Computer Ease Technical Support
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Accounts Payable (AP) Year End Processing Checklist
The end of year processing consists of the reports and updating functions necessary to control and audit the AP system. The end of year is run after the daily work for the last working day of the closing month is completed.

The End of Year for the Accounts Payable Module will replace the last End of Month. DO NOT run the AP End of Month process.

The PROCESS AP YEAR END is a 'stand alone' process meaning that only the user performing the year end can be using the system.
 
 
Receipt Of Invoice / Purchase Order (if you have PO integrated with AP)
Complete any receipt of invoices in the purchase order module that are dated before the New Year. Update Accounts Payable with invoices added.
 
 
Recurring Entries (if you use recurring entries)
You will need to post any recurring entries that are dated before the New Year, add any additional recurring entries if needed, and purge the old entries.
  • Post
    • Select Accounts Payable
    • Select Monthly Work
    • Select Post Recurring Entries
    • Run the purchase journal and post recurring entries to the open invoices file
  • New Entries
    • Select Accounts Payable
    • Select Maintenance Functions
    • Select Recurring Entry Functions
    • Select Add/Chg Recurring Entries
    • Add any new recurring entries as needed.
  • Purge Entries
    • Select Maintenance Functions
    • Select Recurring Entry Functions
    • Select Purge Recurring Entries
    • Purge any entries for the past year.  A report will print for you to file if needed.
 
Daily Work
Enter any outstanding invoices or credits dated before the New Year. 
  • Invoices
    • Select Accounts Payable
    • Select Daily Work
    • Select Enter Purchases
Enter all outstanding invoices
Run the Purchases Journal
  • Credits
    • Select Accounts Payable
    • Select Daily Work
    • Select Enter Miscellaneous Debits

Enter any outstanding credits received

Run the miscellaneous debits journal
  •     Post the invoices and credits to the open invoices file
 
Invoice Payment
Run the invoices due report to pay and hold any invoices before the New Year.
  • Invoices Due Report
    • Select Accounts Payable
    • Select Invoice Payment
    • Select Invoices Due Date Report
Decide which invoices you will be holding and releasing from this check run
  • Hold/Release Invoices
    • Select Accounts Payable
    • Select Invoice Payment
    • Select Hold/Release Invoices
Remove any invoices from the hold status by a selection or range.
Add any invoices to the hold status by a selection or range.

** You may also prepay any invoices through this function if needed **

  • Prepare Checks
    • Select Accounts Payable
    • Select Invoice Payment
    • Select Prepare Checks
  • Print Checks
    • Select Accounts Payable
    • Select Invoice Payment
    • Select Print Checks
  • Print Check Register
    • Select Accounts Payable
    • Select Invoice Payment
    • Select Print Check Register
  • Post Payments To Invoices
    • Select Accounts Payable
    • Select Invoice Payment
    • Select Post Payments To Invoices
 
Check Reconciliation (if you use recurring reconciliation)
Assists in balancing the checking account with your current bank statement. You must clear your oustanding checks, void any necessary checks, and remove cleared checks.
  • Enter Cleared Checks
    • Select Accounts Payable
    • Select Check Reconciliation
    • Select Enter Cleared Checks And/Or Clear Range Of Checks
Enter all checks that have cleared on your current bank statement.
  • Print Check Reconciliation List
    • Select Accounts Payable
    • Select Check Reconciliation
    • Select Print Check Recon List
The check reconciliation list will supply a “total line” that will show the difference between the check amount and cleared amount which will be the total of your outstanding checks.
  • Void An A/P Check
    • Select Accounts Payable
    • Select Check Reconciliation
    • Select Void An A/P Check
Void any checks as needed
  • Delete Cleared Checks
    • Select Accounts Payable
    • Select Check Reconciliation
    • Select Delete Cleared Checks
Enter the date that you would like to have cleared checks removed before.  This will remove all cleared and voided checks before date specified.
 
 
Reports
The following reports must be printed before processing the End of Year. File these reports.

  • Invoice Aging Report
    • Select Accounts Payable
    • Select Invoice Payment
    • Select Invoice Aging Report
  • Cash Accounting Reports (if you are using cash accounting or cash/accrual accounting)
    • Select Accounts Payable
    • Select Monthly Work
    • Select the Cash Accounting Reports To Print
  • Vendor Reports
    • Select Accounts Payable
    • Select Vendor Reports
    • Print the Vendor Status and Vendor Analysis reports
Print any additional reports you may require.
 
 
Process Year End
The processing of the End of Year moves the purchases YTD to purchases last year, resets purchases YTD to zero, moves payments YTD to payments last year, resets payments YTD to zero, and advances the Accounts Payable period.
  • Have You Printed The Vendor Status And Analysis Reports? Y
The End of Year Audit List will print. If the message
Successful End of Month or End of Year Processing
Press <ESC> To Exit This Process
does not appear, contact Computer Ease Technical Support to verify the End of Year completed successfully.