SYSPRO Month-End Close Checklist (Free)

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13 critical items still open - these are the highest-risk gaps.

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Before you start

Confirm all users have finished posting for the periodCRITICALTake a database backup before any period-end runCRITICALRecord the current period and year in each moduleProcess any unposted batches or journals in the queueCheck that exchange rates for the period are loadedConfirm bank statements are captured up to period end

Inventory and purchasing

Post all goods received notes and supplier returnsCRITICALReview the goods received not invoiced balance and clear old itemsReconcile the GRN suspense account to the ledgerCRITICALRun the inventory valuation report and tie it to the stock control accountCRITICALReview negative stock and correct the causeCheck stock in transit and unposted warehouse transfersProcess stock take adjustments if a count was heldReview open purchase orders for items already received

Manufacturing and WIP

Post all labour and machine time to jobsComplete or close jobs that have finished productionCRITICALReview variances on completed jobs before closing themReconcile the work in progress report to the WIP ledger accountCRITICALReview scrap postings and unusual material issuesCheck that overhead absorption has run for the period

Sales and receivables

Invoice all shipped sales orders for the periodCRITICALCheck shipped-not-invoiced reportsPost customer receipts and allocate them to invoicesReconcile the debtors report to the control accountCRITICALRun the aged debtor report and review overdue accountsReview the credit note and returns listRevalue foreign currency debtors at the period-end rate

Payables and general ledger

Capture all supplier invoices received by period endCRITICALReconcile the creditors report to the control accountCRITICALAccrue goods received not invoiced if not automaticRevalue foreign currency creditors at the period-end rateRun VAT reports and reconcile them to the VAT accountsPost recurring and accrual journalsRun the trial balance and review unusual balancesCRITICALClose the period in each subledger module, then the general ledgerCRITICAL

Items marked critical should be signed off before any module period is closed. Closing in the wrong order can leave control accounts out of balance.

Close automation review

Optional: discuss which reconciliations could be checked automatically from your ERP.

Optional. The tool and every export work without this. No spam.

How to use the checklist

Work through the groups in order and tick each item as it is done. Items marked critical protect the integrity of the close and should not be skipped. Export the completed list to PDF or Excel and keep it with your month-end file as audit evidence.

Why order matters

Subledgers feed the general ledger, so they should be reconciled and closed first. Inventory and purchasing close before WIP, because material issues and receipts drive job costs. Receivables and payables close next, and the general ledger last. Reopening a period late can be difficult and may need support.

Reconcile each control account before closing its module
Close subledgers before the general ledger
Keep a backup point before the first period-end run

Reconciliations that catch most problems

Three reconciliations find most month-end issues: inventory valuation to the stock control account, the GRN suspense balance to its account, and WIP to the job ledger balance. Differences usually trace to unposted batches, timing of goods received and invoices, or manual journals against control accounts.

Common mistakes

Teams often allow journals to control accounts, forget foreign currency revaluation, or close a period while a user is still posting. Document your own cut-off time and lock users out of posting until the close is complete.

Frequently Asked Questions

Is this checklist specific to a SYSPRO version?

No. It follows the general SYSPRO module structure, but screen names and options vary by version and by how your company is configured. Adjust the items to match your setup and your auditors' requirements.

How long should a month-end close take?

It depends on volume and discipline. A well-run manufacturer often closes within a few working days, while teams with many manual reconciliations take much longer. Tracking days to close month by month shows where the delay sits.

What if the subledger does not match the control account?

Find the difference before closing. Common causes are manual journals to a control account, unposted batches, or timing between goods received and invoice posting. Correct them with proper source transactions rather than balancing journals.

Can I reopen a period after closing?

Sometimes, depending on the module and your SYSPRO release, but it can be complex and may affect reports already issued. Treat the close as final and plan adjustments for the next period where possible.

If month-end reconciliation takes days of exporting and checking, Netray can help automate variance checks over your ERP data without moving it off-site.

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SYSPRO Month-End Close Checklist