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GL Month End Close

GL Month End Close closes subledgers and/or the general ledger through a selected month after posting for that month is complete. Closed months stay available for journals, trial balance, and financial statements, but posting and corrections stop. There is no separate year-end close form — closing the last fiscal month uses this same form.

Hard rules​

  • Always close subledgers before the general ledger. GL Through Month must be equal to or earlier than the last month closed in subledgers. You cannot close GL while subledgers for that month are still open.
  • When reopening: always reopen the general ledger first, then reopen subledgers (reverse of close order).
  • Unposted GL Journal Transaction Entry batches for the period block Close General Ledger until posted or cleared.

Restrict who can run this form (reopen prompts can limit other users based on Max # of Open Months in GL Company Parameters).

Before you start​

  • Transactions for the period are posted.
  • Job billing invoices that should hit the period are interfaced.
  • Pay periods that belong in the month are fully closed.
  • Review Close Check tabs (below) and clear required items.

Close options​

  1. Open GL Month End Close. The form shows last month closed in Sub Ledgers and in General Ledger.
  2. Choose Close Sub Ledgers and/or Close General Ledger.
  3. Set Through Month.

Closing subledgers​

  • All Others checked: closes all other subledgers and also closes AP and AR (those checkboxes auto-check and disable). Docs: you cannot close other subledgers while AP and AR remain open.
  • All Others unchecked: close Accounts Payable and/or Accounts Receivable independently so other modules can stay open for cost posting, adjustments, and allocations. Last month closed in AP and AR must be equal to or later than last month closed for all other subledgers.
  • Closing AP limits batches from PR AP Update, SL Update, MS Hauler and Material Payments, and IM AP uploads.
  • Closing AR limits batches from JB Progress Billing, JB T&M Bill Init, JB Interface, JB Batch Process, MS Invoice Edit, MS Invoice Initialize, and IM AR uploads.
  • How many months can stay open is controlled by Max # of Open Months in GL Company Parameters (need at least 2; recommend 2–4; never more than 24).

Closing GL​

  • Through Month must not be greater than last month closed in subledgers.
  • Run Close Check and clear unposted GL journal batches and other required items.

Close Check​

Select Close Check before OK. It searches for unprocessed work for the modules being closed. If nothing blocks, OK is enabled. If the month is not ready, use the bottom tabs.

Required (must clear):

  • Unposted Batches — HQ company, month, batch ID, source, creator, in-use-by, status
  • AP Prepaids
  • JB Invoices
  • PR Pay Periods (final update status for JC, EM, GL, AP)
  • MS Uninvoiced Tickets
  • MS Interco Invoices
  • SM Invoices
  • PM Corrections (error corrections not interfaced)
  • SM-only: miscellaneous work completed lines not yet in SM Batches (message above the grid); pull into SM Batches and process. If already in an unposted batch, they appear under Unposted Batches with Source SMLedgerUp.

Informational only (do not block by themselves):

  • AP Unapproved Invoices
  • MS Hauler Payments
  • MS Vendor Payments (display capped at 500)

If only AP is closing, Close Check focuses unposted batches with source AP, MS HaulPay, or MS MatlPay. If only AR: AR, JB, or MS.

You can close with unapproved AP invoices and/or MS hauler payments still present if nothing else is unprocessed — OK then warns; Yes closes, No cancels.

Steps — close​

  1. Set Close Options and Through Month as above.
  2. Click Close Check, clear required blockers, recheck until OK enables.
  3. Click OK to finish the close.

Reopen​

  1. Enter any previously closed month as Through Month (for GL and/or subledgers).
  2. Confirm the prompt that last month closed will roll back and posting will only be allowed between the stated months.
  3. Select Close Check, then confirm reopening General Ledger and/or Sub Ledgers.
  4. Post corrections, then decide whether to re-close.

Always reopen GL first, then subledgers.

Notes​