Additional Resources Refer to the Inventory Year-End Closing Tips. Refer to the Inventory Year-End Questions and Answers.

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1 Inventry Year-End Clsing Prcedures Use the prcedure described in this sectin t clse the year fr Inventry Cntrl and prepare yur Inventry recrds fr the new fiscal year. Clsing a year transfers all summarized current-year Quantity, Cst and Sales amunts t transactin histry fr the Items fr which yu've been keeping summarized Sales Histry. This prcedure als updates each Item's Beginning Quantity t the Quantity n Hand at each Site. Additinal Resurces Refer t the Inventry Year-End Clsing Tips. Refer t the Inventry Year-End Questins and Answers. Summary Steps 1. Pst all transactins fr the year. 2. Recncile Inventry Quantities. 3. Cmplete a Physical Inventry cunt and pst any adjustments. 4. Print additinal reprts. 5. Make a backup. 6. Clse the year. 7. Clse the fiscal perids fr the Inventry series (ptinal). 8. Make a final backup. Detailed Steps 1. Pst all transactins fr the year. Be sure that all Invicing, Sales Order Prcessing and Inventry transactins fr the current year have been entered and psted befre yu clse the year. This is imprtant t ensure that histrical infrmatin is accurate fr the year yu're clsing and year-tdate amunts are accurately stated fr the new year. If yu wish t enter future-perid transactins befre clsing the year, create a new batch with new transactins, but dn't pst it until after the year has been clsed. 2. Recncile Inventry Quantities. Recncile Quantities fr all Inventry Items using the Recncile Inventry Quantities windw (Utilities Inventry Recncile)t ensure that yur Inventry Cntrl data hasn't becme damaged ver the curse f the year. If any discrepancies are fund during the Recncile prcess, the Quantities will be adjusted. If adjustments are made, they'll be reflected n the Recncile Reprt, alng with any Serial Numbers and Lt Numbers that were added fr the adjusted Items. If yu want t edit these Serial and Lt Numbers, yu can use the Item Transactin Entry windw (Transactins Inventry Transactin Entry) t d s by making adjustment transactins. 3. Cmplete a Physical Inventry cunt and pst any adjustments. 1. Use the Stck Calendar Maintenance windw (Setup Inventry Stck Calendar) t set up and maintain infrmatin abut when stck cunts can be perfrmed, and which days will be cunted when the system calculates suggested dates fr the next stck cunt fr a specific item-site cmbinatin.

2 2. The Stck Cunt Cunt Cycle Assignment windw (Cards Inventry Cunt Cycle Assign.) can be used if desired t assign ne stck cunt frequency t many items. 3. Create a Stck Cunt Schedule (Transactins Inventry Stck Cunt Schedule) a list f the specific items at a specific site that will be cunted during a specific cunt. When yu start a stck cunt schedule, the quantity n hand fr each line in the stck cunt schedule is captured. Later, the actual cunt number quantities will be cmpared t the captured values t create default variance transactins. Stck Cunt Frms can be printed during this prcess. 4. Use the Stck Cunt Entry (Transactins Inventry Stck Cunt Entry) windw t enter infrmatin abut the results f yur stck cunts. When yu prcess a stck cunt, variance transactins are created. If the Autpst Stck Cunt Variances ptin is marked, the transactins als will be psted. Instead f ging thrugh the Stck Cunt prceedure listed abve, yu culd manually create yur adjusting entries. Print a Physical Inventry Checklist using the Inventry Activity Reprts windw (Reprts Inventry) and perfrm a physical cunt f yur Inventry Items t verify that Quantity n Hand amunts are accurate fr all Items. If discrepancies exist, enter the necessary adjustments in the Item Transactin Entry windw (Transactins Inventry Transactin Entry) and pst them. 4. Print additinal reprts. Print any additinal reprts yu'll need fr planning r yur permanent recrds, including the Stck Status Reprt, Purchase Receipts Reprt, Turnver Reprt, Transactin Histry Reprt, Serial Number List, and Lt Number List. Use selectins frm the Inventry Reprts palette (Reprts Inventry) t print these reprts. If yu plan t remve sld Purchase Receipts during the year-end clsing prcess, we recmmend that yu print the Purchase Receipts Reprt t review the receipts that will be remved. 5. Make a backup. Make a backup f all Cmpany data. This is imprtant t ensure that yu'll be able t recver quickly shuld a pwer fluctuatin r ther prblem ccur during the year-end clsing prcedure. 6. Clse the year. Clsing a year accmplishes the fllwing tasks: Transfers all summarized current-year Quantity, Cst and Sales amunts t transactin histry fr the Items fr which yu've been keeping summarized Sales Histry. Updates the Item's Beginning Quantity t the Quantity n Hand at each Site. Certain reprts, such as the Turnver Reprt, use the Beginning Quantity field fr reprt calculatins. Zers the Quantity Sld field in Item Quantities Maintenance (Cards Inventry Item Qtys/Sites) fr each Site. Remve Purchase Receipts fr Items that have been cmpletely sld.

3 Remve any discntinued Items frm the Item recrds that have been cmpletely sld. Remve any Lt attributes frm the recrds f Lt Numbered Items if they've been cmpletely sld. Updates the Standard Cst f each Item t the current Cst if yu're using either the FIFO peridic r LIFO peridic Valuatin Methd. Uses the Inventry Year-End Clsing (Rutines Inventry Year-End Clse) t clse the year. Use the fllwing descriptins t learn mre abut each ptin: Remve: Discntinued Items - If yu mark the Discntinued Items ptin, all discntinued Items that have a zer balance will be remved during the year-end clsing prcess. (Items can be designated as discntinued using the Item Maintenance windw.) Discntinued Items that have a Quantity On Hand f zer (except fr kit cmpnents) and d nt have any unpsted transactins will be cmpletely remved frm the Inventry mdule. Nte - If using the Service mdule, verify whether any discntinued Items exist n any unpsted service dcuments. If s, the dcuments must be psted befre prceeding. The Sales Order Prcessing, Invicing, r Purchase Order Prcessing reprts and inquiries will still be able t pull infrmatin regarding these discntinued Items, hwever yu will nt be able t d a lkup n the Item Number since it has been remved frm the Item Master. If yu wuld like t print a reprt r inquire n the discntinued Item, yu will need t include the Item within the Item Number Range. Remve: Sld Receipts - If yu mark Sld Receipts, all Sld Receipts whse Quantity Received and Quantity Sld amunts are equal will be remved. This is an ptinal step and may nt be a prcedure that is dne every year-end. These values may be helpful when Items are returned thrugh Invicing s yu may nt want t remve the Receipts frm the file. Remve: Sld Lt Attributes - If yu mark Sld Lt Attributes, values fr cmpletely sld Lt Numbers will be remved. Fr example, yu can remve the value red fr the Lt attribute clr if yu've sld all Lt Numbered Items that have been assigned the value red. Update: Item's Standard Cst - If yu mark Item's Standard Cst, the Standard Cst fr any Items that have been assigned the FIFO peridic r LIFO peridic Valuatin Methd will be adjusted autmatically t reflect each Item's current Cst r the amunt yu mst recently paid fr the Item. When yu've selected all the ptins yu want, chse OK t begin the year-end clsing prcess. While the year is being clsed, yu wn't be able t pst, recncile Quantities, change Valuatin Methds r change Decimal Places fr Items. We recmmend that yu shrink (Pervasive.SQL and Ctree nly) yur Inventry Cntrl data files t make additinal space available n yur hard disk. Use the Shrink windw (File Maintenance) t shrink data files; refer t the nline dcumentatin fr that windw if yu'd like mre infrmatin abut this prcedure. 7. Clse the fiscal perids fr the Inventry series (ptinal).

4 Yu can use the Fiscal Perids Setup windw (Setup Cmpany Fiscal Perids) t clse any fiscal perids that are still pen fr the year. This keeps transactins frm accidentally being psted t the wrng perid r year. Be sure yu've psted all transactins fr the perid and year fr all mdules befre clsing fiscal perids. If yu later need t pst transactins t a fiscal perid yu've already clsed, yu'll need t return t the Fiscal Perids Setup windw t repen the perid befre yu can pst the transactin. 8. Make a final backup. Make a final backup f yur Cmpany's data files and keep it in safe, permanent strage. This gives yu a permanent recrd f the Cmpany's financial psitin at the time yu clsed the year, and can be restred later if necessary. Inventry Year-End Clsing Tips The year-end clse must be dne befre any transactins fr the new year have been psted. Yu have the ptin f marking Discntinued Items, Sld Receipts r Sld Lt Attributes. If marked, all Items, Sld Receipts r Sld Lt Attributes that have a zer balance will be remve during the year-end clsing prcess. If yu mark Update Item's Standard Cst, the Standard Cst fr any Items that have been assigned the FIFO peridic r LIFO peridic Valuatin Methd will be adjusted autmatically t reflect each Item's current Cst, which is the amunt yu mst recently paid fr the Item. There is n Year End Clsing reprt fr Inventry. Inventry Year-End Questins and Answers Q1: Hw is the Average Cst f an Item updated thrughut the year and during the year-end clsing prcess when using the Average Perpetual Methd f Csting? A1: If yu're using the Average Perpetual Csting Methd, all Receipts fr each Item will be averaged t determine the Average Cst. Even if Quantities are sld, the Average desn't change until anther Purchase Receipt fr the Item is psted t the Inventry Purchase Receipts File. The year-end clsing prcess desn't change the Average Cst, but it will remve the Purchase Receipts that have been cmpletely sld. The next time a Receipt is entered, the Average Cst will be revalued with the Receipts that remain in the Inventry Purchase Receipts File. Q2: Can the Inventry Year-End Clsing windw (Rutines Inventry Year-End Clse) be used thrughut the year t update the standard Cst f Items if using the Peridic Valuatin Methd? A2: This is nt recmmended because the Beginning Quantity field is updated during the yearend clsing prcess. This wuld make that field incrrect n reprts such as the Turnver Reprt. This article was TechKnwledge Dcument ID: 5620 The infrmatin in this article applies t: Great Plains 8.0 Inventry Great Plains 7.5 Inventry

5 Great Plains 7.0 Inventry Great Plains 6.0 Inventry

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