The Step-by-Step Guide
This plan covers year-end processing for invoices in Exact Globe. Follow the steps below to complete the entire year-end processing:
- Edit/Link Invoice Numbers
- Block Invoice Codes
Step 1: Update/link invoice numbers
The transition to a new year means that you’ll want your invoice numbers to start with the new fiscal year, so that you can tell from the invoice number which year it refers to. The steps below provide a step-by-step guide to year-end processing of invoices. To complete the year-end processing, you must follow all of these steps.
- Go to [System > General > Settings > Number Settings > Logistics Section > ‘Invoice Number’ field].
- Please enter the invoice number here.
- Next, click ‘Save.’.
- Reopen the records.
This number is used as the setting for ‘Invoice Code Journal Link‘In [System > General > Settings > Invoice Settings > Printing section > ‘Invoice Code for Journal Link’ checkbox] is disabled. Whether you can change this number therefore depends on these settings. When the ‘Invoice Code Journal Link’ setting is enabled, this means that the invoice number is determined by the next available journal entry number in the relevant sales journal linked to that invoice code. For example, invoice code 0 is linked to sales ledger 70.
- When a new fiscal year begins, first navigate to [System > Financial > Journals], then select the ‘Number’ tab to change the invoice number for that fiscal year.
- Select the new year and click the ‘Change’ button.
- After you've adjusted the numbering, click ‘Save.’.
The invoice number is then determined based on the invoice code linked to a sales journal: in the sales journal, the next available document number for that fiscal year is set, and that becomes the invoice number.
Step 2: Block Invoice Codes
It is important that invoice codes that are no longer permitted to be used be blocked in the accounting system.
- Go to [System > Logistics > Invoice Codes].
- Open the invoice code(s) that are no longer allowed to be used.
- Check the ‘Block’ option and click ‘Save.’.
The settings for invoice numbering and invoice codes are now configured correctly.
The result
Once you have completed these steps, the year-end processing of invoices is complete. In addition to invoices, we also have step-by-step guides for performing year-end processing for: