Marlin GTX's end of year close-off archives the previous year's data and resets the general ledger period, along with all yearly statistics, to prepare the system for the new financial year.
If your GTX system is not hosted on a Megabus server, both online and offline backups will also be created during the end of year close-off.
The end of year close-off is only available and should be performed immediately after completing the last End of Month process for the previous financial year (i.e. June for customers adopting a July-June financial year).
Completing the End of Month process for GL Period 12 puts the system into GL Period 13 and does not allow further processing until the end of year close-off has been performed.
End of Year Preparation/Quick Reference
Megabus recommends printing the below checklists and commencing EOY preparation at the start of June.
This allows sufficient time to complete them and resolve any issues well before you need to process the EOFY close-off itself by June 30.
Single-Branch Checklist
Multi-Branch Checklist
Performing the End of Year Close-Off
Before beginning the end of year close-off, ensure:
- The End of Month close-off has been performed for the last month of the financial year
- A USB drive has been inserted to save the back-up to (non-hosted)
- All other computers are logged out of GTX
- All other modules are closed in GTX
When you are ready to begin, select Periodic > End of Period from the menu bar.
Parked transactions do not need to be cleared in order to perform the end of year close-off.
The module will open on the Year tab.
To begin the end of year close-off, click on the Start button.
The Year tab will not be available if all twelve End of Month close-offs have not been run for the year.
A pop-up will open asking to proceed with the End of Year update.
To begin, click Yes.
The process will differ slightly from here, depending on whether you are on version 5.72 or earlier or 5.8.1 onwards.
GTX 5.7.2 and Earlier
If your GTX system is not hosted by Megabus, a pop-up will prompt a backup, once the close-off is complete.
Click Ok to continue.
The backup progress will be shown in a pop-up window.
Once finished, click Done to close the module and return to the Navigator.
GTX 5.8.1 Onwards
Once the EOFY close-off is finished the Process Completed pop-up will open.
Click Ok.
The Previous Year Data Archiver will open in the background and you can resume trading.
Previous Year Data Archiver
From GTX 5.8.1 onward, the Previous Year Data Archiver will open in the background once the backup is complete to update the previous years' data sets.
You can resume trading while the Previous year Data Archiver is running.
The Data Archiver process can be checked by opening it from the Windows toolbar.
If you close the Data Archiver, the process will pause an you can resume it again by...
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End of Year Reports
Once the end of year close-off has been run, the End of Year Reports will be updated to reflect the previous year.
End of Year Reports can be viewed and generated by selecting Reports > Periodic Reports > End of Year Reports from the menu bar.
The reports include:
- Bank Reconciliation by GL Period
- End of Year Sales Summary Report
- End of Year Purchases Summary Report
- End of Year Customer Balance Report
- End of Year Supplier Balance Report
- End of Year Stock and Sales Report
- End of Year Stock on Hand Report
For more information, see the End of Year Reports help guide.
Criteria selections for each report can be saved for future use, using the the Save or Save As buttons at the bottom of the Generate pop-up window.