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Every year, we disable system access for the Warehouse and Sales Departments during this period until the inventory is posted. However, there’s ongoing disagreement about this policy. Some argue that since the inventory will be posted backdated to 31-12-24 (with the actual transaction date being 03-01-25), the system should be reopened for transactions starting 01-01-25.
I disagree with this approach. For example, if a material shortage is identified on 31st December, leaving the system open creates a risk. Someone could post a delivery or transaction for the full system quantity on 1st January or later, leaving no remaining quantity available to account for the shortage during inventory posting. Similarly, the Sales Department might make stock reservations, requiring us to manually remove them before posting the inventory counting.
Looking forward to your thoughts and suggestions!
During this 3–4 day period, I prefer to restrict system access for the warehouses and sales departments. While the system captures a snapshot of inventory, it requires accurate data entry to correctly reserve quantities in the journal—especially if the counted stock is less than the system’s recorded quantity. This process typically takes the first few days of January.
In my opinion, if system access is allowed from 01-01-2025, discrepancies may arise. Sales orders could reserve incorrect quantities, and warehouses might issue deliveries based on inaccurate stock levels. Furthermore, if the counted quantity (which hasn’t been entered yet) on 31-12-2024 is less than the system quantity, and the system’s excess quantity is sold on 1st January, we won’t be able to post the journal due to insufficient stock.
So, in the best-case scenario, we would need to remove reservations before posting the counting journal. In the worst case, deliveries could be issued, and invoices generated, requiring returns to correct stock levels before the counting journal can be finalized.
Yes, we use the Finance user group to handle previous-year postings, and no one else has access. While restricting menu access by ledger periods is helpful, the above scenario still prevents us from opening the January period until the counting journal is posted.
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André Arnaud de Cal...
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