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Operator Period-Close Checklist

Purpose And Responsibility

This checklist is for an authenticated ADMIN operating the monthly accounting period and fiscal-year close controls in Supply Weave. The application enforces calendar integrity, posting locks, required reasons, transactional audit records, and fiscal-year close blockers. The operator remains responsible for confirming that business processing is complete. The chartered accountant (CA) remains responsible for professional review, approved adjustments, tax and VAT treatment, depreciation and provisions, statutory disclosures, audit procedures, and filing.

Closing a monthly accounting period prevents new journals and vouchers dated in that period. It does not complete missing operational documents, reconcile third party statements, calculate tax, or certify the accounts.

Before Monthly Close

  1. Agree the period and cutoff date with the finance owner or CA.
  2. Confirm all intended sales, procurement, inventory, settlement, advance, and manual-journal transactions for the period have reached their correct posting state. Draft business documents do not become accounting entries merely because a period is closed.
  3. Review /accounting and resolve relevant Accounting Readiness findings. Treat readiness as diagnostic: it does not replace report reconciliation and does not automatically block ordinary monthly close.
  4. Review the Trial Balance for the period and investigate opening, movement, and closing reconciliation differences, unresolved accounts, and abnormal balances.
  5. Review relevant General Ledgers, Profit & Loss, Statement of Financial Position, and Receipt & Payment. Use docs/ca-handover-and-export-guide.md for report interpretation and export scope.
  6. Confirm CA-approved corrections have been posted as adjustment journals. Do not edit exports and treat the edits as ledger corrections.
  7. Retain the report exports, reconciliations, approvals, and external supporting schedules required by the organization’s control policy.

Close A Monthly Period

  1. Open /accounting/fiscal-periods and select the intended fiscal year.
  2. Verify the period name, inclusive start and end dates, and current OPEN status.
  3. Enter a specific, nonblank close reason that identifies the completed review or approval evidence. Do not use a generic value such as “done”.
  4. Select Close Period and confirm that its status changes to CLOSED.
  5. Review the period’s actor, timestamp, and close reason.
  6. Review Audit Logs for entityType = ACCOUNTING_PERIOD, the period ID, and action CLOSE. The authoritative successful audit event is committed in the same transaction as the status change.
  7. Confirm a posting dated inside the closed period is rejected in the relevant controlled acceptance environment. Do not test this by creating an unwanted production transaction.

Closing locks the selected month against ledger-producing mutations. Future-dated posting remains possible when its own generated accounting period is OPEN.

Reopen A Monthly Period

Reopening is an exception, not a routine correction mechanism. Prefer an adjustment in the current open period when that treatment is approved by the CA and applicable policy.

  1. Obtain approval and record why reopening is required, what will be changed, and who approved it.
  2. Confirm the containing fiscal year is still OPEN; a period in a closed fiscal year cannot be reopened independently.
  3. In /accounting/fiscal-periods, select the CLOSED period and enter a specific, nonblank reopen reason.
  4. Select Reopen Period and confirm the status changes to OPEN and the reopen count, actor, timestamp, and reason are visible.
  5. Post only the approved correction, then rerun the relevant reports and reconciliations.
  6. Close the period again with a reason that references the correction evidence.
  7. Review Audit Logs for the REOPEN and subsequent CLOSE events.

Fiscal-Year Close

Fiscal-year close is separate from monthly period close. It creates a sequenced close run and, when nominal balances are nonzero, a year-end close journal to the configured retained-earnings account.

  1. Confirm all twelve accounting periods are closed and that earlier open fiscal years have been closed first.
  2. Select the fiscal year at /accounting/fiscal-periods and review Close Preview.
  3. Resolve every displayed blocker. Review exact net profit, nominal-account count, and whether a closing journal is required.
  4. Open the linked Trial Balance, Profit & Loss, and Financial Position reports and complete the CA review. A preview marked ready is an application control result, not professional certification.
  5. Enter the approved nonblank fiscal-year close reason and confirm Close Fiscal Year.
  6. Verify the fiscal year is CLOSED, inspect the active close run, and open the closing journal when one was required. A no-activity year may correctly close without a journal.
  7. Review Audit Logs for entityType = FISCAL_YEAR and action CLOSE; retain the close run, reason, reports, approval, and journal reference as evidence.

Fiscal-Year Reopen

Fiscal-year reopen is a controlled exception. A later closed fiscal year must be reopened first. The application reopens period 12 and posts an exact compensating YEAR_END_CLOSE_REVERSAL at the fiscal year end when an original closing journal exists; it does not erase the original journal or close run.

  1. Obtain explicit approval and document the correction and sequencing impact.
  2. Confirm no later fiscal year remains closed.
  3. Enter the nonblank reopen reason and confirm Reopen Fiscal Year.
  4. Inspect the reversed close run, period 12 status, original and reversal journals, actor, timestamps, and Audit Logs.
  5. Post approved corrections, rerun all year-end reports, re-close period 12, and complete a new fiscal-year close. Re-close creates a new sequenced run.

Evidence To Retain

  • Period or fiscal-year ID, name, date range, and final status.
  • Close/reopen reasons, approver evidence, actor, and timestamps.
  • Accounting Readiness review and all investigated warnings or blockers.
  • Trial Balance and supporting report CSV/PDF exports used for review.
  • Reconciliation workpapers and relevant General Ledger extracts.
  • Adjustment-journal, closing-journal, and reversal-journal references.
  • Audit Log records for generation, close, reopen, and related adjustments.

For opening cutover evidence, see docs/opening-balance-import-guide.md. For the CA report package and explicit exclusions, see docs/ca-handover-and-export-guide.md.