End of Period and Fiscal Year Transition


A new fiscal year opens at the end of each fiscal year. The old period is closed and the transition to the new period is made. Period transactions in Workcube are provided by transferring data from one fiscal year to another. Transition procedures are completed with 32 items under System > Period Transactions. 32 items are arranged in a logical order and it is recommended to complete the transition processes in the specified order. The pages to be checked after the transfer of each article are specified in the wiki content.


Route: Dashboard > System > Period Transactions > System Maintenance


Warning: You must have "ADMIN" authority in order to make period transition transactions. The operations are listed below.


1- Add New Accounting Period - Fiscal Year
If you are working in the current period and you want to continue working with this company in the new term, you need to create a new term.

Company
Company with financial records
Period Name
New Period Name
Period Year
New Fiscal Year
Integrated
If Yes is selected, the accounting module works integrated. It is recommended to be selected.
Get accounts chart compared to the previous period
If Yes is selected, the accounting chart of accounts in the old period is carried over to the new period.

(If the box is not ticked, the new period will be opened with the standard uniform chart of accounts.
Your old accounts will not be defined in the new period. You need to define new accounts.)
Date Interval
The date should be left blank at the opening of the new term.

(Later, the date constraint can be selected when necessary. When the date is written, all records that made accounting transactions before this date will be locked. Delete and update operations cannot be performed on documents.)
2nd Foreign Currency

It is obligatory to choose the 2nd foreign currency. In addition to the transactions made in USD, Workcube also keeps records with the currency selected here. E.g; When EURO is selected, Workcube allows us to see transactions made in USD with EURO. In particular, it allows us to see it in different currencies in reporting processes.

If the foreign currency is not defined; You can define the foreign currencies you will use from the System > Parameters > Currencies page. The exchange rate information we enter here is for identification purposes only and allows it to appear in the 2nd Currency Unit field when recording the accounting period.

Standard Transaction Foreign Currency
The system serves to select the trading currency. Transactions in Workcube with the selected currency keep records in the currency here. It is not mandatory. It is recommended for follow-up.
Database Information

DB username, DB password, and CF password are required fields. By entering the password, a period is opened in the database. In this way, it is ensured that only top-level officials open a new period.

In On-Premise installations, the server information is not recorded by the Workcube Support Team. It is the customer's responsibility to store it in a suitable and safe environment.

After clicking the save button and saving, it records the left side where the accounting period is written. You can enter the period you saved and update it again and delete it. If the box that will appear at the top of the system lock system second currency is checked, the currency selected in the field with the 2nd currency unit will remain fixed and the box will not allow changes in this field without unchecking it.

In order to load General Purpose Factory Settings (WBP) in the new Accounting Period opened, the relevant field is marked in the Database Information field of the Accounting Periods screen and Factory Settings are transferred.


Warning!

* After completing the period opening process, it should be ensured that the database definition processes are done completely.

* If more than one instance is used on the CF Java Application server, it should be checked whether it is defined in all instances.


2- Accounting Receipt Numbers

Accounting Receipt Numbers in the newly opened period; Define under Accounting > Definitions > Receipt Numbers.

In the new period, voucher numbers are defined as "1"


3- Employee Period Transfer

It ensures that the positions that were authorized in the previous period are also authorized in the newly opened period.

Target Period
A new period must be selected.
Transfer only for the company I'm in
If the box is checked, it will apply to the company you are transferring to. For other companies, you have to do it again by changing the accounting period.
Employee Period Transfer (transitive)

It ensures that the positions that were authorized in the previous period are also authorized in the newly opened period. It also updates the employee's priority work period as the new period of the same company.

After the employee transfers the period while you are in the period you are finishing, the person responsible for all transfers should switch to the new period only where necessary, and other employees should stay in the same period until the year is completely over.

When the new period starts (for example, on 01/01/2021), the Employee Period Transfer (Transitive) tab is run, allowing other employees to start transactions during the active period.

How to check the Transfer made?
Control is provided via the settings and authorizations icon on the HR > Planning > Role Planning card.

Warning!

* When the Employee Period is transferred, only the new period box is ticked.

* When the Employee Period is Transferred (Transitive), both the new period box and the priority will be ticked.

* In any case, there is no harm in operating it again.


4- Currency Transfer

It ensures that the currencies you have used are also defined in the new period.

Target Period
New Period Must Be Selected

Warning!

All currency units in the previous period must be fully defined in the period you just opened.

In order to avoid problems in transfer transactions, CURRENCY must be transferred first and foremost.

How to check the Transfer made?

In the new period, control is provided from the System > Parameters > Currencies area.

The important thing here is how many currencies you had in the old period, and all of them should be in the new period.

Important Warning: The transfer can be done once.


5- Accounts Period Transfer

It ensures that accounts registered in the previous period are also registered in the newly opened period.

Target Period
New Period Must Be Selected
Accounts Period Transfer (Transitive)

It ensures that accounts registered in the previous period is also registered in the newly opened period. It also updates the members' priority working period as the new term of the same company.

When the Accounts Period Transfer is made, the accounting account for the previous year is transferred and the new period box is ticked.

When Accounts Period Transfer (Transitive) is made, the previous year's accounting account is transferred, the new period box and priority are ticked.

How to check the Transfer made?
ERP > Sales-Distribution > Customer-Supplier > Member Management

Warning: In any case, there is no harm in running it again.


6- Contact Period Transfer

It ensures that contacts registered in the previous period are also registered in the newly opened period.

Target Period
New Period Must Be Selected
Contact Period Transfer(Transitive)

It ensures that contacts registered in the previous period are also registered in the newly opened period. It also updates the members' priority working period as the new term of the same company.

When the Contact Period Transfer is made, the previous year's accounting account is transferred and the new period box is ticked.

When Contact Period Transfer (Transitive) is made, the previous year's accounting account is transferred, the new period box and priority are marked.

How to check the Transfer made?
In ERP > Sales-Distribution > Customer-Supplier > Member Management Details, control is provided from the accounting code icon on the upper right side.

Warning: In any case, there is no harm in running it again.


7-VAT Rate Transfer

It enables the VAT rates defined in the previous period to be defined in the newly opened period as well.

Target Period
New Period Must Be Selected

How to check the Transfer made?

The new period is also controlled from the System > Parameters > VAT Rates field.
The important thing here is how many VAT rates you had in the old period, and all of them should be in the new period.

Warning: The transfer can be done once.

Note: Similar to VAT rate transfer, other tax rates can be transferred.

Warning: Transfers made are controlled via System > Parameters > SCT Rates, BITT Rates as in VAT rate transfer.


8-Withholding Tax Rate Transfer

It enables the withholding tax rates defined in the previous period to be defined in the newly opened period.

Target Period
New Period Must Be Selected

How to check the Transfer made?
In the new period, it is controlled from the System > Parameters > Withholding Rates Transfer field.
The important thing here is how many withholding tax rates you had in the old period, and all of them should be in the new period.

Warning: The transfer can be done once.


9-Product Period Transfer

It ensures that the product accounting codes defined in the previous period are also defined in the newly opened period.

Target Period
New Period Must Be Selected

How to check the Transfer made?

In the new period, control is provided from the accounting code icon on the upper right side of ERP > Product/Price Management > Details.

Only accounting codes are transferred here. When the Cost/Budget definitions are transferred, they will appear in other fields.

Warning: In any case, there is no harm in running it again.


10-Project Period Transfer

It ensures that the project accounting codes defined in the previous period are also defined in the newly opened period.

Target Period
New Period Must Be Selected

How to check the Transfer made?

In the new period, control is provided from the accounting code icon on the upper right side of Parameters > PMS > Projects > Detail.

Only accounting codes are transferred here. When the Cost/Budget definitions are transferred, they will appear in other fields.

Warning: In any case, there is no harm in running it again.


11-Warehouse Period Transfer

It ensures that the accounting code defined in the warehouse location detail is also defined in the newly opened period.

Product/Project/Warehouse transfer principles are the same.

Target Period
New Period Must Be Selected

In the new period, control is provided from the accounting code icon on the upper right side of ERP > Inventory Management > Space Management > Warehouse Detail.

Warning: In any case, there is no harm in running it again.


12- Cash Account Transfer

It ensures that the cash accounts defined in the previous period are also defined in the newly opened period.

Definitions and Balances in the transfer cannot be transferred together. First of all, it is transferred by selecting Definitions, then the transfer is made by selecting Balances and transaction type.

Target Period
New Period Must Be Selected
Definitions
The cash accounts defined in the previous period are also defined in the new period.
Balances
Balances in the previous period are transferred to the new period.
Transaction Type Selection
The Opening Receipt transaction type must be set here. If the Transaction type does not appear, the "settings.cash_transfer" fuseaction is defined for the Transaction Type System > System Management > Transaction Categories "Opening Receipt Cash/Cash" (Module id: 18).

How to check the Transfer made?
It can be controlled from ERP > Cash > Cash Accounts.

The important thing here is how many cash accounts you had in the old period, and all of them should be in the new period.
If you transfer cash accounts without transferring Currencies, other cash accounts will not be transferred except USD. Therefore, the CURRENCY transfer must be made first.

Warning: The transfer can be done once.


13- Budget Item-Budget Category-Expense Center Transfer

It ensures that the definitions registered in the previous period are also defined in the newly opened period.

Target Period
New Period Must Be Selected
Source Period
Old Period Must Be Selected
Expense Centers
If you want the definitions under ERP > Budget > Definitions > Expense Centers to be registered in the new period, you must select this box.
Budget Items and Categories
If you want the definitions under ERP > Budget > Definitions > Budget Items and Categories to be registered in the new period, you must select this box.
Expense / Revenue Templates
If you want the definitions under ERP > Budget > Definitions > Expense / Revenue Templates to be registered in the new period, you must select this box.

How to check the Transfer made?
It can be controlled from ERP > Budget > Definitions.

The important thing here is that your records in the old period must be the same in the new period.

Warning: The transfer can be done once.


14- Employee Account Definition Transfer
It ensures that the accounting and budget definitions registered in the previous period are also defined in the newly opened period.

Before the transfer is made, the expense center and budget items must be transferred.

Target Period
New Period Must Be Selected

How to check the Transfer made?
Go to HR > Personnel - Payroll > Payroll and Timekeeping card and check from the accounting code icon on the top right.

Warning: The transfer can be done once.


15- Accounts-Contacts-Employees Current Transaction
It can be transferred by two methods, from file and period.

A- Transfer from Period

If you choose transfer from the period; The current balances of the period you choose are transferred to the first period after that period of the company related to the terms you choose.

Calculate by Payment Performance

If selected, the maturities of the open transactions in the previous period are calculated and transferred according to the payment performance.

If not selected, the average maturity of all debt and credit transactions is written as maturity. It works like the average maturity in a debt receivable breakdown. It is recommended to be selected.

Calculate by Manual Payment Performance
Transfers overdue and unpaid documents. When this option is selected, open payment requests and orders will be transferred and the row-based box will also be active.
Do not transfer unpaid checks/notes
Balances and maturities are calculated without taking into account the outstanding checks and notes in the selected period. It is for companies that make current checks and notes while transferring them.
Receipt Date
Enter the new year date.
Exchange Rate Received by Receipt Date

If the transfer is made in foreign currency, the USD equivalents of the foreign currency balances in the period you selected are recalculated according to the exchange rate on the receipt date and transferred to the new period.

If not selected, each document is recalculated according to the rate on its own date and transferred to the new period.

Accounting Period
Old Period Must Be Selected
Transaction Type
The Opening Receipt should come as a transaction type. If the transaction type does not appear, check it from Dashboard > BPM > Transaction Categories.
The "settings.popup_form_close_current" fuseaction is defined for the transaction type "Opening Receipt Current Accounts/Account Management" (Module id: 23).
Transaction Foreign Currency
Balances in the period are transferred to the new period in foreign currency. If not selected, it is transferred from the system currency. It is for companies that follow Foreign Currency Debt/Credit.
Project Based
While the balances in the period are transferred to the new period, they are transferred on a project basis. It is for companies that follow project-based Debt/Credit.
Based on Branch Office
While the balances in the period are transferred to the new period, they are transferred on a branch basis. It is for companies that follow branch-based Debt/Credit.
Line Based
The balances in the period are transferred on a line basis when transferring to the new period. According to the payment performance/manual payment performance in the period you selected, how many open lines are transferred as is. Calculate by Manual Payment should be selected.

Warning: Current Account and Member Category appear depending on the XML setting on the screen you are on. 

B- Transfer from File
If you choose transfer from file; The opening receipt will be rearranged in accordance with your file for the period you have chosen. You can also create opening receipts after the period is opened by removing the delete opening receipts option and entering the receipt date.

How to check the Transfer made?
It can be checked via ERP > Current Account > Current Account Statement.

Warning:
In order for the transferred balances to be more meaningful, please complete the "Exchange Rate Difference" transactions.
You should receive the statement with the same criteria according to which criteria you made the transfer.

In any case, there is no harm in running it again.


16- Check Period Transfer

Checks registered in the previous period are transferred to the newly opened period.

Transferred Stages
In Portfolio, Collateral, Bank, Unpaid, Unpaid Portfolio, Unpaid, and Levy.
Perform line-by-line current account transaction
If selected, it also creates a current transaction for transferred checks.

How to check the Transfer made?
It can be checked through ERP > Check/Note Transactions > Check List.
Considering the transferred stages, it is checked whether the number of checks in the check list is the same in the old period and the new period.
It can be checked if current account has been made on line basis via ERP > Current Account > Current Account Statement.
By selecting the current account on the statement, it is checked whether the checks have been received.

Warning: The transfer can be done once.


17- Note Period Transfer

Promissory notes registered in the previous period are also transferred to the newly opened period.

Transferred Stages
In Portfolio, Collateral, Bank, Partial Collection, Promissory, Unpaid, and Execution.
Perform line-by-line current account transaction
If selected, it also creates a current movement for the transferred promissory notes.

How to check the Transfer made?
It can be checked through ERP > Check/Note Transactions > Check List.
Considering the transferred stages, it is checked whether the number of notes in the note list in the old period and in the new period are the same.
It can be checked if current account has been made on line basis via ERP > Current Account > Current Account Statement.
By selecting the current account on the statement, it is checked whether the notes are received.

Warning: The transfer can be done once.


18-Endorsed Checks Period Transfer

Checks registered in the previous period, at the turnover stage and with a due date greater than the entered date, are also transferred to the newly opened period.

Due Date
Transfers checks after the entered date.
Perform line-by-line current account transaction
If selected, it also creates a current transaction for transferred checks.

How to check the Transfer made?
It can be checked through ERP > Check/Note Transactions > Check List.
It is checked whether the number of checks in the check list is the same in the old period and the new period, taking into account the due date you entered and whether the stage is endorsed.
It can be checked if current account has been made on a line basis via ERP > Current Account > Current Account Statement.
By selecting the current account on the statement, it is checked whether the checks have been received.

Warning: The transfer can be done once.


19- Endorsed Notes Period Transfer

Promissory notes registered in the previous period, at the turnover stage and with a due date greater than the entered date, are also transferred to the newly opened period.

Due Date
Transfers checks after the entered date.
Perform line-by-line current account transaction
If selected, it also creates a current transaction for transferred checks.

How to check the Transfer made?
It can be checked via ERP > Check/Note Transactions > Note List.
It is checked whether the number of notes in the promissory note list in the old period and in the new period is the same, considering whether the stage has been endorsed and the due date you have entered.
It can be checked if current account has been made on line basis via ERP > Current Account > Current Account Statement.
By selecting the current account on the statement, it is checked whether the notes are received.

Warning: The transfer can be done once.


20- Bank Instructions Transfer
Bank orders from the previous period (non-remittance and payment date in the period to be transferred, but not paid within that year) are transferred to the next period.

How to check the Transfer made?
It can be checked via ERP > Bank > Bank Instructions.
Listing is done by selecting Money Transfer Status not created. Records that have not been transferred and whose payment date is within the new year must be received.

Warning:The transfer can be done once.


21-Inventory Carryforward Transfer

Inventory Carryforward transfer provides the transfer of stock movements from the previous period to the new period.

Carryover Inventories
It provides the transfer of stocks to the new period.
Source Period
The old period should be selected.
Target Period
A new period must be selected.
Transfer Spec

It provides the transfer of specs to the new period.
If the spec is not used, it should not be selected.

Transfer Shelf
It provides the transfer of shelves to the new period.
If the shelf is not used, it should not be selected.
Transfer Expiration Date

It provides the transfer of usage dates to the new period.
If the expiration date is not used, it should not be selected.

Delete performed transfers
If there is a previous transfer, it allows it to be deleted.

At the end of the transfer, the transfer receipts in the new period are grouped on the basis of warehouse and location.

In stock transfer, stock movements of all transactions that took place in that period (regardless of the Actual Shipment date) are transferred to the next period. Therefore, the stock movements of the transactions belonging to the new period with the Actual Shipment date in the old period when the stock transfer was made are also transferred. If desired, these stock movements can be manually removed from the transfer receipt created for the relevant warehouse, and a count or waste receipt can be created according to the Actual Shipment date when the movements will be valid.

After transferring stocks to the new period, the transfers should be deleted and re-created when transactions are made that will affect the stocks in the old period (delivery note, delivery note invoice, etc.). Or, in order to balance the stock amount, a count or waste receipt is issued according to the transaction type.

In order to follow the stocks correctly in the new period without transferring, the pos transfer process can also be performed.

How to check the Transfer made?
It can be checked via ERP > Stock Management > Stock Movements
Listing is done by selecting the transaction type Carryforward Receipt. Or the product can be checked via the stock card.

Warning: In any case, there is no harm in running it again.


22- Age of Inventory Transfer

This transaction allows to transfer the inventory ages in the period of the source year to the inventory carryforward receipts in the target period.

Source Period
The old period should be selected.
Target Period
A new period must be selected.
Check the department in the Receipts
It acts according to the warehouses in the receipts to which the stock age will be transferred. The stock ages of the products on the receipt are calculated from the transactions in the warehouses selected on the receipt, and warehouse dispatch, imported goods receipt, warehouse receipt transactions are also included in the calculation.
Ignore the ones that have been Carried forward
Valid only for transfers from the period. When selected, no retransfer is performed for carryforward receipts lines that have the inventory age transferred in the target period. When not selected, all carryforward receipts are retransmitted.
Transfer from Period
Transfers the inventory ages found in the previous period.
From File
The file format must be UTF-8 and the fields must be separated by semicolons (;). The fields in the file are respectively; Inventory Code; Age should be (in days) and column names should be in the first row. If “Check the department in the Receipts” and “Department” are selected; Inventory age is transferred to receipts in the selected department (specified receipt type).

How to check the Transfer made?

Control is provided by selecting the stock age box on the Report > Standard Reports > Inventory Analysis Report.


23- Consignment Transfer

It provides the transfer of Consignment Exit Delivery Note Transactions from the previous period to the next period.

Target Period
A new period must be selected.

How to check the Transfer made?
It can be checked by selecting the Bring From Carryforward Transaction checkbox on Report > Standard Reports > Consignment Report.

Warning: In any case, there is no harm in running it again.


24- Financial Statements Transfer

This transaction ensures that the definitions of the financial statements in the previous year's period are transferred to the newly opened period.

Source Period
A new period must be selected.
Target Period
A new period must be selected.
Statements
Transfer is made by selecting Income Statement, Balance Sheet, Cash Flow Statement, and Cost of Sales Statement.

How to check the Transfer made?
Control is provided through ERP > Accounting > Financial Statements.

Warning: In any case, there is no harm in running it again.


25- Accounting Period Opening Receipt

Route: System > System Management > Period and Maintenance Transactions > Opening Receipt


When you select it with this transaction, it creates an opening receipt for the accounting period.

If transfer from the period is selected; The current balances of the selected period are transferred to the first period of the relevant company after that period.

If transfer from file is selected; The opening receipt for the selected period will be rearranged in accordance with the created file.

Accounting Period
The old period should be selected.
Transaction Type
The receipts to be transferred must be selected.
Based on Transaction Currency
It is valid only for transfers made from the period. When the transaction is made in foreign currency, other foreign currency balances of the account are also transferred to the new period.
Based on Branch Office
While the balances in the period are transferred to the new period, they are transferred on a branch basis. It is for companies that follow branch-based Debt/Credit.
Based on Department
The balances in the period are transferred on a departmental basis when transferring to the new period. It is for companies that follow branch-based Debt/Credit.
Project Based
While the balances in the period are transferred to the new period, they are transferred on a project basis. It is for companies that follow project-based Debt/Credit.
Transfer from File

The file extension must be csv and the fields must be separated by semicolons ( ; ).

If there is information that will not be given, 0 (zero) should be written instead.

The fractional amounts in the file should be specified as ( . ).

File Line Format:

Account Code; System Second Currency; Other Currency Amount or Other Currency;

If "System Second Currency" is specified in the file, the system second currency balance will be calculated according to the exchange rate in the period when the opening receipt will be recorded.

Account codes specified in the file must be sub-accounts defined in the period in which the opening receipt will be recorded.

How to check the Transfer made?
It can be checked through ERP > Accounting > Accounting Receipts.
The new period is also listed by selecting the opening receipt transaction type.
If a selection is made from the transaction type field, only the selected transaction types will be opened. If all receipts are to be transferred, the selection should not be made.

Warning: In any case, there is no harm in running it again.


26- Accounting Period End Receipt

Route: System > System Management > Period and Maintenance Transactions > Closing Receipt


When you select this transaction, it provides automatic creation of the end receipt for the accounting period.

Accounting Period
The old period should be selected.
Transaction Type
The receipts to be transferred must be selected.
Based on Transaction Currency
When the transaction is made in foreign currency, other foreign currency balances of the account are also transferred to the new period.
Based on Branch Office
While the balances in the period are transferred to the new period, they are transferred on a branch basis. It is for companies that follow branch-based Debt/Credit.
Based on Department
The balances in the period are transferred on a departmental basis when transferring to the new period. It is for companies that follow branch-based Debt/Credit.
Project Based
While the balances in the period are transferred to the new period, they are transferred on a project basis. It is for companies that follow project-based Debt/Credit.

How to check the Transfer made?
It can be checked through ERP > Accounting > Accounting Receipts.
The old period is also listed by selecting the end receipt transaction type.
If a selection is made from the transaction type field, only the selected transaction types will be opened. If all receipts are to be transferred, the selection should not be made.
If the transfer is to be made again, the previously created end receipt should be deleted from the accounting receipts page first.

Warning: In any case, there is no harm in running it again.


27- Human Resources, E-Account Definitions

Staff Salary Information (Salary Base for Insurance Premium, Insurance Premium Rates, Tax Brackets), Flow Parameters, Foreign Currency Equivalents are defined on the E-Account > Definitions page.


28- Employee Salary Transfer

It can be done from the HR > Personnel - Payroll > Payroll and Timekeeping field.

Note: In the E-Account Definitions, Currency Reserves, Payroll flow parameters and Salary Rules pages, the subject of the salary calculation of the employees (insurance premium wages, insurance premium rates, tax brackets, overtime, number of notice days, execution, advance and mandatory employee information) definitions of the basic calculation parameters of all fields that are subject to salary calculation are made.

Feedback

Did you find this content helpful?
Related Contents