Steps to Close the Year
  1. On the scheduled day, ensure all users are logged out of e·silentpartner before the scheduled backup.
  2. An administrator must then place the database in Admin Mode by navigating to Setup – Admin – eProject Licenses before the backup procedure is scheduled to begin. Check ‘Set Admin Mode’ and then click the blue Update button.
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Security access as a ‘Security Administrator’ along with access to ‘View All Companies’ and to the Setup menu are all required.
  1. All users should remain logged out until the year is closed and verified.
  2. Notify the technical support team creating the backup that the database is in Admin Mode as follows:

For Hosted Clients or Non-hosted Clients with a Signed e·silentpartner Technical Support Quote

i. Update or add an eForum issue confirming the database is in Admin Mode so the e·silentpartner technical support team will know it is OK to begin the backup procedure.

ii. Our esilentpartner team will actually run the ‘Close the Year’ procedure
after the backup procedure is complete. FYI, Close the Year access is actually disabled for all hosted clients to ensure the year is not closed before the backup is complete.

iii. Finally, our e·silentpartner team will update the eForum issue notifying
you the year-end close is complete.

For Non-Hosted Clients:

i. Notify your internal or consulting technical support team that the database is in Admin Mode and they should notify you once the backup is complete. They should also verify the following before proceeding with the backup:

  1. Verify the backup device and database backup schedule is turned OFF so it does not interfere with your year-end processing.
  2. Keep the Tomcat service running but verify no one is still
    connected to the Oracle database.

ii. Once you have confirmed the year-end backup is complete, then an internal e·silentpartner Administrator must go to GL – Admin – Close the Year and follow the prompts to run the year-end close. An in-progress 'spinner' will appear in v3.7 or later while the year-end process is running.

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iii. Once the year is closed, notify your technical support team to follow the steps listed in the 'Post Processing Steps for Non-hosted Clients' section
below.

  1. After the year-end closing, print the Trial Balance and Sub Ledgers for Period 1 to compare to those printed for Period 12 prior to closing.
  2. After you verify the post-close reports, please make sure you take the database out of admin mode by going to Setup – Admin – eProject Licenses – uncheck ‘Set Admin Mode’ and save changes before you log out.
  1. You can then notify users they are OK to log back.