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Year-End Checks

Applies to: All subscriptions · Invoice Generation · Which modules do I have?

Purpose

Carry a Complifly deployment across a financial year boundary without a numbering collision, an unclosed period, or a reconciliation that cannot be completed later.

Audience

Finance, with IT. Planned and owned, not improvised.

Prerequisites

  • Monthly Checks performed consistently through the year
  • A plan with a date and an owner, agreed at least a month ahead
  • A rehearsal in a non-production environment
  • A verified backup immediately before the exercise

Steps

Plan a month ahead

Year-end is the one operational exercise that cannot be retried casually. Numbering, period close and statutory deadlines all converge, and the window is short.

Timing Action
One month before Agree the plan, the date and the owner. Rehearse in a non-production environment
One week before Complete the reconciliation for the closing year to date
The day before Verified backup. Confirm no documents are pending
On the day Execute the sequence below
The week after Verify, and resolve anything the pre-check surfaced

1. Numbering series rollover

The check that causes the most damage when missed.
Verify Every series for the new year is defined, correctly formatted, and starts where it should
Expect Each registration and document type has a series ready
Warning signs A series with no definition for the new year; a series continuing across the boundary in a way that could collide; an ERP series restarting into numbers already used
Act Define the new series before the first document of the new year. A collision produces a permanent duplicate rejection, because the government consumes numbers per supplier, type and year

Confirm the ERP's series as well as Complifly's. Most collisions originate on the ERP side.

2. Close the final period
Verify All documents for the final period are processed, registered and posted
Expect Nothing outstanding
Warning signs Documents in quarantine; documents unregistered; unposted entries
Act Clear everything before closing. Closing over an outstanding item makes it far harder to resolve afterwards

3. Run the year-end pre-check
Verify The pre-check reports no blocking issues
Expect Clean, or issues with an owner and a plan
Warning signs Unbalanced entries; open periods; unposted documents
Act Work every issue. Do not force the close. Forcing it leaves inconsistency that is materially harder to unpick than resolving the issue now

4. Close the year
Verify The close completes and balances carry forward correctly
Expect Completed; the new year open
Warning signs The close fails; balances do not agree
Act If it fails, do not retry blindly — read what it reports. Restore from backup if the state is uncertain

5. Full-year reconciliation
Verify The full year, ERP against Complifly, per registration
Expect Agreement, with every difference explained
Warning signs Unexplained differences; documents registered that the ERP does not show
Act Resolve now. A year-end difference left unresolved becomes an audit finding twelve months later, when nobody remembers the context

6. Compliance completeness for the year
Verify Everything requiring registration has it; cancellations are accounted for; evidence is retrievable
Expect Complete and retrievable
Warning signs Gaps in the document sequence; documents that missed their window; evidence that cannot be retrieved
Act Gaps and missed windows go to the tax lead. Evidence retrieval problems go to IT before the archive

7. Archive and retention
Verify The closing year's data is archived per the retention policy and is retrievable
Expect Archived and retrievable
Warning signs Archive not tested; retention shorter than the statutory obligation
Act Test retrieval from the archive. Statutory retention wins over any data-minimisation preference — check before purging anything

8. Housekeeping for the new year
Verify Fiscal calendar seeded for the new year; rates with effective dates spanning the boundary; approval thresholds still appropriate
Expect Ready
Warning signs No calendar; rates with no validity in the new year; thresholds unchanged since inception
Act Seed and configure before the first working day of the new year

Validation

Check Pass condition
Rehearsed In a non-production environment, before the real exercise
Backup verified Taken and verified immediately before
Numbering ready Every series defined for the new year, in Complifly and the ERP
Final period closed With nothing outstanding
Pre-check clean Worked, not forced
Year closed Balances carried forward correctly
Reconciliation complete Every difference explained
Archive retrievable Tested, not assumed
New year configured Calendar, rates and thresholds ready
The first document of the new year Processed successfully, end to end

The last row is the real proof. Process one real document on the first working day and take it through to registration.

Troubleshooting

Symptom Cause Action
Duplicate rejections in the first week of the new year A numbering series collided Numbers are permanently consumed. Fix the series before issuing more
Year-end close refuses The pre-check found genuine issues Work them. Forcing the close is worse than delaying it
Balances do not carry forward Unposted entries, or an open period Close all periods first
Reconciliation differences discovered at year-end Monthly reconciliation not performed A year of differences is far harder than twelve months of small ones
Archived data cannot be retrieved Archive never tested Test retrieval before relying on the archive
Rates missing for the new year Effective dates end at the boundary Extend or add them before the first document
The first document fails New-year configuration incomplete Work the configuration checklist; do not process a backlog until it passes
Year-end takes far longer than rehearsed Rehearsal used an unrepresentative data volume Rehearse against representative volume