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Calendar Year-End Procedures Checklist

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Use this checklist as a basic guide for completing your calendar year-end procedures. We have included links to additional information to assist you.

1. Suspend Web StorefrontECinteractive Site Maintenance

� Switch your Dealer Station, ECinteractive, DForce, or DForce2 site to Offline Maintenance in your site’s Admin Control Panel. Be sure to schedule maintenance appropriately.

� Ensure that no users are logged in to your web storefront.

Updated December 2017

Calendar Year-End Procedures ChecklistCalendar year-end procedures include the following. You can click any item below to go to that point in the checklist.

1. Suspend Web Storefront

2. Set Procs to Inactive

3. Check Program Status

4. Perform a Level M Shutdown

5. Back Up Your Data

6. Stop Scheduler Engine

7. Complete Day-End Procedures

8. Complete Month-End Procedures

9. Print Year-End Reports

10. Copy V-AUX File

11. Print 1099s

12. Execute the (MK)[Y] Procedures

13. Rename Journals

14. Close Payroll

15. Close G/L

16. Run Data Dictionary on All Files

17. Sync SQL

18. Set Procs Back to Active

19. Back Up Your Data

20. Perform a Level R Shutdown

21. Set Your Web Storefront Back to Active

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Calendar Year-End Procedures Checklist

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2. Set Procs to InactiveUsing Proc Files

� Set procs to inactive in the (ZE)[7] Program Launcher screen.

3. Check Program Status Checking Processes

� No programs are running.

� No users are logged in.

4. Perform a Level M ShutdownProtecting Your Data for Dedicated Procedures

� Perform a Level R (Reboot) shutdown from the server.

� Perform a Level M (Maintenance Mode) shutdown from the server.

5. Back Up Your DataSetting Up Your ECi Remote Backup Solution; Backing Up SQL Data

� Complete DDMS system backup.

� Restart TBL Server.

6. Stop Scheduler EngineUsing the EBS SQL Import Panel; Troubleshooting DDMS SQL Validation Errors

� Stop the scheduler engine in the EBS SQL Import Control Panel.

7. Complete Day-End Procedures Day-End Procedures

� Day-End Complete.

8. Complete Month-End Procedures Month-End Procedures

� Month-End Complete EXCEPT for (MK)[M]

9. Print Year-End ReportsNote: These are last chance reports.

� Item Catalog Master Listing. Printing the Item Catalog Master Listing

� Customer Master Listing With History (Optional). Printing the Customer Master Listing

� Full Sales Analysis. Printing the Sales Analysis Full Report

10. Copy V-AUX File Copying V-AUX

� Copy the V-AUX file to the VAUX2017 file.

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Calendar Year-End Procedures Checklist

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11. Print 1099s Printing Federal 1099 Forms

� Print 1099s in the (V) Personnel/Payroll Reports screen.

12. Execute the (MK)[Y] Procedures Executing the (MK) Period-End Procedures

� Change the current period.

� Execute Customer Period-End.

� Execute Vendor Period-End.

� Execute Item Period-End.

� Execute Salesman Period-End.

13. Rename JournalsYear-End Worksheet: My Renamed Journals

� Accounts Payable.

� Accounts Receivable.

� Purchase Orders.

14. Close PayrollReleasing Payroll Checks; Printing Payroll Reports; Printing the Payroll Check Register; Printing the Quarterly Payroll Register

� Release the last of the year’s payroll data to G/L.

� Print a Check Register (Optional—This is a last chance report)

� Print a Quarterly Payroll Register and release voided checks.

� Print a State Quarterly Report.

� Print W-2 forms.

� Print additional reports as needed: 401k Deductions, Cafe Deductions, Wage Summary, and SRA Deductions.

� Rename PP-YEAR.

� Copy PP-HIST to the PP-HIST16 file in case you need to reprint W2s.

� Perform the year-end function in the (HN) Personnel Master screen.

� Update the Federal Tax Tables fields.

� Update the (L5) State Payroll Tables screen, if needed.

� Shut down and backup your data.

15. Close G/L Execute G/L Year End; Printing the General Ledger Batch Report

� Add any new G/L account numbers and assign categories and subcategories to the Chart of Accounts.

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Calendar Year-End Procedures Checklist

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� Complete postings.

� Post Cost of Goods for periods 1-11.

� Print the G/L Batch report and release batches.

� Reset summaries.

� Ensure that Carry Forwards are set properly in Chart of Accounts.

� Note the two-character general ledger volume serial in the (L0) Global Parameters screen.

� Back up CHARTFILE, GL-MASTER, GLD-MASTER, and BUDGETFILE if you have not already done so for day-end or month-end.

� Go the (J) Chart of Accounts Master screen and select [Y] for Year-End.

� Enter your password and press Tab in the Enter Location for Year End field.

� Select the [A] action code in the Secondary Page field.

� Fill in the prompts for the year you are closing. At the Are You Sure prompt, type Y.

� Post retained earnings to Period 00 of the new fiscal year as a one-sided entry.

Note: Posting retained earnings can be done at a later time, if needed.

� Run a full detail report of G/L and save it (optional).

� Print financial statements.

� Shut down and backup your data.

16. Run Data Dictionary on All FilesFixing Field Definitions with the Data Dictionary

� Data Dictionary run on all files.

17. Sync SQL Using the EBS SQL Import Panel

� Delta sync SalesOrder.

� Delta sync Accounts Payable.

� Delta sync Accounts Receivable.

� Delta sync Purchase Order.

18. Set Procs Back to Active � Set procs to active in the (ZE7) Program Launcher screen.

19. Back Up Your Data � Back up your data.

20. Perform a Level R ShutdownProtecting Your Data for Dedicated Procedures

� Perform a Level R (Reboot) shutdown.

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Calendar Year-End Procedures Checklist

© 2017 ECi Software Solutions, Inc.

21. Set Your Web Storefront Back to ActiveECinteractive Maintenance

� Web storefront is active.

This completes your year-end procedures. Now, do a year-end spot check to ensure that you are ready to begin business again.