Monthend Process / End of Year - Jobpac Financials

Simona Riftin

31 March 2026 03:45

Rollover Checklist: - General Ledger Trial Balance - Balance Sheet - Accounts Payable Trial Balance - Accounts Receivable Trial Balance - Period Rollover - Journal Back Posting

General Ledger Trial Balance OOB

The General Ledger Trial should always be in balance. To run the report, take menu option Finance > General Ledger > Reports > Trial Balance.

If the Total Credits and Debits Trial Balance is out of balance, you can identify the imbalance via:

Run the report System Admin > Database Integrity > Check for GL Batches OOB
Identify the batches that are out of balance.
Review the batches via Finance > General Ledger > Enquiries > General Ledger Enquiry
Log a Support Request providing the following information: “TB OOB”, Work ID xxx, Batch#, Period

Balance Sheet OOB

1. The Balance Sheet is OOB and the GL Trial Balance is OOB

The Balance Sheet should always be in balance. Correcting the imbalance in the Trial Balance will generally bring the Balance Sheet into balance. To run the report, take menu option Finance > General Ledger > Financial Statements > Balance Sheet.

2. The Balance Sheet is OOB and the GL Trial Balance is in balance

This is normally caused by the following:

Opening Balance of a GL Account is incorrect i.e., Net Capital does not match Net Assets.
Retained Earnings account balance is incorrect. Check the closing balance for the Retained Earnings account each year matches the opening balance for the next year.

Accounts Payable Trial Balance OOB

The Accounts Payable Trial Balance should always be in balance. To run the report, take menu option Finance > Accounts Payable > Reports > Creditors Trial Balance.

Identify the AP Control Accounts in the GL Chart:

Trade Creditors Control
Trade Creditors Retention Control
Subcontract Creditors Retention Control
Subcontract Creditors Control

NOTE: GL and AP modules should be in the same period.

1. Match the Retention Total

The Report Total Retention Amount should match the G/L Balance Retention Amount as shown in the image below.

If there is a variance,

Identify the period when the report last balanced by running it for prior periods.
Run the report, Projects > Subcontracts > S/C Reports > Status by Job by Acc Period.
- The retention total in this report should match the retention total in the AP Trial Balance.
Using the General Ledger Enquiry, check for the occurrence of batches other than ‘A….’ batches.
- Identify which job/subcontractor retention total is incorrect against the totals in the Status by Job by Acc Period report.

2. Match the Creditor and Subcontractor Balances

If there is a variance,

Identify the period when the report last balanced by running it for prior periods.
Using the General Ledger Enquiry, check for the occurrence of batches other than ‘A….’, ‘C….’, ‘E….’, or ‘P….’ batches in the Trade Creditors Control Account. Take note to exclude the Opening Balance journals posted during implementation stage.

You can easily do this by unticking the Accounts Payable Transaction filters at the bottom of the screen:

Export the Creditors Trial Balance and GL Enquiry into Excel and compare the total Creditor amounts between the reports.

Accounts Receivable Trial Balance OOB

The Accounts Receivable Trial Balance should always be in balance. To run the report, take menu option Finance > Accounts Receivable > Reports > Trial Balance.

Identify the AR Control Accounts in the GL Chart:

Debtors (Head Contract) Retention Control
Debtors Control
Uncertified Claims
Unapplied Cash Control

NOTE: GL and AR modules should be in the same period.

1. Match the AR and GL Totals

The AR Totals should match the GL Totals as shown in the image below.

Using the General Ledger Enquiry,
- Debtors Control Account: check for the occurrence of batches other than ‘D….’ or ‘R….’ batches.
- Uncertified Claims Control Account: check for the occurrence of batches other than ‘U….’ batches.

You can easily do this by unticking the Accounts Payable Transaction filters at the bottom of the screen:

2. Match the Retention Total

The AR Total Retention Amount should match the Trade Debtors Retention Amount as shown in the image below.

If there is a variance,

Identify the period when the report last balanced by running it for prior periods.
Run the report, Projects > Job Setup & reports > Job Reports > Summary Project Status.
- The retention total in this report should match the retention total in the AP Trial Balance.
Using the General Ledger Enquiry,
- Debtors Retention Control Account: check for the occurrence of batches other than ‘D….’ batches.

3. Unapplied Cash

Check for any unapplied cash via menu option, Finance > Accounts Receivable > General Credits.

This screen should be empty, or only contain those receipts that have not yet been applied.
If the Total Unapplied is zero, the system indicates that there are unapplied receipts totalling zero. Do your housekeeping and apply those amounts against available transactions in the system.

Period Rollover

The Scheduled End of Month menu option, Finance > Period End of Month > Schedule End of Month, is submitted using the FROM and TO period parameters to ensure that the user does not accidentally roll the module more than once. However, this does not prevent the user from rolling the module again the following day.

For more detailed instructions, please see Knowledge Base Article: How do I Schedule End of Month

NOTE:

Do not hold up the AP/AR/GL rollovers if you have an OOB. These can be fixed after the event.
Retained Earnings will be posted as part of the GL End of Month rollover.

Journal Back Posting

Journal can be post back as far as you need and various P&L and retained earnings adjustments will be handled automatically.