662.00

Totol\fub:extax (exckdlgnegative SOH) 1 ,048,403.62

Total VaUe extax d'negalive SOH 0 .00

TotaiN ll"proclJctsMhzeroprice 1 .00

0.00 0.00

0.00 0.00

1 .00 1 78.00

000 0 00

0.00 0.00

1.00 1 78.00

emergency use.