The Month End feature in HDS Doorways is an efficient tool that helps in the reconciliation process and in closing out accounting periods.
A. Month End - Description and few instructions.
B. Select Year - Filter the current, previous, and all years.
C. Open Status - All users can make changes to the month.
D. Locked Status - Prevents other users from making changes during the review process.
E. Closed Status - Prevents any further changes from being done by any user.
F. "Closed/Locked By" column - Lists the username of the person who locked or closed the month.
G. Date/Time Column - Lists the date and time the last action was performed for the month.
H. Export All Transactions to General Ledger - Requires General Ledger integration
Step-by-Step Guide to Performing Month End
- Login to Doorways.
- Click "Accounting" in the header navigation bar.
- Click the tab labeled "Month End".
- Scroll down to the next open month.
- Click the dropdown menu of the month that you wish to reconcile and/or close out.
- Click "Lock". Locking freezes the selected month so that no other users can post or adjust transactions within the timeframe of the locked month. Please note that the user who locked the month can still make changes to that accounting month.
- Reconcile the monthly reports against your monthly bank statement to check for discrepancies.
- Return to the month end tab in the Accounting section.
- Click the dropdown and select "Open" or "Close". If returning to an Open status, other users are able to make changes to the transactions for that period.
- Closing the month ensures that no transactions from that point on can be made for the closed timeframes. By closing the month, you are maintaining the integrity of the financial data in Doorways.
Closing Month Cannot Be Undone
By closing the month, you are confirming that you have taken the necessary steps to ensure the month is in good standing. Please see the diagram below for the recommended order of operations when closing a month.
Below is a diagram of the workflow performed when completing the Month End Process:
Locking/closing the month can only be done by an individual with the correct permissions. As stated above, the person who locks the month can still make changes to transactions and deposits.
You should match bank statements/deposits in Doorways. For instance, if you deposit all transactions for a month at once to the bank, do the same thing in Doorways. If you break down payments by Program, Project, or Transaction Type - you should do the same within Doorways. Navigate to the Deposits page to get more information on how to deposit transactions in Doorways.
