Overview
The general steps in the month-end process involve checking for incomplete tasks in each module, notifying the relevant individuals to complete them, and then exporting the data to finance. The Month End Wizard is designed as a tool to systematically check each module to minimise errors and ensure no data is missed are processed in the necessary order. It provides a feature to send notifications to task owners to remind them to complete these tasks. Only when all documents are approved, batched, and exported to the financial software, is that module considered complete and moves on to the next module, repeating the process.
The wizard also supports pause and resume functionality, allowing the Month End Person to pause and return to the process at any time.
Note
System Admin or Finance Licence Users that are authorised to access the Month End Wizard.
This wizard does not make actions., it checks and displays status for Month End Person who will perform the tasks on screens outside the wizard.
When there are multiple unclosed periods, MEW processes them from the earliest to the latest. Before launching, MEW needed to be configured.
User Document: Month End Wizard
Process
Overall, within each module, the Wizard will check and display the quantity of:
Pending approval documents in the Reporting period.
Unbatched documents in the Reporting period.
Batches not yet exported in the Reporting period.
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Config the Wizard | Via the settings, the Month End Person can: Select the Wizard mode: determine how the Month End Wizard works: Off: Not enabled. Trial: This mode provides warnings only, allowing the Month End Person to complete modules. It is designed for organisations to familiarise themselves with the feature before officially implementing it. On: Requires users to complete specific steps before finishing a module.
Determine how many future periods will be opened. At least one future period (the next one) should be opened. Please note that opening or closing periods occurs in the Period End Maintenance screen, not in the Wizard. Define the content of the notification email that will be sent to corresponding person (employees in the organisation) to remind about any incomplete tasks during the process. Define the Month End Person who can perform the Month End Wizard.
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Launch the Wizard. | Start new Wizard process or resume from previous session. Verify tasks and documents in the modules by clicking the Check button, and send notifications for any unfinished tasks to the relevant individuals using the designated button. The system will automatically email them with the predefined content set in the settings. Export batches to integrated system at the end of each module as needed.
For the first launch, the system will identify the oldest open period to work on. If no open periods exist, a system admin must configure this in Period End Maintenance. Subsequently, periods will be automatically managed by the MEW. Upon completing the wizard, the current period will close, and a defined number of future periods (as specified in the settings) will be opened. The MEW can be paused and resumed at any time. This means that while waiting for others to complete their unfinished tasks, the Month End Person can work on other activities and return to MEW later to check progress, rather than having to stay on this screen and wait.
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