Worried about how-to complete the 2012 year-end procedure in Macola Progression? Learn best practices in this presentation. Learn more about The Attivo Group at: http://www.attivoconsulting.com/macola-es.htm

1. Macola
Progression
Year End Closing
Processing
Requirements
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2. Agenda
• Review Specific Module Requirements
for Year End Close Processing
• Completing operations
• Order Entry, AR, PO, AP, IM, AD
year end closing steps
• Discuss General Ledger Temporary &
Final Close
• Review F9 Financial Report Writer
issues
• Year End Payroll update requirements
• Purging Considerations
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3. Completing Operations
• Order Entry – Post Invoices & Credit Memos
• Order Entry – Post Cash
• AR – complete any sales transactions and cash
receipts
• PO/Receiving – Complete Receiving
• PO – Close purchase orders
• Inventory – complete all movements
• POP – complete all material Issues and POP
completions

4. Completing Operations
• SFC – complete all material issues/returns
• SFC – Complete all activity transactions and
shop order close processes
• MCA – Post activity transactions
• LP – Generate earnings
• Payroll – complete the last payroll for the year
• Assets – complete the last depreciation cycle
• AP – complete all checks, voucher entry and
posting

5. Sequence of Period and Year End Closing
Order Entry
AR
PO
Receiving
Production
Assets &
Inventory Payroll AP
Depr.
General Ledger

6. Order Entry
• Perform the OE month end procedure
• Complete the year end processes for AR and
IM except for clearing the YTD accumulators
• Perform the Sales History Year-End Procedure
• Clear the AR and IM YTD accumulators after
printing all AR and IM reports for year end.
• There are no fields cleared or OE data
captured at year end; OE is a date based
package

7. Accounts Receivable
• Run the Sales Analysis Reports prior to
clearing the YTD accumulators. Clear the
accumulators when printing is completed.
– Fields cleared:
• YTD sales dollars, cost dollars; highest customer
balance; service code units, dollars and costs;
commissions per sales rep.; sales, misc. charges and
taxes per tax code.
– Fields (data) captured:
• YTD sales dollars, cost dollars and sales dollars per
sales rep are captured to Last Year Sales, Last Year
Cost, and Last Year Sales per Sales Rep.

8. Purchase Order & Receiving
• Perform the normal period end
• Perform the “Clear Vendor YTD Statistics”
process
– Fields cleared:
• YTD PO’s per vendor
• Vendor performance data: vendor percent late,
vendor lines late, vendor line items ordered,
average cost variance %, average reject items %,
average lead time, average days late.
– Fields captured: none

9. Accounts Payable
• Perform Period End Procedure
• Perform the “Clear Vendor Accumulators”
process
– Two separate processes – one for statistical
payment information, the other for 1099
payment amounts.
– If on calendar year, both should be cleared at
the same time. If on a fiscal calendar, clear the
statistical payment information at the close of
the fiscal year, and the 1099 payments at the
close of the calendar year.

10. Accounts Payable
• 1099 Processing Considerations
– 1099’s can be printed using either the current
year 1099 amounts or last year’s 1099 amounts
– Consider purchasing 1099 forms from Macola
• Fields cleared at Year End:
– YTD purchases, discounts, amount paid, 1099
amount
• Fields captured at Year End:
– Last year purchases, discounts, amount paid,
1099 amount

11. Inventory
• Perform Period End Process
• Clear the YTD Accumulators (after all
reports have been printed)
• Fields cleared:
– YTD Quantity sold, used, scrapped; YTD Sales
dollars, Cost of Sales dollars
• Fields captured:
– Prior Year Quantity sold, used, scrapped,
sales dollars and cost dollars

12. Assets and Depreciation
• Perform the Period End Process
• Clear YTD Accumulators
– Advances the year to the new year
– Transfers YTD depreciation totals to Last
Year depreciation amounts
– Resets YTD depreciation to zero
– Allows purging of records of disposed assets
that have no YTD depreciation

13. General Ledger
• Perform Period End Processing
• Do NOT perform account period file
maintenance from Period 12 to next year at
this time
• Perform the Temporary Year End procedure
– Accounting calendar will advance automatically
to Period 1 of next year
– Entries possible to new year or prior year
(Balance Sheet or P & L)
– Do not make entries to Retained Earnings
– This process should be run only once

14. General Ledger
• Run the Final Year End Procedure when the last
entries to the prior year have been completed
– Will close out the P & L accounts, optionally
creating the Retained Earnings Entry
• Retained earnings entry will require out-of-balance
posting to be checked on in GL Setup to allow one-sided
entry posting.
– Will post prior year balances to Comparative
Balances
– Perform this with all users out of the system, and
turn off Transaction Tracking (company setup) prior
to running the process. Turn back on when
completed.

15. F9 Considerations
• When working within a Temporary Close:
– Worksheet will already be referencing prior
year
– Add column on the spreadsheet to reference
the current year
– Be sure the period portion of the F9 function is
set to the correct period you are trying to use
• After Final Close, you are no longer
referencing prior year…without referencing
comparatives

16. Payroll
• Perform month end process
• Perform quarter end process
• Perform W-2 Processing
– Do NOT process any new year payrolls or clear
YTD accumulators prior to performing W-2
Processing
– Consider an archived copy (separate company)
to avoid having to print W-2’s that soon
• Clear Employee Accumulators

17. Year End Payroll
• Payroll update available on Exact Macola
website
• Download, place in Macola root directory,
and run the update program
– To be performed after final payroll for the
year is processed

18. Purging Considerations
• Macola does not purge itself – you must
have a program and policy in place to do
this
– Purge frequency for each type of data
– Retention policy for each type of data
• Always set a purge password
• System becomes slower, queries take
longer, some views become useless
without purging
• Year End is an excellent time to purge

19. Purging Considerations
• Most Frequent Purging Offenders:
– GL Distribution Files
– Audit trail reports
– Inventory transaction history
– Journal history
– Purchase history
– Sales history
• A decision to NOT purge Macola’s files is not a
prudent system administration policy
• Consider purchasing the Pulse Archive Utility
to automate the purge process
• No data is lost – takes minutes instead of hours