Year End Information for EBMS Users

As 2018 comes to an end and 2019 approaches, there is a closing and opening process that needs to happen in EBMS in order to make transactions in the new year. Since only two years can be open at a time in EBMS, 2017 will need to be closed in order to open 2019. You will still be able to make transactions in 2018. We recommend running this process in the middle of December to avoid being rushed at the end of the month.

2017 should be closed only after:

  • All transactions have been posted for the year.
  • The accountant has processed tax returns and has made all necessary adjusting and closing entries.

 

***Please note that this process may take a long time - from half an hour to a day or more depending on your data size. You may want to start in the evening and let it run overnight.

Your Guide to Closing the Old Year and Opening the New Year

  1. Make sure you are doing this from the data server, and that all other users are logged out of EBMS.
  2. Go to General Ledger > Fiscal Year Controls
  3. Ensure that this process has not already been done for your company.
    check current year
    If your current year is 2019, this process has already been done. Do not proceed. If your current year is 2018, please continue.
  4. Close the 2017 year by checking off each month, and be sure to check the 2017 Ending Adjustments box as well. (Clicking the close year button checks these all at once for you.)
    close 2017
  5. Click on New Year
  6. A warning message will appear telling you how many people are logged in.
    1. If the count is NOT 0, click No, and find the user which is logged on. Log that user off and retry.
    2. If the count is 0, click Yes to continue.
    users logged in message
  7. After you’ve clicked yes, a message will appear asking if you want to copy profit center information to the new year. Click yes if you do. If you are unsure if you have profit centers, you can click yes as well; it will only copy them if you have them.
    copy profit center info to new year
  8. The process will run. When it is done your fiscal year controls window should look like this:
    new year complete
  9. We suggest closing all months you are not currently working in. In this case, all months except December 2018 and January 2019 should be checked.
  10. Congratulations! You’re ready to make sales in 2019!

Please feel free to contact the customer service department if you have any questions. Visit our year end webpage for more details relating to payroll taxes, forms, and more.