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REI Master - END OF FINANCIAL YEAR PROCEDURE

Please watch the following video prior to starting this procedure. This will give you an overview of the following steps.

Click the TV to watch the End of Financial Year video

This video is available on our YouTube channel (search reimasterezyrez on YouTube)

Following completion of your End of Month for Period 12 - June 2015 REI Master will prompt you to complete the End of Financial Year procedure.

This will allow you to perform the following:

- Produce Financial Year Summaries for Owners. These summaries can be printed or emailed. - Reduce the size of your database by removing inactive records – this step is optional.

The following will be performed as part of the End of Financial Year procedure:

- A copy your data created so you can retain historical information to be retrieved in the future. - Retaining of transactions in the financial year just completed, to allow comparative reporting.

It is important that the End of Financial Year procedure is completed before any transactions in the new financial year are processed.

SOLE ACCESS IS REQUIRED when performing the End of Financial Year procedure.

This procedure should be performed on your server or main computer where the database is located. This should be the only computer running REI

Master whilst performing the End of Financial Year procedure. Make sure that REI Master is closed on all other machines.

http://www.youtube.com/watch?v=n1M1Y0N3gGA

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The following pages outline the steps required to perform the End of Financial Year procedure.

Please ensure you have sufficient paper and ink for your printer if you intend to print Financial Year Summaries.

Please ensure you have a valid internet connection if you intend to email Financial Year Summaries.

After finalising the End of Month wizard for June 2015 you will be prompted by the following message to perform the End of Financial Year procedure.

Click OK to the message once you have read and understood it.

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STEP 1

In this step you will perform a backup of your data prior to performing the End of Financial Year process. Please ensure this backup is saved to a designated location other than the daily backups of your database. Save the backup to a folder designated End of Financial Year 2015. Place the backup on a portable hard drive or USB stick which will be retained indefinitely.

Click on the Backup button to perform a backup that will be retained indefinitely. You will not be able to continue to step 2 until you have performed the backup process.

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STEP 2

In this step you will be able to print, export and / or email copies of Financial Year Summaries for your owners.

Please Note: These statements cannot be previewed. They will be exported to the nominated folder or sent directly to the printer. If you wish to preview the Financial Year Summaries follow the steps on Page 12.

Please Note: You can re-print, re-export or re-email Financial Year Summaries after you have completed the End of Financial Year wizard.

If you wish to print the Financial Year Summaries click on the Print Statements button. The Financial Year Summaries will now begin printing.

Click the Print Statements button again to print a second copy if required.

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If you would like to export the Financial Year Summaries click the Export Statements To *.pdf button.

Select a location to save the exported reports to, create a folder if necessary by clicking on Make New Folder.

The Financial Year Summaries will be exported to the designated folder.

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If you would like to email the Financial Year Summaries click the Email Statements button.

The screen shot below shows the subject heading and message that will be sent with the Financial Year Summary. Modify the Subject & Message information if necessary by overtyping.

Please Note: The below screen shot shows REI Master Pty Ltd, this will be replaced with your Trading Name as listed in the Business Details of your subscription.

You have the ability to add further documents to be sent with the Financial Year Summaries. Click on the Add button under Attachments if you wish to add a document such as a newsletter.

Click Send All when you are ready to email the Financial Year Summaries.

Once all emails have been sent you can print a Summary report showing the successful emailing of Financial Year Summaries to all Owners. Click the Print Summary button to print this report.

Click Close to return to End of Financial Year Wizard.

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STEP 3 – THIS STEP IS OPTIONAL

In this step you have the ability to delete inactive records from the database. This is helpful if you have a large database with lots of inactive records. Records will only be deleted where there is no transactions occurring in the Financial Year you are finalising. This process will not delete records in previously archived Financial Year databases.

If you do not use Sales or Contacts you do not need to ticks these boxes.

Please Note: The Delete process is permanent and the information cannot be retrieved.

IF YOU ARE UNSURE DON’T TICK THE BOX!

Place a tick in each box to indicate which items you wish to delete from the database.

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STEP 4

This step will delete any records you have ticked in the previous step. It will also create an archived database in a folder titled 14-15 Your Business Name in the REI Master folder on your main computer (This database can then be accessed to get information from the financial year you are finalising and the financial year prior.) The financial year will be rolled and your database available to commence transactions for the new financial year commencing July 2015.

Click on the Perform Year End button to commence the archive and rollover process.

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Click Yes to the ‘Have you finished printing and emailing financial year summaries…’ message.

Click OK to the message ‘You are about to perform the end of financial year. Are you sure you want to continue?’.

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Click OK when told that ‘The Year End Processing Is Complete!’.

You have now completed the End of Financial Year procedure.

Please see the following pages for further information and questions.

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FURTHER INFORMATION & FREQUENTLY ASKED QUESTIONS

1. If you have accidentally closed out of the End of Financial Year wizard without rolling the financial year, i.e. you have clicked the ‘close’ button up the top right (the red box with the white cross); or you have clicked Cancel once you have clicked Perform Year End you will be prompted to confirm your intention to stop this procedure and be taken back to the main screen of REI Master.

To access the End of Financial Year wizard again click on Change in the top toolbar and then select Year End.

Please Note: DO NOT perform this process again if you completed the wizard correctly the first time!

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2. To preview your Financial Year Summaries before completing the End of Financial Year procedure.

1. Close out of the End of Financial Year Wizard, click the cross at the top right of the screen.

2. Click Yes when prompted if you wish to cancel the End of Financial Year Wizard.

3. Click the Reports button at the top of the main screen.

4. Select Owner – Financial Year Summaries.

5. Take the tick out of Current Financial Year.

6. Click on and highlight the Owner that you wish to preview.

7. Tick Preview Report.

8. Click Print.

9. The selected Owner’s Financial Year Summary will display on the screen.

10. Close the screen once you have viewed the Financial Year Summary.

Repeat the above steps 6 - 10 to preview the Financial Year Summary for other Owners.

11. Once you have checked the Financial Year Summaries and are ready to complete the End of Financial Year wizard close out of any Report screens.

12. Click on Change in the top toolbar and then select Year End.

13. Commence the End of Financial Year Wizard from Step 1 on Page 3.

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3. To print your Financial Year Summaries before completing the End of Financial Year procedure.

1. Close out of the End of Financial Year Wizard, click the cross at the top right of the screen.

2. Click Yes when prompted if you wish to cancel the End of Financial Year Wizard.

3. Click the Reports button at the top of the main screen.

4. Select Owner – Financial Year Summaries.

5. Take the tick out of Current Financial Year.

6. Click Select All to select all records.

7. Untick Preview Report.

8. Click Print.

9. Financial Year Summaries for all Owners will be sent to the printer; they will not display on screen before being sent to the printer.

10. Once you have checked the Financial Year Summaries and are ready to complete the End of Financial Year wizard close out of any Report screens.

11. Click on Change in the top toolbar and then select Year End.

12. Commence the End of Financial Year Wizard from Step 1 on Page 3.

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4. To print Financial Year Summaries after you have completed the End of Financial Year Wizard.

1. Click the Reports button at the top of the main screen.

2. Select Owner – Financial Year Summaries.

3. Take the tick out of Current Financial Year.

4. Click on and highlight the Owner(s) that you wish to print Financial Year Summaries for. If you wish to print all Financial Year Summaries click Select All.

5. Untick Preview Report.

6. Click Print.

7. Financial Year Summaries for selected Owners will be sent to the printer; they will not display on screen before being sent to the printer.

5. To export Financial Year Summaries after you have completed the End of Financial Year Wizard.

1. Click the Reports button at the top of the main screen.

2. Select Owner –Financial Year Summaries.

3. Take the tick out of Current Financial Year.

4. Click on and highlight the Owner(s) that you wish to export Financial Year Summaries for. If you wish to export all Financial Year Summaries click Select All.

5. Click Export To *.pdf.

6. Click Print.

7. Select a location to save the exported reports to, if necessary; create a folder by clicking on Make New Folder.

8. Financial Year Summaries for selected Owners will be exported to the nominated folder.

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6. To email Financial Year Summaries after you have completed the End of Financial Year Wizard.

1. Click the Reports button at the top of the main screen.

2. Select Owner – Email Financial Year Summaries.

3. Take the tick out of Current Financial Year.

4. Click on and highlight the Owner(s) that you wish to email Financial Year Summaries for. If you wish to email all Financial Year Summaries click Select All.

5. Click Email.

6. Click on the Add button under Attachments if you wish to add a document such as a newsletter.

7. Click Send All when you are ready to email the Financial Year Summaries.

8. Financial Year Summaries for selected Owners will be emailed.

7. What if there is an item on an Owner’s Financial Year Summary that is allocated to the WRONG account code?

Watch the End of Financial Year video on our YouTube channel (search reimasterezyrez on YouTube) to learn how to re-allocate expenses. This feature starts at approximately 3:50 into the video.

8. How do I identify what an amount on an Owner’s Financial Year Summary is made up of?

Run the Ledger report for the Owner for the financial year to identify the individual transactions that make up the amount (remember to untick Current Financial Year).

OR

Using the Re-allocate Expenses feature, filter the Owner’s expenses by Account Code to identify the transactions that make up the amount.

Watch the End of Financial Year video on our YouTube channel (search reimasterezyrez on YouTube) to learn how to re-allocate expenses. This feature starts at approximately 3:50 into the video.

http://www.youtube.com/watch?v=n1M1Y0N3gGAtohttp://www.youtube.com/watch?v=n1M1Y0N3gGAto

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9. How do I access information from the previous financial year, ie. the financial year that has just been finalized?

Information from the financial year that has just been finalized can be accessed in the current database. In certain records and Reports screens ensure you untick the Current Financial Year tick box to view dates for the previous financial year.

10. How do I access information from more than one financial year ago?

To access this information you must open an archived database. The two formats of database are Access or SQL. See below on how to identify the database format you are using.

1. Click on the Help button at the top of the main screen.

2. Select About.

3. The database format you are using is shown below.

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FOR SQL DATABASES FOLLOW THE INSTRUCTIONS ON PAGE 22.

FOR ACCESS DATABASES FOLLOW THE INSTRUCTIONS BELOW.

1. Click the File button at the top of the main screen.

2. Select Open.

3. Click Browse ...

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4. Navigate to the location of the archived database. You are looking for the folder named for your business with xx-xx in front of the name, where xx-xx is the financial year dates, ie. 14-15 REI Master Company. This folder is usually located under the REI Master folder on your main computer; typically C:\Program Files\REI Master or C:\Program Files (x86)\REI Master.

5. Click on the folder; then click OK.

14-15REIMasterCompany

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6. The folder you have selected will now show under Current Selection. Click Open Database.

7. Click OK to the message that your ‘… datafile has been opened and is ready to use’.

C:\Program Files\REI Master\14-15 REI Master Company

‘14-15

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8. Enter the password to access this database.

9. You can identify the database you are accessing by the title at the top of the screen.

10. Once you have accessed the information you require remember to return to your current database.

11. To do this, click the File button at the top of the main screen.

12. Select Open.

13. If your current database is showing in the Recent Datafiles Opened list, highlight the file by clicking on it, then select Open Database. Now go to Step 16.

If your current database is not showing in the Recent Datafiles Opened list click Browse …

14-15

14-15 REI Master Company

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14. Navigate to the location of the current database. You are looking for the folder named for your business, ie. REI Master Company. This folder is usually located under the REI Master folder on your main computer; typically C:\Program Files\REI Master or C:\Program Files (x86)\REI Master.

15. Click on the folder; then click OK.

16. Click OK to the message that your ‘… datafile has been opened and is ready to use’.

17. Enter the password to access this database.

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TO OPEN AN SQL DATABASE FOLLOW THE INSTRUCTIONS BELOW.

1. Click the File button at the top of the main screen.

2. Select Open.

3. Highlight the folder named for your business with xx-xx in front of the name, where xx-xx is the financial year dates, ie. 14-15REIMasterCompany. Click Open Existing Database.

14-15REIMasterCompa, C:\REIMASTERCOMMON\REISQLDB\1

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4. Click OK to the message that your ‘… datafile has been opened and is ready to use’.

5. Enter the password to access this database.

6. You can identify the database you are accessing by the title at the top of the screen.

7. Once you have accessed the information you require remember to return to your current database.

8. To do this, click the File button at the top of the main screen.

‘14-15REIMasterCompa

(14-15REIMasterCompa)

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9. Select Open.

10. In item 3 highlight the database you wish to open by clicking on it; then select Open Existing Database.

14-15REIMasterComp,

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11. Click OK to the message that your ‘… datafile has been opened and is ready to use’.

12. Enter the password to access this database.

If you have any questions regarding the End of Financial Year procedure

please contact REI Master Support on 07 5519 5955