Overview AP Close Processes

Process

Description

Clearing History Files

If the Delete Transaction History option is enabled, records will be deleted from the payables, distribution, and check history files up to and including the Deletion Cutoff Date.

Move Checks to History File

Qualifying checks are moved out of the current check file into the check history file.

Only checks with a check date is less than or equal to the closing date will be moved to the history file.

Move Distribution Records to History File

Qualifying distribution records are moved from the current distribution file into the distribution history file. Only distribution records with a date is less than or equal to the close date will be moved to the history file.

Move Payables to History File

Open payables are copied to the history file. Voided and paid payables are relocated to the history file. Only payables with a purchase date less than or equal to the closing date will be copied or moved to the history file.

Update Vendor

History Summary File

If the Update Summary option is enabled, the year-to-date summary files will be updated with each vendor's purchase history. Moves year-to-date into the history file.

Update Vendor File Balances

Period-to-date balances are reset. Year-to-date balances will also be reset if the year is being closed.

Update Bank

Reconciliation File

Accumulates the amounts from cleared transactions into the balance forward

transactions, deletes all cleared and voided transactions, then packs and re-indexes the bank reconcile file.

Only cleared transactions with cleared date is less than or equal to the close date will have their amounts accumulated in the balance forward transaction, and then deleted. Voided transactions are deleted regardless of the date.

Update System File

The SYSDATA file is updated with the new period.