How To: Clear Down the Accounts if you are not using Khaos Control Accounts

If you are not using Khaos Control for your accounts, for example those with Client systems, you will still need to clear down the accounts annually. This page explains the processes involved. The annual close down procedure brings forward the Balance Sheet account and brings forward the profit or loss into the Balance Sheet. It should be done only when you have reconciled all transactions for the year and want to lock-off the nominal transactions for that year.

Reconcile your Bank Accounts

1. Open the [ Accounts | Bank Accounts ] screen.
2. Select the appropriate account from the 'Bank Account' drop-down field.
3. Set the date range and turn the traffic light to green .
   Note: If you are not reconciling on a monthly basis then it is suggested that you set the date range and perform the reconciliation in monthly or weekly increments.
4. Click the 'Go' button.
5. Press Alt+E or click to enter edit mode.
6. Focus in the grid.
7. Press Ctrl+A to select all transactions in the grid.
8. Focus in the Recon column.
9. Right-click and press Ctrl+ Shift+R.
10. In the popup, type in -1 (for ticked).
11. Click OK or press Enter.
12. Press Ctrl+S or click to save.
13. Total up the Reconciled To and Reconciled figures.
14. Click the button.
15. In the popup, enter the total from step 13.
16. Click OK.
    1. If the reconciliation amounts match, then:
    2. Press Alt+E or click to enter edit mode.
    3. Click the .
    4. In the dialog:
       1. Enter the total from step 13.
       2. The Recon Date (if different to today's date).
       3. Click OK to commit the reconciliation.
    5. If the reconciliation amounts don't match, then check your totals from step 13 and check again.
17. Repeat from step 3 until all the bank entries have been reconciled for the year you wish to clear down.

Clear Down the Accounts

WARNING:

1. You should always take a backup prior to performing either of these operations.
2. Ideally, all users should be logged out of the system.
3. Once an Account Clear Down has been performed it cannot be undone.
4. These procedures require you to have either Admin or HQ permission.
   
   

1. Open an Accounts screen (show me how).
2. Press F9 or clicking the down arrow immediately to the right of the to open the 'Other Actions' menu.
3. Select Acounts Clear Down (Year End).
   Note: Alternatively you can open the dialog by selecting Accounts Clear Down from the System Operations drop-down menu.
4. In the date range pop-up select the dates for the close down period.
   Note: Do not select more than one year at a time to clear down.
5. A warning message will state Perform year-end routine and clear down nominal accounts. Once done, this operation cannot be undone. Make sure that you have a backup of your data. Continue?.
6. Once you are confident that you have a backup, and wish to continue to clear down the accounts, click on "Yes".
7. In the Confirm popup stating the date range that the clear down will take place between, click on Yes.
   Note: Depending on the data in your system, this could take some time to complete.
8. Click OK in the Information message to state that the end of year clear down has been completed.

See Also

• Accounts overview