Closing a period in the app

In the Spend Cloud App, it's possible to close a period of a book. This can be done on the first day after the next period has started.

To close a period in the app, follow these steps:

1. Open the app and log in.
2. Navigate to the "Books" menu by clicking on it in the bottom right corner.
3. Click on the three dots in the upper right corner.
4. Select "Periods."
5. Choose the period you wish to close.
6. Click "CLOSE THIS PERIOD."
7. Optional: If your organization uses Cash Fund, you must add a Cash Count.
8. Optional: Enter the Cash Count by filling in the quantities of the suggested banknotes and coins.
9. Optional: After the Cash Count, click "CLOSE PERIOD."
10. The period is now closed. If the period requires review, it will be sent for assessment. If not, the book with the corresponding period will appear in the "Cash & Card / Export" section, allowing your administration to export the period to the financial software.

Make sure you have thoroughly checked the coding of the entries before closing a period.

When you receive a notification that a period can be closed, you can click on this notification to navigate directly to the correct menu to close the period.

Conducting a cash count

If you are closing a period that includes cash transactions, you may need to conduct a Cash Count first. Each book can be set to require this Cash Count before closing. If there is a cash discrepancy after the Cash Count, you must explain the difference after clicking "Save." If the Cash Count is correct or the discrepancy is accounted for, the closed period will be forwarded. Learn more about conducting a Cash Count in the app.

What happens after I close the period?

The period will either be sent to the staff member responsible for the book for review or, if you have the necessary authorization, directly to the financial administration for further processing. If a colleague rejects the closed period, you will receive a notification to make the necessary corrections.

If the period is closed on a computer by an application manager, it never needs to be reviewed. The period is immediately ready for export to the financial software.

If the period is approved and you still need to make changes, you can contact your application manager to do so. This is only possible if the period has not yet been exported to your financial software.

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