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Closing Financial Periods: To Close a Period in a Subledger

The following activity will walk you through the process of closing a period in the accounts receivable subledger.

This activity is based on the U100 dataset. If you are using another dataset or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid issues, restore the U100 dataset to its initial state.

Back to TopVideo Tutorial

This video shows you the general process but may contain less detail than the activity has. If you want to repeat the activity on your own or you are preparing to take the certification exam, we recommend that you follow the instructions in the steps of the activity. This video shows the Classic UI and may not match the system’s current appearance.

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Back to TopStory

Suppose that as an accountant of the SweetLife Fruits & Jams company, you have to close the 03-2025 financial period and the preceding periods in the accounts receivable subledger for the SweetLife Head Office and Wholesale Center branch to prevent users from posting to these periods.

Back to TopProcess Overview

In this activity, you will close financial periods in the accounts receivable subledger on the Close Financial Periods (AR509000) form.

In a production environment, before you get started, you would make sure the following conditions are met:

  • There are no batches with a status of On Hold, Balanced, or Unposted in the period or periods.
  • If you use auto-reversing entries, at least one financial period will remain open after you close the needed period or periods.

Back to TopSystem Preparation

To prepare the system, do the following:

  1. Launch the Acumatica ERP website with the U100 dataset. Sign in as an accountant by using the following credentials:
    • Username: johnson
    • Password: 123
  2. On the Company and Branch Selection menu, also on the top pane of the Acumatica ERP screen, make sure that the SweetLife Head Office and Wholesale Center branch is selected. If it is not selected, click the Company and Branch Selection menu button to view the list of branches that you have access to, and then click SweetLife Head Office and Wholesale Center.

Back to TopStep 1: Preparing to Close the Financial Periods

Perform the following instructions to prepare to close the financial periods:

  1. Open the Close Financial Periods (AR509000) form.
  2. In the Selection area, specify the following settings:
    • Company: SWEETLIFE (inserted by default)
    • Action: Close (selected by default)
    • To Year: 2025
  3. Select the unlabeled check box for the 03-2025 period. Notice that the check boxes corresponding to all the preceding periods are selected automatically, as shown in the following screenshot.
    Periods selected for closing in the AR subledger
    Periods selected for closing in the AR subledger
  4. On the form toolbar, click Unreleased Documents to verify that no unreleased documents exist for these periods.
  5. In the dialog box with an informational message that is displayed, click OK.

Back to TopStep 2: Closing the Financial Periods

To close the financial periods, do the following:

  1. On the form toolbar of the Close Financial Periods (AR509000) form, click Process.
  2. Close the Processing dialog box.
  3. Open the Manage Financial Periods (GL503000) form to review the statuses of financial periods.
  4. In the Selection area, specify the following settings:
    • Company: SWEETLIFE (inserted by default)
    • Action: Close
    • To Year: 2025
  5. In the table, review the statuses of the financial periods that you closed earlier.
    6. The periods have retained the Open status (because they are still open in the subledgers and in the general ledger), but the Closed in AR check box is selected for all the periods, meaning that these periods have been closed in the accounts receivable subledger.