We recommend getting guidence from Ardex should you be unfamiliar with this process
This guide is separated into multple steps and it is important to follow them to correctly record the data to make sure that everything balances.
We have created a FY Rollover Comparison Worksheet to help keep track of all the data required to complete a successful rollover. You can save it with the button below.
Each section of the Comparison Worksheet corrosponds to one of the steps below where you generate a report. These are the sections you need to fill out. See below.
If anything during this process does not reconcile, please seek help from Ardex
Step 1
Getting the FY Rollover Preview Report figures
Open Ardex on your computer
Select the correct Ledger you want to roll over (if relevant)
Go to Settings → then click on Roll Financial Year
Check the dates are correct (normally you will never change the dates)
Click Preview to get to get a copy of the Financial Year Rollover Preview Report and save to your computer
In the FY Rollover Preview Report- you will need to take Trade Debtors and Debtors Loan Account figures from first page and add them into the relevent field in the spreadsheet.
Then you will need to take Trade Creditors and Creditors Loan Account figures and do the same as above.
If the Trade Debtors, Debtors Loan Account, Trade Creditors or Creditors Loan Accounts is not listed on the report, that means their value is 0. Double check to make sure you didnt miss it before you mark it down as 0 on the Spreadsheet.
Check on last page that it shows below message that The credit and debit values do BALANCE
Please contact Ardex if it does not balance
Step 2
Getting the Trial Balance figures
Go to Reporting → Trial Balance
Set the From date as 1/07 and To date as 30/6 (E.g. From: 01/07/2016 & To: 30/06/2017)
Select Refresh
Once the data has populated for your date range, select Export to Excel and save the document.
Scroll to the bottom and make sure the Period DR and Period Cr totals balance out
Do the same for the YTD DR and YTD Cr totals.
Check the Trade Debtors and Debtors Loan Account and add the figures into Trial Balance section of the spreadsheet.
Repeat the for the Trade Creditors and Creditors Loan Account as above.
Note. Trade Creditors and Creditor Loan Account values (Fig.1) have their positive and negative values reversed when entered into the spreadsheet (Fig.2)
Fig.1
Fig.2
Step 3
Getting the Debtor Reconciliation figures
Go to Finance → Statements
Select the statement from the date 30/06 (e.g. 30/06/2017 for a FY 2017 rollover)
Click on Reconciliation and save the report
From this report enter in the Expected GL figures and Statement Balance figures in the Debtors Reconciliation section of the spreadsheet
Step 4
Getting the Statement Balances figures
Go to Finance → Statements
Select the statement from the date 30/06 (e.g. 30/06/2017 for a FY 2017 rollover)
Click on Balances and save the report
From this report enter in the total Balance and LoanBal figures found on the last page in the Statement Balances section of the spreadsheet
Step 5
Getting the Creditor Balances figures
Go to Reporting → Reports
Under Reports, go to Financial Reports → Creditor Financials → Balance Summary as at
Set the date as 30/06 (e.g. 30/06/2017 for a FY 2017 rollover)
Click View and then save the report
Add the Total value from the Net column into the spreadsheet on the same line as Net Creditors
If there are no discrepancies, you are ready to move onto the final step.
Step 6
Finishing the roll over
Go to Settings → then click on Roll Financial Year
Select preview to double check that the The credit and debit values do BALANCE
Return to the Financial Year Rollover window
Press Rollover
Wait for the rollover to complete
Stay on this screen and then select Last Year
Press Rollover again
Complete!
