MONTH-END PROCEDURES

The month-end procedures will be take place from the 1st, 2nd and 3rd day of the new coming month. Once we have closed the purchase order and accounts payable modules on the 1st day, we will contact you by fax and email and you will be able to start inputting batches for the new period, prior to the remainder of the month-end being completed. The month-end timetable is set out below:

• Last working day of the current month - Purchase order module
  
  Please check that you do not have any incomplete purchase order batches and ensure that all ready-to-post batches are entered and posted by 12pm.
  No further batches can be entered until the month-end procedures for this module have been completed.
  
  
• Last working day of the current month - Accounts payable module
  
  Please check that you do not have any incomplete invoice Batches. All ready-to-post invoice batches must be faxed to Finance (Ash Karadia) by 12pm. Please use fax number 020 7514 6095.
  All registered invoice batches should be entered and posted by 12pm.
  No further batches can be entered until the month-end procedures for this module have been completed.
  
  
• Last working day of the current month - Cash book
  
  Please check that you do not have any incomplete receipts batches.
  All ready-to-post sundry receipts batches must be faxed to Finance (Dianne Blomfield) by 12pm. Please use fax number 020 7514 6095.
  No further batches can be entered until the month-end procedures have been completed. All cash receipts received should continue to be banked promptly. All cash received prior to the last working day of the current month should be entered by 12pm on the last working day of the current month. Ideally these cash receipts should also be banked by the last working day of the current month. However, if this is not feasible, due to the timing of cash collections, these receipts should be banked as soon as possible.
  All cash received after the last working day of the current month should be entered on the system in the new period, when it reopens.
  
  
• Last working day of the current month - General ledger
  
  Please forward any expenditure transfer forms to Finance by 12pm to ensure that they are processed in the current month.
  
  
• Last working day of the current month - Sales Ledger, Finance (only applicable to the halls of residence)
  
  Please ensure that all invoice and allocation batches which relate to the current month have been input and posted.
  
  
• 1st, 2nd & 3rd Day of the new coming month - Month end processing
  
  The system will remain closed for the posting of invoice batches, cash batches and general ledger journals and for the completion of the month-end procedures.
  

During this time it will be possible for all users to log onto the system and use the enquiry functions. You should not enter any additional batches until further notice.

You will be notified by fax and email as soon as Finance has completed the month-end procedures for the purchase order and accounts payable modules. At this point you will be able to enter new batches in these modules. Please note you will now be in a new period.
Once the month-end has been completed for all modules you will be notified again by fax and email, and at this point all usual facilities will be available.

Once the finance system has been reopened, please note that we will be a new period.

*Please note the above dates are subject to change