Closing, Re-Opening or Removing Account Period

To close an account period:

Note: Before an open account period can be closed, the status of the account period has to be changed to 'Ship Locked', then 'Office Locked' and only then 'Closed'. This is to verify the closure of the account period in both Vessel and Office sites.

1. From the HR Manager main menu, click Overview under the Payroll menu.

2. On the Overview screen, select the Year that the account period you want to close falls under.  

3. Use the filter field in the Status column and type 'Open' to conveniently search and list all account periods with an 'Open' status.

4. To close an account period, click on the status of the account period in the Status column. The account period details will then be displayed.

5. From the drop-down menu in the Status field, select 'Ship Locked'. This means that the Vessel-site user ship-locks the account period and sends it to the Office-site user for verification. Click Save.

6. Upon verification, the Office-site user can proceed to office-lock the account period. The status can now be changed to 'Office Locked'. Click Save.

Note: An Office Locked account period can be reverted back to the Ship Locked status for further processing. However, the account period must then be changed to Office Locked again before it can be closed.

7. The account period is now finally ready to be closed. Change the status to 'Closed' and click Save. You can then proceed to export this payroll information to your Accounting system.

Note: Alternatively, you can highlight the account period that you want to close and use the Ship Lock, Office Lock and Close buttons at the bottom of the screen.

To re-open a closed account period:

Note: This action can only be carried out by users with the appropriate access rights.

1. From the HR Manager main menu, click Overview under the Payroll menu.

2. On the Overview screen, select the Year that the closed account period you want to re-open falls under.  

3. Use the filter field in the Status column and type 'Closed' to conveniently search and list all account periods with an 'Closed' status.

4. To re-open a closed account period, highlight the closed account period that you want to re-open and click the Re-open Closed button at the bottom of the screen.

5. A message confirming your intention to re-open the account period will be displayed. Click OK to continue.

6. The status of the account period will now be changed to 'Open'.

To remove an account period:

Note: This action can only be carried out by users with the appropriate access rights.

1. From the HR Manager main menu, click Overview under the Payroll menu.

2. On the Overview screen, select the Year that the account period you want to remove falls under.

3. Use the filter field in the Status column and type 'Open' to conveniently search and list all account periods with an 'Open' status.

4. To remove an open account period, highlight the account period that you want to remove and click the Remove Opened button at the bottom of the screen.

5. A message will be displayed. Please take note that all transaction data that has been created for this account period will be deleted. Click OK to continue.

6. The account period will then be removed from the screen.