Please note BEFORE running the Year End Procedure:
- BACKUP the database.
- All OTHER Users MUST BE LOGGED OFF.
Backing up the Database:
On MySQL – contact support on 0861737488 to ensure that they have backed up your Database
Goto YEAR END PROCEDURE
On Access – 1. Locate the Database
Open PFIM
Click on SETUP
On the CONFIGURATION Screen Click on ENVIRONMENT
The image below is a section of the ENVIRONMENT screen and the RED BOX indicates the location of the database.
Make a note of the location of the Primary database (just the area that is not bold)
Click Exit
On Access – 2. Backup Database –
All OTHER Users MUST BE LOGGED OFF.
Click on DATA MAINTENANCE
The screen should open with BACK UP – if not click on BACK UP.
The following message appears : “The program is set to backup to the following path and file”
If the Box for the Path and File is blank then type the location of the database from number 1 above as follows:
\SERVERIAMBACKUPIAMyymmdd.MDB
where yymmdd is current year month day
If the location is:
\SERVERIAMIAM.MDB then change it to
\SERVERIAMBACKUPIAMyymmdd.MDB
where yymmdd is current year month day
click on BACK UP NOW
The program will warn you that it will exit : click on YES
The system will display a message that the backup was done successfully:
Click OK and the system will exit.
YEAR END PROCEDURE
All OTHER Users MUST BE LOGGED OFF.
Open PFIM
Click on SETUP
click on ROUTINE PROCEDURES
Click on FINANCIAL CALENDER
Right Click on the grid and select CREATE NEW FINANCIAL YEAR (PLEASE NOTE : This must only be done once)
The next screen will advise the user that a new financial year has been created and also to recalculate Debtors, Creditors, General Ledger and Stock.
Cick on OK
Click on Save button
Exit the Financial Calender
You now need to do recalculations on DEBTORS, CREDITORS, GENERAL LEDGER
and RECALCULATE AGING of Debtors and Creditors.
If the system is used to control STOCK, recalculate the STOCK BUT ONLY AFTER THE FINAL STOCK TAKE IS DONE.
To recalculate DEBTORS click on the DEBTORS Icon under RECALCULATE
On the next screen click on the GREEN ARROW to PROCEED.
Once done – do the same for CREDITORS, GENERAL LEDGER and possibly STOCK if the last Stock Take has been completed.
Do the Recalculation of Aging : DEBTORS and CREDITORS.
You have now successfully completed the YEAR END PROCEDURE and the system is now ready to begin processing entries for the new financial year.
All users can log back on.