Close Accounting Period Process Overview

Close Accounting Period

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• Step 1: Complete BO process
• Step 2: Generate ACH file
• Step 3: Resolve errors and re-process ACH
• Step 4: Close Accounting Period
• Step 5: Resolve any errors
• Step 6: Open the next Accounting Period
• Step 7: Generate GL Feed

Common Errors and Their Causes

1. Open or Empty Payroll/Billing Batches
   • Errors may occur if there are unused or incomplete payroll or billing batches.
   • Unbilled billing units or partial transactions can also prevent closure.
2. Open Time Entry Batches
   • The error message "There are Time Entry batches which are still open or active" indicates that one or more Time Entry batches remain open.
3. Pending ACH File Requirement for Direct Deposit Batches
   • If payroll batches include Direct Deposit payments, the system requires an ACH file to be generated before closing the period.
4. Pending Import Connect Time Sheets
   • Errors may arise if there are unresolved Import Connect Time Sheets.

Step-by-Step Resolutions

1. Resolve Open or Empty Payroll/Billing Batches

• Discard any payroll or billing batches you do not intend to use, including empty batches.
• Complete the billing process for any unbilled billing units.
• Address partial transactions by fully processing or removing them according to your workflow.
• Attempt to close the accounting period again.

2. Close Open Time Entry Batches

• Navigate to Time Entry > Options.
• Select Closed Batches to review batch statuses.
• Identify any open batch and verify it has no transactions.
• Close the open batch.
• Retry closing the accounting period.

3. Generate ACH File for Direct Deposit Batches

• If Direct Deposit payments exist, generate the ACH file:
  • If you do not process payroll through Avionté, create a dummy ACH file and discard it afterward.
• This satisfies the system requirement for closing the period.

4. Clear Pending Import Connect Time Sheets

• Navigate to Time Entry > Actions > Import Connect Time Sheets.
• Select the relevant items.
• Enter a delete reason and delete the selected items.
• Attempt to close the accounting period again.

Preventative Measures

• Regularly review and close unused payroll, billing, and Time Entry batches.
• Ensure all Direct Deposit batches have ACH files generated before attempting to close the period.
• Clear pending Import Connect Time Sheets promptly to avoid errors.