How to set the accounting period on the DM125

Products affected: DM125™
Setting the Accounting Period for the DM125
Note:  You need to set up the fiscal year (accounting period) so the system can track the transactions under the proper accounting dates used within your organization. You can also choose the intervals (monthly, quarterly, etc.) that you use for reporting your accounting data.
 
  1. Press Home
  2. Select Select an account
  3. Select Setup INVIEW
Note: If the supervisor password is enabled, you may need to enter it to gain access accounting setup functions.
  1. Select Accounting periods. The Set New Acct. Period screen is displayed with the current accounting period dates.
  2. You have a choice of viewing or changing the following:
    • Standard - allows you to set up a standard (12-month) accounting year. Continue with Step 6.
    • Custom - allows you to set up a custom accounting year (something other than 12-months). Continue with Step 7.
  3. If you select Standard, you can change the Start Date and/or number of accounting (minor) periods in your fiscal year. The default Start Date is today’s date, and the default End Date is one year ahead minus one day from today's date.
    1. If you select Start Date (to modify it), a new screen prompts you to enter the start date for your fiscal year in yy/mm/dd format.
    2. Enter the date and select OK when done. The End Date is automatically filled in by the system as being one year later than the Start Date, less one day. For example, if you entered 10/03/10 as the Start Date, the End Date would display as 11/03/09.
Note 1: You can enter a Start Date that is within the current calendar year. For example, if today’s date is 3/10/2010, you can enter a Start Date as  early as 1/10/2010.
Note 2: Once you run a transaction, you cannot change the Start Date of the fiscal year until you clear the accounting data, which is normally done when the fiscal year ends.
  1. If you select Minor Periods (to modify it), a new screen prompts you to enter the number periods for your fiscal year.
  2. Enter 0 (annual), 2 (twice yearly), 4 (quarterly,) or 12 (monthly).
  3. Select OK when done.
Note:This represents the intervals (monthly, quarterly, etc.) that you use for reporting your accounting data.
  1. If you select Custom, you can create your own accounting periods. The system automatically assigns the "Start Date" as the current date. "End Date 1" is the last day of current month, and "End Date 2" is same as End Date 1.
    1. If you select End Date 1 (to modify it), a new screen prompts you to enter the first end date in yy/mm/dd format. This date represents when the first accounting "interval" ends in your "custom" period.
    2. Enter the date and select OK when done.
    3. If you select End Date 2 (to modify it), a new screen prompts you to enter the second end date in yy/mm/dd format. This date represents when your custom "period" ends, and as such, must always be equal to, or later, than End Date 1.
    4. Enter the date and select OK when done.
Note 1: For custom periods, you can extend the end dates at any time. In all cases, though, End Date 2 must always be the same as, or after, End Date 1.
Note 2: Once End Date 1 is reached, you either must clear the account data for that "interval", extend the end dates (for both End Date 1 and End Date 2), or do both (clear the account data and extend the end dates) You will be prompted to print the data before it is cleared. Also, you will not be allowed to run mail until you either clear the data or extend the periods.
  1. Press Enter/Yes to accept the selection
  2. Press Home to return to the home screen.
UPDATED:  January 11, 2016