This article and video provide a walkthrough of the Month End screen and
closing process in the EMDECS full accounting system. From Month End you can add manual journal entries, close/open monthly periods, and generate depreciation.
2 Month End Walkthrough Video
Click on the square at the bottom right-hand corner to view the video in full screen mode.
3 Access Month End Screen
To access month end controls, open the Financials menu and
select Month End .
4 Manual Journal
The Month End screen opens to the Manual Journal Entry tab.
Manual journal entries are used to add journal entries that are not created by
transactions in EMDECS. For example, you may need to add a journal entry
for monthly banking fees, payroll, or to made a manual adjustments to an
account (i.e.you need to reduce your inventory asset account by $500 due to
theft or damaged inventory).
Prior month end adjustments can be searched using the Search field, and filtered by source and the Include Posted Batches checkbox.
4.1 Add Manual Journal
- The first step in adding manual journal entries is to create a new batch
which will contain the manual journal entries. Click Add Manual
Journal Batch .
- Enter a description, date, and select a source from the drop-down list.
Click Save / Exit .
4.1.1 Add New Source
- If you need to add a new source category, click Add New .
Enter a code and description for the new source, then click Save /
A new batch number will be added to the list. With it highlighted,
click Add Manual Journal Entry to add a journal entry to the
4.1.2 Add Manual Journal Entry
A Manual Journal Entry screen will pop-up. The date, GL account,
description, and division must be filled in as required fields, then enter the
appropriate debit / credit amount.
The Entry Control Options in the bottom pane are optional - unless your
system has been configured to require specific fields. These may be
useful if you do reporting or analysis of manual journal entries by specific
locations, warehouses, customers, etc.
Click Save / Exit at the bottom of the screen to save the
The manual journal entry will be added to the list in the bottom pane.
Repeat the Add Manual Journal Entry
steps 5 and 6 to add additional
manual journal entries.
After all entries have been added, and the debits and credits are balanced, click on the Post
to post the manual journal batch.
4.2 Un-Post or Reverse
a Manual Journal Batch
- To review or make changes to posted journal batches, put a check next to Include
- Posted batches can be un-posted (if they have not yet been journalized) or
reversed by clicking the Un-Post or Reverse buttons. Un-post re-opens the manual journal batch so you can make changes to it
(provided the period is not closed). Reverse creates a new batch with opposite entries to cancel out the original
batch (if a period is closed, for example, and you want to reverse instead of
re-opening periods to un-post).
- When reversing a journal batch, a pop-up window will prompt you to enter the
date for the reversal. Optionally, you can check the option to Automatically
Post Reversal, then click Reverse.
The Generate Depreciation tab is only applicable if you use our Asset
Depreciation module. If applicable, select a year from the drop-down
list, then click the Generate buttons to calculate/generate depreciation for
the highlighted period.
6 Close / Open Months
Months can be closed and re-opened from the Close / Open Months tab. Before closing a month, ensure that you have invoiced all repairs, counter
sales, POs, etc. for the month, and generate all journal batches prior to closing. Click here for our help article on how to journalize GL batches.