Here’s how to avoid error messages in the new year when posting receipts, shipments and invoices

The end of the year is approaching, which means the busy December period is around the corner. Right now, you’re doing everything possible to finish this year smoothly. Once that’s achieved, it’s important to keep the momentum going and start the new year on the right foot. To make this happen, it’s essential that you perform the End-of-Year Check. This ensures you’re well prepared and won’t find any bad surprises come January.

The End-of-Year Check

The End-of-Year Check includes the following steps:

• Updating your No. Series.
• Adjusting your contracts and corresponding lines and detail lines.
• Updating your accounting and invoicing settings.

If you don’t update these settings, error messages may appear. In the event this happens, our support team is, of course, ready to assist you. However, prevention is always better than cure.

Avoiding error messages when posting receipts and shipments

Mistakes can happen easily. To prevent this, you can configure your accounting settings to allow postings only within the current fiscal year. Don’t forget to update this setting to the next fiscal year. If you don’t, an error message will appear whenever someone attempts to post receipts or shipments.

To update this, search for ‘General Ledger Setup’ in your system. You’ll then be directed to the following screen:

Here, you can fill in the fields ‘Allow Posting From’ and ‘Allow Posting To’ with the correct dates. If necessary, you can assign individual users different posting periods via the user setup. To do this, search for ‘user setup’ and enter the updated posting dates for the desired user.

Avoiding issues when creating invoices

A new year also means a new invoicing period. If your invoicing periods currently run until the end of 2024, you’ll encounter problems when posting invoices in 2025. To avoid this, you’ll need to create new periods in the ‘invoice period list’.

In the table that appears, click on the invoicing period you want to modify (e.g., week). Then, click ‘create lines’ in the top left corner. A series of options will appear on the screen:

First, specify how many new periods you want to create in the ‘No. of periods’ field. Next, define the period length using a code:

• ‘W’ stands for week,
• ‘M’ stands for month,
• ‘Y’ stands for year.

For example, if the period length is one week, the code will be 1W.

The ‘from date’ is the date immediately following the last entered period. You can leave the ‘last date’ field blank.

This process allows you to automatically generate periods for the upcoming year, saving you time compared to manual entry. Something you’ll definitely appreciate during this busy times.

Ready your logistics operation for 2025

Once you’ve also updated your No. series and contracts to match the new periods, you’ll be fully prepared to enter 2025 with confidence.