Fiscal Year Transition Checklist

During the execution of a fiscal year transition, actions still need to be performed in modern administrative systems that occur only once a year. These actions raise questions or, worse, are not executed at the most suitable time. To prevent these questions and to ensure the fiscal year transition runs as smoothly as possible, this checklist is intended for those coordinating a fiscal year transition with MKG software.

Explanation of the steps

Create a fiscal year » Entries in MKG are divided into fiscal years. A fiscal year contains fiscal year-dependent tables that are automatically filled for the new fiscal year when you create a new fiscal year from an ongoing fiscal year.

Authorize users » MKG uses an authorization model where you set per user whether they have access to the data of an administration/fiscal year. After creating a new fiscal year, you can set this access.

Check period layout » In the new fiscal year, MKG creates a period layout according to the settings of the current fiscal year. Especially in administrations where entries are made in 4-weekly periods, a check and possibly a correction is sometimes necessary.

Adjust financial sequence numbers » MKG registers a unique number, a sequence number, for various processes. The financial sequence numbers, also known as transaction document numbers, are recorded in the journals where you manually create entries.

Adjust logistical sequence numbers » MKG registers a unique number, a sequence number, for various processes. The logistical sequence numbers, also known as order numbers, include the order series, the quote series, and the calculation series. If you want to automate this sequence numbering, so you no longer have to enter it manually, you must perform this action before you create the new fiscal year. Automating process numbering can only be done in MKG3 and MKG5.
How to Automate Process Numbering in MKG

Automatic batch processing » Do you use automatic batch processing, for example, to import orders? Then the fiscal year in which the import must be executed in the relevant import script must be adjusted to the new fiscal year. This is related to the assignment of order numbers.

API Connection

Do you use an API connection? To ensure that process numbering and entries occur in the correct fiscal year, you can perform API calls to check which fiscal year the API user is currently in and to switch fiscal years. This article contains an example API call for both situations.

It may happen that a process number - for example, from an order, quote, or calculation - is used from the wrong fiscal year. You can resolve this as follows:

1. Start the MKG client and log in with the API user.
2. Select the correct fiscal year.
3. Then close MKG. In the next API connection, the process number will be correct.

New Fiscal Year in MKG App

In the MKG App, it is possible to switch between fiscal years. Do you use the MKG App? Then don't forget to set the new fiscal year there as well:

1. Go to the settings via the main screen. You can find these via the gear icon at the top right of the screen.
2. Go to MKG.
3. Go to Fiscal Year and choose the newly created fiscal year.

Daily practice around Fiscal Year Transition

If you use MKG in the Basic financial setup, there are few to no restrictions for daily operations with MKG. The only thing you need to remember is that in case of sequence number changes, this change is applied immediately when you save the control variables. Read more...

Rate adjustments at a Fiscal Year Transition

A rate adjustment is often implemented simultaneously with a fiscal year transition, if desired and necessary, of course. Within MKG, various rates are available. For two types of operation rates, net and billable rate, you can specify a price per hour, with which MKG calculates different prices. Read more...