Auto Close Debtor & Creditor Accounts
- Silas Canning (Unlicensed)
Analytics
What is the auto close procedure?
In Moveware, users can choose to run a database update to close debtor and creditor accounts after they have been inactive for a given period. In addition, this procedure can be automated so that it runs automatically at desired intervals (weekly, monthly, annually, etc.).
If you need assistance with this, please request that your Moveware Account Manager set this up for you.
For example: A company or branch can choose to set the auto close procedure to run automatically at the end of their fiscal year in order to close all clients and/or suppliers that have been inactive for the last 12 months.
When the auto close procedure is run, Moveware will check that:
The Account does NOT have any outstanding transactions – Net balance must be ZERO
The Account does NOT have any unapplied transactions – Unapplied balance must be ZERO
The Account does NOT have any transactions in the period determined in the setup process
The Account has NOT been created in the period determined in the setup process
The Account has NOT been edited in the period determined in the setup process
When all conditions listed above are met, 1) the Accounts will be closed and 2) Moveware will generate a .csv file in the designated folder.
How to run the auto-close procedure
To run this process, go to Administration -> Utilities -> Data Transfer.
Select Debtors or Creditors in the Type field. The user can also select a different folder for the automatically generated .csv file if required.
Enter the number in ‘Days Older Than’ field and click on Run.
A window will then pop up listing how many accounts have been closed and the folder path of the exported .csv file.
Example: A customer list BEFORE the auto-close process
Example: A customer list AFTER the auto-close process