Set up a Period Soft Close | Access Financials Help Centre

Enable a Soft Close of Financials periods while allowing Working Periods to roll forward. The option is called 'Enable Working Periods' and is security profile permission driven. By default, this is turned off.

Turn on Soft Close or Working Periods

You need to have access to the System Module to be able to follow the steps below.

Click System, then click Options, then click System Options.
Select the Dates and Periods tab, then click Edit.
Select the Enable Working Periods checkbox.
Click Save.

Note: You have enabled the Soft Close or Working Periods functionality in Financials.

Add the Post to Restricted Periods permission for a security profile

You need access to the System module and the Security option to follow these steps.

Click System, then click Security, then click Future Period Posting Permissions.
Select the profile you wish to grant the permission to by highlighting it with your mouse.
Click Edit to set the record into edit mode.
Select the Post To Restricted Periods checkbox.
Click Save.

Note: You have added the permission for every user that is linked to this security profile to post into soft closed periods.

Advance a period using the soft close option

Click Debtors, then click Utilities, then click Period End.
Click the dropdown on the Carry out a field.
You should see an option called Period Soft Close which confirms that you have turned on the Enable Working Periods in your Financials system.

Once you have advanced your period using the Period Soft Close option in any of the ledgers, the Working Periods in the System Options will display the Working Period number for the relevant ledger.

Example

Your Period are displayed as follows within the System Options, Options, System Options Dates and Periods:

Ledger	Periods
S/L (Sales Ledger)	10
P/L (Purchase Ledger)	8
N/L (Nominal Ledger)	6

You have run a Period Soft Close on your Sales Ledger, so your Working Periods are displayed as follows:

Ledger	Working Periods
S/L (Sales Ledger)	11
P/L (Purchase Ledger)	8
N/L (Nominal Ledger)	6

Rules regarding the Soft Close and Enable Restricted Periods

Rule	Possible prompts
The working period can be more than 1 period in advance of the open period.	N/A
The working period can be in next year.	N/A
The Working Period cannot be earlier than the open period.	N/A
The working period cannot be further ahead than Next Year period 12 or 13 in a 13 period system.	Selecting the Period Soft Close option in this scenario will display a prompt: "Working period is already set to Period 12 Next Year. You must run a Nominal Ledger Year End before you can advance the Sales or Purchase Ledger working periods".
Nominal Ledger working period cannot be further ahead than Sales and Purchase Ledger working periods.	Selecting the Nominal Advance Working Period option where the current Nominal Working Period is the same as the Sales Working Period will display a prompt: " The Nominal Working Period is the same as the Sales Ledger Working Period. Please advance the Sales Ledger Working Period or carry out a Sales Period End" Selecting the Nominal Advance Working Period option where the current Nominal Working Period is the same as the Purchase Working Period will display a prompt: "The Nominal Working Period is the same as the Purchase Ledger Working Period. Please advance the Purchase Ledger Working Period or carry out a Purchase Period End"
On selecting to advance the working period the you will be warned that users will be unable to post to open periods prior to the new working period.	"You have selected to advance the Sales Ledger Working Period to Period 12 Next Year. Only users with permission to post to restricted periods will be able to post to earlier unclosed periods. Are you sure you want to continue"?