Infor XA Period End Checklist (Free, PDF/Excel)

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

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Before cutoff

Announce the close calendar and cutoff time to all departments.CRITICALConfirm all shipments for the period have been invoiced or accrued.Confirm all receipts for the period have been entered.CRITICALPost or clear any batches left open in sub ledgers.Back up the system before the close run.Lock transaction entry for the closed period as your procedures require.

Inventory and cost

Complete and post cycle counts and adjustments for the period.CRITICALReview negative on hand balances and correct them.Reconcile inventory report totals to the general ledger inventory account.CRITICALReview large cost variances and explain them.Check items in transit and consigned stock.Review slow and obsolete stock for reserves.

Work in process

Post all outstanding labor and material to shop orders.CRITICALClose completed shop orders and review remaining balances.Reconcile the work in process report to the ledger.CRITICALInvestigate orders with no activity for a long time.Review scrap postings and rework costs.

Receivables and payables

Post all customer invoices, credits and cash receipts.CRITICALReconcile receivables aging to the ledger control account.CRITICALPost all vendor invoices and match received but not invoiced items.Accrue goods received but not yet invoiced.Reconcile payables aging to the ledger control account.Review foreign currency revaluation, if you use multiple currencies.

General ledger and reporting

Post recurring and accrual journal entries.CRITICALReview the trial balance for unusual balances.Reconcile bank accounts and clear suspense accounts.Review intercompany balances and eliminations.Close the period only after management review and sign off.CRITICALArchive reports and the close checklist with approvals.Record lessons and update the calendar for next month.

Tick items as you finish them. Items marked critical block the close if skipped. Record the date and initials for each step in your own close calendar.

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How to use this checklist

Copy the checklist at the start of each close and assign each group to an owner. Work through the groups in order, because later steps depend on earlier ones: you cannot reconcile inventory to the ledger until counts and receipts are posted. Mark critical items as hard stops. Export the finished list to PDF and keep it with your close documentation as evidence for auditors. Customize the steps to the modules you actually run in XA.

Why the order matters

Sub ledgers feed the general ledger, so the safest sequence is to finish transactions, then reconcile each sub ledger to its control account, then post adjusting entries, then review and lock. Starting reconciliation too early forces rework when late transactions arrive. Inventory and work in process come first for manufacturers since cost flows from them into cost of goods sold. Receivables and payables follow, then the ledger review.

Finish transactions and cutoff first.
Reconcile each sub ledger to its control account.
Post accruals and adjustments.
Review trial balance, then lock the period.

Reconciling to the ledger

Three reconciliations anchor the close: inventory, work in process and the receivables and payables control accounts. For each, compare the system report total to the ledger balance and investigate every difference rather than posting a plug. Typical causes are timing differences, transactions entered after report dates and manual journal entries made directly to control accounts. Keep a reconciliation sheet with the difference, its cause and the correcting entry.

Common mistakes

Frequent problems include leaving shop orders open after they finish, which inflates work in process, and posting manual entries to control accounts so that sub ledgers no longer agree to the ledger. Another is skipping the backup before the close run. Finally, closing before management review means corrections have to be posted into the next period. Build the review into the calendar.

Frequently Asked Questions

Is this checklist specific to XA modules?

It follows the order of operations common to XA and MAPICS manufacturers, but exact programs and menus differ by release and modules. Adapt step names to your environment and add steps for modules you use.

How long should a month end close take?

It varies by size and complexity. Many manufacturers aim for a few working days. The biggest improvements usually come from fixing cutoff discipline and closing shop orders promptly, rather than from working faster during the close.

Why reconcile work in process separately?

Work in process holds costs from material, labor and burden that have not yet reached finished goods. Open or forgotten shop orders can leave large balances. A separate reconciliation catches these before they distort cost of goods sold.

Can I use this for year end?

Yes as a base. Year end adds steps such as physical inventory, annual standard cost updates, accrual reviews and audit support. Add those items as a separate group and keep the monthly structure underneath.

If your close still depends on spreadsheets and manual reconciliations, we can build read-only reports over your XA data that show differences and likely causes before the deadline.

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Infor XA Period End Checklist