Year-End Processing for Logistics

The Step-by-Step Guide

This plan covers the year-end closing process for the Logistics modules in Exact Globe and consists of several steps to ensure it is completed thoroughly and correctly. We explain how you can complete the following modules:

Step-by-Step Guide to Year-End Order Processing
Step-by-Step Guide to Year-End Processing for Purchasing
Step-by-Step Guide to Year-End Processing for POS

You can find the step-by-step guides for completing your year-end inventory and invoice processing on these pages: Step-by-Step Guide to Inventory & Step-by-Step Guide to Invoices

Step 1: Year-End Order Processing

As you transition to a new year, you want the order numbers and packing slip numbers to start with the new fiscal year, so that you can always determine in which fiscal year the order or packing slip was printed.

Go to [System > General > Settings > Number Settings].
Here you can set the ‘Sales Order Number’ and the ‘Packing Slip Number.’ You can adjust these here if you use year-specific numbering. For example: In fiscal year 2020, order numbers beginning with 2020XXXX were used. For the new fiscal year 2021, you want the order numbering to start with 2021XXXX.
Next, click ‘Save.’.
Reopen the records.

After following these steps, the order numbering has been successfully updated.

Step 2: Year-End Processing of Purchases

When transitioning to a new year, you want the order numbers to start with the fiscal year so that you can always determine in which fiscal year the order was printed. You can change this by following these steps:

Go to [System > General > Settings > Number Settings > Logistics Section > ‘Order Number’ field].
Here you can set the ‘Order Number.’ If you use year-specific numbering. For example: in fiscal year 2020, order numbers began with 2020XXXX. For the new fiscal year 2021, you want the order numbers to begin with 2021XXXX.
Next, click ‘Save.’.
Reopen the records.

After following these steps, the order numbering has been successfully updated.

Step 3: Year-End Processing for POS-Filiaal

As we transition into a new year, it is important to prepare the corporate office and the branches to operate throughout the year. Specifically for a POS branch, you must pay attention to the various number sequences: document numbers for cash journals, general ledgers, and sales journals; our reference numbers; sales order numbers; packing slip numbers; and invoice numbers. At the headquarters, year-end procedures must also be carried out for any other modules. You should consider the headquarters as Branch 1. This step-by-step guide discusses the issues that may arise during year-end closing for a POS branch.

Step 3.1: Year-End Processing at Headquarters/Branch 1

These changes apply to the headquarters/branch 1 and provide further details on how to modify and verify the various number series: document numbers for cash journals, general ledgers, and sales journals; our reference numbers; sales order numbers; packing slip numbers; and invoice numbers.

Cash journal entry numbers: These entry numbers in [System > Financial > Journals] are no longer relevant to the uniqueness of the transactions. For clarity’s sake, however, include only the fiscal year in the number. For example, the first journal entry number for cash journal 10 in 2021 at the headquarters could be 21000001.
Journal entry numbers for general ledgers: These journal entry numbers in [System > Financial > Journals] are no longer relevant to the uniqueness of the transactions. However, the entry number must not match the entry number in the sales journal for the same transaction. Therefore, do not include the fiscal year in the number, but do include the branch. For example, the first entry number for the headquarters could be 10000001.
Sales Journal Entry Numbers: If the “invoice code journal link” setting is enabled, at least two sales journals are used at the headquarters. One sales journal for receipts and direct invoices, and another sales journal for regular invoices. The document numbers of the relevant sales journals are used as our reference for receipts, direct invoices, and standard invoices. These document numbers must be unique across all branches and the headquarters. Furthermore, the document number must not overlap with any other reference series. For example, include the fiscal year and the branch in the first digits of the number. The first invoice number for 2021 for the headquarters could then be 21100001, for example.
Our reference series for journal entries: This number in [System > Settings > General > Numbers] must be unique across all branches and the headquarters. Furthermore, the number must not overlap with any other reference series. Include only the branch in the first digits of the number. For example, the first document number for the headquarters could be 10000001; you do not need to adjust this number series annually. Generate enough numbers for the coming year.
Our procurement reference series: This number in [System > Settings > General > Numbers] is used only at the headquarters. It must not overlap with any of our other reference number ranges. For example, the first number for the headquarters could be 11100001. You do not need to update this number range annually. Generate enough numbers for the coming year.
Sales Order Number: This number, found under [System > Settings > General > Numbers], must be unique across all branches and the corporate office. For example, include the fiscal year and the branch in the first digits of the number.
Package Number: This number, found under [System > Settings > General > Numbers], must be unique across all branches and the headquarters. For example, include the fiscal year and the branch in the first digits of the number.
Invoice Number: If the invoice-ledger link is disabled, the invoice number specified in [System > Settings > General > Numbers] will serve as our reference for the sales receipts. This invoice number must be unique across all branches and the headquarters. Furthermore, the invoice number must not overlap with any of our other reference sequences. For example, include the fiscal year and the branch in the first digits of the number. The first invoice number for 2021 at the headquarters would then be, for example, 21100001.

After the last receipt, set the ‘Standard’ fiscal year to the following year via [System > Settings > General > General Settings]. If the period date table has not yet been generated for that year, you must do so first.

Step 3.2: Year-End Processing at the Other Branches

These changes apply to the branches and focus on adjusting and verifying the various number sequences: document numbers for cash journals, general ledgers, and sales journals; our reference numbers; sales order numbers; packing slip numbers; and invoice numbers.

Cash journal entry numbers: These entry numbers in [System > Financial > Journals] are no longer relevant to the uniqueness of the transactions. For clarity’s sake, however, include only the fiscal year in the number. For example, the first journal entry number for cash journal 10 in 2021 at branch 2 could be 21000001.
Journal entry numbers: These journal entry numbers in [System > Financial > Journals] are no longer relevant to the uniqueness of transactions. However, the journal entry number must not match the journal entry number in the sales journal for the same transaction. Therefore, do not include the fiscal year in the number; instead, include the branch. For example, the first entry number for Branch 2 could be 20000001, and for Branch 3, the first number would be 30000001.
Transaction numbers for sales journals: If the “invoice code journal link” setting is enabled, the transaction number is used as our reference for the receipts. This transaction number must be unique across all branches and the headquarters. Furthermore, the transaction number must not overlap with any of our other reference series. For example, include the fiscal year and the branch in the first digits of the number. For example, the first invoice number for 2021 at branch 2 could be 21200001, and for branch 3, the first number would be 21300001.
Our reference series for journal entries: This number in [System > Settings > General > Numbers] must be unique across all branches and the headquarters. Furthermore, the number must not overlap with any other reference series. Include only the branch in the first digits of the number. For example, the first document number for branch 2 could be 20000001, and for branch 3, the first number would be 30000001. Generate enough numbers for the coming year.
Sales Order Number: This number, found under [System > Settings > General > Numbers], must be unique across all branches and the corporate office. For example, include the fiscal year and the branch in the first digits of the number.
Package Number: This number, found under [System > Settings > General > Numbers], must be unique across all branches and the headquarters. For example, include the fiscal year and the branch in the first digits of the number.
Invoice Number: If the invoice-ledger link is disabled, the invoice number specified in [System > Settings > General > Numbers] will serve as our reference for sales receipts. This invoice number must be unique across all branches and the headquarters. Furthermore, the invoice number must not overlap with any of our other reference sequences. For example, include the fiscal year and the branch in the first digits of the number. For example, the first invoice number for 2021 at branch 2 could be 21200001, and the first number for branch 3 would be 21300001.

After completing the steps above, the year-end processing for POS is complete.

The result

Once you have completed these steps, the entire year-end closing process for logistics is complete. In addition to logistics, we also have step-by-step guides for performing the year-end closing process for: