Purpose:

The year-begin sequence change allows businesses to reset transaction numbers (sales bills, orders, purchase orders, receipt notes) at the start of a new financial year, ensuring organized record-keeping and compliance.

Prerequisites for year-begin sequence change  

Before updating the sequence numbers, ensure the following settings are configured:

1. Click Tools > Configuration > Business Configuration.

2. Enable branch-wise sequence numbering by searching for "Branchwise Sequence No" in the search bar and enabling the option with the checkbox.

3. Click Save to apply the changes.

This ensures each branch or location can maintain independent numbering sequences if needed.

Steps to set the start sequence number for a new year  

1. Go to Tools > More > Year-Begin Sequence Change.

2. Select Location. If location-wise sequences are in use, select the specific location or choose All Locations.

For example: If you enter 17180000, the Sales Bill numbering will begin from 17180001.

3. Click Save to finalize the new sequence. A confirmation message will appear upon a successful update.

Important: The sequence number can only be updated once per financial year. After setting it, the changes cannot be reverted.

Year-end process   flow

The year-end process marks the transition into a new financial year. Once initiated, all financial transactions occurring after that will be recorded under the new year.

Note: Before running the year-end process, ensure all transactions for the previous financial year are completed. Any adjustments made after closing the financial year may cause reporting discrepancies.

Steps to run the year end process  

1. Go to Finance and Accounts > Tools > Year-End Process.

2. Select the location. Press Enter or Tab on your keyboard, then choose All or a specific location.

3. Press Enter on your keyboard to select the closing transaction year. The next financial year-begin date will be set automatically.

4. Select the Profit & Loss Ledger by pressing Enter or Tab on your keyboard, then choose the ledger to carry forward balances.

5. Enable Force Year End (Y/N). If YES, confirm in the pop-up to carry forward closing balances of customers, suppliers, and the like as opening balances for the new year.

6. Click Run Year End to finalize the process. A confirmation message appears, indicating the successful transition to the new financial year.

7. After completing the year-end process, you have to change the fiscal year manually in Add-On Service(s)

8. Go to Tools > More > Add-On Service (s) and change the fiscal year start to 2025.

9. After editing the Fiscal Year Start, the Fiscal Year End updates automatically after saving it.

FAQs  

Can we modify the sequence number after saving it?  

No, once the sequence number is updated, it cannot be changed for the current year.

What happens if we forget to update the sequence number at the beginning of the year?  

The system will continue using the last used sequence number.

Can we run the year-end process multiple times?  

Yes, the year-end process can only be executed during a financial year. However, you have to select "Y" for the Force Year End if you want to carry forward the outstanding data.

What if we select the future financial year (2025–2026) during the year-end process?  

This action cannot be reversed. Double-check the selected closing transaction year before proceeding.

Will my previous year’s data be lost after running the year-end process?  

No, all historical data remains accessible for reporting, and you can view past entries by selecting the desired financial year from the top of the transaction screen.

Does the year-end process affect inventory balances?  

No, in Accounts, the outstanding balances for ledgers are carried forward to the new financial year, while in POS, the inventory balances remain unchanged.

How do we verify that the year-end process was successful?  

A confirmation message will appear, and balances carried forward can be verified in financial reports. You can check the year-end completion status in the accounts audit reports.

Can we update only specific transactions (like Sales Bill) in the year-begin sequence change?  

Yes, specific transactions can be updated individually, but all changes are final for the year.

What happens if we do not enable branch-wise sequence numbering?  

The sequence number will become the continuous sequence for all the branches.