Note: Please make sure that press "Stop Download/Upload" option in Administrator menu before Run Close Financial Year Process.

Close Financial Year:  In this 16.2.39 version, we have introduced a new option “Close Financial Year ” in “System->System Maintenance menu. This option will automatically close your current financial year and will create a new financial year in which you can start your billing from 1^st April.

This process will first take your data backup and then run Indexing/Structure Verify option after that Software will check Data Corruption. After this Closing window will be shown to you on screen. By default options are already tick so you can just click on OK button to continue else select as per your business requirement. Software will auto complete Closing & Creates a New Financial Year Firm & also auto run Structure Verify/Indexing option in new year company & will ask to Import Customer/Supplier Outstanding. If you want to import Customer/Supplier Outstanding then click on OK. When you press OK then Software Import Outstanding & after that software asked Password for Update Outstanding Links. If you enter OK with blank Password in that case software also import Outstanding & if you required Password then please contact to Local Service Provider either makes a ticket at swildesk.com for online support. After completing the process you can start billing in New Year Company.

You can also take help from Closing Videos available at following link:

Unisolve/Cross Closing Video Link: https://support.swildesk.com/portal/kb/articles/unisolve-cross-closing-videos

To do financial year closing in 16.2.38 or older versions please following below mentioned steps:

Before you go for CLOSING the financial year, keep in mind that first you have to take DATA BACKUP. To smoothly close the financial year please follow the instructions given below:

Pending Purchase Challans: If you have not received the purchase invoices against the pending purchase challans then please create the purchase invoice & clear the pending challan and leave the Net Amount blank in the purchase invoice. You will have to modify and enter the Net Amount, whenever you receive the purchase invoice. (If you are using our latest version 16.2.39, then you can also Transferred your Pending Purchase Challan into next Financial Year Company.)

Pending Sales Challan (Packing Slip): Pending Sales challans (Packing Slip) can be carried forward to next year. Please answer the question as “Y” while doing financial year closing to do the same. This will delete all the pending sales challans from last year company and will carry forward to new year company with new serial number starting from 1 in April 1^st.

Pending Purchase Order: Please note that pending purchase orders are not carried forward to next year. If you want to transferred Pending Purchase Order in New Year Company. Please tick the option “Transfer Purchase Order” while closing financial year. This option is available if you are using US 16.2.39 version.

Pending Sales Order: Pending Sales orders are automatically transferred to the new year company after closing.

Pending Purchase Return: Pending purchase returns are transferred to New Year Company after closing. Please tick the option “Transfer Pending Purchase Returns” while closing financial year.

Pending Sales Return: Pending Sales Returns are automatically transferred to New Year Company after closing.

Balance Validation: Before one or two days of closing, please run System-> System Maintenance->Balance Validation option with all the questions “Y” (Select) to validate the stock. Before closing match the computer’s stock with the physical stock in your shop and make the surplus/shortage entries if required. Ensure that exact stock is carried forward to next year. Please enter “N” (Not Select) in “Do you want to auto create Shortage/Surplus (Stock is Diff.) when you run Balance Validation. This option creates Shortage/Surplus entry automatically if you have “Y” (Select) in “Do you want to auto create Shortage/Surplus (Stock is Diff.) option when your run Balance Validation.

Pending Unpaid Cash Bills: If you maintain Sales Person wise Cash/Credit Bills than please take the report “Bills Status Details” in Analysis->Sales Person Wise Sales menu and check the same so that exact sales person wise cash bills are carried forward to next year.

Pending Outstanding: If you maintain Bill-to-Bill payment system, then first complete all the receipts & payments of last year. To import the customer/supplier bill wise outstanding please use “Import Customer’s Outstanding” & “Import Supplier’s Outstanding” options from System->System Maintenance. This option will import the pending bills up to the current account balance of the party. It will ask you to select the source company so please select the last year company, then it will ask you to select Customer List when you Import Customer’s Outstanding & Supplier List when you Import Supplier’s Outstanding, so please select the All Customers & All Suppliers that you want to import. Please enter the last financial year when the period is asked. Please specify “N” in question “Import Bill wise Detail” if you don’t want to import bills wise details and only want to import a consolidated entry of the outstanding. This process may take some time & after the completion of this process all the pending bills will be imported to the New Year Company.

Accounts Balance Transfer: To import the net balance of other accounts from last year please select “Import Opening Balances” option from Accounts->System->Import Data menu in the New Year Company created after closing. After importing please run “Balance Validation” option from Accounts->System menu. Please note that accounts balances can be imported at any time in the current year company and can be done again if required.

Handling of Closing Stock: You can take out the closing stock value from Queries->Stock Valuation option. Please ensure that correct Closing Stock schedule No. is mentioned in System->System Maintenance->System Parameters. Now when you will see any of Trading Account, Profit & Loss A/c or Balance Sheet, it will ask you to enter the Closing Stock value.

Now please click on Ok to continue the closing process. After the completions of the process, please run Structure Verify, Indexing & Balance Validation options in New Year Company from System -> System Maintenance menu.

FINAL CLOSING PROCESS

Data Backup:  Please ensure that you have taken proper backup of your data before financial year closing. Please take the backup on External Drive & Local Hard Disk both.

Please select System->System Maintenance->Close Financial Year option to close the financial year. Please check the closing date as “31/03/19” and you will be asked the following question:

Recalculate Product Balances: (Please tick this option if you have not run the Balance Validation option earlier)

C/F Discontinued Customers: (Please tick this option if you want to carry forward the discontinued customers to next year)

Transfer Pending Packing Slip: (Please tick this option to carry forward the pending sales challan to next year)

Delete Packing Slip in Last Year: (Please tick this option to delete pending sales challan from last year and C/F to next year)

Transfer Stock as Opening Stock: (Please tick this option to carry forward your closing stock in next year as opening stock & if you don’t want to carry forward your closing stock in next year then please remove the tick from this option)

Transfer Pending Purchase Returns: (Please tick this option to carry forward the pending purchase returns to next year)

Transfer Hold/Release: (Un tick from this option if you don’t want to transfer the stock issued under Hold/Release option)

Transfer Cr./Dr. Note (Posting=’N’, Adj.=’N’): (Un tick from this option if you don’t want to transfer the Posting A/c=“N” & Adj. In Invoice=“N” under Sales Return Note option)

C/F Discontinued Supplier: (Please tick this option if you want to carry forward the discontinued suppliers to next year)

Transfer Nil Balance Batch Older than 365 days: (Please tick this option if you want to carry forward the Nil Balance Batch older than 365 Days to next year)  This option is available if you are using US 16.2.39 version.

Transfer Pending Purchase Challan: (Please tick this option if you want to carry forward the Pending Purchase Challan to next year) This option is available if you are using US 16.2.39 version.

Transfer Purchase Order: (Please tick this option if you have to transfer Pending Purchase Order) This option is available if you are using US 16.2.39 version.

Transfer Unpaid Bills of Sales Person: (This option will be displayed only when question ‘Show last year Unpaid Bills in “Payment Status of Bills” is ticked in System->System Maintenance->System Parameters->Others menu. Tick this option if you maintain Sales Person wise Payment Status of Bills and want to carry forward Unpaid Bills of Sales Persons to next year)

Now please click on Ok to continue the closing process. After the completions of the process, please run Structure Verify & Indexing options in New Year Company from System->System Maintenance menu. Now you can start working in New Year Company. After closing on March31, please check Stock & Invoice Print Out to avoid any mistake in new financial year.

Note: Please make sure that press "Stop Download/Upload" option in Administrator menu before Run Close Financial Year Process.

If you require support please read:  How to get online support (Guide & Video)

Thanks

SWIL Team