Switching system for a new year

When switching for a new year it is necessary to set the books numbering in the K2 IS. It is written here what all is necessary to execute and what you cannot forget.

Loading the code list of Business year and Periods

It is necessary to have entered the business years for the appropriate years, in which the documents should be created, in the code list. This book can be entered from the tree menu Basic data - Business years.

Picture: The Business years and taxes code list

The periods for the years, in which the documents should have been created, have to be entered in an appropriate code list (automatic creation of periods for the whole year can be executed by pressing the Ctrl+F6 keys). This book can be entered from the tree menu Administrator - Code lists - Periods.

Picture: Periods code list

Setting of books

Setting of books numbering for the following business year:

The Period (from) and to are set in every of bellow mentioned books. If in the Period to the Unlimited is entered, this book is valid for all business years. If the period is defined by a concrete year, the numbering for the followed year is necessary to set.

Setting of numbering of books for the following business year can be done by two ways.

Setting of numbering of books in "particular books" - it refers to these books:

• Books of assets,
• Books of letter posts.

Picture: Settings of numbering in "individual books"

You can create the book for the following business year by pressing the F6 key (on the book for the current business year). Insert a new year (e. g. 2016) to the Period from-to fields.

Setting of numbering in "Administration of books" - it is not necessary to create a new record for each period. You can set it just for Default setting. If you have different setting for particular periods, just add records for other periods. Concerns these books (see chapter Administration of books):

• Bank accounts,
• Cash registers,
• Books of sale,
• Books of purchase,
• Books of marketing,
• Books of service documents,
• Books of internal documents,
• Books of payroll payables,
• Books of projects,
• Books of other receivables,
• Books of other liabilities,
• Books of warehouses (transfer notes),
• Books of driver's trip tickets,
• Books of shipment services,
• Books of wage documents,
• Books of reminders,
• Books of price lists,
• Books of production (job cards, production orders, SAD documents, VORs),
• Books of accounting.

Picture: Settings of numbering in "Administration of books"

Picture: Setting of the book for the business year 2013 - Books of sale

Setting a current period of the user

Every user will set him/her a current period. The current period is displayed in the left part of Status bar (under the line with the functional keys). Here you can change it by pressing the right mouse button in a period (and by selecting from a displayed code list). You can set the current year in the User parameters on the 1st page as well. It is possible to change the default year in bulk too. In the Users book just filter the users, whose parameters you want to change, and by From - Bulk actions - Change user parameters module menu just open the User parameters form, where you can define a new year (in the Change mode). The new documents are created in the books according to the defined year.

Picture: The User parameters form for bulk change

If you create e.g. an invoice in a new year (e. g. 2011) from a sales order that was created in a previous year (e. g. 2010), this invoice will have a new numbering although the sales order has an old numbering.

If any of users wants to create documents in a previous year, he/she wants to set this year (e.g. accounting documents from a previous year).

Summary

1. The actual period is displayed in the lower row in a screen. Every user has to set and monitor it him/herself.
2. Users that take primary data - sales orders, invoices, release notes, bank statements, cash vouchers etc. - have to set a new period from the 1st January.
3. Accountants that book the documents of previous year have to leave the original period.
4. If somebody takes the data to a new period as well as to the last period, he/she has to pay attention to set the actual period correctly.
5. All numbering is only formal affair. Possible error has no influence on K2 IS running.