General Ledger Period Ending Procedures

Executing the year-end procedure is a dedicated function. Make sure that no one is releasing batches before doing this procedure.

  1. In the DDMS Master Menu, double-click graphics\G-LICON16.gif to open the General Ledger database.

  2. In the General Ledger menu, double-click graphics\CHART-OF-ACCTSICON16.gif.

  3. In the (J) screen, select the [Y] Year End action code.

  4. At the Enter Password prompt, enter the password set in the EOY field in the (LJ) General Ledger Parameters screen. If no password is set, press Enter.

  5. The Enter Location for Year End prompt appears. If you have only one location, or if you have multiple profit centers that share the same fiscal year, press Tab. Go to Step 7.

    If you are performing the year-end procedures for a specific G/L location, enter the number of the location.

  6. At the Save Purged Location Records, type N to delete the detail information for this location. To save all the detail information for this location, type Y. At the Enter Filename prompt, enter the name of the file to save the information for this location.

  7. At the Rename GL-MASTER prompt, to rename the GL-MASTER for the year you are closing, type Y. We recommend that you specify Y at this prompt.

    To not rename the GL-MASTER file, type N. All the posting detail for the year you are closing is deleted. Go to Step 10.

  8. At the Enter Filename prompt, enter a unique name for the file to save the information for the prior year. For example, if you are renaming GL-MASTER for 2002, specify a name such as 02GL.

Note:  To save the information for the old year, you must also copy the files CHARTFILE and BUDGETFILE for the year that is ending. To do this, go to the (Z) Master Utilities screen and use the [C2] Copy Single File function. Then rename the copied files using the [F7] Rename a File function. The renamed files become your CHARTFILE and BUDGETFILE for the year that is ending. For details on copying and renaming these files, refer to System Utilities.

  1. After you rename the files, the next step is to specify the new file names for GL-MASTER, CHARTFILE, and BUDGETFILE in the (LJ1) General Ledger Posting screen. You must specify the file names for the new year and for the year that is ending. For details, go to In the (LJ1) Screen.

  2. At the Are You Sure prompt, type Y.

    The account totals displayed in the This Year column move to the Last Year column. If you specified Y at the prompt Rename GL-MASTER, the file GL-MASTER is renamed as you specified. If you specified Y at the prompt Save Purged Location Records, and entered a file name at the prompt Enter Filename, posting detail for this location moves to that file. Then, the posting detail for this location is deleted from the file GL-MASTER.

  3. Be sure that the year-end procedure is complete before doing any procedure that involves the general ledger. On NT/2000 Systems, open TBLServer and click Users. The program name ;NEW:J1 shows that the process is incomplete. You must refresh the view each time you check for completion. To refresh, click View, then click Refresh. When this program name no longer appears, the process is complete.

Return to:

Period-End Steps for Day-End, Month-End, and Year-End