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New Period Procedure

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    Posted: 29-Jan-2007 at 02:50

At the end of each month’s trading the New Period process should be run.

The normal procedure is as follows –

1. Make sure Peach Software is dated the last day of the month.

2. Run Generate Statistics. This is the last option in the Utility menu.

 

The Generate Statistics program should be run on the fileserver when no transactions are being processed. Normally leave the default 4 ticks on and select Start. This process realigns all customer and supplier balances and freshens all statistics.

3. Take a backup. Normally this is to a zip disk or CD drive. Keep a separate backup disk for end of month in addition to daily backups. Preferably have one backup disk for each weekday. Keep some backups off the premises.

4. Print Reports and Statements. Please note that this can be done after the new period at a more convenient time. Refer to the notes at the end of this section.

5. Exit Peach Software on all screens. Restart the Fileserver to ensure all network locks are clear.

6. On the Fileserver start Peach Software. On the Startup screen select

The Run New Period button. The following screen will display –

 
The New Period process should always be run on the fileserver.

7. Click the Backup Directory list box and choose the month currently completed.

 
8. Type the word NEWPERIOD in the space provided. Select OK-F10 to start. Upon completion the date will be changed to the 1st day of the new month.
 
Prior Period Reports

It is not necessary to run reports prior to the New Period process, as it is possible to print all reports out of any prior 12-month period.

At the base of the Startup screen you will notice the Business Name list box.

Click on the box to display the twelve months (January to December) for each active business.
 
 

Select the period that you wish to run, and you will notice that the new database location is displayed beneath the business name. Click Start Peach and the main menu will appear with the specific period date.

Having run the statements or reports, simply exit Peach Software. Other workstations can be trading in the active system while this is being done.

Recommended Reports

Normally the following reports should be run and filed –

- Statements in the Report Menu

- GST Summary for BAS Report in Trading & POS reports menu. Ensure the date range is for the full month.

- Trading Summary by Day report in Trading & POS reports menu. Ensure the date range is for the full month.

- Group Summary Report in the Product Reports Menu.

- Aged Customer 90 Days Report in the Customer Report menu.

- Aged Creditor Report in the Supplier Report menu

There are many other reports, however they may be run later as required. The database maintains transactions for at least 2 years, so all the Trading & POS and Transaction reports can be run at a future date for specific purposes.

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