The UBS Inventory System supports periods 1–18. To complete one financial year, Year-End Processing must be performed in Period 12. This function is located in Housekeeping, Year-End Processing.
Checklist Before Running Year-End Processing
Complete Year-End or Month-End Stock Take
Ensure stock values and quantities are updated.
Generate the Inventory Physical Worksheet:
Navigate to Inventory & Services, Related Tasks, Report Centre, Physical Worksheet.
Use filter criteria: With Quantity and Include 0 Stock.
Print the report or export it to Excel for a stock take.
Update Physical Count of Inventories
Update the actual quantity:
Go to Inventory & Services > Related Tasks, Report Centre, Physical Worksheet.
Use the same filter criteria as above and select Update Actual Quantity.
Enter stock take results in the Actual Qty field.
Avoid selecting Generate Actual Qty from Book Qty to prevent overwriting physical counts.
Once updated:
Click Exit, Generate Adjustment Transactions, OK, Exit.
Confirm the Generate Complete message.
Generate Reports
From Inventory & Services, Report Centre, generate:
Stock Cards Report
Inventory Balance Check Report
Calculate Cost of Sales
Go to Customer & Sales, Profit Margin, Calculate Cost of Sales.
Select the Costing Method, click Generate, and confirm with Yes.
Generate Profit Margin Reports as needed.
Update Stock Value to Accounting System
Navigate to Inventory & Services, Related Tasks, Report Centre, Status & Value.
Select Update A/C Stock Value, then update via Item, Group, Category, or Matrix Item.
Optionally, print the report.
Check Individual Item Value by Historical Price
Go to Inventory & Services, Related Tasks, Report Centre, Trace Item Cost & Value.
Select the Costing Method and filter by Item No. and Period, then generate the report.
Backup Your Data
Ensure a complete data backup before proceeding.
Run Year-End Processing
Confirm that the Accounting Year-End Process is complete.
Navigate to Housekeeping, Year-End Processing.
Set the program to close at Account Period 12, enter the password, and click OK.
After Year-End Processing
Access past Year-End Processed data via the Choose Your Company list:
Select Actions, Previous Year Data Icon, Inventory & Billing.
Choose the desired year (e.g., DATA2020, DATA2021, etc.) and open it.
Transactions from Periods 13–18 will roll over to the new financial year as Periods 1–6, respectively.