# End of year rollover

What is an “end of year rollover”?

An End of Year rollover is simply a way of telling Accentis Enterprise that it is operating in a new financial year. It is only required to be performed on any current, live database.

Why do you have to do it?

All companies operate their accounts within a given financial year and the company’s financial year Opening and Year to Date balances are reported in respect of your system’s current financial year. Accentis Enterprise also has built-in efficiencies to allow very fast calculation of current financial year information and subtotalling of monthly balances for the year. At some point after a financial year has ended, Accentis Enterprise must “roll over” accounts to the new financial year and recalculate these totals and period balances in respect of the new financial year.

How do you tell if it has already been done?

When you run Accentis Enterprise, look at the bottom of the main window in the status bar and you will see the financial year reported. In the example below, the financial year is 2019/2020:

This database must be rolled over within 3 months of the end of the financial year shown – in this case, by September 30, 2020. If this database had already been rolled, the date would be showing 2020/2021.

Last edit 14/09/20

How long do you have?

Accentis Enterprise gives you three months from the end of a financial year to roll over. It retains all subtotals and calculations for these additional three months and when you roll over, it will put that information into the first three months of the new financial year. You will see these in your account period balances as periods 13, 14 and 15.

In the example shown above, the database MUST be rolled over before September 30, 2019.

Last edit 16/09/19

Things that you cannot do until you have rolled over…

Until you have rolled over to the new financial year, you will be unable to:

- Process any asset transactions dated after your financial year end
- Process any other financial transactions dated more than 3 months after your financial year end (for most companies, this will be September 30)

What does a rollover actually do?

When a database is rolled over to a new financial year, the following occurs:

1. A copy is taken of the current database and renamed to include the date of the financial year from which you are rolling over
2. The financial year in the current database is updated to the new financial year
3. The opening balances of all profit and loss General Ledger accounts in the current database are reset to reflect the current financial year’s data.
4. All Balance sheet accounts retain their balances, but their Opening Balances are set to the prior financial year balances as at the end of the prior financial year (i.e. the balances are carried forward).
5. The Payroll Year to Date figures for employees are reset to reflect the current financial year’s data.
6. Fixed Asset opening written down values, prior year and current year depreciation values are updated
7. Inventory opening balances and quantities are set to reflect the prior year closing balances.

Other systems lock everything off or lose data – what about Accentis Enterprise?

All of your data from prior years is available to you after a roll over. While you can’t change any prior year records that affect inventory, you can change any other record (even though it doesn’t affect the general ledger, you can still change it to reflect reality) and you can still reference old jobs, invoices, payments, etc.

Why not just roll over to a new year on July 1?

Once you have rolled over to a new financial year, it is more difficult and sometimes infeasible to maintain transactions in the prior year. Changes to records that are dated in the prior financial year will not update your current General Ledger balances and you cannot change any records that will affect inventory if the date is prior to the new financial year.

It is rare that on July 1 you will have all of your supplier invoices entered for June, customer invoices issued and statements run and you may not have finalised your stocktakes.

What about financial years that are not July-June

For any systems whose financial year is either Jan-Dec or Apr-Mar (e.g. New Zealand), the same rules apply and you have 3 months from the end of your financial year to prepare for the rollover.

What needs to be done before rollover?

The following should be done as at the end of the financial year before you roll over:

1. Ensure all of your customers have been invoiced
2. Ensure that you have received all invoices from suppliers
3. Ensure that all employees have been paid as required
4. Ensure that all of your fixed assets have been depreciated as required
5. Perform a stock valuation and make stock adjustments as necessary
6. Ensure that you have checked your “un-invoiced receives” report and cleaned it up to the end of the financial year you are about to roll over from.

How do you do an End of Year rollover?

You may either call Accentis Support and we will roll over your system for you, or you can do it yourself by following these instructions:

To perform an end of year rollover:

1. Take a complete backup of your Accentis Enterprise databases
2. Ensure you have sufficient disk space available for a complete backup of your Accentis Enterprise database
3. Ensure all users are logged out of Accentis Enterprise
4. Log on to the server’s Console Session in which the Accentis Server process is running
5. In the Accentis Server window, right-click on your current financial year database file and select End of Year rollover
   1. Respond to any questions that you are asked
   2. Once done, rename the prior year rolled-over database to be consistent with the naming convention that has been used for other databases (e.g. X16/17 ABC Pty Ltd)
6. If you have more than one current financial year database, repeat step 5 for each of these databases

When should a rollover be done?

A rollover should be done by at least a week prior to your 3-month extended financial year end to ensure an adequate amount of time to resolve any outstanding issues prior to the cut-off date. For most companies, the cut-off date will be September 30 so you should consider the rollover on or before September 23.

You will not be able to post any transactions into Accentis Enterprise after 3 months from the end of your system’s current financial year.

How long does it take?

To log all users out, restart the Accentis Server in console mode, perform the EOY roll over and then restart the server takes about 10-15 minutes. It can be done during the day but it is recommended that it is performed after hours in case something unexpected occurs such as disk space shortage, antivirus intervention while backing up, or any other unexpected errors.

Accentis Support staff can perform the EOY rollover for you at a time that is suitable to you at our standard hourly rate – typically a 10-15 minute charge.

Do users need to be notified after the rollover has been done?

No, not unless they have been waiting to put in post-financial year transactions. Most users will be completely unaware that anything has changed. Their user names and passwords will be the same, their environment will be the same and they will be able to do their work on the system just as they did before the rollover. Any users who attempt to enter records prior to the new financial year will be given a warning and told that the transactions will not be updated. If a user attempts to perform prior year inventory or fixed asset transactions, they will receive an error.