End of Financial Year Checklist

MYOB AccountRight Live

 

First, you should complete your usual end of month procedures to ensure that all of the following transactions have been entered to the 31st of March.

  • Purchases (creditors)

  • Sales (debtors)

  • Bank transactions (cheques and deposits)

 

Then:

  • Reconcile your bank account(s)

  • Complete your GST return

  • Review your accounts and reports (instructions below)

  • Optimise your data file (instructions below)

  • Backup your data file (instructions below)

  • Send your information to us (instructions below)

  • Lock the year (instructions below)

 

Review your accounts and reports

 

Review the Chart of Accounts, Balance Sheet and Profit and Loss Statement to identify potential issues or concerns. Look for figures that seem ‘out of the ordinary’ or unexpected.

 

It is very important not to make any changes to the system if GST returns have already been processed for the period.  If there are transactions that require further explanation, print a copy of the transaction and send to us.

 

Backup your data file

 

We recommend that you make two sets of backups. Store one backup in a secure location away from your business.  We would be happy to store an electronic backup in the office if desired.

 

Please name and label all backups carefully and thoroughly.  For example, name the backup file COMPANY NAME15A and label the CD or USB stick ‘Company name  31/3/15 – Backup A’.

 

 

To make a backup:

 

  • Choose Backup from the File menu.

  • A dialogue box appears, allowing you to enter a name and select a location for the backup file you’re about to create.   Select the right location i.e. a, c, d, e or f drive.

  • Enter the name you want to assign to the backup, or accept the default name (which includes the date and month.  For example a file saved on the 15th April which be recorded as 0415)

  • Take a note of the file location and name.

  • Click Back Up to create the backup.

 

Ensure we have your information

 

Either bring the backup USB stick into us if you are not using MYOB Live in the cloud, or ensure we have been invited to have access to your MYOB Live file in the cloud.  Please advise us what your password is (if applicable). 

 

To send a backup via the email:

  • Create a message as usual:  to ruth@bm.co.nz

  • Insert an attachment,  (click on the “paperclip symbol”, or “Insert / file”)

  • Enter the relevant drive when you saved the backup in the “Look in” field. (i.e. a, c, d, e or f drive)

  • Select the relevant file name

  • Click “Insert”

  • In the body of the message, note the name and version number of the MYOB package you are using.

  • Send message, as usual

 

 

Lock the financial year - This Step is Critical

 

Once you have provided us with the information needed, lock the last financial year so that no entries are made or changed for the old year.

 

  • Go to the Setup menu/ Preferences and select the Security tab. Put the tick on: Lock Period: Disallow Entries Prior To: 1 April 2015.

 

If you do find a transaction that needs to be altered for the 2015 financial year, please contact us so we can determine the best way to make an adjustment.

 

Ensure you are in the 2015 financial year

 

To check which financial year your MYOB software is in go to the Setup dropdown menu, Company Information.  At the bottom right of this window you will see the current financial year.

 

If you are not in the 2015 financial year you will need to do the following procedure:

  • Click the File drop down menu and choose Close a Financial Year.

  • You will get a message asking if you are the only one using the file, if you are click Yes, I’m the only user.

  • Read the screens as you go through the process, checking that the year you are rolling into is correct, you may remove audit trail entries

  • Carry on to the screen with the Close the Financial Year.  Once you have clicked this MYOB will start a process that may take a few minutes, depending on the size of your file.  MYOB may say that it is not responding, but it is still doing the process in the background, so just let it run.  Once this has finished you can continue on as normal.

 

BM Accounting Limited