--- title: "Debtors Month End" canonical: "https://kb.myframeworks.com.au/space/FRAM/28382542/Debtors%20Month%20End" format: markdown --- # Overview **Month End Processing** recalculates customer balances for each of the age periods and total due based on the transactions in the system and changes the debtors period for the company. > ⚠️ Care should be taken to print any required reports before running the **Debtors Month End Close**; otherwise, these reports show the new aged balances. Ensure that all tills are reconciled and posted, and do a copy **Live to Demo** (database only) as a backup. # Performing the Debtors Month End Close The below represents a recommended approach to close the **Debtors Month End**: > Macro (toc) ## 1. Allocate all Customer Payments Run the **Unallocated Customer Payments **report. This report should be run to check for any unallocated customer payments. > ⚠️ Make sure any unallocated payments that are found on the report are allocated before proceeding.  If the report lists any unallocated payments in the **Current** column, allocate the payments through [Allocating Payments](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515668)** **function. ## 2. Apply Administration Fees or Interest Charges This provides an option to charge account keeping fees or interest to overdue accounts. > ✅ Refer to [How to Process Debtor Administration Fees and Interest Charges on Accounts](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30516622) for more information. ## 3. Print Debtors Aged Trial Balance This is accessible through the Frameworks [Reporting Dashboard](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28380010). Investigate any anomalies and consider any allocations or adjustments required. For example, a customer with $0 total due but balances in different periods. ## 4. Run Debtor Monthly Summary Report This report is designed to help reconcile the debtors ledger, verify that all transactions for the month are accounted for, and ensure financial accuracy and compliance. It provides both a summary and detailed breakdowns of debtor activity, making it a valuable tool for month-end reconciliation. While not mandatory, it is highly recommended as a best practice for Accounts Receivable Officers. > ✅ Refer to [Debtor Monthly Summary Report](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/107610138) for more information. ## 5. Print/Send Invoices for the Month This may not be necessary if you print all your invoices throughout the month. > ✅ Refer to [https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28382504](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28382504) (XML Stationary) or the [Invoice Batch Print](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28391712) (.rpt Stationary) for more information. ## 6. Perform Monthly Statement Run You will be presented with a **Warning** if customer statements have not been printed for all customer. > ✅ Refer to [https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28395618](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28395618) (XML Stationary) or the [Statement Batch Print ](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28384672)(.rpt Stationary) for more information. ## 7. Perform Month End Close > ❌ This is the one step in the process that must be done when all other users have logged off from the system after close of trading on the last day of the month. The month-end close cannot be processed earlier than a week before the period end. ![image-20250523-041620.png](media://35f92926-a1de-40e9-a036-346abb8ea0d8) To perform **Debtors Month End** processing, perform the following: 1. Click **Frameworks **then navigate to **Receivables > Transaction Processing > Debtors Month End Close** of the navigation tree. 2. Complete the report criteria: > ⚠️ A warning message will be displayed above the report criteria if there are any unallocated payments, unposted batches or unposted interim invoices. You cannot run the **Debtors Month End Close** task until these have been enabled: - **Account Keeping Fees and Charges have been applied**: Enable to confirm that any account keeping fees and other charges have already been applied. - **All Customer Statements have been printed**: Enable to confirm you have printed all customer statements. - **Debtors Aged Trial Balance have been produced and a copy saved**: Enable to confirm the **Debtors Aged Trial Balance** has been run and a copy of the report saved for reference. Once all three checkboxes have been enabled, these fields will become editable: - **Period to close**: Use the calendar icon to select the period to close date i.e. last day of current month. - **Next Period End**: Use the calendar icon to select the period to close date i.e. last day of next month. > ⚠️ **Important: **Key Considerations for Setting the Next Period End Date > ⚠️ > ⚠️ - The **Next Period End date** must be *later than* the **Period to close date**. > ⚠️ - It should not be: > ⚠️ - Too close to the **current End Date**, or > ⚠️ - More than **one month** after the **current End Date**. > ⚠️ - Setting the **Next Period End month** to **January** will trigger an error due to year-end inventory processing. > ⚠️ - If both are provided, the **Next Period End date** must match the **Restart Next End Period date**. - **Hold overdues?**: Enable this option to stop credit on all accounts that have a 90 day balance. This changes the **Credit Status** field in the Customer Master File to **H** indicating that the account is on hold. - **Hold over age?**: Enable this option to stop credit on those accounts that have amounts owing in, or greater than their accepted age period. This also changes the **Credit Status** field in the Customer Master File to **H** indicating that the account is on hold. 3. Schedule the **Debtors Month End Close** task via the **Schedule** tab. > ℹ️ **Note:** The **Start **date and time will be set to blank to reduce the risk of accidentally submitting the end of month process immediately during trading hours. > ❌ The month-end close cannot be processed earlier than a week before the period end. ![image-20250523-041846.png](media://6631208a-902b-4c9a-9f42-1824223d6faa) > ℹ️ Tasks will run at their scheduled times, even after system upgrades. Schedule the **Debtors Month-end** *before* the end of **Daylight-Saving Time** to ensure it runs correctly after the time change. > ✅ Refer to [Scheduled Task - Scheduling and Output ](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28402256)for more information. 4. Click **Submit **to run the scheduled **Debtors Month End Close** task. > ⚠️ Most debtors' month-end close processes will take anywhere from 5 to 30 minutes to run, depending on the size of your company. However, the rollover for the month of December will take much longer than this, as there are a number of background procedures that take place in the rollover from December to January. > ⚠️ > ⚠️ It is important that you are aware of this fact and that you don’t abort the rollover process in the middle of its run.