End of Year Processing

End of Year Processing

Cashbook remains open for editing and deleting transactions throughout the financial year. The program will allow you to enter transactions for one more month at the end of the financial year. After this time it will no longer allow you to enter data with a date past this period. You must perform a Year-End Process to continue to enter data.

You can always access the prior year's information by selecting the required year from the ‘Change Accounting Year’ option in the ‘File’ menu. 

After a Year-End process, any unreconciled transactions are carried forward into the new year and will be displayed in the reconciliation screen
Steps to carry out end-of-year processing:

Step 1. Backup your data

Via the File > Backup Data Files (Cashbook Standard/Connect) or File > Backup Data (Cashbook Platinum) menu options

Step 2. Reconcile all bank accounts

  1. Ensure that all bank accounts have been reconciled to the end of the financial year.
PLEASE NOTE: This does not apply to accounts that have been set to a reconciliation frequency of 'Never' in the Chart of Accounts

Step 3. Finalising Reconciliation

  • When you record your last reconciliation for the end of June you will see a message saying “You are reconciling to the end of the year. Proceed?”
  • Clicking YES will complete the reconciliation.
  • Clicking NO means you will need to reconcile to the end of June again before you can complete a Year-End Process.
Note: You can re-do the final reconciliation for the financial year if necessary.

Step 4. Ensure all BAS returns have been finalised

Step 5. Click on the Utilities > Year-end Processing menu option


Step 6. Select relevant check boxes (if you wish)

  1. Click on the OK button.

Step 7. If there are outstanding Reconciliations or BAS, an alert message will appear

  • If any bank reconciliations or GST BAS returns have not been completed you will see a message alerting you. You will not be able to progress any further until these are completed.
  • Once they are completed, recorded and finalised, go back to the start of these instructions.

Step 8. The system will then re-index and check all data files

  • Click on the OK button to continue.

Step 9. Any errors found will stop the rollover from progressing

You should print out the error messages and work through them to correct each error.
Once these errors have been fixed the Year-End Process must be started again from the beginning, including backing up your data

Step 10. Click on the Yes button to proceed with rollover

If the Rollover produces any errors that may cause duplications in the new year, this message will appear:


  1. Choose Delete & Continue.
  1. Rollover will then continue.

The rollover procedure will perform the following functions in the new financial year:

· Create and store a full set of records for the year just completed.
· Delete all entries in all bank accounts and journals.
· Delete all paid invoices for debtors and creditors.
· Clear all previous reconciliation details.
· Clear all inactive items from various lists (only for those checked on the specification screen).
· Carry forward all unreconciled transactions into the new year.
· Set the opening balance for all trading accounts, banks, assets, liability and equity accounts to be equal to the closing balance for the year just completed. (Not applicable in level 1).
· Copy all existing budgets and roll forward any budget figures, e.g. year 2 figures would be moved into year 1, and year 3 to year 2.
· Set last year's comparative figures to actuals for the year just completed.

Article ID 841