CMS Fund Accounting - Ledger & Payables End of Month Checklist

End-of-Month processing posts all transactions dated for the current month to the designated accounts and vendors. It also closes the month to additional transactions and creates a complete historical audit trail. In the last month of the fiscal year, run end-of-year instead of end-of-month.

Before processing the end-of-month, print the Deposit Register, Journal Entry, Check Register, Bill List, Statement of Activities, Statement of Financial Position, and Dedicated Accounts, and General Ledger. Verify that all of the month's transactions have been entered correctly.  

Since you can continue to enter bills, checks, deposits and journal entries for the following month, you may decide to reconcile your bank account prior to running end of month to ensure all transactions have been entered correctly.

1.  Run the Finance Data Integrity Check.  

This process will perform a check of your finance data for possible problems including: missing check records, mismatched bill and check data, unbalanced journal entries, etc.

From CMS Ledger & Payables, click File | Utilities | Finance Data Integrity | OK to exit Ledger & Payables.  Click Process.

If the process finds any problems, you will need to correct those issues before completing end of month.

If the process completes without errors, you can continue! 

2.  Calculate Balances

From CMS Ledger & Payables, click Process | Calculate Balances | Finish.  

This process updates account and vendor balances with all of the transactions entered during the month.

3.  Print Queued Reports

There are several reports you will need to print each month: Deposit Register, Journal Entry, Check Register, Bill List, Statement of Activities, Statement of Financial Position, and Dedicated Accounts, and General Ledger, as well as any other reports requested by others in your church.

If you have not yet established the Print Queue for the Month End Reports, click here for instructions to create the End of Month Print Queue.

If you have already created the Print Queue for the Month End Reports, click Reports | Queued Reports | highlight the End of Month Reports queue and click Print.  

You'll want to be sure to stock your printer with paper!

4.  Make a backup

Make a backup of your data prior to running the End of Month Process.  You may choose to store the End of Month backup sets in a different location than your daily backups.  Click here to find out more information on backing up in CMS.

5.  Run End of Month

End-of-Month processing posts all transactions dated for the current month to the designated accounts and vendors. It also closes the month to additional transactions and creates a complete historical audit trail. In the last month of the fiscal year, run end-of-year instead of end-of-month.

From CMS Ledger & Payables, click Process | End of Period | End of Month.

CMS will inform you of the three step process it will take to run End of Month.  Click Next to proceed.

CMS will run one final Finance Data Integrity check.  Since you've already run this process once and corrected any problems, this should run without errors!  Click Process.

CMS will recommend that you make a backup of your system.  Since you've already made a backup in Step 4, you can click Continue.

Click Finish to run the End of Month process.

 

Click Yes at the confirmation window.

Once the system has completed it's processing, it will require you to exit the Fund Accounting System for the new month to take effect.  Click OK.

Restart CMS Fund Accounting (you do not have to restart your computer).

End of Month is now complete!

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