Training home / Process walkthroughs
Month-end checklist
A repeatable close for Accounts, with Admin and Plant support.
At a glance
- The flow: Clear approvals → Ageing → Statements → Control checks → Trial balance → Reconcile → GST → Valuation → Backup.
- Who is involved: Accounts, all approvers, Procurement, Plant and store, Sales, and Admin.
- Watch out for: Pending approvals and Draft invoices or bills do not post, so they are missing from the month.
Clear approvals→Ageing→Statements→Control checks→Trial balance→Reconcile→GST→Valuation→Backup
Checklist
| # | Step | Who | Screen | What to check |
|---|---|---|---|---|
| 1 | Clear pending approvals | All approvers | Pending bills, payments, returns and journals do not post until approved, so anything left pending is missing from the month. | |
| 2 | Finish drafts | Accounts | , | Draft invoices are not receivables and Draft bills are not payables. Issue or approve what belongs to the month. |
| 3 | Receivables ageing | Accounts | Buckets 0-30, 31-60, 61-90, 90+; export CSV. Chase overdue customers; open for the statement. | |
| 4 | Payables ageing | Accounts | , | Same buckets; unapplied supplier advances show here. Open for the supplier ledger. |
| 5 | Open GRN clearing | Accounts, Procurement | Goods received but not yet billed. Chase bills or confirm accruals. | |
| 6 | Stock checks | Plant, store | , | Count and approve variances so the ledger matches the shelf. Check Receiving and Quarantine for items left unresolved. |
| 7 | Manual journals | Accounts | Post any adjustments; they reach the ledger only once approved. | |
| 8 | Trial balance | Accounts | Total debits must equal total credits (the balance check footer). | |
| 9 | Subledger reconciliation | Accounts | Per-party AP and AR balances from the ledger against document balances. Investigate any difference and anything in the "unassigned" bucket. | |
| 10 | Profit and loss, balance sheet | Accounts | , | Review for sense after the checks above. |
| 11 | GST summary, registers | Accounts | , , , | Output GST on issued invoices less credit notes against input GST on approved bills. Suppliers with no GSTIN are flagged in the ITC register. |
| 12 | Stock valuation | Accounts | Own stock at standard cost; dead stock is no outgoing movement for 90+ days. Compare with the inventory accounts in the trial balance. | |
| 13 | Credit utilisation | Accounts, Sales | Open receivables against each customer's limit. | |
| 14 | Export log and backups | Admin | Review who exported data. Take and store a database backup using your deployment's procedure. |
The GST pages are working summaries, not filings: debit notes, reverse charge and ITC eligibility are not modelled. Set the period with the From/To filter (default is the current financial year, April start).
What can go wrong
Trial balance does not balance, or reconciliation shows a difference: do not post a plug. Trace the party or document from the ledger drill-down and ask Admin to review.
Receivable looks too low: some invoices may still be Draft.
Payable looks too low: some bills may be unapproved, or an advance has not been applied.
Related pages
Training home · Cheat sheets · Sales · Procurement · Plant · Accounts · Quality · HR and employees · Admin